Objectives

The primary objective of this tender is to appoint a qualified debt collection service provider to assist Casidra in recovering outstanding debts efficiently, lawfully, and professionally across the Western Cape Province. The service aims to ensure effective debt recovery while maintaining confidentiality, ethical standards, and customer service excellence.

Scope

The scope of work includes:

• Receiving and reviewing debt collection instructions from Casidra.
• Assessing recoverability of debts and advising on recovery strategies.
• Executing debt collection activities such as issuing demand letters, debtor follow-ups via phone, email, and written communication.
• Negotiating payment arrangements and monitoring compliance.
• Tracing debtors when necessary.
• Following up on overdue payments until resolution or closure.
• Recovering amounts including capital, interest, and approved costs.
• Providing written recommendations for further recovery or legal action if initial efforts fail.
• Submitting monthly progress reports on active matters.

The service is to be provided on an as-and-when-required basis, with no guaranteed minimum volume, and may involve multiple service providers with non-exclusive relationships.

Technical Requirements

The technical requirements include:

• Provision of professional debt collection services throughout the Western Cape.
• Operational offices in major metropolitan centres within the Western Cape.
• Demonstrated experience in commercial debt collection for at least five (5) years.
• Registration and good standing with the Council for Debt Collectors, with proof of registration.
• Compliance with legislation such as the Debt Collectors Act, POPIA, the Promotion of Access to Information Act, and the Financial Intelligence Centre Act.
• Implementation of safeguards to protect confidential and personal information, with non-disclosure of information without Casidra’s approval.
• Use of secure, electronic case management systems with real-time tracking, dashboards, and reporting capabilities.
• Provision of at least three (3) contactable client references for similar services.

Skills Requirements

The skills and competencies required from the service provider include:

• Proven experience in commercial debt collection, with a minimum of five (5) years.
• Qualified personnel with relevant expertise and Council registration.
• Ability to develop and implement effective debt recovery methodologies.
• Strong administrative, technical, and physical safeguards to ensure confidentiality and data security.
• Capability to provide detailed, accurate, and timely reports and analytics.
• Excellent communication and negotiation skills for debtor engagement.
• Knowledge of applicable legislation and compliance requirements.
• Capacity to operate across multiple locations within the Western Cape with appropriate resources.