BOE Registration Readiness Mailing November 2026

The Cuyahoga County Board of Elections is requesting bids for printing, variable-data application, assembly, and mailing of approximately 46,000 voter registration readiness notices by September 11, 2026, under Directive 2026-44 from the Ohio Secretary of State, with bids due August 26, 2026 at 4:00 PM Eastern via the Infor Supplier Portal.

Each notice consists of two double-sided sheets on 20#/60 bond paper with English on the front and Spanish on the reverse. The Board will provide voter data files by August 31, 2026. The vendor must submit 200 PDF proofs representing a random mix of addresses across municipalities by September 2, 2026, and receive printing approval within 24 hours. All completed notices must be presorted by ZIP code and delivered to the USPS Business Mail Entry Unit at 2400 Orange Avenue, Cleveland by 7:00 PM on September 11, 2026. The Board will supply pre-printed envelopes and variable data including names, addresses, and voter ID numbers. Vendor is responsible for correcting any errors at no additional cost.

Bidders must submit rates for two line items: printing, variable data application, assembly, and sorting per thousand, and delivery cost to USPS per piece. The quantity is subject to change with no more than 15 percent variation expected, and the Board will pay only for actual quantities printed and mailed. Postage savings from presort mailing services should be reflected in pricing.

The contract terms require general liability insurance with a $500,000 combined single limit and automobile liability insurance with $1,000,000 combined single limits, with the Board named as an additional insured. Payment is net 30 days from receipt of proper invoice and acceptance of goods. The vendor must include an unbiased business conduct clause acknowledging that the contract is integral to free and fair elections and committing to operations without appearance of impropriety, political bias, or partisan conduct. Counties are eligible for reimbursement of actual costs incurred, with reimbursement requests due by December 11, 2026.