Supply and Implementation of Cloud-Based Software Solution for the Smart Document Generation as Well as Support and Maintenance for a Period of Two (2) Years.Closed

Overview

Procurement of a cloud-based off-the-shelf software solution for Smart Document Generation, plus two years of support and maintenance. Suitable bidders are IT/software providers with cloud document-generation, workflow and content-management experience, able to integrate with Legal Aid SA’s eLAA Nintex/K2 platform and SharePoint, and to host data in RSA facilities with strong security/compliance capabilities.

(Document references: Civil Automation RFP Specification_Final.pdf; Request for Proposals Civil Automation Smart Document upd.pdf)

Requirements

• Cloud-based smart document generation solution supporting 470–2600 users and ongoing maintenance for 2 years.
• Integration with Legal Aid SA systems: eLAA (Nintex/K2), SharePoint; backward/forward integration for matter references and IDs.
• Convert and migrate 163 existing templates; tailor the solution to Legal Aid SA processes; ensure monthly updates for legislative changes.
• Content development team: at least one legally qualified person; ideally attorneys/editors/content specialists.
• Detailed project plan, schedule (WBS), risk assessment, and a six-month development timeline.
• Template governance: secure storage in eLAA/SharePoint Online; template categorization; electronic guides; ability to reuse data across documents.
• Technical/Non-functional: data encryption in transit and at rest; RBAC; MFA; 99.9% uptime; RSA-hosted data centre; disaster recovery plan; SLAs; ongoing maintenance and updates to precedents.
• Estimated scope: conversion cost for existing templates; integration costs; training; licensing (per user or concurrent) and hosting/maintenance fees.
• Compliance/Procurement: active CSD registration, tax clearance; SBD forms completed; price bid valid 180 days.

(Document references: Civil Automation RFP Specification_Final.pdf)

How to Apply

• Submission deadline: 08 September 2026, 11:00 AM. Submit to Legal Aid SA tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg. (Request for Proposals Civil Automation Smart Document upd.pdf)
• Briefing: Non-compulsory briefing session on 18 August 2026, 12:00–13:00, via Microsoft Teams (link: https://acesse.one/eon4lvp). (Civil Automation RFP Specification_Final.pdf)
• Submission method: sealed tender in a marked envelope; deposited in the locked tender box. (Request for Proposals Civil Automation Smart Document upd.pdf)
• Required documents: complete all official forms (SBDs) and pricing schedules; proof of CSD active status and tax clearance; central supplier database details if applicable. (Request for Proposals Civil Automation Smart Document upd.pdf; SBD 2/ SBD 3.1 references)
• Pre-qualification: each party in consortia must provide separate SARS/TCS/CSD documentation; non-state employees must meet tax/compliance.
• Documents to obtain: bid documents are available via the issuer’s portal/link (acesse.one/eon4lvp). (Request for Proposals Civil Automation Smart Document upd.pdf)

(Document references: Request for Proposals Civil Automation Smart Document upd.pdf; Civil Automation RFP Specification_Final.pdf)