Appointment of a service provider for the supply, implementation, support and maintenance of an electronic signature and pdf solution.

Closing date: 04 September 2026 at 11h00.

Enquiries deadline: 27 August 2026.

Bid validity period: 120 days from closing date.

Implementation must be completed within 4 weeks of award.

Support period: 3 years.

Procurement Specialist: Mr Joseph Phiri.

Email: [email protected].

Telephone: +27 11 269 3810.

Enquiries must be submitted in writing within 5 days of RFP issue. Consolidated responses posted on IDC website (www.idc.co.za) within 2 days after enquiry deadline.

Submit electronically only to the dedicated SharePoint portal: https://idcza-my.sharepoint.com/:f:/g/personal/tinys_idc_co_za/IgDyEh1jAqwtSZX7dhl_DzlmAW8YRBQ4MR8DwJOLivmmMfk. Bids sent to any other address will be disqualified. Closing date: 04 September 2026 at 11h00. No late bids. File size limit 50MB. Submit at least 30 minutes before deadline. Amended bids must be marked 'Amendment to bid'. Returnable schedules: Cover Page (RFP number, description, bidder name), Schedule 1 (Executive Summary), Schedule 2 (Board Resolution, certified ID of representative, Annexures 2 to 8, B-BBEE certificate or sworn affidavit, financial statements, JV/consortium/subcontracting agreement if applicable), Schedule 3 (Response to Section 2 using Annexure 1 format), Schedule 4 (Price Proposal as separate file). For joint ventures or prime contractor with subcontractors, each party must submit required documents.

Bid responses must be submitted electronically to the dedicated SharePoint portal: https://idcza-my.sharepoint.com/:f:/g/personal/tinys_idc_co_za/IgDyEh1jAqwtSZX7dhl_DzlmAW8YRBQ4MR8DwJOLivmmMfk. Bids sent to any other address will be disqualified. Closing date: 04 September 2026 at 11h00. No late bids considered. File size limit 50MB. Submit at least 30 minutes before deadline. Amended bids must be marked 'Amendment to bid'. Returnable schedules: Cover Page (RFP number, description, bidder name), Schedule 1 (Executive Summary), Schedule 2 (Board Resolution, ID copy of representative, Annexure 2 to 8, BEE certificate/affidavit, financial statements, JV/consortium agreement if applicable), Schedule 3 (Response to Section 2 Functional Requirements using Annexure 1 format), Schedule 4 (Price Proposal as separate file). For joint ventures/consortia/subcontracting, each party must submit required documents.

Four-phase evaluation:

Phase 1 – Initial Screening: Compliance with RFP requirements including CSD checks, tax compliance, B-BBEE status, submission of all required documents.

Phase 2 – Technical/Functionality: Mandatory requirements (vendor accreditation) – failure disqualifies. Other functional criteria: Bidder's Relevant Experience (30), Features of Digital Signature Solution (10), Security and Compliance (10), Features of PDF Editing Solution (10), Demonstration (30). Total 100 points. Bidders scoring 49 out of 70 (70%) or more on functional/technical requirements (excluding demonstration) are shortlisted for demonstration. Minimum overall qualifying score of 70 on functionality including demonstration required.

Phase 3 – Preference Point System (80/20): Price (80 points), Specific Goals (20 points). Specific Goals: Black ownership (10 points for 100% black owned, 4 points for 51%-99.99%), 30% Black women ownership (5 points), Any % ownership by Black Designated Groups (2 points), Promotion of SMMEs (EME or QSE) (3 points). Only enterprises with direct Black shareholding and exercisable voting rights qualify.

Phase 4 – Objective Criteria: Contract awarded to highest scoring bidder unless objective criteria (reputational risk, concentration risk, financial capability, past performance) justify otherwise.

Scope: Supply, implement, support and maintain an integrated enterprise-level e-signature software solution and PDF editing software solution.

• E-signature solution for 250 users; PDF editing solution for 400 users.
• Solutions must work independently or as an integrated solution.
• Preferably cloud-based, South African-based, integrate with Microsoft applications.
• Digital Signature features: cloud-based, mobile accessibility, consent to legal notice, multi-signers, sequential/parallel signing, delegated signing, document recall, real-time tracking, integration with MS Power Platform and MS Teams, attachments, comments, collaboration/chat, signature fields, text fields, custom fields, in-person signing, reusable templates, multiple formats (PDF, Word), notifications, reminders.
• Security and compliance: operated by a Certificate Authority (CA) with SAAA certification, ISO 27000 compliant infrastructure, data residency, FSCA and POPIA compliance, PKI-based signatures, audit trail, email and Active Directory authentication.
• PDF Editing features: text editing, annotations/comments, form filling/creation, page management, conversion (to/from Word, Excel, PowerPoint), OCR, security (password protect, redact, combine with digital signature).
• Training: skills transfer to 2 IDC IT employees with a 'How To' guide.
• Ad-hoc maintenance and support: 60 hours over 3 years.

The appointed bidder must provide a complete integrated solution consisting of an enterprise-level e-signature software solution and a PDF Editing software solution. The solutions should work independently or as an integrated solution. Implementation must be completed within 4 weeks of award. Training/skills transfer to 2 IDC IT employees with a 'How To' guide. Ad-hoc maintenance and support based on 60 hours for the duration of the project (3 years).

Bidder must demonstrate relevant experience in supply, implementation, integration, support and maintenance of Electronic/Digital Signature Solutions and PDF editing/document management solutions of similar scope and complexity. Provide a minimum of three (3) references for projects successfully completed within the last five (5) years, using the format in Annexure 1. IDC may also consider professional conduct and past experiences with the bidder over the last 5 years.

Cost Proposal must be VAT inclusive and in ZAR. Prices firm for full contract period unless escalation basis specified. All additional costs included in Total Bid Price. If linked to exchange rate, specify portion. Payments within 30 days from invoice on approved deliverables. IDC may apply National Treasury Instruction 02 of 2016/2017 cost containment measures. Costing Model: Table A – Cloud-based annual fee for Digital Signature (250 users) and PDF Editing (400 users) for 3 years. Table B – Implementation and Training: resources, rate/hour, hours, plus disbursements. Table C – Ad-hoc maintenance and support: 60 hours over 3 years (20 hours/year) at specified rate/hour. Disbursements must be clearly defined; if no charge, state 'No Charge'. Failure may result in IDC adding 50% to highest bidder's cost for comparison. Price Declaration Form: total amount in words and figures, confirm price covers all activities, offer valid for 120 days.

All prices VAT inclusive (where applicable) and in ZAR. Prices must be firm for full contract period unless escalation basis (e.g., CPI) is specified. All additional costs must be included in Total Bid Price. If linked to exchange rate, specify portion. Payments linked to approved deliverables within 30 days from invoice. IDC may consider National Treasury Instruction 02 of 2016/2017 cost containment measures.

Costing Model:

• Table A: Cloud-based annual fee for Digital Signature Solution (250 users) and PDF Editing Solution (400 users) for 3 years.
• Table B: Implementation and Training – resources, rate/hour, hours for implementation and training of 2 IDC IT employees, plus disbursements.
• Table C: Ad-hoc maintenance and support – 60 hours over 3 years (20 hours per year) at specified rate/hour.

Disbursements must be clearly defined; if no additional fee, state 'No Charge'. Failure to do so may result in IDC adding 50% to highest bidder's cost for price comparison.

Price Declaration Form: total amount in words and figures, confirm price covers all activities, offer valid for 120 days.

CSD registration required – submit CSD supplier number and unique registration reference.

Tax compliance with SARS – provide written confirmation and Annexure 3 (Tax Compliance Requirements) completed and signed.

B-BBEE: Submit a B-BBEE verification certificate. EMEs (revenue < R10 million) and QSEs (revenue R10–R50 million) may submit a sworn affidavit confirming annual total revenue and level of black ownership. Misrepresentation is a criminal offence.

Board Resolution: Duly certified copy authorising the signatory.

Certified ID copy of company representative.

Annexure 2: Acceptance of Bid Conditions and Bidder's Details.

Annexure 4: Bidder's Disclosure.

Annexure 5: Shareholders and Directors Information.

Annexure 6: BEE Commitment Plan.

Annexure 7: Disclosure Statement.

Annexure 8: Privacy & Protection of Personal Information Act requirements (if applicable).

Latest audited or independently reviewed financial statements (or cashflow budget for new entities).

Joint Venture/Consortium/Subcontracting Agreement if applicable.

Mandatory: Vendor accreditation from OEM for both Digital Signature and PDF Editing solutions – submit OEM letter confirming authority to supply, implement, support and maintain.

Specific Goals under 80/20 system: Black ownership (10 points for 100% black owned, 4 points for 51%-99.99%), 30% Black women ownership (5 points), Any % ownership by Black Designated Groups (2 points), Promotion of SMMEs (EME or QSE) (3 points). Total 20 points. Only enterprises with direct Black shareholding and exercisable voting rights in the hands of Black people, Black women, Black Designated Groups, or ESOPs qualify. Bidders are encouraged to partner with a black owned entity (50%+1 black owned and controlled). Submit a partnership/subcontracting proposal detailing portion of work outsourced, level of involvement, and B-BBEE scorecard or certificate.

IDC considers this RFP and all related information proprietary. Respondent must keep confidential and not disclose to third parties without prior written consent. IDC may amend any bid condition, validity period, specification, or extend closing date before closing, and will post amendments on its website. IDC reserves the right not to accept the lowest priced bid or any bid in part or in whole, to conduct site visits, to request additional information, to appoint any number of vendors, and to consider professional conduct and past experiences. IDC may disqualify bidders for non-compliance, incomplete information, fraudulent information, receiving information through fraudulent means, failure to comply with mandatory requirements or POPIA, or if prime contractor holds lower percentage than subcontractor. Successful bidder must conclude a Service Level Agreement (SLA). Successful bidders may be required to mentor SMMEs/Youth-Owned businesses.

Mandatory Technical Requirements:

1. Vendor Accreditation for Digital Signature Solution: Must be duly accredited, authorised or licensed by the OEM to supply, implement, support and maintain the proposed solution. Submit valid OEM accreditation certificate, authorisation letter, partnership certificate, or signed letter from OEM on letterhead confirming bidder's authority. If bidder is OEM, submit signed declaration on letterhead confirming ownership and authority. Failure to submit may result in disqualification.
2. Vendor Accreditation for PDF Editing Solution: Same requirements as above for the PDF Editing Solution.
3. Features of Digital Signature Solution: Cloud-based, mobile accessibility, consent to legal notice, multi-signers, sequential/parallel signing, delegated signing, document recall, real-time tracking, integration with MS Power Platform and MS Teams, attachments, comments, collaboration/chat, signature fields, text fields, custom fields, in-person signing, reusable templates, multiple formats (PDF, Word), notifications, reminders. Must demonstrate each via screenshots.
4. Security and Compliance: Operated by a CA with SAAA certification, ISO 27000 compliant infrastructure, data residency, FSCA and POPIA compliance, PKI-based signatures, audit trail, email and Active Directory authentication. Must indicate how achieved via screenshots or supporting documentation.
5. Features of PDF Editing Solution: Text editing, annotations/comments, form filling/creation, page management, conversion (to/from Word, Excel, PowerPoint), OCR, security features (password protect, redact, combine with digital signature). Must demonstrate via screenshots or designs.