SIMPLIFIED BIDDING SELECTION

TENDER FOR THE PROVISION OF DEBT COLLECTION SERVICES

INTRODUCTION

National Housing Authority NHA) is a statutory body corporate, that was established in 1971 under an Act of Parliament, Chapter 195 of the laws of Zambia to control and make provision of affordable, inclusive, safe, resilient and sustainable housing development throughout Zambia. It is wholly owned by the Government of the Republic of Zambia with its Head Office situated at plot number 1613, Shek Sheki Road, Emmasdale.

NHA is currently in a process of calling for application for Bids from interested parties for the provision of debt collection services and now inviting Request for Proposals (RIPs) from eligible bidders to participate in the tender for the provision of Debt Collection services under simplified bidding selection pursuant to circular no.13 of 2024 of the Zambia Public Procurement Authority (ZPPA).The Debt Collection service will

PROCUREMENT METHOD

Bidding will be conducted through the Simplified Bidding selection process specified in the Public Procurement Act no.8 of 2020.ZPPA Circular no.13 of 2024 and the Public Procurement Regulation no.30 of 2022 and is open to all interested eligible bidders as defined in the Bidding Document.

TERMS OF REFERENCE

3.1 Specific Objective

The objective of the assignment is to recover rental debts using a clearly defined system with options and strategies that will improve the debt recovery rate.

3.2 Scope of works

Scope of the assignment includes, but not limited, to the following:
i) Ensuring settlement of outstanding rental debts from defaulting tenants who, after usage of office spaces, have either made incomplete settlements or have completely ignored payments;
ii) Finding defaulters locations and contacting them;
iii) Obtaining rental settlements from the identified defaulters;
iv) Coming up with options and strategies for rental recovery to achieve 100% success in recovery;
v) Submitting monthly performance reports on each assigned rental debtor; and
vi) Providing advisory services to the Authority on matters of rental collection.

4.0 QUALIFICATIONS AND REQUIREMENTS

The RFP should contain the following:
a) PACRA Certificate of Incorporation or Registration.
b) Valid ZRA Tax Clearance Certificate.
c) Proof of valid certificate as certified bailiff.
d) The Power of Attorney shall be from their Chief Executive Officer or Legal Officer.
e) Bid Form to be properly signed by authorized official named in the Power of Attorney.
f) Bid Securing Declaration for one (01) year using the form provided in these bidding documents.
g) Bid Validity Period of 90 days.
h) Bidders shall submit their company profile.
i) The Debt Collector must have a proven track record of handling debt collection services for the period of three (3) years and cost of previous services. Submit at least 2 references of similar services provided.
j) The Debt Collectors are required to indicate the commission rate offer in percentage. The Debt Collector shall be paid from the payments obtained from each debtor and submitted to National Housing Authority.
k) Remuneration to the Debt Collector, that will be selected, will be based on a percentage of the recovered amounts.

Please note that for more detailed information on the qualifications criteria, see the Standard Bidding Document.

5.0 BIDDING DOCUMENTS

A complete set of Bidding Documents in English may be purchased by interested bidders upon payment of a non-refundable fee of K1,000.00. The method of payment will be through bank transfer as follows:

Bidders will be issued with an official receipt upon presentation of a deposit slip and Bids shall be valid for a period of 90 days after Bid closing.

The RFP in sealed envelopes clearly marked “Request for Proposals for provision of Debt Collection Services” shall be submitted and deposited in the Tender Box situated at the NHA Head Office on or before 14:30 hours Zambian time on 29th December 2025. Late bids will be rejected. Opening of Bids will be in the NHA Board Room, in the presence of all bidders or their representatives who will choose to attend, on 29th December 2025 at 14:30 hours.

Bidders may obtain further information from the NHA Purchasing and Supply Unit and inspect the Bidding Documents.