RFI Draft- Ballot Packet Printing and Mailing.docx

Jared DeMarinis State Administrator

Katherine Berry Deputy Administrator Michael Summers, Chairman Jim Shalleck, Vice Chairman Diane Butler Victoria Jackson-Stanley Eric Bryant

Accommodations- Duane Powell March 5, 2026 Page of

Request for Information - Ballot Packet Printing and Mailing eMMA: BPM-058499 Date: August 18, 2026

I. Background and Purpose:

The Maryland State Board of Elections (SBE) plans to procure a contract for printing, inserting, and mailing ballot packets for primary and general elections for the 2028 election cycle (base period), 2030 (option period #1) and 2032 (option period #2) due to the expiration of our current contract on December 31, 2027. SBE would need to have a contract awarded and ready to commence immediately upon expiration of the current contract. The Agency is issuing this RFI to survey the marketplace to determine the number of vendors with the capability to perform the scope of work, and to determine which if any are in the Small Business Reserve (SBR) or Minority Business Enterprise (MBE) programs in Maryland.

As additional background information on the history of the ballot packet printing and mailing contract, mail-in voting gained popularity following the 2020 election cycle where all eligible voters were sent a mail-in ballot packet. In subsequent elections, the number of mail in ballots requested has increased. In 2022 499,425 mail-in ballot packets were sent to voters for the primary and 639,362 for the general. Mail-in voting represented 33% of total voter turnout for the primary election and 31% of the general election. In 2024, 594,699 mail-in ballot packets were sent for the primary election and 879,244 for the general election. The percentage of total voter turnout for mail-in voting 39% and 29%. Additionally, three vote-by-mail special elections were held between 2021 and 2025, whereby all voters who were eligible to vote in the special election were automatically sent mail-in ballots.

Notably, Maryland offers mail-in voting as an option to all registered voters. Voters may choose to vote by mail for a single election or for all future statewide elections. There are currently roughly 466,000 voters who are signed up to receive mail-in ballots for all future statewide elections. There are 24 jurisdictions in Maryland to be covered by this contract (23 counties and Baltimore City). As of July 1, 2026 there were 4.3 million active registered voters in Maryland. Election materials for voters in Montgomery and Prince George’s counties are provided in English and Spanish. Election materials for voters in all other jurisdictions are provided in English only. In order to meet reporting requirements in Maryland Law, Maryland has over 4,800 unique ballot styles each primary election and nearly 2,000 ballot styles every general election.

Please note responses to this RFI are non-binding and will not be considered as part of any proposal offered in response to a formal solicitation issued at a later date.

II. Scope of Work- Printing, Producing, Inserting and Mailing

A. Printing – Ballots

1. Ballots must be printed in accordance with the specifications in Appendix 1.

2. The size and specifications of ballots vary based on ballot content. Ballot sizes may be 11-inch, 14-inch, and 17-inch. The size of the ballot can vary by jurisdiction.

3. Ballots are always double sided and may be multiple pages.

4. SBE may request additional ballots be printed and shipped to specific locations.

5. Pricing should include any necessary ballot design services.

B. Printing – Test Decks

1. Test decks are pre-marked ballots used before each election to verify the accuracy of the voting system. Once scanned, the expected results from the test deck are compared against the results from the voting system.

2. The Offeror shall provide at least two (2) test decks per jurisdiction before ballot printing can start.

3. The ballots in one (1) test deck shall be folded as they will be when mailed to voters. The ballots in the other test deck shall not be folded.

4. The number of ballots in a test desk depends on the number of ballot styles, contests, and candidates on the ballot.

5. Pricing should include the cost of test decks.

C. Producing – Envelopes

1. Each ballot packet includes two (2) envelopes – an outgoing envelope and a return envelope. If design services are required, the vendor should describe those services and include pricing.

a. There are two (2) types of outgoing envelopes – one (1) for military and overseas voters and one (1) for domestic, civilian voters. (Note that these must be bilingual for two counties, resulting in four (4) total outgoing envelopes.)

b. There are two (2) types of return envelopes – one (1) for military and overseas voters and one (1) for domestic, civilian voters. (Note that these must be bilingual for two counties, resulting in four (4) total return envelopes.)

2. The outgoing envelope is used to send the ballot and other inserts to the requesting voter.

3. The return envelope is used by the voter to return the voted ballot and any required inserts.

a. An oath is printed on the back of the return envelope. There is an oath for military and overseas voters and a different oath for domestic, civilian voters.

b. The return envelopes have a perforated flap with an adhesive closure to cover the voter’s signature on the oath.

c. The return envelope has a hole punched under the flap of the envelope to allow the processor to determine if there is a ballot in the envelope, without opening the envelope.

4. SBE may request additional envelopes be printed and shipped to each local board of elections and the state board of elections. Pricing should be provided for bulk envelope production and shipment.

D. Printing – Inserts other than Ballots

1. Each ballot packet includes various inserts.

2. Some inserts are provided to all voters, while other inserts are provided only to certain voters.

2. The inserts for all voters are:

a. Instructions (English only or English/Spanish version);

b. A list of ballot drop box locations;

c. Certificate of Assistance (English only and English/Spanish version); and

d. “I Voted” stickers (English only or English/Spanish) as provided in Attachment D and graphic files. The design may change from election to election.

3. The inserts for some voters are:

a. Spanish version of the oath (Montgomery and Prince George’s Counties only); and

b. Notice to provide a driver’s license or social security number (English only or English/Spanish).

c. There may be other documents specified by SBE that are included in some but not all ballot packets. For example, there may be voters who need to get an additional insert because of a court decision or the death of a candidate on the ballot.

4. SBE may request that some inserts be printed in color and others printed in black and white. Pricing should be provided per insert for both alternatives.

E. Printing – Envelopes

1. Each outgoing envelope must display or include the:

a. Voter’s full name (including first, middle, and last names and any name suffix) and unique identification number;

b. Voter’s mailing address and the associated delivery point barcode;

c. Return address for the local board of elections;

d. Text to be provided by SBE for printing on the flap and the back of the envelope;

e. “Return Service Requested”;

f. Official election mail logo and other text required by the United States Postal Service (USPS); and

g. Wide stripe (in a color to be determined) on the left side of the front of the envelope and a narrower stripe (in the same color) on the right side of the back of the envelope.

2. Each return envelope must display or include:

a. The local board of elections’ address as both the mailing and return addresses and the associated delivery point barcode;

b. Prepaid postage business reply mailing (BRM) account number for the associated local board of elections;

c. The appropriate oath for military and overseas voters or domestic, civilian voters;

d. Highlighted or circled signature line to highlight where the voter signs the oath;

e. Voter’s name, the name of the local board of elections, bar code that includes the voter’s ballot tracking number, ballot tracking number, voter identification number, mailed ballot type, precinct code and ballot style (for the primary election, the portion of the ballot style that identifies party must be removed such that the voter’s party affiliation is not evident by looking at the envelope);

f. A perforated flap that maintains the privacy of the voter’s oath signature and voter information; and

g. Wide stripe (in a color to be determined) on the left side of the front of the envelope and a narrower stripe (in the same color) on the right side of the back of the envelope.

3. Folding – Ballots must be folded according to SBE specifications (Refer to Appendix 1).

4. Inserting – The Offeror shall insert into the outgoing envelope the following:

a. The appropriate ballot style;

b. The appropriate return envelope (domestic, civilian voters or military and overseas voters);

c. Instructions (either English only or English/Spanish);

d. Certificate of Assistance (either English only or English/Spanish);

e. “I Voted” sticker (either English only or English/Spanish);

f. Other inserts as appropriate for the voter:

i. Notice to provide driver’s license or Social Security Number (either English only or English/Spanish); and

ii. Spanish version of the applicable oath (Montgomery and Prince George’s Counties only); and

iii. Other inserts or information as specified by SBE.

D. Production and Mailing Schedule

1. Envelope and insert artwork will be provided on a mutually agreed upon date.

2. Envelope artwork must be approved by an USPS mail design analyst.

3. Ballot artwork will be available approximately 60 days before an election.

4. SBE shall approve ballot, envelope, and insert proofs before production and printing can begin.

5. The first mailing of ballot packets for military and overseas voters shall occur at least 45 days before each election. This deadline is established by federal law.

6. The first mailing of domestic ballot packets shall occur 43 days before each election. This deadline is established by state law.

7. SBE will provide the first export of voter data for voters 60 days before each election[footnoteRef:1]. [1: ]

8. SBE will provide an incremental export of voter data 47 days before each election.

8 The first mailing of ballot packets did not include all voters in the first and incremental exports.

9.

10. After the initial mailings, SBE shall provide incremental data exports at least two (2) times a week.

a. The frequency of incremental data exports may increase based on the Offeror’s proposed mailing plan.

b. Ballot packets for voters in these incremental exports shall be mailed or shipped no later than 48 hours after receiving the export.

c. SBE shall provide the final incremental file on or about 10 days before the election.[footnoteRef:2] [2: ]

d. Any ballot packets that do not include the required content, include a readable mailing address, or meet the Offeror’s quality assurance standards shall be reproduced and mailed or shipped:

e. By the 45th day before an election if the ballot packet is for a voter in the first two (2) exports for military and overseas voters;

f. By the 43rd day before an election if the ballot packet is for a voter in the first two (2) exports for domestic, civilian voters; or

g. In the next mailing for all subsequent exports.

11. SBE may require the Offeror to:

a. Mail ballot packets to voters whose information is deemed confidential and follow specific procedures for these voters; and

b. Ship to SBE ballot packets from the first or subsequent production runs.

c. With SBE approval, develop a calendar with export and mailing dates for each election. The dates will be based on the timeline described in this RFP.

F. Plans and Reporting Requirements

1. Mailing Plan: The vendor shall

i. The Offeror shall submit with its proposal a plan for mailing ballot packets.

ii. When developing a mailing plan, the Offeror should consider the following:

a. All ballot packets shall be mailed via USPS’ First-Class Mail service.

i. Expedited mail services are generally not used.

ii. SBE’s preference is for ballot packets to be mailed using the most expeditious process. The vendor shall provide information as to mailing times if ballots are put into the USPS mailstream at a USPS facility near the vendor’s facility as well as entering the USPS mailstream at USPS facilities in the USPS-defined Baltimore or Capital regions.

b. Ballots for military and overseas voters are mailed at no cost to election officials.

c. Ballot packets are mailed via non-forwardable mail.

d. The National Change of Address Program shall not be used when mailing ballot packets.

e. The USPS’ Intelligent Mail Barcode shall be used on outgoing and return envelopes.

f. Ballot packets should weigh less than four (4) ounces, although ballot packets for jurisdictions with multiple page ballots or voters with additional inserts may weigh more; and

g. All election-related mail must meet the USPS’ specifications for election mail[footnoteRef:3]. The Contractor shall obtain written confirmation from a USPS mail design analyst that envelopes meet the required specifications and provide to SBE upon request. [3: ]

h. The mailing plan shall identify:

i. The type of mailing. SBE anticipates sending ballots to domestic, civilian voters at the current First-Class Mail, election mail rate, but the plan should discuss the benefits of other mailing types or services (e.g., discounted pre-sort, ZIP Code quantity) that offer value and efficiency for mailing ballots to domestic, civilian voters;

ii. The recommended USPS permit for the mailing;

iii. The approximate cost per domestic piece for the recommended type of mailing and whether the cost includes any discounts (e.g., pre-sorting, bulk rate);

iv. A proposed solution, including any additional cost for solution, for tracking in the USPS mailstream outgoing ballot packages;

v. The sizes of the proposed envelope for outgoing and return envelopes;

vi. The name and location of all facilities where work will be performed. If multiple facilities will be used, include what work will be performed at each facility;

vii. The postal facility where the ballot packets will be delivered, evidence of coordination and cooperation with that facility, and name and contact information for a primary and secondary contact at the postal facility; and

viii. Any solution that allows a voter to track their voted ballot through the USPS and a description of how to implement this solution.

2. Security Plan: The vendor shall:

a. Develop and provide with its proposal a security plan;

b. Follow the security plan during the duration of the contract; and

c. Notify SBE immediately of any proposed changes to the security plan and obtain SBE approval of proposal changes before implementing the proposed changes; and

d. The security plan shall include:

i. The physical security of the facility or facilities where work will be performed;

ii. The type of security background checks for employees (e.g., State checks, federal checks, criminal checks, credit checks);

iii. The secure method(s) to submit data files;

iv. A description of the information security controls in place for networks and devices with access to SBE data;

v. The security and accounting of ballots during each phase of the project;

vi. The location of one (1) or more back-up facilities with capacity similar to the primary facility or facilities where the work will be performed if the primary facility or facilities are not available for use and a description of the capacity of the back-up facility or facilities;

vii. A list of information security standards (e.g., NIST 171) with which the Offeror is in compliance; and

viii. Other information as requested by SBE.

3. Quality Assurance Plan: The vendor shall:

a. Recognize that the quality of ballots, envelopes and other inserts is critical and that any deviation from the requirements may impact a voter’s ability to vote and have that ballot be counted;

b. Develop and provide with its proposal a quality assurance plan;

c. Follow the quality assurance plan during the duration of the Contract; and

d. Notify SBE immediately of any proposed changes to the quality assurance plan and obtain SBE approval of proposed changes before implementing the proposed change.

e. The quality assurance plan shall:

i. Describe the automated and human controls in place to verify that the voter receives the correct ballots, inserts, and return envelopes;

ii. Describe the automated and human controls in place to verify that any ballot packets that does not meet quality standards is not mailed to a voter;

iii. Describe the automated and human controls in place to reproduce ballots packets that do not meet quality standards;

iv. Comply with the quality assurance plan while meeting the required production and mailing schedule; and

v. Include a statement that ballot packets mailed will meet the specific requirements at least 99% of the time.

4. Reporting Requirements: The vendor shall provide:

a. A web-based system that election officials can use to track ballot packets in transit to voters, including postal tracking codes that can be used for USPS confirmation. The tracking system must provide for various levels of access depending upon user type and allow for uninterrupted access for at least 1 hour for 5-10 SBE users;

b. Written status reports at the following frequency:

i. Monthly starting 180 days before an election;

ii. Weekly starting 90 days before an election;

iii. Three (3) times a week starting 60 days before an election; and

iv. Daily once mailings start.

c. Once mailing starts and within 48 hours of transferring ballot packets to the USPS, an export (text or CSV file) with the date each voter’s ballot packet was transferred to USPS.

d. For the first mailing to military and overseas voters and upon request for other mailings, copies of documents establishing transfer of ballot packets from Offeror to USPS; and

e. Other reports as requested by SBE.

III. Ballot Certification will be required for a formal contract award:

SBE will include a ballot packet certification process as part of the formal solicitation. We are not requiring it at this time, however may offer a standalone certification opportunity after the 2026 General Election. So you are on notice of the process, when we request ballots for certification, offerors must submit the ballot samples according to the process below and be certified as a ballot printer in order to be susceptible for award of the new contract.

IV. Subcontractable Work for MBE Participation:

SBE intends to include an MBE goal in the formal solicitation for ballot packet printing and mailing services. We have not determined the most appropriate percentage of the total contract for the MBE goal and would like market feedback regarding:

A. Type(s) of work that could be segmented out for an MBE to perform.

B. Approximate percentage that would be appropriate for an MBE to perform of the total contract value.

V. Information Requested in your Submission: SBE requests that responses to this RFI include the following information:

A. Your company’s full name and headquarters location (Country, County, City, and State) and the country and location(s) where the ballot packets would be printed.

B. The location(s) where the vendor has provided ballot packet printing services including: jurisdiction name, the type of jurisdiction (state, county, municipality), the number of registered voters per election, when and for how long it has been used there, and for how many elections. Also, please include a description of the scope of its use, i.e. whether it was used throughout the entire jurisdiction (statewide, countywide), across multiple sites, or if its use was more limited.

C. A non-binding cost estimate for your solution for a yearly term. This is for our procurement timeline planning due to different processes required for various cost thresholds. The cost estimate should include all costs associated with printing, producing and mailing mail-in ballot packets. Pricing for bulk supplies of each component of the ballot packet should also be provided. Finally, if any design or storage costs are necessary, they should be included in the nonbinding quote.

D. Provide a summary of errors made by your company on previous printing projects that resulted in costs of $50,000 or more being incurred by either your company or the customer.

E. Provide 5 (five) sample ballot packets attention to: Melissia Dorsey, Maryland State Board of Elections, 151 West Street Suite 200, Annapolis, MD 21401. Documents are included as Appendix 2 for the purposes of providing samples in response to this RFI, and are available via the following SFTP site:

Login URL: https://mdsbeftp.elections.maryland.gov/login Please reach out to Whitney.LeRoux@Maryland.Gov for login instructions.

Jared DeMarinis State Administrator

Katherine Berry Deputy Administrator Michael Summers, Chairman Jim Shalleck, Vice Chairman Diane Butler Victoria Jackson-Stanley

RFI

Ballot Packet Printing and Mailing

All responses must be emailed to whitney.leroux@maryland.gov and received by September 18, 2026 at 12:00 pm. Questions may be emailed to the same address with a copy to Melissia.Dorsey1@maryland.Gov.

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