Supply of 240,000 indelible ink finger marking pens for electoral commission (iec) elections

• Bid Closing Date: As per the eProcurement system closing date and time (refer to tender record).
• Delivery Deadline for Goods: All 240,000 pens must be delivered to the IEC warehouse by 30 August 2026.
• Enquiry Cut-off Date: A final date for submitting questions is published on the VotaQuotes platform. All enquiries must be submitted via this platform only.

• For Bid Enquiries: All technical and bid-related questions must be submitted exclusively through the VotaQuotes online platform (www.votaquotes.elections.org.za). No telephonic or email enquiries will be answered.
• For Sample Submission/Delivery: Supply Chain Management, Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, Pretoria. Tel: (012) 622-5550.
• Warehouse Contact for Final Delivery: The final delivery address will be communicated to the successful bidder. A provisional contact is Robert Niemack / Vusi Langa at Tel: 012 666-7283 / 012 622-5201. Address: IEC National Warehouse, 288 Kwanbi Crescent, Icon Industrial Park, Sunderland Ridge, Centurion.

• Submit your bid online via the Electoral Commission's eProcurement system (https://votaquotes.elections.org.za). You must be registered and approved on this system to bid.
• The closing date and time for online bids are as stipulated on the eProcurement system. No late bids will be considered.
• You must also physically deliver a written bid proposal and two (2) product samples by the same closing date and time.
• Deliver the written proposal and samples to: Supply Chain Management, Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, Pretoria. Tel: (012) 622-5550.
• Samples must be clearly marked with your bidder name and the auction number (e.g., 0010571187). Unmarked samples may not be linked to your bid.
• Failure to submit both the online bid, written proposal, and samples within the deadline will disqualify your bid.
• All samples submitted will not be returned to bidders.

12.18. Samples must be clearly marked with the name of the bidder and the auction number, to avoid loss or confusion. In cases where more than one sample is included in a box, all the auction number that may be applicable must be stated for each sample.

Scope: Supply 240,000 indelible ink finger marking pens for election use.

Key Product Specifications:

• Ink Formulation: Must create a visible, permanent black or blue stain on a voter's finger/nail.
• Stain must be immediate, dry within 30 seconds, and remain easily visible for at least 4 days.
• Must withstand removal by washing, rubbing, or mechanical means.
• Must be non-inflammatory and contain anti-viral and anti-bacterial disinfectants.
• Must contain 20-25% silver nitrate concentration.
• Must conform to all applicable health and safety requirements.
• Application Method: Nib-type applicator required.
• Must apply a neat mark (not longer than 5mm) without leaking.
• Each pen must contain enough ink to mark up to 1,000 fingers without failure.
• Pen must be leak-proof when sealed for delivery and storage.
• Must remain usable for 14 hours continuously, and for 6 hours with cap removed.
• Manufacturing: Production must occur within South Africa.
• Shelf Life: Ink must have a shelf life of up to 24 months.
• Packaging: Each pen must be individually packed in a small cardboard box or sealed plastic wrap. Boxes must be sealed, labelled with contents, volume, and manufacture date. Packed in cartons of 100 units, then on pallets (max 1.5m high, 500kg weight). All packaging materials become IEC property after delivery.
• Printing: Pen casing must have a bright label stating 'Voting Ink' and manufacture date. Final printing will be provided by the IEC under the contract.
• Written Proposal Requirements: Must include technical data sheet/MSDS, manufacturer confirmations on safety and properties, test certification from accredited lab, proof of local manufacturing address, and evidence of production control (e.g., past purchase orders).

• IEC Right to Inspect: The IEC reserves the right to conduct quality inspections at your premises during production and before delivery.
• Supplier Warranty: You warrant that all goods will be according to specifications, in good condition, and ready for use at delivery.
• Primary Responsibility: You have the primary responsibility to ensure delivered quantity and quality match the bid specifications.
• Sample Testing: Submitted samples will be stringently tested for compliance and will not be returned.

• Unit of Measure: Bid price must be quoted 'per indelible ink finger marking pen'.
• Cost Inclusion: Price must include all costs: production, packaging, delivery, and VAT.
• Pricing Errors: Carefully calculate your bid. Erroneous low bids (e.g., unit instead of total price, missing zeros) cannot be corrected.
• No Post-Auction Changes: Prices are final after auction closure and cannot be amended.

• Pricing: Bid price must be quoted 'per indelible ink finger marking pen'.
• Inclusions: Price must include all costs: production, packaging, delivery to the specified IEC warehouse, and VAT.
• No Amendments: Prices cannot be negotiated or amended after the auction closes. Erroneously low bids cannot be corrected.
• Final Cost: The amount on the official purchase order is the final total cost and cannot be changed by the supplier.
• Packaging Cost: Cost of all packaging materials (including pallets) must be included in your bid. These materials become IEC property upon delivery.

Mandatory Compliance (Failure leads to disqualification):

• Central Supplier Database (CSD): You must be registered on the National Treasury CSD. No bid will be accepted without CSD registration.
• Tax Compliance: You must be tax compliant. Tax status will be verified before contract award; non-compliance leads to disqualification.
• SBD4 Form: You must complete and submit the Bidder's Disclosure (SBD4) form. The evaluation will check for conflicts of interest, state employment restrictions, and transgressions of anti-corruption and competition laws.
• Restricted Parties: You must not be listed on the Register of Tender Defaulters or the list of Restricted Suppliers.
• Local Production: Manufacturing of the pens must take place within South Africa. Proof of manufacturing plant address is required.
• Sub-contracting: Not allowed. You must have direct control over product design and production.
• B-BBEE: The 80/20 preference point system applies. Submit valid B-BBEE supporting documents to claim preference points; failure results in zero points.

• Product Safety: The indelible ink must not be harmful for use on voters' fingers.
• Required Documentation: You must provide written confirmation from the manufacturer that the ink is non-inflammatory and contains anti-viral and anti-bacterial properties.
• Health & Safety Compliance: The ink must conform to all applicable health and safety requirements. A Material Safety Data Sheet (MSDS) must be submitted.
• Disinfectant Efficacy: Written confirmation is required that any disinfectants used do not affect the ink's efficacy before or after application.

• Contract Type: 'Once-off' supply contract for 240,000 pens. IEC reserves the right to order additional quantities after consultation.
• Service Level Agreement (SLA): The successful bidder must enter into an SLA with the IEC before contract award, fixing performance criteria on quantity, quality, and delivery date.
• Penalties for Non-Performance: If you fail to meet agreed delivery schedules, the IEC may appoint an alternative supplier at your cost. Normal purchase order penalties also apply.
• Changes to Order: No changes to ordered items are allowed after sample approval and receipt of the purchase order, unless agreed in writing by the IEC at no extra cost.
• Payment Terms: Payment is made only after full delivery is completed and accepted, upon submission of an original invoice and signed delivery notes.
• Intellectual Property: Goods/services provided vest intellectual property rights in the IEC. You are liable for any infringement of third-party rights.
• Due Diligence Audit: Successful bidders will be subject to a comprehensive due diligence audit at their premises before contract award.

• Delivery Address: The final delivery warehouse address may change but will be in central Gauteng. The final address will be communicated to the successful bidder.
• Delivery Timing: Deliveries must occur Monday-Friday, 08:30-17:00. Prior notification to the IEC contact person is required.
• Partial Deliveries: Not accepted unless prior written agreement is obtained from the IEC.

• Bidders must be registered and approved on the IEC's eProcurement system (VotaQuotes) to bid online.
• All bids are subject to due diligence audits, including site inspections of manufacturing facilities.
• Delivery notes must be signed by both parties and clearly state service provider name, quantity delivered (pallets, boxes, units). No third-party deliveries or waybills are accepted.
• Full delivery is required by 30 August 2026, unless prior approval for partial delivery is obtained.

Detailed evaluation criteria are covered in the main 'evaluationCriteria' section. This includes the three-stage process (Compliance, Functionality, Adjudication) and the specific pass/fail checklist for sample and document evaluation.