REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0079

PRINT AND MAIL ELECTION MATERIALS

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: October 29, 2025

DEADLINE FOR QUESTIONS: November 26, 2025

RESPONSE DEADLINE: December 10, 2025, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0079

Print and Mail Election Materials

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Data Destruction Affidavit

Request For Proposal - Goods and Services #RFP GGS-26-0079 Title: Print and Mail Election Materials

1. Introduction

1.1. Contact Information

William Langbehn

Finance Central Procurement

Email: william.langbehn@phoenix.gov

Phone: (602) 495-7237

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (William Langbehn) at (602) 495-7237/Voice or 711/TTY, or william.langbehn@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: October 29, 2025

Pre-Offer Conference (Non-Mandatory): November 13, 2025, 2:00pm

The Pre-Offer Conference will be held over

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Sample Viewing (Non-Mandatory): November 20, 2025, 2:00pm

City Clerk's Office City Hall, 15th floor, City

Hall (2:00 pm - 4:00 pm)

Written Inquiries Due Date: November 26, 2025, 2:00pm

Offer Due Date: December 10, 2025, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mafc4745b64f039eaec859338b6528309 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mafc4745b64f039eaec859338b6528309 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=mafc4745b64f039eaec859338b6528309 http://cityofphoenix.webex.com/ http://cityofphoenix.webex.com/ mailto:23311395110@cityofphoenix.webex.com http://173.243.2.68/ https://help.webex.com/ http://help.webex.com/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for print and mail election materials for a five-year term, with four one-year option years commencing on or about April 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this mailto:procurement-support@opengov.com solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/188469. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/188469

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/188469. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/188469 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of seven years. The Offeror’s normal business activity during the past seven years will have been for providing the goods or services in this solicitation.

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.15. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.16. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.17. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.18. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.19. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.20. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.21. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.22. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.23. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.24. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.25. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.26. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.27. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. SCOPE

Contractor shall provide all labor, materials, proofs, administration, and transportation to print, address and mail election materials for the City of Phoenix, on an as-needed basis, in accordance with the provisions and specifications contained herein. The City of Phoenix is looking for a single contractor (subcontractors allowed) that is able to execute the job described in this solicitation for both printing and mailing of items to Phoenix residents.

Services are for City of Phoenix elections conducted between April 1, 2026, to March 31, 2031

(with four one-year options for a total aggregate of nine years).

3.2. PROJECT REQUIREMENTS

The City of Phoenix requires outside printing, addressing and mailing of Election Pamphlets for each election and printing of Election Booklets for some elections for which the City is responsible.

3.3. PLACE OF BUSINESS

A. Contractor shall print, address and mail all Pamphlets and Booklets within the Phoenix metropolitan area. The City Clerk or Deputy City Clerk may designate Elections Staff to be on-site during all printing and addressing and will verify that the Contractor meets the specifications.

B. An authorized representative from the City Clerk Department, Elections Division, must be allowed to inspect the Contractor's premises and equipment, prior to award of the contract. A general inspection will be performed of the physical printing equipment. The

City representative will verify the following:

1. Contractor owns and operates mechanical printing presses that will accomplish the scope of work.

2. Contractor owns and operates mechanical pagination/assembling equipment that reliably and accurately assembles documents, per the scope of work.

3. Contractor owns and operates automatic bindery equipment that is capable of meeting the requirements in the scope of work.

4. Contractor owns and operates or is able to subcontract with a vendor in the Phoenix metropolitan area who owns and operates an automated mailing system to print addresses and presort mailings to be delivered to the US Post Office.

3.4. PROJECT MANAGEMENT/CONTACT PERSON

The Contractor must designate a primary and secondary contact person that will be available through the entire printing and addressing processes. The Contractor must furnish the name(s) and telephone number(s) of the contact person(s) along with a number that can be used during non-business hours or weekends in the event of an emergency. This contact person must regularly, and in writing, update the City Clerk Department representative of progress throughout the entire project.

3.5. DAMAGES

Publicity Pamphlet Mailing Penalties: A.R.S. §19-141 (B) - Distribution of pamphlets shall be made to every household containing a registered voter in the city, town or county by the city or town clerk or by the county officer in charge of elections by mail before the earliest date for receipt by registered voters of any requested early ballot for the election at which the measures are to be voted on. If the pamphlet is not mailed before the earliest date for receipt of a requested early ballot, the officer in charge of elections shall provide a notice with the early ballots stating when the pamphlets will be mailed and where and when the pamphlets may be accessed or viewed. Any contract for pamphlet publication or mailing, or both, shall provide for the contractor to pay a penalty for each day of mailing that occurs on or after the earliest date for receipt of requested early ballots. The penalty shall be one cent for each household with a registered voter for each day of late mailing, and the monies shall be paid to the office of the officer in charge of elections. Pamphlets shall not be mailed or carried less than ten days before the election at which the measures are to be voted upon.

3.6. EMERGENCY CONTINGENCY PLAN

The Contractor must meet with the City Clerk Department to review contingency plans in the event there are any emergencies related to the production schedule, materials, supplies or the designated facility where printing and addressing of the Pamphlets or Booklets will occur.

3.7. POSSIBLE ELECTION DATES

A. The possible election dates in the term of the agreement are as follows consolidated but are subject to change based on possible amendments approved by Phoenix voters to the City Charter and/or the State Legislature.

B. Consolidated Election Dates are currently the following:

1. Second Tuesday in March

2. Third Tuesday in May

3. First Tuesday in August

4. First Tuesday after the first Monday in November

C. Phoenix Regular Elections are held in November of even-numbered years (County-conducted) with any runoff in March of odd-numbered years (City-conducted). Phoenix

Special Elections on any of the Consolidated Election dates listed above, as called by the Phoenix City Council.

D. A sample production schedule for the regularly scheduled election in November of 2026 is provided in this section. The schedule for the other possible election dates would be comparable. A specific schedule and required quantities for these elections will be provided to the successful contractor when the elections are called, but no later than thirty (30) days prior to the start of printing. If an election is held in less than all districts, required quantities will be lower.

E. The City is soliciting bids to secure a contractor to provide the services described herein.

However, when an election is held, the City reserves the right to print the Pamphlets and/or Booklets internally. The City is most likely to exercise this option if the item is 1 6 pages or fewer. In the event the City elects to print the Pamphlets internally, the vendor selected for this solicitation may be used for mailing the Pamphlets according to the terms of the agreement.

F. In the event that pre-purchase of paper is required, the vendor will store this paper at their facility at no charge to the City. Additionally, final payment to the vendor is upon completion of the project, and not upon delivery/storage of paper (if such storage is necessary).

G. It is the responsibility of the printer to have sufficient paper on hand for scheduled and unscheduled election jobs.

H. In billing and/or quotes provided to the City, items will be itemized and will include an estimation of all projected taxes.

3.8. PAMPHLET SPECIFICATIONS

A. Quantity: Approximately 1 to 750,000, divided among eight (8) council districts. Quantity will vary for each district. Quantity will vary based on mailing to all registered voters or households within the City of Phoenix. An allocation with estimated printing quantities will be provided for each election on the date indicated on the schedules.

B. Format: Finished folded size is typically 8" -8¼" x 1 0¾". Other sizes may also be required.

C. Stock:

1. Cover is typically 45#, 84 brite offset; outside front and back cover typically has color ink wash; inside cover will be white. The City of Phoenix may opt to print the cover on newsprint unless a multicolor cover, with pictures and/or symbols, is needed. One or both inside covers may have color ink wash if the sample ballot is printed on the inside cover. 50# offset may be used, or other paper poundage or bright offset number, if, for the number of pages required, it will result in a lower cost to the City.

2. Centerfold: (Sample Ballot): is typically 45#, 84 brite offset. If the sample ballot is one-sided, the centerfold will have color ink wash on both inside facing pages. If the sample ballot is two-sided, the centerfold typically will have color ink wash on both sides. The City of Phoenix may opt to vary the color of the ink wash for each election. The City may opt to print the sample ballot on the inside cover of the

Pamphlet. In this case, the centerfold would not be required. If, for the number of pages required, it will result in a lower cost to the City to print and mail the pamphlets, 50# offset may be used, or other paper poundage or bright offset number.

3. Inside Pages: Newsprint (22# to 30#) or other paper poundage or bright offset number for all other pages. If, for the number of pages are typically required, it will result in a lower cost to the City to print and mail the pamphlets, either 45#, 84 brite offset or 50# offset or other paper poundage and/or bright offset number may be used for all pages.

4. Number of pages: varies by election. Bids are requested for pamphlets with varying numbers of pages in increments of four or eight.

D. Ink: Color ink wash is required for the covers and centerfold, as described in "C. Stock" above. The color may vary for each election but is typically either yellow or beige. Text shall be printed in black ink. In some case, a multicolor cover, including pictures and/or symbols may be required.

E. Artwork: An electronic file or camera-ready material will be provided for all text on the dates indicated in the schedules provided by the City of Phoenix.

F. Special Printing Information:

1. The Phoenix symbol, U.S.P.S. "Official Election Mail" logo, and the non-profit postal service Permit No. 1208 must appear on back cover as shown in artwork.

2. When candidate races appear on the ballot, the district number and, if applicable, the ballot rotation number, is to be printed on the lower left front cover of pamphlet. The district number, precinct number, and, if applicable, the ballot rotation number shall also be printed near the address field on the back cover.

G. Plate Changes: The number of plate changes will vary for each election. At least one plate change per city district is expected for all elections at which candidates appear on the ballot. The cost for plate changes is quoted separately.

H. Centerfold:

1. The centerfold of the pamphlet will contain the Sample Ballot printed on the facing, or inside, pages of the centerfold if the sample ballot is one-sided. Districts in which there is a candidate election will usually require multiple versions (rotations) of the

Sample Ballot within the district. Three sizes are possible for the centerfold with the potential to add up to three centerfolds for each size: two panels (two facing pages); three panels (a fold-out third page); or four panels (two additional foldout pages) depending on the number of items on the ballot. A sample will be available at the pre-bid conference and thereafter upon request.

2. At the City Clerk's discretion, a centerfold may not be needed if fewer items are on the ballot and the design permits the sample ballot to be printed on the inside back cover or another section of the pamphlet.

I. Finishing: Self cover, saddle stitched, two staples per pamphlet. For pamphlets with a page count that exceeds the limit of a saddle stitched binding, a perfect binding or other comparable binding method may be used.

J. Proofing Requirements: Proofs are required on all printing. Submit proofs to the

Phoenix City Clerk, 200 West Washington Street, 15th Floor, Phoenix, Arizona, or the authorized representative of the City Clerk Department.

K. Completion: The Pamphlets must be completed by the date on the schedules provided by the City of Phoenix.

L. Packaging: The Pamphlets must be placed on pallets by District, and separated on the pallet by version (rotation). Dividers must be placed between each version (rotation).

Pallets must be wrapped by District. At the vendor's option, but at no additional cost to the city, the vendor may place each rotation on a separate pallet.

3.9. EXAMPLE SCHEDULE FOR PRINTING OF PAMPHLET -

NOVEMBER 3, 2026, ELECTION

Schedule for Printing of Pamphlet in black.

Schedule for Addressing and Mailing of Pamphlet in red.

Date Day # of Calendar

Days Prior to

Election

Activity

7/6/2026 Monday 120 Conference to discuss project with vendor, held at City Clerk’s Office at

Phoenix City Hall

8/6/2026 Thursday 89 City will provide test files (if necessary) with names /addresses for sample proofs

8/14/2026 Friday 81 Samples of addressing for the sample ballot/publicity pamphlet due to Clerk for review and approval (based on test data)

9/2/2026 Wednesday 62 Print ready publicity pamphlet file due to vendor

9/2/2026 Wednesday 62 Print ready Sample Ballot provided to vendor

9/4/2026 Friday 60 Pamphlet proof due to City

9/4/2026 Friday 60 Sample Ballot proof(s) due to City

9/9/2026 Wednesday 55 Latest date City to provide name/address production files for addressing/mailing.

9/11/2026 Friday 53 Clerk to verify samples can be processed as printed at the United States Post

Office.

9/14/2026 Monday 50 If the election is being conducted using polling places, vendor to provide printout of precinct names and corresponding polling place name/address for review and approval.

If the election is being conducted using voting centers, vendor is to provide proof to the City Clerk of address printing using a list of test addresses pre-selected and provided by the City Clerk.

9/14/2026 Monday 50 Final approval of Pamphlet proof by City Clerk

9/14/2026 Monday 50 Begin printing pamphlet

9/14/2026 Monday 50 Final approval of Sample Ballot proof(s) by City Clerk

9/14/2026 Monday 50 Begin printing Sample Ballot

9/17/2026 Thursday 47 Begin delivery of Sample ballot/pamphlet to mailing vendor

9/21/2026 Monday 43 Complete printing/binding of sample ballot/pamphlet

9/21/2026 Monday 43 Begin addressing Pamphlets

9/21/2026 Monday 43 Complete delivery of sample ballot/pamphlet to mailing subcontractor (if one is used)

9/28/2026 Monday 36 Begin mailing Pamphlets

9/30/2026 Wednesday 34 Complete mailing of Pamphlets

10/9/2026 Friday 25 City to provide name/address file for supplemental mailing of Pamphlets (if needed).

10/9/2026 Friday 25 City to deliver Pamphlets for supplemental mailing (if needed)

10/13/2026 Tuesday 21 Supplemental mailing of Pamphlets completed (if needed)

3.10. SCHEDULE FOR PRINTING OF PAMPHLET - March 9, 2027, ELECTION

If a Runoff or Special Election is required, the schedule for the Pamphlet would be comparable to the November 3, 2026, election.

3.11. TIME FRAME ESTIMATES

Time frames are based on the experience of the City Clerk Department, Elections Division and are intended only to assist the prospective bidders in effectively basing their pricing. These time frames are estimates only and do not convey that they will be followed exactly.

3.12. ADDRESSING AND MAILING OF PAMPHLETS

A. General:

1. A Pamphlet must be mailed to all registered voters or each household in all City

Council districts.

2. If mailing to households, the vendor must perform an appropriate household match on the addresses to determine the quantity for mailing. The household match must compare voter addresses as shown on the data file and standardized by the contractor.

3. One hundred percent (100%) accuracy is required based on the data file.

B. Quantity: Approximately 1 to 750,000, which will vary by district, precinct, and version

(rotation) at the time of printing. There are approximately 125 precincts, but the number may change for each election. Estimated mailing quantities will be provided for each election on the date indicated on the schedules. Actual mailing quantities may vary based on voter registration totals and household count at the time of mailing for each election.

C. Data Files:

1. The test and production data files containing household, registered voter, and precinct information will be provided to the vendor as a comma delimited, ASCII text file via the City's secure ftp site. The file contains registered voter addresses for active registered voters in Phoenix, the City district and the City precinct number.

Voter names will be included if mailing to each registered voter. The file layout is as appears below.

a.

2. The City precinct name, facility name and facility address will be included in the file if voting centers are not used for the election. When only mailing to households with registered voters, the Last Name, First Name, Middle Name, and Suffix fields will not appear in the file. Additionally, a rotation version number will be provided when mailing to households.

3. Data for programming and testing will be provided to a vendor for bid preparation upon request. Test and production files will be delivered no later than the dates indicated in the schedules provided by the City of Phoenix.

4. The data contained on the file is to be used to print the following information on the back cover of the Pamphlet.

a. FName* MName* LName* Suffix*

b. Address of registered voter household, including street address, city, state and postal code

i. *For mailing to all registered voters.

5. If voting centers are not used for the election, the data contained on the file would include the following information to be printed on the back cover of the Pamphlet:

a.

6. All files will include the following information to be printed on the back cover of the pamphlet:

a.

7. Precinct names will vary in length and may need to wrap onto a second or third line.

If field lengths for precinct names or polling place names or addresses need to be shortened for processing, the changes must be identified at the time the sample of the names and polling locations are submitted to the City for approval.

8. The location of these data items on the back cover is to be determined by mailing requirements and by the City Clerk. Advice of the vendor will be considered in this decision. If mailing to households, the phrase "REGISTERED VOTERS AT" will be used in place of the voter's name.

9. All data files provided to any vendor are restricted and protected by law and cannot be used for any other purpose. The vendor must delete the data from the vendor's computer and/or database systems as specified herein and execute a written statement that all data has been deleted. See Section 3 - Scope of Work, Subsection

3.14, 'Requirement to Delete Data Files'.

D. Proofs:

1. If mailing to all registered voters, one sample of addressing on the Pamphlets for each precinct, based on test data, must be provided for review and approval as indicated in the schedules provided by the City of Phoenix. If mailing to households, a list of test addresses will be provided by the City Clerk to review addressing proofs.

2. If precinct and polling place names are to be printed on the Pamphlet, a printout of precinct names and corresponding polling place information, in District and Precinct order, based on the actual production data, must be provided for review and approval as stated in the schedules provided by the City of Phoenix.

E. Delivery of Pamphlets to Mailing Vendor: Pamphlets must be delivered to the mailing vendor (if subcontracted) upon completion of printing to begin the addressing process, but no later than the date indicated on the schedules provided by the City of Phoenix.

F. Observation:

1. A City Clerk Department employee may be present at times during the printing and binding process and may be present at all times if required by the City Clerk.

2. A City Clerk Department employee may be present at all times to observe the addressing and mailing of the Pamphlets.

G. Accuracy:

1. Each household or registered voter represented on the file must…