Description of Work & Bid Form.xlsx

Description of Work

Description of Work - RFB Event # 7165

for the November 2026 General Election

The CCBOE is expecting to receive VBM application requests for the November 2026 General Election and is seeking a vendor to print and mail the applications on an "as needed" basis when the daily quantity reaches 500 or more requests.

Election Estimate:

November 3, 2026 General Election: 15,000 - 20,000 Applications

The vendor and the CCBOE may agree to adjust the PO quantity to account for any increase beyond the estimate.

If an unexpected election occurs in 2026 after the specified term, the CCBOE and the vendor may agree to extend the PO through 12/31/2026. The CCBOE may choose to terminate the agreement with the vendor at any time if disatisfied with the service.

Vendor must be located within 50 miles of the CCBOE, as the CCBOE will need to deliver pre-printed materials.

USPS Business Mail Entry Unit (BMEU) at 2400 Orange Ave, Cleveland 44101

Vendor must be located within 50 miles of the CCBOE, as the CCBOE will need to deliver pre-printed envelopes.

Please visit the next tab to view the Bid Form and enter your pricing.

Bid Form BID FORM - RFB Event # 7165

Vote by Mail Application Printing and Mailing Services - Nov 2026 General Election

Instructions: Please tab through this form to complete the blue highlighted fields. Once completed, please save Excel file as our Vendor Name and RFB Event # (i.e. Printers R Us - RFB # 1234), then upload to the Infor Portal. Thank you.

Supplier Contact Information

Company Name: Date:

Company Street Address:

Contact Name: Title:

Email Address: Phone #:

Daily Rates per Quantity (Daily Rate shall include total cost for printing applications, printing inserts, assembling and mailing packets.)

All quantities listed in this Description of Work & Bid Form are estimates.

The vendor will be paid only on the actual quantity of VBM packets mailed daily using the rates entered above.

Please type YES or NO in this box acknowledging and agreeing to the terms below.

1 - The vendor warrants that all goods and services provided under this contract will conform to the specifications, quality standards, and delivery requirements as stated in this RFB.

2 - In evaluating the bid, the CCBOE may consider documented past performance for the CCBOE or other parties, which may include quality assurance certifications, historical performance data, reliability metrics, or service-level commitments.

3 - The vendor must ensure that the project location is located within 50 miles of the CCBOE and will provide the physical address of the production facility for the purpose of receiving pre-printed materials necessary for this project from the CCBOE.

4 - The vendor understands that VBM applications must be printed, assembled and delivered to the USPS BMEU at 2400 Orange Avenue in Cleveland on the same day as the data file is received by the vendor.

5 - The CCBOE will select the lowest and best bidder for contract award, if any award is made. In evaluating the bids received, the CCBOE will consider whether the bidder's submission conforms with the specifications set forth in this RFB in all materal respects and contains no irregularities or deviations that would affect the bid sum or otherwise give the bidder a competitive advantage. The CCBOE will consider the experience of the bidder, the bidder's financial condition, conduct and performance on prevoius contracts, facilities, management skills and ability to execute the contract properly.

6 - In evaluating the bid, the CCBOE may require submission of audited financial statements, proof of insurance, references from prior clients, or evidence of prior contracts similar in size and scope.

7 - Subcontractors or sub-suppliers must also meet all application qualification criteria. Bidders shall disclose all subcontracting arrangements at the time of bid submission.

8 - The CCBOE reserves the right to reject any or all bids that do not meet the minimum qualifications or whose past performance fails to adequately demonstrate the ability to fulfill the requirements of the CCBOE.

9 - In regard to unbiased business conduct, the bidder acknowledges that this contract is integral to the CCBOE's ability to administer free and fair elections, which constitutes the essence of the contract. When selecting the vendor for award based on this RFB, the CCBOE must consider any action, appearance of impropriety, or political bias that the bidder might impute to the CCBOE. The vendor will not act or engage in any conduct that gives the appearance of impropriety or exhibitis political bias or taints the elections process by reason of any partisanship of any kind, perceived or otherwise. The vendor agrees i) to conduct its operations so as not to cause disrepute, contempt or scandal on the CCBOE or otherwise interfere, directly or indirectly, with the CCBOE's election administration process, and ii) that the vendor acknowledgements and agreeements are a material inducement for the CCBOE to select the vendor for contract award.

10 - The vendor acknowledges that all quantities shown on this Description of Work and Bid Form are strictly estimates. Actual number of days the vendor receives a data file and actual quantity of requests per data file will vary, and billing will be based solely on the number of packets mailed daily. Days in which the vendor does not receive a data file from the CCBOE are not billable. Vendor will invoice the CCBOE monthly within 10 days of the last business day of the month - 1 invoice for September services and 1 invoice for October services, including a copy of the completed supplemental invoice form for each month, as attached. County payment standard is Net 30.

Supp Invoice Form - Sep 2026

Supplemental Invoice Form - November 2026 General Election VBM Applications

Price List (Daily rate includes total cost for printing applications, printing inserts, assembling and mailing packets.)

(Must Match Quote Submitted with Bid)

(This will automatically calculate.)

Supp Invoice Form - Oct 2026

Supplemental Invoice Form - November 2026 General Election VBM Applications

Price List (Daily rate includes total cost for printing applications, printing inserts, assembling and mailing packets.)

(Must Match Quote Submitted with Bid)

(This will automatically calculate.)

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