Iec public mobile application redevelopment (cross-platform)

• The IEC seeks to redevelop its outdated public mobile application to create a modern, secure, and inclusive app for voters.
• The current app, built in-house, is available on Android, iOS, and Huawei but uses an unsupported framework posing security risks.
• The new app aims to enhance citizen engagement with electoral processes through improved functionality and user experience.
• Bidders must use the Votaquotes e-Procurement system to bid and submit all required documentation.

• Closing Date and Time: As specified on the Votaquotes eProcurement website. The server clock is final.
• Briefing Session: A non-compulsory virtual briefing session will be held. The date and time will be advised on the eProcurement platform.
• Enquiry Cut-off Date: The final date for submitting enquiries is published on the Votaquotes platform under this specific bid listing.

• All bid enquiries must be submitted exclusively through the VotaQuotes platform (www.votaquotes.elections.org.za). No telephonic or email enquiries will be accepted.
• Official responses to enquiries will be published on the public VotaQuotes website.
• Physical submission address for supporting documents: Electoral Commission National Office, Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157.
• Department: Procurement and Asset Management Department.

• Submit your bid online via the Electoral Commission's eProcurement website (Votaquotes) before the closing date and time. The system's clock is authoritative.
• You must be registered and approved on Votaquotes to bid.
• Required returnable documents include:

• Completed Appendix A: Technical Bid Response Sheet (mandatory for technical compliance).
• Completed Appendix B: Pricing Schedule and Appendix B1 (pricing must match online submission).
• At least three (3) contactable references for similar mobile app development work (use Appendix C as a guideline).
• Evidence of access to qualified mobile development, UX/design, analysis, and project management resources.

• Supporting documentation can be uploaded to the auction site or placed in the tender box at the IEC National Office in Centurion (address: Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157). Mark submission: 'For the attention of Procurement and Asset Management Department – Auction 0010562824'.
• Failure to submit all required documentation on time will disqualify your bid. Confirm receipt with the Procurement Department.

Bidders must be registered and approved on the Votaquotes e-Procurement system to submit a bid. They must have the technical resources and proven experience in developing and delivering publicly available mobile applications of similar nature and complexity. Submissions missing mandatory documentation (Technical Response Sheet, Pricing Schedule, three references, evidence of team capabilities) will be disqualified. The bidder must also comply with all General Auction Conditions, including adherence to change management processes and potential subcontracting disclosures.

• Objective: Redesign and redevelop the IEC's existing public mobile application for Android, iOS, and Huawei platforms using a modern, secure, and maintainable cross-platform framework.
• Core functionalities to be redeveloped include: Voter registration check, voting station finder, special vote applications, election results, news, voter education, candidate/party information, and user profile management.
• New functionalities to be added include: Full voter registration, address updates, election calendar/reminders, live results, notifications, self-service queue check-in, surveys, and integration with an issue tracker.
• Key technical requirements:

• Must use a proposed modern cross-platform framework.
• Must support role-based access for voters, politicians, and media.
• Must have high security: encrypted communication (HTTPS/TLS), secure authentication (OTP, biometrics), session timeouts, and protection against unauthorized access.
• Must comply with POPIA: minimize data collection, include clear privacy policies and user data rights.
• Must be designed for inclusivity: support older adults, users with limited digital skills, low-end devices, and slow data connections.
• Must meet accessibility standards (e.g., WCAG) with high contrast, screen reader support, etc.
• Must integrate with IEC's existing back-end APIs, CMS (via REST APIs), and approved messaging channels (e.g., WhatsApp).
• Must include location services (with user consent), push notifications (opt-in), FAQs, and chatbot support.
• The developed app must pass Functional, Integration, Vulnerability/Penetration, and Load Testing.
• All software code and artifacts must be transferred to the IEC upon project completion.

• The bulk of the work (business analysis, design, development) must be performed from the IEC's offices.

• An Agile development approach is required, as some functionality must be released incrementally.
• The overall implementation is envisaged not to exceed 4 months, followed by 2 months of 2nd level support.
• The bidder must provide a project implementation plan, proposed project team structure, and staffing plan.
• The bidder must demonstrate UX/design capability, project management, and technical resources.
• Integration must use the IEC's existing REST APIs or approved compatible approaches.

• The bidder must provide evidence of access to qualified mobile app development resources with proven experience in cross-platform development, backend integration, software architecture, and version control (e.g., Git).
• Demonstrate experience in interactive application design, UX, and usability standards.
• Demonstrate relevant experience in developing and delivering publicly available mobile apps of similar nature/complexity (provide a company profile/portfolio).
• Provide at least three (3) contactable references for similar mobile app development work, including customer details, platform, app store, and current availability.

• The bidder is responsible for the completeness and quality of their submission.
• The developed app must undergo Functional, Integration, Vulnerability/Penetration, and Load Testing as a minimum. All bugs must be fixed.
• The bidder must provide associated support and maintenance for at least 6 months after implementation.
• The IEC may call for presentations to clarify mandatory requirements, but these cannot fix missing submissions.
• The IEC reserves the right to reject services that do not conform to specifications.
• If delivery schedules are not met, the IEC may appoint an alternative supplier at the defaulting supplier's cost.

• Complete Appendix B: Pricing Schedule. Failure to do so leads to disqualification.
• Pricing must cover:

• Line Item 1: 4 months of implementation (design, development, integration, testing, documentation, skills transfer, app store placement).
• Line Item 2: 2 months of remote 2nd level support and maintenance.

• Provide a separate rate card (Appendix B2) for potential extra work, listing hourly rates (VAT inclusive) for project roles (e.g., Project Manager, UX Designer, Developer, Tester).

• Submit your total bid price online on the Votaquotes eProcurement portal.
• Complete and submit Appendix B: Pricing Schedule and Appendix B1. The price on the schedule must match the online submission; discrepancies will result in the online price being used for adjudication.
• The total bid price must be VAT inclusive and firm for 180 days (duration of the contract).
• The price must be a complete, all-inclusive cost covering:

• 4 months of implementation (design, development, integration, testing, documentation, skills transfer, app store placement).
• Work at the IEC's national office in Centurion, Gauteng.
• 2 months of remote 2nd level support and maintenance after handover.

• No additional costs outside the pricing schedule will be entertained.
• Provide a rate card (Appendix B2) for potential extra work, detailing hourly rates for roles like Project Manager, UX Designer, Developer, etc.

• Bidders must be registered and approved on the Votaquotes e-Procurement system to participate.
• The bid will be awarded in compliance with the Preferential Procurement Policy Framework Act (PPPFA), 2000 and its 2022 Regulations.
• The bidder must provide evidence of access to suitably qualified and experienced mobile app development resources (CVs, company profiles, references).
• The bidder must demonstrate relevant experience by providing a company profile/portfolio of similar publicly available mobile apps and at least three (3) contactable references.
• Any planned subcontracting requires attached subcontracting agreements and compliance with SCM regulations.
• Award is subject to the IEC's due diligence audit, which may include site visits and document inspection.
• No payment will be made until full delivery, user acceptance certificates, and project closure reports are presented.
• The successful bidder may be required to enter into a Service Level Agreement (SLA) with the IEC.

• The IEC will provide technical resources for back-end work, including system setup, reporting dashboards, APIs, and databases.
• The IEC will provide access to its authentication solutions for OTP.
• The successful bidder may need to perform initial equipment configuration for operating systems and environment-specific requirements.
• The bidder must align with the IEC's change management processes.
• The IEC will pay app store charges for the published application.