Appointment of a Banker to Provide Banking Services for a Period of 60 Months

Returnable Documents:

The cash receiving channels/mechanisms, cash securing mechanisms; secured cash conveyance services; cash management; banking services electronic banking services and inter-account transfers and the ability to pay ELIAS MOTSOALEDI LOCAL MUNICIPALITY suppliers of goods and services and salaries and other value adding services. There must be a contract management and relationship management dedicated team to manage services being provided to ensure Services Level Agreement/s (SLA) compliance. 2. BANK ACCOUNT In terms of the Municipal Finance Management Act, No , a municipality must have a Primary Bank Account. The following monies must be paid into the Primary Bank Account. • All revenue due to the Municipality. • All income received by the Municipality on its investments • All income received by the Municipality in connection with its interest in any municipal entity including dividends. • All money collected by the Municipality, entity or other external mechanism on behalf of the Municipality. • Any other monies as may be prescribed. 3. FINANCIAL ACTIVITIES AND INFORMATION 4.1 All payments to creditors are effected most by electronic transfers. 4.2 Cash is collected at Main office 2nd Grobler Avenue Hlogotlou and Roossenekal satellite offices. The appointed bidding must also provide the cash transit solution. 4.4 Revenue can only be received by the cashiers, EFTs and facilities for speed points 4.4.7. On average per month: • Approximately R245 000 is deposited on daily basis and includes a combination of cash and in the Main Office and approximately R20 000. is collected in Rossenekal per month and Revenue from licensing section is approximately R60 000 per day • 14 700 consumer accounts are sent out a monthly basis 4.4.8. The Municipality has no overdraft facility. 4.4.10. Bids must include provision for the training of staff of the Municipality relating to the implementation and management of the bank’s services and must be on site at the municipality during the implementation phase. Regular meetings with the Chief Financial Officer must also be held. 4.4.11. The annual escalation in fees must be given. 4. Services Contract/s The bidders must enclose its standard client service contract that meet the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s identified needs; detailing itemised services including individual services terms and conditions clearly specified. These are subject to further negotiation between the successful bidder/s and the ELIAS MOTSOALEDI LOCAL MUNICIPALITY and overall approval by ELIAS MOTSOALEDI LOCAL MUNICIPALITY. The contract period will be five (5) years subject to the successful bidder’s performance from date of implementation i.e. 14 September 2026 to 13 September 2031. 5. Service Level Agreement (SLA) to monitor Compliance; Performance and Good Governance The bidder must enclose its standard client Service Level Agreement contract for the itemised services including individual services terms and conditions clearly specified. These are subject to further negotiation between the successful bidder/s and the ELIAS MOTSOALEDI LOCAL MUNICIPALITY and overall approval by ELIAS MOTSOALEDI LOCAL MUNICIPALITY to regulate the service levels to be provided with which the compliance and performance will measured, monitored, managed and reported against outputs. Should adherence to the agreed upon standard and performance falls below agreed service levels; the ELIAS MOTSOALEDI LOCAL MUNICIPALITY reserves the right to terminate and cancel the contract in its entirety or in part. 6. Contract management / ELIAS MOTSOALEDI LOCAL MUNICIPALITY Account Management The bidder must provide ELIAS MOTSOALEDI LOCAL MUNICIPALITY dedicated contract account managers / team with a single point of contact to ensure that banking support services, such as enquiries and confirmations of deposits are received within specified times in compliance with service level agreement e.g. within 48 hours and any queries are resolved satisfactorily within the agreed time frames. The bidder must have a process in place for escalating unresolved issues for management’s attention and resolution. The successful bidder must enter into a Service Level Agreement (SLA) with the ELIAS MOTSOALEDI LOCAL MUNICIPALITY by no later than 14 September 2026 to manage the agreed performance and turnaround times and comply with the performance criteria as agreed with the ELIAS MOTSOALEDI LOCAL MUNICIPALITY. There shall be quarterly performance evaluation process of the successful bidder’s performance to ensure that the services rendered are complying with set criteria. The bidder must attach the support team at operations level who are dedicated to managing the ELIAS MOTSOALEDI LOCAL MUNICIPALITY contract and also relevant management levels to which unresolved issues will be escalated. The ELIAS MOTSOALEDI LOCAL MUNICIPALITY must be informed in writing as and when the successful bidder team changes. Example of Template for completion by the bidders to be attached as Appendix 2 NAME TITLE ROLE DESCRIPTION CONTACT DETAILS Director Highest level of escalation Middle management Higher level of escalation Executive Accounts Single point of contact Relations – with ELIAS MOTSOALEDI LOCAL MUNICIPALITY Operational level Provide different team streams to be specified 7. Monthly statistical management reporting and trend analysis of banking transactions including cash collection, management and handling The successful bidders must provide by no later than the 10th monthly statistical management reports and analysis of banking transactions, cost and banking trends as agreed for the various services that are to be provided with the bidder and approved by the ELIAS MOTSOALEDI LOCAL MUNICIPALITY. 8. Appendix 1 expected submissions It is imperative that the bidders demonstrate their competence to provide the banking services and related cash collection, management and handling. The competencies must be evidenced in the bid submissions. a) Requirement for Section 1 bidders Bidders must be registered in terms of the Banks Act, 1990 (Act number ) for banking services. The bidders must attach proof of such registration as Appendix 1 of the bidder’s bid submissions. b) Requirement for Section 2 The bidder either be a registered bank or registered and comply with the Payment Association of South Africa (PASA) any related approved certification legislated compliance to handle cash e.g. South African Reserve Bank and comply with ELIAS MOTSOALEDI LOCAL MUNICIPALITY conditions. The bidders must attach proof accreditation as part of Appendix 1 of the bidder’s bid submissions. Summary of critical expected attachments to be included as Appendix 1 of the bidders’ submission are as follows: No Description Evidence 1 Bank Registration Proof of registration 2 Payment Association of South Africa (PASA) and any related Proof of registration and approved certification legislated compliance to handle cash e.g. related certification South African Reserve Bank 3 Innovation or new improved Information Technology system Document; cost and where methodology implemented 4 Schedule of price increases and dates; if applicable Provide a Confirmation schedule with reference to pricing schedule 5 Services Contract with terms and conditions Draft Services Contract with terms and conditions 6 Service Level Agreement (SLA) with terms and conditions SLA draft with terms and conditions 7 Dedicated Team for contact and relationship banking Approved Structure 8 Handing over period - Certification in a letter stating that the Certification letter outgoing banker and or future bankers would have no objection in assisting and cooperating with the incoming banker or bidder in implementing the new banking services, for at least 3 months prior to the date of termination of this contract, (ref 1.8.6) 9 Required banking products and services implementation plan Implementation plan with milestones and time frames to be ready for operations within 60 days of the appointment. The banking facilities and services implementation plan must be used as a map throughout the bank project implementation. Timeframe required to successfully implementing the computer systems interface. N.B: The requirement is that the bidder’s banking systems interface must be fully functional within 90 days. The bidder must supply written answers to the following statements. This will provide banking facilities’, services’ and/or products’ clarity and assist the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to assess the bidders’ capability to meet the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s requirements: Section 1 1.1 Banking services Deposit facility Payment facility Electronic Banking Services The bidder must provide / state: 1.1.1 The procedures of how entries and retro entries are managed and recorded in terms of interest calculations. 1.1.2 The timeframes for transactions to be affected e.g. intra-day, over-night or the next day, etc. The bidder should also provide information of the type of transactions permitted as previous day value and which are not. 1.1.3 Its commitment to provide loans to the ELIAS MOTSOALEDI LOCAL MUNICIPALITY. Particulars on bridging finance must be stated. 1.1.4 The interest on credit and/or debit balances to be determined in relation to applicable rate. 1.1.5 The municipal services payment facility at all bidders’ branches (within and outside the area of jurisdiction of the ELIAS MOTSOALEDI LOCAL MUNICIPALITY). On presentation of the identity document. the bidder must be able to identify the municipal services account details of the residents who need to pay their municipal services at the bank’s counter. 1.1.6 Deposit error correction services and be reported to the ELIAS MOTSOALEDI LOCAL MUNICIPALITY within 48 hours of deposits inclusive of all supporting documentation. 1.2 Electronic banking Services On implementation date, the bidder must provide: 1.2.1 Direct dedicated link to transmit financial and management information between ELIAS MOTSOALEDI LOCAL MUNICIPALITY and the bidders’ bank. 1.2.2 The inter-bank account transfer facility among the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s bank accounts 1.2.3 Daily aggregation of all debit and credit balances on all accounts and interest to be calculated on the net balance of all the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s bank accounts. 1.2.4 Direct on-line enquiry, electronic download and printing function ( real-time ELIAS MOTSOALEDI LOCAL MUNICIPALITY browsing facility allowing historical information access)on the following: 1.2.4.1 Bank Balances 1.2.4.2 Bank Statements (as well as direct download into the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s financial system in a suitable format to facilitate bank reconciliations) 1.2.4.3 Bank entries per transaction 1.2.5 Direct on-line facility to enable transfer of funds electronically: 1.2.5.1 Within the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s bank accounts. 1.2.5.2 To bidder’s bank and other financial institutions. 1.2.6 EFT facility to effect single and batch payments with electronic transfer confirmation (accepted/rejected or authorized/declined) reports (EFT service facilitating the creation of batch payments that are captured off-line in the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s financial systems and other third-party systems and exported into the banking system for processing). 1.2.7 Consolidated debits (single debit entry on the bank statement for multiple-creditor payments). 1.2.8 Ability for payments to be scheduled for a future date (and recalled when necessary). 1.2.9 Internet Banking: Internet banking facility for payments by customers for services rendered. The bidder must be able to facilitate the process directly or in conjunction with other service providers. There must be a deposit identifier across all banks to ensure that all payments are able to be allocated. Identification of electronic deposits to the ELIAS MOTSOALEDI LOCAL MUNICIPALITY services accounts and provision of the account number validation. 1.2.10 Electronic verification and validation of ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s suppliers/ creditors branch and account holder numbers: - Bidder’s bank - Other banks 1.2.11 Direct on-line stop payment facility. 1.2.12 Direct on-line reversal of stop payments. 1.2.13 An electronic direct debit facility to collect municipal services payments (bidder’s bank and other banks). Please include debit order/stop order charges in a price schedule 1.2.14 Non-Authenticated Early Debit Order (NAEDO) The bidders must provide a bulk electronic processing collections system that allows the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to recover payments due from its customers’ accounts through the bidders’ Host-to- Host connection through a Non-Authenticated Early Debit Order (NAEDO) system. The bidders’ NAEDO system must be able to present a collection file in an earlier time slot than regular debit orders and increase the chance of successful debits into the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s customers’ accounts. The bidders’ NAEDO system must be able to be pre-set to continuously attempt to present the amounts due and make collections a number of times per day or per month. 1.2.15 An electronic enquiry facility to access direct debit rejections with a specified rejection reason / code. 1.2.16 Computer Screen Newsflashes for electronic rejected transactions. 1.2.17 Returned/disputed debit order report and appropriate supporting documents must be made available within 24 hours of being identified. If the bidder’s time frame is more or less than the requirement, please stipulate specific timing. 1.2.18 A printable download of electronic deposits/payments received through internet, SASWITCH, telephone banking, etc., into a suitable file format with the full 10-digit account numbers for electronic receipting into the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s financial system 1.2.19 Slip less or paperless deposit environment at all bidders’ branches (where the bidder utilizes the municipal services statement bar-code to effect the payment transactions instead of filling in the bank deposit slips). The municipal services account number must be reflected as part of the reference details of payment description on the bank statement. 1.2.20 The bidder must: Specify their cut-off times for electronic banking services, where applicable customize the cut-off time according to the client`s needs. Keep an audit trail of all electronic fund transfers (on batches, transaction numbers, payments made etc.). 1.3 Other services required The bidder must provide: 1.3.1 the necessary small change and cash in the amounts of between R3, 000 – R20, 000 and delivered at that specified locations within the ELIAS MOTSOALEDI LOCAL MUNICIPALITY buildings or any alternative method to fulfill same should be advised. 1.3.2 Bank balances confirmation letters/ certificates required for financial statement reporting and audit purposes within 10 days of the request receipt and as at the 30 June. 1.3.3 Letters of credit/ Forward cover/ foreign currency. 1.3.4 Fleet Card Facility; Fleet cards facility is required to enable the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to facilitate the following services and This facility must include the fuel consumption patterns reports on these cards: • Filling of fuel; • E-tolling in its vehicles; 1.3.5 As and when required train municipal Cashiers: The ELIAS MOTSOALEDI LOCAL MUNICIPALITY may from time to time require training for cashiers to facilitate the cash collecting and counting of monies received from customers. The cashier will be required to be trained and work on ELIAS MOTSOALEDI LOCAL MUNICIPALITY systems. The cashier should be fully trained on bank/teller functions and will be deployed in the ELIAS MOTSOALEDI LOCAL MUNICIPALITY environment at its specified pay points locations 1.4 Other Value Adding Financial Services The ELIAS MOTSOALEDI LOCAL MUNICIPALITY would prefer banking providers to consider providing at their discretion: 1.4.1 Community services initiatives The bankers or service providers could assist the communities with various initiatives or projects whereby the community could improve their standard of living or youths get involved or be given opportunities to be self- employed or self- sustaining. 1.4.2 ELIAS MOTSOALEDI LOCAL MUNICIPALITY employees and councilors support benefits. Financial services and Banking assistance not limited to loans towards vehicle, home or other financing that will help towards achieving goals and improving standard of living, 1.5 Information Communication and Technological requirements The bidder’s Information Communication and Technology must be compatible to that of the ELIAS MOTSOALEDI LOCAL MUNICIPALITY. The following must be stipulated: 1.5.1 The Bidder’s ability to successfully implement the computer systems interface with the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s systems 1.5.2 Timeframe required to successfully implement the computer systems interface. N.B: The requirement is that the bidder’s banking systems interface must be fully functional on or before 14th September 2026. (See 1.8.5.5 below) 1.5.3 A detailed Project Plan to ensure that the implementation of the project to meet 1.5.2 and 1.8.5.5; must be provided as Appendix 1. 1.5.4 The Communication Software that will be made available to link into the Banks system; 1.5.5 Host to Host connection and other means that would enhance security and efficiency. 1.5.6 Security assurance and confidentiality in connectivity between the ELIAS MOTSOALEDI LOCAL MUNICIPALITY and the Bidder; 1.5.7 A Service Level agreement to ensure that the bidder will comply with the services/ standards required must be provided as Appendix 1. Leveraging on latest banking solution using our current system as outlined above. Should a bidder possess an improved technological method to ensure faster to real time processing of deposits, payments and reconciliation of transactions while the security of such methods are proven to yield the same or better results; actual specification of the requirement to process the transactions must be fully outlined as well as its operations, functionality and how it will work and be implemented in the current ELIAS MOTSOALEDI LOCAL MUNICIPALITY systems. Attach such as Appendix 1 with the bidder’s bid submissions. 1.6 Risk, insurance and financial safety / security procedures The Bidder must: 1.6.1 Furnish information of all insurance cover and the extent of such cover to safeguard the interests of the ELIAS MOTSOALEDI LOCAL MUNICIPALITY in the event of negligence on the part of the bidder. 1.6.2 Where same day value banking is provided the bidder must specify in the proposal the risk associated with the services. It must mention at which point the risk is with the bidder and when it passes to the bidder and insurance cover for this. The ELIAS MOTSOALEDI LOCAL MUNICIPALITY would the risk to be borne by the bidder throughout the collection chain. 1.6.3 Provide ongoing commitment and advice on fraud prevention and methods of detecting fraud i.e. e-Commerce, cash, etc. 1.6.4 Put in place measures to prevent unauthorized debit orders and in the event that this orders go through recovery will be made from the appointed banker. 1.6.5 Be able to render advice and facility to detect and report to the ELIAS MOTSOALEDI LOCAL MUNICIPALITY money laundering activities. 1.6.6 Be able to provide the ELIAS MOTSOALEDI LOCAL MUNICIPALITY protection against all forms of fraud relating to the receipt and payment of cash, and the processing of banking transactions. Such measures should include payment identification, authorization of electronic funds transfers, password controls, bulk cash handling security, payment mandates, security of data, etc. 1.6.7 Provide electronic transfer Segregation of Duties that allow for the following :- 1.6.7.1 Capture of Information. 1.6.7.2 Verification of batches. 1.6.7.3 Release/Approval of batch 1.6.7.4 Allow independent simultaneous processing of transactions by multiple operators 1.6.7.5 Each electronic operator must be regulated by system access control password (the system must automatically prompt the user to change password after 30 days) 1.6.8 Load/install its software (where applicable) into the Municipality’s desktop PCs with minimal to no changes to hardware. 1.6.9 Ensure that the electronic funds transfer facility/service operates in a secure environment and information transmitted must be encrypted. 1.7 Training The Bidder must provide the necessary training and support as required to the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to use the banking electronic systems, as well as subsequent enhancements for the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s personnel to use the proposed banking system. The Bidder must indicate the:- 1.7.1 Training that will be furnished on site to use the successful bidder’s electronic banking systems and any upgrades in the future. 1.7.2 Training which will be provided for any unfamiliar service or facility offered by the Bidder. 1.7.3 The ability and willingness to assist with the training of any future system developments. 1.8 Implementation of the Banking and Cash Management Services Project The Bidder must demonstrate by describing its competence:- 1.8.1 In providing banking and/or cash management products and services requirements; 1.8.2 In handling large volumes of transactions of organizations equivalent to the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s operation; 1.8.3 In implementing the banking and/or cash management services through accepted project management principles; 1.8.4 By detailing its experience in implementing and providing similar products and services to National, Provincial, Local governments and/or Parastatals. 1.8.5 Include banking and/or cash management facilities and services implementation plan with milestones and time frames that will ensure that all: 1.8.5.1 Systems are installed and tested; 1.8.5.2 Systems interfaces are working according to specification; 1.8.5.3 Systems functionality and operations procedures are documented in user manuals. 1.8.5.4 Staff is trained and able to operate the bidder’s banking systems; and 1.8.5.5 Required banking products and services are ready for operations on the 01st July 2026 for implementation on the 14th September 2026.The banking facilities and services implementation plan must be used as a map throughout the bank and/or cash management project implementation. (Please attach the implementation plan as Appendix 1) 1.8.5.5.1 Should the Bidder notice delays from the ELIAS MOTSOALEDI LOCAL MUNICIPALITY that threatens the timely implementation of the documented plan; the bidder must immediately bring this to the attention of the ELIAS MOTSOALEDI LOCAL MUNICIPALITY for corrective measures. 1.8.5.5.2 Should the bidder not meet the planned implementation target for any reason whatsoever; and incur any additional/unforeseen costs/expenses and/or damages, the bidder shall make good any such cost/expenses and/or damages to the ELIAS MOTSOALEDI LOCAL MUNICIPALITY within a period of 30 days from the date of notice by the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to this effect. 1.8.6 Handing over period The bidder must submit with the bid a written confirmation certification in a letter format signed by the authorized signatories together that notwithstanding the reason of the banking services termination, the bidder undertakes to co-operate with the incoming successful bidder in handing over the ELIAS MOTSOALEDI LOCAL MUNICIPALITY banking and/or cash management services for at least 3 months prior to the date of termination of this contract, and to show the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s employees, nominees or new banker all necessary procedures to ensure successful handover of banking services. Please attach the above submission as Appendix 1 with bid submission The bidder must clearly identify and indicate any additional costs associated with the banking and/or cash management systems project implementation (including hardware and software costs) to be borne by the ELIAS MOTSOALEDI LOCAL MUNICIPALITY. Section 2 The bidders should take cognizance of the fact that the following services must be quoted separately. The bid award may be considered with the overall bid or as a separate contract to the preferred bidder/s or may not be awarded at all. When submitting bids under section 2 (two) each of the services solutions in the subsections below; the services contract; terms and conditions; SLA must be separately provided and the bidders should supply separate detailed quotations and scope their services cover. The independent facilities or services it should treat each as separate contract and ensure that the formalities are complied with independently. 2.1 Cash Counting Machines The ELIAS MOTSOALEDI LOCAL MUNICIPALITY cash receiving areas have about 8 cash counting machines that prevent the risk of accepting counter-feit notes through their nature of operation. Cash counting and counter-feit note detecting machines assist in detecting the fake notes and the counting of mixed notes. Cashiers need to have such machines in order to detect fake notes and combat fraud. The current specification of the machines is as follows: a) Rand (ZAR) counter with full fake detections and size detections complying with all security features required for SA Rand currency b) 3d length + 3d width size detecting machine picking up a different note within a specific bundle c) 100% accurate counterfeit detection system using: (i) Ultra-Violet (ii) Metal-thread (iii) Magnetic presence code (iv) Infra-red d) Spectrum analysis for full scan of note condition (whether bent; torn or holes in note) e) modes of counting - all 3 modes are detecting 100% fake notes: (i) Mix - for counting all mixed notes with total value and full breakdown with all subtotals. (ii) Sort - this sorts out the wrong note in a specific bundle showing the piece and value of count. (iii) Count- the count mode counts in piece amount at high speed with only fake checking running f) Counts value of notes with total note amount in rand value - count e.g. R50 – 100 notes - R5000 g) Adds up count in note and value in all modes of count h) Counting speed of 1200 - 1400 - 1600 notes per minute further upgradable i) Alpha-numeric LCD display with 3 batch digits and over 6 count digits with different count screen looks j) Full long-life numeric keypad for all function control keys k) Suction friction type feed roller system incorporating poly-urethane and rubber for easy feeding of wet/soft/new/old notes l) Portable and easy to carry around m) Accurate count system using optical IR(infra-red) counting sensors for low maintenance and high accuracy n) Device allows customer count view display o) Enhanced self -test diagnostic system for full error check making count operation 100% accurate p) Enhanced self-test diagnostic system for full error check making count operation 100% accurate q) Count system using density checking of notes (thickness of notes) identifying all chained feed errors and half note errors and double count note errors. r) PC linkable for all software upgrades s) USD count and detection incorporated in software t) All units have a 1 year swop-out warranty including free machine services in 1 year interval or as and when required. u) Warranty 2nd and 3rd year (walk in warranty) services in 1 year interval or as and when required. v) Free training with installation and as required upon request. w) Telephone or on-line support. The ELIAS MOTSOALEDI LOCAL MUNICIPALITY requires a services provider who would be able to provide the cash counting machines that meet the above or equivalent specification in the future should the ELIAS MOTSOALEDI LOCAL MUNICIPALITY need to expand / replace the machines in its environment. This service would be required from the 1 July 2021 to 30 June 2026 Bidders must please quote for rental cost of machines per unit, inclusive of installation; 1st year warranty and 2nd and 3rd year warranty in “Pricing schedule”. 2.2 Automated Payment Facility referred to (as Kiosks ) to sell prepaid metered electricity and receive automated payment for municipal and other services The kiosks should facilitate the process of selling prepaid electricity; allowing for traffic fines payments or municipal services bill payment; the ELIAS MOTSOALEDI LOCAL MUNICIPALITY would then require specialized terminals / machines at specified locations (see Annexure B) to provide the facility to sell prepaid metered electricity and receive automated payment for municipal services, such as rates and taxes, traffic fines, cemeteries fees, hall booking and other services (pools and libraries) as required by the ELIAS MOTSOALEDI LOCAL MUNICIPALITY. This must include the physical collection of cash from the machines and cash re-routing to other cash requiring devices; if applicable and the depositing into ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s account and reconciliation processes done appropriately. Should the bidder have different machine types with varied functionality; all these must please be specified with their respective functionality including related costing. For security purposes; these machines must be monitored physically and electronically to detect malfunctioning / tempering. The bidder must facilitate to install the trigger to the management and or police / security point. The costing structure of the above must clearly identify the rental of the machines and /or transactions costing stating the unit cost and the cost ceiling must be determined / indicated. Costing of the terminal machines, inclusive of any communication links or modems must also be provided for. If there is an option to buy; list the costing as well. 2.3 Traffic Fines Payments Services The bidder must be able to provide a traffic fines payment facility within and outside the area of jurisdiction of the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to enable the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to allow the traffic fines debtors to pay their fines. The bidder must specify how the facility functions. (e.g. self-help, automated, manual or otherwise). Actual specification of the requirement to process the transactions must be fully outlined as well as its operation, functionality and how it will work and be implemented in the current ELIAS MOTSOALEDI LOCAL MUNICIPALITY systems. 2.4 Cash Securing Mechanisms The bidders must provide a cash securing devices with appropriate security features that accept and secure cash taking on municipal premises where cash is received until collected by the Cash-in Transit (CIT) services provider. The ELIAS MOTSOALEDI LOCAL MUNICIPALITY has currently 84 devices as specified in Annexure B. The ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s need of the above devices may vary depending on its operational needs and the bidders must be able to accommodate the ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s changing requirements. The devices’ cradle sought must be able to load and handle bulk cash and process cash in high speed counting, validating and verifying bank notes to ensure non-acceptance of fraudulent / counter-feit / old series notes. This solution must include devices linked to the bank’s system; be able to communicate cash contents to the bank, and allow the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to receive full same day value deposit and credit into its bank accounts when the CIT services provider pulls the cash holding mechanism from the device for transportation to the bank. The bidder must provide full insurance cover solution that transfers the all risk associated with any cash losses related incidences to the bank. The bidders must also provide the CIT solution to collect and transport cash to the bank. Bidders must list all types of devices at their disposal to allow the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to choose the best solution based on its cash receiving centers and cash volumes needs. 2.5 Secured Cash Handling & Conveyance Services Through Cash-In-Transit Services The ELIAS MOTSOALEDI LOCAL MUNICIPALITY requires services to securely handle and transport its cash and cheques collected from the cash receiving sites at specified locations per specified frequencies (see Annexure B) to the bank through the Cash-In-Transit services. The cash may be either contained in sealed temper-proof bags or cash devices supplied by the banks tasked to provide banking services for the ELIAS MOTSOALEDI LOCAL MUNICIPALITY. The above services must preferably be provided as an overall banking services solution or but may also be provided as an independent service offering. The bidders must manage the CIT services from end-to-end and take full accountability for the service. The bidders must provide risk transfer alternatives and specify the timing when the financial risk is passed from the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to the bidder to enable the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to make its preferred risk profile choices to mitigate its risk exposure. The bidders must promptly respond with alternative CIT solution in cases when there are practical challenges experienced within the cash transportation process. 2.6 Cashier facilities The ELIAS MOTSOALEDI LOCAL MUNICIPALITY may require form time to time or when the needs arises cashiers or cashier teller facilities to enhance the collection process and service. The ELIAS MOTSOALEDI LOCAL MUNICIPALITY would require cost for the service pertaining to the manpower, namely the service per hour and the time frames of the ELIAS MOTSOALEDI LOCAL MUNICIPALITY to be accommodated. 2.7 Branch of the bank within the ELIAS MOTSOALEDI LOCAL MUNICIPALITY structures It is important for the bidder to have branch in Groblersdal for the municipality and its consumers to have easy access. The bidder without branch in Groblersdal would be required to conduct feasibility study and provide alternatives that would facilitate the need of the community and the municipality and the bidder should provide proposals and costing in this regard. “ANNEXURE A” ELIAS MOTSOALEDI LOCAL MUNICIPALITY (APPOINTMENT OF A BANKER TO PROVIDE BANKING SERVICES FOR A PERIOD OF 60 MONTHS AND / OR AN INDEPENDENT SERVICES PROVIDER/S TO SUPPLY CASH COLLECTION MANAGEMENT AND HANDLING RELATED SERVICE WITH EFFECT FROM THE AWARD AND OR 14 SEPTEMBER 2026 TO 13 SEPTEMBER JUNE 2031) SCHEDULE OF PRICES Bidders are requested to quote firm prices effective from 14th Sep 2026. Separate prices must be quoted for each of the services identified in all sections; where applicable. The period for which these prices are effective and the dates of future annual reviews must be scheduled in August to be effective the following year. The Bidders must advise on the basis on which they would escalate prices in the future. All prices quoted shall be VAT inclusive for items with VAT implication 1]. The Bidder must ensure that the Yes/ No section are fully completed. 2]. The Bidder may include any additional costs that have not been included in the pricing table. 3]. Elias Motsoaledi Local Municipality operates one current bank accounts and should the number of bank accounts be increased in future, the prices quoted herein must apply consistently to all the bank accounts “ANNEXURE B” ELIAS MOTSOALEDI LOCAL MUNICIPALITY BACKGROUNG INFORMATION The following Information is for the bidders to take cognisance of the details and complete the specification requirement accordingly. 1.1 Schedule of ELIAS MOTSOALEDI LOCAL MUNICIPALITY location and frequency of banking 1.1.1 The ELIAS MOTSOALEDI LOCAL MUNICIPALITY currently operates 1(one) banking account and this may be increased in future. 1.1.2 ELIAS MOTSOALEDI LOCAL MUNICIPALITY has installed merchant services card terminals, and collection and protection machines at specific collectible points, which secure the cash on site with a facility to collect the cash and transport it to the bank cash depots. Upon collection the municipality receives same day value. The bidder is therefore expected to provide a comprehensive solution in respect of services rendered namely, insurance cover, maintenances and consumables. 1.1.3 VAT registration number: 4430106742 Note: Investment activities fall outside the scope of this Bid. 1.2 Computer Systems and Payment methods The ELIAS MOTSOALEDI LOCAL MUNICIPALITY currently utilizes the following Computer systems:- 1.2.1 The ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s core financial management system operates on Rhedat Enterprise Linux and is running on ORACLE SQL platform 1.2.2 The Salaries: VIP is also running on IBM AIX platform 1.2.3 The Current Network Setup/ Link to banking facility is as follows: 1.2.3.1 The ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s current financial system - runs on an IBM P590 with operating system AIX 5.9 and upgradeable to 6.1. 1.2.3.2 There is a dedicated point to point 64k Diginet line between ELIAS MOTSOALEDI LOCAL MUNICIPALITY and current banking facility running IPSEC (Internet Protocol Security) on CISCO routers. Reconnection or reallocation cost with the bidder’s site to be quoted for, if applicable. 1.2.3.3 Firewall platform is Cyberoam. 1.2.3.4 Suppliers and creditors payments are made directly from the system using the banker’s software. 1.2.3.5 Banker’s software is also used for viewing bank statements via the internet web site of the banker. 1.2.3.6 Salaries data is passed to the current banker electronically for payment to employees. 1.2.3.7 Agencies that collect on behalf of the ELIAS MOTSOALEDI LOCAL MUNICIPALITY for services rendered namely, pre-paid sales, traffic fines, etc.. pay the amounts due directly to the municipality nominated bank account. 1.2.3.8 The ELIAS MOTSOALEDI LOCAL MUNICIPALITY systems allow customers to pay for municipal services, and rates and taxes account at any of the municipality’s pay points. 1.2.3.9 The core financial management system is used for daily cash receipting and this is transferred to a receipting server for billing database in existence, at the end of each working day. Updates to consumer accounts are then performed by ICT operators. 3rd Party payment channels are also available to consumers in ELIAS MOTSOALEDI LOCAL MUNICIPALITY. The bidder must ensure that their system is compatible with ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s system. Any development requirement and enhancement to interface and operate with our current system will be for the cost of the bidder if applicable. The bidder should include time frames where the need for such development is required. Suppliers and Payroll Systems. 1.2.3.10 Payroll and suppliers’ payments are made as and when required through the bankers’ system Interaction with Banks. 1.2.3.11 Bank statements are electronically downloaded from the bankers system via the internet for daily reconciliation purposes. Downloaded bank statements transactions, are imported in a text file format for upload into the core financial management system and automatically coded for correct allocations and reconciliation. Referencing is very important to ensure correct and timeous allocation to consumer accounts. The bidders’ deposit identifier rules should accommodate ELIAS MOTSOALEDI LOCAL MUNICIPALITY 10-digit consumer account reference in their check digit verification (CDV) for water and lights only; it should also be flexible to accept referencing for payments for services other than water and lights. 1.2.3.12 Internet banking Internet banking currently in use only validates ELIAS MOTSOALEDI LOCAL MUNICIPALITY’s banking details but not the consumer referencing. Referencing is very important to ensure correct and timeous allocation to consumer accounts. The bidders’ deposit identifier rules should accommodate ELIAS MOTSOALEDI LOCAL MUNICIPALITY 10-digit consumer account reference in their check digit verification (CDV).The bidder’s systems must be designed in such a way that it compels the consumer to use the correct 10 digit reference number. “ANNEXURE C” SERVICE LEVEL AGREEMENT AND MONTHLY REPORTS Critical to have Service Level Agreement (SLA) in place and reporting of the numbers and value of the transactions for the month and year to date to have the cost monitored and evaluated and this should be responded to in line with Appendix 1 COMPULSORY MUNICIPAL BID DOCUMENTATION a) MBD 1 : Invitation to tender b) MBD 4 : Declaration of interest c) MBD 6.1 : Preference points in terms of Preferential Policy Regulations d) MBD 5 : Declaration of bidders above R10 millions e) MBD 8 : Declaration of bidder’s past supply chain management practices f) MBD 9 : Certificate of Independent Bid Determination