2023-15 Clarifying Questions 1.pdf

PH: 503-742-5400 WWW.CLACKAMAS.US

REQUEST FOR PROPOSALS #2023-15

CLACKAMAS COUNTY ELECTIONS BALLOT PRINTING

RESPONSE TO CLARIFYING QUESTIONS

March 30, 2023

Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers are for clarification purposes only and in no way alter or amend the RFP as published.

1. What format should be used to submit pricing? Price per ballot? Price per thousand ballots?

a. Either pricing format is acceptable.

2. What is the quantity range for the life of the contract?

a. See answer to question 8 for anticipated elections and voter quantities per year for the life of the contract.

3. Is there any special packaging required?

a. Ballots should be packaged with no more than one ballot style per box. Boxes should be labeled by ballot style on multiple sides. Business needs for each election can slightly alter these requirements – such as keeping ballot styles grouped together by category and stacking pallets in ascending order by ballot style. Specific packaging and shipping requirements will be provided by County Elections at the same time as the ballot PDF files.

4. Where is the mail house located?

a. The mail house is located in zip code 97230 near the Portland International Airport.

5. when does the VBM Assembly and Mailing contract end

a. See question 6.

6. Does the county also do contracts for the envelope printing and mailing services, or other pieces of the mail ballot process? If so, how does the county break that up and when do those contracts expire?

a. Yes, County Elections has an existing contract for mailing services which expires in June 2023. We do not currently have a contract for election envelope printing, but will be evaluating these business needs in the upcoming months.

7. What is the projected quantity per election? Can you share any historical data that may help us to narrow this down?

a. See answer to question 8 for anticipated elections and voter quantities per year for the life of the contract.

PH: 503-742-5400 WWW.CLACKAMAS.US

8. How many elections per year does the county anticipate having each year through June 2027 and how many voters do you anticipate per election.

a. Clackamas County has conducted either three or four elections each year since 2017. County Elections estimates the following ballot order quantities by fiscal year (per election):

1. FY 23/24: 930,000 (Aug 23 – 60,000, Nov 23 – 325,000, May 24 – 545,000)

2. FY 24/25: 753,000 (Aug 24 – 63,000, Nov 24 – 350,000, May 25 – 340,000)

3. FY 25/26: 956,000 (Aug 25 – 66,000, Nov 25 – 320,000, May 26 – 570,000)

4. FY 26/27: 794,500 (Aug 26 – 70,000, Nov 26 – 367,500, May 27 – 357,000)

9. On the not to exceed price requirement what happens if the county has an unexpected special election that the vendor cannot predict when putting a maximum price not to exceed. Will the vendor be compensated in this case if the maximum price is exceeded?

a. Yes.

10. How many precincts does the county typically have in a county wide election?

a. Clackamas currently has 116 precincts across the county.

11. How will spoiled or damaged ballots by the mailing house be made up? Does the print vendor have to make them up and if so what is the required delivery time to the mailing house?

a. Not in scope of work. Additional orders of ballots, although unlikely, may be necessary in other circumstances. That delivery timeline would be determined on a case-by-case basis.

End of Clarifying Questions #1