Objectives

The primary objective of this tender is to engage an experienced and qualified service provider to establish and maintain outlets or facilities for the receipting of municipal account payments and the vending of prepaid water and electricity. The service provider will also be responsible for provisioning and maintaining a vending system over a period of three years, ensuring accessible, reliable, and efficient payment and vending services for municipal customers within Mogale City.

Scope

The scope of work includes:

• Municipal Account Payment Receipting: Providing outlets for consumers to pay municipal bills at various retail locations, ensuring accurate entry of account details, and daily submission of payment files to the municipality.
• Prepaid Water and Electricity Vending: Establishing vending outlets across Mogale City and nationally, including online platforms, ATMs, kiosks, and other channels, to facilitate 24/7 sales of prepaid water and electricity.
• Vending System Management: Procuring, installing, maintaining, and servicing vending machines compliant with STS standards, capable of vending to over 50,000 prepaid meters, and ensuring system controls for valid sales and debt management.
• Payment Transfers & Reporting: Daily transfer of collected funds to the municipality’s bank account, submission of transaction files, and providing access to vending data and reports to municipal officials.
• Customer & System Management: Providing web or client application access for municipal officials, updating customer details in real-time, and generating reports on sales and customer transactions.

Technical Requirements

The technical specifications include:

• Provision of outlets/facilities geographically spread across Mogale City, with at least 90% operational outlets as listed in Annexure A.
• Implementation of a vending system compliant with the latest STS standards, with OEM or authorized distributor proof.
• Data replication every 30 minutes across all vending channels, with disaster recovery capabilities.
• Support for various vending channels including ATMs, online platforms, mobile, self-service kiosks, and manual vending by municipal cashiers.
• Secure transaction processing, system encryption, and adherence to data privacy legislation.
• Provision of detailed reporting, alarm logging, and system monitoring functionalities.
• Timely transfer of funds and daily submission of transaction files to the municipality.
• Availability of 24/7 support via call centers for vending and payment services.

Skills and Capacity Requirements

The service provider must demonstrate:

• Proven experience in managing municipal prepaid water and electricity vending systems, with successful completion of similar projects involving at least 50,000 prepaid meters.
• Experience in municipal account receipting, with references substantiating handling of a minimum of 9,000 municipal accounts over the past five years.
• Robust infrastructure including multiple outlets/facilities, web applications, and vending hardware with OEM or authorized distributor certification.
• Technical capacity to install, operate, and maintain compliant vending systems, including system security, data management, and reporting capabilities.
• Ability to provide ongoing support, system updates, and rapid response to service interruptions or technical issues.
• Qualified personnel with relevant expertise in system management, technical support, and customer service.
• Financial stability and capacity to handle large-scale operations and ensure daily fund transfers and reporting.