Appointment of a service provider for sorting, arranging, printing, folding, electronic mailing, and online viewing of consumer statements (3-Year contract)

Closing date: 06 October 2026 at 12:00. Bid documents available from 16 September 2026, 07:30 to 15:00 (Mondays to Fridays). No compulsory briefing session. Validity period: 120 days after bid closure.

No compulsory briefing session.

Technical enquiries: Mrs. Maria Mafokoane, Cell: 078 148 0977, Email: [email protected]. Bidding procedure enquiries: Supply Chain Management Unit, Kgetlengrivier Local Municipality, Budget & Treasury Office, Tel: 014 403 5492 / 060 977 0342, Fax: 014 593 2480. Document issue enquiries: [email protected] or Tel: (014) 543 2004/5/6. Submission address: Kgetlengrivier Local Municipality, corner Smuts and De Wet Street, Koster, 0348.

Bids must be deposited in the bid box at Kgetlengrivier Local Municipality offices, corner Smuts and De Wet Street, Koster, before 12:00 on the closing date. No late, faxed, emailed or telephonic bids will be accepted. Bids must be submitted on official forms, completed in black ink, and signed by a person with authority. A bid will be rejected if any pages are removed, a copy of the original is submitted, or the authority for signatory is not provided. Returnable documents include: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance Certificate), MBD 3.1 (Price Schedule – Firm Prices), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7.1 (Contract Form), MBD 8 (Certificate of Independent Bid Determination), MBD 9 (Declaration of Bidder's Past SCM Practices), company registration certificate, rates and taxes record, valid tax clearance certificate, B-BBEE certificate, and Central Supplier Database full report. Failure to complete or sign any returnable document will result in the bid not being considered.

Returnable documents required: MBD 1 Invitation to bid, MBD 2 Tax clearance certificate, MBD 3.1 Price schedule (firm prices), MBD 4 Declaration of Interest, MBD 6.1 Preference points claimed form, MBD 7.1 Contract form (purchase of goods/services), MBD 8 Certificate of independent bid determination, MBD 9 Declaration of bidder's past supply chain management practices, valid B-BBEE certificate from approved authority, and a copy of the resolution of the Board of Directors authorizing the signatory to sign the bid and subsequent contract (on company letterhead).

Evaluation follows the 80/20 preferential point system under the PPPFA (Government Gazette No. 47452): 80 points for price and 20 points for functionality/equity. Bidders must first pass compliance checks (valid tax clearance, CSD registration, company registration, completed bid documents, reference letters, implementation methodology, description of solution, signed confidentiality undertaking). Functionality is scored out of 100: Experience (30), Expertise and capacity (25), Methodology and implementation plan (25), Track record and references (20). Only bidders scoring at least 70% on functionality are shortlisted. Functionality assessment points: Company Experience (20) – 2 projects (5), 3-4 projects (10), 5+ projects (20); Technical Capacity (10); Electronic Statement Distribution (30) – SMS (5), WhatsApp with self-service (10), basic email (10), email with reporting (15), comprehensive solution (30); Online Consumer Viewing Portal (20) – basic (10), functional (15), advanced (20); Data Security & POPIA Compliance (10); Project Implementation Plan (10). Equity points (20 total): Women (4), Youth (4), Location (4), Disability (4), Black (4), with B-BBEE status levels earning 4, 3, 2, 1, or 0 points for levels 1-5 respectively.

The appointed service provider must handle the full cycle of consumer statement production and distribution for municipal services (property rates, water, sanitation, electricity, refuse removal). Scope includes: Data handling – receive billing data securely, validate, clean and prepare for printing, ensure confidentiality and data protection compliance. Sorting and arranging – sort statements by ward, area and delivery routes, arrange per municipal distribution plans. Printing – bulk print high-quality statements, ensure clear visibility of billing information, use approved paper quality and secure printing standards. Enveloping and packaging – fold and insert statements, ensure correct matching, display consumer details and municipal branding. Electronic mailing – email statements to consumers, provide proof of delivery reports, align with billing cycles. Reporting – monthly distribution reports, highlight undelivered statements with reasons, maintain audit trail. Online viewing portal – set up a secure portal for viewing and downloading consumer accounts, with self-service auto-population.

Bidders must provide a detailed implementation methodology, including turnaround times, quality assurance processes, project schedule and service level commitments. This is scored under the Project Implementation Plan criterion (10 points) and the Methodology and implementation plan functionality criterion (25 points).

Bidders must demonstrate experience in municipal consumer statement printing, folding, electronic distribution and online portal services for at least five (5) similar projects. Reference letters from satisfied previous clients must be provided on the client's letterhead and signed. Scoring: two projects completed (5 points), three to four projects (10 points), five or more projects (20 points).

Pricing must be submitted on MBD 3.1 (Price Schedule – Firm Prices). A non-refundable deposit of R750.00 is charged for each set of bid documents. Bidders must attach an updated record of payment of rates and taxes (three months) and services to the relevant municipality.

Pricing must be submitted on MBD 3.1 (Price Schedule – Firm Prices). A non-refundable deposit of R750.00 is charged for each set of bid documents, payable in cash or bank guaranteed cheque to Kgetlengrivier Local Municipality, or deposited to Absa Bank account number 1700000032. Bidders must attach an updated record of payment of rates and taxes (three months) and services to the relevant municipality; if leasing, a lease agreement or landlord letter; if on traditional land, a letter from the Tribal Authority. Proof of payment arrangements must be attached if applicable.

Mandatory compliance: valid tax clearance certificate (original, valid for 12 months), CSD registration (full report), company registration certificate (CK/CM), B-BBEE certificate from an approved authority (consolidated if joint venture), and signed confidentiality undertaking. Bidders must not be in the service of the state, not listed on the Register of Bid Defaulters, and must not have abused the municipality's SCM system. A valid signed Joint Venture/Consortium agreement is required if applicable. Failure to attach any of these will invalidate the bid. Returnable forms: MBD 1, MBD 2, MBD 3.1, MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9.

The contract will be for a period of three (3) years. The successful bidder must sign a written contract form (MBD 7.1). The bid is subject to the General Conditions of Contract (GCC) and any special conditions. Bidders who have failed to perform satisfactorily on a previous contract with the municipality or any organ of state within the last five years may be disqualified. Bids will be rejected if the bidder or any director is listed on the Register of Bid Defaulters under the Prevention and Combating of Corrupt Activities Act, 2004, or if the bidder has abused the municipality's Supply Chain Management System.

Bids will be rejected if the bidder has abused the municipality's Supply Chain Management System. Failure to complete and sign the certificate of independent determination or disclosing required information may invalidate the bid. An updated record of payment of rates and taxes (three months) and services must be submitted. No award may be given to a person in the service of the state, or a company where any director, manager, principal shareholder or stakeholder is in the service of the state. A valid Tax Clearance Certificate valid for twelve months must be submitted, and failure to do so may invalidate the bid.

The 80/20 preferential point system applies under the PPPFA (Government Gazette No. 47452): 80 points for price and 20 points for functionality/equity. Functionality criteria: Company Experience (20 points) – at least five similar projects; Technical Capacity (10 points); Electronic Statement Distribution (30 points); Online Consumer Viewing Portal (20 points); Data Security & POPIA Compliance (10 points); Project Implementation Plan (10 points). Bidders must score a minimum of 70% on functionality to be shortlisted.