1)    Introduction

Kwacha Pension Trust Fund (the Fund or KPTF) is a single employer pension trust fund and is regulated by the Pensions and Insurance Authority (PIA).

2)    The Assignment

As part of its Strategy, the Fund resolved to outsource the debt collection function with the aim of benefiting from relevant expertise.

In this regard, the Fund is seeking to engage a Firm with experience and expertise in the provision of Debt Collection Services (the debt collector) with particular interest in rental debt collection.

The Firm is expected to undertake the following roles, among others:

2.1 Manage delinquent debtor accounts and implement relevant strategies to collect the balances on behalf of the Fund. In liaison with the Fund, contact the debtors and negotiate payments and payment plans.

2.2 Avail to the Fund every 2 weeks and as and when required, progress reports on the recovery or collection process and to carry out instructions in accordance with the law and highest professional standards.

2.3 Keep confidential, all information /matters regarding the Fund and or the debtors.

2.4 Advise debtors, the correct account details into which payments must be remitted. Amounts are to be paid to the Fund’s bank account.

2.5  Liaise with the Fund and devise methods on how to locate the debtors including obtaining relevant information from third parties.

2.7   Take legal action against uncooperating debtors and communication of any debtors that may require additional legal action and /or representation.

2.8   Ensuring safe custody of the assets of defaulting debtors and to ensure any disposals are done as per the relevant laws and regulations.

2.9   Keeping track of the debtors’ outstanding account balances.

2.10 Write demand letters to inform debtors of their overdue balances and follow up on repayments as agreed.

2.11 Ensure that all defaulting debtors receive signed demand notices and acknowledge receipt.

3)    Debt Collector competencies

Five (5) years or more demonstrated evidence of the firm providing rental collection services in Zambia, preferably to the financial services sector.

4)    Requirements

The Firms will have to provide/demonstrate the following: –

a)   Company profile describing the core business of the firm/company with debt collection being a major line of business.

b)   Proof of physical operational business premises (mandatory) e.g. utility bill, lease agreement. The Fund reserves the right to visit and inspect the business premises.

c)    Certificate of Incorporation/Registration (mandatory).

d)   Valid Zambia Revenue Authority Tax Clearance Certificate for 2024 (mandatory).

e)    PACRA Stamped form II (with details of directors/shareholders/partners) (mandatory).

f)      Copies of IDs of Shareholders/Directors/Partners and Senior Management with clear distinction on who are Shareholders/Directors/Partners and who are Management. (mandatory)

g)   Three recent (within 3 years) reference letters from reputable institutions that the firm has rendered similar professional services to i.e. rental debt collection.

h)    Qualifications and experience of Senior Management Team and the team that will be assigned to this project and should include among others –  five years or more debt collection experience. CVs/ Profiles must be attached.

i)       Description of similar assignments previously undertaken (commercial and residential rental debt collection) with traceable references (should include the year, amounts assigned, amounts collected, detailed work undertaken, names of the clients collected for and contact persons). Provide at least 5.

j)      Technical Proposals: the technical proposal should clearly explain the debt collector’s understanding of the terms of reference and clear explanation of the methodology (including qualitative and quantitative methods) that the service provider is proposing to use and a comprehensive roadmap (workplan) for undertaking the assignment.

k)    Bid validity period of at least 90 days from the date of quotation, (indicate validity of the quotation) and

l)       The financial proposal which should include the fee quotation for the assignment and should include all applicable taxes. The proposed charge should be a collection fee percentage to be charged based on amounts collected, except for travel outside Lusaka and incidental costs, should need arise.

Interested Firms are to submit their proposals in a sealed envelope clearly marked “Proposal for the Provision of Debt Collection Services” to the address below by 16.30 hours on 25th July 2024:

The Director

Kwacha Pension Trust Fund

Stand No. 5534

Corner Kakola/Libala Roads, Kalundu

Post Net Box 663 P/Bag E891

Lusaka

Electronic Copies will not be accepted.

For any queries, please write to info@kptf.org.zm.

THE FUND RESERVES THE RIGHT TO DISCONTINUE THE PROCESS WITHOUT ANY RECOURSE TO THE PARTICIPANT.