- Evaluation of samples and written proposal
Before a contract is awarded, the bidder (potential services provider) will be required to prove conformance of the goods offered to the stated specification.
Bidders are required to submit a written proposal and a sample for evaluation purposes.
11.1. The Electoral Commission reserves the right to inspect samples or examples of the materials offered to establish conformance before awarding a contract.
11.2. For bid evaluation purposes, all bidders who have submitted a bid for this tender will be required to submit a sample for inspection and testing by the Electoral Commission. Note that reminders will not be sent out by the Electoral Commission, and it remains the responsibility of bidders to submit their samples.
11.3. The sample must conform to the bid specifications as in sections 2, 3 and 4 above, i.e., of full size and of correct dimensions and colour.
11.4. The sample must be contained in a protective plastic wrapping, to be used for full scale production.
11.5. The sample should carry printing to demonstrate the bidder’s printing capability but need not be as stipulated in Section 4. The sample must be made of the specified materials and components for use in full-scale manufacture.
11.6. Bids must be placed online not later than the closing date and time as stipulated on the Electoral Commission’s eProcurement system.
11.7. Written proposals and samples must be submitted not later than the closing date and time as stipulated on the Electoral Commission’s eProcurement system.
11.8. Failure to submit a sample and the required written proposal within the specified period will result in the disqualification of a bid.
11.9. No late written proposals or samples will be considered.
11.10. The samples and written proposal must be delivered directly to:
Supply Chain Management (SCM)
Election House ; Riverside Office Park
1303 Heuwel Avenue ;
Centurion, Pretoria
11.11. Samples must be clearly marked with the name of the bidder and the tender number to avoid loss or confusion. In cases where more than one sample is included in a box, all auction numbers that may be applicable must be listed. The Electoral Commission takes no responsibility for unmarked samples that cannot be linked to a specific bid.
11.12. The samples will be stringently tested for quality compliance to specifications and will not be returned to service providers at any point.
11.13. A qualifying bidder(s) shall be subjected to a comprehensive due diligence audit process as determined by the Electoral Commission before a contract is awarded.