The mission of the Parking Agency is to implement the Region's parking policy and ensure its proper functioning. It is responsible for the missions referred to in Article 39 of the Order of 6 July 2022.
As such, it wishes, through the present contract, to send the letters necessary for the exercise of its missions and, in particular, the mission of parking control and collection of parking fees. In this regard, it is specified that the subject matter of the collection of flat-rate parking fees is governed by Article 16 of the Ordinance of 6 July 2022 on the organisation of the parking policy and redefining the missions and management procedures of the Parking Agency of the Brussels-Capital Region (hereinafter, "the Ordinance of 6 July 2022").
It comprises three inseparable positions:
Item 1: interface/module for automating the mailing of mail
It concerns the provision of an interface allowing the automation of the postal sending of mail to third parties and users:
In particular, the following are covered (the list is indicative):
1. the sending of invitations (notifications) to pay the flat-rate parking fee;
2. sending reminder letters (first and second reminders) to users who do not pay the amount due within the time limits indicated in the notification referred to in point 1;
3. where applicable, the sending of formal notices and, in particular, the sending of the formal notice prior to the establishment of the constraint in accordance with Article 16, § 7 of the Ordinance on the organisation of parking policy and redefining the tasks and management procedures of the Parking Agency of the Brussels-Capital Region,
4. letters confirming the granting of a derogation card;
5. letters informing the holder of the end of the period of validity of the said derogation cards,
6. and in general, all mail to users.
These documents must be able to be sent by ordinary mail, prior mail or by registered mail.
This item shall include, in particular, the printing of mail, its placing in envelopes and its distribution by postal service to the addressee's address in accordance with the contracting authority's instructions. All services and supplies necessary for the performance of this item, without exception, are included in the price.
The distribution must be guaranteed at maximum n+1, "n" being the day of validation of the file for sending by the contracting authority. The module must also allow the adjudicator to print the available documents himself.
Item 2: Digital alternative to postal mail:
On the day of publication of the contract notice, the preferred and default method of sending is the postal shipment (with prior, simple, registered possibility).
The Contracting Authority's objective is to gradually reduce postal items in favour of efficient digital delivery methods in order to reduce costs and reduce the use of paper.
For part of the mailings, an alternative method to postal delivery must therefore be proposed in accordance with the requirements of Article 7.2.
The "digital solution" module will have to include the possibility of using a QR code, linked to a bank account, in order to allow users to pay the amount of the fee due or that of the exemption card.
Item 3: Retrieval of all data at any time
The three positions are defined in Article 7.2. The technical requirements for each of these two positions are defined in Part B entitled "Technical Clauses".