04SOS-S3271 Questions answered 1.pdf
PDF 115 KB Posted
- Attached to
- Statewide Mail Ballot Vendor
- Solicitation number
- 04SOS-S3271
- Issued by
- Nevada
About this file
This document is a Bid Q&A file for the Nevada Secretary of State's Statewide Mail Ballot Vendor procurement, involving multiple Nevada counties. The document contains a comprehensive list of questions and answers from potential bidders regarding the mail ballot printing and distribution contract. Key details include specifications for ballot materials such as envelopes (6 1/8" x 9 3/4" outbound, 5 7/8" x 9 1/8" return), instruction sheets (8.5" x 14", black and white), and county-specific requirements. Currently, 7 counties are participating in the contract, with 3 more potentially joining, and the contract allows for optional county participation. The Q&A addresses various technical aspects including ballot printing, language requirements, sticker placement, and packaging details.
The procurement does not specify explicit pricing terms in this Q&A document, but references that proposals should include all necessary charges. The contract appears to be structured to accommodate varying county needs, with flexibility for different ballot designs, language options, and county-specific requirements. Notably, Washoe, Clark, and Nye Counties currently print ballots in multiple languages, and each county requires unique envelope colors or design elements. The document indicates that the printer will be responsible for producing various election materials including ballots, envelopes, instruction sheets, secrecy sleeves, and "I Voted" stickers, with sizes and specifications that can be adjusted to meet individual county requirements while maintaining standard state-level protocols.
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Other files
| File | Type | Posted |
|---|---|---|
| 04SOS-S3271 Certification-regarding-lobbying.pdf | ||
| 04SOS-S3271 Terms-and-conditions-for-services.pdf | ||
| 04SOS-S3271-reference-questionnaire-2025-03-31.pdf | ||
| Standard-form-contract.docx | DOCX document | |
| 04SOS-S3271 Scope of Work.docx | DOCX document | |
| Quote Instructions.pdf | ||
| 04SOS-S3271 Ballot Quantities.pdf | ||
| 04SOS-S3271 INSURANCE REQUIREMENTS.pdf | ||
| Statewide Mail Ballot Vendor 2025 Development Form - v2.docx | DOCX document | |
| Statewide Mail Ballot Vendor Estimated Costs - v2.xlsx | XLSX spreadsheet |
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Text version
QUESTION_NBR CREATED_BY QUESTION_SUBJECT QUESTION_TEXT ANSWER_TEXT
1 RFP@RUNBECK.NET Supplemental mailings May any supplemental files be dropped at our Post Office using our Mail Anywhere Status? The initial mail drop would need to be in Nevada, any addtionail mail drops of less than 10% can be outside of the state.
2 RFP@RUNBECK.NET Quantities needed May the State provide an estimated quantity breakdown of mail ballots for each election by county? Please see Ballot Quantity excel sheet.
3 RFP@RUNBECK.NET Price sheet May the State provide a price sheet? The cost of your services should be included with your submitted proposal.
4 RFP@RUNBECK.NET Insertion fee The estimated costs sheet only appears to account for the envelopes, insert, and ballot costs -not the insertion. May the State confirm how they want to see the insertion fee supplied on the price sheet?
Please include all necessary charges in your proposal.
5 RFP@RUNBECK.NET Postal permits Does each county have their own postal permit? Counties would use our state postal permit.
6 NANCYP@PROVOTES
OLUTIONS.COM Instruction Sheets What are the size and colors for the instruction sheets? Are they on white paper or colored? 8.5" x 14" Black and white
7 NANCYP@PROVOTES
OLUTIONS.COM Envelopes What is the sizes for the outgoing and return envelopes? Are they on white stock or colored? Outbounds should be 6 1/8" x 9 3/4". Return should be 5 7/8" x 9 1/8". Outbound and return enevlopes will need to be printed in color with each county having its own unique return enevolpoe
8 NANCYP@PROVOTES
OLUTIONS.COM Envelopes What is the sizes for the outgoing and return envelopes? Are they on white stock or colored? Duplicate question
9 NANCYP@PROVOTES
OLUTIONS.COM Secrecy sleeves Are the secrecy sleeves used as instruction sheets? They can be if needed.
10 NANCYP@PROVOTES
OLUTIONS.COM I Voted Stickers Can the I Voted stickers be applied to the secrecy or instruction sheet? Yes they can.
11 NANCYP@PROVOTES
OLUTIONS.COM Current counties using contract In 2024 counties could opt-in or out of the State contract. Is this the same scenario for 2026? If so, what counties currently are using the State contract vendor? Yes it is optional, there are 7 Counties with 3 more looking to join this upcoming election cycle.
12 NANCYP@PROVOTES
OLUTIONS.COM Pricing sheet Will a pricing sheet be provided? The cost of your services should be included with your submitted proposal.
13 NANCYP@PROVOTES
OLUTIONS.COM Cost schedule What is the estimated cost schedule based off of? Is this for strictly the ballot stock, not including inserts, envelopes, inserting etc.? Please include all necessary charges in your proposal.
14 NANCYP@PROVOTES
OLUTIONS.COM Postcards and addtional mailings What are the dimensions for the postcards and other mailers? Full color or black and white? 4" x 5.5" with some variance in special circumstances.
15 TPI2025# County Participation Is there a list of counties that have agreed to participate in this RFQ?
a. Is it possible to submit a bid for specific counties only?
There are currently 7 Counties with 3 more looking to join this upcoming election cycle. You would need to submit a bid for services across the state, if prices vary for quantites please include that.
16 TPI2025# Secrecy Sleeve/Envelopes/Postage
Is the secrecy sleeve expected to be part of the instruction sheet?
| a. | Is there a need to produce these in different languages? |
| b. | If no, are the secrecy sleeve and instruction sheet the exact same for all counties? |
| c. | What is the size of the secrecy sleeve and instruction sheet? Please list both if separate. |
| d. | Would these be printed black ink only or will there be color in the artwork? |
| e. | Printed one or two sided? |
| f. | Is there ever more than one sheet required? |
Are envelope sizes for the BRM and outer envelope standardized across all counties? If so, what are the standardized sizes?
| a. | Is BRM artwork uniform across all counties and precincts? |
| b. | Is the outer envelope artwork uniform across all counties and precincts? |
| c. | If not, can you call out what the key differences between counties will be? |
| d. | Does the outer envelope always have an open window? |
| e. | Is there a document that provides more detail around envelope specifications for both the |
BRM and outer envelope?
Do the Counties require return tracking on the Business Reply Envelopes coming back to the County?
Do all of the counties use a Business Reply Permit? If not, how is return postage paid (i.e.
metering, vendor applied or voter applied stamp)?
It can be but does not have to be. Yes, Washoe, Clark and Nye County currently print ballots in other languages. Standard secrecey sleeves have been 8.5" x 14" but can be adjusted if needed, black and white, and one or two sided is fine. As long as all required elements are included in ballot package there is no required number of sheets (envelope, return envolope, instructions, secrecey sleeve, sticker, ballot). Envelopes are standard for each county Outbounds should be 6 1/8" x 9 3/4". Return should be 5 7/8" x 9 1/8". Each county needs to have a different color or color bar for the envelopes, design specifications like windowed evelope will be based on county needs.
Counties would use our state BRM permit.
17 TPI2025# Package Contents
Can the â??I Votedâ?? sticker be affixed to either the secrecy sleeve or instruction sheet? If the instruction sheet or secrecy sleeve is separate, is there a preference on which one to affix to?
Does each county have their own â??I votedâ?? sticker or is it uniform across Nevada?
a. Is the printer expected to source these stickers or will they be provided by each county/Nevada?
b. What is the size of the â??I voted stickerâ???
Ballots
| a. | Will MIBâ??s have more than one ballot sheet per mailing? |
| b. | If so, what is the maximum number of ballots that would need to be inserted? |
| c. | What is the maximum size ballot that would need to be printed? Does this include a stub? |
| d. | Do all ballots require a perforated stub? If no, can you estimate the percentage that require |
the stub?
| e. | Are ballots typically printed one or two sides? |
| f. | Are ballots black and white only? Does this change based on the county? |
7What is the maximum number of pieces in a mail package?
Is there a specific order the pieces need to be inserted into the envelope?
Do the number of pieces in a ballot mail package change from precinct to precinct? What is the max?
Do the number of pieces in a ballot mail package change from county to county? What is the max?
Do the number of pieces in a ballot mail package change either county/precinct by election?
(i.e. Presidential Primary, primary, general?) What is the max?
Stickers can be affixed to additional inserts. Some Counties do have their own sticker but others don't. Yes, the printer needs to provide stickers that are anywhere from 1"x1" - 3"x3". The number of sheets per ballot is based on the number of candidates and races on ballot. There is no maximum it is depenedent on items listed above, most counties have a single page ballot. Yes, all require a stub. It depends on the size of the ballot. Ballots are in black and white. There is no maximum as long as all necessary items are included (envelope, return envolope, instructions, secrecey sleeve, sticker, ballot) in no particular order and it should not change per County unless a County has specific requests.
Bid Q&A
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