REQUEST FOR PROPOSAL
FOR
2010 BALLOT PRINTING SERVICES
March 29, 2010
Addendum No. 2 clarifies or changes the following section:
Q - On the pricing section for item 1, part 1, flat ballots, the county requests pricing for one sided and two sided ballots. Since Premier Ballots are always two sided even if there are not voting positions on the back, can we price only the two sided options?
A - Yes, vendor can price only the two sided option since Premier ballots are always two sided.
Q - For efficiency we would like to produce the Primary and General Elections outgoing, return and secrecy sleeves at one time resulting in better pricing. Is it a problem to do that and store the few weeks before needed for the General?
A - The outgoing and return envelopes are the same for both the Primary and General Elections. Quantities indicated can be produced prior to the Primary Election. The secrecy sleeves contain voter information that varies from Primary to General and must be printed prior to each election.
Q - Item 2 part 2, same question as #1 above.
A - - Yes, vendor can price only the two sided option since Premier ballots are always two sided.
Q - As clarification, thereis no cellophane on the window that the name and address information appear through, only on the back where the ballot style and sequence # can show through.
A - Vendor pricing can be made without cellophane on the window that reveals the ballot style and sequence number. Cellophane is not necessary, but quote should indicate whether cellophane is included or not.
Q - The mail ballot excess referred to on page 9, is that simply additional ballot packets ordered by the county to be stocked at the county for potential use prior to the election, for daily requests perhaps?
A - Yes.
Q - Please clarify if subcontractors fall under the description of a joint venture where we would need to submit articles of partnership. Please provide further definition regarding what is required to respond to this item.
A -Subcontractors do not fall under the description of a joint venture. If Bidder is submitting the bid on behalf of a partnership, the requested information must be submitted. However, if the bidder intends to use subcontractors for the project, specific information about that arrangement must also be included in the proposal.
Q - Define the different ballot styles and possible different size of ballots the County would require. A - Ballot length may be 8”, 11”, or 18”. The number of ballot styles varies depending on the type of results reporting we decide to use, the number of participating entities, and the number of races. This information will not be known until mid-June for the Primary Election and early September for the General Election.
Q - May we have a sample of the ballot and mail ballot packet please.
Q - Yes, sample envelopes and secrecy sleeves will be provided upon request. Contact Liz Estrada.
Is the mail-in voter sequence # and the 6 digit sequential # the same and does Adams County define this or are we responsible for this aspect of the project?
A - All references to the sequence numbers on the ballot stubs refers to sequential numbers produced by the vendor following an established series of starting numbers by the Adams County Elections Office. The starting numbers allow for tracking and sorting inventory for our various Service Centers and differentiate original issue from replacement issued ballots. Using the starting number provided, vendor assigns sequential numbers to the stub based on the quantity of ballots ordered for each ballot style.
Q - Regarding Mail Ballot excess, can we only produce what’s needed according to the data file submitted in order to eliminate excess ballots? Are excess packets the same as ballot packets? The information states that excess ballots are placed into cellophane window envelopes. Where is the cellophane window located on the envelope?
A - Quantities of each ballot style will be provided by Adams County Election Office and will be in excess of the initial and supplemental voter lists provided to the vendor. Without detrimental consideration, pricing may be provided for windows displaying the ballot style and sequence number and not containing a cellophane cover.
Q - Does Adams County define post-printing tasks as mail processing and related packaging and shipping?
A - Yes.
Q - What portion of this project needs to be bonded?
A - A Performance Bond and surety bond is required from the company that is selected for the services. The amount required is a penal sum equal to the nearest integral One Hundred Dollars in excess of the estimated Contract Price.
Receipt of this addendum must be acknowledged in the Proposal Tab.
If you have any questions, please call me at 303-654-6052.
Liz Estrada
Purchasing Agent
End of Addendum Two.