A. ELECT has the need to send out mail to voters on a periodic basis. There are two (2) categories of mailings that must occur at least once each year: 1. Voters who moved within the Commonwealth of Virginia 2. Voters who moved out of the Commonwealth of Virginia B. ELECT historically does two (2) large mailings each year: one (1) in the first quarter of the calendar year, and one (1) mailing in the summer. ELECT may seek to divide these two (2) mailings into no more than six (6) per year with minimal change in the volume of letters. There are complex rules regarding when the mailings can occur around certain election windows, so times will vary. In years when the US President is on the ballot the entire mailing may be required to be sent at one time. C. ELECT will provide a list of packages (i.e. the distinct combination of letter formatting and the handling for that particular letter) required for each mailing containing estimated volume counts at an agreed upon time. The Contractor shall use these estimates to prepare a quote for the job, to ensure time for paper products to be ordered. D. Letters in certain packages must be printed in multiple languages and included in one envelope for a single voter. Current required languages include English, Spanish, Vietnamese and Korean. E. ELECT may have other mailings that require distribution, during the course of the year as circumstances arise and as Virginia’s statutory requirements change.
