Elections Absent Voter Ballot Boxes Q (1)

Michigan Department of State Absent Voter Ballot Drop Box Request for Proposal No. 230000001345 Solicitation Manager Name: Ross Anderson Direct Phone: 517-241-1513 Email: AndersonR36@michigan.gov

Question Date: 2023-03-08

1. Question: When will we know if our bid is accepted and the amount of Drop Boxes we are awarded?

Once the proposal deadline of 3:00 PM EST, Friday, March 17, 2023, has passed, the Michigan Department of State (MDOS) will immediately begin the technical evaluation of bid responses. The time it takes to evaluate the bids depends on the number and complexity of the responses received. The MDOS target is to complete technical evaluations and notify all bidders by end-of-day Friday, March 24, but may take a little longer.

MDOS is not awarding a specific number of absent voter ballot drop boxes to any particular vendor nor guaranteeing a minimum dollar amount or number purchases. Instead, BOE will maintain a catalogue or spreadsheet showing the available stock and prices from all awarded vendors. Jurisdictions will order based on that information.

For example, MDOS awards three bidders a contract. For mid-June, the vendors stated they have this availably (where styles indicate equivalence / similarity):

In the first week, in chronological order:

· Jurisdiction 1 tells BOE they want: one deluxe A and two style B from vendor 1. Vendor 1’s deluxe A is the most expensive but is 2” narrower than vendor 2’s deluxe A and fits better in the jurisdiction’s space.

· Jurisdiction 2 tells BOE they want: one deluxe A from vendor 2. They also want 4 style B boxes but have to request 2 from vendor 1 (the remaining quantity after jurisdiction 1’s requests) and 2 from vendor 2.

· Jurisdiction 3 wants 2 style B boxes from vendor 2 as these style B boxes are no longer available from vendor 1.

BOE compiles the jurisdictions’ requests and orders:

· From vendor 1, one deluxe A and four style B.

· From vendor 2, one deluxe A and six style B.

· Vendor 3 receives no orders.

2. Question: for the mid-June delivery date, is the percentage of units shipped a firm amount?

No, the percentage is an estimate. Because Michigan’s elections are decentralized, local jurisdictions can have elections on local issues in August with deadlines governed, within limits, by their own statutes. BOE will learn which jurisdictions are having an August election (and will need to order for the mid-June delivery date) on a rolling basis beginning in May and will not have a total number until early- to mid-June. For this reason, BOE cannot provide a firm percentage or amount for any of the listed delivery dates.

3. Question: are delivery dates flexible?

Michigan state law requires absent voter ballots be sent at least 45/40 days before an election depending on the absent voter ballot type. BOE’s goal is to have an absent voter ballot drop box for voters to return these ballots. For this reason, the three deadlines listed (mid-June, August 24, and December 14) are inflexible. However, recognizing that this is short notice, you may respond in bidder box 1.1 with any information about needed flexibility and what quantities you expect to have available at different dates.

You are still encouraged to respond even if you are not able to meet one of the deadlines or expect to have some difficulties due to shortages, supply chain issues, etc. List the issue(s) and details as an exception in bidder box 1.1.

For example, if you do not have any absent voter ballot drop boxes in stock and will not have any before August, make a note of that and state what absent voter ballot drop boxes (styles / specifications and quantity) you will have available for December 14.

4. Question: What is your payment deposit policy?

The State of Michigan only makes payment for services and goods already received and properly invoiced and does not make advance deposits for goods or services not already received.

5. Question: Who is authorized to order?

All State of Michigan orders will be made using a Delivery Order issued by the Michigan Department of State.

6. Question: Will each precinct be ordering separately or to a distribution center?

Through 2023, the BOE is expected to order almost all of the absent voter ballot drop boxes. However, the boxes must be shipped to each jurisdiction as BOE does not have a large distribution center. The jurisdictions will provide shipping addresses to BOE, who will provide the addresses when ordering.

Not every precinct will receive a drop box. For example, the City of Lansing has 40 voting precincts but will only receive about 6 drop boxes paid for by the State of Michigan. Some jurisdictions will have a central storage / distribution location, while others will not.

After 2023, it is expected that most if not all of the orders will be made by jurisdictions. These are expected to be smaller orders (one or a few boxes) and will be paid for by the ordering jurisdiction, with delivery details provided at the time of order.

7. Question: Require custom wording/warnings?

No custom wording, warning, or graphics are required. However, if you provide wording or graphics, either included in the base price or as an extra-cost option, please provide the details in the appropriate places in your response.

Question Date: 2023-03-08

8. Question: Lead times?

The RFP requires delivery within 30 calendar days of an order. The RFP also asks that you list the quantities available by certain dates so that BOE is not ordering quantities that you are not able to provide. However, bidder box 2.2 allows you provide the shortest time period to complete a delivery. So, you may use this to provide any information about your delivery needs/capabilities. For example, you could respond with “we can guarantee delivery xx days after an order” or “We can supply xx boxes of style A with xx lead time between ordering and delivery.”

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