BOE Voter Information Guides - Nov 2026 General

The Cuyahoga County Board of Elections is requesting bids for printing and mailing approximately 493,000 Voter Information Guides for the November 3, 2026 General Election, with bids due July 28, 2026 at 11:00 a.m. Eastern via the Infor Supplier Portal.

The scope includes full-service printing and mailing: programming, setup, delivery, and all associated fees quoted on a per-thousand basis. VIGs must be printed on 80# text-weight white opaque uncoated stock in 2/2 color (black, PMS 295C blue, and PMS 1795C red) with variable data including household names, addresses, precinct information, and Intelligent Mail barcodes. The vendor must fold and seal materials per USPS specifications and process CSV data using CASS-certified software with sorting to nonprofit automated walk sequence. The Board will provide artwork by August 25, 2026 and the CSV data file by August 28, 2026. Postage is pre-paid by the Board using permit #3452.

Completed VIGs must be delivered to the USPS Business Mail Entry Unit in Cleveland between September 22–24, 2026 with no deliveries permitted before or after these dates without Board approval. The estimated quantity of 493,000 is subject to change due to circumstances beyond the Board's control, which may result in increases or decreases in final quantities and potential variable data changes during printing.

The project timeline includes artwork proof submission by August 26, shell printing approval by August 27, final precinct proofs by September 4, and variable data printing approval by September 8. Vendor approval is scheduled for August 4. The vendor must maintain General Liability Insurance with a $500,000 combined single limit and obtain Automobile Liability Insurance with $1,000,000 combined single limits. Payment terms are net 30 days from receipt of a proper invoice. Time is of the essence; failure to deliver within specified timeframes permits the Board to cancel the order and purchase goods elsewhere at the vendor's expense.