Bid Form Last Chance 8.20.2026.xlsx
XLSX spreadsheet 38 KB Posted
- Attached to
- BOE Registration Readiness Mailing November 2026
- Solicitation number
- 7217
- Issued by
- Ohio
About this file
This is a Bid Form for Printing and Mailing Services issued by the Cuyahoga County Board of Elections (CCBOE) for Registration Readiness Notices. The CCBOE is requesting bids to print, assemble, and mail approximately 46,000 confirmation notices to voters in Cuyahoga County as mandated by Ohio Secretary of State Office's Directive 2026-44. Each notice consists of two double-sided sheets printed on 20#/60 bond paper with English on the front and Spanish on the back. The project timeline begins with the RFB posting on August 20, 2026, with bids due on August 26, 2026. The CCBOE will provide voter data files by August 31, 2026, and the selected vendor must submit 200 PDF proofs representing a random mix of addresses across municipalities by September 2, 2026. The CCBOE will grant printing approval within 24 hours of proof review. All completed notices must be presorted by ZIP code and delivered to the USPS Business Mail Entry Unit at 2400 Orange Avenue, Cleveland by 7:00 pm on September 11, 2026. The CCBOE will provide pre-printed envelopes and variable data including names, addresses, and voter ID numbers. If errors are discovered, the vendor is responsible for correcting them at no additional cost.
Bidders must submit rates for two line items: printing, variable data application, assembly, and sorting of 46,000 notice packets (per thousand) and delivery cost to USPS (per each). The bid form includes a note that postage savings from presort mailing services should be considered in pricing. The quantity is subject to change with no more than 15 percent variation expected, and the CCBOE will only pay for actual quantities printed and mailed. The contract includes a specific unbiased business conduct clause requiring the contractor to acknowledge that the contract is integral to free and fair elections and to conduct operations without any appearance of impropriety, political bias, or partisan conduct.
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Description of Work
| The Cuyahoga County Board of Elections is requesting bids for the following item: |
| Printing and Mailing Services for Registration Readiness Notices |
| Description of Service: |
| Project Deadline: 9/11/2026 |
| Print, Assemble, and Mail Confirmation Notices. |
The Cuyahoga County Board of Elections ("CCBOE") is required by the Ohio Secretary of State Office's Directive 2026-44, to send Readiness Notices to specific voters in order to maintain accurate voter registration lists. The CCBOE expects to send these notices to approximately 46,000* voters in Cuyahoga County.
Each type of notice will have a "Sheet 1" and a "Sheet 2". Both sheets will be double sided - English on the front, Spanish on the back.
| * Please note that the quantity is subject to change (no more than 15% variation is expected), and the CCBOE will only be obligated to pay for the actual quantity printed/mailed. The estimated total includes overages. |
| Vendor Responsibilities: |
| - Printing of Notices |
- Notices shall be printed on 20#/60 bond paper.
- Each notice will consist of 2 double sided sheets of paper.
- Sorting and Printing of Variable Data
- Vendor will add the variable information to both sheets. The variable data should be mapped according to examples provided in the "Attachments" tab of the RFB on the Infor Supplier Portal.
- Sheet 1 of each notice requires variable data only on the English side
- Sheet 2 of each notice requires variable data, including a barcode, on both sides
- Proofs
- The vendor must provide the CCBOE with 200 PDF "random" proofs by Wednesday, 9/2/2026.
- Each proof shall include both sides of Sheet 1 and Sheet 2
- "Random" is defined as a mix of addresses within various municipalities. At least one proof per municipality must be represented.
- The CCBOE will give approval to print no more than one full business day after receiving print proofs.
- Vendor shall not begin printing until receiving approval to print via email by the CCBOE.
- Production of the Notices
- Letter fold the both sheets so that they fit inside #9 envelope when returned
- Insert both sheets and the #9 envelope into the #10 envelope and seal
- The variable data on Sheet 1 must be visible from the window of the outgoing envelope.
- Mailing the Notices (USPS First Class)
- Separate the completed notices by ZIP code ("Presort").
- Deliver the presorted completed notices to the USPS no later than Wednesday, 9/11/2026 at 7:00 pm.
- Must be delivered to the USPS Business Mail Entry Unit (BMEU) at 2400 Orange Ave, Cleveland 44101
- If any errors are detected either prior to or after the notices have been mailed, the vendor is responsible to correct the error at their own expense.
| After 9/11/2026, any unused portions of the envelopes should be delivered to the CCBOE, and the shells of Sheet 1 and Sheet 2 may be disposed of. |
| CCBOE Responsibilities: |
| - Files: The CCBOE will send the data file to the selected vendor containing the following variable information: |
- Names
- Addresses
- Voter ID #
Files are expected to be available no later than Monday, 8/31/2026.
- Envelopes: The CCBOE will provide the artwork for the pre-printed #9 return envelopes and the pre-printed #10 outgoing envelope to the awarding vendor.
Project Timeline
| Registration Readiness Notices - September 2026 | ||
| Project Timeline | ||
| Date | Day of Week | Description |
| 8/20/26 | Thursday | RFB is posted to Infor Supplier Portal and CCBOE's Website. |
| 8/26/26 | Wednesday | Bids must be submitted in the Infor Portal. The CCBOE opens bids and selects a vendor*. |
| 8/31/26 | Monday | The CCBOE will send data files to vendor by this date. |
| 9/2/26 | Wednesday | The vendor shall provide 200 pdf proofs. |
| 9/3/26 | Thursday | The CCBOE will review proofs and give approval to print or request corrections from vendor within 24 hours of receiving proofs. |
| 9/11/26 | Friday | All completed notices must be dropped off at the USPS BMEU. |
| *Please note: if fewer than the minimum number of responses are received, the RFB will be reposted for 1 business day as a 2nd effort. |
Bid Form
| Bid Form |
| Printing and Mailing Services for Registration Readiness Notices |
| Instructions: Please enter in blue highlighted area only. Enter "Rate" for each Category. After Totals are automatically calculated, save Excel file to include your Vendor Name, then upload to the Infor Portal. |
| Quantity | Item | Rate | Unit | Total | |
| 1 | 46,000 | Printing of Notices and Variable Data, Assembling and Sorting of Notice Packets | $ - 0 | per/m | $ - 0 |
| 2 | 1 | Cost of Delivery to USPS | $ - 0 | EA | $ - 0 |
| Bid Total: | $ - 0 |
Additional Information to be Considered:
Example: Postage savings from presort mailing services
*** Unbiased Business Conduct: The respondents to the RFB acknowledge that this contract is integral to the Board's ability to administer free and fair elections, which constitutes the essence of the contract. When selecting the Contractor for award based on this RFB, the Board must consider any action, appearance of impropriety, or political bias that the respondent might impute to the Board. The Contractor will not act or engage in any conduct that gives the appearance of impropriety or exhibits political bias or taints the elections process by reason of any partisanship of any kind, perceived or otherwise. The Contractor agrees i) to conduct its operations so as not to cause disrepute, contempt or scandal on the Board or otherwise interfere, directly or indirectly, with the Board's election administration process, and ii) that the Contractor acknowledgements and agreements are a material inducement for the Board to select the Contractor for contract award.***
Supplier Contact Information:
| Company Name: | Date: | |
| Respondent's Name: | Title: |
Email Address: Phone #:
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