Election tablets - electoral commission

The Electoral Commission invites accredited service providers to supply 20,000 enterprise tablet devices with protective and carry cases, for election-related activities. The tablets are intended to enable online, real-time access to systems from anywhere, supporting the Commission's mandate to manage free and fair elections. The devices will be deployed for the Local Government Elections scheduled for 04 November 2026.

Closing date and time: as published on the Votaquotes e-Procurement website; determined by the Electoral Commission server clock and not negotiable.

Briefing session: non-compulsory virtual briefing, date and time to be published on e-Procurement.

Enquiry cut-off date: published on the Votaquotes platform under the bid listing.

Delivery deadline: within 60 days of receiving the official purchase order; staggered deliveries earlier within that period are advantageous.

Deployment target: Local Government Elections scheduled for 04 November 2026.

A non-compulsory virtual briefing session will be held on a date and time to be published on e-Procurement.

All enquiries must be submitted exclusively through the VotaQuotes platform; no telephonic, email, or other communication is accepted. Questions and official responses are published on the public VotaQuotes website (www.votaquotes.elections.org.za). Bidders must monitor the platform for updates. Physical submission address: Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157 (tender box in the foyer).

Submission channel: bids must be placed online on the Votaquotes e-Procurement portal (https://votaquotes.elections.org.za) before the closing date and time. Supporting documentation may be uploaded to the auction site or placed in the Electoral Commission tender box at Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157, marked for the attention of Procurement and Asset Management Department – Auction 0010574048. Late submissions are disqualified. Bidders must confirm receipt of documentation with the Procurement and Asset Management Department.

Returnable documents (all mandatory, failure to submit invalidates the bid):

• Appendix A: Technical Bid Response Sheet – completed for every specification item.
• Appendix B: Pricing Schedule – detailed price breakdown.
• Appendix C: Reference table with at least three client references.
• Appendix D: Delivery schedule indicating quantities and dates.
• Appendix E: Bid Evaluation Criteria – refer to it to address all critical requirements.
• Functional sample tablet with all components and keystore certificate.
• OEM letter of reseller authorization (or distributor authorization plus OEM proof).
• Letter confirming product lifespan of at least 5 years.
• OEM warranty statement (2-year).
• Statement of OS upgrade roadmap with security patches until December 2031.
• Proof of device certifications (MIL-STD 810H, ICASA Type, IP67, IP55, NRCS LOA, SANS safety).
• Technical brochures/datasheets for tablets and any software-based scanning solution.
• SBD 4 (Declaration of Interest) and SBD 5 (National Industrial Participation) forms.
• Proposal outlining accelerated delivery after purchase order.

Disqualification risks: any missing or unsigned returnable document, failure to submit a functional sample, or submission after the closing time.

Returnable documents: bid and bid price online on Votaquotes; detailed technical specifications with brochures/datasheets; OEM reseller authorization letter (or distributor authorization plus OEM proof); at least three references on customer letterhead (Appendix C); letter confirming product lifespan ≥5 years; Appendix A Technical Bid Response Sheet; Appendix B Pricing Schedule; 2-year OEM warranty statement; OS upgrade roadmap with security patches until December 2031; functional sample device; proof of device certifications (MIL-STD 810H, ICASA Type, IP67, IP55, NRCS); full technical specification/brochure for software-based scanning solution.

Evaluation stages:

• Stage 1: Sample Submission – a functional sample tablet must be submitted for testing; failure disqualifies the bid. Testing may include MDM enrolment, application loading, battery life, and barcode scanning of SA ID Book and Smart ID Card.
• Stage 2: Assessment of Bidder's Disclosure – SBD 4 is evaluated against the register for restricted suppliers and tender defaulters; conflicts of interest are pursued.
• Award: under the Preferential Procurement Policy Framework Act, 2000 and Preferential Procurement Regulations, 2022. The Commission seeks the best solution technically, functionally and financially.
• The adjudication may include short-listing, presentations, demonstrations, and a proof of concept with leading bidders before final award.
• A formal purchase order is issued before any services are delivered, and the successful bidder must enter into a service level agreement.

Quantity: 20,000 enterprise tablet devices, each with a protective case and a carry case that also houses peripherals such as the charger.

Minimum technical requirements (or better; anything below disqualifies):

• Display: 10–15 inch touch screen, aspect ratio 16:10 or 16:9, resolution 1920×1200, brightness ≥500 nits, hardened cover glass equivalent to Corning Gorilla Glass 5.
• Processor: 64-bit architecture or better; RAM ≥8 GB; storage ≥256 GB.
• Operating system: Android 16 or higher, with 5-year OS support.
• Battery: ≥10,000 mAh (single or multi-battery); retains date/time when battery removed.
• Connectivity: Bluetooth 5.3 or better, 4G or better, Wi-Fi 6 (802.11ax), Nano-SIM or eSIM or both, NFC.
• GNSS: must connect to GPS, GLONASS, Galileo and BeiDou under open sky; accuracy sub-5 m.
• Ports: USB-C connector; USB cable ≥1.2 m; detachable mains adapter with BS 546 A Type M plug; power cord ≥2 m.
• Camera: rear camera ≥8 MP with autofocus and LED flash.
• Barcode scanning: hardware, camera, software or combination; unlimited scanning (no subscription limits); optimized for 1D barcodes, reflective surfaces (laminated ID cards), motion, wide working range (5–50 cm), offline capability, ≥60 scans/minute.
• Durability: IP67 dust/water resistance (tablet), IP55 (storage case); MIL-STD-810H shock and impact certified; resistant to frequent sanitizer cleaning.
• Security: hardware-backed root of trust equivalent to TPM 2.0 or better; prevents execution of unsigned firmware/bootloaders/OS/kernel drivers; authenticated firmware updates; OEM Keystore certificates for non-resettable identifiers; security patches until at least December 2031; zero-touch enrollment (Android Enterprise); vendor-agnostic MDM.
• Certifications: ICASA type approval, NRCS Letter of Authority, SANS 60950-1 or SANS 62368-1 compliance.
• Warranty: minimum 2-year swap-out or advance replacement with on-site collection and return logistics, issued directly by the OEM.
• Serial number: unique, displayed externally with barcode, matching internal serial.
• APIs/SDK: APIs for camera, barcode scanner, telemetry; bidder must submit SDK documentation.
• Storage case: stackable, with handle, flush lifting, space for mains supply and spare battery, moulded fungus-resistant cushioning permanently attached.
• Documentation: supplied with the tablet.
• The tablets may be subjected to testing by external organisations.

Planning assumptions: the Commission provides technical resources for its own systems and databases; the bidder supplies fully functional tablets; the bidder's change management process must align with the Commission's management process; the successful bidder must provide all relevant details for operational capability. Bidders must submit a proposal outlining how delivery can be accelerated once the purchase order is issued, for deployment at the Local Government Elections on 04 November 2026.

The bidder is responsible for the completeness and quality of the bid. Equipment must be new, in good condition, and meet specifications. The proposed equipment must be complete, fully functional and ready for deployment without additional dependencies. The Commission seeks the best technical, functional and financial solution. It may inspect the successful bidder's facilities and may call for further submissions or presentations during evaluation. The successful bidder is primarily responsible for quantity and quality compliance.

Appendix B: Pricing Schedule must be completed with prices inclusive of VAT. Line items: 20,000 enterprise tablet devices, 20,000 storage cases, two-year OEM warranty, and delivery cost including freight. The total bid price (inclusive of VAT) must be submitted online on the Votaquotes portal and will be used for adjudication. All licences for at least 5 years must be included; no recurring costs. The Commission reserves the right to evaluate alternative delivery methods at award.

Bid price: submitted online on the Votaquotes portal; the online price is used for adjudication.

Pricing schedule: Appendix B must be completed with a detailed breakdown, inclusive of VAT.

Costs to include: hardware, peripherals (power and USB cables, protective sleeve/case, carry case), delivery/freight from overseas OEM to the Electoral Commission warehouse in Kempton Park or national office in Centurion, and the two-year on-site warranty.

Price firm for 180 days from bid closure.

No additional charges entertained; price must be all-inclusive of exchange rate, import duties, freight, etc.

All licences for at least 5 years must be included; no recurring costs.

Bidders must be registered and approved on the Votaquotes e-Procurement system.

SBD 4 (Declaration of Interest): discloses any director/shareholder employed by the state or connected to the procuring institution; evaluated against restricted supplier registers.

SBD 5 (National Industrial Participation): mandatory if imported content equals or exceeds US$10 million; successful bidder must arrange NIP compliance with the DTI, with the Commission facilitating introductions.

Proof of reseller authorization from the OEM or an authorized distributor (with OEM proof if via distributor).

Product certifications: MIL-STD 810H, ICASA Type Approval, IP67, IP55, NRCS Letter of Authority, SANS 60950-1 or SANS 62368-1.

At least three references for supply of more than 100 enterprise tablets within the past five years, verifiable by the Commission.

Product lifespan of at least 5 years from delivery, confirmed in writing.

Due diligence audit may include site visits and inspection of company documents.

Contracting is subject to the Electoral Commission's due diligence audit, which may include site visits and inspection of company documents. The successful bidder must enter into a service level agreement (SLA) covering quantity, quality and delivery, with milestones, delivery schedules, quality checkpoints and invoicing procedures. The Commission may reject non-conforming goods and, if delivery schedules are missed, appoint an alternative supplier; any additional costs are for the defaulting supplier's account. A formal purchase order is issued before delivery. The bidder warrants agreement to all tender terms and conditions by bidding.

National Industrial Participation (NIP) programme: mandatory on purchases with imported content equal to or exceeding US$10 million. This tender may fall under NIP; the successful bidder must make arrangements with the DTI, with the Commission facilitating introductions. Bidders must complete, sign and submit SBD 5 with the bid documents.

Mandatory requirements: at least three references for supply of more than 100 enterprise tablets within the past five years; brochures/datasheets for proposed tablets and any software-based scanning solution; product lifespan of at least 5 years confirmed in writing; OEM warranty statement; all mandatory supporting documentation including proof of certifications (MIL-STD 810H, ICASA Type, IP67, IP55, NRCS); a fully functional sample tablet with keystore certificate; and a proposal for accelerated delivery after purchase order. Failure to submit any of these disqualifies the bid.

Evaluation follows Appendix E. Stage 1: sample submission – a functional sample must be submitted for testing; failure disqualifies. Stage 2: assessment of bidder's disclosure (SBD 4) against restricted supplier registers and tender defaulters. Award is under the Preferential Procurement Policy Framework Act, 2000 and Preferential Procurement Regulations, 2022. The adjudication may include short-listing, presentations, demonstrations, and a proof of concept with leading bidders. The Commission seeks the best solution technically and financially.