BL101-21 Addendum #2
208 KB Posted
- Attached to
- Provision of Vote By Mail Ballot Processing
- Solicitation number
- BL101-21
- Issued by
- Gwinnett County, Georgia
About this file
This is Addendum #2 to a vote by mail ballot processing services solicitation issued by Gwinnett County Board of Commissioners in Georgia for contract BL101-21. The addendum provides clarifications on ballot design specifications, packet composition, processing timelines, and tracking requirements. Gwinnett County requires vendors to process and mail ballot packages within 48 hours of receiving voter files, with the initial data push arriving 72 hours prior to the mailing date. The county will not accept ballots printed as one long sheet connected by perforation and requires complete ballot packets priced as a single line item rather than broken down by component. Ballot packets may contain up to eight inserts depending on the election, and vendors must manage precinct-specific information that varies by election and is provided by Gwinnett County Elections prior to each election.
The addendum clarifies that vendors are not required to produce a second unique Intelligent Mail Barcode (IMB) for return tracking from voters to the Elections office, though vendors may propose alternative third-party tracking solutions. Pricing must be submitted for the entire packet as a consolidated cost. Formal bid submissions must be received by 2:50 p.m. on the specified due date, and firms currently on the Gwinnett County ineligible source list are prohibited from submitting proposals. The contract is structured as an annual agreement for vote by mail ballot processing services.
Text of this file
December 21, 2021
ADDENDUM #2
BL101-21, Provision of Vote by Mail Ballot Processing Services on an Annual Contract
Q1. Is page two a common ballot, or at least does it have a minimum amount of styles?
A1. Page two does have a minimum amount of styles, but the precinct/combo information printed on each ballot will vary. Gwinnett County Elections will provide this information to the awarded vendor prior to each election.
Q2. Is it an option to print the ballot as one long sheet connected by a perforation? This makes it easier to ensure the voter gets the correct ballot as well as fill out the entire ballot.
A2. Based on the County’s current processes, one long sheet connected by a perforation will not be accepted.
Q3. The Bid Schedule page just says the quantity of ballots. Are you talking about ballots, envelopes, instruction pages, inserting, tracking, processing, etc.?
A3. The County is requesting pricing for complete ballot packets in the Bid Schedule.
Q4. Do you want one cost for a packet, or does it need to be broken down by item?
A4. The County is requesting one cost for the entire packet.
Q5. In reference to Section L, item d (Capability to produce, assign, track and record the unique Intelligent
Mail Barcode (IMB) on all return envelopes to data notated in the output mail pieces report file.): A unique IMB is assigned on the outbound carrier envelope with tracking to the voter. Does item L d.
require a second unique IMB that is trackable from the voter to the Elections office? Are you open to other options from a third-party vendor for the return tracking and voter access to that information?
A5. Gwinnett County will not require a second unique IMB that is trackable from the voter to the Elections office.
Q6. The vendor must execute a designated workflow in which voter records are processed and mailed their ballot packages within 48 hours of receipt of voter file from Gwinnett County Elections Division after the first push. The first push may contain a 10,000 to 100,000+ records. The first push can take up to 72 hours for processing and mailing. To confirm, daily mailings must be mailed within 48 hours? When would the vendor get the initial data file? 72 hours prior to the mail date?
A6. Correct, daily mailings must be mailed within 48 hours. The awarded vendor will receive the initial data for the first push 72 hours prior to the mailing date.
Q7. What is the total number of inserts per ballot packet?
A7. Since there are two different pages of instructions, as many as eight (8) inserts will be required depending on the election.
Acknowledge receipt of this addendum on page 10 of the bid document.
Thank you, Jake Scarpone
Jake Scarpone Purchasing Associate II
Other files
| File | Type | Posted |
|---|---|---|
| Award Information | — | |
| BL101-21 Addendum #1 | — | |
| BL101-21 Invitation to Bid | — | |
| BL101-21 Addendum #3 | — |
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