Document Generation System

⁠⁠⁠The Department of Transport and Planning is seeking responses to this RFT for the provision of a Document Generation System.

The RFT seeks the provision of a technical solution to support the semi-automated creation of key documents, such as letters, notices and other communication materials to support the key functions of the Land & Property Division of the Organisation.

Scope:

The organisation is seeking a service provider to provide the following goods/services deliverables:

Document Generation Solution (DGS)

Implement a DGS which links to data held by the Land and Property Division, known as the DTP Property System, and enables DTP staff to generate one or multiple templated documents to support them deliver their property related transactions. Delivering the DGS is Output 1.

The successful DGS should:

• generate documents based on a range of prompts and adjust wording accordingly
• allow administrators to develop and edit templates,
• format documents automatically,
• be user friendly,
• align documents to statutory requirements,
• allow editing and refinement of documents once generated,
• work with Property System administrators to link integration points, including testing, refinement and effective delivery (specifications outlined in section A.2.3),
• match a range of branding and style guides,
• provide access to user manual and data dictionary or equivalent information on how to use the system, for daily operation and incident response needs
• User Acceptance Testing period with a variety of templates and document packages which include appropriate security considerations, including:
• Strong authentication and access control.
• Audit logging of data exchange activities.
• Compliance with relevant data privacy regulations.
• Compliance with any other DTP contract or agreement mandated standards

Please note, the timing of Output 1 will be determined by negotiation, contingent delivery of upgrade to the DTP Property System (managed by a third party) and DTP approval of a project plan. Indicative timing for Integration commencement is February 2026, user acceptance testing and roll out in March 2026.

Briefings

Documentation Generation System Tender Brief

A briefing session will be held on 23 September 2025 03:00 pm.

Notes: Documentation Generation System Tender Brief will be held online via Teams platform. Please register your interest by email to ict.procurement@transport.vic.gov.au

Registration closes on 19 September 2025 05:00 pm