Description of Work Bid Form - Nov. 2026 Provisional Envelopes.xlsx
XLSX spreadsheet 40 KB Posted
- Attached to
- BOE Provisional Ballot Envelopes 2026 General
- Solicitation number
- 7158
- Issued by
- Ohio
About this file
This is a Description of Work and Bid Form for the Cuyahoga County Board of Elections (CCBOE) in Ohio for the printing and delivery of provisional ballot envelopes for the 2026 General Election. The CCBOE is requesting bids for 28,000 envelopes total: 25,000 with barcodes and 3,000 without barcodes. The envelopes must be manufactured from 70# white stock with black and yellow double-sided printing, finished size 9.5" x 18.5", and include specific features such as a 0.75" x 2.75" window, a center hole, and laser-quality Code 39 barcodes starting with "P" followed by consecutive seven-digit numbers beginning at P2030000. Packaging must consist of 25 envelopes per pack, shrink wrapped. Bids must be submitted through the Infor Supplier Portal by 12:00 PM EST on July 29, 2026, with delivery required by Friday, September 4, 2026. The 25,000 barcoded envelopes must be delivered to the BOE Warehouse at 3951 Perkins Ave, Cleveland, OH 44114, and the 3,000 non-barcoded envelopes to the BOE Admin Building at 1803 Superior Ave, Cleveland, OH 44114. The vendor must provide electronic art proofs and physical proofs of 50 barcoded envelopes for CCBOE approval before full production begins, with approval expected within one business day if no errors are detected.
Pricing is quoted per thousand (per M) on an all-inclusive basis covering programming, setup, and delivery. Bidders must certify that all materials are produced or manufactured in the contiguous continental United States and provide physical addresses of all production facilities, with the CCBOE reserving the right to verify production locations through documentation such as bills of lading or certificates of origin. The CCBOE will award the contract to the lowest and best bidder, evaluating bidders based on conformance with specifications, experience, financial condition, past performance on similar contracts, facilities, management skills, and ability to execute the contract. Bidders may be required to submit audited financial statements, proof of insurance, client references, and evidence of prior similar contracts. All subcontracting arrangements must be disclosed at bid submission, and subcontractors or sub-suppliers must meet all applicable qualification criteria. The vendor warrants that all goods will conform to specifications and delivery requirements, and failure to meet performance guarantees may result in liability for substitute performance costs and loss of goodwill. Additionally, the contractor must conduct operations without political bias or appearance of impropriety, acknowledging that this contract is integral to the Board's ability to administer free and fair elections.
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Other files
| File | Type | Posted |
|---|---|---|
| Envelope Artwork (Front & Back).pdf | ||
| Terms and Conditions - Extension.pdf | ||
| Supplier Portal Instruction Guide.pdf |
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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.
| Performance Guarantees - The vendor warrants that all goods and services provided under this contract will conform to the specifications, quality standards, and delivery requirements stated in this RFB. - 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. - The supplies procured under this RFB are essential to the CCBOE's execution of a successful election. Time is of the essence. Failure to meet performance guarantees will result in damages that are difficult if not impossible to assertain prior to being actually incurred that include costs to obtain substitute performance and loss of good will. |
| Domestic Requirements: - The Supplier must ensure that all articles, materials, and supplies procured under this RFB are produced or manufactured in the contiguous continental United States of America (i.e., lower 48 states, which exludes Alaska and Hawaii). |
- Bidders shall provide the physical address of all production facilities and certify that all goods supplied under this contract will originate from those facilities.
- The CCBOE reserves the right to verify production locations and may request documentation, including bills of lading or certificates of origin.
Delivery: Delivery of all envelopes must occur 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, indicate whether you can deliver the envelopes by the date specified above, or if you require additional lead time.
| Bid Evaluation - The CCBOE will select the lowest and best bidder for contract award, if any award is made. In evaluating the bids recieved, the CCBOE will consider whether the bidder's submission conforms with the specifications set forth in this RFB in all material 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 previous contracts, facilities, management skills, and ability to execute the contract properly. - 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. - Subcontractors or sub-suppliers must also meet all applicable qualification criteria. Bidders shall disclose all subcontracting arrangements at the time of bid submission. - 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. |
| 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 |
| 7/24/26 | Friday | RFB is posted to Infor Supplier Portal and CCBOE's Website. |
| 7/29/26 | 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 9/4/2026, 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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