Mailing and sms billing service for lepelle‑nkumpi municipality (36‑month contract)

comprehensive solution for mailing and SMS, of cost-effective municipal accounts and billing notices; as well as information letters for period of three years. (II) Mailing of a monthly average of 17 476 municipal accounts, billing notices and information letters. (III)The accounts must be mailed within four days of receipt of the billing files from the municipality. (IV)The accounts should be e-mailed to all customers with e-mail addresses.

of Municipal accounts; SMS of billing notices and information letters for a period of three years. (VI) The total amount of accounts will vary as and when the municipality deems it necessary. (VII)The billing file must be transmitted in a Secure File Transfer Protocol (SFTP), format of which must be in accordance of the PoPi Act; and (VIII)Secure website link where consumers can register to view & download their consumer Statements. DETAILS OF TENDER

of the monthly statements:

= A4 80 gsm bond size full colour

Notices r= A4 80 gsm bond size full colour

website link where consumers can register to view & download their consumer account. The should also be a link to enable the consumer to pay the account.

website must support all computer and mobile operating systems.

for issue of sms/mms notifications

processing ability to interpret municipal billing data

to sort data in respect of accounts to be mailed or to be returned to the municipality.

of PAMSS (Postal Address Management Service Supplier) grading certification

ability to accept or send data files electronically.

accounts must be sent to the municipality monthly and the disk be sent every three months with all statements on readable PDF.

work will be done according to the specifications and General Contract Conditions of the municipality.

Bidder undertakes, from a date as stipulated by the Municipality, to:

regularly, daily and punctually a written report to the Municipality about the delivered and undelivered statements.

the Municipality with a monthly report on the delivery of all electronic statements, (e-mailed statements and sms). Turnaround time: 48-hour turnaround time from sign-off of samples and 24hour to submit sample to the municipality for signoff. Stationery Management: Keep sufficient stock of pre-printed stationery with the ability to Management: make artwork changes at short notice.

bidder must categorically confirm in allocated spaces, whether they comply with the requirements hereunder or not by stating “Yes” or “No” (ii) The solution must ensure that sufficient control measures are in place to: A Reduce human intervention in the generation, and mailing of statements, billing notices and information lett B Ensure that quality processes are in place to prevent mistakes from impacting on clients and the Confidentiality of information C Ensure data integrity of supplied client account details. D Issue Tax Compliant Account statement, Attach samples.

(iii) The solution must enhance the Municipality’s customer process through: E Flexible generation, storage, retrieval, e-mail, website and sms for statements, billing and information notices F Utilization of Lepelle-Nkumpi Municipality’s customized stationery which logical layout of client account information. G Flexible enough to combine additional information with the current statements should the need arises regular as possible for the duration of the contract, as well as the inclusion of pre-printed inserts as well as personalized communications. H Correlation of various documents; combination. I Prompt change of form overlays and layouts; and J The template must conform to the legislation. (iv) The system must have compatibility to process data in any formats including the following: CSV Tab Delimited Comma Delimited Text files PDF

exchange between the municipality and the bidder: A The vendor must have the ability to accept or send data files electronically. SFTP is the preferred method of sending data due to the additional security inherent in the protocol. B All statements must be processed on high quality laser. C The solution must be able to convert the current statements into electronically distributable. Documents i.e., e-mail, fax, sms or web. D Account must be FTP to the municipality monthly and disk must be sent to the municipality every Three Month with all statements on readable PDF

(vi) The successful bidder should be able to e-mail bulk statements on a monthly basis, also within four days after information is received from the Municipality. Mailing of Statement to be a 1 step mailer prepared in full colour on A4 All mails statements: - 80gsm and must contain each consumer personalised billing details. Data to be mailed Must be able to work with the Municipal data provided on text All mails format. Period of Mailing Able to do all of the above work within the period as agreed All mails with the municipality. Sms account Must be able to issue SMS notifications to all accounts All mails balances and Reminders Mms account Must be able to issue MMS notifications to all accounts All mails balances and Reminders Emailing of The Service provider must be able to email the municipal All mails Municipal statements to the clients Statements Notices/Information A4 80 gsm bond in full colour and emailed to the clients As and Letters when required Online Viewing and The Service provider must be able to provide access for the All Reminders accounts clients to view municipal accounts on the municipal website

PRICING SCHEDULE MAILING OF STATEMENTS QUANTITY YEAR 1 YEAR 2 YEAR 3 Statement to be a 1 step mailer prepared in Each full colour on A4 - 80gsm and must contain each consumer personalised billing details. EMAILING OF STATEMENTS Emailed Statements: Each ONLINE VIEWING Setup fee: Once off N/A N/A Online Viewing Each Sms notifications Each Mms notifications Each Subtotal Each Vat Each Total TOTAL FOR 36 MONTHS

FORM “D” RESPONSIVENESS AND EVALUATION The following evaluation process and criteria will be used to evaluate all bids submitted: All bids received shall be evaluated in terms of Supply Chain Management Regulations, Lepelle - Nkumpi Local Municipality Supply Chain Management Policy, The Preferential Procurement Policy Framework Act, and other applicable legislation. The evaluation criteria consist of the following three (3) phase: Phase 1 - Administration compliance Phase 2- Functionality Phase 3- Price and special goals points Bids in administrative compliance must meet the requirements of each phase in order to qualify for further

specific requirements found