Appointment of a service provider for administration, supply and delivery of gift vouchers/cards at samrc offices

Provide administrative support for:

• Order processing
• Delivery/logistics
• Reporting and reconciliation
• Activation of the cards

Submission and delivery requirements:

• Provide courier/third-party details if used for delivery to coordinate logistics.
• Ensure all voucher information is accurate before submission, as vouchers cannot be recalled once sent.
• Deliver gift cards/vouchers within 2-7 working days to the designated requester. Prior delivery arrangements must be confirmed.
• Submit an electronic spreadsheet with serial numbers, card numbers, values, and PO number upon delivery.
• Turnaround time for quotations must be within 2-3 working days.

Privacy and compliance:

• Adhere to the Protection of Personal Information Act (POPIA) for all participant data.
• Manage personal information responsibly, sharing only with the participating store as required by SAMRC.

Minimum 3 years' experience as a service provider in public sector (scored); provide reference letters (3+ preferred) on company letterhead; submit CV of dedicated account manager with 5+ years admin experience; demonstrate delivery lead times of 1-5 days; administration markup not exceeding 10%.

Scope of work:

• Supply physical and/or electronic (digital) gift cards/vouchers redeemable at:
• Shoprite, Checkers, Usave, Checkers Hyper
• Boxer
• Pick n Pay and other SAMRC-specified retail stores
• Woolworths
• Takealot
• Ensure gift cards/vouchers are:
• Valid nationwide across participating outlets
• Pre-loaded with specified monetary values
• Secure and traceable
• Provide administrative support for:
• Order processing
• Delivery/logistics
• Reporting and reconciliation
• Card activation

Participant vouchers:

• Must function as prepaid shopping cards for groceries/everyday products at Shoprite Group stores, Pick n Pay, and other specified retailers.
• Loadable with specified amounts, usable like payment cards at checkout.
• Bulk orders: minimum 20 cards or R50,000+ value.
• Activated by order; treated as cash until handed over to SAMRC.
• Minimum R50 loaded per card.
• Participants must be able to check balances at participating stores.

Gift cards (Woolworths/Takealot):

• Value range: R50 to R10,000.
• Redeemable for Woolworths-labeled items at any Woolworths retailer nationwide.
• Valid for 36 months from purchase date.
• Available in physical or electronic formats (email/SMS delivery).
• Recipients receive notification with voucher number for in-store redemption.

Bidder requirements:

• Company profile: Minimum 3 years’ experience as a service provider in the public sector (scored: 3+ years = 25, 2 years = 15, 1 year = 5, 0 years = 0).
• Reference letters: Proven record of supply and delivery of vouchers (gift cards, airtime, etc.). References must be on company letterhead with logo, signed, and include contact details/email (scored: 3+ = 25, 2 = 15, 1 = 5, 0 = 0).
• Customer support: Must provide dedicated account support for all regions. Submit CV of the dedicated account manager/administrator with 5+ years’ administrative experience (scored: CV provided = 20, no CV = 0).

Administration markup percentage must be specified in the pricing schedule.

Pricing and fees:

• Voucher prices must be VAT exclusive.
• Administration fee must not exceed 10% of the total order value.
• Pricing schedule must include:
• Administration fee (VAT exclusive)
• Administration markup percentage

The service provider must manage personal information responsibly, sharing it only with the participating store as required by SAMRC.

Delivery lead times (Normal Working Days):

• 1-5 days = 10 points
• 6-7 days = 8 points
• 8+ days = 0 points

Administration markup percentage:

• 10% = 20 points
• 11% = 10 points
• 12% = 5 points
• >12% = 0 points