Vote_by_Mail_Envelopes_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

2023-RFP-0195

VOTE BY MAIL ENVELOPES

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: May 19, 2023

DEADLINE FOR QUESTIONS: June 7, 2023

RESPONSE DEADLINE: June 13, 2023, 3:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Vote by Mail Envelopes

I. Definitions II. Introduction

III. Proposer's Instructions IV. Basis for Award V. Final Acceptance

VI. Project Details VII. Vendor Submissions

VIII. Pricing Table IX. Sacramento County Standard Terms and conditions X. Additional Terms and Conditions

XI. Environmental Purchasing Policy

Attachments:

A - Scheduled Election Dates 2023-2024

B - Schedule of Tasks

C - Standard Contract Information

D - 2023-RFP-0195 Vote by Mail Envelopes Insert

E - Proofs

Request for Proposal #2023-RFP-0195 Title: Vote by Mail Envelopes

1. DEFINITIONS

Response:The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default:A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination:A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. INTRODUCTION

2.1. Summary

The County of Sacramento, Registrar of Voters (ROV), requires printing of various styles of election ballot envelopes. Sacramento County currently has a registered voter population of approximately

900,000 with a total eligible voter population of approximately one million.

The total quantity of envelopes required for each election(s) will vary depending on the type of election being conducted. Contractor may be asked by the ROV to print fewer than 5,000 or more than 900,000 of each type of envelope per election.

Any contract resulting from this RFP shall be for a one-year period, with the option to extend for four (4) additional one-year terms, commencing with execution of a contract by the Contract and Purchasing

Services Division.

2.2. Contact Information

Zachary Mello`

Senior Contract Services Officer

9660 Ecology Lane

California, CA 95827

Email: melloz@saccounty.gov

Phone: (916) 875-6104

Department:

DGS: CAPSD - Procurement

Department Head:

Craig Rader

Purchasing Agent

2.3. Timeline

Release Project Date May 19, 2023

Question Submission Deadline June 7, 2023, 5:00pm

Addendum Issued (if necessary) June 9, 2023, 5:00pm

Submission Deadline June 13, 2023, 3:30pm

Award Contract June 30, 2023 mailto:melloz@saccounty.gov tel:(916)875-6104

3. PROPOSER'S INSTRUCTIONS

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: F.O.B. Destination, freight prepaid: Seller pays freight charges, Seller owns goods in transit, Seller files claims (if any); Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. BASIS FOR AWARD

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of90 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

All proposals will be evaluated by a County designated Evaluation Committee consisting of key County stakeholders with a maximum of 999 points possible. All proposals will be evaluated using the same criteria and with the same amount of possible points. Evaluations will be based on the criteria listed below, which corresponds to information requested in various sections of the proposal:

• Qualifications/scope of work/ questionnaire response

• References

• Pricing

5. FINAL ACCEPTANCE

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. PROJECT DETAILS

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with

ProcureNow by signing up at https://secure.procurenow.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Detailed Specifications

Within the timelines and specifications provided herein, Contractor may:

A. Print envelopes in multiple languages. Currently, envelopes are printed in English/Spanish, English/Vietnamese, and English/Chinese. Envelopes may be printed in one language, or as many as four languages. Additional languages may be added due to mandated requirements.

B. Prepare and print identification envelopes for specific types of ballots (numbers 1-5). Identification envelopes are printed in various colors according to type as specified; all current identification envelope sizes are approximately 5 ¾” x 9 1/4". Prepare and print outgoing window envelopes with various printing (numbers 6-11).

Weight of paper is 24 pound with drill holes unless otherwise specified. Envelope proofs must be complete and show drill holes (if applicable).

Proposals for additional sizes, designs, and prices are encouraged.

1. VBM Identification Pink Envelope: 24# pink woven, 5 ¾” x 9 ¼”, with rounded flap on top long edge and standard gum adhesive, 2 sided printing in black ink on each side, with 1 drilled hole.

2. Military/Overseas Identification Buff Envelope: 24# buff woven, 5 ¾” x 9 ¼”, with rounded flap on top long edge and standard gum adhesive, 2-sided printing with black ink on one side and black on the other side, with 1 drilled hole.

3. Safety or Retiree Member SCERS Election Identification Green Envelope: 24# green woven, 5 ¾” x 9

¼”, 2-sided printing in black ink with rounded flap on top long edge and standard gum adhesive, wording is the same for all retirement board election envelopes, with only one variable change in wording of (a)

Safety Member or (b) Retiree Member, with 1 drilled hole.

4. Miscellaneous Member SCERS Election Identification Blue Envelope: 24# Blue woven 5 ¾” x 9 ¼”, with rounded flap on top long edge and standard gum adhesive, 2-sided printing in black ink.

5. Military/Overseas Update Return Buff Envelope: 24# buff woven, 5 ¾” x 9 ¼”, with flap on top long edge and standard gum adhesive, double-sided printing in black ink, 1 drilled hole.

6. VBM Outgoing Ballot 2 Window White Envelope: 24# white woven, 6 1/16” x 10 ¼”, large enough to accommodate 1 identification envelope, 3 folded card stock ballots (sized up to 8 ½” x 19”) and 3 additional folded 8” x 14” paper inserts, with rounded flap along bottom of long edge and standard gum adhesive, with black ink on front side only, with a hexagonal open window on top right of 4 ¾” x 1 ¼” and a 2 1/8” x 1 ½” hexagonal cellophane window on back bottom right. No drill holes.

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7. Conditional Voter Registration Pocket/Perf White Envelope: White 7 ½” x 10 ½” with a pocket to insert voter registration forms on back and a closing flap of 2 ½” with sealing strip on top of short side, bottom 1 1/8’ of flap is perforated. Blue and black ink on both sides. No drill holes.

8. Military/Overseas Tyvek Large White Envelope: White Tyvek, 10” x 13” x 1” expansion, printed with black ink on front side, flap on right side with 1” peel and seal strip. No drill holes.

9. Military/Overseas Tyvek Small White Envelope: White Tyvek, 7” x 10”, printed with black ink on front side, flap on short right side with 1” peel and seal strip. No drill holes.

10. Military Small Correspondence White Envelope: White 24# woven 7” x 10”, printed with black ink on front side, flap on short right size with 1” peel and seal strip. No drill holes.

11. UBS Return Orchid Envelope: 24# orchid, 5 ¾” x 9 ¼” with rounded flap on top long side, standard gum adhesive, printing in black ink on 1 side. 1 drilled hole.

12. UBS Outgoing Window White Envelope: 24# white, 6” x 9 ½” with rounded flap on top long side, standard gum adhesive with 4 ½” x 1 1/8” cellophane window on lower front bottom left side, printing in black and lavender ink on one side. No drill holes.

13. VBM Large Tyvek White Envelope: White tyvek, 10” x 13” x 1” with rounded flap with 1” peel and seal strip on closing flap on short right side, with black ink on one side. No drilled holes

14. Confidential Voter Return White Envelope: 24# white, 6 ¼” x 9 5/8”, with rounded flap on top long edge, standard gum adhesive, printed with 1-sided black ink. No drill holes.

C. Envelope orders should be completed within 4 weeks after proofs are approved by Election

Manager. Vendor must be able to print emergency orders due to special elections being called in which a shorter time for printing may be required (within 3 weeks after proofs are approved) in order to meet the election deadlines.

D. Envelope design and sizes to be per RFP specifications, not per physical samples.

E. Bar coding capabilities are required. Likewise, envelopes must meet postal standards and vendors must check their designs with the Postal Design Analyst. Please acknowledge your compliance in your submitted Qualifications Summary.

F. Vendor to provide production samples to be used for testing (numbers 1 & 2), minimum quantity of 500 per sample. Samples are to be mailed to the following address:

County of Sacramento – Voter Registration and Elections

7000 65th Street, Suite A

Sacramento, CA 95823

Samples are to be received by the County by no later than close of business 5 PM PT on June 13, 2023.

"Attachment D - 2023-RFP-0195 Vote by Mail Envelopes Insert" must be completed and included in your mailed samples. All unidentified samples will be discarded and the associated proposal response will be deemed incomplete and therefore non-responsive.

6.3. Mandatory Requirements

1. PROOFS

For existing envelopes, the County will provide PDF proofs. For newly designed envelopes, the County will provide mock-ups. Envelope proofs, as either single- or multi-page PDF documents, must be delivered by Contractor to the ROV to verify their accuracy and size. The ROV will either approve or disapprove proofs in writing (email or FAX is acceptable) with 24 ROV working hours of receipt of proofs.

Contractor will resubmit revised proofs to the ROV for approval within 12 hours. Contractor will deliver production samples within 5 calendar days to the office of the ROV. Delivery of proofs shall be at no cost to the county.

2. LANGUAGES

Envelopes will be printed in mono-lingual, bi-lingual or tri-lingual, depending on the size of the envelope and real estate. Our current languages include English, Spanish, Vietnamese, and Chinese. Additional languages and/or monolingual envelopes may be required in the future due to changes in law or demographics, or at the ROV’s option. Additional languages may include Korean, Punjabi, Mien, Urdu, Tagalog, Japanese, Laotian, Hindi, Hmong, and Telugu.

3. AUTHORIZED REPRESENTATIVES

The ROV shall designate, in writing, employees as authorized representatives who will be responsible for coordinating printing, approving proofs, providing authorization to print, and coordinating deliveries.

Contractor shall act only on instruction from one of these designated persons. Contractor will likewise designate, in writing, authorized representatives who will be responsible for coordinating printing and processing under the contract. All references to the ROV in the contract shall include the ROV and the designated authorized representatives.

4. SCHEDULE

The initial contract period is expected to be July 2023 through June 2024. It will cover any scheduled and unscheduled elections from July 2023 through June 2024 and may be extended four additional one-year periods. Unanticipated elections may include special, recall, incorporation, municipal, district elections, and landowner elections.

Attachment A and Attachment B list schedules established for most elections. Unusual circumstances may require altering the schedule for a particular election.

Performance ahead of schedule is desirable unless Contractor is given notice that it is not acceptable.

Delays or extensions will only be granted with prior written approval from the ROV.

The ROV will provide a detailed order for type and quantity of envelopes approximately 110 calendar days prior to an election.

All envelopes ordered must be delivered to the ROV no later than 65 days prior to the election.

Alternate Delivery Location: The ROV may request delivery of all or portion of envelopes to be delivered to Mail House.

Shipping: It is Contractor’s responsibility to furnish all transportation required to meet the schedule.

Shipping costs to be included in the printing costs. The County will not pay delivery charges for late materials or Contractor-caused reprints.

All corrections that are necessary due to Contractor error, regardless of where in the cycle the error occurred, will be made at no cost to the County.

5. REPRINTS AND ADDITIONAL ENVELOPES

The ROV may order reprinting and/or additional envelopes at any time. The ROV shall confirm orders for such printing, in writing (email or FAX is acceptable). The reprinting and delivery schedule of rejected or additional envelopes shall be set by the ROV, and is expected to occur within a 24-36 hour turnaround time.

Reprinting from a Contractor-caused problem shall be solely at Contractor’s cost, including delivery.

Additional envelopes or reprinting from a County-caused problem shall be invoiced at the price set forth in the proposal. Extraordinary costs resulting from a County-caused problem shall be agreed to, in writing, prior to reprinting.

Contractor shall keep all files to ensure availability if reruns are required.

The ROV does not guarantee any quantities, estimated usages are based on historical usage data;

County does not guarantee any item or any dollar amount will be purchased, County is not responsible for any overages printed at the discretion of the printer.

6. QUANTITIES

The ROV will specify definite quantities, in writing, at the time of or before authorization to print.

Quantities of envelopes on the Pricing Schedule are representative; actual quantities will vary significantly from election to election.

The ROV does not guarantee any quantities, estimated usages are based on historical usage data;

County does not guarantee any item or any dollar amount will be purchased, Exact quantities only must be supplied—no unders or overs. County is not responsible for any overages printed at the discretion of the Contractor printer.

7. ACCEPTANCE

Contractor must provide a packing slip detailing the specific quantities shipped including the quantity of pallets and boxes. Contractor must replace all quantities rejected at no cost to the County, including delivery. Replacement shall begin within 24 hours and be delivered within 36 hours after notification.

Quality control is the responsibility of Contractor.

8. BILLING

To assist the ROV in tracking and revenue claiming, Contractor will itemize items on invoice separately for each type of envelope listed on Pricing Schedule. Quantities invoiced must be the same as quantities ordered and delivered. Invoices must be submitted no later than 30 days following delivery/mailing.

9. LIQUIDATED DAMAGES

It is agreed that time is of the essence in completing each portion of the contract. If Contractor fails to deliver the envelopes on or before the dates specified in this section, it is understood that the County will suffer damages. It being impractical and infeasible to determine the amount of actual damages, in light of the impossibility of predicting the effect of the particular delay on the public welfare, it is agreed that for each calendar day after the delivery dates specified in this section that the envelopes that have not been delivered, Contractor shall pay the County an amount equal to two percent (2%) of the amount of the contract for the specific election as fixed and agreed liquidated damages but not as a penalty.

Contractor does hereby authorize the County to deduct such liquidated damages from the amount due.

Contractor further agrees that any such deduction shall not in any degree release it from further obligation and liabilities in regard to the fulfillment of the entire contract.

Liquidated damages will not be charged for each calendar-day delay caused by the County. Likewise, provided that Contractor has within one day of delay notified the ROV, Contractor shall not be charged with liquidated damages or any excess costs when the delay in delivery is due to unforeseen causes beyond the control and without the fault of Contractor including but not restricted to a court order, acts of God, or acts of the public enemy.

No delays and extensions of time will be granted on account of work performed in a grossly negligent manner by a supplier.

7. VENDOR SUBMISSIONS

7.1. ........................................................................................................ Pr oposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. ........................................................................................................ Ple ase confirm that your company will accept the County's contract terms and conditions

Please see attachment C which contains the County's sample terms and conditions.

☐ Please confirm

7.3. ........................................................................................................ Di d your organization mail sample envelopes in a timely fashion to ensure they were received prior to the RFP closing date? *

Samples are to be received by the County no later than close of business 5 PM PT on June 13, 2023.

"Attachment D - 2023-RFP-0195 Vote by Mail Envelopes Insert" must be included in your mailed samples. All unidentified samples will be discarded and the associated proposal response will be deemed incomplete and therefore non-responsive.

☐ Yes

☐ No

*Response required

7.4. ........................................................................................................ Ho w do you provide production proofs?*

*Response required

7.5. ........................................................................................................ W hat languages are you capable of printing; have you printed in the past?*

*Response required

7.6. ........................................................................................................ Co ntractor will designate, in writing, authorized representatives who will be responsible for coordinated printing and processing under the contract. All references submitted in this RFP shall include the ROV and designated authorized representative.*

*Response required

7.7. ........................................................................................................ Is shipping factored into the pricing schedule? Can you meet the 67 day timeline?*

*Response required

7.8. ........................................................................................................ Do you do reprints? If so, what is the turnaround time for reprints?*

*Response required

7.9. ........................................................................................................ Ve ndor understands and acknowledges the numbers of orders placed and quantities of order may vary.*

*Response required

7.10. ...................................................................................................... Ca n you deliver replacements within the 36 hour notification timeframe?*

*Response required

7.11. ...................................................................................................... Ca n you bill no later than 30 days? Will the billing be itemized?*

*Response required

7.12. ...................................................................................................... Ca n you meet the criteria referenced in Section 7 of the Scope of Work?*

*Response required

7.13. ...................................................................................................... Co nfidential Company Information (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your response package. Click "File Upload" below to upload your confidential documents.

7.14. ...................................................................................................... Pr oposal Documents*

Please Upload your COMPLETE Proposal here, which includes the following:

A. Proposal Summary

B. Statement of Experience and Qualifications

*Response required

7.15. ...................................................................................................... Co ntractor Certification of Compliance*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

CONTRACTOR hereby certifies that either:

☐ (a) the CONTRACTOR is a government or non-profit entity (exempt)

☐ (b) the CONTRACTOR has no Principal Owners (25% or more) (exempt)

☐ (c) each Principal Owner (25% or more), does not have any existing child support orders

☐ (d) CONTRACTOR’S Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

7.16. ...................................................................................................... Co ntractor Certification of Compliance Cont...*

New CONTRACTOR shall certify that each of the following statements is true:

A. CONTRACTOR has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

B. CONTRACTOR has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box

269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov.

☐ Yes

☐ No

*Response required

7.17. ...................................................................................................... Sol icitation Exceptions*

Please list all exceptions below referring to name of specific section and (where applicable) paragraph, subsection number, or other identifier. For each exception, please quote the statement(s) to which you are taking an exception, for reference during bid analysis. Exceptions considered excessive or affecting vital terms, conditions or specifications may reduce or eliminate your prospects for award.

Please include the following with every exception (if your company has no exceptions, type "N/A" in this field):

A. Page #

B. Section#/Title

C. Exception Description

*Response required

7.18. ...................................................................................................... No n-Collusion Affidavit*

I state that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal.

I state that:

A. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed below in the exceptions field (accept with exceptions).

B. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a bidder or potential bidder, and that they will not be disclosed before proposal opening.

C. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal/bid or other form of complementary proposal.

D. The proposal by my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

E. My firm, its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

F. No current or previous employee of the County of Sacramento (employed by County of

Sacramento within the last calendar year) has been involved or is currently involved in any manner, directly or indirectly, with bidder’s response or considerations in responding to this request.

I understand and my firm understands and acknowledges that the above representations are material and important, and will be relied upon by the County of Sacramento in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Sacramento of the true facts relating to the submission of proposals/bids for this contract. Any violation of this certification shall render bidder’s response invalid. In such a case, bidder’s response will be immediately disqualified.

☐ Please confirm

*Response required

7.19. ...................................................................................................... Cu stomer References*

Include three (3) Company references here:

Reference 1

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 2

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

Reference 3

• Agency/Company Name

• Project Name

• Project Size (Cost/Unit & Total Cost)

• Project Type

• Year Completed

• Name of Project Manager

• Email Address & Phone Number

• Brief Physical Description of Project

*Response required

7.20. ...................................................................................................... Ira n Contracting Act Disclosure Form *

(California Public Contract Code, sections 2202-2208)

When responding to a bid or proposal or executing a contract or renewal for a County of Sacramento contract for goods or services of $1,000,000 or more, a vendor must either:

A. certify it is not on the current list of persons engaged in investment activities in Iran created by the California Department of General Services (“DGS”) pursuant to Public Contract Code section

2203(b) and is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS; or

B. demonstrate it has been exempted from the certification requirement for that solicitation or contract pursuant to Public Contract Code section 2203(c) or (d).

To comply with this requirement, please select one of the options below. Please note: California law establishes penalties for providing false certifications, including civil penalties equal to the greater of

$250,000 or twice the amount of the contract for which the false certification was made; contract termination; and three-year ineligibility to bid on contracts. (Public Contract Code section 2205.)

OPTION #1 - CERTIFICATION

I certify I am duly authorized to execute this certification on behalf of the vendor/financial institution, and the vendor/financial institution is not on the current list of persons engaged in investment activities in Iran created by DGS and is not a financial institution extending twenty million dollars

($20,000,000) or more in credit to another person/vendor, for 45 days or more, if that other person/vendor will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.

OPTION #2 – EXEMPTION

Pursuant to Public Contract Code sections 2203(c) and (d), a public entity may permit a vendor/financial institution engaged in investment activities in Iran, on a case-by-case basis, to be eligible for, or to bid on, submit a proposal for, or enters into or renews, a contract for goods and services. If you have obtained an exemption from the certification requirement under the Iran

Contracting Act, please select "EXEMPTION" below, and attach documentation demonstrating the exemption approval with your electronic submission.

☐ Certification

☐ Exemption

*Response required

8. PRICING TABLE

VOTE BY MAIL ENVELOPES PRICING TABLE

Please respond in the unit cost for a price of "one" (1) each. This price should include all ancillary costs such as shipping and production.

Line Item Description Quantity Unit of

Measure Unit Cost Total

A. VBM Identification Pink Envelope

A1. VBM Identification Pink Envelope 100,000 EA

A2. VBM Identification Pink Envelope 300,000 EA

A3. VBM Identification Pink Envelope 500,000 EA

A4. VBM Identification Pink Envelope 700,000 EA

A5. VBM Identification Pink Envelope 1,000,000 EA

B. Military/Overseas Identification Buff Envelope

B1. Military/Overseas Identification Buff

Envelope

5,000 EA

B2. Military/Overseas Identification Buff

Envelope

10,000 EA

B3. Military/Overseas Identification Buff

Envelope

15,000 EA

B4. Military/Overseas Identification Buff

Envelope

20,000 EA

B5. Military/Overseas Identification Buff

Envelope

25,000 EA

C. Military/Overseas Update Return Buff Envelope

C1. Military/Overseas Update Return Buff

Envelope

1,000 EA

C2. Military/Overseas Update Return Buff

Envelope

5,000 EA

Line Item Description Quantity Unit of

Measure Unit Cost Total

C3. Military/Overseas Update Return Buff

Envelope

10,000 EA

D. Safety or Retiree Member SCERS Elections Identification Green Envelope

D1. Safety or Retiree Member SCERS

Elections Identification Green

Envelope

1,000 EA

D2. Safety or Retiree Member SCERS

Elections Identification Green

Envelope

5,000 EA

D3. Safety or Retiree Member SCERS

Elections Identification Green

Envelope

10,000 EA

E. Miscellaneous Member SCERS Election Identification Blue Envelope

E1. Miscellaneous Member SCERS Election

Identification Blue Envelope

1,000 EA

E2. Miscellaneous Member SCERS Election

Identification Blue Envelope

5,000 EA

E3. Miscellaneous Member SCERS Election

Identification Blue Envelope

10,000 EA

F. VBM Outgoing Ballot 2 Window White Envelope

F1. VBM Outgoing Ballot 2 Window White

Envelope

100,000 EA

F2. VBM Outgoing Ballot 2 Window White

Envelope

300,000 EA

F3. VBM Outgoing Ballot 2 Window White

Envelope

500,000 EA

F4. VBM Outgoing Ballot 2 Window White

Envelope

700,000 EA

F5. VBM Outgoing Ballot 2 Window White

1,000,000 EA

Unit Cost Total

G. Conditional Voter Registration Pocket/Perf White Envelope

G1. Conditional Voter Registration

Pocket/Perf White Envelope

5,000 EA

G2. Conditional Voter Registration

Pocket/Perf White Envelope

10,000 EA

G3. Conditional Voter Registration

Pocket/Perf White Envelope

20,000 EA

G4. Conditional Voter Registration

Pocket/Perf White Envelope

30,000 EA

G5. Conditional Voter Registration

Pocket/Perf White Envelope

40,000 EA

G6. Conditional Voter Registration

Pocket/Perf White Envelope

50,000 EA

H. Military/Overseas Tyvek Large Expansion White Envelope

H1. Military/Overseas Tyvek Large

Expansion White Envelope

1,000 EA

H2. Military/Overseas Tyvek Large

Expansion White Envelope

5,000 EA

H3. Military/Overseas Tyvek Large

Expansion White Envelope

10,000 EA

I. Military/Overseas Tyvek Small White Envelope

I1. Military/Overseas Tyvek Small White

Envelope

1,000 EA

I2. Military/Overseas Tyvek Small White

Envelope

5,000 EA

I3. Military/Overseas Tyvek Small White

Envelope

10,000 EA

J. Military/Overseas Small Correspondence White Envelope

Unit Cost Total

J1. Military/Overseas Small

Correspondence White Envelope

1,000 EA

J2. Military/Overseas Small

Correspondence White Envelope

5,000 EA

J3. Military/Overseas Small

Correspondence White Envelope

10,000 EA

K. UBS Return Orchid Envelope

K1. UBS Return Orchid Envelope 1,000 EA

K2. UBS Return Orchid Envelope 2,000 EA

K3. UBS Return Orchid Envelope 5,000 EA

L. UBS Outgoing Window White Envelope

L1. UBS Outgoing Window White Envelope 1,000 EA

L2. UBS Outgoing Window White Envelope 2,000 EA

L3. UBS Outgoing Window White Envelope 5,000 EA

M. VBM Large Tyvek White Envelope

M1. VBM Large Tyvek White Envelope 1,000 EA

M2. VBM Large Tyvek White Envelope 2,000 EA

M3. VBM Large Tyvek White Envelope 5,000 EA

N. Confidential Voter Return White Envelope

N1. Confidential Voter Return White

Envelope

5,000 EA

N2. Confidential Voter Return White

Envelope

10,000 EA

N3. Confidential Voter Return White

20,000 EA

Unit Cost Total

N4. Confidential Voter Return White

Envelope

30,000 EA

N5. Confidential Voter Return White

Envelope

40,000 EA

N6. Confidential Voter Return White

Envelope

50,000 EA

TOTAL

ADDITIONAL ENVELOPE SIZES AND/OR DESIGNS (OPTIONAL)

Please list the envelope size/design, the unit of measure, the quantity per unit of measure, and the associated price for any additional items. Please upload this section as a separate attachment. This section is optional and is not required, thus having no impact on the award.

Line Item Description Quantity Unit of

Measure Unit Cost Total

Please follow the structure of this pricing to create your optional attachment of additional items.

TOTAL

9. SACRAMENTO COUNTY STANDARD TERMS AND CONDITIONS

A. BID/QUOTE/PROPOSAL TERMS AND CONDITIONS:All of the terms and conditions of the bid, quote, or proposal against which this agreement is applied, are hereby incorporated.

B. SALES TAX NOT INCLUDED: Unless otherwise definitely specified, the unit prices do not include

California sales and use tax or Sacramento County sales and use tax.

C. INVOICING & PAYMENT: Upon timely submission of itemized invoices by vendor/contractor, payment shall be made per the terms of this agreement and for the prices stipulated for supplies delivered and/or services rendered after inspection and acceptance. Deductions, if any, may be made from payment as provided by this agreement. Payment on partial deliveries may be made whenever amounts due so warrant or when requested by the vendor/contractor and approved by the County. In connection with any cash (payment) discount specified in this agreement, time will be computed from the date of complete delivery of the supplies, equipment or services as specified, or from date correct invoices are received by County, whichever is later. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or check.

D. HOLD HARMLESS:The vendor/contractor shall hold the County of Sacramento, its officers, agents, servants and employees harmless from liability of any nature or kind because of use of any copyrighted, or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this order, and agrees to defend, at his own expense, any and all actions brought against the County of Sacramento or himself because of the unauthorized use of such articles.

E. DEFAULT BY VENDOR/CONTRACTOR:In case of default by vendor/contractor, the County of

Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the vendor/contractor, the difference between the price named in the contract or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County shall be considered the prevailing market price at the time such purchase is made.

Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

F. RIGHT TO AUDIT:The County of Sacramento reserves the right to verify, by examination of vendor/contractor’s records, all invoiced amounts when firm prices are not set forth in the purchase agreement.

G. ASSIGNMENT:This contract or purchase order is not assignable by vendor/contractor either in whole or in part, without the prior written approval of the County.

H. SUCCESSORS: This agreement shall be binding upon to the benefit of the successors and assigns of the respective parties hereto.

I. F.E.T. EXEMPTION:County is exempt from Federal excise tax pursuant to Internal Revenue Code 26

U.S.C. §4221(a)(4).

J. CHARGES NOT INCLUDED ON FACE NOT ACCEPTABLE:No charge will be accepted for packing, boxing, or cartage, except as specified in the Notice of Award. Freight collect shipments will not be accepted.

Merchandise will not be accepted if payment is to be made at the time of delivery.

K. TITLE/RISK OF LOSS:Title, ownership, and risk of loss or damage of the Goods shall be in accordance with Delivery/FOB Terms on Page 1 of the contract. The Goods are delivered to, inspected and accepted by County, except when such loss or damage is due to the fault or negligence of County.

L. ALL UNDERSTANDINGS IN WRITING:It is mutually understood and agreed that no alteration or variation of price, quantity, supplies and/or services, and any terms of this contract shall be valid unless made in writing and signed by the parties hereto, and that no oral understandings or agreements shall be binding.

M. FORCE MAJEURE:The parties will not be held liable for delays or failure in fulfillment of conditions of purchase order or contract resulting from events beyond the reasonable control of such parties. Such events include, but are not be limited to strikes, riots, acts of war, epidemics, acts of government, fire, power failures, nuclear events, earthquakes, acts of terrorism, severe weather events and other disasters.

N.VENDOR/CONTRACTOR TERMS AND CONDITIONS:County’s standard terms and conditions shall govern any contract awarded. If, after award of contract, vendor/contractor provides additional terms or conditions, and there is a conflict between the terms and conditions of the parties, County’s terms and conditions shall govern.

O. INFORMATION TECHNOLOGY ASSURANCES:Vendor/contractor shall take all reasonable precautions to ensure that any hardware, software, and/or embedded chip devices used by vendor/contractor in the performance of services under this agreement, other than those owned or provided by County, shall be free from viruses. Nothing in this provision shall be construed to limit any rights or remedies otherwise available to County under this agreement.

P.COMPLIANCE WITH FAMILY SUPPORT ORDERS:Vendor/contractor hereby certifies that it's principal owner(s) is in substantial compliance with Sacramento County's DCSS Program, federal and state laws regarding lawfully served orders for child, family and spousal support, including wage reporting and assignment of wages. (Failure to comply with such orders and cure the default within 90 days of notice by the County shall be grounds for termination of the contract or purchase order.

Q. COMPLIANCE WITH ALL LAWS, LICENSES AND PERMITS:In the performance of their duties, Vendor/contractor shall comply with all applicable federal, state, and county statutes, ordinances, regulations, directives, and laws and this contract shall be deemed to be executed within the State of

California and construed with and governed by the laws of the State of California. Vendor/contractor shall possess and maintain all necessary licenses, permits, certificates and credentials required by the laws of the United States, the State of California, County of Sacramento and all other appropriate governmental agencies, including any certification and credentials required by County. Failure to comply with all laws, licenses and permits shall be deemed a breach of this Agreement and constitutes grounds for the termination of this Contract.

10. ADDITIONAL TERMS AND CONDITIONS

Bidder Responsibility: You are expected to be thoroughly familiar with all specifications and requirements of this bid. Your failure or omission to examine any relevant form, article, site or document will not relieve you from any obligation regarding this bid. By submitting a response, you are presumed to concur with all terms, conditions and specifications of this bid unless you have specifically, by section number, raised objection.

Awards:

A. The County of Sacramento reserves the right to:

1. award responses received on the basis of individual items, or groups of items, or on the entire list of items;

2. reject any or all responses, or any part thereof;

3. waive any informality in the responses; and

4. accept the response that is in the best interest of the County. The Purchasing Agent's decision shall be final.

B. Preference for Sacramento County Products. In purchases by the County of Sacramento, price and quality being equal, preference must be given to Sacramento County products (Charter of the County of Sacramento, sec. 83); also, ". . . preference must be given to the lowest responsible local bidder offering to supply such items for purchase which are raised, grown, manufactured, fabricated, processed or assembled in Sacramento County . . ." (Sacramento

County Code, sec. 2.56.060).

C. Preference for California-made materials. Pursuant to Sections 4330-4333 of the Government

Code, the County, in awarding the…