Supply and delivery of handheld laser barcode scanners – national tender (ICT)

No briefing session is scheduled for this procurement.

Closing date and time: as published on the VotaQuotes platform; determined by the Electoral Commission's server clock and not negotiable.

Enquiry cut-off date and time: published on the VotaQuotes platform under the bid listing.

No briefing session is scheduled for this procurement.

All enquiries must be submitted exclusively through the VotaQuotes platform; no telephonic or email enquiries are accepted.

Delivery notification contacts: Robert Niemack 012 622 5913; Vusi Langa 012 622 5700.

Submission address: Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157 (tender box in foyer).

Submission channel: bids must be placed online on the VotaQuotes e-procurement platform (https://votaquotes.elections.org.za). Bidders must be registered and approved on VotaQuotes to participate.

Returnable documents (all must be submitted before closing date/time):

• Appendix A: Technical Bid Response Sheet – compulsory, demonstrates compliance with technical specifications.
• Appendix B: Pricing Schedule – compulsory, includes SKU, make/model, quantity, unit and total cost including VAT.
• Appendix C: Guideline Reference Table – at least one contactable reference of similar work (laser barcode scanners).
• Appendix D: Delivery Schedule – indicate quantities deliverable per week after purchase order.
• Letter of proof of reseller agreement/authorization from OEM or authorized distributor (if distributor, include OEM authorization to the distributor).
• Product sample for evaluation (remains property of IEC; failure to submit leads to automatic disqualification).
• Datasheet or brochure of proposed scanner.

Submission methods: upload to the auction website, or place in the Electoral Commission tender box at Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157, before closing. Mark submissions: 'For the attention of Procurement and Asset Management – AUCTION 0010575057'.

Disqualification risks: any required document omitted or late; bids not placed online; failure to comply with any auction condition.

13.1 Summary of Submission Requirements: 1) Submit bid and bid price online on the Votaquotes portal; 2) Pricing information by completing Appendix B; 3) Detailed technical specifications in accordance with the technical requirements to demonstrate compliance – Appendix A; 4) A letter of proof of the reseller agreement either from the OEM or an authorized distributor, plus proof from the OEM if authorization is from a distributor; 5) Provide at least 1 reference of similar work as per Appendix C; 6) Provide a sample for the product being proposed, remaining the property of the Electoral Commission. Written submissions must be delivered to the Electoral Commission's Procurement & Asset Management Department via upload to the auction website or placed in the Electoral Commission tender box at Election House, Riverside Office Park, 1303 Heuwel Avenue, Centurion, 0157, before the closing date. Mark submission: For the attention of Procurement and Asset Management – AUCTION 0010575057. Bidders must ensure all documentation is submitted before the closing date and confirm receipt with the Procurement Department.

Evaluation is staged:

• Stage 1: Assessment of Bidder's Disclosure – SBD4, CSD registration, tax compliance, restricted suppliers, tender defaulters. Bids from restricted suppliers or tender defaulters are rejected.
• Stage 2: Mandatory Qualifying Criteria – bid placed online, technical sheet, pricing schedule, reference, reseller letter, and sample all required; failure on any disqualifies.
• Stage 3: Technical Evaluation – each of the 26 technical requirements must be met; failure may disqualify.
• Stage 4: Sample Technical Evaluation – scanner must scan ID book barcode, ID card barcode, and scan instantly.
• Stage 5: Technical Scoring – minimum 75% (24/32 points) to proceed. Points: references (10), brochure/datasheet (2), dust/moisture protection IP54 (3), native USB Type-C (2), delivery schedule (15: 5,000–10,000 within 2 weeks = 5; 10,000–20,000 within 3 weeks = 5; all within 4 weeks = 5).
• Stage 6: Adjudication – 80/20 preference point system applies (bid not exceeding R50 million incl. VAT). B-BBEE points: Level 1 = 20, 2 = 18, 3 = 14, 4 = 12, 5 = 8, 6 = 6, 7 = 4, 8 = 2, non-compliant = 0.

Quantity: 28,000 handheld laser barcode scanners for use with new tablet computers.

Interface: USB Type-C connection; must be plug-and-play with no drivers.

Primary use: reading barcodes on South African ID Books and ID Cards.

Minimum requirements (anything below disqualifies):

• 1D scanner supporting 1D barcode formats on official identity documents.
• High-accuracy scanning in low light, damaged/smudged/laminated barcodes; anti-glare for laminated cards.
• Fast read speeds for high-volume environments.
• Ergonomic, durable design (ABS plastic) with drop resistance from 1.5m.
• Decoding speed: 200 scans/sec.
• Light aimer: visible laser diode 650nm.
• Cable length: 1.3m straight.
• Scan depth of field: 0–250mm.
• Trigger mode: handheld, manual.
• Operating temperature: -20°C to 50°C; storage: -40°C to 60°C.
• Operating humidity: 5–95% non-condensing.
• Certifications: CE, FCC, RoHS, IP54 (dust and moisture protection).
• Button life: 50 million times.
• Indication: buzzer and indicator.
• Interface: USB Type-C; voltage 5V DC.
• Each scanner must carry the Electoral Commission logo.
• Warranty: 1 year.
• Compatible with Windows, Android, Linux.
• Must be complete and ready for deployment without additional equipment or software.

The successful bidder is responsible for ensuring the product complies with specifications in functionality, quantity, and quality.

Product must be complete, fully functional, and ready for deployment without additional equipment or software.

Delivery is accepted only on presentation of the service provider's own delivery note; no substitutes.

No payment until full and final delivery is confirmed.

The IEC may request further submissions or presentations to verify compliance.

The IEC reserves the right to reject any services not conforming to the bid specification.

Appendix B (Pricing Schedule) is compulsory. Must include SKU, make and model, description, quantity (28,000), unit cost including VAT, and total cost including VAT. The total bid price (inclusive of VAT) must be placed on eProcurement and is used for adjudication. No other additional costs are accepted.

Pricing: submit bid price online on VotaQuotes; complete Appendix B (Pricing Schedule) with SKU, make/model, quantity, unit cost incl. VAT, and total cost incl. VAT.

Price must include delivery to the Electoral Commission's National Warehouse in Centurion, Gauteng.

Prices must be VAT inclusive and firm for 180 days.

No additional charges will be entertained; the price on e-procurement is used for adjudication.

No payment until full and final delivery is confirmed in accordance with specifications.

Mandatory registrations:

• CSD registration (National Treasury Central Supplier Database) – no bid accepted without it.
• Tax compliance – must be compliant before award; disqualification if non-compliant per National Treasury Instruction.
• VotaQuotes registration and approval.

Returnable forms:

• SBD 4 (Declaration of Interest) – discloses any state employment or conflicts; false declarations may lead to rejection.
• SBD 9 (Certificate of Independent Bid Determination) – certifies no collusion or price disclosure.

Other requirements:

• Must not be an employee of the state, a tender defaulter, or a restricted supplier.
• Must be authorised to sell the product (OEM or distributor letter).
• Must provide at least one contactable reference of similar work.
• Must submit a sample for evaluation.

The 80/20 preference point system applies as the bid value is not more than R50 million. B-BBEE points: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, Non-compliant = 0.

No specific environmental requirements are stated beyond the general assumption that the bidder will handle initial configuration and environmental requirements as needed.

Contract: successful bidder may be required to enter into a service level agreement (SLA) with the Electoral Commission, fixing performance criteria for quantity, quality, and delivery. SLA may include progress milestones, delivery schedules, quality checkpoints, and invoicing procedures.

Delivery: must be completed within 4 weeks of receipt of official purchase order. Staggered deliveries are advantageous; bidders must specify quantities and dates in Appendix D.

Failure to meet delivery schedules: the IEC may appoint an alternative supplier to make good the shortfall; any additional costs are for the defaulting supplier's account.

The IEC will enter into a formal contract or issue a purchase order before any delivery.

Warranty: 1 year.

The successful bidder shall do initial equipment configuration of operating systems and environmental specific requirements. The bidder's change control management process must be flexible for rapid deployment and problem resolution without compromising management controls and security. The recommended service provider must provide all relevant details for successful operations.

Bidders must submit a sample for evaluation; samples and brochures are not returned and become property of the IEC. Each scanner must carry the IEC logo. Failure to submit a sample leads to automatic disqualification.

Bidders must be registered and approved on VotaQuotes.

Bidders must be authorised to sell the product and provide OEM or distributor authorization.

Bidders must include a datasheet or brochure of the proposed scanner.

Scanners must have dust and moisture protection (minimum IP54 rating).

Evaluation stages: Stage 1 (disclosure), Stage 2 (mandatory qualifying), Stage 3 (technical), Stage 4 (sample test), Stage 5 (technical scoring, minimum 75% or 24/32), Stage 6 (adjudication with 80/20 preference points).