04SOS-S2459 - Questions and Answers~1.docx

RFP 04SOS-S2459

BALLOT PRINTING

QUESTIONS AND ANSWERS

1. Can freight be invoiced as a separate line item?

Yes

2. What are the sizes and specifications for the instruction sheets? Will they be one color or multiple colors?

8.5x14. Black and white.

3. Can supplemental mailings mail locally from the vendor's location?

Yes, but only for quantities less than 10% of the initial requested. The initial drop of ballots must be in Nevada. After that, any quantities of more than 10% of the original drop must also be in Nevada. If less than 10%, then it can be out of state. This is somewhat open for discussion though larger drops must be in state.

4. Can freight be invoiced as a separate line item?

Duplicate of Question 1.

5. What are the sizes and specifications for the instruction sheets? Will they be one color or multiple colors?

Duplicate of Question 2.

6. Can supplemental mailings mail locally form the vendor's location?

Duplicate of Question 3.

7. 2.2: Would the State be open to a longer-term contract, with performance and cancellation with, or without cause, provisions?

Yes

8. 2.3: We are happy to serve all 17 counties, however during recent visits to several counties we were informed that their participation is optional and they intend on sticking with their current vendor through 2024. Do you have actual information on which counties are participating in the statewide SOS contract during 2024?

There are 13 counties who are interested in participating in this contract. The 13 counties are listed below along with the number of active registered voters as of August 1, 2023.

9. 4.4 Are you seeking ballot-on-demand equipment for polling places?

No

10. .6.1 & 4.6.2 Are envelopes different sizes for each county, or standardized across all counties?

No, they are standardized. See the attached document titled “2023 – Ballot Envelope Requirements.pdf”. Out-bound ballot envelope sizes are 6 1/8” x 9 ¾"; BRM envelope sizes are 5 7/8” x 9 1/8”

11. 4.4 Are you seeking ballot-on-demand equipment for polling places?

Duplicate of Question 9.

12. 4.6.3 Are we able to standardize secrecy sleeves for all counties to achieve maximum savings and efficiency?

Yes

13. 4.8.3 Are instruction sheets 8.5” x 11” folded in half? If more than 2 sheets is saddle stitching required?

Instructions sheets will also be the secrecy sleeves. They will be 8.5 x 14. Black and white.

14. 4.8.4 We typically tip the “I voted” stickers as a piggyback label onto either the secrecy sleeve or instruction sheet, is that acceptable (a sticker is too small to machine insert unless printed on an oversized carrier) this saves costs.

Yes. The secrecy sleeve will be the instruction sheet, but that is acceptable to save costs.

15. 4.15.3 & 4 ES&S no longer has a printer certification program, you are just required to comply with their paper and image quality standards. Dominion does however and that is not an issue.

We agree.

16. In the overview it states: The State intends to award one (1) contract in conjunction with this Request for Proposals (RFP). Later in the RFP it refers to one or more vendors. We have heard through media and through counties that each county may opt in or out of the program. Question 1: If in fact the award will be to multiple vendors, how will the state determine which vendor receives which county? Question 2: is the state aware of which counties have already decided to drop out? This may have a large impact on actual volumes covered under this contract. Please clarify the seeming discrepancies in the RFP.

Q1 – The award to multiple vendors will be made based on the vendors ability to meet the requirements. This was left open in case multiple vendors applied who could not satisfy the total requirement of the contract. Additionally, if one vendor was selected who was certified with Dominion, but could not comply with ES&S requirements, we would need to accept a second vendor. If a vendor can accommodate both Dominion and ES&S requirements, as well as the potential for 1.9 million ballots, only one vendor may be selected.

Q2 – See question 8.

17. Is dropping in Nevada USPS required or is any major hub okay?

The initial drop of ballots must be in Nevada. After that, any quantities of more than 10% of the original drop must also be in Nevada. If less than 10%, then it can be out of state. This is somewhat open for discussion though larger drops must be in state.

18. ? Taylor utilized 2D barcode to ensure 100% match of the ballot to the voter. Are there any state requirements pertaining to the use and application of an identifying mark used throughout the package (envelopes and ballot)?

See the attached document titled “2023 – Ballot Envelope Requirements.pdf.

19. Are daily mailing required by the state or would 2.3 State of Nevada be open to discussion on twice weekly mailing cadence?

Daily mailings are requested, but we are open to discussion.

20. ? Section 4.6- Reference to outgoing and return envelopes, secrecy sleeves, voter instructions, I voted sticker- are all counties the same with the specifications (sizes, imprint colors) of these materials.

Envelopes are standardized: Out-bound ballot envelope sizes are 6 1/8” x 9 ¾"; BRM envelope sizes are 5 7/8” x 9 1/8”. Secrecy sleeves can be standardized; envelopes have the following requirements otherwise: There are three state requirements relating to identifying marks 1) Is the required use of the USPS Intelligent Mail Barcode (IMB) on both the outbound and BRM envelopes. 2) Each county must have a unique colored bar requirement on the BRM envelope to facilitate quick identification of the mail ballots when they arrive in each county. 3) BRM envelopes will also have a county specific barcode.

Additionally, see the attached document titled “2023 – Ballot Envelope Requirements.pdf”.

21. ? Section 4.6- Can you please provide size, imprint color or pdf files providing specifications of required packets based on the list of items in question above? o Will each component remain consistent in size with only imprint changes or will each county provide a different size component (outside of a ballot)?

See above for most of the data. Once finalized, we will continue to move towards standardization over the course of the next few election cycles.

22. ? Section 4.2- Will each county provide a translated print ready pdf for any component needing a voter’s language preference other than English? Or are translation services required?

Translated ballot PDFs will be provided by the county.

23. ? Section 4.3- What are the requirements for postage, outgoing and return? Will a permit be provided or will counties mail outgoing packets on Taylor’s permit? Does the state require voter apply postage for reply? If not, will stamps need to be applied to reply envelopes?

No, postage is paid for by the State. Currently the counties have a BRM code for each specific county. The long-term goal is to have a statewide BRM code to support this contract. UOCAVA postage is paid by a federal postal account.

24. ? Active Voter by County- Can State of Nevada provide a breakdown of number of ballot styles. We received breakdown of count and party but does indicate precinct split.

However, it is important to note that so far there are 13 counties who have expressed interest in joining this contract. Here is the breakdown of the counties and active registered voters. It is particularly important to note that the first election of 2024, the Presidential Preference Primary (PPP), is a statewide closed primary that is limited to the two Major parties and only if two or more candidates file for office from either party.

In other words, there may only be a requirement for a statewide PPP ballot for Democratic voters or Republican voters or both. Using the statistics provided below, that potentially equates to the following number of ballots for the PPP (except for those voters who change registration to vote as part of a major party):

Following the PPP, the June primary will be a closed primary with a separate ballot for Democratic voters, Republican voters, and minor party / non-partisan voters.

25. ? Section 2.3 ? Daily Additional Mailings ? What does that look like quantity wise and is it every day or can we set a cadence with them like Maryland.

Quantities vary based on the election. Counties will send an extract file daily not later than a specific time that is agreed upon in the contract. Certain counties will be able to print ballots on demand in smaller quantities and will not need this service, outside of the need for additional envelopes and inserts. Daily mailing are requested, but we are open to discussion.

26. ? Section 3.1 ? Dates: February 2, 2024 is a Friday, can you confirm this should read February 6, 2024?

Correct. It should be February 6, 2024.

27. ? Section 4.4 Can you confirm voter data information is contained in a statewide system and exports for each county would be the same?

It is not right now, but will be before the June primary in 2024. We are currently transitioning to a top-down system. However, the counties are all on one of three systems (VEMACS by VOTEC; DIMMS; and PowerProfile)

28. 1. Will there be multiple ballot sheets in a mailing?

Most counties historically have only a one-page ballot that can range in length to up to 19” (max recommended length). However, there have been occasions where the number of contests and candidates exceeded a one sheet ballot and required a two-sheet ballot to be used.

29. 2. If so, what percent of ballot packages contain one sheet ballots, two sheet ballots, and 3 sheet ballots (4+ if applicable)? (ex. 1 sheet ballots 60%, 2 sheet ballots 25%, 3 sheet ballots 15%)?

There is no way to provide this type of estimate because each combination of contests and candidates are unique to each specific election and to each county.

30. 3. What is the maximum number of pieces in a mail package?

Ballot packages include a ballot, a secrecy sleeve / instruction sheet The secrecy sleeve duplicates as the instruction sheet, “I Voted stickers are usually attached to either the instruction sheet or the secrecy sleeve) and a return envelope.

31. 4. Is there a specific order the pieces must be inserted into the envelope? If so, what is that order?

No, this process is determined by the vendor.

32. 5. Do the number of pieces in a ballot mail package change from precinct to precinct?

Most often no, unless a specific precinct or group or precincts require either a two-page ballot or a special notice needs to be inserted into specific precinct ballot packages (such as notice of a disqualification of a candidate that only appears on specific precinct ballots).

33. 6. Do the number of pieces in a ballot mail package change from county to county?

This can vary depending on the county and if there are any additional inserts that may be needed in one county but not another (such as a notice of candidate disqualification that may only impact one county, etc.). Typically ballot packages include a ballot, a secrecy sleeve / instruction sheet (“I Voted stickers are usually attached to either the instruction sheet or the secrecy sleeve) and a return envelope.

34. If the answer to numbers 5 or 6 is yes, please list the number of ballots and number of pieces for each configuration.

Since this will vary and depend on county circumstances, an estimated number of pieces cannot be given at this time.

35. 8. If the answer to numbers 5 or 6 is yes, please estimate the quantity of each mail package for each configuration.

Since this will vary and depend on county circumstances, an estimated number of pieces cannot be given at this time. However, quantities are reflected in the table below which depicts the 13 counties who are interested in joining the contract:

36. 9. Please provide the specifications for each specific piece in the ballot package. Include paper, finished size, print and finish specifications (Black and white or Color / Printed one or two sided, variable print requirements) Based on Dominion or ES&S requirements for paper; limited color; two sided printing by exception. Others are open for discussion and standardization.

37. 10. What are the specifications for the business reply envelope (print and finishing specifications including size, paper, window placement, color, one or two sided print, variable print requirements) See attached PDF as an example. Out-bound ballot envelope sizes are 6 1/8” x 9 ¾"; BRM envelope sizes are 5 7/8” x 9 1/8”. Other elements are open for discussion and standardization. Additionally, see the attached document titled “2023 - Ballot Envelope Requirements.pdf”.

38. 11. Do the business reply envelope print and finishing specifications change from county to county or precinct to precinct?

County to county, but there is standardization. See the attached document titled “2023 – Ballot Envelope Requirements.pdf”.

39. 12. If the answer to number 11 is yes, what are the specifications and quantities of each version of the business reply envelope?

Each county (17 total) has its own identifying color on the ballot return envelope. Quantities are reflected in the tables provided elsewhere in this document.

40. 13. What are the specifications for the outer envelope (print and finishing specifications including size, paper, window placement, color, one or two sided print, variable print requirements)?

See attached PDF as an example. See the attached document titled “2023 – Ballot Envelope Requirements.pdf”.

41. 14. Do the outer envelope print and finishing specifications change from county to county or precinct to precinct?

County to county. See the attached document titled “2023 – Ballot Envelope Requirements.pdf”.

42. 15. If the answer to number 14 is yes, what are the specifications and quantities of each version of the outer envelope?

Each county will have a slightly different external ballot; quantities are reflected in the table below which depicts the 13 counties that are interested in joining the contract:

43. 16. Does the "I Voted" sticker get affixed to the secrecy sleeve? a. Is this a requirement? b. If not, is this inserted loose into the package?

It is preferred that the “I Voted” sticker gets affixed to either the secrecy sleeve / instruction sheet (the secrecy sleeve should double as the instructions sheet). But if the sticker cannot be affixed to either, a loose insert would be needed, unless this is not possible.

44. 17. Please provide a detailed mailing schedule for each of the elections including: a. Quantity of each mail drop b. Date envelope specifications and envelope artwork arrives c. Date artwork for static components arrives d. List of components in each mail drop e. Date mail files arrive f. Expected drop dates for each mail drop.

a. Quantity of each mail drop varies by election. See question 24 for more information about the nature of Nevada’s elections in 2024

b. See below

c. See below

d. Ballot, secrecy sleeve / instruction sheet (with “I Voted” sticker), and return envelope.

e. See below

f. Daily, but open for discussion.

45. 4.2 ? How many ballot styles are there for each county?

See question 24 for additional information about the nature of the 2024 election cycle and ballot requirements. There is additional information below as well.

Regarding the three elections in 2024:

February 6, 2024 Presidential Preference Primary – closed primary for only Democratic or Republican voters. Ballots will be the same statewide for voters affiliated with Democratic or Republican only.

June 11, 2024 Primary – closed primary with three ballot styles (Democratic, Republican, or non-partisan) with a variety of ballot styles across the counties.

November 5, 2024 General – There will be a variety of ballot styles across the counties.

46. 4.2 What are test decks?

Test decks are test ballots that are used during the prepatory period before the election. Dominion or ES&S will create mail-in ballots that are for testing the tabulation equipment. The county will order a specific number to do pre-lat and post lat (logic and accuracy testing). Those vendors will provide PDF facsimiles to be printed. The ballots are pre-marked to test the accuracy of the tabulating equipment. Usually in two categories/print jobs, unique markings and standard.

47. 4.6 Printing Election Materials - We will need Size, qty, versions and ink specifications for all envelope.

See attached for an example. Out-bound ballot envelope sizes are 6 1/8” x 9 ¾"; BRM envelope sizes are 5 7/8” x 9 1/8”. Additionally, see the attached document titled “2023 – Ballot Envelope Requirements.pdf”.

48. Time frame: ? how much time do we have to produce the Mail Ballots from when we get the files to when the UOCAVA?

Depends on when the contract gets signed. Our UOCAVA deadline for the February 6, 2024 election is December 31, 2023. Please note the numbers in Question 24 though regarding the PPP ballot requirements which are fairly limited in scope.

49. For postage will each county be providing their non-profit indicia number?

Yes, though the State may select a separate and standardized number in lieu of county-specific numbers.

50. Languages - I know in Clark County there is English, Spanish, Filipino and they are adding Mandarin this coming year, do we need to account for these additional languages? Are the counties going to provide PDF artwork for the different languages?

Yes, the counties will provide them.

51. 1. For 4.4 Ballot On Demand: Are you looking for the digital files for printing on currently owned ballot on demand printing machines or are you looking for purchasing of ballot on demand hardware?

No

52. 2. You talked about a Secrecy Sleeve in the 4.1 Scope of Work, 4.5 Proofs, 4.6.3 Printing Election Materials, 4.8.2 Insertion of Secrecy, 4.13.5 Production Conditions and Quality Control, but do not identify it on the Cost Schedule. If these are to be priced, please provide Secrecy Sleeve specifications and an updated Cost Schedule that reflects this.

They should be standardized at 8.5 x 14 and should be combined with the instructions. Additionally, see the attached document titled “2023 – Ballot Envelope Requirements.pdf”.

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