Supply of collapsible a4 box files (pack of 5) for the electoral commission (iec)

• Bid Closing Date and Time: As per the eProcurement system auction closure. Refer to the tender record.
• Delivery Completion Deadline: All deliveries to Electoral Commission warehouses must be completed by 30 September 2026.
• Sample and Written Proposal Submission Deadline: Must be submitted by the stipulated date and time on the eProcurement system. No reminders will be sent.

• For bid enquiries: Contact the Votaquotes Helpdesk at Tel: (012) 622-5700 or Email: [email protected].
• For sample and written proposal submission: Deliver to Electoral Commission, Supply Chain Management Department, Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, Pretoria. Tel: (012) 622–5700 / 5550.
• Warehouse contacts for delivery coordination are listed in the document (Section 18), including provincial contacts, addresses, and phone numbers.

• Bids must be placed online via the IEC eProcurement system (https://votaquotes.elections.org.za) by the stipulated closing date and time.
• All bidders must submit a physical sample and a written proposal to the Electoral Commission Supply Chain Management Department at Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, Pretoria, by the stipulated deadline.
• The sample must be a single Box File, full size, made of specified materials, and marked with the bidder's name and auction number.
• The written proposal must confirm the bidder's direct control over product design and production process.
• Failure to submit the sample and written proposal on time will exclude the bidder from consideration. No late submissions are accepted.
• Samples will not be returned.

• Item: Collapsible Box Files, A4 size, supplied flat for storage/transport, easily assembled.
• Material: Corrugated cardboard class: 140Liner /112Flute or similar. Base colour: Buff Brown.
• Dimensions: 31cm (L) x 24cm (W) x 7.5cm (H). Must accept A4 documents when assembled.
• Printing: A label block must be printed in BLACK on the outer spine containing IEC Logo, 8 VD number entry blocks, and 'Box No_of _'. Clear assembly instructions/diagrams must be printed on the box. Final artwork will be supplied by the IEC to the successful bidder.
• Packaging: Must be strapped in bundles of 25, stacked on 1000mm x 1200mm four-way entry single-sided pallets, and secured. Bundles and pallets require specific labelling with contents, quantity, weight, and service provider details. Maximum pallet stack height: 1.5m. Maximum pallet weight: 500kg.
• Recycling: The universal recycling symbol (approx. 30mm x 30mm) must be printed on each box file.
• Quality Control: The IEC reserves the right to inspect the service provider's premises and samples. The service provider warrants goods will conform to specifications at delivery.

• The IEC reserves the right to conduct inspections at the service provider's premises for quality and adherence to specifications before deliveries.
• The service provider warrants that all goods will be according to specifications, in good condition, and ready for use at the time of delivery.
• The service provider has primary responsibility for ensuring quantity and quality comply with the specification.
• Samples will be stringently tested for quality compliance and will not be returned.
• The successful bidder may be subjected to a comprehensive due diligence audit before an official purchase order is issued.

• Total Quantity: 27,255 units (supplied in packs of 5).

• Pricing: Bid price must be for the correct unit of measure: 'Pack of 5'.
• Inclusions: All prices must include VAT, packaging, delivery to all specified warehouse sites (Section 18), and all production variables.
• Finality: Prices cannot be negotiated or amended after auction closure. Erroneous low bids cannot be corrected.
• Payment Terms: Payment will be made within 30 days of receipt of a valid tax invoice and copies of signed delivery notes, provided the IEC is satisfied with performance. No payment will be made before service is rendered, without an original invoice and signed delivery notes, or before full delivery is completed and accepted.

• Mandatory Registrations: Bidders must be registered and approved on the IEC's eProcurement system. Bidders must be registered on the National Treasury Central Supplier Database (CSD). No bid will be accepted without CSD registration.
• Tax Compliance: Bidders must be tax compliant. A bid will be disqualified if tax affairs are non-compliant per National Treasury Instruction.
• B-BBEE: Must submit valid B-BBEE supporting documents for preference points scoring.
• Other Disqualifications: The bidder must not be an employee of the state, a tender defaulter, or a restricted supplier. The bidder must certify compliance via SBD4 regarding the Prevention and Combating of Corrupt Activities Act and the Competition Act.
• Industry Requirement: Bidders must be established operators in the relevant industry with direct control over product design and production. Sub-contracting is not permitted.

• Packaging must be stable and secure to withstand road transportation and storage.
• Specific packaging and labelling requirements are mandated to ensure safe handling: bundles of 25 must be strapped, stacked on specified pallets, and plastic-wrapped to prevent shifting.
• Maximum pallet stack height is 1.5m and maximum weight per pallet is 500kg.

• The collapsible box files are intended to be recycled after use.
• The universal recycling symbol (approximately 30mm x 30mm) must be printed on each box file to encourage recycling.

• Contract Nature: This is a 'once-off' supply and delivery contract.
• Service Level Agreement (SLA): The successful bidder must enter into an SLA with the Electoral Commission before a purchase order is awarded. The SLA will fix performance criteria for quantity, quality, final specifications, and delivery date, including milestones, schedules, and invoicing procedures.
• Amendments: After sample approval and receipt of the official purchase order, the service provider is not allowed to amend/change ordered items without prior written approval from the IEC at no additional cost.
• Penalties: If delivery schedules are not met, the IEC may appoint an alternative service provider to cover the shortfall. Any extra costs incurred will be for the account of the defaulting service provider. Normal purchase order penalties will also apply.

• Delivery must be completed to specified warehouses by 30 September 2026, during working hours (08h30-17h00).
• Prior notification to the relevant warehouse contact is required.
• Deliveries must be made in the service provider's name; third-party deliveries are not accepted.
• Partial deliveries are not accepted without prior IEC agreement.
• Late deliveries will not be accepted nor paid for.
• Signed delivery notes (not waybills) are mandatory for acceptance of delivery and must detail service provider name, quantity, pallet/box counts, and actual quantities.

• Bidders must be registered and approved on the IEC's eProcurement system (https://votaquotes.elections.org.za) to place a bid online.
• Bidders must be established operators in the relevant industry with direct control over product design and production. Sub-contracting is not permitted.

2.1. The Collapsible Box Files must be supplied in a flat form for ease of storage and transport and must be easily assembled at the point of use. 2.2. The box files must be manufactured of corrugated cardboard class: 140Liner /112Flute or similar. 2.3. Unit of measure is per box (each). 2.4. The Collapsible Box Files must carry clear and simple assembly instructions and/or diagrams printed on the box surface, no loose leaflets will be accepted. 2.5. The base material of collapsible box files must be Buff Brown.