The south african health products regulatory authority (sahpra) invites bids for a secure, cloud‑hosted electronic signature solution to serve 400 users and handle 50,000 transactions per year over a 36‑month period. The solution must support remote access, single sign‑on, multi‑factor authentication, flexible signing workflows, API integration with existing systems, comprehensive audit trails, and compliance with dpsa electronic signature guidelines. Evaluation follows a three‑phase process: mandatory compliance (accredited reseller/partner status), technical scoring (minimum 70/100), and a live demonstration (minimum 75/100), after which the 80/20 preference point system applies.
Key Requirements
Must be registered on the National Treasury Central Supplier Database (CSD) and provide proof; subcontractors also need CSD registration.
Must submit valid tax compliance (SARS PIN/TCS) and a completed Declaration of Interest (SBD 4) and Invitation to Bid (SBD 1).
Must be an accredited reseller, partner, or original developer of the proposed electronic signature solution (OEM/OSM authorization letter required) and complete/sign Annex A.
Solution must be a secure cloud‑hosted service accessible to 400 users, supporting 50,000 annual transactions, with 99.99% uptime, SSO, MFA, API integration, configurable digital signatures (PKI, typed/drawn/uploaded), multi‑format document handling, serial/parallel/mixed workflows, collaboration features, tamper‑sealing, AES‑128/SSL‑256 encryption, and DPSA guideline compliance.
Technical proposal must score at least 70/100 (company experience, reference letters, implementation plan) to proceed to demonstration phase.
Live demonstration must achieve at least 75/100 across nine functional areas (user management, document creation/upload, signature workflow, signing experience, external signing, collaboration, search/retrieval, notifications, reporting).
Submission: one original + two copies + one USB delivered in a sealed envelope to Loftus Park, Building A, 402 Kirkness St, Arcadia, Pretoria by 04 August 2026 @ 11:00; late bids rejected.
Pricing schedule (SBD 3.1) for the full 36 months must be firm, include VAT separately, and be submitted in the prescribed format; non‑submission renders bid non‑responsive.
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Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf
Important Dates
12 Jul
2026
PUBLICATION
Tender Published
Tender was published
04 Aug
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf
SAHPRA seeks a service provider for an electronic signature solution (cloud-hosted) for 400 users with 50,000 annual transactions over a 36-month contract. The solution must support SSO, MFA, multiple signature methods, API integration, document collaboration, audit trails, 99.99% uptime, and comply with DPSA Electronic Signature Guidelines. Evaluation follows a three-phase process: mandatory compliance, technical scoring (min 70/100), live demonstration (min 75/100), then 80/20 price/specific goals preference.
SOUTH AFRICAN HEALTH PRODUCTS REGULATORY AUTHORITY
Google
The Department of Health leads national health policy and supports provincial health systems across South Africa.
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Bid-ready summary
SAHPRA seeks an electronic signature solution to enable paperless operations, requiring a competent service provider registered on CSD.
Contract duration: 36 months.
Solution must support 400 users and 50,000 annual transactions, with one-month post-contract user information transfer.
Key features: Secure cloud-hosted, accessible remotely; SSO and MFA; multiple signature methods; integration with SAHPRA systems; customizable admin portal; document handling in multiple formats; workflow automation; collaboration tools; audit trails; high security standards; compliance with DPSA guidelines; 99.99% availability.
Important Dates
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf (TENDER)
Closing date: 04 August 2026 at 11:00.
Non-compulsory virtual briefing session: Thursday, 16 July 2026 from 10:00–11:00 via Microsoft Teams (link provided).
Clarifications/queries deadline: Submit in writing to [email protected] by Monday, 20 July 2026.
Questions and answers uploaded on SAHPRA website: Thursday, 23 July 2026.
Contact Information
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf (TENDER)
Submission address: Loftus Park, Building A, 402 Kirkness St, Arcadia, Pretoria, 0083.
No phone numbers or additional contacts provided.
Submission Guidelines
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf (TENDER)
Submit one original document plus two copies and one USB to: Loftus Park, Building A, 402 Kirkness St, Arcadia, Pretoria, 0083. No posted, faxed or emailed bids accepted.
Deliver during office hours (08:30–16:00 Monday–Friday) before or on closing date. Bids must be recorded in the tender submission register at SAHPRA reception.
Sealed envelope must be marked with bid number (SAHPRA/2026/ELECTRONIC SIGNATURE SOLUTION/RFB002), closing date/time (04 August 2026 @ 11:00), and bidder name/address.
Late bids will not be considered; tender box closes at exactly 11:00. Official Telkom time (dial 1026) used.
Bid validity is 90 days from closing date.
General Conditions of Contract must be accepted (download from Treasury website).
Non-compliance with submission instructions will render bid non-responsive.
Evaluation Criteria
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf (TENDER)
Accredited reseller/partner/OEM with signed authorization letter. 2) Completed and signed Annex A compliance. 3) Registered on National Treasury Central Supplier Database (CSD). 4) Valid tax compliance status (TCS/PIN). 5) Company experience: 7+ years for max points (30), 4-6 years (15), 0-3 years (0). 6) Reference letters: 4+ relevant letters within last 7 years for max points (50), 3 letters (30), 2 letters (15), 0-1 letters (0). 7) Implementation plan: 0-1 week (20 pts), 2-3 weeks (10 pts), 4+ weeks (0 pts). 8) Must achieve minimum 70/100 in technical evaluation and 75/100 in live demonstration to qualify for price/preference evaluation.
Technical Specifications
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf (TENDER)
Scope: Provide a secure cloud-hosted electronic signature solution accessible to 400 users, supporting 50,000 transactions per annum, for a 36-month contract.
Key requirements: Remote accessibility across devices/web browsers; Single Sign-On (SSO) and MFA support; configurable electronic/digital signatures (typed, drawn, uploaded); integration with SAHPRA systems via APIs; centralized administration portal with customization; document creation/upload in multiple formats (.doc, .pdf, .xlsx, etc.) with bulk upload and templates; flexible workflow routing (serial, parallel, mixed); collaboration features (comments, tracked changes); audit trails; security (AES 128-bit, SSL 256-bit encryption, tamper sealing); compliance with DPSA Electronic Signature Guidelines; 99.99% uptime.
Post-contract: One-month user information gathering/transfer period (no transactions).
Methodology
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf
Company experience scored: 0–3 years = 0 points, 4–6 years = 15 points, 7+ years = 30 points.
Reference letters: Must be for successful electronic signature solution implementations within last 7 years, contactable, signed, on client letterhead. Scoring: 0–1 letter = 0 points, 2 letters = 15 points, 3 letters = 30 points, 4+ letters = 50 points.
Pricing Schedule
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf
Pricing Schedule (SBD 3.1) must be completed in prescribed format. All costs must be included. Failure to submit renders bid non-responsive.
Financial Requirements
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf (TENDER)
Pricing Schedule (SBD 3.1) must be completed in prescribed format and returned with bid. Failure to submit renders bid non-responsive.
All costs must be included in pricing schedule. Price for 36 months must be firm.
VAT must be included and shown separately.
Payment terms: SAHPRA undertakes payment within 30 days after receipt of invoice.
Compliance Requirements
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf (TENDER)
Mandatory registration on National Treasury Central Supplier Database (CSD). Proof of CSD registration required. Subcontractors must also provide CSD proof.
Tax compliance: Submit unique Personal Identification Number (PIN) issued by SARS, or Tax Compliance Status (TCS), or CSD number if registered on CSD.
B-BBEE: Preference points claimed via Preference Points Claim Form (SBD 6.1). Valid B-BBEE certificate/affidavit/director(s)’ certified ID copy/CSD report required for points.
Declaration of Interest (SBD 4) and Invitation to Bid (SBD 1) must be completed and signed.
General Conditions of Contract must be accepted.
Contractual Terms
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf
General Conditions of Contract must be accepted (downloadable from Treasury website).
Copyright of documentation belongs to SAHPRA; successful bidder may not disclose information without written approval.
Waiver of breach does not prejudice future remedies.
On termination, contractor must hand over all documentation/deliverables without retention.
Contract amendments must be in writing and signed.
Special Conditions
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf
Bidders must initial each page and sign last page of Special Conditions of Bid and Contract (Section B-1). Deviations must be stated.
SAHPRA may cancel procurement process before contract award, negotiate with bidders, and is not obliged to accept lowest bid.
Confidentiality: Bid information must be kept confidential and used only for bid preparation.
Intellectual property: Copyright of documentation belongs to SAHPRA.
Additional information may be requested during evaluation; replies within 2 working days required.
Central Supplier Database registration mandatory for all bidders.
Section
Source: Final Bid Document-ELECTRONIC SIGNATURE SOLUTION_RFB002.pdf
Detailed evaluation criteria include mandatory accreditation, technical scoring (company experience, references, implementation plan), and demonstration phase.
80/20 preference point system applies for price and specific goals.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
Building A, Loftus Park, 402 Kirkness St, Arcadia, Pretoria, 0007, South Africa
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