Request for Expression of Interest & Prequalification for Electoral Materials

This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please access the negotiation using quicklink or please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-PSU-00711, following the instructions in the user guide.

Introduction

UNDP invites interested and eligible suppliers to submit Expressions of Interest (EOIs) for the establishment of Long-Term Agreements for the supply of electoral materials as per the lots indicated below. The purpose of this REOI is to identify and pre-qualify suppliers that wish to participate in a forthcoming formal solicitation process.

Lot 1	Ballot boxes and seals – rigid plastic, mobile/foldable, diverse sizes.
Lot 2	Voting booths – cardboard, corrugated plastic, diverse shapes and sizes.
Lot 3	Stationery kits and materials (for both registration and polling days) including a large list of items pre-packed in kits and/or in bulk: stationery in general, kits/boxes, signs, ropes/tapes, tamper-evident envelopes (plastic & paper), fingerprint pads, plastic seals, portable solar panels or solar lamps, lanterns, cold lamination, simple uniforms/vests, t-shirts, distinctive clothes, tarpaulins, foldable ballot boxes, and inclusive accessibility aid items (such as Tactile Guides with Braille numbering, Braille instructional signage, magnifying sheets, easy-to-read guides, portable accessibility ramps for polling stations, and other disability-adapted items.
Lot 4	Indelible ink – in diverse presentations and based on Silver Nitrate and non-SN compositions.

UNDP OPGT invites suppliers to submit their applications expressing interest and providing documentation in order to be prequalified (shortlisted) to participate in subsequent ITB for the above LOTs.

Suppliers may express their interest for single LOTs or several LOTs, in which they have capacity and experience meeting the requirements. In the upcoming ITB process, only qualified suppliers from this exercise will be invited to bid, and will be evaluated for each LOT individually.

After conducting the intended ITB (following this prequalification exercise), UNDP OPGT aims at establishing multiple non-exclusive LTAs for the LOTs above.

Once the LTAs are established, secondary bidding exercises will be usually conducted amongst the corresponding LTA holders (within individual LOTs) in order to select and award contracts for the individual requests originated from electoral projects. The contracts will be awarded to the LTA holder/s offering best value for money, generally being the lowest priced technically compliant offers. Additional details will be provided at the ITB stage.

Please note this is not a solicitation of commercial offers. No prices are required at this stage. This is a prequalification (shortlisting) exercise for the upcoming tender process (ITB). UNDP OPGT reserves the right to change or cancel the requirement at any time during the EOI/Prequalification and/or subsequent ITB process. UNDP also reserves the right to require compliance with additional requirements as and when issuing the final ITB document.

Submitting an Application to a Call for the EOI/Prequalification does not automatically guarantee prequalification and receipt of the subsequent solicitation documents (ITB) when issued.

Submissions which are incomplete may not be considered. 

Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org/ using the profile you may have in the portal. 

In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders.  

Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

General Information on this Request for Expressions of Interest and Prequalification process:

1. Request for Clarification, additional information: 

Applicants requiring any clarification of EOI/pre-qualification documents and procedures may send a written request for clarification preferably using messaging function through Supplier Portal (Quantum).

The UNDP may make amendments to the document, at any time but not later than 5 calendar days prior to the deadline for submission, which will be published and accessible by the Applicants.

2. Pre-Application conference

Pre-Application conference will be conducted on 3rd of June 2026 at 2:00 PM Copenhagen Time via Zoom or Teams. The meeting invitation link will be shared later.

To attend the pre-application conference, please confirm through the portal your intention to participate and provide the name and email address of  your representative, to be added to the pre-application meeting. To do this, you need to register in Quantum.

3. Deadline for submission of Applications

Applications must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org using the profile you may have in the portal. In case you have never registered before, follow the Supplier Portal Registration Link to register a profile in the system. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from the previous registration.  Follow the instructions in the guide to search the tender, subscribe, and submit response.

PLEASE NOTE:

Date and time visible on the main screen of event (on Quantum Supplier Portal) will be final and prevail over any other closing time indicated elsewhere, in case they are different. It is the responsibility of the applicant to make sure applications are submitted within this deadline. UNDP will not accept any applications that is not submitted directly in the system.

Submit your application a day prior or well before the closing time.  Do not wait until last minute. If you face any issue submitting your application at the last minute, UNDP may not be able to assist.

The Applications shall be written in English language. Any documents originated in any other language can be attached to the Application so long as they accompanied by English translation.

Submission files.

§  Format: PDF, Word, Excel files only.

§  File names must be maximum 60 characters long and must not contain any letter or special character other than from Latin alphabet/keyboard.

All files must be free of viruses and not corrupted. Applicants are solely responsible for ensuring that any and all files sent to UNDP are readable, that is, not corrupted, in the indicated electronic format, and free from viruses and malware. Failure to provide readable files will result in the submission being rejected.

Applicants are solely responsible for ensuring that any and all files sent to UNDP are readable, that is, uncorrupted, in the indicated electronic format. Failure to provide readable files might result in the Application being rejected.

The Applicants shall bear all costs associated with the preparation and submission of the Application.

4. Ethics Clauses

Any attempt by an Applicant to obtain confidential information, enter into unlawful agreements with competitors or influence UNDP evaluation committee during the process of examining, clarifying, on the site assessment will lead to the rejection of their application.

Thank you and best regards,

UNDP Office of Procurement, Governance Team

Documents :

Negotiation Document(s)
(Before Accessing other negotiations Document(s), please click on this link)