Objectives

The primary objective of this tender is to identify and appoint a panel of credible printers capable of producing high-quality ballot papers for the 2026 South African local government elections. The aim is to ensure timely, accurate, and secure printing, packaging, and delivery of a large volume of ballot papers across various municipalities, with an emphasis on proximity to points of use and adherence to strict quality and security standards.

Scope

The scope encompasses:

• Printing approximately 75,409,800 ballot papers for municipal, district, metro, and proportional representation elections.
• Designs include multiple ballot types, sizes, and security features, with specific colour identifiers and numbering systems.
• Finishing, packaging, labelling, and secure delivery to provincial warehouses, municipal offices, and voting stations.
• Provision of samples, quality assurance, contingency planning, and security arrangements.
• Potential for additional ad hoc printing services and capacity expansion if required.

Technical Requirements

• Printing Specifications: Full colour, perforated, numbered counterfoils, on white 80gsm bond paper, with security features (microtext, microcline structures, security inks).
• Ballot Sizes & Types: Seven specified sizes (from 130mm to 610mm in length), including single and double column formats, with capacity for larger variants if needed.
• Binding & Packaging: Books of 100 ballot papers, stapled, with cover sheets bearing unique barcodes, sequential numbering, and security features. Packaged in sets of five books (500 ballots), wrapped, cartonized, and palletized with clear labelling.
• Delivery & Logistics: Delivery to provincial warehouses, municipal sites, and voting stations, with barcode tracking, secure handling, and contingency plans for disruptions.
• Quality & Security: Strict quality control, security arrangements (controlled access, secure storage, transport security), and compliance with security standards.
• Data Transfer: Secure electronic transfer of ballot design data and barcode tracking systems.
• Capacity & Timelines: Ability to produce within 21 calendar days, with detailed capacity plans, contingency measures, and adherence to the project timeline from September to November 2026.

Skills & Skills Requirements

• Technical Capacity: Proven experience in large-scale, complex ballot printing projects, with accreditation by recognized industry bodies.
• Production Capabilities: Adequate machinery, plant structure, staffing, and transport resources to meet tight deadlines and quality standards.
• Quality Assurance: Robust in-line and independent quality control processes, including colour standardization, numbering, security features, and sample submission.
• Security & Contingency Planning: Demonstrated security arrangements during production, packaging, and delivery, with contingency plans for disruptions.
• Logistics & Delivery: Experience in secure, timely delivery to multiple locations, with barcode tracking and efficient handling.
• Project Management: Ability to coordinate multi-site production, manage capacity, and adhere to strict timelines.
• Compliance & Certification: Valid accreditation, B-BBEE status, tax compliance, and adherence to legal and security standards.

Summary

This tender seeks experienced, capable, and security-conscious printing service providers to deliver a large volume of high-quality, secure, and accurately numbered ballot papers within a strict timeline, ensuring readiness for the 2026 local government elections. The selected panel will demonstrate technical expertise, capacity, security measures, and logistical efficiency to support a smooth electoral process.