Tender Summary: Comprehensive Municipal Debtor Data and Customer Analysis

Objectives

The primary objective is to appoint a qualified service provider to conduct a thorough analysis of municipal debtor data and customer accounts. This initiative aims to strengthen debt recovery mechanisms, support informed write-off decisions, and enhance the overall financial health of municipal services accounts within the municipality’s jurisdiction.

Scope of Work

The scope covers the end-to-end processing of municipal debtor records, including data collection, cleansing, validation, and analytical reporting. The successful bidder will deliver structured insights to identify recoverable debts, classify accounts suitable for write-off, and provide actionable financial reporting. The engagement operates on a direct appointment basis and requires strict adherence to submission protocols, compliance verification, and skills transfer obligations.

Technical Requirements

• Mandatory registration on the Central Supplier Database (CSD).
• Submission of a fully signed Declaration of Interest, MBD 9 form, and current compliance documentation verified between the advertisement and closing dates.
• Completion of Annex A (Schedule of Previous Work), providing up to two verifiable references per comparable project.
• Quotations must appear on official company letterhead with pricing valid for fourteen days.
• Evaluation follows an 80/20 preference point system under the Preferential Procurement Policy Framework Act (PPPFA), allocating eighty points to functionality and price, and twenty points to designated social goals.
• Bidders must achieve a minimum of eighty percent in the functionality stage to advance to price evaluation.
• Skills transfer to municipal personnel is a mandatory contractual requirement.
• Payment terms are fixed at thirty days following valid invoice receipt.

Skills and Experience Requirements

• Company Experience (70 points): Proven track record in financial management, data cleansing, and financial reporting within a municipal environment. Requires five appointment letters or orders with contactable client references on official letterhead.
• Project Manager (20 points): Curriculum vitae demonstrating a minimum of ten years’ experience in municipal data analysis, financial management, or reporting. Must hold a certified National Qualifications Framework (NQF) Level 7 qualification in Accounting and a certified copy of South African Institute of Chartered Accountants (SAICA) membership.
• IT Specialist (10 points): Curriculum vitae showing at least five years’ experience in analysing municipal data and financial information. Requires a certified NQF Level 7 qualification in Information Technology.

Key Terms and Explanations

• MBD 9: A standard South African public procurement form used to declare any actual or perceived conflict of interest or related-party involvement.
• NQF Level 7: A qualification tier on the National Qualifications Framework, typically equivalent to a bachelor’s degree or advanced diploma, ensuring rigorous academic and professional standards.
• SAICA: The South African Institute of Chartered Accountants, the statutory professional body for chartered accountants in South Africa.
• PPPFA 2022: The Preferential Procurement Policy Framework Act, which governs the 80/20 scoring methodology and allocates preference points to historically disadvantaged groups, including local residents, women, youth, and persons with disabilities.
• Debt Recovery or Write-Off: Financial procedures involving the systematic identification and collection of outstanding municipal service debts, alongside the formal removal of uncollectible balances from accounting records to maintain accurate financial statements.