Objectives

The primary objective of this tender is to appoint a qualified service provider to supply, deliver, and print consumer account statements for a period of 36 months. The service includes generating monthly statements, converting them into mailers, and ensuring timely delivery to support the municipality's billing and communication processes, in compliance with the Municipal Property Rates Act.

Scope

The scope encompasses:

• Printing approximately 2,828 statements monthly (6,000 for both sides), with an increase during July to approximately 3,000 (6,000 for both sides).
• Converting printed statements into one-step mailers with municipal banking details printed on the back.
• Delivering monthly mailer batches to the municipality for collection or direct delivery.
• Processing statement data supplied electronically from the municipality’s financial system (Munsoft), formatted in CSV or other accepted formats.
• Ensuring high-quality laser printing, accurate data processing, and reliable disaster recovery processes.
• Providing reports on printed and delivered statements, with turnaround times aligned to municipality deadlines.

Technical Requirements

The technical specifications include:

• Acceptance and processing of electronic data files from the municipality’s financial system.
• High-quality laser printing of statements on durable paper.
• Conversion of statements into mailers with printed municipal banking details on the back.
• Mail processing capabilities including inserting forms, managing multiple page statements, and capacity for maximum inserts per envelope.
• Quality control processes to ensure correct collation and insertion of multi-page statements.
• Disaster recovery and data backup procedures.
• Timely turnaround: receipt of data on the same day, sample verification within 24 hours, mail processing within 72 hours, and final delivery within 2 days.
• Provision of reports on printing and delivery metrics.

Skills and Experience Requirements

Proposals will be evaluated based on:

• Company experience with at least 3 completed projects involving supply, delivery, and printing of consumer statements, with traceable references.
• Methodology demonstrating comprehensive coverage of all aspects, including mail processing, turnaround times, and quality control.
• Capacity to generate copies, process mail, and ensure accurate collation and insertion of multi-page statements.
• Capability to accept electronic data files and process them reliably.
• Proven disaster recovery and quality assurance processes.
• Compliance with technical specifications and ability to meet deadlines.

Additional Skills and Certification Requirements

• Registration on the Central Suppliers Database (CSD) with proof of registration.
• Valid municipal rates and services certificates or billing statements.
• Affidavits or supporting documents if the account is under relatives or spouse.
• Certificate of Authority from the Board of Directors authorizing the signatory.
• Experience in high-volume laser printing and mail processing.
• Adherence to quality control and disaster recovery protocols.
• Understanding of the municipal legal framework and compliance with the Municipal Property Rates Act.