Copy of 04SOS-S3364 Bid_Q_A_Answered5302025.xls
XLS spreadsheet 34 KB Posted
- Attached to
- Statewide Mail Ballot Vendor
- Solicitation number
- 04SOS-S3364
- Issued by
- Nevada
About this file
The document is a Bid Q&A file (04SOS-S3364) for the Nevada State Purchasing Division's Statewide Mail Ballot Vendor Request for Proposals (RFP), involving 17 Nevada counties including Pershing, Esmeralda, Nye, Eureka, Mineral, Lincoln, Storey, with potential participation from Washoe, Carson, and Humboldt. The RFP seeks a vendor to provide comprehensive election materials printing and mailing services for approximately 2.1 million registered voters, including ballots, envelopes, secrecy sleeves, voter instructions, and "I Voted" stickers for the 2026 and 2028 election cycles. The solicitation requires vendors to support USPS Intelligent Mail Barcodes, provide end-to-end mail ballot tracking, print ballots by party and precinct, and handle on-demand printing for Presidential Preference Primary, Primary, and General elections. The proposal due date is June 12, 2025, with an estimated contract start date following Board of Examiners approval.
The total estimated contract value is $6,953,204.75, with $2,803,000.00 allocated for 2026 and $4,150,204.75 for 2028, including specific line items for ballot tracking. The solicitation offers a 5% preference for Nevada-based businesses and includes mandatory requirements such as possessing an active Nevada business license and being registered on sam.gov. The contract is non-exclusive, allowing multiple vendor agreements, with Clark County representing the largest ballot volume (estimated 1,522,000 ballots in 2026 and 2,434,123.98 ballots in 2028). Vendors must be qualified printers for Dominion ImageCast and ES&S Electionware ballots, adhere to USPS address standardization requirements, and ensure initial ballot mailings from a USPS facility within Nevada. Proposal evaluation will consider ballot volume capacity, sample quality, vendor experience, service capabilities, legal compliance, and cost.
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Other files
| File | Type | Posted |
|---|---|---|
| Quote Instructions.pdf | ||
| 04SOS-S3364 INSURANCE REQUIREMENTS.pdf | ||
| 04SOS-S3364 Certification-regarding-lobbying.pdf | ||
| 04SOS-S3364 Ballot Quantities.pdf | ||
| 04SOS-S3364 Standard-form-contract.docx | DOCX document | |
| 04SOS-S3364 Scope of Work~1.docx | DOCX document | |
| 04SOS-S3364 Terms-and-conditions-for-services.pdf | ||
| 04SOS-S3364 Cost Schedule - v2.xlsx | XLSX spreadsheet | |
| 04SOS-S3364-RFP-Staetwide Mail Ballot Vendor.docx | DOCX document | |
| 04SOS-S3364-reference-questionnaire-2025-05-25.pdf |
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Text version
Bid Q&A for Export Report
| Bid Q&A 04SOS-S3364 | |||||
| QUESTION_NBR | CREATED_BY | QUESTION_SUBJECT | QUESTION_TEXT | ANSWER_TEXT | |
| 1 | RFP@RUNBECK.NET | Reposted RFP | Why was the NV Statewide Ballot Printing RFP reposted? Have any project specifications, counties involved, quantities, or any other details changed from the prior RFP? | Vendors are encouraged to review each solicitation individually. Details related to other RFP's are not material to this solicitation. | |
| 2 | RFP@RUNBECK.NET | Information already provided | May the physical samples and vendor reference forms submitted by our references from the prior RFP be accepted for this RFP? Or must new samples and references forms be completed? | Vendors are encouraged to review each solicitation individually. Details related to other RFP's are not material to this solicitation. All information related to cancel RFP's can not be considered. Vendors are encouraged to read and reply to requirements of this solicitation. | |
| 3 | RFP@RUNBECK.NET | County participation | Which counties are now participating in the statewide contract? | Pershing, Esmeralda, Nye, Eureka, Mineral, Liconln, and Storey are under contract but any County can join at any time. Washoe, Carson and Humboldt have expressed interest in joining. | |
| 4 | RFP@RUNBECK.NET | Sample contract/terms & conditions | Were there any changes or updates to the sample contract / terms and conditions language from the last RFP? | No | |
| 5 | RFP@RUNBECK.NET | Sample contract/terms & conditions | Were there any changes or updates to the sample contract / terms and conditions language from the last RFP? | No | |
| 6 | NANCYP@PROVOTESOLUTIONS.COM | Vendor Information Response Form | For subcontractors under 7.7.2. it is stated to include a vendor information response form. Where do we find this form? | ||
| 7 | NANCYP@PROVOTESOLUTIONS.COM | Vendor Information Response Form | For subcontractors under 7.7.2. it is stated to include a vendor information response form. Where do we find this form? | ||
| 8 | KSAUNDERS@KPCORP.COM | 1.6 â?? Should the pricing include freight and postage broken out by county? | |||
| â?¢ | General Pricing Question â?? Are you providing a pricing matrix by county and registered voter count to compare costs among the vendor pool? Or, alternatively would you like us to provide a pricing menu of services volume and quantity broken out by registered voter count and county? | Please see "Ballot Quantites" sheet for number of ballots issued per county for the 2024 election cycle. | |||
| 9 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 2.1.5B What specific sizes do you want pricing on for the â??I Votedâ?? stickers, 1â?? x 1â?? and 3â?? x 3â??, or are there additional sizes you would like pricing on in between those two sizes? Is the ink on the stickers 4CP? | Pricing can be for anything from 1"x1" - 3"x3". Stickers need to be in full color. | |
| 10 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 2.1.6 What are the ink color specifications on the post cards and other mailers? What are the specifications for the â??other mailersâ?? and what quantities do you want quoted? | Postcards would generally be black and white and quantities would vary based on voter count and which voters need the postcard. Nevada currently has 2,125,806 active registered voters. | |
| 11 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 2.1.7 What are the specifications for the secrecy sleeves: |
8.5 x 11, half folded and glued, include a hole punch through folded sleeve?
8.5 x 14, tri-folded to fit around the ballots when returned by voter?
| Is the secrecy sleeve also the instruction sheet or stand-alone secrecy sleeve?? | Instructions can be combined with secrecy sleeve, the sleeve needs to completely cover the ballot. | |||||
| 12 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 4.4.3 Previously (2.1.5B) it is stated that the vendor will be providing the stickers. This section indicates that the counties will be providing the stickers. Do you mean physical stickers or artwork for the vendors to manufacture the stickers? If the counties are providing physical stickers, they will need to be provided on a roll to allow machine application to the security sleeve or instruction sheet. | The counties may provide artwork or ask for generic stickers. The stickers must be manufactued by the print vendor. | ||
| 13 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 8.1.0 Please clarify what you mean by â??no maximumâ?? amount of ballots? | The amount of ballots is determined per county, there is not a limit to the number of ballots a county would need to send out. This is determined by number of registered voters per county. | ||
| 14 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 8.1.1 What do you mean by design specifications? Are you asking for pricing on both window and non-window envelopes? Will all BRM envelopes have the same permit (belonging to the State) or will each county have their own BRM permit? | Please include pricing for the services you would be willing to offer. BRM can all be billed to one permit owned by the State. | ||
| 15 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 9.9.2 Are all counties using the State of Nevadaâ??s postal permit or separate permits for each county? If using separate county permits, do they all have mail anywhere permission so the ballots can be delivered to one central postal center within the state or does each counties ballots have to be delivered to a postal center in that specific county? | The requirment is only for them to be shipped in Nevada | ||
| 16 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 10.13 | Physical samples of work to be mailed to the State of Nevada Purchasing Division at 515 E. Musser Street Suite 300 Carson City, NV. 89701. Is shipping the samples to this address via UPS acceptable? | Yes | |
| 17 | KSAUNDERS@KPCORP.COM | From Scope of Work Document | 9.6.1 there are currently 7 counties that may opt in or out and 3 more that would like to join. If there is a price variation per county, please include that in your proposal. Can you tell us which 7 and which 3 counties or the volumes involved in opt out or opt in? | Pershing, Esmeralda, Nye, Eureka, Mineral, Liconln, and Storey are under contract but any County can join at any time. Washoe, Carson and Humboldt have expressed interest in joining. Please see "Ballot Quantities" tab. |
Ballot Quantities
| County | 2024 PPP | 2024 PE | 2024 GE |
| Carson City | 27,268 | 39,045 | 40,341 |
| Churchill | 9,954 | 15,179 | 14,648 |
| Clark | 829,243 | 1,444,910 | 1,457,139 |
| Douglas | 28,248 | 41,912 | 39,726 |
| Elko | 16,000 | 24,340 | 24,083 |
| Esmeralda | 407 | 607 | 583 |
| Eureka | 737 | 1,028 | 1,068 |
| Humboldt | 5,387 | 8,159 | 8,206 |
| Lander | 3,472 | 4,699 | 3,340 |
| Liconln | 1,906 | 2,526 | 2,590 |
| Lyon | 26,619 | 46,675 | 47,159 |
| Mineral | 1,643 | 2,638 | 2,748 |
| Nye | 17,291 | 30,590 | 33,094 |
| Pershing | 2,119 | 3,215 | 3,123 |
| Storey | 2,392 | 3,749 | 3,569 |
| Washoe | 202,261 | 333,625 | 325,980 |
| White Pine | 2,701 | 4,018 | 4,040 |
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