Objectives

The primary objective of this tender is to procure collapsible box files of A4 size that meet specified quality and design standards, ensuring they are suitable for use in electoral processes. The procurement aims to acquire quality-controlled, easily assembled, and properly packaged box files delivered to designated electoral warehouses within the stipulated timeframe.

Scope

The scope of the tender includes:

• Manufacture and supply of collapsible A4-sized box files according to detailed specifications.
• Packaging, labeling, and secure bundling of the box files for transportation.
• Delivery of the ordered quantities to specified Electoral Commission warehouses across various provinces.
• Sample submission and quality testing prior to final approval.
• Post-delivery quality assurance and compliance checks.

The contract is a one-time supply requirement, with delivery deadlines set for no later than 30 September 2026.

Technical Requirements

The technical specifications for the box files include:

• Material: Corrugated cardboard (class 140 liner/112 flute or similar).
• Dimensions: Approximately 31cm (L) x 24cm (W) x 7.5cm (H).
• Design: Must include printed elements such as IEC Logo, 8 entry blocks for VD number, and “Box No_ of_”.
• Color: Base color material should be Buff Brown.
• Printing: Labels and printing in black, with surface graphics or diagrams printed directly on the box surface.
• Assembly: Easily assembled at the point of use, with secure bundling in packs of 25, strapped and palletized for transport.
• Packaging: Pallets must be labeled, plastic-wrapped, strapped, and capable of withstanding transportation stresses.

Samples must conform to these specifications for approval prior to mass production.

Skills and Skills Requirements

• Established industry experience in manufacturing and supplying corrugated cardboard products.
• Control over product design and production processes; sub-contracting is not permitted.
• Capability to develop production strategies ensuring timely delivery and quality compliance.
• Ability to produce samples that demonstrate printing and material quality as per specifications.
• Experience in packaging, bundling, and palletizing for secure transportation.
• Willingness to undergo quality inspections, site audits, and due diligence processes.
• Capacity to meet strict delivery deadlines and adhere to specified quantities and quality standards.