County_Voter_Information_Guide.pdf

REQUEST FOR PROPOSAL

2023-RFP-0246

COUNTY VOTER INFORMATION GUIDE

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: October 5, 2023

DEADLINE FOR QUESTIONS: November 2, 2023

RESPONSE DEADLINE: November 7, 2023, 3:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

County Voter Information Guide

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Vendor Submissions

8. Pricing Table

9. Sacramento County Standard Terms and conditions

10. Additional Terms and Conditions

11. Environmental Purchasing Policy

12. Insurance Requirements for Contractors

Attachments:

Q - FINAL RFP Appendix Q - Existing Contracts

R - FINAL RFP Appendix R - Subcontractors

S - FINAL RFP Appendix S - County Voter Information Guide and Invoices

U - FINAL RFP0246 Appendix U - List of Elections

Request for Proposal #2023-RFP-0246 Title: County Voter Information Guide

1. Definitions

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

This Request for Proposal is to establish a contract for a County Voter's Information Guide for a maximum of seven (7) one (1) year terms as described in the "Project Details" tabulation. The County of

Sacramento Voter's Registration and Elections will supply a pre-assembled PDF County Voter

Information Guide type for regular elections by E-68 to E-64

2.2. Contact Information

Zachary Mello`

Senior Contract Services Officer

9660 Ecology Lane

California, CA 95827

Email: melloz@saccounty.gov

Phone: (916) 875-6104

Department:

DGS: CAPSD - Procurement

Department Head:

Craig Rader

Purchasing Agent

2.3. Timeline

Release Project Date October 5, 2023

Question Submission Deadline November 2, 2023, 5:00pm

Addendum Issued (if necessary) November 3, 2023, 5:00pm

Submission Deadline November 7, 2023, 3:30pm

Award Contract November 30, 2023 mailto:melloz@saccounty.gov tel:(916)875-6104

3. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: TBD; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of180 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

Proposals will be scored on qualifications and proposal summary, pricing and scope of service questionnaire responses, references, cost proposals, and sample voter information guides. The maximum number of points possible for a proposal is 1,000. Failure to provide complete any of the aforementioned will result in the proposal being deemed incomplete and therefore discarded.

5. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with

ProcureNow by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Specifications

1. Paper Self-contained, 8.5" x 11" County Voter Information Guide. Front and Back cover must be postal regulation thickness for post cards. The inside pages can be produced on newsprint stock.

2. Ink Multiple colors (minimum of 3) including various colors required by the SOS for each political party designation.

Front Cover - Black on both sides with a possible call-out box in an alternate color on the design front.

Items on the front cover may be in color and include, but not be limited to- County seal and watermark, color for party and ballot type, and election name and date. (See County Voter Information Guide).

Inside Pages - Black ink.

Back Cover - Black print, and designated color to match election and party as specified. Items on the back cover may include but not be limited to- Vote Center location, important dates to remember, International Symbol of Accessibility, election name, date, and signature of applicant. (See County Voter

Information Guide attached).

3. QUANTITIES (approx.) Quantities will vary depending on type of election and registration. In your response using the price quote forms, include guide examples for Primary and Combined Primary Party

Guides. This shall include all parties in one guide and a separate No Party Preference cover differentiated by those parties allowing crossovers. (For the combined guide, there must be two different outside covers).

Primary Election

Democratic - 410,000

Republican - 220,000

American Independent - 40,000

Peace and Freedom - 6,000

Libertarian - 12,000

No Party Preference - 190,000

Green - 5,000

Total - 883,000 https://secure.procurenow.com/signup

Combined Party Guide

900,000 (No Party Breakdown)

4. FORMAT ADOBE INDESIGN CC-14.0 / PDF

County Voter Information Guide will include but are not limited to the following:

Sacramento County VRE will supply a pre-assembled PDF County Voter Information Guide type for regular elections by E-68 to E-64. Guides may be in one or multiple languages. Multiple language guides require language call out tabs. Each guide and each language and/or party type may include the following:

Covers – Front and Back

Vote by Mail Instructions

Language* Sections including Tabs

Large Print Format

Sample Official Ballot Pages

Voter Information Pages

Candidate Statement Pages

Measures – Full Text

Analyses

Arguments

Rebuttal Arguments

Maps/Legal Descriptions (if applicable)

Financial Impact Statements

Tax Rate Statements

Miscellaneous Filler Pages

*Currently, Sacramento County is tri-lingual (English, Spanish and Chinese). Sacramento County is currently required to provide certain materials in these additional languages: Tagalog, Vietnamese, Punjabi, Korean and Hmong. Vendor must be able to print County Voter Information Guides in any required language, in a format specified by the ROV.

5. OTHER

Primary Election Combined Primary

a. Guide Covers Approximately 434 (62 x 7) (62 x 2)

b. Construction Glued or stitched (if Glued or stitched (if stitched, stitched, 2 staples required) 2 staples required)

Primary Election Combined Primary

c. Perforations Back Cover requires vertical Back Cover requires vertical and horizontal perforation, and horizontal perforation, to meet postal regulations to meet postal regulations

d. Packaging County Voter Information Guides County Voter Information Guides must be packaged by individual must be packaged by individual ballot types and party ballot types

6. LABEL AND MAIL

E-dates are the number of days prior to the actual election date. For example, June 2, 2026 Election

Date, E-35 would be April 27, 2026.

Delivery of in-house (office copies) by E-46 to E-40. Deliver to 7000 65th Street, Suite A, Sacramento CA

95823 (unless advised otherwise).

Label, sort and deliver to specified post office for first cut-off date (60-day close of registration) County

Voter Information Guides by E-40.

Label, sort and deliver to post office for second cut-off date (29-day close of registration) County Voter

Information Guides by E-29 to E-25.

Addressing information provided by the ROV shall not be updated or altered in any way without prior approval by the ROV.

7. LARGE PRINT COUNTY VOTER INFORMATION GUIDES

Large print County Voter Information Guides with a minimum font size of 18.

6.3. Additional Information

QUANTITIES

The ROV will specify definite quantities, in writing, at the time of or before authorization to print. Ballot types, list of precincts and quantities, shall be determined by the ROV approximately E-60 prior to the election.

Quantities of County Voter Information Guides shown on the Pricing Schedule are representative; actual quantities will vary significantly from election to election. A Primary Party Election may require hundreds of different County Voter Information Guides in different languages, or a Combined Primary Party Guide with two separate guide covers for No Party Preference crossover voters with varying quantities. This requires complex receiving and staging of materials and print processes.

The ROV does not guarantee any quantities, estimated usages are based on historical usage data;

County does not guarantee any item or any dollar amount will be purchased.

COUNTY VOTER INFORMATION GUIDE COVERS FOR MOVE ACT COMPLIANCE

Provide electronic (preferable) or camera-ready copies of all County Voter Information Guide covers by ballot type and party for MOVE Act voters. All copies shall be separated by ballot type. Must be available by E-68 to E-64.

ELECTRONIC VERSION FOR WEB

Exact replica of each County Voter Information Guide type used in the election must be provided by vendor to VRE by secure FTP between E-40 and E-35. This is inclusive of cover and inside pages.

QUALITY CONTROL/ON-SITE INSPECTION

Representatives of VRE will be given full access to the contractor’s premises at any time (day or night) when work is being performed for the ROV. If subcontracting is approved by the ROV, contractor will inform its subcontractor of the access privileges of authorized VRE representatives. Space suitable for conducting document review must be made available for on-site quality control proofreaders if required by the ROV.

The ROV may have an on-site inspector at the contractor’s printing and mail preparation facility(s) during production of County Voter Information Guides for each election. Travel and lodging expenses for authorized VRE employees will be the responsibility of the County.

AUTHORIZED DELAY

Under unusual circumstances, such as but not limited to a court injunction, it may become necessary for the ROV to request contractor to delay or stop printing certain materials. Such requests may be made by telephone by an authorized representative of the ROV and confirmed, in writing (email or fax is acceptable). In the event of an authorized delay, the County shall notify contractor of a revised schedule.

REPRINTS

The County may order reprinting and/or supplemental printing at any time. Extraordinary costs resulting from a County-caused problem shall be agreed to prior to reprinting. The reprinting and delivery schedule shall be set by the County and is generally expected to occur within a 36 hour turnaround time.

The vendor shall keep all plates, artwork and negatives until the day after the election to ensure availability if reruns are required.

6.4. Additional Specificaitons

OFFICIAL BALLOT IMAGE

When requested by the ROV, vendor shall be responsible for splitting and inserting the Official Ballot image ensuring there is no data loss in the Sample Ballot fold. (Image is an Official Ballot PDF that must be split by the vendor and inserted to specific designated pages in County Voter Information Guide.) The

Official Ballot image will be inserted at the page location designated by the ROV. Refer to attached samples.

DATA SOURCES SUPPLIED BY THE ROV

The ROV will provide a pagination document and will send guide images and data files to vendor’s secure FTP Site between E-68 and E-64. VRE will provide extract of voter file for addressing and labeling purposes at E-65 to E-60 for initial mailing and at E-29 to E-25 for all supplemental mailing requirements.

PRINTER

FINAL SIGNOFF OF COUNTY VOTER INFORMATION GUIDE

Vendor is required to provide printed samples of all County Voter Information Guides types for sign-off by the ROV prior to printing. This will include hard copy of covers, and PDF of contents.

6.5. Specific Terms and Conditions

LIQUIDATED DAMAGES

If Contractor fails to deliver the County Voter Information Guides and/or the election materials on or before the dates specified in this section, it is understood that the County will suffer damages. It being impractical and infeasible to determine the amount of actual damages, in light of the impossibility of predicting the effect of the particular delay on the public welfare, it is agreed that for each calendar day after the delivery dates specified in this section that the ballots and/or election materials have not been delivered, Contractor shall pay the County an amount equal to 2% of the amount of the contract for the specific election as fixed and agreed liquidated damages but not as a penalty.

Contractor does hereby authorize the County to deduct such liquidated damages from the amount due.

Contractor further agrees that any such deduction shall not in any degree release it from further obligation and liabilities in regard to the fulfillment of the entire contract.

Liquidated damages will not be charged for each calendar-day delay caused by the County. Likewise, provided that Contractor has within one day of delay notified the ROV, Contractor shall not be charged with liquidated damages or any excess costs when the delay in delivery is due to the acts or omissions of the County, or due to unforeseen causes beyond the control and without the fault of Contractor including but not restricted to a court order, acts of God, or acts of the public enemy.

No delays and extensions of time will be granted on account of work performed in a grossly negligent manner by a supplier.

DELIVERY

Vendor must meet all deadlines set by the ROV. If the ROV makes a change in schedule or quantities, the vendors schedule will be adjusted accordingly.

Delivery of County Voter Information Guides shall be separated by ballot type, party and language (as specified)*, boxed, and palletized. All deliveries to VRE must be made with 24 hour notification to VRE unless otherwise specified by the ROV. Failure to notify the ROV will result in vendor being charged for costs incurred by election personnel. For all deliveries to other locations requested by the ROV (USPS, Mail House, etc), vendor must notify location prior to day of delivery to arrange for personnel at delivery sites.

*Primary Elections are boxed by ballot type, party and language (as specified). General or Special

Elections are boxed by ballot type and language (as specified).

SUBCONTRACTORS

Vendor will provide a list of all subcontractors along with addresses and contacts and emergency telephone numbers of any subcontractor selected to assist with this project. (Attachment H). Vendor shall obtain prior written approval from the ROV before subcontracting any of the services delivered under this contract. Quality Control teams and VRE personnel may visit subcontractor’s premises to inspect work during project at the discretion of the ROV.

Vendor remains legally responsible for the performance of all contract terms including work performed by third parties under subcontracts. Any subcontracting will be subject to all applicable provisions of this contract. Vendor shall be held responsible by the ROV for the performance of any subcontractor. All fiscal charges of subcontractor are the responsibility of the vendor.

MAILING

The ROV is to receive a sample of labeling prior to the mailing of County Voter Information Guides to voters. Vendor will provide the ROV with a list of all the non-deliverable addresses from the voter file extract.

BILLING

Vendor is required to provide 2 samples of previous itemized billings from another jurisdiction. One sample must be from a Primary Election and one sample from a Non-Primary Election. Vendor must submit invoice within 15 days after final delivery of materials.

7. Vendor Submissions

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

7.3. Confidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

7.4. Proposal Documents*

Please Upload your COMPLETE Proposal here, which includes the following:

A. Proposal Summary

B. Statement of Experience and Qualifications

*Response required

7.5. Sample County Voter Information Guide*

Did your firm mail a sample Voter Information Guide to the address listed in Appendix S "County Voter

Information" and was it received prior to the bid due date? Please refer to Appendix S, which can be found under the "Attachments" section of this RFP.

☐ Yes

☐ No

*Response required

7.6. Contractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

7.7. Contractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

*Response required

7.8. Solicitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.9. Non-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

7.10. Customer References*

Include three (3) Company references here:

Reference 1

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 2

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 3

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

*Response required

7.11. Iran Contracting Act Disclosure Form *

(California Public Contract Code, sections 2202-2208)

When responding to a bid or proposal or executing a contract or renewal for a County of Sacramento contract for goods or services of $1,000,000 or more, a vendor must either:

A. certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (“DGS”) pursuant to Public Contract Code section

2203(b) and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; or

B. demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code section 2203(c) or (d).

To comply with this requirement, please select one of the options below. Please note: California law establishes penalties for providing false certifications, including civil penalties equal to the greater of

$250,000 or twice the amount of the contract for which the false certification was made; contract termination; and three-year ineligibility to bid on contracts. (Public Contract Code section 2205.)

OPTION #1 - CERTIFICATION

I certify I am duly authorized to execute this certification on behalf of the vendor/financial institution, and the vendor/financial institution is not on the current list of persons engaged in investment activities in Iran created by DGS and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person/vendor, for 45 days or more, if that other person/vendor will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.

OPTION #2 – EXEMPTION

Pursuant to Public Contract Code sections 2203(c) and (d), a public entity may permit a vendor/financial institution engaged in investment activities in Iran, on a case-by-case basis, to be eligible for, or to bid on, submit a proposal for, or enters into or renews, a contract for goods and services. If you have obtained an exemption from the certification requirement under the Iran Contracting Act, please select

"EXEMPTION" below, and attach documentation demonstrating the exemption approval with your electronic submission.

☐ Certification

☐ Exemption

7.12. Pricing Questionnaire

Please refer to the corresponding sections of the pricing table to complete questions 12.1 through 12.4.

The County asks that your respond to questions 12.1 through 12.5 with an individual quotation for each question.

7.12.1. Pre-press, per Ballot Type Additional Charges*

Please refer to the pricing table section "Pre-press, per Ballot Type" and provide additional cost for up to

180 pages for "Plates, Digital Original Creation" and "Press, Digital Setup" respectively. (Include your page increment requirements).

*Response required

7.12.2. Print & Bind, Original & Reprints*

Please refer to the pricing table section "Print & Bind, Original & Reprints" and provide additional cost for up to 180 pages for the quantities respectively (0 -1,000 minimum, 1,001 to 2,000 etc.). Please include your page increment requirements.

*Response required

7.12.3. Print on Demand (Docutech)*

Please refer to the pricing table section "Print on Demand" and provide the additional cost for up to 180 pages for the quantities respectively (499 or less, 500 to 999, etc.). Please include your page increment requirements.

*Response required

7.12.4. Ballot Image - Splitting Costs*

Please refer to the pricing table section "Ballot Image - Splitting Costs" and provide the price and unit for

Ballot Image Split and the price and ballot type for the Set-up for Ink Jet.

*Response required

7.12.5. Composition Typesetting, Guide Page Assembly - Contractor Created* Please provide your firm's set-up charge for each ballot type for a Primary Election. Please list the cost per party/ballot type. (Provide a description and list what is included in your set up fee).

Likewise, please also provide your firm's set-up charge for each ballot type for a Non-Primary Election.

Please list the cost per party/ballot type. (Provide a description and list what is included in your set up fee).

*Response required

7.13. Scope of Service Questionnaire

7.13.1. Paper*

Self-contained, 8.5" x 11" County Voter Information Guide. Front and Back cover must be postal regulation thickness for post cards. The inside pages can be produced on newsprint stock.

Q: Are you able to meet this requirement? If so, explain how you will meet this requirement?

7.13.2. Ink*

Multiple colors (minimum of 3) including various colors required by the SOS for each political party designation.

Q: Are you able to meet this requirement? If so, explain how you will meet this requirement?

*Response required

7.13.3. Ink - Front Cover*

Black on both sides with a possible call-out box in an alternate color on the design front. Items on the front cover may be in color and include, but not be limited to- County seal and watermark, color for party and ballot type, language, election name, and date. (See County Voter Information Guide).

Q: Explain how you are able to meet this requirement- include detail on your procedures to ensure no loss of data.

*Response required

7.13.4. Ink - Back Cover*

Black print, and designated color to match election and party as specified. Items on the back cover may include but not be limited to- Vote Center location, important dates to remember, International Symbol of Accessibility, election name, date, and signature of applicant. (See County Voter Information Guide attached).

Q: Provide a detailed explanation on your experience printing County Voter Information Guides.

*Response required

7.13.5. Quantities*

Quantities will vary depending on type of election and registration. In your response using the price quote forms, include guide examples for Primary and Combined Primary Party Guides. This shall include all parties in one guide and a separate No Party Preference cover differentiated by those parties allowing crossovers. (For the combined guide, there must be two different outside covers).

Primary Election Combined Primary Guide

Democratic 410,000 900,000 (No party breakdown)

Republican 220,000

American Independent 40,000

Peace and Freedom 6,000

Libertarian 12,000

No Party Preference 190,000

Green 5,000

Total 883,000

Q: Explain how you are able to meet this requirement.

7.13.6. Format*

The County of Sacramento used Adobe CC-14.0 / PDF.

Q: Explain how you are able to meet this requirement- are you familiar with this program? Explain your familiarity and experience.

*Response required

7.13.7. Other*

County Voter Information Guide will include but are not limited to the following:

Sacramento County VRE will supply a pre-assembled PDF County Voter Information Guide type for regular elections by E-68 to E-64. Guides may be in one or multiple languages. Multiple language guides require language call out tabs. Each guide and each language and/or party type may include the following:

Covers – Front and Back

Vote by Mail Instructions

Language* Sections including Tabs

Large Print Format

Sample Official Ballot Pages

Voter Information Pages

Candidate Statement Pages

Measures – Full Text

Analyses

Arguments

Rebuttal Arguments

Maps/Legal Descriptions (if applicable)

Financial Impact Statements

Tax Rate Statements

Miscellaneous Filler Pages

*Currently, Sacramento County is monolingual (English, Spanish, Chinese and Vietnamese). Sacramento

County is currently required to provide certain materials in these additional languages: Tagalog, Telugu, Hindi, Punjabi, Hmong, Japanese, Korean, Laotian, Mien, and Urdu. Vendor must be able to print County

Voter Information Guides in any required language, in a format specified by the ROV.

Primary Election

a. Guide Covers - Approximately 434 (62 x 7)

b. Construction - Glued or stitched (if stitched, 2 staples required)

c. Perforations - Back Cover requires vertical and horizontal perforation, to meet postal regulations.

d. Packaging County Voter Information Guides must be packaged by individual ballot types and party.

Combined Election

a. Guide Covers - (62 x 7)

b. Construction - Glued or stitched (if stitched, 2 staples required)

c. Perforations - Back Cover requires vertical and horizontal perforation, to meet postal regulations.

d. Packaging County Voter Information Guides must be packaged by individual ballot types and party.

Q: Explain how you are able to meet these requirements- include detail on your experience in collating and what precautions and/or procedures you have in place to ensure no loss of data, and correct print runs.

*Response required

7.13.8. Label and Mail*

E-dates are the number of days prior to the actual election date. For example, June 2, 2026 Election

Date, E-35 would be April 27, 2026.

Delivery of in-house (office copies) by E-46 to E-40. Deliver to 7000 65th Street, Suite A, Sacramento CA

95823 (unless advised otherwise).

Label, sort and deliver to specified post office for first cut-off date (60-day close of registration) County

Voter Information Guides by E-40.

Label, sort and deliver to post office for second cut-off date (29-day close of registration) County Voter

Information Guides by E-29 to E-25.

Q: Explain how you are able to meet this requirement- include detail of any subcontractors and length of experience with them. Share your procedures to ensure no loss of data and timely delivery of election materials.

*Response required

7.13.9. Large Print County Voter Information Guides*

Large print County Voter Information Guides with a minimum font size of 18.

Q: Explain how you will meet this requirement. Provide details on your proposed timeline to deliver large print County Voter Information Guides and cost per guide. Provide a large print sample.

*Response required

7.13.10. Quantities *

The ROV will specify definite quantities, in writing, at the time of or before authorization to print. Ballot types, list of precincts and quantities, shall be determined by the ROV approximately E-60 prior to the election.

Quantities of County Voter Information Guides shown on the Pricing Schedule are representative; actual quantities will vary significantly from election to election. A Primary Party Election may require hundreds of different County Voter Information Guides in different languages, or a Combined Primary Party Guide with two separate guide covers for No Party Preference crossover voters with varying quantities. This requires complex receiving and staging of materials and print processes.

Please note the ROV does not guarantee any quantities, estimated usages are based on historical usage data; County does not guarantee any item or any dollar amount will be purchased.

Q: Explain how you are able to meet this requirement- include detail on your knowledge and procedures for staging materials to ensure the integrity of the printing process. Explain in detail your page increment requirements for all your printing options.

*Response required

7.13.11. County Voter Information Guide Covers for Move Act Compliance* Provide electronic (preferable) or camera-ready copies of all County Voter Information Guide covers by ballot type and party for MOVE Act voters. All copies shall be separated by ballot type. Must be available by E-68 to E-64.

Q: Explain how you will be able to meet this requirement- include detail on your procedures to ensure no loss of data between your office and VRE.

*Response required

7.13.12. Electronic Version for Web*

Exact replica of each County Voter Information Guide type used in the election must be provided by vendor to VRE by secure FTP between E-40 and E-35. This is inclusive of cover and inside pages.

Q: Explain how you are able to meet this requirement- include detail on your procedures to ensure no loss of data. What solutions can you offer that allows the ballot image on website to be more accessible to voters with specific needs?

*Response required

7.13.13. Quality Control/On-Site Inspection*

Representatives of VRE will be given full access to the contractor’s premises at any time (day or night) when work is being performed for the ROV. If subcontracting is approved by the ROV, contractor will inform its subcontractor of the access privileges of authorized VRE representatives. Space suitable for conducting document review must be made available for on-site quality control proofreaders if required by the ROV.

The ROV may have an on-site inspector at the contractor’s printing and mail preparation facility(s) during production of County Voter Information Guides for each election. Travel and lodging expenses for authorized VRE employees will be the responsibility of the County.

Q: Do you agree to meet these requirements?

*Response required

7.13.14. Authorized Delay*

Under unusual circumstances, such as but not limited to a court injunction, it may become necessary for the ROV to request contractor to delay or stop printing certain materials. Such requests may be made by telephone by an authorized representative of the ROV and confirmed, in writing (email or fax is acceptable). In the event of an authorized delay, the County shall notify contractor of a revised schedule.

Reprints: The County may order reprinting and/or supplemental printing at any time. Extraordinary costs resulting from a County-caused problem shall be agreed to prior to reprinting. The reprinting and delivery schedule shall be set by the County and is generally expected to occur within a 36 hour turnaround time. The vendor shall keep all plates, artwork and negatives until the day after the election to ensure availability if reruns are required.

Q: What impact do you foresee that reprints would cause? How would vendor ensure the printing schedule meets the ROV’s deadline? What impact would it have on our print job status?

*Response required

7.13.15. Liquidated Damages*

If Contractor fails to deliver the County Voter Information Guides and/or the election materials on or before the dates specified in this section, it is understood that the County will suffer damages. It being impractical and infeasible to determine the amount of actual damages, in light of the impossibility of predicting the effect of the particular delay on the public welfare, it is agreed that for each calendar day after the delivery dates specified in this section that the ballots and/or election materials have not been delivered, Contractor shall pay the County an amount equal to 2% of the amount of the contract for the specific election as fixed and agreed liquidated damages but not as a penalty.

Contractor does hereby authorize the County to deduct such liquidated damages from the amount due.

Contractor further agrees that any such deduction shall not in any degree release it from further obligation and liabilities in regard to the fulfillment of the entire contract.

Liquidated damages will not be charged for each calendar-day delay caused by the County. Likewise, provided that Contractor has within one day of delay notified the ROV, Contractor shall not be charged with liquidated damages or any excess costs when the delay in delivery is due to the acts or omissions of the County, or due to unforeseen causes beyond the control and without the fault of Contractor including but not restricted to a court order, acts of God, or acts of the public enemy.

No delays and extensions of time will be granted on account of work performed in a grossly negligent manner by a supplier.

Q: Do you agree to meet these requirements? Explain any concerns.

*Response required

7.13.16. Delivery*

Vendor must meet all deadlines set by the ROV. If the ROV makes a change in schedule or quantities, the vendors schedule will be adjusted accordingly.

Delivery of County Voter Information Guides shall be separated by ballot type, party and language (as specified)*, boxed, and palletized. All deliveries to VRE must be made with 24 hour notification to VRE unless otherwise specified by the ROV. Failure to notify the ROV will result in vendor being charged for costs incurred by election personnel. For all deliveries to other locations requested by the ROV (USPS, Mail House, etc), vendor must notify location prior to day of delivery to arrange for personnel at delivery sites.

*Primary Elections are boxed by ballot type, party and language (as specified). General or Special

Elections are boxed by ballot type and language (as specified).

Q: Do you agree to meet these requirements? Explain how changes to schedule and or quantities will affect your schedule.

*Response required

7.13.17. Subcontractors*

Vendor will provide a list of all subcontractors along with addresses and contacts and emergency telephone numbers of any subcontractor selected to assist with this project. (Attachment H). Vendor shall obtain prior written approval from the ROV before subcontracting any of the services delivered under this contract. Quality Control teams and VRE personnel may visit subcontractor’s premises to inspect work during project at the discretion of the ROV.

Vendor remains legally responsible for the performance of all contract terms including work performed by third parties under subcontracts. Any subcontracting will be subject to all applicable provisions of this contract. Vendor shall be held responsible by the ROV for the performance of any subcontractor. All fiscal charges of subcontractor are the responsibility of the vendor.

Q: Do you agree to these requirements? You must fill out Attachment R and submit with your bid.

(Subcontracting will be considered as one of the many decision criteria)

*Response required

7.13.18. Official Ballot Image*

When requested by the ROV, vendor shall be responsible for splitting and inserting the Official Ballot image ensuring there is no data loss in the Sample Ballot fold. (Image is an Official Ballot PDF that must be split by the vendor and inserted to specific designated pages in County Voter Information Guide.) The

Official Ballot image will be inserted at the page location designated by the ROV. Refer to attached samples.

Q: Can you meet this requirement, and if so, are there additional costs? If additional costs are incurred, include the per split cost in your cost sheet attachment. A two card double sided ballot would require 4 splits. Include detail on your procedures to ensure no loss of data of candidates or contests. Explain your proofing process.

*Response required

7.13.19. Data Sources Supplied By the ROV*

The ROV will provide a pagination document and will send guide images and data files to vendor’s secure FTP Site between E-68 and E-64. VRE will provide extract of voter file for addressing and labeling purposes at E-65 to E-60 for initial mailing and at E-29 to E-25 for all supplemental mailing requirements.

Addressing information provided by the ROV shall not be updated or altered in any way without prior approval by the ROV.

Q: Explain whether the time allotted to meet this requirement is sufficient. Include detail on your timelines needed to fulfill this requirement and E date.

*Response required

7.13.20. Printer*

FINAL SIGNOFF OF COUNTY VOTER INFORMATION GUIDE

Vendor is required to…