he following specifications pertain to printing, mailing, and tracking the St. Charles County Election Authority Absentee Ballots for the April General Election held in the year 2026. The estimated absentee ballots to be mailed is between 2,000 – 6,000. The same amount for April and August elections of 2027 and 3,000 – 8,000 for the November General Election of 2028. Samples of the mailing and return envelopes with instructions are attached at the end of this bid. The successful bidder shall provide: • A mail service that can provide printing of Unisyn ballots on demand. • The ballots shall be delivered to a USPS Distribution Center, preferably the St. Louis post office at 1720 Market Street, St. Louis MO 63155. • “Official Election Mail” indicia will be on front of outbound and return ballot envelopes. • St. Charles County Election Authority will provide an electronic file containing the necessary information to process and print the Absentee Ballots. Use of vendor’s FTP or drop box is preferred method. • Files will be sent to the successful bidder by the Election Authority’s office in regular intervals during absentee voting timeframe (six weeks) not to exceed one batch per day or less than one batch per week. • The ballots, instructions, return envelopes and mailing envelopes will be printed by successful bidder. • The ballot return envelope, and instructions will be inserted into the mailing envelope with ballot. • The mailing envelope and return envelope will need IMB with tracking in the US Postal Service system. • Tracking system for the Election Authority and voter to use is a preferred option. Bidder should provide detailed process for tracking system. • The return envelope will have a barcode of voter ID number with the return address. • The return envelope back must be formatted per State of Missouri election statute requirements. • Outbound and return envelope size should be letter size designed to realize best postal rate. • The ballot needs to be printed on 80 lb. text weight paper printed with black ink and red targets. • The ballots must be presorted for lower postage rate. Bidder to explain how they can achieve this.
