An election requires a great
deal of equipment, materials and services. Communications and computer systems
need to be acquired and installed. Millions of voter registration cards must be
sent and ballot-papers printed. A poorly designed purchasing system may cause
many election integrity problems.
Integrity Problems Related to Procurement
- Graft. To win lucrative
election contracts, dishonest firms may offer kickbacks or other financial
incentives to purchasing officers.
- Purchase of substandard
equipment, technology or services. Poorly defined specifications or the
prospect of a kickback or other personal profit may result in an
inappropriate purchase.
- Late delivery of goods or
services. Without timely delivery, it may be difficult to stick to the
election calendar.
Integrity
Safeguards
Procurement problems that
threaten election integrity may be avoided by using some or all of the
following safeguards:
- Good planning. A procurement plan with
detailed policies and procedures is critical. Before developing the plan,
purchasing officers should know what is needed and when (see Supplies –
Strategic Planning and Supplies – Procurement).
- Procurement through a
competitive process. Most administrations issue calls for tenders to ensure integrity in
the purchasing process.
- Transparent procedures. Transparency in the
procurement process can help reduce opportunities for graft. Managing a
purchasing process to give it as much public exposure as possible promotes
transparency. Bids should be made public if large sums are involved.
- Monitoring of the
procurement process. Monitoring can be undertaken using the control and supervisory
mechanisms of the election management body and oversight agencies.
- Regular review of the
procurement plan to check whether all orders of goods and services are
reasonable and justified. A review of the contract award process can show whether tendering is
competitive. Checking the assets or services received can indicate whether
they meet contract specifications and are being used as intended.
Standards
The items purchased should
meet minimum standards. This is particularly important for equipment that could
affect election integrity. For example, standards should cover security
features for voter registration cards, ballots and voting machines, as well as
technical specifications to ensure that the equipment will be reliable. The
standards are normally set out in the call for tenders and their adequacy
should be key factors in the decision to award a contract.
The electoral management body
usually sets standards jointly with manufacturers of the type of equipment
required plus government or independent evaluation agencies. The degree to
which they work together depends on each country’s system.
