Vote by Mail Envelopes

Sacramento County's Registrar of Voters (ROV) is seeking a contractor to print Vote by Mail Envelopes through Request for Proposal #2023-RFP-0195, targeting support for the county's approximately 900,000 registered voters and one million eligible voters. The procurement requires printing various election ballot envelope styles with quantities ranging from 5,000 to 900,000 per election, encompassing 14 different envelope categories with specifications including multiple colors (pink, buff, green, blue, white, orchid), sizes (5" x 9" to 10" x 13"), and specialized features like drill holes, windows, and multi-language printing. Contractors must demonstrate bar coding capabilities, postal standard compliance, and ability to handle emergency orders with short turnaround times. The proposal requires electronic submission via Public Purchase.com by June 13, 2023, at 3:30 PM, with physical sample submissions to a specified Sacramento address. Evaluation will include reviewing production samples, which will become county property, with bid responses remaining valid for 120 calendar days after the closing date. The initial contract term is one year, with options to extend for four additional one-year terms, potentially covering elections including scheduled, unscheduled, special, recall, incorporation, municipal, district, and landowner elections.

The solicitation does not explicitly mention specific set-aside designations for disadvantaged enterprises or minority-owned businesses. The contract allows for multiple vendors to be awarded, indicating potential for a multiple-award approach with primary and secondary contractors. While no specific incumbent vendors are noted, the county reserves the right to determine acceptable pricing and will use a multiple award strategy to secure optimal pricing. The contract includes provisions for potential price adjustments based on supply, governmental, Consumer Price Index (CPI), or Producers Price Index (PPI) increases, requiring written documentation submitted at least 30 days prior to the contract anniversary. Though exact budget ranges are not specified, the procurement suggests significant volume potential given the voter population and varied election types. The contract will be executed by the County's Contract and Purchasing Services Division, with a total contract period not to exceed five years and six months without Board of Supervisors authorization. Vendors must be prepared to handle complex, variable printing requirements with precise timeline milestones for notification, order placement, proof submissions, and delivery.