Supply and support of a comprehensive online legal research platform for NHFC (3-Year contract)

• Submission and Enquiries Email: [email protected]
• Contact Person: Ms Kamogelo Dagane

• Submit your bid as a single PDF file via email to [email protected] before 02 June 2026 at 11:00 AM. Late submissions will not be accepted.
• Complete and submit all mandatory returnable documents listed in the RFQ checklist. Failure to submit any mandatory document will result in disqualification.
• Mandatory documents include: Tax Compliance Status Pin (Annexure 1), Company Registration Documents (Annexure 2), Valid B-BBEE certificate or Sworn Affidavit (Annexure 3), Central Supplier Database Report (Annexure 4), SBD 1 (Annexure 5), Pricing Schedule (Annexure 6), SBD 4 (Annexure 7), SBD 6.1 (Annexure 8), and Identity Documents of Directors (Annexure 9).
• All forms and annexures must be signed and completed. Do not retype official forms; use the provided templates.
• Bid validity period is 60 business days from the closing date. NHFC may request an extension on the same terms.
• Incomplete bids may be disqualified.
• Do not canvass any NHFC or SCM officials between the closing date and award; this will lead to disqualification.
• The soft copy (email submission) serves as the legal bid document and master record.

Evaluation occurs in two phases:

Phase 1 – Administrative Compliance:

• Bids are checked for completeness and submission of all returnable documents (e.g., company registration, directors’ IDs, valid B-BBEE certificate or sworn affidavit, valid Tax Compliance Status PIN/CSD report, SBD forms 1, 4, 6.1, pricing schedule, company profile).
• Failure to comply with any administrative requirement may result in disqualification. NHFC may allow 7 working days to submit missing documentation for conditional evaluation.
• Bids from persons in the service of the state, or companies with directors/members in the service of the state, will be disqualified.

Phase 2 – Price and Preference Points (80/20 system):

• Price accounts for 80 points (lowest acceptable bid scores highest).
• Preference points (20 points) are awarded for specific goals:

• South African citizen with no franchise pre-1996 (7 points, >50% ownership): Requires CIPC registration, director IDs, CSD report.
• Woman ownership >50% (8 points): Requires CIPC registration, director IDs, CSD report.
• Disabled ownership >50% (1 point): Requires CIPC registration, director IDs, CSD report, medical certificate.
• Military veteran ownership >50% (1 point): Requires CIPC registration, director IDs, CSD report, verification letter.
• Youth ownership >50% (3 points): Requires CIPC registration, director IDs, CSD report.

• The lowest or any bid will not necessarily be accepted. NHFC reserves the right to reject bids for non-compliance, collusion, false declarations, or reputational risks (e.g., state capture, fraud, restricted database listing).

Scope: Supply, implement, and support an online legal research and information management platform for 7 authorised NHFC officials for 3 years.

Key Deliverables:

• Platform Access:

• Unlimited online access to a comprehensive South African legal database, including national/provincial legislation, regulations, amendments, repealed legislation, municipal by-laws, government gazettes, and notices.
• Full access to South African case law (Constitutional Court, Supreme Court of Appeal, High Courts, Labour Court, Labour Appeal Court, Competition Tribunal, etc.), including historical and current judgments.
• Comprehensive legal citator services, all South African Law Reports, and equivalent law reports.
• Legal commentary (e.g., Lawsa), encyclopaedias, journals, articles, and precedents relevant to public sector, commercial law, procurement law, labour law, governance, compliance, and housing finance.
• Legal templates and standard documents.

• Legislative and Regulatory Monitoring:

• Real-time or regular notifications for new legislation, draft bills, regulations, directives, and policy documents.
• Alerts for promulgated legislation, amendments, and significant court judgments.
• Summaries/analyses of major legislative or regulatory changes, with implications for public entities.
• Configurable email alerts, newsletters, or dashboard notifications.

• Search and User Experience:

• Advanced search: Intelligent keyword, Boolean, and filtered searches (by legislation, case law, court, date, subject, jurisdiction).
• Cross-referencing between legislation, cases, commentary, and publications.
• Save searches, bookmark content, create research folders.
• Export, download, and print functionality.
• User-friendly, web-based interface accessible via standard browsers.
• Secure remote access for authorised users.

• Training and Support:

• Initial onboarding and user training for all 7 authorised users.
• Refresher training as required.
• User manuals, guides, and online support material.
• Technical support and helpdesk during standard business hours.
• Dedicated account management.

• Knowledge Sharing:

• Access to legal webinars, seminars, discussion forums, or knowledge-sharing platforms.
• Presentations/updates on new or amended legislation and key legal developments.
• Industry insights and legal trend updates relevant to public sector entities and DFIs.

• Licensing and Service Levels:

• Subscription for 7 named/concurrent users for 3 years.
• All costs (subscription, maintenance, support, upgrades, access) must be included in the pricing schedule.
• High system availability, reliability, and security.
• Regular system and content updates.
• Compliance with data protection and cybersecurity standards.

• Deliverables:

• Access credentials for 7 users.
• Full platform activation and implementation.
• User training and onboarding.
• Ongoing access to content, updates, alerts, and support for the contract duration.

• Pricing Format:

• Quote all prices in South African Rand (ZAR) on a fixed-price basis, inclusive of VAT where applicable.
• Pricing schedule must include:
• Total cost per year (VAT exclusive) for Years 1, 2, and 3.
• Subtotal (VAT exclusive).
• VAT @ 15%.
• Grand total (VAT inclusive).
• All costs (subscription, maintenance, support, upgrades, access) must be included.

• Payment Terms:

• NHFC will pay within 30 days of receiving a correct, substantiated tax invoice.
• No payment will be made for outstanding information not submitted by the service provider.
• Service provider must maintain tax-compliant status for the contract duration.

• Additional Notes:

• The cost of compiling a proposal is the bidder’s responsibility and will not be reimbursed.
• Payment may be made in a currency other than ZAR if approved, using a single exchange rate.

Mandatory Compliance:

• Tax Compliance: Submit a Tax Compliance Status (TCS) PIN from SARS or a printed TCS certificate. If no TCS PIN is available, provide your Central Supplier Database (CSD) number. Consortia/joint ventures must submit separate TCS certificates/PINs/CSD numbers for each party.
• Company Registration: Provide CIPC registration documents and certified copies of directors’ ID documents.
• B-BBEE: Submit a valid B-BBEE certificate from a SANAS-accredited rating agency or a sworn affidavit (for EMEs/QSEs). Required to qualify for preference points.
• Central Supplier Database (CSD): Provide a current CSD report or CSD reference number. Registration on the CSD is mandatory for all bidders unless you are a foreign supplier with no local registered entity. Access the CSD at https://secure.csd.gov.za.
• Returnable Forms: Complete and submit SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), and SBD 6.1 (Preference Points Claim Form).
• Foreign Suppliers: Must answer the foreign supplier questionnaire. If you answer 'no' to all questions about RSA residency, branch, establishment, income, or tax liability, you are exempt from SARS TCS PIN requirements.

Additional Requirements:

• Local Content: Commitments will be incorporated into the contract and monitored. Non-compliance may result in penalties or termination.
• Restrictions: Bids will be disqualified if the bidder, directors, or controlling parties are:

• Persons in the service of the state.
• Listed on the National Treasury’s Register for Tender Defaulters or List of Restricted Suppliers.
• Involved in bid rigging, collusion, or fraudulent declarations.
• Associated with state capture, fraud, corrupt activities, or reputational harm risks.

• Due Diligence: NHFC will conduct background checks (including PEP checks) on bidders, directors, partners, trustees, shareholders, members, and employees. Findings may impact evaluation.