BOE Vote by Mail Applications - Nov 2026 General

The Cuyahoga County Board of Elections is requesting bids for Vote by Mail Application printing, assembly, and mailing services for the November 2026 General Election under RFB Event #7165, with bids due August 6, 2026 at 2:00 p.m. Eastern via the Infor Supplier Portal.

The scope encompasses printing, assembling, and mailing Vote-by-Mail application packets on an as-needed basis between September 4 and October 27, 2026, with possible extension through December 31, 2026 if an unexpected election occurs. The Board will process packets each time daily file quantities reach a minimum threshold of 500 requests. The Board estimates 15,000 to 20,000 applications for the November 3 general election, with quantity adjustable by mutual agreement. The vendor must provide pre-printed #9 return envelopes and #10 outgoing envelopes; the Board supplies variable data files containing names, addresses, voter identification numbers, and precinct information.

The vendor must be located within 50 miles of the Board's office to facilitate delivery of pre-printed materials. Pricing is submitted on a daily rate basis across nine quantity tiers ranging from 500–749 applications per day through 2,500 or more applications per day, with each tier inclusive of all printing, assembly, and mailing costs. Invoicing is based on actual quantities processed; days without received data files are not billable. Monthly invoices are submitted via email with a supplemental invoice form provided by the Board.

The Board of Elections requires vendors to maintain general liability insurance with a $500,000 combined single limit and automobile liability insurance with a $1,000,000 combined single limit if labor is involved, naming the Board as additional insured. Vendors must comply with Ohio Workmen's Compensation Laws and provide proof of coverage before commencing work. Payment terms are net 30 days from invoice receipt or final acceptance of services, whichever is later. The Board reserves the right to terminate the agreement at any time if unsatisfied with services.