Objectives

The primary objective of this tender is to procure special voting cardboard ballot boxes (pack of 2) that meet specific design, quality, and security standards for use during special voting days in the upcoming election cycle (LGE2026/2027). The Electoral Commission aims to ensure the delivery of durable, secure, and compliant ballot boxes to facilitate smooth and transparent voting processes.

Scope

The scope of the tender includes:

• Design, development, and manufacturing of approximately 60,000 cardboard ballot boxes.
• Adherence to detailed specifications regarding materials, dimensions, security features, and printing requirements.
• Packaging, labeling, and delivery of the ballot boxes to designated Electoral Commission warehouses across various provinces.
• Provision of samples and written proposals for evaluation prior to contract award.
• Compliance with quality control, inspection, and testing procedures.
• Post-delivery performance and adherence to service level agreements.

Technical Requirements

The technical specifications for the ballot boxes include:

• Material: Single wall recyclable cardboard (140 liner/112 flute or similar) with a nominal grammage of 450gsm.
• Design: Capable of holding approximately 1,700 folded A4 ballot papers, with printed instructions and diagrams directly on the surface.
• Security: Incorporation of a sealed compartment with a maximum of three (3) locking seals, and a deposit slot measuring 18cm x 3cm with a sealing flap and arrow indicator.
• Strength: Able to carry an internal load of 25kg without distortion or tearing, resistant to caving in, and capable of easy stacking (four-cornered when assembled).
• Dimensions: Length 34cm (±1cm), Width 34cm (±1cm), Height 60cm (±1cm).
• Printing: Full surface printing with the Electoral Commission logo and standard colors (3 colors), including a label block in electronic format.
• Sealing: Support for sealing with not more than three (3) locking seals, and a secure deposit slot with a folding flap sealed after use.
• Packaging: Supplied in packs of two, wrapped in protective plastic, stacked on pallets (1000mm x 1200mm), strapped, and labeled with contents, quantity, weight, and service provider details.

Skills Requirements

The successful bidder must demonstrate:

• Experience and established capacity in manufacturing and designing cardboard ballot boxes or similar security containers.
• Ability to develop production strategies ensuring timely delivery of high-quality products.
• Control over the product design and manufacturing process, with minimal subcontracting preferred.
• Capability to produce samples that conform to specifications for evaluation and testing.
• Proficiency in printing and packaging to meet the detailed visual and security requirements.
• Compliance with quality control standards, inspection procedures, and delivery schedules.
• Capacity to undertake due diligence audits and adhere to service level agreements post-contract award.