Description of Work & Bid Form.xlsx
XLSX spreadsheet 39 KB Posted
- Attached to
- BOE Confirmation Notices 2026
- Solicitation number
- 6901
- Issued by
- Ohio
About this file
This is a Description of Work and Bid Form document for the Cuyahoga County Board of Elections (CCBOE) in Ohio requesting bids for printing and mailing services to deliver 2026 Confirmation Notices. The project involves printing, assembling, and mailing approximately 46,000 voter confirmation notices in three categories: NCOA In-County (9,742 notices), NCOA Out-of-County (4,993 notices), and Supplemental notices (30,692 notices). Each notice type will include English and Spanish versions, printed double-sided on 20#/60 bond paper. The vendor must provide 200 random PDF proofs for each notice type (600 total) by specified deadlines: NCOA proofs by Tuesday, March 17, 2026, and Supplemental proofs by Wednesday, March 18, 2026. CCBOE will provide approval to print no more than one full business day after receiving proofs. The vendor must deliver all presorted completed notices to the USPS Business Mail Entry Unit at 2400 Orange Ave, Cleveland, Ohio by Tuesday, March 24, 2026 at 5:00 PM. The CCBOE will provide three data files containing variable information including names, addresses, voter IDs, and polling addresses (for NCOA In-County only) no later than Monday, March 9, 2026 for NCOA notices and Tuesday, March 17, 2026 for Supplemental notices.
Vendors must submit bids using the provided Excel form with pricing for four line items: printing of notices and variable data with assembling and sorting at a rate per thousand; #9 return envelopes printed in green ink at a rate per thousand; #10 windowed envelopes printed in black ink at a rate per thousand; and a flat fee for delivery to USPS. Quantities are subject to change with no more than ±15% variation expected, and the CCBOE will only pay for actual quantities printed and mailed. The vendor is responsible for correcting any errors detected before or after mailing at their own expense. Unused envelope portions should be returned to the CCBOE, and associated return costs may be included in the invoice. A material requirement stipulates that respondents acknowledge this contract is integral to administering free and fair elections and commit to unbiased business conduct with no appearance of impropriety or political bias.
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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 2026 Confirmation Notices |
| Description of Service: |
| Project Deadline: 3/24/2026 |
| Print, Assemble, and Mail Confirmation Notices. |
The Cuyahoga County Board of Elections ("CCBOE") is required by the Ohio Secretary of State, per Directive 2026-19, to send National Change of Address ("NCOA") and Supplemental Process 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.
There are 3 types of notices to be mailed:
1.) NCOA In-County (qty. 9,742*) 2.) NCOA Out-of-County (qty. 4,993*) 3.) Supplemental (qty. 30,692*)
Each type of notice will have a "Sheet 1 (English)" and a "Sheet 2 (Spanish)". Both sheets will be double sided for each type of notice- letter will be on the front side, form will be on the back side for both sheets.
| * 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. |
| 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, one for English and one for Spanish.
- 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 (English) of each notice requires variable data on the front letter side and variable data on the form back side, which will include a barcode.
- Sheet 2 (Spanish) of each notice requires variable data only on the form back side, which will include a barcode.
- Proofs
- The vendor must provide the CCBOE with 200 PDF "random" proofs of each type of notice (600 proofs total)
- Each proof shall include both sides of Sheet 1 (English) and Sheet 2 (Spanish).
- "Random" is defined as a mix of addresses within various municipalities. At least one proof per municipality must be represented.
- The NCOA proofs (In County and Out of County) should be provided by Tuesday, 3/17/2026
- The Supplemental proofs should be provided by Wednesday, 3/18/2026
- 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 (English) must be visible from the window of the outgoing envelope.
- Printing of Envelopes
- Please provide pricing for the printing of #10 windowed outgoing envelopes and #9 return envelopes
- #9 Return envelopes will be printed with green ink
- #10 Windowed envelopes will be printed with black ink
- 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 Tuesday, 3/24/2026 at 5:00 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 3/24/2026, 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. The vendor may include the cost of the envelopes returned to the CCBOE on their invoice. |
| CCBOE Responsibilities: |
| - Files: The CCBOE will send the data files to the selected vendor containing the following variable information: |
- Names
- Addresses
- Voter ID #
- NCOA In County ONLY: Polling Address
There will be 3 data files total - 1 for each type of notice. The NCOA In-county and NCOA out-of-county files are expected to be available no later than Monday, 3/9/2026. The Supplemental file should be available no later than Tuesday, 3/17/2026.
Timeline
| NCOA and Supplemental Mailing Timeline | ||
| Day of Week | Date | Description |
| Monday | 3/16/26 | CCBOE sends NCOA data files to Vendor |
| Tuesday | 3/17/26 | Vendor sends NCOA proofs to CCBOE |
| Tuesday | 3/17/26 | CCBOE reviews NCOA proofs |
| Tuesday | 3/17/26 | CCBOE sends Supplemental data file to Vendor |
| Wednesday | 3/18/26 | Vendor sends Supplemental proofs to CCBOE |
| Wednesday | 3/18/26 | CCBOE reviews Supplemental Proofs |
| Tuesday | 3/24/26 | Vendor delivers notices to USPS BMEU by 5:00 PM |
Bid Form
| Bid Form |
| Printing and Mailing Services for 2026 Confirmation 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. |
Supplier Contact Information:
Company Name: Date:
Respondent's Name: Title:
Email Address: Phone #:
| 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 | 46,000 | #9 Return Envelopes | ||||
| (Green Ink) | $ - 0 | per/m | $ - 0 | |||
| 3 | 46,000 | #10 Windowed Envelopes | ||||
| (Black Ink) | $ - 0 | per/m | $ - 0 | |||
| 4 | 1 | Cost of Delivery to USPS | $ - 0 | EA | $ - 0 | |
| Bid Total: | $ - 0 |
Additional Information to be Considered:
Example: Additional setup fees, quantity rate changes, postage savings from presort mailing services, etc.
*** 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.*** image1.png
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