Objectives

The primary objective of this tender is to procure printed pink disputed ballot envelopes in B5 (marked) and C5 (unmarked) sizes, each of 80 GSM, to be used for disputed ballots during the 2026 local government elections (LGE2026). The envelopes are intended for use in the electoral process, ensuring secure and compliant handling of disputed ballots. Additionally, the procurement aims to establish a reliable supply chain through an online bidding system and to ensure quality, timely delivery, and adherence to specified standards.

Scope

The scope of the tender includes:

• Development and submission of envelope designs within specified parameters.
• Manufacturing and supply of 50 packs of 50 envelopes each (total of 2,500 envelopes for B5 and C5 sizes).
• Packaging in packs of fifty, packed into cartons, and palletized according to specified dimensions and weight limits.
• Delivery to designated Electoral Commission warehouses across various provinces by 21 October 2026.
• Provision of samples and written proposals for evaluation prior to contract award.
• Potential for additional orders if required post initial delivery.

Technical Requirements

The technical specifications include:

• Envelope dimensions:
  • B5: 176mm x 250mm
  • C5: 162mm x 229mm
• Material: 80 GSM printed pink envelopes (any shade).
• Design: Must include specified printing in the approximate center with a minimum font size of 8mm high, as per Section 19.
• Printing: Finalized with the successful bidder, matching the illustration and specifications provided.
• Packaging: Packs of 50 envelopes, contained in protective wrapping, packed into cartons (max 20 packs per carton), palletized with labels indicating contents, quantity, weight, and service provider details.
• Delivery: To be completed by 21 October 2026, during working hours, with prior notification of delivery schedules.
• Quality Control: Inspections may be conducted before delivery; goods must conform to specifications and be in good condition.
• Recycling: Printed with the universal recycling symbol (30mm x 30mm) to promote recycling.

Skills and Skills Requirements

The tender requires bidders to demonstrate:

• Established industry experience in the production of ballot envelopes or similar printed materials.
• Capability to develop and submit compliant designs within specified parameters.
• Proven manufacturing capacity to produce high-quality envelopes in the required quantities.
• Ability to manage logistics, packaging, and timely delivery to multiple provincial warehouses.
• Quality assurance processes, including the ability to undergo inspections and produce samples that meet specifications.
• Experience in handling sensitive election materials, including secure packaging and transportation.
• Compliance with legal and confidentiality requirements, including non-disclosure agreements and intellectual property rights management.
• Capacity to develop production strategies and potentially manage subcontracting if necessary, with proven control over the production process.