Bid Bulletin No. 1
For Procurement and Delivery of Ballot Paper and Marking Pens for the May 13, 2019 Automated National and Local Elections
Reference No. SBAC AES2019NLE-05-BMP
Relative to the August 01, 2018 Pre-Bid Conference for the above procurement project, all prospective bidders and the public are hereby informed of the following clarifications on the Bidding Documents:
| Query | Answer/Response |
|---|---|
| Relative to the Invitation to Bid, is this a lot bid or a bid per item can be made? | This is a lot bid. |
| Basis of Approved Budget for the Contract (ABC). Manifestation that the ABC for Ballot Paper is too low. | The basis for the Approved Budget for the Contract (ABC) is the market survey conducted by the Ballot Production Group (Printing Committee) with several manufacturers/distributors of paper and paper products. Noted. No revision on the ABC. |
| Technical Specifications of marking pens, what is the tip size and is there any writing length required? | Tip Size: Flattened nib with the capability to make a circle stamp of at least 3 mm and maximum 5 mm of diameter, in one single contact with the paper. Writing length required: Sufficient ink to make at least 4,000 circle marks of at least 3mm, using ballot paper. |
| Relative to the certification required to be issued stating that the marking pens passed the tests, who will issue the certification? | The bidder shall issue the certification. |
| What are the test parameters used during the 2016 NLE? | There were no tests conducted for marking pens in the 2016 elections since the marking pen was bundled with the VCMs. |
| What is the design for the label of the marking pens? | Design label of marking pen attached as Annex "A". |
| What is the size of the sample ballot to be submitted? | Please refer to Item 29.2, Section III. Bid Data Sheet. |
| Can the delivery period of marking pens be adjusted? Request for adjustment of delivery of marking pens, from October 01, 2018 to January 1, 2019; remaining quantity from not later than November 15, 2018 to February 15, 2019. | Initial delivery of 5,000 marking pens will be on October 15, 2018 and the rest should be delivered from: December 15, 2018 - 35% January 15, 2019 - 35% February 15, 2019 - 30% (less 5,000 units initially delivered) |
| Relative to Similar Contracts, should the contract involve marking pens or contracts for paper products alone will be sufficient? Appeal that the supply and delivery of ballot paper be allowed to be submitted as similar contract. |
Please refer to the definition of Similar Contract as stated in Item 5.4, Section III. Bid Data Sheet. |
| Delivery lead time - within sixty (60) days from receipt of the Notice to proceed. | Initial delivery of 5,000 marking pens will be on October 15, 2018 and the rest should be delivered from December 15, 2018 to February 15, 2019. |
| Specifications of marking pen be revised as follows: Ink: Water-based Ink Color: Black Nib Material: Polyester fiber Pen Material: Polypropylene Reservoir: Polyester fiber, PP wrap outer Nib: Flattened nib with the capability to make a circle stamp of at least 3 mm and maximum 5 mm of diameter, in one single contact with the paper Capacity: Sufficient ink to make at least 5000 circle marks of at least 3mm, using ballot paper |
Noted. No revision. |
| Will there be a DOST testing requirement on ballot paper? | Yes. Please see revised Bid Data Sheet. |
In addition to the foregoing, the bidders are likewise advised of the following amendments to the Bidding Documents, thus:
- Section VII, Technical Specifications - remove the requirement "Length (for cut) - 14, 17, 20, 22, 24, 27, and 30 inches."
- Section VII, Technical Specifications - include "Compatible with the machine."
- Section VI, Schedule of Requirements - September 01, 2018 - 1 roll; November 02, 2018 - 20 rolls; December 01, 2018 - 800 rolls; January 21, 2019 - 600 rolls; February 11, 2019 - 800 rolls; and March 04, 2019 - 389 rolls.
- Item 29.2, Section III, Bid Data Sheet - include additional requirement: "c. Sixty (60) pieces of pre-cut sample ballots (8.5 xd. DOST Certification stating that the ballot paper conforms to the specifications required under Section VII, Technical Specifications; and e. Certification from the DOST or any government agency who can certify that the marking pens passed the following tests: (a) Under different climate conditions, different room temperatures, and different room pressures; (b) The pens do not leak if carried in flight; (c) The ink of the pens do not bleed through the back of the paper; and (d) The ink of the pens does not blot the paper."
Attached are the revised Sections III, and VI, VII.
In addition to the foregoing, all prospective bidders and the public are informed of the change in schedule of the Submission and Receipt, and Opening of Bids:
| Activity | Schedule per Published Bidding Documents | Revised Schedule |
|---|---|---|
| Submission and Receipt of Bids | 23 August 2018, 9:00 AM, EBAD Conference Room, 7th Floor, Palacio del Gobernador Building, Intramuros, Manila |
23 August 2018, 9:00 AM, EBAD Conference Room, 7th Floor, Palacio del Gobernador Building, Intramuros, Manila |
| Opening of Bids | 23 August 2018, 10:00 AM, EBAD Conference Room, 7th Floor, Palacio del Gobernador Building, Intramuros, Manila |
23 August 2018, 10:00 AM, EBAD Conference Room, 7th Floor, Palacio del Gobernador Building, Intramuros, Manila |
All terms, conditions and instructions to bidders specified in the Bidding Documents consistent with this Bid Bulletin shall remain in full force and effect.
For information and guidance of all concerned.
14 August 2018, Intramuros, Manila.
SIGNED:
- HERNAN, J. THADDEUS P., SBAC Chairperson
- BLAS-PEREZ, DIVINA E., SBAC Vice-Chairperson
- ROMERO, CELIA B., SBAC Member
- NIEDO, MARTIN B., SBAC Member
View Ballot Paper and Marking Pens for the 2019 NLE Contents