Objectives

The primary objective is to appoint a qualified service provider to supply 1,200 grocery gift card vouchers, each valued at R500, for vulnerable beneficiaries within the Greater Kokstad Municipality. The initiative provides targeted festive season relief to disadvantaged households, including senior citizens, persons with disabilities, and child-headed homes, addressing systemic challenges of poverty, unemployment, and inequality.

Scope of Work

• Supply and deliver 1,200 grocery gift card vouchers with a fixed monetary value of R500 each.
• Ensure vouchers are redeemable exclusively for municipality-approved grocery and food products.
• Distribute vouchers equitably across all 11 municipal wards.
• Complete full delivery, validation, and redemption readiness on or before 23 December 2026.
• Execute a formal service level agreement (SLA) within five working days of appointment.
• Adhere to a mutually agreed implementation plan, project schedule, and performance monitoring framework.

Technical Requirements

• Vouchers must maintain a minimum validity period of 14 working days post-issuance.
• All pricing must be firm, all-inclusive, and cover VAT, logistics, and delivery costs.
• Submission of mandatory Municipal Bidding Document (MBD) forms, including MBD 1, MBD 3.1, MBD 4, MBD 6.1, MBD 8, and MBD 9.
• Valid Central Supplier Database (CSD) registration and SARS Tax Compliance Status (TCS) PIN.
• Proof that both the bidding company and all directors do not owe municipal rates, taxes, or service charges for more than 90 days.
• B-BBEE verification certificate or sworn affidavit to substantiate preference claims.
• Two-stage evaluation: Stage 1 requires a minimum functionality score of 30/50 points; Stage 2 applies an 80/20 preferential scoring model.

Skills & Experience Requirements

• Demonstrated experience in supplying and delivering goods or services valued at R100,000 or more, supported by signed order letters, appointment schedules, or completion certificates.
• Strong logistical coordination and project management capabilities to execute multi-ward distribution under strict seasonal deadlines.
• Ability to manage voucher validation systems, financial reconciliation, and stakeholder reporting aligned with municipal supply chain protocols.
• Proven compliance with public sector ethical procurement standards, anti-collusion regulations, and SCM policy frameworks.

Key Terms & Conditions

80/20 Preferential Point System: An evaluation framework allocating 80 points to competitive pricing and 20 points to specific municipal socio-economic goals, including business ownership by black individuals, women, youth, and local operational presence within Kokstad.

Functionality Threshold: A mandatory pass-fail assessment where bids scoring below 30/50 points on company experience are automatically disqualified and excluded from price evaluation.

CSD & TCS Compliance: Mandatory registration on the Central Suppliers Database and submission of a SARS-issued Tax Compliance PIN to verify legal, fiscal, and corporate standing.

Strict Deadline Enforcement: Failure to deliver vouchers by 23 December 2026 constitutes a material breach, potentially triggering penalty deductions or contract termination under general conditions of contract.