Supply and delivery of blue special voting envelopes (b5 marked & c5 unmarked) for the electoral commission

• Briefing Session: 7 July 2026 at 11:00. Venue: 1303 Heuwel Avenue, Election House, Riverside Park, Centurion.
• Bid Closing Date/Time: As stipulated on the Electoral Commission's Votaquotes system.
• Delivery Deadline: All goods must be delivered to specified warehouses by 9 October 2026.
• Enquiry Cut-off Date: Published on the Votaquotes platform under the specific bid listing.

A briefing session is scheduled for 7 July 2026 at 11:00, at 1303 Heuwel Avenue, Election House, Riverside Park, Centurion.

• All bid enquiries must be submitted exclusively through the VotaQuotes platform (https://votaquotes.elections.org.za).
• No telephone, email, or other communication regarding enquiries will be accepted or responded to.
• Official responses to all questions will be published on the public VotaQuotes website.
• Bidders must monitor the platform for updates, clarifications, or additional information.
• Warehouse contact details for delivery coordination are provided in Section 18 of the document, including provincial addresses and contact persons.

• Submit your bid online via the Electoral Commission's Votaquotes system (https://votaquotes.elections.org.za). You must be registered and approved on this system to bid.
• The closing date and time are as stipulated on the Votaquotes system. Bids must be placed online before this deadline.
• You must also submit a written proposal and physical samples of both B5 (Marked) and C5 (Unmarked) envelopes by the same closing deadline.
• Samples must be delivered to: Electoral Commission SCM, Riverside Office Park, Election House, 1303 Heuwel Avenue, Centurion, 0157.
• Clearly mark samples with your bidder name and the auction number (0010571143). Unmarked samples may not be linked to your bid.
• Failure to submit the online bid, written proposal, and samples by the deadline will result in disqualification. No late submissions are accepted.
• Samples will not be returned to bidders under any circumstances.
• Deliveries of the final goods must be made to Electoral Commission warehouses (details in Section 18) by 9 October 2026, during working hours (08:30–16:00, Mon–Fri).
• Deliveries must be in the service provider's name; third-party deliveries are not accepted.
• Partial deliveries are not accepted without prior written approval from the Electoral Commission.
• Late deliveries will not be accepted.

• A written proposal and physical samples of both envelope types must be submitted by the closing deadline.
• Samples must be clearly marked with bidder name and auction number.
• Submitted samples will not be returned.

1. Mandatory registration on the National Treasury Central Supplier Database (CSD). 2) Tax compliance is required for contract award. 3) The bidder must not be an employee of the state, a tender defaulter, or a restricted supplier. 4) The bidder should be an established operator in the relevant industry with direct control over design and production; subcontracting is not preferred and requires IEC discretion. 5) The bidder must pass a due diligence audit, including site inspection, before contract award. 6) Bids will be evaluated for functionality (specification compliance) and then adjudicated using the 80/20 preference point system (80% price, 20% B-BBEE status).

Scope: Supply and delivery of printed blue special voting envelopes for home visits during special voting.

Product Details:

• Type: Two types required – B5 (Marked) and C5 (Unmarked).
• Material: Blue base (any shade), recyclable, 80gsm paper.
• Design: Windowless, 'peel and seal' closure.
• Dimensions: B5 = 176mm x 250mm; C5 = 162mm x 229mm.
• Printing: Black ink on blue envelope. Instructions printed directly on surface, centered, with font at least 8mm high. Final design provided electronically by IEC upon order.
• Universal recycling symbol (30mm x 30mm, ±2mm tolerance) must be printed on items.

Packaging & Delivery:

• Supplied in packs of 50 envelopes.
• Packs must be in protective wrapping with at least 2 supportive strappings.
• Packs packed in cartons (max 20 packs/1,000 envelopes per box).
• Cartons stacked on 1000mm x 1200mm four-way entry pallets, strapped.
• Max pallet height: 1.5m. Max weight: 500kg.
• Pallets must be plastic-wrapped, securely strapped, and labelled with a green A4 label stating contents, quantity, weight, and service provider details.
• Separate consignments packed and delivered for each provincial allocation.

Quantities:

• B5 (Marked) envelopes: 15,000 packs (750,000 individual envelopes).
• C5 (Unmarked) envelopes: 15,000 packs (750,000 individual envelopes).

Quality & Compliance:

• IEC reserves right to inspect premises before delivery.
• Supplier warrants goods conform to specifications and are in good condition at delivery.
• Samples are stringently tested for quality compliance and are not returned.
• Successful bidder may be subject to a due diligence audit, including site inspection of manufacturing/packaging facilities.
• A Service Level Agreement (SLA) may be required upon award to fix performance criteria.

• IEC reserves the right to conduct inspections at the service provider's premises before delivery.
• Service provider warrants that all goods will conform to specifications and be in good condition at delivery.
• Service provider has primary responsibility for ensuring quantity and quality compliance.
• Packaging must be stable and secure to withstand road transport and storage.
• Samples are stringently tested and not returned.

• Unit of measure for bidding is per pack of 50 envelopes.
• Quantities: 15,000 packs of B5 (Marked) and 15,000 packs of C5 (Unmarked).
• All costs (production, packaging, delivery) must be included in the bid price.
• All prices must include VAT.

• Bid pricing must be for the correct unit of measure: price per pack of 50 envelopes.
• All prices must include VAT, packaging, and delivery to all specified warehouse sites.
• The bid amount entered on the Votaquotes system at auction closure is final and cannot be changed.
• Erroneous low bids (e.g., unit price instead of total) cannot be removed or adjusted.
• Payment Terms: Payment will be made within 30 days of receipt of a valid tax invoice and copies of signed delivery notes, provided IEC is satisfied with performance and no disputes arise.
• No payment will be made before service is rendered, delivery is completed and accepted, or without an original invoice and signed delivery notes.

Mandatory for bid consideration:

• Registration on the National Treasury Central Supplier Database (CSD).
• Tax Compliance. A bid will be disqualified if tax affairs are non-compliant.
• Submission of the SBD4 (Bidder's Disclosure) form.
• You must not be an employee of the State, a tender defaulter, or a restricted supplier.
• Bidders should be established operators in the relevant industry with direct control over product design and production. Subcontracting is not preferred but may be considered at IEC's discretion.
• Intellectual Property: Final agreed designs and associated IP become the exclusive property of the Electoral Commission.
• B-BBEE: The 80/20 preference point system applies. Points are awarded based on your B-BBEE Status Level.

• Envelopes are intended to be recycled after use.
• The universal recycling symbol (30mm x 30mm, ±2mm tolerance) must be printed on each envelope.

• Contract is a 'once-off' requirement for the specified quantities.
• The IEC may order additional quantities from the successful service provider in future.
• Final agreed design and associated intellectual property become the exclusive property of the Electoral Commission for election purposes.
• Non-disclosure agreements will be finalized during contracting.
• Bidders are liable for any infringement of third-party rights in their submissions.

• Deliveries must be completed by 9 October 2026, during working hours, to specified warehouses.
• No third-party deliveries. No partial deliveries without prior IEC approval.
• Late deliveries not accepted.
• If a supplier fails to meet agreed delivery schedules, IEC may appoint an alternative supplier at the defaulting supplier's cost.

• Must be registered and approved on the IEC Votaquotes system to bid online.
• IEC will use your written proposal, sample, and due diligence information to determine compliance.

• Stage 1: Assessment of Bidder’s Disclosure (SBD4), CSD registration, tax compliance, and checks against restricted supplier/tender defaulter registers.
• Stage 2: Technical/functionality evaluation of samples and written proposal against specified 'Yes/No' criteria.
• Stage 3: 80/20 preference point adjudication for bids passing Stages 1 & 2.