The Vendor is required to provide elections printing and mailing for printing paper, size, design, folding, assembling, mailing, and compatibility with sorting and scanning equipment in operation by the client.
- Ballot Mailing Requirements
• Safeguarding election materials: prior to mailing, all ballots must be stored in a secure, climate-controlled environment.
• Packaging materials to USPS: all packets sent to voters must be packaged in the manner designated by the department.
• Sorting of ballots & delivery to USPS: the vendor must be able to deliver election materials to USPS on a daily basis to ensure the prompt transmission of those materials to voters.
• Chain of custody: the vendor must have the ability to show a chain of custody for mail and absentee ballot packages from receiving the information from the department through the printing process and until delivery to a USPS facility.
• Minimum batch capacity: the vendor must have the ability to print a minimum threshold of 250 ballots; batch requests of 250 or more ballots must begin processing on the day of the request (see defined timelines, above).
- Election ballots and materials printing requirements
• The vendor must be able to color ballots and envelopes according to department requirements that vary for provisional ballots.
• The ballot packages must include two insert envelopes — a yellow secrecy envelope and a declaration envelope within the exterior outgoing mailing envelope.
• The declaration instructions must be able to be hole-punched; further instructions will be provided by the department.
• The declaration envelope must have unique voter information accurately printed on it.
• For dated sections of the envelopes, the vendor may have to complete the year of the election (ex., “20” is already printed and vendor will have to add “25” for the line to read “2025”).
• Must specify and receive approval for any additions, modifications to production and fold of the ballot or instructions from the department.
• The barcode printed in the bottom of the declaration envelope must be positioned away from other elements of the envelope (i.e., must have sufficient clearance) and must be large enough to scan through a high-speed blue crest sorter.
- Contract Period/Term: 1 year
- Non-Mandatory Pre-Proposal Meeting Date: April 29, 2025
- Questions/Inquires Deadline: May 13, 2025