Online Vending and Third-Party Vending System Including Value-Add Systems (3-Year Contract)
- Tender Number: RFP/06/2025-26
- Department: Matjhabeng Local Municipality
- Tender Type: Request for Proposal (RFP)
- Location: Welkom
- Contract Period: 3 Years
- Closing Date: 09 July 2026 at 14:00
Overview
Matjhabeng Local Municipality is seeking an experienced service provider to implement, support, maintain, and manage an online prepaid vending and third-party vending system, including value-added services, for municipal utility revenue management over a three-year period.
The project focuses on enhancing electricity prepayment vending, revenue collection, revenue protection, customer service, and integration with existing municipal systems.
Purpose of the Tender
The primary objective is to provide a comprehensive prepaid utility vending solution that will:
- Improve municipal revenue collection.
- Support electricity prepaid meter vending.
- Enable multiple customer payment channels.
- Strengthen revenue protection mechanisms.
- Improve customer service delivery.
- Ensure compliance with national metering and vending standards.
- Support future smart metering initiatives.
Scope of Work
The successful bidder will be responsible for:
Prepaid Vending System Implementation
- Supply and implement an STS-compliant prepaid vending system.
- Support electricity and utility token generation.
- Implement and manage TID rollover functionality.
- Integrate with existing municipal metering infrastructure.
Third-Party Vending Management
- Manage third-party vending agents and operators.
- Establish and maintain vendor agreements.
- Monitor vendor performance and compliance.
- Ensure branding and signage compliance.
Multi-Channel Payment Solutions
Provide vending services through:
- Internet platforms
- Mobile devices and cellular channels
- Bank ATMs
- Third-party vendors
- EFT payments
- Credit and debit cards
- Cash payment facilities
- Bank transfers
Advanced Metering Infrastructure (AMI)
- Support smart meter integration.
- Connect with existing AMI systems.
- Facilitate remote meter management.
- Support various meter technologies.
Hosting and Infrastructure
- Secure cloud-based hosting.
- Disaster recovery solutions.
- Off-site backups.
- High-availability infrastructure.
- 24/7 system operation.
Revenue Management
- Revenue collection and reconciliation.
- Revenue protection monitoring.
- Fraud detection capabilities.
- Audit trail management.
- Reporting and analytics.
System Support and Maintenance
- Ongoing software maintenance.
- System upgrades and enhancements.
- Technical support services.
- User support and troubleshooting.
Training and Knowledge Transfer
- Train municipal staff.
- Provide user manuals and technical documentation.
- Conduct operational workshops.
- Support system adoption and change management.
Technical Requirements
The proposed solution must provide:
Compliance Requirements
- NRS 047 compliance
- NRS 048 compliance
- NRS 033 compliance
- IEC standards compliance
- SANS standards compliance
- Municipal regulatory compliance
- mSCOA compatibility
System Capabilities
- Real-time transaction processing.
- 24/7 system availability.
- Redundant architecture.
- Secure token generation.
- Multi-user access capability.
- Detailed reporting and dashboards.
- Comprehensive audit trails.
- API integration capabilities.
Metering Support
- STS Edition 2 compliance.
- Support for 13-digit STS meters.
- Legacy meter compatibility.
- Smart meter integration.
- Multi-utility token support.
Customer Service Features
- Customer self-service portals.
- Mobile applications.
- Query management systems.
- Workforce management modules.
- Online account access.
Minimum Skills and Experience Required
Experience Requirements
The bidder must demonstrate:
- Minimum 5 years’ experience in prepaid vending systems.
- Experience with municipal revenue management systems.
- Experience implementing STS-compliant vending solutions.
- Proven track record in utility metering projects.
- Previous municipal project experience.
Technical Expertise
- STS prepaid vending systems.
- Advanced Metering Infrastructure (AMI).
- Revenue protection technologies.
- Smart metering solutions.
- API and systems integration.
- Cloud infrastructure management.
- Financial systems integration.
Project Management Capability
- System implementation.
- Commissioning and testing.
- Stakeholder management.
- Vendor management.
- Post-implementation support.
Preferred Certifications
The tenderer should possess relevant certifications such as:
- ISO 9001 (Quality Management)
- ISO 14001 (Environmental Management)
- ISO 27001 (Information Security)
- ISO 45001 (Occupational Health and Safety)
- SARPA Registration (where applicable)
Required Deliverables
The successful bidder will provide:
- Fully operational prepaid vending platform.
- Third-party vending management system.
- Cloud-hosted infrastructure.
- Disaster recovery environment.
- Customer portal and mobile solutions.
- System integration services.
- Staff training programmes.
- Technical documentation.
- Ongoing maintenance and support services.