Voter_Information_Guide_Inkjetting_and_Mailing_Services.pdf

County of Orange, Registrar of Voters

Invitation for Bid for Voter Information Guide Inkjetting and Mailing Services

IFB # 031-3039603-CM

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

Registrar of Voters

PROCUREMENT SERVICES

1300 S Grand Ave Ste C

Santa Ana, CA

92705

Date: Tuesday, March 24, 2026

INVITATION FOR BIDS

FOR: VOTER INFORMATION GUIDE INKJETTING AND MAILING SERVICES

BID MUST BE RECEIVED BEFORE:

April 7, 2026 / 2:00 pm

IFB # 031-3039603-CM

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Attachments:

A - IFB 031-3039603-CM Model Contract

County of Orange IFB

Registrar of Voters - Voter Information Guide Inkjetting and Mailing Services, 031-3039603-CM

SECTION 1. General Information

1.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Procurement Agent

(DPA), Christina Morales, via the County’s online biding system.

1.2 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

All questions or requests for interpretation must be received within this solicitation's Question &

Answer section by Tuesday, March 31, 2026 before 2:00 pm.

1.3 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this

Invitation for Bid (IFB). All questions regarding this solicitation must be submitted via the Question &

Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, Christina Morales, will provide all official communication concerning this IFB.

1.4 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

1.5 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District Donald P. Wagner, Third District

Doug Chaffee, Fourth District Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 2. General Instructions

2.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model

Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

2.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the Vendor Responses.

2.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the solicitation deadline. If you encounter any problems with your registration, system, bid submission, or other system issues, please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

2.4 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of

Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

mailto:procurement-support@opengov.com

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

2.5 NO SUBSTITUTIONS

The bidder is required to meet all specifications and requirements contained in this solicitation. No substitutions will be accepted, unless prior County written approval is received.

2.6 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid.

If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

2.7 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet. Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the

Contract.

2.8 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s

Legal Business Name(s). Out of State Vendors are required to submit a 587/590 Form.

2.9 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of Orange terms and conditions.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Request a sample for determining equality with the specified brand.

B. Waive, at its discretion, any non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage.

C. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

D. Make multiple awards to Bidders for services requested in this solicitation, at its sole discretion, to serve the best interests of the County

E. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

F. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

G. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

H. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

I. Defer award of this Contract for a period of 180 days after the Bid opening. During this period, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to extend this deferral period.

2.11 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

2.12 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

2.13 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

2.14 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

2.15 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

2.16 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 3. Protest Procedures

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Christina Morales at christina.morales@ocvote.gov, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy Procurement

Agent (DPA), Christina Morales at christina.morales@ocvote.gov, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Christina Morales at christina.morales@ocvote.gov, no later than five (5) business days after the Notice of Solicitation Ranking Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of

Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement

Agent’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement

Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 4. Scope of Work

4.1 INTRODUCTION

Orange County is the fifth (5th) largest voting jurisdiction in the United States and California’s second (2nd) largest county, serving approximately 1.9 million voters – a number that is growing by the day – including an extensive population who primarily communicate in a language other than English. Currently five (5) languages are required under the federal Voting Rights Act on County’s ballot including Spanish, Chinese, Korean, and Vietnamese in addition to English. In addition, eight (8) languages are required und the

California Voting Rights Act: Farsi, Japanese, Tagalog, Hmong, Indonesian, Khmer, Nepali, and Punjabi.

As required by §13300 of the California Elections Code, County prepares Voter Information Guides (VIG) containing a sample ballot, ballot type, and other election information to be mailed to each registered voter for each election. Once printed, the VIGs are delivered to a qualified mailing company for distribution via mail to all registered voters. Accuracy of the addressing and the mailing of correct ballot types to the correct voters is critically important.

The volume of VIGs mailed varies from election to election. The table below is provided for historical purposes only. Volume is expected to change. Contractor may conduct any or all of the mailings depending on the needs of County.

mailto:CPOAppeals@ocgov.com

Election QTY of VIGs mailed Qty of Supplemental

VIGs mailed

June 2022 Primary 1,715,489 14,078

November 2022 General 1,693,516 17,912

March 2024 Presidential Primary 1,742,503 15,480

November 2024 Presidential General 1,721,848 24,370

Contractor shall have experience producing and managing large volume mailings with accuracy while meeting inflexible deadlines. It is our preference that Contractor’s facility is located less than one (1) hour travel time of OC Registrar of Voters.

OC Registrar of Voters is located at 1300 S. Grand Ave. Bldg. C, Santa Ana, CA 92705.

4.2 SCOPE OF SERVICES

A. County VIGs

1. Specifications

• Size: typically, 8.5” x 11”, but can be produced as a 5.375” x 8.375” o If USPS standards require tabbing, the seals and affixing the seal to the VIG shall be provided at an additional cost.

• Material:

o VIG cover is similar to card stock o VIG guts are a little lighter than standard 20lb paper

• Varied page counts (ROV typically uses 56 pages for planning purposes for a major election and 16 pages for a small election); exact page counts will not be known until closer to the election.

• VIGs are printed in different versions of varying quantities, referred to as ballot types. Estimated number of ballot types is 200-600 for a county-wide election (major election) and as low as a single ballot type in any election.

2. Operational Requirements

• The voter data will be provided by County and Contractor must sort the mail down for the most economical postal rate possible.

• County will provide access to our postage permit.

• Contractor must provide to County daily production counts, including ballot types that have been completed.

• VIGs will begin to be delivered to mailing house approximately 50 days prior to any election. Typical quantities of VIGs delivered are 150,000 – 200,000 by truck load multiple times or trucks per day. The daily output for special elections is expected to be the same; however, the quantities and timing of receipt of the books will vary.

• VIG mailing shall occur no later than 40 days prior to the election and all VIGs shall be mailed by that day. Arrangements can be made with County to start mailing earlier if needed to meet all VIGs be mailed by 40 days prior to the election.

• Smaller supplemental mailings of VIGs may be required and shall be completed within five (5) days after the supplemental list is provided.

• The VIG ballot type must be matched with the correct ballot type indicated by a field in the file provided by County.

• VIGs must be properly grouped, bundled, and palletized correctly for Postal delivery, according to the applicable postal rate.

• Contractor shall deliver the mailing directly to the Post Office.

B. State VIGs

1. Specifications

• Size: 8.5” x 11X

• Material: Newsprint

• Page Count: Up to 150 pages, or more

• County will also need the ability to have supplemental State Voter Information

Guides (State VIGs) mailed to a small quantity of voters (under 10,000). These State VIGs are provided by the state.

2. Operational Requirements

• The voter data will be provided by County and Contractor must sort the mail down for the most economical postal rate possible.

• County will provide access to our postage permit if necessary.

• State VIGs will be delivered to mailing house directly from state or County approximately 50 days prior to any statewide election.

• Mailing shall be completed within five (5) days after the supplemental list is provided.

• State VIGs must be properly grouped, bundled, and palletized correctly for Postal delivery, according to the applicable postal rate.

• Contractor shall deliver the mailing directly to the Post Office.

4.3 QUALITY CONTROL

A. This is a hundred percent mailing; VIGs pulled for quality check samples cannot be kept.

B. Contractor shall perform quality control throughout the entire process. The quality control process at minimum shall include, but is not limited to the following:

• At the start of each run, check the first books for the following:

o County o Cover o Language o Ballot Type o Party Type o Page Count

▪ Open the books and make sure the page count is correct

▪ Make sure the pages are in the correct order

▪ Make sure the pages are not upside down

▪ Make sure the ballot type on the inside pages matches the cover

• The party type and ballot type appear in the address block of both ink jet and address labels

• For large runs – more than one (1) pallet – check random samples every 15 minutes

• For small runs – less than one (1) pallet – check pieces from the beginning, middle, and end of the run.

• Quickly scan the books and make sure everything looks okay. Anything that does not look correct must be reported to Contractor lead.

4.4 ADDITIONAL REQUIREMENTS

A. Onsite Quality Control: County requires the ability to have County staff on Contractor’s site for quality control checks.

B. Reports/Meetings: Contractor shall develop reports and any other relevant documents necessary to complete the services and requirements as set forth in this contract. The County’s Project Manager and Contractor’s project manager will meet on reasonable notice to discuss Contractor’s performance and progress under this contract. If requested, Contractor’s Project Manager and other project personnel shall attend all meetings. Contractor shall provide such information that is requested by County for the purpose of monitoring progress under this contract.

C. Contractor must report shortages to County Project Manager.

D. Contractor must report to County Project Manager any damaged/bad product received from printing company.

E. County may require Contractor to count, sort, and package extras for delivery to County.

F. County shall determine if overs/extras are to be returned or destroyed.

4.5 ADDITIONAL WORK

A. Upon County request, Contractor shall submit supplemental proposals for Additional Work not called for under the Scope of Work of this Contract.

B. County reserves the right to obtain supplemental proposals from, and use, alternate sources for completion of the additional work.

4.6 MISCELLANEOUS CLAUSE

A. The purchase of other quantities, page counts, and sizes not detailed in above pricing tables shall be allowed via written quote provided by Contractor and authorized by County.

B. The purchase of similar items and services not specified in this Contract are allowed via written quote provided by Contractor and authorized by County.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and (2) below:

A. Local Business Requirements:

1. Maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. Has:

a. A business address located in the County of Orange that is not a post office box, or

b. A valid business license or certificate of occupancy issued by the County of Orange or by an Orange County city, or other documentation acceptable to the County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of General

Services (DGS): and, C. Above requirements must be valid at the time of proposal submittal through the time of award of the contract. The terms and conditions of the contract shall additionally require the contractor to remain in compliance with the Local Business requirements (pursuant to subsection (a) above) through the term of the contract, including any extensions or renewals, and shall provide that contractor’s failure to comply may be construed by County as a material breach of the contract.

5.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of

County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our

Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal through the time of award of the contract.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a

Small Business. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. Maintains their principal center of operations (i.e. headquarters) within Orange County.

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response.

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed

OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

a. No Cost - Any Request for Proposals that does not include cost as a scoring criteria shall instead apply the five percent (5%) or eight percent (8%) preference percentage pursuant to the eligibility requirements above to a scoring criteria in the RFP that makes up no more than twenty percent (20%) of the total RFP.

b. With Cost - An additional five percent (5%) shall be applied to the total cost of each certified OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or

DVBE matches the final score of a respondent who is not an OCLSB or DVBE, preference shall be given to the certified OCLSB or DVBE. If two or more OCLSBs and/or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interests. Notwithstanding these preference procedures, the

Orange County Board of Supervisors reserves the right to award contracts in any other permissible manner in consideration of the County’s best interests.

C. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE

If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

D. Subcontractors

If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

SECTION 6. Electronic Fund Transfer (EFT)

If awarded, the County offers Bidder the option of receiving payment directly to its bank account via an

Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT shall also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address shall need to be provided to County via an EFT Authorization Form. A copy of the EFT form is attached as an Exhibit to this solicitation.

SECTION 7. Pricing

TABLE A - COUNTY VIGS SIZE 8.5” X 11”

Prices shall not include sales tax. Prices shall include all costs, but not limited to overhead, all necessary labor, transportation, fuel/fuel surcharges, mileage, storage, and any other costs necessary to provide the items under this Contract. No self-imposed fees shall be accepted/authorized.

Line Item Description Unit of Measure Unit Cost

Data Processing: NCOA, CASS, Parse and split files, Presort and prepare for imaging.

1 Up to 10,000 records M

1 Up to 25,000 M

1 Up to 75,000 M

1 Up to 250,000 M

1 Up to 1,000,000 M

1 Up to 2,000,000 M

Addressing up to 4" and 64 pages: Sort and Postal Verify

2 Up to 10,000 records M

2 Up to 25,000 M

2 Up to 75,000 M

Line Item Description Unit of Measure Unit Cost

2 Up to 250,000 M

2 Up to 1,000,000 M

2 Up to 2,000,000 M

Addressing up to 4" and over 64 pages up to 112 pages: Sort and Postal Verify

3 Up to 10,000 records M

3 Up to 25,000 M

3 Up to 75,000 M

3 Up to 250,000 M

3 Up to 1,000,000 M

3 Up to 2,000,000 M

Ballot Type Fees – Setup Fee applies to each BT/Cover/Version

4 up to 200 Each

4 201 and up Each

Freight to Sectional Center Facility (SCF): Anaheim and Santa Ana

5 Per Truck to Anaheim Each

5 Per Truck to Santa Ana Each

Tabbing VIGs

6 Up to 10,000 records M

6 Up to 25,000 M

6 Up to 75,000 M

6 Up to 250,000 M

6 Up to 1,000,000 M

Line Item Description Unit of Measure Unit Cost

6 Up to 2,000,000 M

Extras

7 Destroying Bad Product Hourly

7 Special packing: counting product and carton pack Hourly

Special Pricing for special elections with up to 10 ballot types and 64 pages

8 Data Processing Per M

8 Ink Jet address, sort, and prep mail Per M

TABLE B - COUNTY VIGS SIZE 5.375” X 8.375”

Prices shall not include sales tax. Prices shall include all costs, but not limited to overhead, all necessary labor, transportation, fuel/fuel surcharges, mileage, storage, and any other costs necessary to provide the items under this Contract. No self-imposed fees shall be accepted/authorized.

Line Item Description Unit of Measure Unit Cost

Data Processing: NCOA, CASS, Parse and split files, Presort and prepare for imaging.

1 Up to 10,000 records M

1 Up to 25,000 M

1 Up to 75,000 M

1 Up to 250,000 M

1 Up to 1,000,000 M

1 Up to 2,000,000 M

Addressing up to 4" and 64 pages: Sort and Postal Verify

2 Up to 10,000 records M

2 Up to 25,000 M

2 Up to 75,000 M

Line Item Description Unit of Measure Unit Cost

2 Up to 250,000 M

2 Up to 1,000,000 M

2 Up to 2,000,000 M

Addressing up to 4" and over 64 pages up to 112 pages: Sort and Postal Verify

3 Up to 10,000 records M

3 Up to 25,000 M

3 Up to 75,000 M

3 Up to 250,000 M

3 Up to 1,000,000 M

3 Up to 2,000,000 M

Ballot Type Fees – Setup Fee applies to each BT/Cover/Version

4 up to 200 Each

4 201 and up Each

Freight to Sectional Center Facility (SCF): Anaheim and Santa Ana

5 Per Truck to Anaheim Each

5 Per Truck to Santa Ana Each

Tabbing VIGs

6 Up to 10,000 records M

6 Up to 25,000 M

6 Up to 75,000 M

6 Up to 250,000 M

6 Up to 1,000,000 M

Line Item Description Unit of Measure Unit Cost

6 Up to 2,000,000 M

Extras

7 Destroying Bad Product Hourly

7 Special packing: counting product and carton pack Hourly

Special Pricing for special elections with up to 10 ballot types and 64 pages

8 Data Processing M

8 Ink Jet address, sort, and prep mail M

TABLE C - STATE VIGS

Prices shall not include sales tax. Prices shall include all costs, but not limited to overhead, all necessary labor, transportation, fuel/fuel surcharges, mileage, storage, and any other costs necessary to provide the items under this Contract. No self-imposed fees shall be accepted/authorized.

Line Item Description Unit of Measure Unit Cost

Data Processing: NCOA, CASS, Parse and split files, Presort and prepare for imaging.

1 Up to 1,000 records M

1 Up to 5,000 M

1 Up to 10,000 M

Addressing up to 4" and 64 pages: Sort and Postal Verify

2 Up to 1,000 records M

2 Up to 5,000 M

2 Up to 10,000 M

Addressing up to 4" and over 64 pages up to 112 pages: Sort and Postal Verify

3 Up to 1,000 records M

3 Up to 5,000 M

Line Item Description Unit of Measure Unit Cost

3 Up to 10,000 M

Addressing up to 4" and over 112 pages up to 150 pages: Sort and Postal Verify

4 Up to 1,000 records M

4 Up to 5,000 M

4 Up to 10,000 M

Setup Fee applies to each BT/Cover/Version

5 Setup Fee Each

Freight to Sectional Center Facility (SCF): Anaheim and Santa Ana

6 Per Truck to Anaheim Each

6 Per Truck to Santa Ana Each

Tabbing VIGs

7 Up to 1,000 records M

7 Up to 5,000 M

7 Up to 10,000 M

Extras

8 Destroying Bad Product Hourly

8 Special packing: counting product and carton pack Hourly

Special Pricing for special elections with up to 10 ballot types and 64 pages

9 Data Processing M

9 Ink Jet address, sort, and prep mail M

SECTION 8. Vendor Responses

8.1 BID VALIDITY: *

Bids will be valid for a period of 365 days after the solicitation closing date.

☐ Please confirm

*Response required

8.2 CONTRACTOR INFORMATION

8.2.1 Name of Bidder*

Please state the Name of Bidder here.

If Bidder is a corporation, the legal name of the corporation shall be set forth in this section as the Name of Bidder and the name, title, and person authorized to sign contracts on behalf of the corporation shall be stated as well.

If Bidder is a partnership or joint venture, the true name of the firm shall be set forth as the Name of

Bidder and the name of the partner authorized to sign contracts on behalf of the partnership or joint venture shall be stated as well.

If submittal of this bid or signature of any document submitted with this bid is by an agent other than an officer of a corporation or a member of a partnership, a Power of Attorney must be on file with County prior to Bid opening, or must be submitted with the Bid; otherwise, the Bid may be rejected as non-responsive. You may upload this power of attorney under Additional Information later in this bid response.

*Response required

8.3 COMPANY PROFILE & REFERENCES

8.3.1 Company Legal Name*

*Response required

8.3.2 Company Legal Status*

Please state the status here (Corporation, Partnership, Sole Proprietor, etc.)

*Response required

8.3.3 SAM.gov Confirmation*

Please upload a printout from SAM.gov to confirm that your company currently has no active exclusions.

The printout must be no greater than seven (7) calendar days prior to the due date of this bid.

*Response required

8.3.4 Unique Entity Identifier Number (UEI)*

The County requires a valid UEI number with active registration status. Your company may obtain one at no cost at https://sam.gov/entity-registration.

*Response required

8.3.5 California Secretary of State registration - active and in good standing * Please upload your active certificate from the California Secretary of State.

CA Sec. of State Verification Link = https://bizfileonline.sos.ca.gov/search/business

*Response required https://sam.gov/entity-registration https://bizfileonline.sos.ca.gov/search/business

8.3.6 D-U-N-S Number*

Please provide your company's DUNS number.

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in lieu of the number.

*Response required

8.3.7 Federal Taxpayer ID Number*

*Response required

8.3.8 California Department of Justice, Office of Attorney General active registration* Please provide your active (registration status is current)

• RCT Registration Number

• Renewal/Expiration Date

DOJ Verification Link - https://rct.doj.ca.gov/Verification/Web/Search.aspx?facility=Y

*Response required

8.3.9 Corporate Office Address*

What is the address of the company's corporate office? Please provide the full street/mailing address.

*Response required

8.3.10 Local Business Address(es)*

Please provide the local business address for the company named above. If there are multiple local addresses then please provide all.

• Full address:

• Telephone Number:

• E-mail Address:

*Response required

8.3.11 Length of Time Firm Has Been In Business*

Please clearly state, in months and years, how long your firm has been in business.

*Response required

8.3.12 Length of Time At Current Location*

Please clearly state, in months and years, how long your firm has been in business at its current location.

*Response required

8.3.13 Regular Business Hours*

*Response required

8.3.14 Regular Holidays and Hours When Business Is Closed*

*Response required http://www.dnb.com/ https://rct.doj.ca.gov/Verification/Web/Search.aspx?facility=Y

8.3.15 Corporation?*

Is your firm incorporated?

☐ Yes

☐ No

*Response required

When equals "Yes"

8.3.16 State of Incorporation?*

You have indicated that your firm is incorporated. Please provide the name of the State of

Incorporation.

*Response required

When equals "Yes"

8.3.17 Contract Signature Authority - Executive Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Executive Signer Authority comes from the President, Vice-President, or

Chairperson of the Board.

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "Yes"

8.3.18 Contract Signature Authority - Financial Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Financial Signer Authority comes from the Secretary, Assistant

Secretary, Chief Financial Officer, or Treasurer.

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "No"

8.3.19 Contract Signature Authority*

If not incorporated, please provide the name, contact number, and email of the person who has the binding and signature authority of this contract.

• Contact Full Name:

• Contact Title:

• Contact Number:

• E-mail Address:

*Response required

8.3.20 Sole Proprietor Under Different Name?*

Is your firm a sole proprietor doing business under a different name?

☐ Yes

☐ No

*Response required

When equals "Yes"

8.3.21 Sole Proprietor's Name*

You have indicated that your firm is a sole proprietorship doing business under a different name.

Please provide the sole proprietor's name and the name you are doing business under.

*Response required

8.3.22 Contact Person for Solicitation*

Please provide the following in relation to the point of contact for this solicitation:

• Contact Person Full Name

• Contact Person Telephone Number

• Contact Person Email Address

*Response required

8.3.23 Project Manager*

Please provide the following regarding who will be your project manager for this project:

• Project Manager Full Name

• Project Manager Telephone Number

• Project Manager Email Address

*Response required

8.3.24 Contact Person for Accounting*

Please provide the following in relation to the point of contact for Accounting:

• Contact Person Full Name

• Contact Person Telephone Number

• Contact Person Email Address

*Response required

8.3.25 Emergency Contact*

In the event of an emergency of declared disaster, the following is required:

• Contact Person Full Name (during non-business hours)

• Contact Person Telephone/Cellphone Number

• Contact Person Email Address

*Response required

8.3.26 References*

Do you have letters from at least three references (not including County of Orange References) that include:

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Telephone Number of Contact

• Contact Email Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

References must cover similar services performed by your company within the past five (5) years.

If you do not have letters you will be able to provide the same information electronically in the next question by answering "No" here.

☐ Yes

☐ No

*Response required

When equals "Yes"

8.3.27 References - Letters*

Please upload your letters from at least three references (not including County of Orange References) that include:

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Contact Email Address

• Telephone Number of Contact

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

*Response required

When equals "No"

8.3.28 References - Information*

Please provide the following information regarding at least three references (not including County of

Orange References):

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Telephone Number of Contact

• Contact Email Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

References must cover similar services performed by your company within the past five (5) years.

The references will be contacted for verification, and these contacts must be current and able to respond promptly.

*Response required

8.4 BIDDER CERTIFICATION

8.4.1 Conflict of Interest*

Bidder must certify either Yes or No below:

Bidder certifies current/past financial, business or other relationship(s) with the County exist/existed as follows:

A. (Yes) Disclose any financial, business or other relationship with the County of Orange, any other entity that the Orange County Board of Supervisors governs*, or any Orange County Board member, officer or employee, which could affect or influence award of the contract for the services you propose to provide.

B. (No) Bidder certifies that no relationships exist/existed as outlined in item I above.

*Orange County Board of Supervisors govern: All Assessment Districts, All Community Facilities

Districts, All Reassessment Districts, Housing and Community Development Commission, Housing

Successor Agency to the Orange County Development Agency, In-Home Supportive Services Public

Authority, Industrial Development Authority For Orange County, Local Redevelopment Authority

Marine Corp Air Station (MCAS) El Toro, Orange County Financing Authority, Orange County

Flood Control District, Orange County Housing Authority, Orange County Housing Authority

Acting As the Housing Successor Agency, Orange County Public Financing Authority, Orange

County Special Financing Authority, South Orange County Public Financing Authority, and the

Successor Agency to the Orange County Development Agency

☐ Yes

☐ No

*Response required

When equals "Yes"

8.4.2 Disclose any financial, business or other relationship with the County of

Orange, any other entity that the Orange County Board of Supervisors governs*, or any

Orange County Board member, officer or employee, which could affect or influence award of the contract for the services you propose to provide.* *Response required

8.4.3 Litigation*

Bidder must certify either Yes or No below:

Bidder certifies current/past litigation as follows:

A. (Yes) Bidder shall provide detailed information regarding litigation (court and case number), liens, or claims involving Bidder, or any company that holds a controlling interest in Bidder, against the County of Orange in the past seven (7) years.

B. (No) Bidder certifies that Bidder or any proposed subcontractors do not have any past or current litigation.

☐ Yes

☐ No

*Response required

When equals "Yes"

8.4.4 Bidder shall provide detailed information regarding litigation (court and case number), liens, or claims involving any proposed subcontractors, or any company that holds a controlling interest in subcontractor firm(s), against the County of Orange in the past seven (7) years.* *Response required

8.4.5 Name/Ownership Changes:*

Respondent must certify either Yes or No below:

A. (Yes) Respondent certifies past company name changes and/or ownership changes, for

Respondent’s firm and any proposed subcontractor firm, as follows:

1. Respondent shall provide detailed information regarding any company name changes

(including legal business names) in the past seven (7) years.

B. (No) Respondent certifies that Respondent or any proposed subcontractors have not had any company name change or ownership changes in the past seven (7) years.

☐ Yes

☐ No

*Response required

When equals "Yes"

8.4.6 Bidder shall provide detailed information regarding any company ownership changes (including legal business names) in the past seven (7) years. * *Response required

8.4.7 Is your firm a County Of Orange Local Small Business (OCLSB) or a Disabled

Veteran Business Enterprise (DVBE)?* To participate as an OCLSB and/or DVBE, the requirements in the OCLSB AND DVBE PREFERENCE

POLICIES CERTIFICATION REQUIREMENTS section must be met.

☐ Yes

☐ No

*Response required

When equals "Yes"

8.4.8 County of Orange Local Small Business (OCLSB) and/or Disabled Veteran

Business Enterprise (DVBE) Affirmation* Please download the below documents, complete, and upload.

• Local_Small_Business_(OCLSB...

*Response required

When equals "Yes"

8.4.9 DVBE Certification Number*

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (1) and (2) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

Enter your DVBE Certification Number. If you do not have it then please state "N/A" here.

https://government-project.s3.us-west-2.amazonaws.com/132866/87d0a77d-34df-4ffa-9038-a809ea7e6d21_Local_Small_Business_%28OCLSB%29_Preference_and_Disabled_Veterans_Business_Enterprise_%28DVBE%29_Affirmation.docx

8.4.10 SBA Certification Number*

If you do not have an Small Business Administration (SBA) Certification Number then please state "N/A" here.

*Response required

8.4.11 Statement of Compliance*

A. (Yes): Bidder certifies it is in strict compliance with this IFB, including, but not limited to the terms and conditions set forth in the Model Contract and its Attachments and Exhibits, and no exceptions are proposed.

B. (No): Bidder certifies it is in strict compliance with this IFB, including the terms and conditions set forth in the Model Contract and its Attachments and Exhibits, except for those exceptions expressly listed as required by this IFB and attached hereto. Attachments for each proposed exception to this IFB, including, but not limited to the Model Contract, must include:

1. The complete provision Bidder is taking exception to;

2. The IFB page number and section of the provision Bidder is taking exception to;

3. The suggested rewording (i.e., Microsoft Word track changes);

4. Reason(s) for submitting the proposed exception; and

5. Any impact the proposed exception may have on the services to be provided.

☐ Yes

☐ No

*Response required

When equals "No"

8.4.12 Provide exceptions to the requirements of this IFB including the terms and conditions set forth in the Model Contract and its Attachments and Exhibits.* *Response required

8.4.13 Minimum Qualifications*

Bidder…