Objectives

The primary objective of this tender is to appoint a service provider responsible for the design, printing, email distribution, and delivery of the Municipality’s monthly service accounts from the date of appointment until 30 June 2029. The service aims to ensure efficient, accurate, and timely communication of municipal accounts to consumers, including the integration of newsletters and advertising, while maintaining high quality standards and compliance with relevant regulations.

Scope

The scope encompasses:

• Design, printing, and distribution of approximately 17,500 consumer accounts monthly.
• Inclusion of a full-color newsletter inserted into accounts.
• Handling of advertising space on accounts, including sourcing and management of advertisements.
• Electronic distribution via email, fax, SMS, or web, with secure data handling.
• Ensuring quality control, data integrity, and compliance with postal and data security standards.
• Obtaining and renewing necessary certificates (e.g., PAMMS).
• Providing support for stock management, equipment, subcontractors, and work experience documentation.

Technical Requirements

The technical specifications include:

• Print on A4 80 gsm paper with litho full-color duplex printing for stationary and laser printing for variable data.
• Mail processing involving folding, perforating, sealing, and mailing via DL one-step mailers.
• Insertion of newsletters and handling of advertising materials with specified royalty payments.
• Electronic data transfer using secure protocols such as SFTP, with proof of receipt within 2 hours.
• Conversion of statements into electronically distributable formats (CSV, XML, etc.).
• High-quality laser printing and robust data security measures, including off-site backups and disaster recovery.
• Compliance with POPI Act for data security and confidentiality.
• Provision of detailed service level agreements covering quality, turnaround times, confidentiality, and penalties.

Skills Requirements

The successful bidder must demonstrate:

• Experience in printing and distributing large volumes of accounts with high quality standards.
• Technical competence in laser and litho printing, data processing, and electronic communication.
• Qualified staff with relevant experience, qualifications, and technical skills, supported by CVs and organizational charts.
• Capability to manage advertising content, stock control, and stock management processes.
• Strong organizational skills for project management, including handling subcontractors and work experience documentation.
• Customer support expertise, including a dedicated support center with clear turnaround times.
• Proven track record with references from similar municipal or large-scale clients.
• Ability to adapt to future technological and operational needs, ensuring scalability and security.