MINUTES OF THE EMERGENCY IPC MEETING HELD ON 14™ MAY 2014)IN JHE DEPUTY CEO (F&A) OFFICE Appendix $16 (xii) MEMBERS PRESENT: LB Longwe DCEO (F&A) Chairman M. Chisi DICT Member K. Phiri DOF Member E. Chilapondwa PM Secretary C. Kamala PO Member A. Chimwala PO Member In attendance Commissioner Rev E Chimkwita Phiri G Mbawala - Director of Internal Audit 1.0 INTRODUCTION In preparation of 2014 Tripartite Elections the Malawi Electoral Commission wishes to procure various services and goods to be used during the polling day. 2.0 OPENING REMARKS The chairman welcomed all members present at the meeting though at a short notice. He gave special welcome to Commissioner Rev Emmanuel Chimkwita Phiti for attendance at short notice too. The business started as follows4.0 5.0 PARTY AGENT BADGES These parly agent badges were awarded to Lithotech through an open tender, When they were delivered, it was noted that the inserts were bigger than the cards. Lithotech accepted the mistake and they agreed that they can re-print the inserts but that would take about 7 days fo get them shipped to Malawi. Looking at the time frame the commission thought it wise to engage a local printer to reduce the font. At the same time the invoice of Lithotech wil be reduced by the amount charged by the local printer. IPC members agreed to have a written communication with Lithotech conceming the costs PRINTING OF VOTERS ROLL The commission is still in the process of printing voter's roll This was done internally and the tonners quantities were consumed unexpectedly because of the aborted voter verification. this made the commission to reprint the voters roll and this made the commission fo consume more than the procured tonners. In addition to that the speed which production was going at could not meet the deadline of the polling day. MEC therefore decided to contract the printing process 1 third party. Outsourcing the printing of voter's roll will helo the commission to mitigate the tisk of timing. Three quotations were obtained from Falta! Offset printer, Xerographics and Gestetner. A survey was conducted and the Director of ICT and Deputy CEO (F&A) were satisfied with Fattont in terms of the capacity to print the voters roll considering the limited fime at hand, Members approved Fattani at the price of MK96,022,550.00 PROCUREMENT OF ISP In the previous IPC of date 2x4 May 2014, members agreed to seek no objection from ODPP to use restricted tender in procurement of ISP's, Request for Quotations were sent to the 8 Intemet Service Providers, Burco, Globe Internet, Access Communication, MTL. Airtel, TINM and yband. Two responded in wiiting | Access Commi i interne!) s Communication and Globe that they will not quote because of the time factor, while TNM. quoted data cards which DICT advised that these will be used forbackup. The total amount of the cards including setting of APN once off would be MK425, 000.00. MTL and Burco submitted their quotations ( as Per attached) and members agreed to seltle for MTL as the lowest bidder at MK 26,746,070.37 . Burco was way too expensive, whose quotation was MK 53,969,790.00 6.0 SCI INVOICES- BELATED CLAIMS There was an emergency with electoral services during the registration Process and that caused the commission to forego routine procurement Procedures for the servicing of scanners and software upgrade, repair Gnd service of Jazzformers, cameras, printers and Solar Pannels. Some of these items were faulty and had to be repaired on site since they could not Be moved to MEC Headavarters. These items were critical during the registration and that caused the commission to have expeditious acquisitions of these goods and services inorder to respond to the emergency. For this reason IPC members agreed to ask ODPP to ratify and facilitate the payment of these procurements. Attached is the \uslification from the Director of Electoral Service together with the commercial invoices from the supplier. 7.0 ODPP UPDATE In review of the response from ODPP, members were grateful for the support that ODPP has given to the commission during this election Period. ODPP approved all the procurements which the commission submitted to them. 8.0 PROCUREMENT OF R20 D SIZE BATTERIES These batteries were on open tender and were withdrawn from the lender becouse suppliers were quoting wrong specifications. Members agreed to use Request for Quotations after getting ‘Approval’ from ODPP Gnd agreed to split them because none of the suppliers had sufficient stock. The following were the total amounts as per supplier: Niks General Dealers > MK 11,992,920.00 Mercury Steel & General Dealers - MK 10,624,800.00 Charks Trading Company ~ MK 12,482,500,00 ee9.0 PAYMENT FOR BARLOWORLD 10.0 SUPPLIMENTARY QUOTATION FoR CONSTRUCTION OF VIP TOILET 11.0 RATIFICATION, were Bought prior to the approval Of IPC because of their urgency in small Quantities adhockly Gepending on operational requirements. Below are the figures submitied for latification: RATIFICATION SUMMARY Total Amount Accommodation _ 7,534,317.69 Civic Promotions Transport _ |_11,600,000.00 8,977.38 Admini/ Depart | 51,497,328.79 i Adverts/Publicity _ 33,461,557,34 12.0 AOBwith the ones in the document Decsription of tem Actual quantity in the | ‘Quantity Amended ‘and | Supplier ‘delivered | Ditierence —) lrdersciment | sppeanyine | NEP | as BET Wi Tie botamentoy | | Envelones - Councilor | Tiga T1000 eae | [Fea Ts T356 73 | 13.0 CLOSSING REMARKS The chairman thanked all members for attending the meeting at such a short period of time. He also thanked the commissioner in attendance for Sparing his busy schedule to attend the meeting. The meeting was closed with a word of prayer by Mr G, Mbawala, Minutes confirmed correct by LB Longwe M. Chisi K. Phiri E. Chilapondwa C. Kamala A. Chimwala