IFB__25-023_-_VIG_Mass_Mailing_June___November_2026.pdf

Invitation For Bid (IFB)

Notice to Prospective Bidders

IFB #25-023

VIG Mass Mailing June & November 2026 Elections

January 16, 2026

You are invited to review and respond to this Invitation for Bid (IFB), entitled #25-023 –

VIG Mass Mailing June & November 2026 Elections. In submitting your bid, you must comply with these instructions.

This solicitation requires all bidders meet the minimum Disabled Veterans Business

Enterprise (DVBE) 3% participation goal for this solicitation. However, this solicitation excludes the DVBE incentive and adjustments will not be applied to bids with more than

3% DVBE participation.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions (GTC 02/2025) and Contractor Certification

Clauses (CCC 04/2017) that may be viewed and downloaded at the following Internet site:

https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language

In the opinion of Secretary of State, this IFB is complete and without need of explanation.

However, if you have questions, or should you need any clarifying information, the contact for this IFB is:

Henry Vue, Contract Analyst

Contract Services Unit

Secretary of State contractservices@sos.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Contract Services | Management Services Division | 1500 11th Street, Suite 460

Sacramento, CA 95814 | Tel 916.653.5974 | www.sos.ca.gov https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language mailto:contractservices@sos.ca.gov

Table of Contents

Section Page

A) Purpose and Description of Services

B) Bidder Mandatory Qualifications, Resumes and References

C) Bid Requirements and Information

1) Key Action Dates

2) Submission of Bid

3) Bid opening, Evaluation and Selection

4) Award and Protest

5) Disposition of Bids

6) Agreement Execution and Performance

D) Preference Programs

1) Small Business Preference

2) TACPA Preference

E) Required Attachments

1) Required Attachment Checklist

2) Bid/Bidder Certification Sheet

3) Cost Sheet

4) Bidder References……………………………………………………………………………19

5) California Disabled Veteran Business Enterprise (DVBE) Program Requirement ... 21

6) California Civil Rights Laws Certification (DGS OLS 04)

7) Darfur Contracting Act (if applicable)

8) DGS Approved Small Business Certification (if applicable)

9) Payee Data Record (STD 204) ..................................................................................... **

10) Contractor's Certification Clauses (CCC 04/2017) (page 1) ................................... **

F) Sample Standard Agreement (STD 213)

1) Exhibit A – Scope of Work

2) Exhibit A-1 – Timelines and Deadlines

3) Exhibit A-2 – Daily Report Example

4) Exhibit B – Budget Detail and Payment Provisions

5) Exhibit B-1 – Cost Sheet

6) Exhibit C – General Terms and Conditions

7) Exhibit D – Special Terms and Conditions

8) Exhibit E – Additional Provisions

** These documents are not required to be returned with the bid package but are required upon award of the contract. See Attachment 1 – Required Attachment

Check List.

A) Purpose and Description of Services

Elections Code section 9094(a) requires the Secretary of State (SOS) to mail Voter

Information Guides (VIG) to voters registered 60 days prior to a statewide election.

The mailing must begin no less than 40 days before the election and continue on a flow basis ending no later than 28 days prior to the election. The SOS is required to mail one copy of the VIG to each registered voter at the postal address stated on the voter's affidavit of registration, or one VIG to two or more registered voters having the same postal address. The SOS also mails a VIG to California registered voters not residing in the state of California who reside out-of-state within the U.S.

and within U.S. territories during the VIG mailing period. In addition, the SOS shall mail a VIG to all voters registered between 59 and 29 days before the election as an additional mailing.

Please see Exhibit A – Scope of Work (SOW) and the Required Attachments for complete details and information.

The anticipated contract term is March 1, 2026, through December 31, 2026.

B) Bidder Mandatory Qualifications and References

1. Bidder must have a minimum of three (3) years’ experience performing mass mailing services similar in scope and complexity to the services detailed in the attached Exhibit A – SOW and provide that information in Attachment 4 –

Bidder References.

NOTE: The SOS reserves the right to contact references prior to contract award.

Receipt of negative responses may cause the response to be deemed non-responsive.

C) Bid Requirements and Information

1) Key Action Dates

Event Date/Time

IFB available to prospective bidders January 16, 2026

Final Date for Bid Submission February 2, 2026, 4:00 p.m.

Bid Opening February 5, 2026, 10:00 a.m.

1500 11th St, Sacramento CA, 95814 (SOS Rotunda)

Anticipated Notice of Intent to Award February 13, 2026

Anticipated Notice of Award February 20, 2026

2) Submission of Bid

a) Each bidder may submit only one (1) bid. All bids must be submitted under sealed cover and sent/delivered to Secretary of State by the Final Date for Bid

Submission shown above in the IFB, Section C.1 – Key Action Dates. The sealed cover must be plainly marked with the IFB number and title, the Bidder’s name and address, and must be marked with "Do Not Open", as shown in the following example:

VIG Mass Mailing June & November 2026 Elections

Do Not Open

Note: Bids not submitted under sealed cover may be rejected.

b) All bids must include the documents identified in Attachment 1 - Required

Attachment Checklist. Bids not including the proper “required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

c) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm. Note: For the attachments required to be submitted with the Bidder’s response that require signature(s), the use of

Electronic Signatures (eSignature) is being permitted. eSignatures will be accepted and are legally binding and equivalent to handwritten signatures.

d) Delivery of bids

1. Mail bids to the following address:

Attn: Contract Services

1500 11th Street

Sacramento, CA 95814

2. Hand delivered bids shall be delivered to:

Secretary of State Loading Dock

Located near 1025 P Street at mid-block between 10th and 11th.

Ring bell upon arriving

Hours: 9 a.m. – 4 p.m., except for State Holidays

e) Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

f) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State's waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement.

g) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to the State of California.

h) Loss Leader:

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the

Business and Professions Code.”

i) An individual who is authorized to bind the bidder contractually shall sign the

Attachment 2 - Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

j) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

k) A bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline. Upon request, bid packages may be returned only at the bidder's expense.

l) The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

m) The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement.

n) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements.

o) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

p) The State does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

q) No oral understanding or agreement shall be binding on either party.

r) Qualifications to Do Business in California

All corporations, limited liability companies (LLC) and limited partnerships (LP) are required to be registered with the California Secretary of State (SOS) in order to do business* in the state of California. Before contract award can be made, the Contractor must be currently registered and in “Active” status with the California SOS, as required by law, to do business in California; this applies to domestic entities (organized or commercially domiciled in the state of

California) and foreign entities (organized or commercially domiciled outside of California).

During the response evaluation process, the State will verify if the Bidder is currently registered and in good standing (i.e., “Active” status) with the

California SOS, as applicable, in order to ensure that all obligations due to the

State are fulfilled. Therefore, a certificate of status is not required to be submitted with the bidder’s response.

* “Doing business” is defined in the California Revenue and Taxation Code §

23101 as “actively engaging in any transaction for the purpose of financial or pecuniary gain or profit”. Although there are some statutory exceptions to taxation, rarely will a contractor performing within the state not be subject to the applicable franchise tax.

s) Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22

(the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S.

government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

By signing Attachment 2 - Bid/Bidder Certification Sheet the Bidder certifies that they agree to the above.

t) Generative Artificial Intelligence (GenAI)

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI, while balancing the risks of these technologies.

Bidder/Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or

(iii) Contract performance. For avoidance of doubt, the term "materially impacts" shall have the meaning set forth in State Administrative Manual

(SAM) 4986.2.

https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder/Offeror of GenAI as required, the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

Government Code 11549.64 defines “Generative Artificial Intelligence

(GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data

u) Priority Hiring Considerations for Contracts with a Value in Excess of $200,000:

Every contract for services in excess of $200,000 shall contain a provision requiring the contractor to give priority consideration in filling vacancies in positions funded by the contract to qualified recipients of aid under Welfare and Institutions Code § 11200 (PCC § 10353).

3) Bid Opening, Evaluation and Selection

a) All bid packages properly received according to the IFB instructions on or before the bid due date will be publicly opened and read.

b) Bidders that would like to attend the in-person Bid Opening may do so per the date, time and location identified in Section D.1, Key Action Dates, Bid

Opening.

c) At the time of bid opening, each bid may be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

d) At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

e) The State will evaluate each bid to determine its responsiveness to the published requirements.

f) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64.&highlight=true&keyword=Generative%20Artificial%20Intelligence

4) Award and Protest

a) The award, if made, will be to the responsive and responsible Bidder that offers the lowest cost.

b) In the event of Tie Bids, a coin toss will be performed. In such event, the coin toss will be observed by witnesses and the affected bidders will be invited. In the event of a Tie Bids Between a Small Business and DVBE Small Business, should a precise tie between the low responsible bid of a certified small business and the low responsible bid of a certified disabled veteran owned business that is also a small business occur, the contract must be awarded to the disabled veteran owned small business. (GC § 14838 (f); 2 CCR 1896.8(f)).

c) Whenever an agreement is awarded under a procedure which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified five (5) working days prior to the award of the agreement.

d) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

e) Any Bidder who submits a bid may file a protest if the Bidder believes its bid package is responsive to all IFB requirements and its bid is the lowest dollar bid.

Protests are limited to the grounds described in Public Contract Code (PCC)

Section 10345.

f) If any bidder, prior to the award of agreement, files a written protest with the

Department of General Services, Office of Legal Services, and the Secretary of State on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

g) Within five (5) days after filing the initial protest, the protesting bidder shall file with both the Department of General Services and the awarding agency a detailed written statement specifying the grounds for the protest if the original protest did not contain the complete grounds for the protest.

h) The written protest must be submitted to both of the following:

a. Department of General Services, Office of Legal Services

Attn: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330

West Sacramento, CA 95605

Email: OLSProtests@dgs.ca.gov

b. Secretary of State

Attn: Contract Services

1500 11th Street, 4th Floor, Room 460

Email: ContractServices@sos.ca.gov

The statement must contain the law, rule, regulation, practice, IFB number, name of the State agency involved, the agency contract person and detail reason(s) the protestant believes the awarding agency has improperly applied in awarding the Agreement.

i) Protests may be submitted by regular mail, email, courier, or personal delivery.

Protestants should include their email address if they have one and advise if they will accept service of documents pertaining to the protest via email.

j) Upon on resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency the Payee Data Record

(STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at https://www.dgs.ca.gov/PD/Forms. under the heading Office of State

Publishing (OSP) Standard (STD) forms. No payment shall be made unless a completed STD 204 has been returned to the awarding agency.

k) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to the awarding agency, page one (1) of the Contractor

Certification Clauses (CCC 04/2017), which can be found on the Internet at:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-

Services-Resources-List-Folder/Standard-Contract-Language.

5) Disposition of Bids

a) By submitting a bid, Bidder agrees to the Terms and Conditions stated in this

IFB, Exhibit A - SOW and the resulting Contract. Responses received after the

Final Date for Bid Submission may not be assessed. Bids received in response to the SOW will be valid for one hundred eighty (180) days after the Final Date for Bid Submission. Bidder agrees to have available the appropriate skills to complete the resulting Contract for all services as described in the solicitation and SOW.

mailto:OLSProtests@dgs.ca.g mailto:ContractServices@sos.ca.gov https://www.dgs.ca.gov/PD/Forms https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

b) Submitting responses that include assumptions, added conditional statements or statements regarding changes to the SOW in this IFB may result in the offer being found non-responsive.

c) Submitting documents in the bid that are marked as “Confidential”, “Proprietary” or similarly labeled and/or appear to contain sensitive information, that at the State’s discretion, may be considered an information security issue; therefore, may be grounds for the bid being deemed non-responsive and the bid rejected. Bids rejected for this purpose will have all pages which contain such labels or information destroyed prior to Award of the contract pursuant to this IFB.

d) Upon review of the bids received and subsequent Contract Award, all documents submitted in response to this IFB shall become the property of the

State of California and shall be regarded as public records under the California

Public Records Act (Government Code Section 7920.000 et seq.), thereby subject to review by the public.

e) The State, at its discretion, reserves the right not to make an award or reject all bids, in the best interest of the State.

6) Agreement Execution and Performance

a) Performance shall start not later than thirty (30) days, or on the express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

D) Preference Programs

1) Small Business Preference:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-

Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE

2) TACPA Preference:

For bids in the amount of $100,000 and over, the following preference programs apply if your firm is qualified: Target Area Contract Preference Act (TACPA).

Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with the bid:

https://www.dgs.ca.gov/SearchResult?search=TACPA&divisionid=

E) Required Attachments

Refer to the following pages for additional Required Attachments that are a part of this IFB and agreement.

https://www.dgs.ca.gov/SearchResult?search=TACPA&divisionid=

Attachment 1

Required Attachment Check List

A complete bid or bid package will consist of the items identified below. Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to the State. For your bid to be responsive, all required attachments must be returned. This checklist also must be returned with your bid package.

Attachment Attachment Name/Description

_____ Attachment 1 Required Attachment Check List

_____ Attachment 2 Bid/Bidder Certification Sheet

_____ Attachment 3 Cost Sheet

_____ Attachment 4 Bidder References

_____ Attachment 5 California Disabled Veteran Business Enterprise (DVBE)

Program Requirement - Forms and Instructions

1. DGS PD 843 – DVBE Declaration

2. DGS PD 05-105 – Bidder Declaration

_____ Attachment 6 California Civil Rights Laws Certification (DGS OLS 04)

_____ Attachment 7 Darfur Contracting Act (if applicable)

_____ Attachment 8 DGS Approved Small Business Certification (if applicable)

_____ Attachment 9 Payee Data Record (STD 204). **

_____ Attachment 10 Contractor Certification Clauses (CCC 04/2017). **

** These documents are not required to be returned with the bid package, but are required upon award of the contract:

• The Payee Data Record (STD 204) can be found at:

https://www.dgs.ca.gov/PD/Forms.

• The Contractor’s Certification Clauses (CCC 04/2017) can be found at:

Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/PD/Forms https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

Attachment 2

Bid/Bidder Certification Sheet

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package in duplicate with original signatures. The bid must be transmitted in a sealed envelope in accordance with IFB instructions.

Do not return the "Sample Standard Agreement" at the end of this IFB.

A. Our all-inclusive bid is submitted as detailed in Attachment 3, Cost Sheet.

B. All required attachments are included with this certification sheet.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

An unsigned Bid/Bidder Certification Sheet may be cause for rejection.

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID

No.(FEIN)

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Email:

15. Are you certified with the Department of General Services, Office of Small Business and

Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business

Yes No

If yes, enter certification number:

b. Disabled Veteran Business Enterprise

Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSDS, if an application is pending:

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item

Numbers

Instructions

1, 2, 2a, 3 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s

Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13 Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans

Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDS.

Attachment 3

Cost Sheet

CLIENT: Secretary of State

PROJECT TITLE: June 2, 2026, Primary Election and November 3, 2026, General

Election Voter Information Guides (VIG) Mass Mailing

The undersigned Contractor, as Bidder, declares that they have carefully examined all documents contained or referenced within this Invitation for Bid (IFB) and are familiar with all requirements, and agrees, if the bid is accepted, to complete the services as described in Section 1, Purpose and Description of Services, in accordance with the Contract Documents, for the complete term of the Agreement.

Bid amount to include and cover all costs including freight and all taxes for the furnishing of all materials, and the performance of all the labor and the providing of all necessary machinery, tools, apparatus, and other means of service, in addition to the performance and completion of all the work in the manner set forth, described and shown in Exhibit A, Scope of Work. The State does not guarantee they will require the total quantity of work outlined herein.

All shipping/freight charges for transporting printed material from Office of State

Publishing (OSP) (885 Riverside Parkway, West Sacramento, CA) to the Contractor’s facility and transportation of addressed, sorted mail destined for the appropriate

USPS Sectional Center Facility (SCF) will be arranged and paid by the Contractor. This transportation cost must be estimated and included in the contractor’s quoted price and cannot be billed separately or additionally to the State. All cells containing a dollar sign ($) must be filled out by Bidder or be deemed non-responsive.

PART I: JUNE 2, 2026, PRIMARY ELECTION MASS MAILING

DATA PROCESSING:

Based on an estimated amount* up to 14 million address files but billed per actual amount of address files. Address files include approximately 800,000 addresses for nine (9) different lots of

Additional Languages VIGs. Additionally, addresses will be processed as part of an additional mailing.

INCLUDES: Presort Marketing Mail Nonprofit sort, DSF, and

SCF/NDC entry.

Price per

1,000

ADDRESSING/LABELING/PROCESSING/TRANSPORTATION:

Based on an estimated amount* up to 14 million VIGs. Quantity includes at least nine (9) different lots of Additional Languages

VIGs totaling approximately 800,000. Additionally, addresses will be processed as part of an additional mailing.

INCLUDES: Set up machines, submit address block sample for SOS approval, inkjet addresses, bundle and strap, and palletize. Timely pick up of VIGs from the Office of State Publishing and receipt of

VIG deliveries from print vendor subcontractors, storage of printed

VIGs until processed and ready for mailing, and transport to mailing facility once processed. Prepare and deliver VIGs to SCF and provide daily status reports for the initial 60-day, supplemental 29-day, and Additional Languages mailings of the

VIG to SOS. Provide trouble-shooting assistance and localized remailings if print and/or mailing issues arise.

Page

Count

Price per

1,000

Part I Average Total Cost = (Sum of Page Counts/14) + Data

Processing)

PART II: NOVEMBER 3, 2026, GENERAL ELECTION MASS MAILING

DATA PROCESSING:

Based on an estimated amount* up to 14 million address files but billed per actual amount of address files. Address files include approximately 800,000 addresses for nine (9) different lots of

Additional Languages VIGs. Additionally, addresses will be processed as part of an additional mailing.

INCLUDES: Presort Marketing Mail Nonprofit sort, DSF, and

SCF/NDC entry.

Price per

1,000

ADDRESSING/LABELING/PROCESSING/TRANSPORTATION:

Based on an estimated amount* up to 14 million VIGs. Quantity includes at least nine (9) different lots of Additional Languages

VIGs totaling approximately 800,000. Additionally, addresses will be processed as part of an additional mailing.

INCLUDES: Set up machines, submit address block sample for SOS approval, inkjet addresses, bundle and strap, and palletize. Timely pick up of VIGs from the Office of State Publishing and receipt of

VIG deliveries from print vendor subcontractors, storage of printed

VIGs until processed and ready for mailing, and transport to mailing facility once processed. Prepare and deliver VIGs to SCF and provide daily status reports for the initial 60-day, supplemental 29-day, and Additional Languages mailings of the

VIG to SOS. Provide trouble-shooting assistance and localized remailings if print and/or mailing issues arise.

Page

Count

Price per

1,000

Part II Average Total Cost = (Sum of Page Counts/14) + Data

Processing)

Total Average Cost* = Part I Average Total Cost + Part II Average Total Cost $__________

*The Total Average Cost indicated above will be used solely for computing the cost as a fair and equitable formula to determine the low bidder and is not binding on the contracting agency. However, the actual costs quoted above by the Bidder shall be binding for the term of the Agreement.

Note: All services performed are paid in arrears according to the billing cycle indicated above. Contractor must be available 24/7, weekends and holidays included, until the project is completed. A list of contacts must be provided and must be available to SOS and OSP, in case of emergencies

Attachment 4

Bidder References

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed nonresponsive.

Bidder(s) must complete Attachment 4 – Bidder References, providing a list of two (2) customers

(see note below) for whom similar services have been performed within the last five (5) years, similar in scope and complexity to the services to be performed in this contract. Reference information shall include company/organization name, contact representative name and telephone number, and a description of the job(s) performed. The description of the services performed must be detailed and comprehensive enough to permit the State to assess the similarity of the services outlined in the SOW. The SOS will contact references prior to contract award. Receipt of negative responses may cause the response to be deemed non-responsive.

Note: If the Bidder has performed these services for the SOS within the last five (5) years, the SOS must be listed as one (1) of the references provided in Attachment 4.

REFERENCE 1

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number:

Email:

Start and End Dates of Service Value or Cost of Service

Brief Description of Service Provided:

REFERENCE 2

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number:

Email:

Start and End Dates of Service Value or Cost of Service

Brief Description of Service Provided

Attachment 5

California Disabled Veteran Business Enterprise (DVBE) Program Requirement

The State has established goals for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. The minimum DVBE participation percentage (goal) is

3% for this solicitation. Please review the DVBE program requirements and information at:

https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCate goryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance

&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilte rs=Types%7C&page=1

The offeror must complete and return all the appropriate pages in order for the bid to be considered responsive. The following two (2) forms are required to be submitted as part of the response to this IFB. The forms can be found at the listed Internet website:

1. DGS PD 843 – DVBE Declaration:

2. DGS PD-05-105 – Bidder Declaration:

The Secretary of State’s Office has waived the application of the DVBE Incentive for this solicitation. Therefore, no additional incentive points will be applied during the evaluation process of this IFB; however, bidders must still meet the minimum DVBE participation percentage (goal) of 3% for this solicitation and are required to submit the following as part of their response to this IFB: DGS PD 843 (DVBE Declarations), GSPD-05-

105 (Bidder Declaration) and CUF Questionnaire(s) for the named DVBE(s).

At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

All bidder’s must meet the 3% goal for this solicitation; failure to submit all required forms and fully document and meet the DVBE program requirement shall be considered non-responsive.

https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1

Attachment 6

California Civil Rights Laws Certification

Attachment 7

Darfur Contracting Act Certification

Public Contract Code Sections 10475 -10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, you do not need to complete this form.

OPTION #1 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and b) I am duly authorized to legally bind the prospective proposer/bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #2 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a bid or proposal pursuant to Public

Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed) Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

Attachment 8

DGS Approved Small Business Certification

If applicable, attach a copy of valid (expiration date has not elapsed) DGS approved

Small Business Certification.

F) Sample Standard Agreement (STD 213) Information

The Agreement resulting from this procurement will be prepared using the State’s

Standard Agreement (STD 213) form, including all required exhibits; Exhibits will include a copy of the awarded Contractor’s response to this IFB, other provisions as applicable and references to the General Terms and Conditions (GTC 02/2025) and this IFB document, as if attached. (See Exhibits A-E)

a. Standard Agreement (STD 213) - https://www.dgs.ca.gov/PD/Forms

b. General Terms and Conditions for non-IT service (GTC 02/2025)

Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

Exhibit A

Scope of Work

1. Purpose and Description

Elections Code section 9094(a) requires the Secretary of State (SOS) to mail

Voter Information Guides (VIG) to voters registered 60 days prior to a statewide election. The mailing must begin no less than 40 days before the election and continue on a flow basis ending no later than 28 days prior to the election. The

SOS is required to mail one copy of the VIG to each registered voter at the postal address stated on the voter's affidavit of registration, or one VIG to two or more registered voters having the same postal address. The SOS also mails a

VIG to California registered voters not residing in the state of California who reside out-of-state within the U.S. and within U.S. territories during the VIG mailing period. In addition, the SOS shall mail a VIG to all voters registered between 59 and 29 days before the election as an additional mailing.

Within extremely tight timeframes, the Contractor is responsible for the processing of all address data for a USPS Marketing Mail Nonprofit mailing of the VIG as a USPS flat, including Delivery Sequence File (DSF), and appending a “walk sequence” number to the address file.

Each mailing is to be entered at Sectional Center Facilities (SCFs) or Network

Distribution Centers (NDCs) as appropriate and mailing should attain an SCF entry level discount. Each mailing should be configured to achieve the highest discount possible SCF entry level or NDC discount. The vendor shall also make every attempt to achieve the highest postage presort level discount available for each mailing.

For each election, there are approximately 14 million address files which include mailing of English and nine (9) lots of additional languages. Additional languages above the nine (9) lots may be necessary, as determined by the

SOS. National Change of Address (NCOA) processing is not required and must not be done due to federal and state legal requirements that do not allow voter registration data to be automatically updated or forwarded. A legal restraint method of complying with MOVE Update requirements has been approved and is on file with the United States Postal Service (USPS) allowing the mailing to proceed without NCOA processing.

A portion of the mailing may be done by the Office of State Publishing (OSP).

This decision will be made at the discretion of OSP. The Contractor will be required to be in close communication and collaborate with OSP as a partner for this mailing including, but not limited to, the coordination of VIG delivery and daily mailing reports to SOS.

A high standard of service must be provided by the Contractor throughout the term of this contract. All services and corrections are to be made immediately.

1. Additional Mailing

For each election, the SOS will conduct an additional mailing for a limited number of late registrants. This mailing will begin after the initial mailing and will include approximately 500,000 address files. The quantity of address files is an estimate and is subject to change. The additional files will need to be mailed according to the schedule in the contract. See Exhibit A-1 Timelines and Deadlines.

A portion or the whole of this additional mailing may be done by the

OSP. This decision will be made at the discretion of OSP.

2. Mandatory Qualifications, Skills, and Experience

The Contractor shall meet the following mandatory qualifications, skills, and experience:

1. Contractor must have a minimum of three (3) years experience performing similar services of a complexity similar to the services detailed in this Scope of Work.

3. Contractor’s Responsibilities

1. Contractor must be available 24 hours a day, seven (7) days a week to

SOS and OSP, regardless of normal office hours, weekends, and holidays through November 30, 2026. There is no exception to this requirement.

2. The work to be performed by the Contractor under this Agreement will include, but is not limited to, furnishing all material, reports, labor, tools, and equipment necessary to provide the mass mailing of VIGs for the

June 2026 Primary Election and the November 2026 General Election as described herein.

3. All conditions of this contract as described in the original Invitation for Bid

(IFB), herein made a part of this Agreement by reference and Exhibits A-E herein, shall be met by the Contractor for the full term of this Agreement.

4. Any work not specifically mentioned but which is needed to make the services described herein complete within the intent of this Agreement shall be performed without additional cost.

5. Contractor shall perform, coordinate, and complete the requirements of the Agreement in cooperation with any other Contractors or State entities in relation to the June 2026 Primary Election and the November

2026 General Election in a good workman-like manner to the full and complete satisfaction and acceptance of the State.

6. Contractor shall perform the requirements of the Agreement in a manner that will not impede or obstruct the deadlines set forth for the Primary

Election being held on June 2, 2026, and the General Election being held on November 3, 2026.

7. The Contractor’s mail house(s) must be located within 750 miles of

Sacramento.

4. Tasks

1. Ink-jetting address records onto supplied VIGs. The Contractor must have at least four inkjet machines with shuttle-type feed mechanisms or be able to demonstrate to the satisfaction of the State why/how they are not needed to accomplish the task within the specified time period.

The Contractor will submit a sample of the ink-jetted voter address block, and the SOS return address block, if applicable, to the Secretary of State for approval prior to ink-jetting.

2. Contractor will be required to sort and prepare the mail per USPS specifications for Presort Marketing Mail Nonprofit mailing, and to garner the lowest possible postage rate (e.g., Enhanced Carrier

Route/Automation/SCF entry discount and DSF for walk sequence discount).

3. Contractor must maintain data integrity. All fields must be kept intact, even though it may not be pertinent for mailing purposes.

4. Contractor must immediately perform a full reconciliation

(“merge/purge”) of data at the conclusion of the mailing to ensure that all addresses in the file have received one VIG.

5. The Contractor will be responsible for using a Delivery Sequence File

(DSF) to add walk sequence numbers for saturation mailing rates. This sequence is the actual sequence that the mail carrier uses in delivering the mail. The cost to put the address file in delivery sequence is the responsibility of the Contractor and included in the quoted price for data processing. The Contractor shall coordinate with the SOS to ensure that the most cost-effective method of mailing is utilized.

6. Contractor will be solely responsible for all coordination and payment of shipping/freight charges for transportation of printed VIGs from OSP to the Contractor’s facility. These transportation costs must be estimated and included in the Contractor’s quoted price and cannot be billed separately or additionally to the State.

7. Contractor will be solely responsible for all coordination and payment of shipping/freight charges for transportation of addressed, sorted mail from the Contractor’s facility to the appropriate USPS SCF or NDC. This transportation cost must be estimated and included in the Contractor’s quoted price and cannot be billed separately or additionally to the

State.

8. Addresses are households of California registered voters. Addresses may be within in the state of California, or out-of-state but within the U.S. or within a U.S. territory for California registered voters not physically located in the state of California during the VIG mailing period.

9. Data Processing quantity per election: Up to 14 million addresses, including approximately 900,000 addresses for nine (9) lots of Additional

Languages VIGs. There will also be approximately 900,000 addresses to be processed as part of an additional mailing. Quantities are subject to change. Additional languages above the nine (9) lots may be necessary, as determined by the SOS.

10. Addressing/processing quantity per election: The Contractor will be required to address/process up to 14 million VIGs. Quantity includes nine

(9) different lots of Additional Languages VIGs totaling approximately

900,000 VIGs. There will also be an approximately 900,000 as part of additional mailing. Quantities are subject to change. Additional languages above the nine (9) lots may be necessary, as determined by the SOS.

11. Contractor is responsible for addressing, sorting, and packaging the VIGs for Presort Marketing Mail Nonprofit mailing in accordance with the requirements of the USPS.

12. Contractor must be available 24/7, weekends and holidays included, via cell phones and/or home phones, until the project is completed. A list of contacts must be provided and must be available to SOS and OSP, in case of emergencies.

5. Description

1. Approximately 8.25” x 10.75” self-cover, saddle-stitched publication, printed on 27.7 lb. recycled newsprint.