Tender Summary: Appointment of Service Provider for Grocery Christmas Gift Card Vouchers

Objectives

The primary objective is to appoint a reputable service provider to supply 1,200 grocery Christmas gift card vouchers. These vouchers are intended for distribution to vulnerable individuals by the Greater Kokstad Municipality to support community welfare during the holiday season.

Scope of Work

• Supply Requirement: Provision of 1,200 grocery Christmas gift card vouchers.
• Detailed Specifications: Specific technical specifications, voucher denominations, validity periods, and delivery conditions are stipulated in the full bid document.
• Distribution Support: The service provider must ensure the vouchers are delivered in a manner suitable for the municipality's distribution to beneficiaries.

Technical Requirements

• Functionality Threshold: Bidders must achieve a minimum score of 30 points on the functionality assessment to qualify for the final evaluation stage.
• Documentation: Bidders must submit all required documentation to verify functionality and claim preference points. Failure to provide complete documentation may result in disqualification.
• Submission Compliance: Tenders must be submitted as sealed documents in the designated tender box by the closing date and time. Electronic, telegraphic, or late submissions will not be considered.
• Verification Documents: Bidders must provide a detailed Central Supplier Database (CSD) report and CIPC registered office details to verify ownership and location claims.

Skills and Experience Requirements

• Company Experience: A critical component of the functionality assessment is company experience, allocated 50 points. Bidders must demonstrate relevant experience in supplying similar products or services to prove operational capability.
• Capacity: Bidders must possess the necessary resources and capacity to deliver 1,200 vouchers as required.

Evaluation Criteria

Evaluation follows a two-stage process compliant with National Treasury Circular No: 53:

1. Stage 1: Functionality Assessment. Only bidders achieving at least 30 points proceed. The criteria focus on Company Experience.
2. Stage 2: 80/20 Preferential Point System.
   • Price: 80 points allocated based on the quoted price.
   • Specific Goals: 20 points allocated for municipal transformation goals regarding ownership and location.

Preference Points Breakdown:

• Ownership Goals (Max 10 points): Points awarded for businesses owned 50% or more by Black persons, women, or youth.
• RDP Goals (Max 10 points): Points awarded for businesses located within Kokstad.

Glossary of Terms

80/20 Preferential Point System

A procurement evaluation method where 80 points are assigned to price competitiveness and 20 points to specific socio-economic goals, such as black ownership, women-owned enterprises, youth-owned enterprises, and local business promotion.

Functionality Threshold

The minimum score required in the initial assessment phase. Bidders failing to meet this threshold are disqualified regardless of their price offer.

CSD (Central Supplier Database)

A government database used to verify supplier information, including tax clearance status and registration details. A detailed CSD report is required to verify ownership claims.

CIPC Registered Office

Proof of the official registered address of the company as recorded with the Companies and Intellectual Property Commission. Required to verify if the business operates within Kokstad.