RFP 2023-108 Ballot Packet Preparation and Mailing Services

Clackamas County, Oregon has issued Request for Proposals (RFP) #2023-108 for Ballot Packet Preparation and Mailing Services for its Elections Division, seeking a vendor to provide comprehensive mail house services. The selected contractor will be responsible for printing voter names and addresses on ballot return envelopes, inserting ballot packet materials (including ballots, voter education inserts, and return envelopes) into outbound mail envelopes, securely storing ballot materials, and delivering completed packets to the United States Postal Service. The contract term runs from the effective date through June 30, 2027, with an option for one additional two-year renewal. Proposals are due on February 22, 2024, at 2:00 PM Pacific Time via the Bid Locker online submission service. The county will evaluate proposals based on the proposer's qualifications, ability to meet the specified scope of work, and proposed fees, with an emphasis on technical capabilities and pricing submitted on a time and materials not-to-exceed basis. The RFP requires vendors to handle ballot packet preparation for multiple election types, with insertion timelines varying depending on the specific election.

The RFP encourages proposals from minority, women, veteran, and emerging small businesses, demonstrating a commitment to diverse vendor participation. Out-of-state vendors are permitted to respond, but the selected firm must register with the Oregon State Business Registry prior to contract execution. In the current procurement cycle, two firms submitted proposals: Bend Mailing Services, LLC and Sendit Direct, with Sendit Direct receiving the highest evaluation score of 91.67 out of 100 points. The county intends to award the contract to Sendit Direct, subject to successful contract negotiations. While specific budget ranges were not explicitly detailed in the documents, the pricing structure is based on a per-thousand ballots model, with prices decreasing as quantities increase. The RFP indicates that quantities may be as low as 10,000 ballots, and the pricing will be quoted on a per-thousand ballot basis. The procurement does not specify set-aside percentages or exact contract value, but provides a framework for comprehensive ballot preparation and mailing services.