Appendix_Q_-_Schedule_of_Task_Estimated_Due_Dates.pdf
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- Attached to
- Ballot Printing and Prep Services
- Solicitation number
- 2023-RFP-0245
- Issued by
- Sacramento County, California
About this file
Appendix Q is a detailed Schedule of Task Due Dates (E-Dates) for the Statewide Regular Election, prepared by the County of Sacramento's Department of Voter Registration and Elections (ROV). The document outlines a comprehensive timeline for ballot printing and preparation services, spanning from 70 days before Election Day (E-70) to 30 days after Election Day (E+30). Key milestones include the ROV notifying the Contractor about election details at E-70, with subsequent steps covering ballot proofs, content delivery, and phased ballot production. The schedule requires the Contractor to prepare Military, Overseas, Federal, and Military Voter ballots between E-60 and E-46, deliver test decks at E-45, and progressively deliver precinct ballots to the ROV, with 25% delivered at E-30, 50% at E-28, 75% at E-26, and 100% at E-25.
The document is part of a contract opportunity for ballot printing and preparation services for Sacramento County, which has approximately 900,000 registered voters. The contract is estimated to run from July 1, 2024, through June 30, 2025, with options to extend in four one-year increments through June 30, 2029. The Contractor may be required to print between 10,000 and two million ballots per election. Pricing will remain firm through the initial contract period, with any subsequent price increases subject to County review. The schedule includes specific requirements for ballot delivery, proofing, and post-election file management, with the Contractor's Technical Representative available for consultation until E+30 and the final invoice submission deadline set at E+10.
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APPENDIX Q
Schedule of Task Due Dates (E-Dates) Statewide Regular Election
E-Dates are the calendar dates preceding (E-) or following (E+) Election Day.
E-70 ROV notifies Contractor of an upcoming election with a description of ballots required, the approximate quantities to be printed, and a precise schedule
E-70 Contractor’s Technical Representative available for consultation until E+30
E-65 ROV to provide ballot instructions to Contractor
E-63 ROV provides a detailed ballot order ROV begins providing ballot content (copy)
E-61 Contractor delivers ballot proofs to ROV
E-61 ROV approves or disapproves ballot proofs; turnaround time for any revisions within 24 hours.
E-60-46 Contractor has Military Overseas, Civilians Overseas, Federal and Military Voters ballots ready
E-50 Contractor prepared to receive and store materials supplied by ROV
E-45 Contractor delivers test decks to ROV
E-43 ROV provides variable data files
E-30 At least 25% of Precinct Ballots delivered to ROV
E-29 VBM and Mail Ballots delivered to West Sacramento Post Office
E-28 At least 50% of Precinct Ballots delivered to ROV
E-26 At least 75% of Precinct Ballots delivered to ROV
E-25 100% of Precinct Ballots delivered to ROV
E+10 Final date for Contractor to submit invoices
E+30 Contractor’s Technical Representative released Contractor may delete files
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