Objectives

The primary objective of this tender is to procure collapsible cardboard ballot boxes with a new design that meet specific quality, security, and functional standards for use at voting stations during the upcoming elections. The Electoral Commission aims to ensure the delivery of high-quality, secure, and standardized ballot boxes to facilitate smooth and transparent electoral processes.

Scope

The scope of the tender includes:

• Design, development, and manufacturing of approximately 156,300 cardboard ballot boxes.
• Designs must comply with specified dimensions, security features, and printing requirements.
• Delivery of the completed ballot boxes to designated Electoral Commission warehouses across various provinces by 15 September 2026.
• Packaging, labeling, and secure transportation of the ballot boxes in packs of three, stacked on pallets.
• Submission of samples and written proposals for evaluation prior to contract award.

Technical Requirements

The technical specifications for the ballot boxes include:

• Material: Recyclable fluted cardboard (140 liner/112 flute or similar) with a nominal grammage of 450gsm.
• Design: Must be collapsible, cornered for easy stacking, and capable of holding 2,000 folded A4 ballot papers.
• Load capacity: Internal load of 25kg without distortion or tearing.
• Security: Must support sealing with a maximum of three 8mm polypropylene locking seals, with a deposit slot measuring approximately 18cm x 3cm, capable of being sealed after use.
• Deposit slot: Folding flap with “Insert Ballot Here” inscription and arrow, sealable after use.
• Dimensions: 40cm (width) x 55cm (height), with a tolerance of 1cm.
• Printing: Full surface printing of the Electoral Commission logo, colors, and label blocks as provided in electronic format.
• Additional features: No loose leaflets; diagrams or printed images directly on the surface; secure compartment to prevent unauthorized access.

Skills and Skills Requirements

The tender requires bidders to demonstrate:

• Established experience in manufacturing secure, high-quality cardboard ballot boxes or similar products.
• Capability to develop and produce designs within specified parameters, including security features and printing.
• Proficiency in working with recyclable materials and ensuring environmental considerations such as recycling symbols are incorporated.
• Ability to produce samples that conform to specifications for evaluation and testing.
• Capacity to manage large-scale production and timely delivery to multiple warehouse locations.
• Experience in packaging and logistics, including palletizing, labeling, and secure transportation.
• Compliance with quality control standards and willingness to undergo inspections and audits.
• Knowledge of confidentiality and intellectual property rights related to design and manufacturing processes.

In summary, bidders must possess proven manufacturing expertise, technical capability to meet detailed specifications, and logistical capacity to deliver large quantities within tight deadlines, ensuring security, quality, and compliance with all specified requirements.