Provision of an electronic library platform with 3-Year support and maintenance for legal aid south africa

• Legal Aid SA is a national public entity providing legal aid and representation to indigent and vulnerable persons.
• The tender involves supply, delivery, installation, and three-year support/maintenance of an electronic library platform.
• The platform must align with Legal Aid SA's vision of a just society, mission of equal access to justice, and values (e.g., integrity, service excellence).
• Objectives include empowering clients, ensuring efficient justice systems, sustainable practices, and leveraging emerging technologies (Fourth Industrial Revolution) for service delivery.

• Closing date and time: 18 August 2026 at 11:00 AM.
• No other dates (briefings, site visits, clarification deadlines) are specified in the document.

• Bid Enquiries: Ms. Buhle Sesiko
• Technical Enquiries: Mr. Upkaar Mungar
• Telephone: (011) 877 2000
• Email for technical enquiries: [email protected]
• Email for bidding procedure enquiries: [email protected]
• Submission Address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

• Submit proposals by 11:00 AM on 18 August 2026.
• Deliver to the tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg.
• Seal envelope clearly marked with Tender Number 39/2026, closing date/time, and your company name.
• Complete all annexures fully using the given numbering format; clearly mark attachments.
• Proposals must remain valid for 180 days.
• Submit proof of CSD registration showing active, tax compliant, non-restricted status.
• Failure to adhere to requirements may lead to disqualification.
• No electronic submissions (telegram, telex, fax, email) are accepted unless specified.
• All tender forms must be handwritten in black ink.

Must be registered on National Treasury's Central Supplier Database (CSD) as an active, tax-compliant, non-restricted supplier. Must submit a valid Tax Clearance Certificate (original). Foreign suppliers must comply with RSA tax obligations if applicable. Bidders in service of the state or with directors in state service are disqualified. Must provide B-BBEE Status Level Verification Certificate or Sworn Affidavit.

• Scope: Supply, delivery, installation, and three-year support and maintenance of an electronic library platform.
• The platform must support Legal Aid SA's vision of equal access to justice and its objectives, including embracing emerging technologies (Fourth Industrial Revolution) for an adaptive IT environment.
• Deliverables include a complete solution with all documents fully completed.
• Quality assurance: Any defects due to poor workmanship must be rectified by the bidder at own cost, with costs separately noted on billing.
• Intellectual property rights in works created vest in Legal Aid SA unless otherwise agreed in writing.
• The successful bidder warrants high skill, competence, and experience; work will be evaluated against these criteria.

• Quality assurance: Defects due to poor workmanship must be rectified by the bidder at own cost, with costs separately noted on billing.
• No project activity delivered before an official order is issued.

• Use SBD 3.1 Pricing Schedule for firm prices only.
• Include all applicable taxes (VAT, PAYE, income tax, UIF, SDL) in Rand.
• Indicate compliance with specifications, deviations, delivery period, and whether delivery is firm.

• Prices must be firm (not subject to exchange rate variations) and quoted in South African Rand, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, SDL).
• Use SBD 3.1 Pricing Schedule; indicate if prices/delivery periods remain firm for the contract duration.
• Include all delivery costs in the bid price.
• Authorised disbursements (travel, subsistence) will be reimbursed at actual cost, substantiated by receipts/logs, per Legal Aid SA travel policy and AA rates for private vehicles.
• No reimbursement for proposal preparation or presentation costs.

• Mandatory: Proof of registration on National Treasury's Central Supplier Database (CSD) showing active, tax compliant, non-restricted status.
• Submit a valid original Tax Clearance Certificate (or TCS PIN/CSD number if no TCS). For consortia/joint ventures, each party must submit separately.
• B-BBEE: Submit a B-BBEE Verification Certificate or sworn affidavit (for EMEs & QSEs) to claim preference points.
• Complete SBD 4 Bidder's Disclosure and SBD 6.1 Preference Points Claim Form.
• Foreign suppliers must complete the questionnaire in SBD 1; tax compliance may not be required if no RSA presence/income.
• No bids accepted from persons in the service of the state or their companies.

• Legal Aid SA aims to embed sustainable and agile practices to positively impact society, the economy, and the environment.
• Objectives include an environmentally responsive supply chain and adapting to technological/environmental factors for improved access.

• Contract duration: Three years for support and maintenance.
• General Conditions of Contract (GCC) apply; Special Conditions prevail in case of conflict.
• Performance security may be required within 30 days of award, as a bank guarantee or certified cheque.
• Supplier indemnifies Legal Aid SA against third-party patent/trademark infringement claims.
• Inspection, testing, and rejection rights for non-compliant supplies/services.
• Packing, delivery, insurance, and transportation as per contract terms.
• Force majeure, termination, dispute settlement, and limitation of liability clauses are included.
• All contract documents remain confidential.

• Evaluation based on 80/20 preference point system: 80 points for price, 20 points for B-BBEE status.
• Refer to SBD 6.1 for detailed points allocation per B-BBEE level.
• The organ of state may specify points for both 90/10 and 80/20 systems if unclear which applies.
• Bidders must claim points for specific goals as per the tender requirements.