Elections Mailing Service

Washington County, Oregon is seeking a contractor to provide comprehensive elections mailing and printing services through a Request for Proposal (RFP) No. 2021.055P for its Department of Assessment and Taxation/Elections Division. The solicitation requires a vendor capable of processing between 1,000 and 380,000 ballots, with responsibilities including obtaining postal supplies, securely storing ballot materials, communicating with the Elections Division, verifying ballot supplies, inserting and addressing materials, and delivering completed ballot packets to the Portland Main Post Office. The RFP was released on April 8, 2021, with questions due by April 23, 2021, and proposal responses required by April 30, 2021, at 4:00 pm. Proposers will be evaluated across multiple criteria: qualifications and experience (20 points), project management (35 points), social equity (20 points), costs/budget (30 points), references (15 points), and environmental considerations (10 points). The proposed contract term extends through December 31, 2023, with potential renewals for two additional one-year periods, allowing a maximum contract duration of five years.

The county emphasizes social equity and seeks to maximize participation of diverse consultants and suppliers throughout the project. While no specific set-aside designations are explicitly stated, the evaluation criteria's social equity component suggests a preference for diverse vendor participation. Contractors must meet comprehensive insurance requirements, including Commercial General Liability Insurance ($1,000,000/$2,000,000), Automobile Liability Insurance ($1,000,000), Professional Liability Insurance ($1,000,000/$2,000,000), Workers' Compensation Insurance, and additional coverages such as Pollution/Asbestos Liability, Cyber Liability, and Physical Abuse and Molestation Insurance. The estimated annual expenditure for the contract is approximately $500,000, though actual costs may vary based on election needs. Prospective vendors must be prepared to provide detailed documentation, maintain strict confidentiality, and comply with all county and postal regulations governing election materials handling and distribution.