BOE Confirmation Notices 2026

The Cuyahoga County Board of Elections is procuring printing and mailing services to distribute approximately 46,000 voter confirmation notices in 2026 as part of Ohio's statewide General Voter Records Maintenance Program mandated by Ohio Secretary of State Directive 2026-19. The procurement encompasses three categories of notices: NCOA In-County (9,742 notices), NCOA Out-of-County (4,993 notices), and Supplemental notices (30,692 notices), with each notice type available in English and Spanish versions, printed double-sided on 20#/60 bond paper. Vendors must provide 200 random PDF proofs for each notice type by March 17-18, 2026, and deliver all presorted completed notices to the USPS Business Mail Entry Unit at 2400 Orange Ave, Cleveland, Ohio by March 24, 2026 at 5:00 PM. The bid form requires pricing for four line items: printing of notices with variable data, assembling and sorting at a per-thousand rate; #9 return envelopes printed in green ink at a per-thousand rate; #10 windowed envelopes printed in black ink at a per-thousand rate; and a flat fee for USPS delivery. Bids must be submitted through the Infor Supplier Portal by 3:30 PM Eastern on March 12, 2026, and the vendor is responsible for correcting any errors at their own expense while committing to unbiased business conduct with no appearance of impropriety or political bias in administering fair elections.

The contract includes standard insurance requirements, with vendors obligated to maintain General Liability Insurance with a $500,000 combined single limit and Automobile Liability Insurance with $1,000,000 combined single limits, naming the Board of Elections as an additional insured, as well as compliance with Ohio Workmen's Compensation Laws. No specific set-aside designations for disadvantaged enterprises or minority-owned businesses are detailed in the solicitation documents, though the Supplier Portal Instruction Guide references diversity codes for certified small, woman, or minority business enterprises as optional classifications during vendor registration. The contract is governed by the Charter and Ordinance of the Board of Elections of Cleveland with venue in Cuyahoga County, Ohio, under F.O.B. Destination, Freight Prepaid terms with net 30-day payment from receipt of proper invoice or final acceptance of goods, whichever is later. No incumbent contractor, award value, or budget range is specified in the available documentation; quantities are subject to change with no more than 15% variation expected, and the Board will only pay for actual quantities printed and mailed. The Board reserves the right to cancel the order without cause, with liability limited to the vendor's actual costs for work and materials applicable to the order.