Objectives

The primary objective of this tender is to secure comprehensive municipal debtor data and customer analysis to support debt recovery or write-off processes for municipal services accounts within the municipality's jurisdiction. The initiative aims to strengthen financial management, enable systematic data cleansing, and produce accurate financial reporting to facilitate efficient, sustainable, and people-driven service delivery.

Scope

The successful bidder will deliver end-to-end customer and debtor data analysis services tailored to municipal operations. The scope encompasses reviewing existing service account records, identifying data inconsistencies, cleansing datasets, and generating analytical reports to inform debt management strategies. The engagement requires direct execution by the appointed service provider, with subcontracting references explicitly excluded from consideration. Quotations must be submitted on official company letterhead, remain valid for fourteen days, and align with a thirty-day payment cycle upon invoice receipt. Evaluation follows an 80/20 preference point system, weighting price against specific socio-economic goals, and mandates skills transfer to municipal personnel throughout the contract duration.

Technical Requirements

• Submission of an up-to-date Central Supplier Database registration report verifying all compliance requirements.
• A valid Tax Compliance Status PIN issued by the revenue authority.
• A fully signed declaration of interest form confirming no conflicts of interest.
• A completed MBD 9 form detailing bidder declarations.
• A valid Letter of Good Standing from the Department of Employment and Labour.
• Proof of applicable industry grading certification.
• Achievement of a minimum eighty percent functionality score during the initial evaluation stage to proceed to price assessment.
• Direct appointment evidence only; subcontracting references or testimonials are not acceptable.
• Clear commitment to skills transfer and knowledge sharing with municipal staff.

Skills Requirements

• Company Experience: Demonstrated history in financial management, data cleansing, or financial reporting within a municipal environment. Five appointment letters or orders with verifiable client references must be provided.
• Project Manager: Minimum ten years of experience in municipal data analysis, financial management, or reporting. Must hold a certified National Qualifications Framework Level 7 qualification in Accounting and maintain active membership with the South African Institute of Chartered Accountants.
• Key Personnel (IT Specialist): Minimum five years of experience analyzing municipal data or financial information. Must possess a certified National Qualifications Framework Level 7 qualification in Information Technology.

Explanation of Key Terms

• Central Supplier Database (CSD): A national government registry used to verify supplier legitimacy, tax compliance, and regulatory standing.
• COIDA Letter of Good Standing: Official confirmation that a business complies with occupational injury and disease compensation regulations, protecting both employers and employees.
• CIDB Grading: A classification system regulating contractor capability and service suitability; the specified grade indicates baseline eligibility for municipal service contracts.
• PPPFA: Legislation governing public procurement, mandating preferential treatment for historically disadvantaged groups through a weighted scoring framework.
• MBD 9: A standardized municipal form requiring bidders to declare any personal, financial, or professional relationships with public officials to prevent conflicts of interest.
• NQF Level 7: A nationally recognized academic qualification equivalent to an advanced diploma or bachelor's degree, ensuring specialized technical competence.
• SAICA: The professional regulatory body for chartered accountants in South Africa, ensuring adherence to rigorous ethical and accounting standards.