Supply of signinghub advanced electronic signature and 33 uploader licences for 12 months

Closing date: 13 November 2026

Closing time: 11:00

No compulsory briefing session or site visit is indicated.

Bidding procedure enquiries:

• Name: Sifiso Mncwabe
• Telephone: 033 355 5577
• Email: [email protected]

Technical enquiries:

• Name: Nonjabulo Zondi
• Telephone: 033 260 3785
• Email: [email protected]

Submission address:

Department of Public Works KZN

Oliver Tambo House, Head Office

191 Prince Alfred Street

Pietermaritzburg 3200

Documents may be downloaded from www.kznworks.gov.za.

Submission method: sealed envelope deposited in the bid box at 191 Prince Alfred Street, Pietermaritzburg 3200.

Envelope must show the bidder's name and address, the quotation number ZNQ 86/26/27 and the closing date.

Bids sent by telex, facsimile, email or post will not be accepted; late bids are rejected.

Bid forms may not be retyped or redrafted; photocopies are allowed only with original signatures.

Each page of the bid document must be initialled; corrections must be initialled and correcting fluid is prohibited.

Returnable documents:

• SBD 1 (Invitation to Bid): bidder details and signed offer.
• SBD 3.1 (Pricing Schedule – Firm Prices): itemised pricing with VAT included.
• SBD 4 (Declaration of Interest): discloses any state employment or connection to the department.
• SBD 6.1 (Preference Points Claim Form): claims the 20 specific-goal points for 100% black ownership.
• Sworn affidavit (EME or QSE) signed by a Commissioner of Oaths as proof of black ownership.
• CSD registration number and SARS tax compliance status PIN or CSD number.
• Three reference letters for similar projects of similar value.
• Authority to sign (e.g. company resolution).
• SBD 7 (Contract Form) to be completed by the successful bidder only.

Phase 1 – Administrative compliance:

• Correct and complete bid documents.
• CSD registration at closing time.
• Compliance with bid regulations and prescripts.

Failure of any Phase 1 requirement results in immediate disqualification.

Phase 2 – Mandatory requirements:

• Three reference letters for similar projects of similar value must accompany the quotation.

Evaluation of qualifying bids:

• Preference point system: 80/20.
• Price: 80 points.
• Specific goals: 20 points.

Specific goal:

• Ownership by Black People: 100% black ownership earns the full 20 points.
• Documentary proof: sworn affidavit signed and dated by a Commissioner of Oaths.
• Failure to submit the required proof means the specific-goal points are not claimed.

Price points are calculated using the 80/20 formula: Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the bid price and Pmin the lowest acceptable bid.

The department reserves the right not to award to the lowest bidder.

Supply of SigningHub electronic signature licences for the Department of Public Works & Infrastructure, O.R. Tambo House, 191 Prince Alfred Street, Pietermaritzburg 3200.

Scope:

• 30 additional SigningHub Advanced licences including OTPs, valid for 1 year.
• 33 additional SigningHub Uploader-only licences, valid for 1 year.
• Implementation services for the 30 Advanced licences.

The quotation title refers to 33 uploader licences; the pricing schedule lists 30 Advanced licences and 33 Uploader licences.

Three reference letters for similar projects of similar value must be submitted with the quotation.

These references form part of the mandatory Phase 2 requirements; failure to provide them results in disqualification.

Use SBD 3.1 – Firm Prices (purchases).

Only firm prices are accepted; non-firm prices or prices subject to exchange-rate variation will not be considered.

Prices must include VAT at 15%.

Bid validity: 90 days from the closing date.

Line items:

• 30 additional SigningHub Advanced licences including OTPs, 1 year.
• 33 additional SigningHub Uploader-only licences, 1 year.
• Implementation services for 30 licences.

The schedule requires a sub-total, VAT at 15% and a grand total in South African rand with all applicable taxes included.

Pricing schedule: SBD 3.1 – Firm Prices (purchases).

Only firm prices are accepted; non-firm prices or prices subject to exchange-rate variation will not be considered.

Prices must include VAT at 15%; the bid price is stated in South African rand with all applicable taxes included.

Bid validity: 90 days from the closing date.

No bid security, performance bond, guarantee, retention or payment terms are stated.

CSD registration: mandatory; a bidder not registered at the closing time is disqualified.

SARS tax compliance: submit a tax compliance status PIN or, if unavailable, a CSD number; consortia, joint ventures and subcontractors must each provide a separate PIN or CSD number.

B-BBEE: a B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.

Specific goal: 100% black ownership, proven by a sworn affidavit signed and dated by a Commissioner of Oaths.

Reference letters: three letters for similar projects of similar value.

Disqualification: bidders who are persons in the service of the state, companies with directors in state service, or close corporations with members in state service will not be considered.

Foreign suppliers: must complete the RSA residency questionnaire.

Returnable forms: SBD 1, SBD 3.1, SBD 4, SBD 6.1, CSD declaration, authority to sign, and the applicable EME/QSE sworn affidavit.

The successful bidder must complete and sign the SBD 7 contract form.

The contract is subject to the General Conditions of Contract and any Special Conditions of Contract.

No specific contract duration, termination clause, penalty or liquidated damages provision is stated beyond the 12-month licence period.

Preference point system: 80/20.

Price: 80 points, calculated as Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the bid price and Pmin the lowest acceptable bid.

Specific goals: 20 points.

• Ownership by Black People: 100% black ownership earns the full 20 points.
• Proof: sworn affidavit signed and dated by a Commissioner of Oaths.

Failure to submit the required proof means the specific-goal points are not claimed.

The department may require a bidder to substantiate any preference claim before or after adjudication.