5-RFP 25-58 Poll Book Printing.docx

Montgomery County RFP 25-58 Voter Services Department Poll Book Printing

Montgomery County Voter Services seeks professional services for the furnishing and delivering of Voter Registration Poll Books for the approximately 428 voting precincts within Montgomery County for both the Primary and General Elections of 2026. The Primary will be held on or about May 19, 2026, and the General Election on or about November 3, 2026. (Dates will be certified by the State before they are deemed official and are subject to change).

SPECIFICATIONS

Bidders shall contemplate the furnishing and delivering of Voter Registration Poll Books and a separate listing of voters NOT eligible to cast a regular ballot according to the following specifications:

· Bidder should have experience in printing poll books with voter signatures and voter identification bar codes or can demonstrate provision of delivery of this service.

· The selected vendor must be able to merge the Voter Services’ signature S.U.R.E. database with the existing voter registration S.U.R.E. database so as to extract the following data:

· County name

· Municipality

· Ward and district numbers

· Voter name

· S.U.R.E. registration number

· Address

· Party

· Date of birth

· Inverted signature

· Election district totals at the end of each book

· Vendor must have the technical ability to combine or separate data related to split precincts in order to produce a poll book for the split district when required. Additional fees may not be charged by the vendor to complete this task.

· Voter identification bar codes must be printed for each voter record in a 3 of 9 bar code font;

· Signatures must appear in the opposite direction of the printed name to allow verification by the poll worker;

· All voter information contained in the poll books is to be listed in alpha order, by election district, on 8 ½ x 14 inch, 20lb stock with approximately six voters to a page;

· In each district, the total number of registered voters must be divided equally in half, and split into two poll books to accommodate two inspectors of election; Voter Services may request, in special circumstances, certain precincts be split into three (3) or four (4) equally divided books.

· Each page of the poll book must contain the date and time that the district register was prepared; all voter record pages must be sequentially numbered.

· On the page immediately following the last voter record, END OF POLL BOOK must be printed along with the total number of records contained in that book, and the number of pages upon which they were printed.

· The bidder must have the ability to provide special printed indicators based on information contained in the County’s voter registration file such as, but not limited to:

· Current signature required

· ATV (assisted voter certificate on file)

· Inactive voter, affirmation required

· Voter must present identification

· Remit Absentee Ballot or Vote Provisionally

· Remit Mail-In Ballot or Vote Provisionally

· The bidder must print a checkbox field “BALLOT REMITTED” to the right of the signature box under the entry of “NO.” when the signature box contains the indicator of “Remit Absentee Ballot or Vote Provisionally” or “Remit Mail-In Ballot or Vote Provisionally”.

· Montgomery County Voter Services also requires additional inserts to appear in the poll book:

· Step-by-step voting procedures to assist poll workers, placed in the beginning of each poll book

· Each printed poll book is required to have a customized cover to include:

· County name

· Office name (Voter Services)

· County seal

· Election date

· Election type

· Names of County’s Election Board

· Name of County’s Election Board Chief Clerk

· Voting district information pertaining to that particular book

· Alphabetical voter name split detail specific to each book

· Front and back cover pages are to be 67lb Vellum Bristol, color to be determined by Voter Services Director prior to each election.

· Each book should be spiral bound so that all pages are firmly attached but that the book can be opened up and lay flat at the polling location.

· Poll books must conform to all requirements as dictated by the Pennsylvania Department of State.

· Each precinct will have a separate listing of all voters NOT eligible to cast a regular ballot. Each listing is required to have a customized cover to include:

· County name

· Office name (Voter Services)

· List of Absentee and Mail-In Voters Ballot Cast/NOT Eligible to Cast Regular Ballot (report title)

· County seal

· Election type

· Election date

· Names of County’s Election Board

· Name of County’s Election Board Chief Clerk

· Voting district information pertaining to that particular book

· Each listing should be printed on 8 ½ X 11 paper, portrait orientation, with one staple in the upper left hand corner of the report.

· Each listing should contain the following data fields:

· Last, first name

· Registered street address

· Date of birth

· Voter Status – Ballot Cast/Not Eligible

· Each page in the precinct listing must list the county name, election type, election date, precinct name and page numbers (Page: 001 of XXX).

· The precinct listing front cover page is to be 67lb Vellum Bristol, color to be determined by Voter Services Director prior to each election and different color from the poll book cover.

· Each precinct listing must conform to all requirements as dictated by the Pennsylvania Department of State.

DELIVERY

For the Primary Election in 2026, the data will be sent to the vendor on or about May 11, 2026, and the poll books must be delivered to the Voter Services Warehouse no later than May 15, 2026.

For the 2026 General Election, it is estimated that the data will be sent to the vendor on or about October 26, 2026, and all poll books must be delivered to Voter Services Warehouse no later than October 30, 2026.

(*The 2026 dates are best estimates and actual dates to be provided by Voter Services after the election dates are certified by the State.)

Delivery costs, FOB Voter Services Warehouse, 1006 W. Washington Street, Norristown, PA. 19401 and arrangements are the responsibility of the vendor. All shipping costs are to be incorporated in bid amount.

REGISTRATION DATA TO BE SAFEGUARDED

Under no circumstances shall the registration data be used for any other purpose than printing poll books for Montgomery County.

ESTIMATED NUMBER OF PAGES

Approximately 104,000 pages, (620,000 voters, six voters per page).

CONTRACT PERIOD

The period of the contract shall be for three (3) years commencing in 2026. The contract may, by mutual written assent of the parties, be extended for period(s) up to two (2) additional years, or consecutive portions thereof, up to a cumulative total of five (5) years.

Special election(s), if declared during the contract period, shall be covered under this specification at an additional cost to the County.

PROPOSAL REQUIREMENTS

· Title page shall include:

· Corporate name and address

· Contact person(s) name, telephone number and email

· Provider Identification (EIN)

· RFP Title and Number

· Table of Contents

· Proposal must include a brief company overview.

· Bidder must provide a brief outline of the quality control steps that would be put into place for this project.

· Bidder must provide a list of relevant experience with producing election materials.

· Bidder must provide a minimum of three (3) references with contact information from projects of similar scope, preferably other County and State organizations comparable in population, whose requirements would be analogous. Reference must include contact name, telephone number, date of engagement, and full description of engagement.

· Bidder must submit a sample sheet from a recently provided County poll book.

· Bidder must demonstrate understanding of Pennsylvania Department of State requirements and compliance with those regulations.

VALUE-ADDED CONSIDERATIONS

Include any relevant services or products that will be provided to the County which are not priced in this proposal, but which enhance the acquisition process.

Although the County has provided a detailed statement of needs and mandatory requirements for Respondents to meet in order to be selected for these services, it is not intended to limit the Respondent’s innovations or creativity in preparing a Proposal to accomplish these goals. Innovative ideas, new concepts and partnership arrangements will be considered. Please provide with your Proposal any additional services that your Company can provide at no additional cost to the County.

COST PROPOSAL

Pricing is to be entered directly into the Bid Table provided in Bonfire (as listed below).

The total cost to produce poll books should be broken into a per voter record charge. This rate is to be inclusive of all fees associated with the furnishing and delivering of the poll books as identified in these specifications. No additional fees, surcharges, costs or expenses will be billed to or paid by the County of Montgomery.

Bidder must enter a price per voter record charge, based on 620,000 voters, printed between the two listings. The extended total charges based on the entered bid rate will be auto calculated by Bonfire.

of Voters

Per Election Yearly Rate for 2 Elections (Primary & General)

PROPOSAL SUBMITTAL

Offeror must submit their Proposal electronically through the Bonfire Portal. In addition to the Technical Proposal, a sample poll book sheet, current W9 and completed Appendix “A” document must also be uploaded as separate documents.

Cost is to be entered directly into the Bid Table provided in Bonfire as noted above.

QUESTIONS

All questions regarding the project must be submitted through the Montgomery County Bonfire portal. All clarifications and answers provided via the portal are binding to the subsequent awardee regardless of the source of the question.