BL138-23, Provision of Ballot Printing and Vote by Mail Ballot Processing Services on an Annual Cont

Gwinnett County Board of Commissioners is soliciting bids for ballot printing and vote-by-mail ballot processing services on an annual contract with four optional one-year renewal periods, with bids due September 19, 2023 at 2:50 p.m. The vendor must be Dominion-qualified and in good standing, with no subcontracting permitted.

The scope encompasses printing of ballots in multiple formats (14-inch and 18-inch, single-sided and double-sided) in English and Spanish with estimated 2024 quantities of 117,500 single-sided 14-inch ballots, 191,000 double-sided 14-inch ballots, 218,000 single-sided 18-inch ballots, and 25,000 double-sided 18-inch ballots, plus vote-by-mail processing services including absentee ballot processing and mailing. The vendor must complete ballot proofs within 48 hours of file receipt, perform quality scan testing on high-volume ballots (typically exceeding 15,000 units) for tabulation accuracy, and provide real-time CASS certification and comprehensive mail tracking. For vote-by-mail services, the vendor must have minimum two years' experience and possess redundant intelligent inserter lines capable of reading and printing 2D data matrix barcodes with secure data handling. All printing must occur at the vendor's facility. Delivery is FOB Destination Prepaid to 455 Grayson Highway, Lawrenceville, Georgia, between 9:00 a.m. and 4:00 p.m. Eastern Standard Time, with at least 24 hours' advance notice required.

Bids must be submitted physically; electronic submittals are not accepted. The County will award to the lowest responsive and responsible bidder. Sealed bids will be publicly opened and read at 3:00 p.m. on the due date, with results posted the following business day on the County website. A pre-bid conference was held virtually on August 30, 2023. Pricing must remain firm for the initial contract term and is subject to specified percentage increases for each renewal option.