SBD / MBD forms and signing

Detection and auto-fill

Uploaded packs are scanned for SBD 1–9 and MBD 1–9 forms. Opening a form runs the fill immediately: fields are located relative to their printed labels, so placement holds across editions, and only verified facts are written — legal name, registration, VAT, tax reference, CSD, B-BBEE level, addresses, contact details, bid number, closing date, signatory name, capacity, place and date. Forms that each party must submit separately are duplicated per joint venture partner automatically.

• Only the bidder's own boxes are filled. Blocks that belong to the buyer — for official use only, accounting officer, evaluation and scoring tables, stamp and date-received panels — are detected and left strictly blank, with a short note saying so.
• Nothing is estimated. A value the system does not hold stays a visibly empty box and becomes a task, and a price box is never filled from anything other than an approved pricing figure.
• The main signatory's initials are placed in the bottom outside corner of every page automatically, in a handwriting style, clear of printed content.

The fill checklist

Beside each form is a checklist that splits the work into three groups: filled from your record, worth checking where the label match was loose, and the few blanks only you can answer. Progress reads as a count, each row jumps to that spot on the page, and everything saves as you go.

Declarations are asked, never pre-answered

Yes/no declarations — service of the state, related bidders, past practices, restrictions, independent bid determination, B-BBEE and local content status — are put to you as plain questions. Answering places the tick or cross in the correct box and leaves the opposite box clean. Nothing is placed until you answer, and signing stays blocked until every required space and declaration is done.

Route one — sign in the system

The form editor opens the page as it will be submitted. Place signature, initial, date, tick and free-text marks anywhere on the page, drag and resize them, and fill any field the auto-fill could not reach. Marks are drawn from the signature book, so a witness signs with their own specimen and a JV signatory with theirs.

Route two — print, sign and upload

Where a buyer insists on wet ink, generate a print pack: every form that needs signing, in order, filled, with a machine-readable marker on each page and a checklist of where to sign. Sign on paper, scan the lot back in as one file, and the system matches each scanned page to the form and page it belongs to and files it in the pack.

Audit

Every signing action is logged with who signed, in what capacity, when, and against which document hash. A signing certificate carrying a SHA-256 fingerprint of the document is appended, and signed PDFs are stored in a private bucket scoped to the workspace.