ELECTORAL COMMISSION OF ZAMBIA ECZ/ORD/045/15

Transcription

1 ELECTORAL COMMISSION OF ZAMBIA ECZ/ORD/045/15 TENDER FOR PRINTING AND DELIVERY OF 420,000NO. BALLOT PAPER BOOKLETS, 462,000NO. CANDIDATE POSTERS AND 11,000 NO. TEMPLATES FOR THE BLIND FOR THE 2016 TRIPARTITE ELECTIONS ADDENDUM NO. 1 S/N Reference No. 1 ITB 21.2 Bid security Query and detailed reference (b) Be issued by a reputable institution selected by the bidder and located in any legible country. If the institution issuing the bond is located outside Zambia, it shall have a correspondent financial institution located in Zambia to make it enforceable. Does upper sentence express a must of having correspondent financial institution located in Zambia for all options of bid security (Letter of credit, Bank guarantee, Bond) or just for a bond as a form of bid security issued by a surety? Clarification/Explanation Where there is no correspondent financial institution, the guarantors must be of international recognition, acceptable to the Commission. The provision of bid securing declaration form is the option that does not require all this detailed authenticity and could be used for your convenient. 2 ITB 15.1 The Bidder is required to quote in Zambian Kwacha or any of these currencies : USD, GBP, ZAR The Euro is one of those easily convertible currencies and is acceptable as a bidding currency.

2 Is there by any means allowed to quote in EUR? 3 BOOKLETS Confirmation of the size of the ballot paper booklets OPTION CANDIDATES SIZE Opt.1 Up to 6 candidates 305 x 135 mm (LxW) Printed and trimmed to the above size regardless of the number of candidates Opt.2 Above 6 candidates About 420mm x 135 mm (LxW) NOTE: The largest number of candidates we have had so far is 12 The actual number of candidates per each variation of ballot paper will only be known after the registration of the candidates. Confirmation of the paper grammage of the ballot paper booklets Is the paper, which will be used for the Ballots, with the coloured security fibres (visible and invisible) or not? We would like to know if the design for the unique watermark is available from your side or we need to prepare a preposition Weight of Paper: 80-90GMS This being a security feature, it should only be visible under UV lights For purposes of bid submission, the bidder would be required to design a watermark or submit a watermark utilised in previous ballot printing assignments. In the tender dossier is written: The front cover will be window die-cut to fit the information printed in terms of polling station information and numbering. We would like to know if the die-cut could be replaced with the print of serial number on the front cover? Binding and finishing The ballot papers shall be stitched in booklets of 50 leaves as per required quantity per polling station. The ballot papers will have stitched covers front and back of gm board. The front cover of the ballot paper booklet shall have the following details printed: (i) The text REPUBLIC OF ZAMBIA (ii) The name of the election (iii) The date of the election

3 (iv) (v) (vi) The Commission logo and the national Coat of Arms Serial number range of the ballot papers in the booklet. Barcode of the serial numbers of the first and last ballot paper in the booklet The colour of the covers shall be provided to the successful Bidder at the commencement of printing The Electoral Commission requires that the successful Bidder barcode the individual ballot booklets for control and checking purposes with a unique number indicating the serial numbers of t first and last ballot paper in the booklet. The labels for packets and cartons to follow the same conve 4 POSTERS How many different variations (designs) are used for the posters? The variations shall be as follows: 1. Presidential (1 Ballot Paper Variation) 1 Poster Type in English Language 7 Poster types in Local Languages 2. National Assembly (156 Ballot Paper Variations) 1 English Type Poster for each of the 156 Ballot Variations 1 Local Language Poster for each of the 156 Ballot Variations. The pairing of Local Language to Ballot Variation will be provided by the client. 5 TEMPLATES FOR THE BLIND Does the folder needs to be with the data/text written in Brail (embossed print for blind)? 3. Local Government (1624 Ballot Paper Variations) 1 English Type Poster for each of the 1624 Ballot Variations 1 Local Language Poster for each of the 1624 Ballot Variations. The pairing of Local Language to Ballot Variation will be provided by the client The template should be in the form of a Jacket, identifying candidates in numerical order in both ordinary text and in braille. The 11,000 pieces are for all the 3 elections, thus, PE, NAE and LGE Are the pieces mentioned for all 3 elections together or just for one election. 6 SAMPLES How many samples and which samples (Ballot Paper Booklets, Candidate Posters, and Template for Blind) do we need to submit together with the bidding documents? Bidders will be required to submit Samples of Ballot Paper Booklets ONLY. The samples can be based on newly designed or pre-designed as could have been supplied in previous tenders.

4 On page 70, it suggests that we can send samples of ANY ballot papers we have done previously, however on Page 71 there is a big footnote, in bold block capitals, stating that we have to submit samples of each ballot paper type. This contradicts the earlier statement that we can submit any previous samples. Please clarify If specific samples are required, can artworks or original samples please be provided, as we currently have nothing to work with. As above. As above However, samples for the ballot paper is available for viewing at the ECZ though submission is not restricted to this design. Are samples of the posters required? If so, what do we print on them? Can artwork be supplied? 7 We would like to know if you prefer any number of booklets in the box or this is the decision of the provider? 8 Are the quantities of the ballots per box rounded either to one box or to one booklet? 9 We would like to know if we need to shrinkwrap each booklet separately or the whole box? 10 Payment we would like to know if the payment from the Contracting Authority is insured? Is the Contracting Authority going to issue a Letter of credit? 11 BALLOT National Assembly ballot papers how PAPERS many different versions are there? Samples for Posters are Not Required. The Required packaging will be 10 Booklets per Box Each BOX Shall have a MAXIMUM of 10 BOOKLETS. Any excess beyond the 10 MUST be packaged in An Additional Box. Shrink-Wrapping MUST be the Whole Box at Polling station Level Bidders bid on procuring entities conditions, 100% post-delivery invoices. Payment is assured but not insured, the contract will be signed on which the bidder could drive comfort. National Assembly ballot papers Variations

5 Local government ballot papers how many different versions are there Local government ballot papers Variations Where is the perforation? Please advise the distance (in mm) from the top of the ballot paper. Each Ballot Paper shall be perforated 21mm from the head. The perforations shall be well d order to allow the ballot paper to be torn off the counterfoil without damaging the ballot pa the counter foil. Header information The ballot paper and counter foil header shall bear information that will be provided at the commencement of printing. This information shall include: The text REPUBLIC OF ZAMBIA The name of the election The applicable regulation The date of the Election Items 4,5,6,7 there are no specifications at all apart from size of A3/A2 Items 4,5,6 - Size of Posters & Print Details Each ballot paper type shall have an A3 size gloss poster designed and printed in quantities to be provided at the commencement of printing. The posters shall: i) Be printed in full colour ii) Printed on 135 to 150gsm paper iii) Have an insert of the ballot paper in the centre thereof iv) Have a white background Have header and footer images and text to be provided at the commencement of printing Item 7 The template should be in the form of a Jacket, identifying candidates in numerical order in both ordinary text and in braille. Specification quotes a unique watermark, is this unique to this work or would a standard mill watermark suffice? For the unique watermark can we use For bid submission purposes, a standard mill water mark would suffice. For bid submission purposes, Yes

6 our own watermark? Presumably the quantities for the ballot papers are quantities of book? (i.e Presidential is 140k books of 50 =7M individual ballot papers). Presumably the other items are quantities each? Please confirm. The quantities given are Number of Booklets. Each Booklet has 50 leaves of Ballot Papers Please re-confirm that a sequential bar code is actually required on each ballot paper, If so which type of barcode is required? The Barcode SHALL ONLY BE PRINTED ON THE BOOKLET COVER 12 What is requirements-logistics (Transport) for monitors need to be included stated at the top of page 71? 13 ITB 14.6 b(ii) and (iii) Bid prices and discounts Clause requires to state the CIP prices to named place of destination + price for inland transportation, insurance and local services to Project site. Price schedule form (Price Schedule for Goods Offered Abroad) in column 7 requires DDP price. Can you clearly indicate should we quote CIP Project site or DDP Project site? The bidder is expected to cost for the movement or transportation of monitors averaging 30 to and from the nearest hotel to the factory during the design and printing of the ballot papers The price should be CIP, Kenneth Kaunda International Airport as provided for in the bid data sheet + services. The services should be limited to those specified in 12 above. 14 Completeness of bid 15 Delivery period - Bidders are required to quote for all the lots as omission on one lot in the tender will render the bid non-responsive. - The delivery period allowable will be 3 weeks from date of approval of artworks to delivery at Kenneth Kaunda International Airport

7 16 Variation of Contract quantities 17 Post qualification - The variation of contract quantities allowable will be +/-25% of the bidding quantities. - Due diligence will be a post qualification requirement to determine the capacity of eligible bidders requirements What is the technical specifications of the "Booklets" mentioned in the bid, a. What size? b. How many pages? c. What is the cover type d. Any printed information on the cover? e. Color? Or how many colors per qty? Refer to Clarification Number 3 above. 2. Do we need to offer in our quotation the supply of all items or we can only propose to supply part of them? 3. Do we need to have a local partner for JV or as an Israeli company we are free to supply all items from import sources. 4. Is the supply must be at one time shipment or there is a flexible supply schedule if yes, what is it? As in 14 above There is no need for a local partner, though JV is not restricted. The Supply is a one-time shipment as the requirements are used for elections on a scheduled date.

8 5. Can we offer our own security features in addition to those mentioned in the bid? Yes, provided this does not translate into additional costs on the part of the ECZ. 19 ITB 24.1 Deadline of bid submission The deadline for bid submission has been revised from 11 th December, 2015 to 22 nd January, 2016 and the deadline for receipt of clarification is now, 31 st December, All clarifications can be channelled through: 20 Schedule of specifications - A revised schedule of specifications will be issued to sit side by side with this schedule of clarifications.