RFQ-RC-2019-016 - MAIL CHECK SERVICES PRINTING AND FULFILLMENT (BOE)

NOTICE – Pricing and all required forms for this solicitation shall be entered/uploaded electronically through the BidNet system.
 
TERM:            1 Year w/2-1 yr options but cannot be greater than combined total of Bid threshold of $20,000.00.
 
DELIVERY:   AS SPECIFIED IN THE REQUIREMENTS
 
Prices are to be quoted F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED with deliveries to be made inside building to:  ROCKLAND COUNTY, NY
 
ROCKLAND COUNTY BOARD OF ELECTIONS Mail Check Cards
 
The Rockland County Board of Elections is looking for a vendor to supply 100% complete mail check print- and-fulfillment service to include the following:
 

1. Take the county’s current voter registration file and do an automated carrier route sort of the approximately 180,000 (estimated) voter records. Provide the board maximum postal savings.  Vendor must be able to take all voter information from voter registration system NTS Team 2000 Software. The Board of Elections will provide the file, which may be a flat file or may be comma delimited.
2. Cards are to be 8.5” x 5.25”, printed on two sides on colored 67 lb. Vellum Bristol with the Board of Elections return address printed on them. Cards must be printed in English/Spanish.  Card color to be picked prior to transfer of files to vendor.
3. Generate and laser print a 3 of 9 bar code. This bar code represents the voter identification number of the card’s recipient.
4. In addition to the above, printed cards must adhere to New York State Guidelines and contain specific information relating to its jurisdiction (town name, election dates, telephone numbers and polling location designating handicapped accessible with a wheelchair diagram or inaccessible). The Board of Elections will provide a list of non-handicapped accessible locations.
5. Mail check cards must list a complete Polling Place address including town.
6. Cards must have voter’s residence address in addition to the mailing address including house number, street name and town (PO Box where applicable.).
7. SCHEDULE
   1. Verification and samples of Mail check cards must be received at the Board of Elections by March 29-April 2
   2. The Board of Elections must receive certification that cards are printed and ready for mailing by April 9-13.  An invoice for postage is required in order to make payment to meet mail date.
   3. The successful bidder will be responsible for the bundling and preparing the cards for mailing and then deliver them to the post office for drop.
   4. All cards must be mailed between April 16-21 as per New York State Election Law (Sec 4-117.1).
8. AWARD - Vendor chosen will be selected according to the following criteria:
   1. The successful bidder will complete a test run, processing sample data and printing a selection of cards from them, with the proper formatting, and backed up with the correct barcode.
   2. Experience with projects of similar scope and working with mandates of New York State Election Law
   3. Bidders must complete the attached Certification of Experience form and fax to 845-364-3809 or scan and attach to the quote response online.
   4. Ability to meet time schedule
   5. Level of experience working with mandates of New York State Election Law
   6. Best meets the need and requirements of the Rockland County Board of Elections

• Price to include all Charges necessary to conform with the specifications above.
• Postage to be paid by the County of Rockland