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FORSYTH COUNTY BOARD OF ELECTIONS

INFORMAL PROCUREMENT PROCESS

FOR PROVIDING POLLBOOK PRINTING AND PACKAGING SERVICES

THE COUNTY OF FORSYTH DESIRES TO ENGAGE A PRIVATE FIRM FOR THE

FOLLOWING PROJECT:

POLLBOOK PRINTING & PACKAGING SERVICES

PROJECT BACKGROUND AND SCOPE OF WORK DESIRED:

This document sets forth the requirements, expectations, and process that applicants must follow in order to be pre-qualified for consideration to provide pricing bids considered for a Contract with the County. Applicants must complete the Provider Information Form fully and accurately.

The County is seeking proposals from qualified private print vendors for rendering printing and packaging of election day pollbooks.

SCOPE OF SERVICES:

1. Provide printing and packaging services of the pollbooks (includes the Authorization to Vote (ATV) forms) for Election Day voting. ATV forms are printed duplex onto 8.5x14 paper in color. They are packaged into specialty notebook binders (provided by the Board of Elections) with a maximum of 500 sheets per binder. The vendor will need to print and insert the cover sheets for each pollbook. The pollbooks are designated by precinct and will be delivered by the Board of Elections (BOE) to the respective polling places.

2. The pollbooks must be printed and packaged by the vendor overnight and through Sunday morning.

3. The BOE will provide the ATV form template, cover sheet template, binders, and thumb drive.

4. The data file with the voter registration information will be sent to the vendor on the Saturday night before Election Day. The BOE must wait until the closing of Early Voting before sending the data file to the vendor. It is typically sent between 3:00pm-7:00pm that evening.

5. Data Merge

- Merge the data from the ‘pollbook generator’ Excel file onto the

ATV_Form_Template.

a. All fields in ‘blue’ in the ATV sample are to be merged. There are textboxes to indicate the corresponding column for each item in the Excel file.

b. Use the same font and font sizes as provided in the ATV sample. The font color must be in black.

c. Add the red boxes with the instructions (as provided in the samples) if any data appears for column I or J.

d. You do not have to print ATV forms for the voters with “A” in the absentee column. (These voters have already voted absentee)

- Sequentially number at the bottom of each page.

- Combine the voters for the combined precincts in alpha order. (Municipal elections only)

- VRN barcodes must include start/stop (ex. *1234567*).

- delete "No Ballot" records.

Printing

- Print in color on the paper stock provided.

- Do not print ATV forms for the voters with “A” in the absentee column. (These are absentee voters)

- Drill three-hole punches through all printed pages at the top.

Binding

- 500 sheets (max) per book.

- Place the cover sheet accordingly by precinct inside the clear sleeve cover.

PDF Files

- Save all pdf files onto the provided thumb drive and deliver with the printed pollbooks.

- BOE will bring a blank thumb drive on Saturday night when we come over to proof before printing.

Delivery

- PLEASE keep the binders together by precinct

- PLEASE place the boxes on the pallets in numerical order by precinct number.

- The pollbooks must be delivered by the vendor (the use of third-party delivery service is not permitted) to the BOE by noon on the Sunday before Election Day.

6. Upcoming Election Schedule:

Tuesday, November 5, 2024 General Election

PROVIDER INFORMATION FORM REQUIREMENTS:

The Provider Information Form and all supplemental materials submitted in response to this request for qualifications will become the property of Forsyth County. Each item should be addressed in the Provider Information Form. One electronic copy in PDF format must be submitted by email to tsujiidt@forsyth.cc. Responses are limited to no more than 10 pages.

Responses submitted after the deadline will not be considered under the review process. The provider may provide supplemental materials that they believe to be pertinent but not specifically requested elsewhere in the Provider Information Form.

DEADLINE:

mailto:tsujiidt@forsyth.cc

Provider Information Forms and any supplemental materials must be returned electronically in PDF format by email to tsujiidt@forsyth.cc with subject Informal Bid- Pollbook Printing & Packaging Services and must be submitted no later than 12:00 P.M., on Friday, June 28, 2024.

Late submittals shall not be considered.

FIRM'S QUALIFICATIONS:

The proposal must contain any documents and other information the provider deems necessary to demonstrate fully its qualifications and allow the County to evaluate its ability to provide the service.

DETERMINATION OF SUCCESSFUL QUALIFICATIONS:

In determining the firm(s) most qualified to move forward in the process, the County will determine in its sole judgment the qualified firms which is/are the most advantageous to the County, considering all factors listed in this document. The LOI/SOQ will be rated on the following criteria:

1. Applicants' ability to best meet the criteria set forth in the Scope of Services based on their responses to the Provider Information Form. The Provider’s response and any supplied documentation will constitute the primary basis for assessing the merits of a Provider’s qualifications. The basis for the evaluation of information received is included, but not limited to, the following considerations:

a. Supplier's performance record in meeting the requirements of their existing customers.

b. Number of satisfied county government customers in the State of North Carolina providing the services for a similar request.

c. Thoroughness of the proposal.

d. The ability for the user to meet time and production requirements.

e. The number, type and experience of Supplier staff.

f. The level of technology and history of upgrades, etc.

g. Proximity of production site, preferably in Forsyth County, NC.

2. Compliance with the Provider Information Form Requirement and Deadline

1. The names of three references, each including a specific contact name and phone number.

References should be able to attest to the ability of the applicant to provide the services requested with evidence the services have been provided for an agency similar in nature and size with similar State requirements. No Forsyth County Board of Elections employees may be used as references.

2. Other information that a bidder believes to be pertinent but not specifically requested elsewhere in the Provider Information Form.

The Applicant whose combination of these criteria is deemed to be in the best interest of the County will be pre-qualified for consideration to provide pricing bid information. The County reserves the unqualified right to reject any or all bids.

REQUESTING ADDITIONAL INFORMATION:

The County reserves the right to request additional data, information, oral discussion, or presentation to support any written proposal or to clarify any aspect of any proposal.

Private firms are invited to submit their Provider Information Form in response to the requested services to the County by 12:00 P.M. on Friday, June 28, 2024. Provider Information Forms submitted after this deadline will not be considered. The submittal, in PDF format, should be submitted to Tim Tsujii, Director of Elections, to the following email address: tsujiidt@forsyth.cc.

Firms submitting Provider Information Forms are encouraged to carefully check them for conformance to the requirements stated above. If Provider Information Forms do not meet these requirements or are incomplete, they will be disqualified. No exception will be granted.

All questions concerning this request for Provider Information Forms or the scope of this work should be directed to Tim Tsujii: tsujiidt@forsyth.cc. The firms deemed to be pre-qualified will be notified by email and will receive a Request for Pricing Bid Information to provide these services to the county. No notification will be given to those firms considered to be un-qualified.

AUTHORIZATION TO VOTE FORM North Carolina Forsyth County

ABDUL, MELISSA HERL Page 1

A Voter’s Certification of Voting Qualifications

FRAUDULENTLY OR FALSELY COMPLETING THIS FORM IS A CLASS I FELONY UNDER CHAPTER 163 OF THE NC GENERAL STATUTES.

1. Complete at Registration Table.

1. Voter must confirm all information is correct.

If so, go to step 3.

If the voter has a name or address change, send to Help Desk.

2. Send to the Help Desk if any RED messages appear.

3. The voter must sign in 3A. The official must initial in 3B.

Direct voter to Ballot Table.

*000030263353* 0000123456789

B0001

ATV Number Ballot Style Issued

1. Confirm form is signed by voter and initialed by precinct official.

2. Verify ballot style and issue voter the ballot style in section A, C, or D as needed.

I certify that: I am a registered voter in this county and I shall have resided at the address noted above (or in Part C) for 30 days immediately prior to this election.

I am a United States Citizen. I am at least 18 years of age, or will be by the date of the General Election. I understand that it is a felony to vote more than one time in an election. I have not been convicted of a felony, or if so, I have completed my sentence, (including probation, post-release supervision, or parole).

For partisan Primary Elections ONLY: I am registered as noted above and I will receive that party’s ballot. If I am

Unaffiliated, I will vote the following party ballot: Democratic Republican Libertarian Unaffiliated

3A Voter’s Signature (Required) 3B Official’s Initials

X

B Complete at Ballot Table

Name: BDUL, MELISSA HERL Address: 1234 Abbotts Creek Cir DOB: 01/01/1901 Gender: F Race: W VRN: 0000123456789 Party: UNA VTD: 014 Ballot Style: B0001

Age: 54 PCT: 014 Party: UNA VTD: 014

For Primary Elections in North Carolina, registered voters must vote according to their party affiliation as of the voter registration deadline (G.S. 163-82.6). Unaffiliated voters may select the party ballot of their choice. IF A VOTER BELIEVES THEIR PARTY AFFILIATION IS INCORRECT, THEY MUST BE OFFERED A PROVISIONAL BALLOT.

ABDUL, MELISSA HERL

1234 PLEASANT FORK CHURCH RD

WINSTON SALEM, NC 27284

REG DATE: 1/1/1901

2. If label indicates voter ID Required, check the type of current HAVA ID shown:

Photo ID Utility Bill

Bank Statement Paycheck

Other Government Document

ID

Required

Please fill out section 2

Verify Address

Send to Help

Desk

FRAUDULENTLY OR FALSELY COMPLETING THIS FORM IS A CLASS I FELONY UNDER CHAPTER 163 OF THE NC GENERAL STATUTES. Name or Address Update Use this section to update a voter’s name or address when the information on the label is incorrect.

C Voter Completes at Help Desk.

New Name: ___________________________ Former Name: ___________________________ New Address New Mailing Address (if different) House # Street Unit # House # Street Unit # City State Zip City State Zip

Daytime Phone: (___)______________________

Have you lived at this address for 30 days or more before this election?

YES I certify that I have lived at this address for at least 30 days before this election.

Voter’s Signature Date Moved

NO I certify that I have lived at this address fewer than 30 days before this election.

Voter’s Signature Date Moved

If NO to the question above, complete this box.

If YES to the question above, complete this box.

1. Use information from Section C and

Street Search to complete the fields below.

1. Use information from the label in Section A to complete the fields below.

Precinct Ballot Style of address in Section A of address in Section A

2. Select ONE of the following options:

Address in Section C is in this precinct.

1. Instruct voter to sign Section A.

2. Initial Section A and send voter to the Ballot Table.

Address in Section C is in a different precinct. Proceed to Section D

2. Instruct voter to sign Section A.

3. Initial Section A and send voter to the Ballot Table.

Do not complete section D. No transfer needed.

Election Day Transfer Use this section to send a voter to the new polling place when the address in Section C is NOT in this precinct. D Complete at Help Desk in OLD Precinct. Complete at Help Desk in NEW Precinct.

1. Use information from Section C and Street Search to complete the fields below.

Precinct of New Address ____________________________ New Polling Place Name ____________________________ New Polling Place Address ___________________________

2. Initial and instruct voter to go to the new polling place.

This person is hereby authorized to vote in his/her precinct after executing this form.

Official’s Initials

1. Verify using Street Search.

2. Instruct voter to sign Section A.

3. Initial Section A and send voter to the Ballot Table.

of address in Section C of address in Section C of address in Section C of address in Section C

PROVIDER INFORMATION FORM

FORSYTH COUNTY, NORTH CAROLINA

Request for Pollbook Printing Services

Information about the Provider

1. Firm Name _____________________________________________________

2. Years in Business _____

3. Number of years providing services similar to this proposal ________

4. Contact Person __________________________________________________

5. Full Mailing Address_______________________________________________

6. Telephone Number ______________________

7. Fax Number ____________________________

8. Email address of contact person _____________________________________

9. Number of full time employees ________________

10. Names, titles, roles, experience and qualifications certifications of personnel who would work on this project (attach brief experience listing for each, focusing on similar projects):

11. Could vendor provide at least three government references that are similar in size and complexity of the County that have an open contract for pollbook printing services.

Reference 1:

1. Organization Name: __________________________________________

2. Address:

3. Type of Business:

4. Contact Person:

5. Do you have experience working with Board of Elections for other North Carolina counties?

6. Telephone and Fax numbers:

7. Secondary Contact Person:

8. Telephone and Fax numbers:

9. Length and Dates of Services:

10. Description of Services (including number of elections and candidates hired and staffed for each):

Reference 2:

4. Contact Person:

7. Secondary Contact Person:

8. Telephone and Fax numbers:

9. Length and Dates of Services:

Reference 3:

4. Contact Person:

7. Secondary Contact Person:

8. Telephone and Fax numbers:

9. Length and Dates of Services:

a. Informal Inquiry Process (please provide your responses to the questions below.)

1. Where is your company located? If not in Forsyth County, how and where will you perform our contracted services? (The County prefers that all agencies be located near Winston-Salem; if, however, that is not possible the County will need to be aware of where the services will be performed.)

2.How many other county government customers in North Carolina do you work with for the same services? (Provider shall have prior experience performing similar work for a County or similar governmental entity where accuracy and timeliness are critical.)

3.What other forms of insurance requirements do you meet?

4.Will you be able to provide a properly executed certificate of insurance prior to commencement of services?

5.Please explain your service request process. How will we upload the data to send to you?

6.Please explain your billing process.

7.If we haven't already, may we schedule a visit to your office.

8.Will you be able to deliver the finished product no later than 12noon on Sunday? (If data is sent by 7:00pm the night before)

9.If we provide you with a sample data file, would you be able to provide us with a sample print job within 15 hours?

10. Will you be able to query for Absentee and "No Ballot" records and not print those ATV forms?

11. Will you be able to query for Inactive and HAVA ID records and print a unique message on those ATV forms?

12. Do you have the staffing and capacity to bind all ATV forms into binders?

13. Do you have the proper equipment and machinery to service our needs?

14. What is your backup protocol for printing services in the event of an emergency? Please explain your disaster recovery procedures.

15. Will you be able to provide a USB thumb drive with the pdf of all ATV forms?

16. What is your proofing procedures before completion of the print job?

17. Do you possess the staffing and technical expertise necessary to assure professional setup and design assistance with form layouts created and provided by the BOE?

18. Do you demonstrate expertise in working with various file formats? If so, which formats?

19. We must reserve the right to review the cost of all pre-printed forms based on the BOE's printing specifications and the delivery of those items will be determined by the lowest cost to produce and ship the items from the county's print shop, third party printers or the print provider.

20. Please describe your physical and network security measures.

21. Please explain your process control and visibility protocol. How would you maintain quality control throughout the entire process?

22. Contract Warranty: The Awarded Provider warrants that all items furnished and all services performed by the provider, its agents and subcontractors shall be free and clear of any defects in workmanship or materials. Unless otherwise stated in the Contract, all items are warranted for a period of one year following delivery from the provider and acceptance by the County. The provider shall repair, replace or otherwise correct any problem with the delivered items. When an item(s) is replaced, it shall be replaced with an item of equivalent or superior quality without any additional costs to the County.

23. Contract Ownership Rights: The County shall have unrestricted authority to reproduce, distribute and use any submitted report, data or material and any software or modifications and any associated documentation that is designed or developed and delivered to the County as part of the performance of the contract.

24. The Awarded Provider is prohibited from subcontracting or outsourcing any part of this contract without the express written consent of Forsyth County. Details of any planned subcontracting or outsourcing must accompany this Form.