IFB #25-023 - VIG Mass Mailing for March/Nov 2026 Elections

The California Secretary of State (SOS) is issuing Invitation for Bid (IFB) #25-023 for mass mailing services of Voter Information Guides (VIGs) for the June 2, 2026, Primary Election and November 3, 2026, General Election. The contractor will perform comprehensive data processing and mail preparation services for approximately 14 million VIGs per election cycle, including approximately 800,000 addresses across nine different language-specific lots and an additional 500,000 addresses for late registrants. Required services include ink-jetting addresses onto VIGs, sorting mail according to USPS Presort Marketing Mail Nonprofit specifications to achieve optimal postage rates, data reconciliation, and daily reporting to both SOS and the Office of State Publishing (OSP). The contractor must transport VIGs from OSP to their facility and subsequently to appropriate USPS Sectional Center Facilities or Network Distribution Centers, with all shipping and freight charges included in the bid price. Bidders must demonstrate a minimum of three years' experience performing similar mass mailing services, provide two professional references, and maintain commercial general liability insurance of $1,000,000 per occurrence with a $2,000,000 annual aggregate, professional liability insurance of $1,000,000 per claim, and workers' compensation insurance. The facility must be located within 750 miles of Sacramento, contain at least three 54-foot loading docks, and provide 10,000 to 20,000 square feet of warehouse space for short-term storage, with 24/7 availability required throughout contract performance. The bid submission deadline is February 2, 2026, at 4:00 p.m., with bid opening scheduled for February 5, 2026, at 10:00 a.m., the Notice of Intent to Award anticipated on February 13, 2026, and the Notice of Award on February 20, 2026, with contract performance running from March 1, 2026, through December 31, 2026.

All bidders must meet a minimum 3% Disabled Veterans Business Enterprise (DVBE) participation goal; however, the DVBE incentive has been waived, meaning no bid adjustments will be applied for exceeding the 3% participation threshold. Pricing shall be submitted on a per-1,000-address-files basis for data processing services and per-1,000 VIGs basis for addressing, labeling, processing, and transportation, with separate pricing tiers for different page counts ranging from 16 through 224 pages. No incumbent vendor or existing infrastructure requirements are referenced in the procurement documentation. The SOS reserves the right to contact references prior to award and will evaluate bids based on the submitted pricing structure and contractor qualifications. The specific award value or budget range for this contract has not been disclosed in the available documentation, though the scope of services involving approximately 14 million VIGs per election across two separate election cycles indicates a substantial procurement value.