BID RESULTS AB B FULFILLMENT SERVICES FOR SUPERINTENDENT OF ELECTIONS FOR A PERIOD OF TWO YEARS WITH TWO YEAR OPTION MARCH 11, 2014

Size: px

Start display at page:

Download "BID RESULTS AB B FULFILLMENT SERVICES FOR SUPERINTENDENT OF ELECTIONS FOR A PERIOD OF TWO YEARS WITH TWO YEAR OPTION MARCH 11, 2014"

Bernard Garrison
5 years ago
Views:

1 BID RESULTS AB B FULFILLMENT SERVICES FOR SUPERINTENDENT OF ELECTIONS FOR A PERIOD OF TWO YEARS WITH TWO YEAR OPTION MARCH 11, 2014 AWARD TWO YEARS WITH TWO YEAR OPTION TO EXTEND; COST PER ELECTION WILL VARY DEPENDING UPON NUMBER OF BALLOTS MAILED RES. NO CONTRACT TERM: FEBRUARY 1, 2016 THROUGH JANUARY 31, 2018 NAME OF BIDDER ADDRESS FULL SERVICE MAILERS INC SOUTH NEWMAN STREET CITY, STATE, ZIP HACKENSACK, NJ CONTACT EVELIO VELEZ, JR. TELEPHONE FAX EVELIO@MAILERS.COM

2 FULLFILLMENT SERVICES FOR THE MERCER COUNTY SUPERINTENDENT OF ELECTIONS INSERT COST PER THOUSAND IN THE SHADED AREAS BELOW, INSERT TOTAL COST FOR DELIVERY. THE COUNTY WILL PAY THE COST PER BALLOT AND DELIVERY FOR EACH ELECTION OVER THE TWO YEAR PERIOD OPTION YEAR THREE BASED ON THE INDEX RATE ESTIMATED BALLOTS PER ELECTION (BASED UPON VOTER REGISTRATION; MAY INCREASE OR DECREASE) 219,000 COSTS PER ONE THOUSAND BALLOTS FOR THE FOLLOWING IMPORT COUNTY DATA, INCLUDING NAMES FOR CASS CERT $ 3.69 DSF WALK SEQUENCING (TO REDUCE POSTAGE) COST PER THOUSAND $ 6.00 ADDRESS, SORT, TIE AND TRAY BALLOTS PER THOUSAND $ DOUBLE WAFER SEALING PER THOUSAND $ TOTAL COST PER THOUSAND BALLOTS COST PER BALLOT GRAND TOTAL COST FOR 219,000 BALLOTS (COST PER BALLOT MULTIPLIED BY 219,000) 20, COST FOR DELIVERY TO THE UNITED STATE POSTAL SERVICE $ GRAND TOTAL PER ELECTION $ 20,815.18

5 SPECIFICATIONS FOR BID FOR FULFILLMENT SERVICES FOR THE MERCER COUNTY SUPERINTENDENT OF ELECTIONS FOR A PERIOD OF TWO YEARS WITH OPTION TO EXTEND TWO YEARS BASED UPON THE INDEX RATE CATHERINE DICOSTANZO SUPERINTENDENT OF ELECTIONS (609) INTENT The County of Mercer ( County ) requests bids for fulfillment services for the Superintendent of Elections in accordance with N.J.S.A. 19:14-21(b). Bidders shall have five years of experience in providing fulfillment for at least three Election Officials located in New Jersey. This is a rebid as the county received no bids for these services on February 19, Fulfillment is a process whereby a company fulfills an obligation to provide the following services and deliver printed sample ballots to the United State Postal Service ( USPS ) Sectional Center Facility located at 680 U.S. Highway 130, Robbinsville, New Jersey , (609) It is critical that delivery is made in accordance with N.J.S.A. 19:14-21, et. seq. See sample ballot following page 10 of bid specification. The fulfillment house will receive the ballots, currently from Royal Printing Services, import electronic data which shall be transferred and printed on each sample ballot, process for Coding Accuracy Support System ( CASS ) certification and electronically presort the data. Services shall include addressing, double wafer sealing, and sorting. The fulfillment house shall provide Walk Sequence Carrier Routing. This process sorts the ballots by postal carrier route for delivery which reduces the postage cost. The fulfillment house shall bundle and place ballots in trays and provide delivery to the USPS location as stated above for final distribution and mailing to County residents. The County is responsible for all postal charges. There are currently approximately 219,218 registered voters in the County; however, this number fluctuates and payment shall be made for actual services rendered by the cost per ballot plus delivery to the USPS per election. The contract shall be awarded for a period of two (2) years, from March 1, 2014 through December 31, 2016, with the option to extend two (2) years based upon the index rate. See sample ballot following page 10. Currently, Royal Printing Services, located at st Street, West New York, New Jersey delivers sorted ballots to the fulfillment house. EXPERIENCE

6 Respondents must have a minimum of five (5) years of experience in fulfillment for sample ballots for Election Officials. The awarded contractor must maintain an onsite production facility and shall have the capability to provide delivery as required by statute. SUBCONTRACTING, JOBBING AND BROKERING ARE PROHIBITED. DELIVERY OF BALLOTS MUST BE PROVIDED BY THE FULFILLMENT HOUSE. RESPONDENTS SHALL PROVIDE THE NUMBER OF YEARS EXPERIENCE AND REFERENCES ON THE FOLLOWING LINES: ONSITE FACILITY ADDRESS: THREE VERIFIABLE REFERENCES WITH THE CLIENT NAME, CONTACT, ADDRESS AND TELEPHONE NUMBER

7 Respondents must have the capability, if necessary, to perform work on an overtime basis, including weekends and/or holidays. Any such work must be specifically authorized in writing by the Superintendent. Respondents must be prepared to meet and strictly comply with the schedule of fulfillment including, but not limited to, Primary Elections, General Elections, Special Elections, School Election, et al. Failure to perform in accordance with deadlines may result in immediate termination of the contract by the Superintendent and assessment of any consequential damages that the County may sustain. Any errors in any phase of the work due to the fault of the vendor must be promptly corrected and any work required to accomplish this correction shall be strictly and solely the responsibility of the vendor. Any error in any phase of the work due to the fault of the Superintendent must be promptly corrected and such corrected work shall be the responsibility of the Superintendent. The Superintendent and/or her Deputy and/or designee must specifically approve all work, including initial and remedial/corrective. Prior to the contract award, the Superintendent and her representative(s) shall be given the opportunity to visit the contractor s site to insure that the bidder has ample equipment and backup equipment. We also reserve the right to visit the facility at any stage of operation required for all services required. EXECUTIVE SUMMARY (RESPONDENTS SHALL PROVIDE A SUMMARY OF THEIR EXPERIENCE AND ABILITY TO PERFORM THE WORK AS SPECIFIED):

County of Mercer. McDade Administration Building, 640 South Broad Street P.O. Box 8068, Trenton, NJ

County of Mercer. McDade Administration Building, 640 South Broad Street P.O. Box 8068, Trenton, NJ County of Mercer McDade Administration Building, 640 South Broad Street P.O. Box 8068, Trenton, NJ 08650-0068 PROVISION OF BALLOT PRINTING, VOTE BY MAIL ENVELOPES, AND APPLICATIONS FOR THE PRIMARY, SPECIAL