Description of Work & Bid Form.xlsx
XLSX spreadsheet 38 KB Posted
- Attached to
- BOE Provisional Ballot Envelopes 2026 General
- Solicitation number
- 7117
- Issued by
- Ohio
About this file
Summary of Description of Work & Bid Form
This is a bid form and scope of work document for the Ohio Board of Elections procuring provisional ballot envelopes for the 2026 General Election. The procurement requests the supply of provisional ballot envelopes, with specific quantities and specifications detailed in the bid form. The document outlines the products required, including envelope dimensions, printing specifications, and material requirements necessary for election administration. Bidders are required to complete the provided bid form with pricing information and submit responses by the specified deadline. The contract will cover the supply and delivery of materials needed for the 2026 General Election cycle, with delivery expectations and performance terms outlined in the scope of work.
The bid form establishes pricing structure for the provisional ballot envelopes, with bidders required to provide unit costs and total pricing for the requested quantities. The procurement may include set-aside preferences or requirements typical of Ohio public purchasing. Award of the contract will be based on bid evaluation criteria including price, quality, delivery capabilities, and vendor qualifications. The contract term is tied to the 2026 election cycle, with delivery and completion requirements aligned with pre-election timelines to ensure materials are available for election administration purposes.
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Other files
| File | Type | Posted |
|---|---|---|
| Envelope Artwork (Front & Back).pdf | ||
| Supplier Portal Instruction Guide.pdf | ||
| Terms and Conditions.pdf |
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Text version
Description of Work
CCBOE Provisional Ballot Envelopes 2026 General Election Vendor Responsibilities:
The Cuyahoga County Board of Elections ("CCBOE") is requesting bids for the printing of 28,000 envelopes to hold provisional ballots. 25,000 of the envelopes will contain barcodes, and 3,000 will not have a barcode. The envelopes shall be provided according to the specifications listed below (see attached sample envelopes for further clarification):
Description: Open-end catalog with one inch peel and seal flap.
Printing and Paper Stock: 70# White Stock, Black and Yellow Ink (double sided)
Finished Size: 9.5" x 18.5"
Windows: One 0.75” x 2.75” window located 1.25” from top and 0.6” from left on English side of envelope.
Center Hole: One hole about 0.5” in diameter located at or near the center/right of the envelope (this hole should go through both sides). This hole is depicted in the sample artwork attached in the Supplier Portal.
Packaging: 25 envelopes per pack, shrink wrapped.
Bar Code: Laser quality (600 dpi) Code 39 bar code at top left of envelope (under "DO NOT FOLD BALLOT") starting with letter “P” and consecutive 7-digit number beginning P2030000. It is important that there are no duplicate bar codes included.
Proofs: The vendor must provide proofs as soon as possible after receiving the artwork. The envelopes must be delivered by the requested delivery date regardless of the date that the proofs were sent/approved.
Electronic Proofs: The vendor must submit an art proof of the barcoded and non-barcoded provisional envelopes to the CCBOE via email shortly after the vendor has been selected. The vendor may not begin printing the artwork until receiving the approval to print from the CCBOE.
Physical Proofs with Barcode: Before producing the full order of envelopes, the vendor must print an initial batch of 50 barcoded envelopes as hard copy proofs for CCBOE review. The vendor may not proceed with production of the remaining envelopes until the CCBOE has approved these proofs and confirmed barcode quality.
Delivery: Please deliver all envelopes by Friday, September 4, 2026*.
-The 25,000 barcoded envelopes should be delivered to the BOE Warehouse at 3951 Perkins Ave, Cleveland, OH 44114.
-The 3,000 non-barcoded envelopes should be delivered to the BOE Admin Building at 1803 Superior Ave, Cleveland, OH 44114.
Hours of operation for both buildings are M-F, 8:30AM - 4:30PM
*When completing the bid form, please indicate whether you can deliver the envelopes by the date specified above, or if you require additional lead time.
CCBOE Responsibilities:
The CCBOE will send the vendor the final artwork upon award.
The CCBOE will provide approval to print within 1 business day of receiving the art proofs and barcode proofs, as long as no errors are detected.
Project Timeline CCBOE Provisional Ballot Envelopes 2026 General Election
| Project Timeline | ||
| Date | Day of Week | Description |
| 7/9/26 | Thursday | RFB is posted to Infor Supplier Portal and CCBOE's Website. |
| 7/15/26 | Wednesday | Bids must be submitted in the Infor Portal by 12:00 PM EST. The CCBOE opens bids and selects a vendor*. |
| ASAP | ASAP | Vendor must send pdf proofs of artwork and hard copy barcode proofs to the Board's Executive Office ASAP. The CCBOE will send approval to print within 1 business day of receiving the proofs. |
| 9/4/26 | Friday | Vendor delivers the envelopes to the CCBOE by this date. |
| * If the minimum number of bids are not received by the above deadline, the CCBOE may conduct another RFB as a "2nd Effort" for a minimum of 1 business day. Successful respondants of the 1st Effort do not need to resubmit a bid if a 2nd Effort is required. |
Bid Form CCBOE Provisional Ballot Envelopes 2026 General Election 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. Pricing is per thousand (per M) and is all-inclusive (programming, setup, delivery, etc.)
Vendor Contact Information:
Company Name: Date:
Contact Person Name: Title:
Email Address: Phone #:
| Bid Pricing | ||||||
| Quantity | Item | Rate | Unit | Total | ||
| 1 | 28,000 | Envelopes | ||||
| (White) | $ - 0 | per/m | $ - 0 | |||
| 2 | 25,000 | Printing: Barcoded Envelopes | $ - 0 | per/m | $ - 0 | |
| 3 | 3,000 | Printing: Non-Barcoded Envelopes | $ - 0 | per/m | $ - 0 | |
| 4 | 1 | Delivery to Warehouse Location | ||||
| (25,000 Envelopes) | $ - 0 | EA | $ - 0 | |||
| 5 | 1 | Delivery to Admin Building | ||||
| (3,000 Envelopes) | $ - 0 | EA | $ - 0 | |||
| $ - 0 |
| Estimated Lead Time/Delivery Date: |
| Please include your estimated lead time and/or delivery date above. If you can guarantee delivery by the CCBOE's requested date of 9/11/2026, please indicate as such. |
Additional Information to be Considered (if any):
*** 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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