IFB #25-1-BOE - Ballots for General Election.pdf

July 8, 2024

TO: Prospective Contractors

FROM: Vicki Hilburn, Deputy Director

RE: 25-1-BOE | Ballots for General Election

Cumberland County is soliciting bids on behalf of the Board of Elections for election ballots.

Specifications – See Attached

Bids will be received in the Board of Elections Office, 227 Fountainhead Lane, Suite 101, Fayetteville, North Carolina, 28301 at any time before 12:00 P.M, as per the clock located in the Board of Election Division office, Tuesday, July 16, 2024. Bids may also be submitted by email to vhilburn@cumberlandcountync.gov. The subject line MUST read “25-1-

BOE | Ballots for General Election”. It is the sole responsibility of the vendor to ensure that the bid reaches the Board of

Elections Office by the designed time and hour. If submitting by email, it is recommended that vendors obtain confirmation that the email was received. Bids received after the specified date and time will be deemed nonresponsive and cannot be considered for award. Important Note: All the attachments must be completed, signed and submitted with responses.

If notary is requested, it MUST be notarized.

Should additional information be necessary to prepare a bid, written questions via email relating to such information may be submitted to vhilburn@cumberlandcountync.gov no later than 12:00 P.M., Thursday, July 11, 2024. Written questions and responses will be shared with all prospective bidders. Vendors shall rely only on written material contained in an

Addendum to this IFB. Questions will not be answered by phone. Vendors should not contact any other County employees during the bid process. Vendors who contact any other County employees may be disqualified.

This bid, all attachments and addenda are incorporated by reference in any executed contract resulting from this IFB. By submitting a Bid, the vendor agrees to meet all stated requirements, specifications, requirements and terms and conditions stated in this IFB. If a vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the County to receive a better bid, the vendor is urged and cautioned to submit these items in the form of a question during the question and answer period.

All bid addendums and/or corrections will sent by email to vendors who submit an intent to bid and be posted to the

Cumberland County Vendor Self Service site https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx .

!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The bid must not contain any information marked as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information protected by the

Trade Secrets Protection Act ( the “Act”) as set out in Article 24 of Chapter 66 of the North Carolina General Statutes, unless the Vendor has noticed the County Department of its intent to designate any information in the bid as such and received permission from the County Department to do so in writing. Vendor’s notice to the County Department must be in writing and must describe the information for which confidentiality is requested and explain how the information is a “trade secret” as defined in G.S. § 66-152(3). If the County Finance Department determines the information for which confidentiality is requested is a “trade secret” covered by the Act, the department will notify the vendor how to mark the information in the bid and will identify the measures that County will take to protect the confidentiality of the information.

Vendor’s submission of a bid after receipt of this notice from the County Department shall be deemed to be acceptance of the County Department’s statement of how it will maintain confidentiality. If the County Finance Department determines the information for which confidentiality is requested is not a “trade secret” covered by the Act, the department will notify

Vendor of that determination. Any bid marked with any information as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information protected by the Act in violation of this section shall be regarded as not responsive to the Invitation for Bid and shall not be considered.

mailto:vhilburn@cumberlandcountync.gov mailto:vhilburn@cumberlandcountync.gov https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx

The County reserves the right to inspect any products prior to bid award. Vendors must provide the item for inspection or a sample within (5) calendar days of the date the request is made.

The County reserves the right to reject any and all bids. The Law under G.S. 143-131 specifies that Informal Bids are not subject to public inspection until contract (purchase order) is awarded.

ITEM SPECIFICATIONS

• Ballots for General Election

• Quantity of 300,000

• Size: 8 ½ x 14

• Double-sided

• No corner cut.

• Wrapped in packs of 100.

• Boxed by Precinct

• Printed by Precinct

• Must be compatible with, and certified to use, ES&S equipment.

• Ballots needed no later than August 21, 2024, for absentee mail.

• Absentee ballots need to ship immediately and separately.

The specifications included in this package describe the minimum requirements that the County feels are necessary to meet the performance requirements of this IFB and shall be considered the minimum standards expected of the bidder. However, it is not our intention to purposefully exclude potential bidders.

If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit questions and concerns regarding the specifications during the question and answer period described above.

If the vendor does not submit questions or concerns regarding the specifications, the County shall assume it is able to fully comply with these specifications. The County shall be the sole and final judge of compliance with all specifications. The

County further reserves the right to determine the acceptability or unacceptability of any and all alternatives or deviations.

METHOD OF AWARD: IFB will be awarded based on lowest, responsive, responsible bidder method of award.

SUITABILITY: Vendors are requested to offer only comparable items which will provide the equivalent capabilities, called for herein. The County reserves the right to evaluate all bids for suitability for the required use and to award the one best meeting requirements and considered to be in the County's best interest. If vendor is providing a quote on comparable item and not the exact item listed, vendor is responsible for providing literature proving comparable qualities. The specifications are not intended to purposefully exclude potential bidders.

ALTERNATE BIDS: Vendor may submit alternate Bids to propose different options. Alternate Bids must specifically identify the IFB requirements and advantage(s) addressed by the alternate Bid. Any alternate Bid, in addition to the marking described above, must be clearly marked with the legend: “Alternate Bid #___ [for ‘name of Vendor”]. Each Bid must include specific pricing.

VENDOR’S RESPONSE REQUIREMENTS

Vendors must include the following in their bid:

• State Certification documentation: Certified by Election Systems & Software (ES&S)

• Attachment A

List sales tax separately and list/identify any other charges. If discount is available for prompt payment or bulk order, identify terms so it may be considered in analyzing bid.

List all other terms and conditions, considerations, and fees. Please be sure to note any minimum requirements. Please attach additional sheets, if necessary. Vendors may attach on a separate sheet with any other type of discounts that are available.

COUNTY TERMS AND CONDITIONS

IRAN DIVESTMENT ACT: As provided in N.C.G.S. 147-86.55-69, any person identified as engaging in investment activities in Iran, determined by appearing on the Final Divestment List created by the County Treasurer pursuant to G.S.

147-86.57(6) c, is ineligible to contract with the County of North Carolina or any political subdivision of the COUNTY.

E-VERIFY: CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes.

Further, if Contractor utilizes a subcontractor, CONTRACTOR shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the General Statutes.

DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL: The CONTRACTOR certifies that it has not been designated by the North Carolina State Treasurer as a company engaged in the boycott of Israel pursuant to N.C.G.S. 147-

86.81. It is the responsibility of each CONTRACTOR to monitor compliance with this restriction. Contracts valued at less than $1,000.00 are exempt from this restriction.

ADDITIONAL QUANTITIES: The County reserves the right to request additional quantities at the contracted price.

ATTACHMENT A: EXECUTION OF BID

EXECUTION

In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned vendor offers and agrees to furnish and deliver any or all items/services upon which prices are proposed. By executing this bid, the undersigned vendor certifies that this bid is submitted competitively and without collusion, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible from covered transactions by any Federal or State department or agency. Furthermore, the undersigned vendor certifies that it and its principals are not presently listed on the

Department of State Treasurer’s Final Divestment List as per N.C.G.S 147-86.55-69.

The potential Contractor certifies and/or understands the following by placing an "X" in all blank spaces:

_______ The County has the right to reject any and all bids or reject specific bids with deviated/omitted information, based on the County’s discretion if the omitted information is considered a minor deviation or omission.

The County will not contact vendors to request required information/documentation that is missing from a bid packet. Additionally, if the County determines it is in its best interest to do so, the County reserves the right to award to one or more vendors and/or to award only a part of the items specified in the IFB.

_______ This bid was signed by an authorized representative of the Contractor.

_______ The potential Contractor has determined the cost and availability of all materials and supplies associated with the specifications outlined herein.

_______ All labor costs associated with this project have been determined, including all direct and indirect costs.

_______ The potential Contractor agrees to the conditions as set forth in this IFB with no exceptions.

_______ Selection of a contract represents a preliminary determination as to the qualifications of the vendor. Vendor understands and agrees that no legally binding acceptance offer occurs until the Cumberland County Board of Commissioners, or its designee, executes a formal contract and/or purchase order.

Therefore, in compliance with the foregoing IFB, and subject to all terms and conditions thereof, the undersigned offers and agrees to furnish the items for the prices quoted within the timeframe required. Vendor agrees to hold firm offer through contract execution.

Failure to complete, execute/sign (E-signature or handwritten) proposal prior to submittal shall render the proposal invalid and it WILL BE REJECTED.

VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & COUNTY & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO

VENDORS ITEM #10):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF

VENDOR:

FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: EMAIL: