Cloud-based smart document generation solution for legal aid SA – RFP 44/2026

2.1 Legal Aid South Africa (abbreviated as "Legal Aid SA") is a national public

entity established by the Legal Aid South Africa Act . Its aim is to

render legal aid or make available legal advice, provide legal representation to

people at state expense, and provide education and information concerning

legal rights and obligations, as envisaged in the Constitution of the Republic

of South Africa. Legal Aid SA is a high-performing organization and is certified

as a Top Employer in South Africa.

2.2 Legal Aid SA invites qualified and reputable service providers to submit a

Request for Proposal (RFP) for supply and implementation of cloud-based off-

the-shelf software solution for Smart Document Generation as well as support

and maintenance for a period of two (2) years. The proposed solution must

integrate with the Legal Aid SA existing electronic libraries and the Legal Aid

Administration system (eLAA – Nintex K2 Platform).

3.1 Legal Aid SA is currently utilizing the Hotdocs Document Generation solution

to automate certain civil documents. The solution is web-based with a

Microsoft SQL database backend for storage of data and documents. Once

the template has been completed, the output in the form of a Word document

or PDF is generated and stored in the database or file system.

3.2 Reference to Smart Document Generation means the ability to generate a

legal document using client information captured from the legal aid application

form and merging this information with information obtained via a set of

relevant legal questions in the form of an interview.

4.1. Legal Aid SA invites qualified and reputable service providers to submit a

RFP: Supply and implementation of cloud-based software solution for smart document 5

generation as well as support and maintenance for a period of two (2) years

Request for Proposal (RFP) for supply and implementation of cloud-based off-

the-shelf software solution for Smart Document Generation as well as support

and maintenance for a period of two (2) years.

4.2. Service providers must note that providing an integrated software solution for

Smart Document Generation must be compatible with our current systems,

including our case management system which is running on K2 Five platform

and is integrated with SharePoint for document management.

Functional Requirements

1. The appointed contractor shall undertake to provide Legal Aid with services,

which is of a high and acceptable standard applicable, which shall include:

2. Supply and implementation of cloud-based off-the-shelf software solution for

Smart Document Generation as well as support and maintenance for 470

users over a period of two (2) years.

3. Proposed solution must be able to generate a legal document using client

information captured from the legal aid application form and merging this

information with information obtained via a set of relevant legal questions in

the form of an interview.

4. Any mandated client information must be captured and be retained for use in

the generation of any further documents in the same matter, thus ensuring that

information only needs to be captured once for further use in subsequent

documents.

5. The information must then combine with the relevant legal precedent and must

be verified against the relevant court rules and practice directives pertaining to

the specific jurisdiction where that legal document will be used.

6. Legal document assembly and workflow must be regularly updated with the

latest rules and legislation when promulgated.

7. Changes to the style and layout must conform with the requirements of the

various courts and jurisdictions in South Africa.

RFP: Supply and implementation of cloud-based software solution for smart document 6

generation as well as support and maintenance for a period of two (2) years

8. The service provider must also convert our existing templates into the new

software solution.

9. A sample of some templates are included in this proposal. We currently have

163 existing templates that will need to be converted to the proposed system.

10. The proposed solution must be customised to the needs of Legal Aid SA.

11. The supplier must have at least one person who has a recognised legal

qualification in their content development team.

12. It is preferred that the development team/s that develop legal precedents and

templates include specialists such as attorneys, editors, content enhancement

specialists, and electronic product developers.

13. A preliminary timeline of six months/project plan must be submitted detailing

development of legal templates/precedents and for the conversion of existing

templates, e.g., Divorce and Administration of Estates.

14. The appointed bidder must provide a detailed project plan and scheduling for

all work prior to the finalisation of the contract award.

15. The programme/software must allow for monthly updates and revision of

templates when legislation is enacted, and practice directives issued,

amended or when business needs require document changes.

16. The document solution must have built in analytical tools accessible to

authorised staff of Legal Aid SA.

17. Proposals must cover the cost of the conversion of existing templates

developed by Legal Aid SA and integration into the new platform.

18. The document solution must be capable of integrating with the Legal Aid SA

with existing legal electronic libraries.

19. The Legal Aid SA matter reference number should be integrated from eLAA.

Backward integration using the address on the eLAA platform is necessary.

20. The system should provide for two-way integration with the core system eLAA,

with the created template being able to search for and complete fields already

recorded from the eLAA system via the South African ID Number, Application

Reference Number, or Instruction Number fields.

RFP: Supply and implementation of cloud-based software solution for smart document 7

generation as well as support and maintenance for a period of two (2) years

21. The created template must be securely stored in the eLAA system’s

SharePoint Online once it has been entirely completed against the applicant

or instruction in question.

22. The document precedent bank must be capable of categorisation according to

the topic in specific folders.

23. The platform must have electronic guides to assist practitioners through the

process of document generation.

24. The envisaged platform should allow practitioners to use relevant answers and

data from answers in each client matter to generate other documents from

questionnaires instead of manually entering information each time.

25. All documents must be downloadable in Word format to allow for editing or

directly into PDF format.

26. All proposals must detail the cost of document automation for both a simple

document and a complex document.

• e.g., Simple Document Notice of Appearance to Defend

• e.g., Complex Document Divorce Particulars

27. The proposed software solution must provide options regarding the minimum

of 470 users and maximum 2600 users that the platform can accommodate

increasing increments of 250 users.

28. Bidders must provide details of the security and integrity of the proposed

solution covering aspects below.

Data Encryption

• All sensitive user data stored in the system should be encrypted using

industry-standard encryption algorithms and protocols.

• The data encryption must support both in transit and at rest data statuses.

Access Control

• The solution should implement role-based access control, allowing users to

access only the functionalities and data relevant to their roles.

• The solution must provide system reports for tracking of user access and

RFP: Supply and implementation of cloud-based software solution for smart document 8

generation as well as support and maintenance for a period of two (2) years

activity logs.

Authentication and Authorization

• Solution should allow multi factor authentication (MFA) for access.

Non-Functional Requirements

• The system must be scalable to support future demands by enabling scale-

up or scale-out capabilities.

• The solution must provide 99.9% uptime.

• The data centre where the proposed solution is hosted must be resident

within the borders South Africa (RSA)

• Annual subscription fee must be specified if subscription based.

• Detailed costing of the user licence module used with a clear indication if the

licencing is per user or concurrent users.

• Any other fees that are required, not limited to hosting, maintenance

fees/warranty and/or subscription fees must be disclosed.

• The supplier is to indicate if there is any restriction on the number of

documents that can be generated either monthly or annually.

• The supplier must also be able to provide online training to Legal Aid SA staff

if required.

Maintenance and Support

• Technical support must be provided, comprising professionals with skills in

API and SQL.

• Maintenance and updating of smart precedents when changes are made to

legislation and court directives to ensure they continue to meet requirements

and needs of Legal Aid SA.

• The supplier software solution should ideally have customer service and

helpdesk support available between the hours of 08h00 and 17h00 and costs

included under support if any.

• Maintenance and Support (Detailed information on SLAs with response

times, and Cloud support).

RFP: Supply and implementation of cloud-based software solution for smart document 9

generation as well as support and maintenance for a period of two (2) years

• Indicate how disaster recovery will be managed.

6 technical proposal organisational guidelines

6.1 Table 1: Technical Proposal Organisational Guidelines below contain the

organisational guidelines for proposal responses.

Table 1: Technical Proposal Organisational Guidelines

Reference

No. Document (√ )Tick applicable box Page

Yes No

1.1. Company Profile – this must

also indicate company

experience in similar projects,

completed project list of a

similar nature, technical staff

complement, company

organogram (to service Legal

Aid SA) and existing clients in

document generation

1.2. CV and Qualifications of

Project Manager

1.3. CV and

Qualifications/Certifications of

installation technical

resources. The CVs must be

accompanied by valid

certifications/licences where

applicable

1.4. Project Implementation Plan:

Provide an overview of the

project management

methodology to be applied,

including the phases it

encompasses, in alignment

with the project methodology

provided.

A detailed Project

Closing date: 08 September 2026 at 11:00 AM.

Briefing session: 18 August 2026, 12:00 PM – 1:00 PM, held on Microsoft Teams (non-compulsory).

Clarification deadline: written queries must be submitted by 24 August 2026.

A non-compulsory briefing session will be held on Microsoft Teams on 18 August 2026 from 12:00 PM to 1:00 PM. The link is https://acesse.one/eon4lvp.

Contact person: Azwihangwisi Mabuda

Email: [email protected]

Telephone: +27 11 877 2000

Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2017 (tender box at reception).

Returnable documents — all must be completed, signed and submitted with the proposal:

• SBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule): firm pricing for the services.
• SBD 4 (Declaration of Interest): discloses any director or shareholder employed by the state or connected to the institution.
• SBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• Proof of CSD registration showing active, tax-compliant and not restricted status.
• Valid B-BBEE status level verification certificate or sworn affidavit (for EME/QSE) where preference points are claimed.
• OHSA (Occupational Health and Safety) form.

Submission format:

• One original hard copy including the RFP document, technical proposal and pricing/costing.
• One USB containing the same content, sealed in a padded envelope attached to the hard copy.
• The USB envelope must be marked with the RFP number, description, closing date, and bidder's name and contact details.
• Electronic copy must match the hard copy exactly.

Submission address:

• Tender box at the reception, Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2017.

Disqualification risks:

• Submissions received after the closing deadline are marked late and not accepted.
• Any required returnable form omitted or unsigned.
• Proposals must remain valid for at least 150 days from issue date and include VAT where applicable.
• Full costs must be disclosed; no variances will be entertained.

Two-stage evaluation; bidders must qualify at each stage to proceed.

Stage 1 — Technical Proposal (minimum qualifying score: 80 out of 100 points):

• Company experience in legal document drafting/assembly/generation: more than 5 years (20 points), 3–5 years (15), less than 3 years (10), less than 1 year (0).
• Written references: 2 signed reference letters not older than 3 years from tender closure (10 points), 1 letter (5), none (0).
• Project Manager: requisite project management qualification and more than 5 years' experience in implementing legal document systems (10 points); less than 5 years (5). CV and qualifications required.
• Technical team: more than 5 content developers with over 5 years' experience (10 points); 4–5 (8); 2–3 (6); fewer than 2 (2); fewer than 1 with less than 5 years (0). CVs and qualifications required.
• Project Implementation Plan: detailed plan covering timelines, work breakdown structure, risk assessment, resource allocation and third-party integration (15 points); average plan not covering all five aspects (10); no plan (0).
• Functional requirements: all technical requirements met with integration into electronic reference platform and eLAA (25 points); some met (10); none met (0).
• Support SLA: response and resolution times per severity — Critical (P1) response ≤1 hour, resolution ≤2 hours; High (P2) ≤2 hours / ≤8 hours; Medium (P3) ≤4 hours / ≤2 business days; Low (P4) ≤8 business hours / ≤8 business days (5 points); non-compliant SLA (0).
• Training: online training, customer service and helpdesk support available (5 points); none (0).

Stage 2 — Price and Historically Disadvantaged Individuals (HDI):

• 80/20 preference point system: price = 80 points, HDI = 20 points.
• HDI points claimed via SBD 6.1, substantiated by a valid B-BBEE certificate or sworn affidavit for EME/QSE.

Scope: Supply and implementation of a cloud-based off-the-shelf Smart Document Generation software solution, with support and maintenance for two years, for 470 users (scalable to 2,600 users in increments of 250).

Integration requirements:

• Must integrate with Legal Aid SA's existing electronic libraries and the Legal Aid Administration system (eLAA – Nintex K2 Platform).
• Must be compatible with the case management system running on K2 Five, integrated with SharePoint for document management.
• Two-way integration with eLAA: the template must search for and complete fields already recorded via South African ID number, Application Reference Number, or Instruction Number.
• Completed templates must be securely stored in eLAA's SharePoint Online.
• Matter reference number must be integrated from eLAA; backward integration using the address on eLAA is necessary.

Functional requirements:

• Generate legal documents by merging client information from the legal aid application form with answers from a set of relevant legal questions (interview format).
• Capture and retain mandated client information for reuse in subsequent documents within the same matter.
• Combine information with relevant legal precedent and verify against court rules and practice directives for the specific jurisdiction.
• Regularly update document assembly and workflow with latest rules and legislation when promulgated.
• Conform to style and layout requirements of various South African courts and jurisdictions.
• Convert 163 existing templates (e.g., Divorce, Administration of Estates) into the new system.
• Customise the solution to Legal Aid SA's needs.
• Provide electronic guides to assist practitioners through document generation.
• Allow practitioners to reuse answers and data from each client matter to generate other documents from questionnaires.
• All documents must be downloadable in Word format for editing or directly into PDF.
• Include built-in analytical tools accessible to authorised staff.
• Precedent bank must allow categorisation by topic in specific folders.
• Proposals must detail the cost of document automation for both a simple document (e.g., Notice of Appearance to Defend) and a complex document (e.g., Divorce Particulars).

Security and integrity:

• Data encryption using industry-standard algorithms, supporting both in transit and at rest.
• Role-based access control, with system reports for tracking user access and activity logs.
• Multi-factor authentication (MFA) for access.

Non-functional requirements:

• Scalable via scale-up or scale-out capabilities.
• 99.9% uptime.
• Data centre hosting the solution must be resident within South Africa.
• Annual subscription fee must be specified if subscription-based.
• Detailed costing of user licence module, indicating whether licensing is per user or concurrent users.
• Disclose any other fees (hosting, maintenance/warranty, subscription).
• Indicate any restriction on number of documents generated monthly or annually.
• Provide online training to Legal Aid SA staff if required.

Maintenance and support:

• Technical support with skills in API and SQL.
• Maintenance and updating of smart precedents when legislation and court directives change.
• Customer service and helpdesk support ideally available 08h00–17h00, costs included under support.
• Detailed SLA with response times and cloud support.
• Indicate how disaster recovery will be managed.

(including but not limited to

Work Breakdown Structure

(WBS), Resource Allocation

and Timelines) with respect to

RFP: Supply and implementation of cloud-based software solution for smart document 10

generation as well as support and maintenance for a period of two (2) years

Reference

No. Document (√ )Tick applicable box Page

operational readiness within a

six (6) months’ period must be

provided together with a

Project Risk Assessment.

1.5. At least two (2) signed

reference letters from

previous/current clients on the

company’s letterhead. The

letter must reflect the

following:

• Brief description of work

completed relevant to

Smart Document

Generation

• person writing the letter
• Client stamp or

signature (dated)

Letters must not be older

than three (3) years

from date of closure of

the tender

1.6. Detailed SLA as per Section 5

(Maintenance and Support)

1.7. Proposed solution outlining

the architecture and

25 Solution offered considers all the key technical

functionalities as required under Technical

Requirements (Section 2)

All technical requirements met

Supply, delivery, installation and maintenance of a

Smart Document Generation Software with

integration into electronic reference platform and

eLAA.Requirements

Some technical requirements met 10

Supply, delivery, installation and maintenance of a

Smart Document Generation Software with

integration into electronic reference platform andFunctional

eLAA.

No technical requirements met 0

Supply, delivery, installation and maintenance of a

Smart Document Generation Software without

integration into an electronic reference platform and

eLAA.

5 Severity Maximum Maximum 5

Response Resolution

Time Time

Critical (P1) <=1 Hour <=2 hours

Production system

inaccessible/unusable(maintenance) for all users

High (P2) <=2 Hours <=8 Hours

Production system isSupport accessible by all or

some of the users;

RFP: Supply and implementation of cloud-based software solution for smart document 14

generation as well as support and maintenance for a period of two (2) years

however, essential

functions or features

are not available

Medium (P3) <=4 Hours <=2

Business

Production system is days

accessible by all

users; however, a key

function or feature is

not available

Low (P4) <=8 <=8

Business Business

Ad-hoc support Hours Days

request and change

requests -

SLA does not comply with minimum requirements 0

5 Availability of online training, customer service, and 5

helpdesk support

No online training available, customer service and 0 Training helpdesk support

Total 100

7.3 The bids that achieve 80% or more for the Functionality Evaluation will be further

evaluated on Specific Goals whereby the Preference Point System of 80/20 with

the maximum points as follows: Price = 80 points and 20 points are for

preferential procurement requirements on Historically Disadvantaged

Individuals (HDI).

7.4 Stage 2: Pricing

The pricing will be based on Specific Goals whereby the Preference Point System

of 80/20 with the maximum points as follows: Price = 80 points and 20 points

are for preferential procurement requirements on Historically Disadvantaged

RFP: Supply and implementation of cloud-based software solution for smart document 15

generation as well as support and maintenance for a period of two (2) years

Individuals (HDI)

Evaluation on Price and Historically Disadvantaged individual (HDI) will be

calculated as per the below table;

Preferential points will be awarded in terms of the Historically Disadvantaged

individual (HDI)which must be substantiated as follows (kindly refer to form SBD

6.1 for more details and fully complete to claim the points): -

NO PRICE AND Historically Disadvantaged POINTS

individual (HDI)

1. Total bid price offered (inclusive of all 80

applicable taxes)

2. Historically Disadvantaged individual 20

(HDI)

Total 100

Bidders must submit a valid CSD registration or B-BBEE status level verification

certificate, or a sworn affidavit confirming annual turnover and level of black

ownership in case of an EME and QSE as proof to substantiate the HDI points

claimed as per SBD 6.1.

Pricing Structure

Item Description Quantity Unit Total Amount

Amount

1.1. Document automation (new) Each

1.2. Conversion of existing templates Each

1.3. Training of Staff (virtual) Once-off

1.4. Subscription fee (if applicable) 24 months

1.5. Support & Maintenance fee 24 months

1.6. Hosting fee if any 24 months

Subtotal

VAT

Total

RFP: Supply and implementation of cloud-based software solution for smart document 16

generation as well as support and maintenance for a period of two (2) years

8 rights to submitted material

8.1 It shall be understood that all proposals, responses, inquiries, or correspondence

relating to or in reference to this RFP, and all reports, charts and proposals

referencing information submitted in response to this RFP, shall become the

property of Legal Aid SA and will not be returned. Legal Aid SA will use discretion

regarding disclosure of proprietary information contained in any response but

cannot guarantee information will not be made public. As a government entity,

Legal Aid SA is subject to making records available for disclosure.

9 confidential information

9.1 Any written, printed, graphic, electronic, or magnetically recorded information

furnished by Legal Aid SA for the respondent’s use is the sole property of Legal

Aid SA. This proprietary information includes, but is not limited to, customer

requirements, customer lists, marketing information and information

concerning Legal Aid SA employees, products, services, prices, operations,

security measures, and subsidiaries.

9.2 The respondent and its employees shall keep this confidential information in the

strictest confidence and will not disclose it by any means to any person except

with Legal Aid SA's approval, and then only to the extent necessary to perform

the work under the contract. These confidentiality obligations also apply to the

respondent’s employees, agents and subcontractors, and the respondent shall

be liable for a breach of the confidentiality obligations by any such party. On

termination of the contract, the respondent, its employees, agents, and

subcontractors will promptly return any confidential information in its possession

to Legal Aid SA.

RFP: Supply and implementation of cloud-based software solution for smart document 17

generation as well as support and maintenance for a period of two (2) years

10 payments

10.1 No payment will be made by Legal Aid SA before a service has been fully

rendered and signed off by Legal Aid SA.

10.2 Payment will be made within 30 days of receipt of the original or certified

invoice from the supplier, provided that Legal Aid SA is satisfied with the

quality and standard of the supplier’s performance.

11 bid conditions

11.1 The following documents must be completed and returned together with the

proposal:

a) SBD 1

b) SBD 3.1

c) SBD 4

d) SBD 6.1

11.2 The bidder must provide proof of registration on National Treasury’s Central

Supplier Database (CSD) which should reflect that the bidder is an active

supplier, is tax complaint and is not a restricted supplier.

11.3 Legal Aid SA SCM Policy on preferential procurement: Specific goals will be

evaluated using the Preferential Points System Evaluation: 80/20: Price = 80

points and 20 points are for preferential procurement requirements on

Historically Disadvantaged Individuals (HDI).

11.4 Bidders are required to provide a valid B-BBEE status level verification

certificate or an affidavit where preference points are claimed.

11.5 The proposals must be valid for a minimum period of 150 days from the date

of issuing and must include VAT where applicable.

11.6 The full costs must be disclosed, and no variances will be entertained; and

11.7 The bidders must send their quotations, along with the proposal, to the

addresses listed on the RFP's cover page, and other required bidding

documents.

12 RFP submission information

RFP: Supply and implementation of cloud-based software solution for smart document 18

generation as well as support and maintenance for a period of two (2) years

12.1 The closing date of submission is 08 September 2026

12.2 All the questions or queries relating to the specifications should be forwarded

in writing to contact listed on the cover page no later than the 24 August 2026.

The questions or queries should reference a specific paragraph from the RFP.

12.3 All enquiries must be directed to:

Azwihangwisi Mabuda

Email address: [email protected]

12.4 RFP responses should be submitted to the below address at the tender box

situated at the reception and clearly marked:

Legal aid house

29 De Beer Street

Braamfontein

Johannesburg

2017

12.5 Submissions received after the deadline will be marked as late and not

accepted.

12.6 Bidders must submit their bid responses as follows:

12.6.1 One (1) Original file inclusive of RFP Document, Technical Proposal and

Pricing / Costing.

12.6.2 One USB inclusive of RFP Document, Technical Proposal Response and

Pricing/ Costing.

12.7 It is the bidder’s responsibility to ensure that the information on the electronic

copy is the same as in the hard copies; the information in the original file must

also be the same as in the copied files. To ensure that the electronic copies are

not damaged, the bidder must submit the memory stick (USB) in a sealed

padded envelope, which must be attached to the hard copy and clearly marked

as follows: RFP Number, RFP Description, RFP Closing Date, and the bidder’s

name and contact details.

13 objective criteria

13.1 Legal Aid SA, like any other business, relies greatly on suppliers for most

services, therefore, the interaction with suppliers/contractors/consultants can

have a substantial impact on a Legal Aid SA operation. Legal Aid SA can be

RFP: Supply and implementation of cloud-based software solution for smart document 19

generation as well as support and maintenance for a period of two (2) years

negatively impacted by a supplier who does not have a good reputation or has

been implicated in unethical activities, by association. To mitigate this

reputational risk, Legal Aid SA will investigate any negative and positive news

on the supplier/contractor/consultant before doing any business and make an

informed decision about association.

13.2 In the event a bidder is found to not satisfy / meet the conditions or

requirements set under par. 13.1 above, Legal Aid shall exercise its right in

awarding the bid using applicable prescripts as provided for under the PPFA

(sec. 2(f), which states, “the contract must be awarded to the tenderer who

scores the highest points, unless objective criteria in addition to those

contemplated in paragraphs (d) and (e) justify the award to another tenderer;”

Legal aid south africa reserves the right not to make any

Appointment and shall not entertain any claim for costs that may

Have been incurred in the preparation and the submission of the

Proposals.

End of the request for proposal document

RFP: Supply and implementation of cloud-based software solution for smart document 20

generation as well as support and maintenance for a period of two (2) years

installation technical

resources. The CVs must be

accompanied by valid

certifications/licences where

applicable

1.4. Project Implementation Plan:

project management

methodology to be applied,

including the phases it

encompasses, in alignment

with the project methodology

provided.

Implementation Plan

(including but not limited to

• Integration with 3rd party systems

Project management methodology and an average 10

Project Implementation Plan:

Plan does not address all five (5) outlined aspects

No project management methodology and Project

1.1. Company Profile – this must

also indicate company

experience in similar projects,

completed project list of a

similar nature, technical staff

complement, company

organogram (to service Legal

Aid SA) and existing clients in

document generation

1.2. CV and Qualifications of

20 Company profile provided spanning more than five 20

(5) years in the field of legal document

drafting/assembly/generation

Company profile provided spanning more than 15

three (3) to five (5) years in the field of legal

document drafting/assembly/generationExperience

Company profile provided spanning less than three 10

(3) years in the field of legal document

drafting/assembly/generation

(1) year in the field of legal document 0

drafting/assembly/generation

10 2 signed reference letters including a brief 10

description of the project not older than three (3)

years from date of closure of the tender attached

1 signed reference letters including a brief 5References description of the project not older than three (3)

years from date of closure of the tender attached

0 reference letters attached 0Written

10 Project Manager with requisite project management 10

qualification and more than five (5) years’ of

experience in implementation of legal documentQuality Project Manager drafting/assembly/generation system/platform.

RFP: Supply and implementation of cloud-based software solution for smart document 12

generation as well as support and maintenance for a period of two (2) years

qualifications, CV should contain a brief

description of each project and role and

responsibilities within those projects.

Project Manager with requisite project 5

management qualification and less than five (5)

years’ experience in implementation of legal

document drafting/assembly/generation

system/platform. Submit CV and relevant project

management qualifications, CV should contain

a brief description of each project and role and

responsibilities within those projects.

10 More than 5 content developers with more than five 10

(5) years’ experience in the field of legal document

drafting/assembly/generation including attorney

editors, content enrichment specialists and

electronic product developers. Submit CVs and

relevant qualifications

4 - 5 content developers with more than five (5) 8

years’ experience in the field of legal document

drafting/ assembly/generation including attorney

editors, content enrichment specialists andTeam

electronic product developers. Submit CVs and

relevant qualifications

2 - 3 content developers with more than five (5) 6

years’ experience in the field of legal documentTechnical drafting/ assembly/generation including attorney

editors, content enrichment specialists and

electronic product developers. Submit CVs andProject relevant qualifications

of < 2 content developers with more than five (5) 2

years’ experience in the field of legal document

drafting/ assembly/generation including attorneyQuality editors, content enrichment specialists and

electronic product developers’ generation. Submit

< 1 content developers’ with less than five (5) years’ 0

experience in the field of legal document drafting/

assembly/generation including attorney editors,

content enrichment specialists and electronic

product developers’ generation. Submit CVs and

relevant qualifications

15 Project management methodology and a well- 15

Plan presentedincluding thedetailedfollowingProjectfive (5)Implementationaspects: PlanProject ntation Impleme - Project timelines with clear deliverables

RFP: Supply and implementation of cloud-based software solution for smart document 13

generation as well as support and maintenance for a period of two (2) years

• Work breakdown structure
• Project risk assessment
• Resource allocation based on technical

experience

• Integration with 3rd party systems

Project management methodology and an average 10

Pricing structure (per the pricing schedule):

• Document automation (new) — per each
• Conversion of existing templates — per each
• Training of staff (virtual) — once-off
• Subscription fee (if applicable) — 24 months
• Support & maintenance fee — 24 months
• Hosting fee (if any) — 24 months
• Subtotal, VAT, and total must be shown.

Payment terms:

• No payment before a service is fully rendered and signed off by Legal Aid SA.
• Payment within 30 days of receipt of the original or certified invoice, provided performance is satisfactory.

Cost disclosure:

• Full costs must be disclosed; no variances will be entertained.
• Proposals must include VAT where applicable.
• Proposals must remain valid for at least 150 days from date of issue.

CSD registration: proof of active registration on National Treasury's Central Supplier Database, reflecting tax compliance and not restricted.

B-BBEE: valid B-BBEE status level verification certificate or sworn affidavit (for EME/QSE) confirming annual turnover and level of black ownership, where preference points are claimed.

Returnable forms: SBD 1, SBD 3.1, SBD 4, SBD 6.1 — all must be completed and signed.

OHSA form: Occupational Health and Safety form must be submitted.

Objective criteria: Legal Aid SA will investigate negative and positive news on the supplier before awarding; a poor reputation or unethical association may affect award.

assigning any reasons whatsoever.

1.7 The bidder shall bear all its costs associated with or relating to the preparation

and submission of its proposal including but not limited to preparation, copying,

postage, delivery fees, USB and labelling, expenses associated with any

demonstrations or presentations which may be required by Legal Aid SA or any

other costs incurred in connection with or relating to its proposal. All such costs

and expenses will remain with the bidder and Legal Aid SA shall not be liable

in any manner whatsoever for the same or for any other costs or other expenses

incurred by a bidder in preparation or submission of the proposal, regardless of

the conduct or outcome of the selection process.

RFP: Supply and implementation of cloud-based software solution for smart document 4

generation as well as support and maintenance for a period of two (2) years

2 introduction

2.1 Legal Aid South Africa (abbreviated as "Legal Aid SA") is a national public

entity established by the Legal Aid South Africa Act . Its aim is to

render legal aid or make available legal advice, provide legal representation to

people at state expense, and provide education and information concerning

legal rights and obligations, as envisaged in the Constitution of the Republic

of South Africa. Legal Aid SA is a high-performing organization and is certified

as a Top Employer in South Africa.

2.2 Legal Aid SA invites qualified and reputable service providers to submit a

Request for Proposal (RFP) for supply and implementation of cloud-based off-

the-shelf software solution for Smart Document Generation as well as support

and maintenance for a period of two (2) years. The proposed solution must

integrate with the Legal Aid SA existing electronic libraries and the Legal Aid

Administration system (eLAA – Nintex K2 Platform).

3 background

3.1 Legal Aid SA is currently utilizing the Hotdocs Document Generation solution

to automate certain civil documents. The solution is web-based with a

the template has been completed, the output in the form of a Word document

or PDF is generated and stored in the database or file system.

3.2 Reference to Smart Document Generation means the ability to generate a

legal document using client information captured from the legal aid application

form and merging this information with information obtained via a set of

relevant legal questions in the form of an interview.

4 purpose

4.1. Legal Aid SA invites qualified and reputable service providers to submit a

RFP: Supply and implementation of cloud-based software solution for smart document 5

generation as well as support and maintenance for a period of two (2) years

Request for Proposal (RFP) for supply and implementation of cloud-based off-

the-shelf software solution for Smart Document Generation as well as support

and maintenance for a period of two (2) years.

4.2. Service providers must note that providing an integrated software solution for

document and a complex document.

• e.g., Simple Document Notice of Appearance to Defend

• e.g., Complex Document Divorce Particulars

than three (3) years

from date of closure of

the tender

1.6. Detailed SLA as per Section 5

(Maintenance and Support)

1.7. Proposed solution outlining

the architecture and

functionality

1.8. OHSA

(Occupational Health and

Safety) form

9.1 Any written, printed, graphic, electronic, or magnetically recorded information

furnished by Legal Aid SA for the respondent’s use is the sole property of Legal

at its sole discretion.

1.3 Legal Aid SA and its employees make no representation or warranty and shall

have no liability to any person including any bidder under any law, statute, rules

or regulation, principles of restitution or unjust enrichment or otherwise for any

loss, damages, cost or expense which may arise from or be incurred or suffered

on account of anything contained in this RFP or otherwise, including the

accuracy, adequacy, correctness, reliability or completeness of the RFP and

any assessment, assumption, statement or information contained therein or

deemed to form part of this RFP or arising in any way in this selection process.

1.4 Legal Aid SA also accepts no liability of any nature whether resulting from

negligence or otherwise however caused arising from reliance of any bidder

upon the statements contained in this RFP.

1.5 Legal Aid SA may in its absolute discretion, but without being under any

obligation to do so, update, amend or supplement the information, assessment

or assumption contained in this RFP.

RFP: Supply and implementation of cloud-based software solution for smart document 3

generation as well as support and maintenance for a period of two (2) years

1.6 The issue of this RFP does not imply that Legal Aid SA is bound to select a

bidder or to appoint the selected bidder for the Request for Quotation herewith,

• The system must be scalable to support future demands by enabling scale-

up or scale-out capabilities.

• The solution must provide 99.9% uptime.

• The data centre where the proposed solution is hosted must be resident

within the borders South Africa (RSA)

• Annual subscription fee must be specified if subscription based.

• Detailed costing of the user licence module used with a clear indication if the

licencing is per user or concurrent users.

• Any other fees that are required, not limited to hosting, maintenance

fees/warranty and/or subscription fees must be disclosed.

• The supplier is to indicate if there is any restriction on the number of

documents that can be generated either monthly or annually.

• The supplier must also be able to provide online training to Legal Aid SA staff

if required.

8.1 It shall be understood that all proposals, responses, inquiries, or correspondence

relating to or in reference to this RFP, and all reports, charts and proposals

referencing information submitted in response to this RFP, shall become the

property of Legal Aid SA and will not be returned. Legal Aid SA will use discretion

regarding disclosure of proprietary information contained in any response but

cannot guarantee information will not be made public. As a government entity,

requirements, customer lists, marketing information and information

concerning Legal Aid SA employees, products, services, prices, operations,

security measures, and subsidiaries.

9.2 The respondent and its employees shall keep this confidential information in the

strictest confidence and will not disclose it by any means to any person except

with Legal Aid SA's approval, and then only to the extent necessary to perform

the work under the contract. These confidentiality obligations also apply to the

respondent’s employees, agents and subcontractors, and the respondent shall

be liable for a breach of the confidentiality obligations by any such party. On

termination of the contract, the respondent, its employees, agents, and

subcontractors will promptly return any confidential information in its possession

to Legal Aid SA.

RFP: Supply and implementation of cloud-based software solution for smart document 17

generation as well as support and maintenance for a period of two (2) years

1.8. OHSA

(Occupational Health and

Safety) form

7 functional evaluation criteria

7.1 Bid Evaluation Stages

7.1.1 The bid evaluation process consists of two (2) stages, according to the

nature of the bid. A bidder must qualify for each stage to be eligible to

proceed to the next stage of the evaluation. Failure to meet the minimum

qualifying score or threshold will result in disqualification. The stages are:

Table 2: Bid Evaluation Stages

RFP: Supply and implementation of cloud-based software solution for smart document 11

generation as well as support and maintenance for a period of two (2) years

Minimum Applicable

Stage Description Qualifying for this bid

Score YES/NO

Stage 1 Technical Proposal requirements 80 points YES

Price and Historically

Stage 2 80/20 YES

Disadvantaged individual (HDI)

7.2 Stage 1: Technical Proposal requirements

7.2.1 Qualifying bidders shall be evaluated on the technicality of their proposals

as per the criteria set below. The minimum threshold for this stage of

technical proposal requirements is 80 out of 100 points. Bidders who score

below the minimum requirement shall not be considered for further

evaluation in stage 2

Focus Area Max Criteria Points

Points

20 Company profile provided spanning more than five 20

(5) years in the field of legal document

drafting/assembly/generation

Company profile provided spanning more than 15

three (3) to five (5) years in the field of legal

document drafting/assembly/generationExperience

Company profile provided spanning less than three 10

(3) years in the field of legal document

drafting/assembly/generation

Company profile provided spanning less than oneCompany

(1) year in the field of legal document 0

drafting/assembly/generation

10 2 signed reference letters including a brief 10

description of the project not older than three (3)

years from date of closure of the tender attached

1 signed reference letters including a brief 5References description of the project not older than three (3)

years from date of closure of the tender attached

0 reference letters attached 0Written

10 Project Manager with requisite project management 10

qualification and more than five (5) years’ of

experience in implementation of legal documentQuality Project Manager drafting/assembly/generation system/platform.

RFP: Supply and implementation of cloud-based software solution for smart document 12

generation as well as support and maintenance for a period of two (2) years

Submit CV and relevant project management

qualifications, CV should contain a brief

description of each project and role and

responsibilities within those projects.

Project Manager with requisite project 5

management qualification and less than five (5)

years’ experience in implementation of legal

document drafting/assembly/generation

system/platform. Submit CV and relevant project

management qualifications, CV should contain

a brief description of each project and role and

responsibilities within those projects.

10 More than 5 content developers with more than five 10

(5) years’ experience in the field of legal document

drafting/assembly/generation including attorney

editors, content enrichment specialists and

electronic product developers. Submit CVs and

relevant qualifications

4 - 5 content developers with more than five (5) 8

years’ experience in the field of legal document

drafting/ assembly/generation including attorney

editors, content enrichment specialists andTeam

electronic product developers. Submit CVs and

relevant qualifications

2 - 3 content developers with more than five (5) 6

years’ experience in the field of legal documentTechnical drafting/ assembly/generation including attorney

editors, content enrichment specialists and

electronic product developers. Submit CVs andProject relevant qualifications

of < 2 content developers with more than five (5) 2

years’ experience in the field of legal document

drafting/ assembly/generation including attorneyQuality editors, content enrichment specialists and

electronic product developers’ generation. Submit

CVs and relevant qualifications

< 1 content developers’ with less than five (5) years’ 0

experience in the field of legal document drafting/

assembly/generation including attorney editors,

content enrichment specialists and electronic

product developers’ generation. Submit CVs and

relevant qualifications

15 Project management methodology and a well- 15

Plan presentedincluding thedetailedfollowingProjectfive (5)Implementationaspects: PlanProject ntation Impleme - Project timelines with clear deliverables

RFP: Supply and implementation of cloud-based software solution for smart document 13

generation as well as support and maintenance for a period of two (2) years

• Work breakdown structure
• Project risk assessment
• Resource allocation based on technical