Gift Card Vendor RFP Template for Procurement Teams
A ready-to-adapt RFP template for selecting a corporate gift card vendor — scope, requirements, security, invoicing, SLAs, commercials and evaluation criteria.
A structured RFP helps procurement compare gift card vendors fairly and select a partner that meets business, finance and security needs.
RFP structure
1. Introduction
- Company overview
- Purpose of the RFP
- Timeline for responses and decision
2. Program scope
- Programs covered (festive, rewards, incentives, client gifts)
- Estimated annual volumes and values
- Locations and recipient groups
3. Catalog requirements
- Mandatory brands or categories
- Denomination flexibility (fixed and range)
- Ability to order multiple brands, denominations and quantities in one order
Procurement team reviewing RFP responses
4. Delivery requirements
- Direct-to-recipient and bulk code options
- Scheduled delivery
- Delivery confirmation and reporting
5. Security and data protection
- Card sourcing and authorisation
- Code transfer security
- Access controls and audit trails
- Compliance with applicable data protection law
6. Invoicing and finance
- GST-ready invoices
- Separation of voucher value and service fees
- PO matching and payment terms
7. Support and SLAs
- Named account manager
- Response and resolution times
- Escalation matrix
8. Commercials
- Pricing structure
- Discounts or fees
- Validity and replacement policies
9. References
- Similar programs delivered
Evaluation matrix
| Criterion | Weight |
|---|---|
| Catalog fit | 15% |
| Sourcing & security | 20% |
| Ordering flexibility | 15% |
| Invoicing | 10% |
| Delivery | 10% |
| Support | 15% |
| Commercials | 15% |
Adjust weights to priorities.
Key takeaways
- Structure the RFP around scope, catalog, delivery, security, invoicing, support and commercials.
- Require live demos of multi-brand ordering.
- Use a weighted evaluation matrix.
- Check references for peak-season performance.
Frequently asked questions
What should a gift card RFP include?
Scope, catalog, delivery, security, invoicing, support SLAs, commercials, references and evaluation criteria.
Should vendors demo their platform during an RFP?
Yes — a live demo of multi-brand ordering and invoicing is highly revealing.
How do we weight RFP criteria?
Weight sourcing, security and support highly, then catalog, ordering, invoicing and commercials.
Orbit Insights Team
The Orbit by SaverPe insights team works with HR, procurement and sales leaders to research what makes corporate gifting and reward programs effective.
How we research and fact-check