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SPECIFICATIONS
Background – There are two regularly scheduled statewide elections in every even-numbered year – the Primary Election in May and the General Election in November. There are 4 regularly scheduled elections at the local level each year. A jurisdiction may or may not need to hold an election on those dates. The legislature may choose to call a special election at any time.
Specifically, the elections are held on:
· The second Tuesday in March
· The third Tuesday in May (in even years known as the Primary election)
· The third Tuesday in September
· The first Tuesday after the first Monday in November (in even years known as the General election) There may also be unscheduled elections filed with the County Elections at any time.
| 56. | SCOPE OF WORK | |
| 56.1 | The scope of work includes the production of and printing of the Washington County Voters’ Pamphlets. Tasks include: | |
| 56.1.1 | Photo scanning, cropping, altering, masking and/or retouching of portraits or graphics. |
| 56.2 | Contractor will furnish stock, presswork, bindery, sorting, folding, banding, bundling, packaging, and delivery as directed by the County. Provide an electronic version of the Washington County Voters’ Pamphlets to the County. | |
| 56.3 | The format, number of pages in each format, quantities printed, and delivery instructions are not known at this time, but will be provided to the contractor(s) at each printing. | |
| 57. | SPECIFICATIONS |
| 57.1 | For the purpose of cost comparisons, there are three samples provided. Responders are required to give costs for each of the samples. Costs shall reflect the total cost to produce each voter’s pamphlet; including, but not limited to : format, page count, typesetting, photo scanning, quantities, black text and 2-color cover graphic or photo, bindery, folding, sorting, banding, bundling, packaging, delivery as directed by the County and providing an electronic version. |
| 57.2 | Samples: |
Sample 1 – Multiple publications of the Voters’ Pamphlet dated May 19, 2015 containing versions A and B, link below.
Sample 2 – A single publication of the Voters’ Pamphlet dated November 3, 2015, link below.
Sample 3 – A single publication of the Voters’ Pamphlet, inserted into the Secretary of State’s voters’ pamphlet, dated May 15, 2018, link below.
57.3 Link to Samples:
Link to Sample 1 – Voters’ Pamphlet dated May 19, 2015 (Versions A and B) https://www.co.washington.or.us/AssessmentTaxation/Elections/upload/WA-Co-2015-Regular-A-VP.pdf https://www.co.washington.or.us/AssessmentTaxation/Elections/upload/WA-Co-2015-Regular-B-VP.pdf Link to Sample 2 – Voters’ Pamphlet dated November 3, 2015 https://www.co.washington.or.us/AssessmentTaxation/Elections/upload/WA-Co-2015-Special-VP.pdf Lin to Sample 3 – Voters’ Pamphlet dated May 15, 2018 (joint with SOS) https://www.co.washington.or.us/AssessmentTaxation/Elections/CurrentElection/upload/Washington_Co_VP_Proof.pdf
| 57.4 | For each sample, the specifications are as follows: |
| 57.4.1 | Sample 1 – Voters’ Pamphlet dated May 19, 2015 (Versions A and B) |
| Election Date |
| May 19, 2015 |
| Format |
| Pamphlet (2 or 3 versions) |
| Pages |
| 8 pages for A and B |
| Final size |
| 7.5” wide x 10.75” long not to exceed 8.25” x 10.75” |
| Photographs |
| Yes (1.5” x 1.75”) |
| Press/Bindery |
| Trim to size; no saddle stitching or gluing |
| Tri-Fold |
| Yes; tight crease |
| Sort/Bundle |
| NO banding – box tightly, put a separator between layers |
| Electronic Version |
| Deliver to Washington County Elections |
| Approval |
| Final copy to be approved by Elections Supervisor / Manager |
| Delivery |
| To ballot inserting vendor |
| $ |
| Quantity for A and B |
| 100,000 |
| $ |
57.4.2 Sample 2 – Voters’ Pamphlet dated November 3, 2015
| Election Date |
| November 3, 2015 |
| Format |
| Book (not inserted; stand alone) |
| Pages |
| Greater than 8 pages |
| Final size |
| 7.5” wide x 10.75” long |
| Screens |
| Yes, including color screen bar on outside edge |
| Photographs |
| Yes (1.5” x 1.75”) |
| Press/Bindery |
| Saddle stitch with tow staples and finish trim to book size |
| Print quantity |
| ~350,000 (household quantity) |
| Electronic Version |
| Deliver to Washington County Elections |
| Approval |
| Final copy to be approved by Elections Supervisor / Manager |
| Delivery |
| To USPS (household drop) |
| $ |
57.4.3 Sample 3 – Voters’ Pamphlet dated May 15, 2018 (joint with SOS)
| Election Date |
| May 15, 2018 |
| Format |
| Book (to be inserted with SOS) |
| Final size |
| 7.5” wide x 10.75” long |
| Screens |
| Yes, including color screen bar on outside edge |
| Photographs |
| Yes (1.5” x 1.75”) |
| Press/Bindery |
| Print as folded book signature / No bindery; communicate with Secretary of State voter Pamphlet printing contractor for insertion and timelines |
| Duration of work |
| 16-20 days |
| Print quantity |
| ~350,000 (household quantity) |
| Electronic Version |
| Deliver to Washington County Elections |
| Approval |
| Final copy to be approved by Elections Supervisor / Manager |
| Delivery |
| Deliver books to the contractor who will be printing the State’s voter pamphlet |
| $ |
| 58. | TIMEFRAME |
| 58.1 | Contractor(s) shall have between five (5) and twenty (20) calendar days to produce the Voters’ Pamphlet. The timeframe will depend on the Election Date and Filing Deadlines. The average time is sixteen (16) days. |
| 59. | BUNDLING/PACKAGING |
| 59.1 | Voters’ Pamphlets that are tri-fold pamphlets should be boxed with a separator between layers. Different versions of the pamphlets are to be put in separate boxes and each box is to be marked according to type. |
| 59.2 | Voters’ Pamphlets that are to be mailed by an off-site mailing company are to be bundled as specified at the time of printing and palletized. |
| 59.3 | Voters’ Pamphlets that are booklet format and to be inserted into the State Voters’ Pamphlet, are to be printed as folded book signatures with no bindery and then palletized. |
| 60. | ADDITIONAL CHARGES |
| 60.1 | Any additional charges for alterations, quantity or specification changes or any services or materials not covered in this proposal must be itemized in writing by the Contractor and approved by the Elections Division Manager. |
| 61. | OVERRUNS/UNDERRUNS |
| 61.1 | Under-runs are not acceptable. Over-runs will be the property of the Contractor unless accepted by the Elections Division Manager. |
| 61.2 | Any run errors, including but not limited to, pamphlet size, trim and folds will be the responsibility of the contractor to resolve (reprint) by the deadline established for that election and at the contractor’s expense. |
| 62. | ELECTRONIC VERSION |
| 62.1 | The County will transmit text and portraits electronically. |
| 62.2 | Contractor shall provide an electronic version of each Voter’s Pamphlet. Format to be submitted and agreed upon by Elections Division. |
| 62.3 | Final copy to be approved by Elections Supervisor / Manager |
| 63. | IN-STATE PRINTING |
| 63.1 | All work must be performed in accordance with ORS 282.210 PUBLIC PRINTING. ORS 282.21 states, in part, that unless otherwise exempted, all public printing, binding and stationery work shall be performed within the state of Oregon. |
| 64. | PRICING |
The printing rate is to include labor, consumable materials and supplies, overhead, supervision, mileage, travel time, and truck charge necessary or incidental to providing Voters’ Pamphlet printing services. No fees or charges shall be invoiced outside of this rate, with the exception of supplies or materials for projects other than those specifically identified in bid which shall be invoiced at cost with a maximum 15% mark up.