1. Sangamon County uses the ES&S DS-200 and 450 tabulators, and all ballots MUST be certified to work with the ES&S Ballot standards for the DS-200 and 450 tabulators. ES&S calibrates scanners to read a ballot with specific characteristics. Make sure the ballot paper, ballot dimensions, cut marks, restricted zones, and ballot ink meet the precise requirements of the ES&S scanning equipment. Printer shall provide explanation/justification for any ballot specifications it can’t satisfy or feels is not necessary. (see Page 7) 2. Printing and packaging of ballots shall be done by ballot type. Ballots shall be shrink-wrapped separately by precinct and ballot type. They shall be shrink-wrapped in bundles of 100 with colored paper between every 25. 3. Assurance/confirmation that all State of Illinois deadlines will be met. Timeliness of providing the finished product cannot be overstressed. Time will be of the essence of any Contract awarded. As such, any Contract awarded will contain a Liquidated Damages Clause which will provide that if the Bidder fails to provide the requested product within the time frame indicated in the Contract, (“Bidder Breach”), Bidder shall pay to the County an amount equal to five (5%) percent of the total contract (the “Liquidated Damages”) if the requested product is not provided on said due date or deadline. Said Liquidated Damages Clause will clearly indicate that the parties intend that the Liquidated Damages constitute compensation and not a penalty. The parties shall acknowledge and agree that the harm caused to County by a Bidder Breach would be impossible or very difficult to accurately estimate at the time of contract and that the Liquidated Damages are a reasonable estimate of the anticipated or actual harm that might arise from a Bidder Breach. Bidder’s payment of the Liquidated Damages shall be Bidder’s sole liability and entire obligation and County’s exclusive remedy for any Bidder Breach due to timeliness. 4. Bidder understands that a certain number of ballots may have to reprinted and replaced or delayed because of changes required by circumstances beyond the control of the County, such as, but not limited to, litigation, court-ordered changes, and the withdrawal or death of candidates. Such delays often occur and tighten the response time for Bidder. These reprinting or replacing of ballots will need to be done within 48 hours or, in extreme cases, 24 hours of the County’s order. Should change orders become necessary, Bidder must provide detailed documentation of time and monies expended before the County will entertain payment of additional funds. Detailed documentation means, at a minimum, records of the additional time spent by the Bidder, additional work performed, and additional materials, if any, used for the work for which additional payment is sought.
