__________________________
Electoral Commission
Auction # 0010158184
Purchase of A4 Laser Printers
IMPORTANT NOTICE
Failure to comply with the completion of the auction conditions and the required
information (i.e. Make, model and size of Hardware) or submission of the
required stipulated documents indicated above (i.e. non submission of the
required reseller authorisation details and warranty stipulations) shall invalidate
a bid.
1 Introduction
The Electoral Commission (EC) is in the process of preparing for the 2011 Local Government Elections
and requires the supply of printers. The requirements are primarily for hardware with limited software if
any.
The Electoral Commission (EC) has invested extensively in ICT technologies, which provide a platform to
effectively support and enable its business processes and to meet its goal of providing a free and fair
election process in an open and transparent environment. The EC’s ICT Department intends to continue
running a highly efficient and stable ICT environment making full use of industry standards, best
practices and disciplines based upon stable and reliable technologies.
During election periods the reliability of the hardware could have a huge effect on the EC’s ability to
conduct elections in the country. It is with this thought in mind that we demand world class quality of
products and services.
The EC seeks a solution that is a complete manufactured product, i.e. equipment that a manufacturer
has expressly designed as an integrated deliverable unit. Delivery of the hardware will be required to the
IEC’s Head Office.
Suppliers must place a bid on the Votaquotes (e-Procurement) system and then provide all the
required documentation before the due dates as specified in this document.
2 Background Information
The Electoral Commission is obliged by the Electoral Commission Act to manage all elections within
South Africa and to publish the results within 7 days thereof. To facilitate these processes, the IEC IT
Department is tasked to establish a National and a number of Provincial Operational Centres throughout
the country to support the 2011 Local Government Elections and to publish elections results. This
hardware is required to provide the IT infrastructure capability for these operational centres.
3 Hardware Requirements
The EC seeks a solution that is a complete manufactured product, i.e. equipment that a manufacturer
has expressly designed as an integrated deliverable unit.
In summary the required equipments are as follows:
Model
Laser Printer
81896677
Specifications

A4 Laser Printer

Up to 45 ppm print speed
Quantity
147
2

Fast Ethernet Embedded Print Server

New black & white toner cartridge
The technical specifications detailed are the minimum requirements. The only deviation that may be
accepted will be in case where the bidder’s specification is better; anything below the minimum
specification may be disqualified.
As indicated above the total required quantity for this equipment is 147 units.
These numbers are estimated and may vary and this will be communicated to the successful Supplier.
Pricing should include a price for each additional laser printer.
4 General Auction Conditions
The following standard auction conditions must be adhered to and complied with; failing of which the bid
may be disqualified.
1.
The bidder must be authorized to sell the product supplied.
2. A letter of proof of the reseller agreement must be accompany the written documentation to be
submitted to the Electoral Commission’s Procurement and Asset Management Department
before 16:00 on 28 March 2011..
3. The bidder must also provide proof of the OEM warranty on all Printer Hardware. A proof of
this warranty must also be submitted to the Electoral Commission, stating terms and conditions
thereof.
4. The bidder must clearly state the make and model of the Printer Hardware to be supplied.
5. The bidder is required to provide proof of available local (South African) support for the proposed
equipment.
6. All costs for delivery of hardware will be for the bidder.
7. The Commission will issue a formal purchase order to the successful bidder before any services
or equipment can be delivered.
8. Delivery of the required equipment shall only be accepted by the Commission on the basis of
presentation of the bidder’s own delivery note. Such notes shall not be substituted by another
bidder’s or supplier’s delivery notes.
9. Delivery of all the Hardware to be made no later than a month after the issuing of the
purchase order.
10. Awarding of the auction to any successful bidder shall be subject to the Commission’s due
diligence audit requirements, where applicable.
11. No payment shall be made until full and final delivery has taken place and the product has been
confirmed to be delivered in accordance with the specifications.
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5 Quality Control
The following quality control conditions must be adhered to and complied with, failing of which the bid
may be disqualified.
1. The bidder must undertake and warrant that the equipment is in good condition and inline with
auction specifications.
2. The successful bidder will have the primary responsibility of ensuring that the proposed
equipment complies with the required specification in term functionality and technical
specification including quantity and quality.
3. The proposed equipment must be complete, fully functional and ready for deployment without
dependencies on additional equipment, software or components that may be required to make it
work.
4. It must be noted that the Commission seeks to gain the best solution technically, functionally and
financially, and will select the solution that it deems to give the best investment.
5. Preference will be given to solutions that are based on a standard existing product in the market
and not products specifically designed and/or cloned for this bid. The Commission may require
market penetration indicators and references.
6. Upon the successful bid being accepted, the Commission reserves the right to request an
inspection of the successful bidder’s facilities.
7. The successful bidder has the primary responsibility to ensure that quantity and quality are in
accordance with the specifications.
In addition, the Commission may also call on suppliers to make further submissions and/or presentations
in order for the Commission to ensure full compliance with all its requirements and as part of the auction
evaluation process prior to the conclusion of the adjudication of the auction.
6 Pricing requirements
When pricing bid proposals, bidders are advised to take into account that the following issues are
factored into the price. The Electoral Commission will not entertain additional charges on these items.
1. Hardware costs
2. Delivery costs
3. Minimum warranty costs – where the standard warranty is below our specification the bidder
must uplift it accordingly.
4. The Electoral Commission reserves the right to change the quantities should it be necessary
7 Delivery Requirements
Delivery of the printers will be required to the IEC’s national head office. The delivery address is:
Election House
Riverside Office Park
81896677
4
1303 Heuwel Avenue
Centurion
8 Special Requirements
1. The products are to be installed on a Microsoft Windows platform. The Electoral Commission
intends keeping up to date with its primary operating platform that is based on Microsoft’s
software technologies
2. Latest version(s) of software and drivers should be supplied when providing the solution.
3. A standard OEM warranty agreement should be provided to the Commission stating the terms,
conditions and a period of not less than 3 years.
9 Voluntary Briefing Session
1. A voluntary briefing session for potential bidders/suppliers to provide an opportunity to for
interested bidders to ask for clarification.
2. The voluntary briefing session will take place at 11h00 on 14 March 2011 at the Commission
head office in Centurion, the physical is;
Election House
Riverside Office Park
1303 Heuwel Avenue
Centurion
3. It must be noted that this session is voluntary, but a good opportunity for addressing all issues
that may require explanation, it is not a prerequisite for bidding.
10 Enquiries
All procurement related enquiries must be directed to Mr. Vincent Qwabe at (012) 622-5576.
All technical enquiries must be directed to Mr. Mervin Naidoo at (012) 622-5756.
11 Award of Order
1. The selection process may include short-listing, presentation and demonstration of the
equipments and services by the short-listed finalists.
2. The order will be awarded to a bidder whose solution successfully conforms to specifications
and is able to deliver and support the product, and in terms of the provisions of the Preferential
Procurement Policy Framework Act, 2000.
3. The successful bidder shall also be required to enter into a Service Level Agreement
(SLA/Contract) with the Commission in order to formalize and confirm the exact solutions to be
delivered.
4. The Commission will issue a formal order before any services or equipments can be delivered
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5. It should be noted that the Commission seeks to gain the best solution technically and
financially and will select from the results of the auction a solution it deems to give the best
investment.
12 Delivery and Implementation Timeframe
1. The successful bidder will be required to complete delivery within a month from receipt of the
order for these services.
2. If that is not possible the bidder must state in the bid conditions and in the written submission the
reasons and the earliest date that implementation may start and be completed.
13 Written Submissions
A written proposal on the proposed equipment with all supporting documentation is required. The written
submission must be clear on what bidders are offering through their bids and must address and explain
at least the minimum requirements highlighted in the specifications. The submission must be brief,
comprehensive and adequate to enable the Electoral Commission to assess the bid and verify
compliance with auction conditions and specifications. Documentation must be provided in addition to
submitting a bid on the e-Procurement website.
The final closing date and time of this auction will be specified on the e-Procurement (Votaquotes)
website in accordance the bidding requirements. The closing date and time is determined by the clock on
the Electoral Commission’s servers and is not negotiable. Bidders must also take note supporting
documentation must be delivered before 16:00 on 28 March 2011.
Written submissions must be delivered to the Commission’s Procurement & Asset Management
Department. Delivery can be through any of the following means:

Fax to (012) 622-5713

E-mail to [email protected]

Submission
via
the
e-Procurement
website
at
http://votaquotes.elections.org.za.
Submissions done via the website must be submitted before the closing date and time of
the auction as stipulated by the website.

Place in the Commission’s tender box situated in the foyer of the Commission’s national
office in Pretoria at the following address:
Election House,
Riverside Office Park
1303 Heuwel Avenue
Centurion
81896677
6

Note: Clearly mark your submission: For the attention of Procurement and Asset
Management – Auction 0010158184
In addition, the Commission may also call on suppliers to make further submissions and/or presentations
in order for the Commission to ensure full compliance with all its requirements and as part of the auction
evaluation process and prior to the conclusion of the adjudication of the auction.
Failure to submit all of the required documentation (See points 1-10 below) before the closing time will
invalidate the bid. It remains the responsibility of the bidder to confirm receipt of the required
documentation with the EC Procurement department.
1. Provide details on the make and model of each of the equipment proposed in the bid;
2. Detailed technical specifications in accordance with the technical requirements to demonstrate
compliance;
3. Product lifecycle for printers – which must extend beyond the next 3 years, with written confirmation
from the OEM;
4. All suppliers will be required to provide proof of available local (South African) support for the
proposed equipment;
5. Detailed pricing breakdowns (breakdown of the bid price into equipment purchase price, delivery
cost, warranty and another element if any).
6. A letter of proof of the reseller agreement either from the OEM or an authorized distributor (i.e. if the
reseller is authorized by a Distributor);
7. Proof is required from the OEM authorizing the relevant distributor;
8. A formal proof of the 3 year OEM warranty on all hardware stating terms and conditions thereof; and
9. Microsoft certification for the equipment.
14 Closing Date
The final closing date and time of this auction will be specified on the e-Procurement (Votaquotes)
website in accordance the bidding requirements. The closing date and time is determined by the clock on
the Electoral Commission’s servers and is not negotiable. Bidders must also take note supporting
documentation must be delivered before 16:00 on 28 March 2011.
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