Exhibit_A_-_Scope_of_Work.pdf
PDF 107 KB Posted
- Attached to
- Ballot Printing
- Solicitation number
- 25-SQ-158LS
- Issued by
- Volusia County, Florida
About this file
This Scope of Work document outlines the technical and operational requirements for ballot printing services requested by the Volusia County Supervisor of Elections (VCSOE) under RSQ #25-SQ-158LS. The VCSOE seeks a qualified vendor capable of printing Election Day ballots and Vote-by-Mail ballots compatible with Election Systems & Software voting systems, specifically the DS300, DS950, and DS850 tabulation equipment. Ballots shall be produced in portrait orientation at sizes of 8.5" x 11" or 8.5" x 17", either single or double-sided, with specific technical specifications including 80# text weight paper, 0.0061-inch thickness, 140 Sheffield smoothness rating, and 96.0 brightness. The contractor must provide electronic proofs of each ballot style for VCSOE approval prior to final printing, with a maximum turnaround time of seven calendar days from approval to delivery. All ballots must be delivered to the VCSOE office at 1588 N Woodland Boulevard, DeLand, Florida 32720, Monday through Friday between 8:00 a.m. and 5:00 p.m., with prior authorization required for deliveries outside these windows.
The contractor bears full responsibility for ballot security and confidentiality, including maintaining limited access to printing and storage areas and prohibiting release of ballots to unauthorized parties. Election Day and Test ballots shall be packed unbound in shrink-wrapped quantities of 100 by precinct and ballot style, while Vote-by-Mail ballots must be scored and folded to fit within specified envelope dimensions and bound in quantities of 100. Packing slips detailing ballot quantities by type and box, along with shipment tracking information, must accompany all deliveries. Pricing is not established upfront; instead, the VCSOE will request quotes 60 to 90 days prior to each election, and the contractor must hold that pricing for the specific election. Any additional charges require prior VCSOE approval before invoicing. The VCSOE retains ownership of all materials supplied to the contractor and requires their return upon project completion.
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25-SQ-158LS Exhibit A – Scope of Work
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1.0 Purpose
The Volusia County Supervisor of Elections (VCSOE) is seeking a qualified vendor to print Election Day and Vote-by-Mail Ballots.
2.0 Scope of Work
2.1 Technical Specifications
A. Ballot printing shall comply with the Election System & Software’s technical specifications.
B. Ballots shall not vary from the prescribed specifications.
C. The VCSOE shall not be responsible for paying for any ballots not produced in accordance with the ballot specifications.
2.2 Ballot Specifications
Grain Direction on Finished Ballot Long Basis Weight 80# text weight (36.2874 kg) Thickness 0.0061 in. (0.015494 cm) Smoothness 140 Sheffields Moisture 4.8 percent Opacity 96.0 Brightness 96 Pages per Inch (PPI) 338
2.3 Tolerances
Ballot Width 8.5 in (+0.27,-.02) Ballot Length 11 in, 17 in (+/- 0.03) Ink Density 1.15 to 1.25 wet ink density: 1.10 to
1.15 drink ink density
2.4 System Specifications
A. Voting System: Election Systems & Software B. Tabulation Equipment: DS300, DS950, DS850 C. Specifications for each certified voting system may be found on the Florida Division of
Elections website, https://dos.fl.gov/elections/voting-systems/certified-voting-systems-and-vendors/
2.5 Ballot Characteristics
A. Portrait: 8.5” x 11” or 8.5” x 17” B. Single sided or double sided.
C. Single sheet or multiple sheet D. No stubs E. Ballots styles (including precinct split and party, when applicable) overlaid by VCSOE.
F. Page X of X, when applicable, overlaid by VCSOE.
https://dos.fl.gov/elections/voting-systems/certified-voting-systems-and-vendors/ https://dos.fl.gov/elections/voting-systems/certified-voting-systems-and-vendors/
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G. 10% tint on ballot instructions and contest headers.
2.6 Ballot Security and Confidentiality
A. The Contractor shall be responsible for taking precautions to maintain the security of all ballots, including:
1. Maintaining limited access to where ballots are printed and stored.
2. Prohibiting the release of any ballots to anyone other than an approved representative or the VCSOE.
B. The Contractor shall exercise caution and discretion in safeguarding the VCSOE’s information and data. Such material shall not be disclosed to any person outside of those required to perform the services of the agreement.
C. The Contractor shall identify, with their submittal, the method the VCSOE shall utilize when submitting data to the Contractor.
D. The VCSOE retains ownership of all materials supplied to the Contractor and those materials shall be returned at the competition of the project.
2.7 Ballot Orders
A. The VCSOE will provide the Contractor with a PDF file containing all ballot styles B. The VCSOE will submit ballots order utilizing the template provided by the Contractor.
C. A proof of each ballot style, for each type of ballot, shall be provided electronically to the
VCSOE for approval prior to printing. Final ballots may not be printed without receiving approval from the VCSOE.
D. The order may contain any combination of the following: Election Day ballots, Vote by Mail ballots, Backup ballots, Test ballots.
E. The maximum turnaround time for the VCSOE to receive ballots from the time of approval given to the Contractor is seven (7) calendar days.
2.8 Packing Election Day Ballots & Test Ballots
A. All ballots shall adhere to the above specifications along with the following:
1. Ballots shall be packed in boxes sequentially by precinct and ballot style.
2. Boxes shall be clearly labeled on the outside as follows:
i. Ballot categories (Test, Election Day). Categories shall not be mixed within a box.
ii. Ballot Style
3. Ballots shall be shrink-wrapped, unbound, in quantity of 100.
i. Ballot styles shall not be mixed within the quantity of 100.
4. Quantity of boxes
5. The Contractor shall provide the VCSOE with a packing slip of total ballot shipped broken down by type, quantity, per box, etc...
6. The Contractor shall provide the VCSOE with tracking information for shipment.
2.9 Packing of Vote by Mail Ballots
A. All ballots shall adhere to the above specifications, except 2.8, along with the following:
1. Ballots shall be scored and folded
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i. Scoring and folding shall not interfere with ballot timing marks.
ii. Once scored and folded, ballots shall fit in both the outgoing and return ballot envelopes.
2. Current Envelope specifications, subject to change:
iii. Outgoing Domestic Civilian with Window = 6.125 x 9.50
iv. Return Domestic Civilian with return postage = 6 x 9
v. Outgoing Overseas/Military Absent Stateside with Window = 6.25 x 9.625
vi. Return Overseas/Military Absent Stateside with return postage = 6 x 9.50
3. Ballots shall be bound in quantity of 100
4. Quantity of boxes
5. The Contractor shall provide the VCSOE with a packing slip of total ballot shipped broken down by type, quantity, per box, etc...
6. The Contractor shall provide the VCSOE with tracking information for shipment.
2.10 Delivery
A. All ballots shall be delivered to:
Volusia County Supervisor of Elections Office 1588 N Woodland Blvd, DeLand, FL 32720
B. This location has a loading dock.
C. Deliveries shall be Monday-Friday, between 8am and 5pm.
D. If deliveries need to occur outside of that window, the Contractor must receive prior authorization from the VCSOE.
2.11 Pricing
A. Within 60-90 days of an Election, the VCSOE will contact the Contractor to provide a quote.
B. The Contractor shall hold that pricing for that Election.
C. Any additional charges must be approved by the VCSOE prior to invoicing.
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