Provision of Vote By Mail Ballot Processing

Gwinnett County Board of Commissioners is soliciting bids for vote-by-mail ballot processing services on an annual contract with four one-year renewal options, with bids due December 28, 2021 at 2:50 p.m. under IFB BL101-21. The successful vendor must be Dominion-qualified and hold a minimum of two years' experience providing vote-by-mail services and printing election ballots for Dominion scanners.

The scope encompasses printing, processing, and mailing of optically scanned ballots with supporting envelopes and voting instructions in English and Spanish. Annual volumes are 190,000 14-inch double-sided ballots, 10,000 18-inch double-sided ballots, and 325,000 18-inch two-card/page double-sided ballots. The vendor must process and mail ballot packages within 48 hours of voter-file receipt and maintain security of ballots and voter information. Ballot packets may contain up to eight inserts per election, with precinct-specific information provided by Gwinnett County Elections prior to each election. Pricing must consolidate the entire packet as a single line item and remain firm for the initial contract term, with renewal increases or decreases to be specified by the bidder.

The total estimated annual contract value is $1,002,500, comprised of $332,500 for 14-inch ballots at $1.75 per unit, $17,500 for 18-inch ballots at $1.75 per unit, $650,000 for two-card ballots at $2.00 per unit, and $2,500 for set-up fees per election. Fort Orange Press, Inc., Albany, New York, has been recommended as the awardee. The vendor must maintain comprehensive insurance including $500,000 commercial general liability per occurrence and $1,000,000 umbrella liability, with carriers authorized in Georgia and A.M. Best rated A-5 or higher. The contractor must comply with E-Verify requirements and execute a notarized Contractor Affidavit. A pre-bid conference webex is scheduled for December 15, 2021 at 10:00 a.m. Questions are due December 16, 2021 at 2:00 p.m. The County may terminate for cause with ten days' notice or for convenience with thirty days' notice.