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.