Objectives

The primary objective of this tender is to select a competent service provider to handle the printing and mailing of consumer debtor’s statements for the Municipality over a period of 12 months. The service aims to ensure a cost-effective, efficient, and reliable process for communicating debtor information to consumers, supporting the Municipality’s financial and administrative functions.

Scope

The scope includes:

• Printing of consumer debtor statements as per specified formats and standards.
• Mailing of the printed statements to consumers within the agreed timeframe.
• Provision of all necessary materials, equipment, and personnel to execute the printing and mailing process.
• Adherence to the project timeframe, starting from notification of appointment, with deliverables expected within the specified period.
• Compliance with all relevant policies, regulations, and technical specifications outlined in the tender documentation.

Technical Requirements

• Provision of proven experience in printing and mailing municipal debtor statements, with at least 3 relevant projects completed.
• Development of a detailed methodology and action plan, including a schedule for execution.
• Use of secure, high-quality printing equipment capable of handling the volume of statements.
• Implementation of a reliable mailing process that ensures timely delivery.
• Compliance with data security and confidentiality standards to protect debtor information.
• Submission of all required documentation, including proof of registration on the National Treasury Central Supplier Database (CSD), tax clearance, and relevant declarations.
• Adherence to the evaluation criteria, including functionality (max 50 points) and price (max 80 points), with minimum thresholds specified.

Skills and Competencies Requirements

• Extensive experience in municipal printing and mailing services, demonstrated through past projects and references.
• Technical expertise in high-volume printing, data handling, and secure mailing procedures.
• Strong project management skills, including the ability to develop and implement detailed action plans and schedules.
• Compliance with legal, ethical, and procurement policies, including BBBEE and preference point systems.
• Capacity to handle confidential debtor data securely and responsibly.
• Effective communication and reporting skills to coordinate with the Municipality’s Supply Chain Management and technical teams.