Making, editing and delivery of meal vouchers and other cheques in electronic version.

III.1.1 General

The tenderers' offers shall specify the practical arrangements for the execution of the contract, taking into account the requirements of these specifications. A clear explanatory brochure is desired for this purpose.

The service provider undertakes to communicate with the contracting authority exclusively in French. Likewise, data sheets, instructions for use or any other document useful for the proper use of the products on the market will be sent in French n.

The card acceptance network must be specified in the offer and searchable online.

III.1.2 Employer Interface

The employer interface must be clear and easy to use. This must be secure and allow simple management of orders (cards, meal vouchers or others) and invoicing.

III.1.3 Map

The support for meal vouchers in electronic form must be in the form of a rigid magnetic card similar to a bank card.

Each electronic card must be nominative. It will include a reference number, the last and first name of the worker as well as the expiry date.

Orders must be able to be made online in a simple and fast way by the Human Resources Department of the contracting authority.

They must be valid for at least 5 years from their activation. This is a substantial requirement.

III.1.4 Enable/Disable

Cards must be able to be activated/deactivated at the request of the Human Resources Department of the contracting authority via an online system, in addition to the card-stop system (if it is applicable; to be specified).

In the event of loss, damage or theft, the card must be able to be blocked and unlocked in a simple, fast and free way via an online service.

III.1.5 Consultation

The consultation of personal data for each worker, including in particular the balance, the period of validity of meal vouchers, the history of payments made, must be possible by a secure electronic means (ex: website), by telephone means (smartphone application) and/or by payment terminal.

The PIN code of the card must be easily changed by the worker, the process will be described in the offer.

No later than one week before the expiry date of meal vouchers, workers will be notified by a process that the bidder will describe in the offer.

Workers' personal data will be secure.

III.1.6 Cancellation/Replacement

An explanatory note will be attached to the offer containing the methodology applied in the event of cancellation of a card or a replacement following a malfunction, loss, theft, obsolete or other, including among other details relating to the steps to be taken by both the employer and the worker. It is desirable that the rate includes delivery, the offer will specify this.

III.1.7 Use

The amount available on the card can be used without a minimum or maximum limit other than that of the available balance.

The possibility of combining the account of the spouse who is with the same operator with that of the worker on the same card will be described.

III.2 Schedule

Charged cards will be distributed by the employer from 1 April 2022.

The offer will specify the deadlines of the procedure to be followed upstream, knowing that the order of the loading of the cards will not be able to take place before 3 weeks from the date of receipt of the cards and codes, the time to distribute them to the staff.

These dates are indicative.

III.3 Delivery

III.3.1 Maps

The deadline for issuing and delivering the cards after an order from the contracting authority will be specified in the offer.

Electronic cards and envelopes with secret code must reach the Human Resources Department of the contracting authority under sealed cover, sorted alphabetically and accompanied by a distribution slip on which the names of the workers will be classified alphabetically.

III.3.2 Refills

Charging frequencies will be at least once a month. These must be effective no later than 4 working days after the order is placed.

During the term of the contract no interruption of the service can be accepted.

The supplier cannot require a minimum quantity per order. The percentage - corresponding to the provision of services - established in the bid will be met even in the case of small orders.

III.4 Amount

The face value of an electronic meal voucher will be €8. For information purposes, it is specified that 86,786 meal vouchers were ordered in 2020.

Any change in value will be transmitted at least one month before the date of issue.

The validity of electronic meal vouchers must be at least 1 year from their issuance.

III.5 Number of Staff

As of 30 September 2021, the contracting authority has 489 staff members (base: 09/2021). This number is likely to change.

III.6 Computer Software

In BW is currently working with two payroll software:

- ARNO, provided by ACERTA;

- PRESTA, provided by Group S.

The standard interface for communicating with bonus providers will be respected, in order to optimize orders with software. The offer will describe the compatibility of the reload system with ARNO and PRESTA software.

The bidder must also provide the guarantee of compatibility with any other payroll system taking into account that the HR Department will eventually have to change its payroll system in 2022. The bidder will specify the time within which it can make the future payroll system compatible with its own interface.

III.7 Training/Information

Attractive support explaining in simple language the terms of use of the card must be available to staff members and the HR Department via electronic support.

In addition, at least, there will be a question and answer session, of at least one hour, for members of the HR department of the contracting authority (6 people maximum).

III.8 Additional Benefits

The economic operator will specify in its offer the advantages and offers (discount vouchers, exclusive benefits) granted. These must be accessible via a web platform. The rates will be specified in the offer.

III.9 Other Types of Supplementary Titles/Titles

The bidder will also inform the additional billing arrangements when ordering other types of cheques such as gift vouchers, eco-cheques, etc.

In any case, it is necessary that the delivery of these other types of checks can be done on a single card, namely the card already available to the worker in order not to multiply the payment media.