PART I - GENERAL INFORMATION

Transcription

1 REQUEST FOR PROPOSALS GRAND TRAVERSE COUNTY BALLOT PRINTING 2018 ELECTIONS PART I - GENERAL INFORMATION 1-1. PURPOSE The Grand Traverse County Election Commission is requesting proposals from qualified vendors to provide ballots for the May, August and November 2018 elections. The County Election Commission desires to select, through a competitive proposal process, the most qualified vendor with the most cost effective proposal to print ES&S ballots for these elections. The criteria for selection include responsiveness to the work outlined in this RFP, qualifications, and cost. County elections are overseen by the Grand Traverse County Election Commission and managed by the County Clerk. Grand Traverse County utilizes the ES&S electronic balloting system. Ballot printing must comply with strict technical specifications for the electronic system, and complex legal specifications for compliance with State law ISSUING OFFICE This RFP is issued by the Grand Traverse County Election Commission. Heidi Scheppe, County Treasurer, (231) , is the point of contact in the County for purposes of contract administration. For technical assistance, the point of contact is Bonnie Scheele, County Clerk, Grand Traverse County, 400 Boardman Avenue, Ste, 101, Traverse City, Michigan (231) CONTRACT AWARD The proposal selected will be that which is most advantageous to the County Election Commission, price and other factors considered. Cost per ballot will be an important factor. The County Election Commission reserves the right to consider proposals or modifications received at any time before award is made, if such action is in the best interest of the County Election Commission. A unit contract based on a cost per ballot will be executed with the successful vendor PROPOSAL SELECTION. All proposals will be reviewed by the County Election Commission. If a firm is accepted for an interview, the actual persons participating in the project must participate in the interview. 1

2 1-5. REJECTION OF PROPOSALS The County Election Commission reserves the right to reject any and all proposals received as a result of this RFP, waive irregularities, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the County Election Commission. The County Election Commission does not intend to award a contract solely on the basis of any response made to this request or otherwise pay for the information solicited or obtained ACCEPTANCE OF PROPOSAL CONTENT The contents of the proposal, as mutually modified, amended or supplemented, shall become contractual obligations if a contract ensues. Failure of the successful proposal to accept these obligations may result in cancellation of the award INCURRING COSTS Grand Traverse County is not liable for any cost incurred by any firm prior to the issuance of a contract SUBCONTRACTING. The selected vendor will be required to assume responsibility for all services offered in the proposal. No subcontracting will be allowed in providing this service COMPENSATION. Payment shall be made after the election upon vendor's satisfactory performance and receipt and approval of the vendor s final billing statement INDEPENDENT CONTRACTOR. The relationship of the vendor to the County Election Commission is that of an independent contractor and in accordance therewith, vendor shall covenant and agree to conduct itself consistent with such status and that neither it nor its employees, officers or agents will claim to be an officer, employee or agent of the County Election Commission or make any claim, demand or application to or for any rights or privileges applicable to any officer or employee of same, including but not limited to worker's compensation coverage, unemployment insurance benefits, social security coverage, or retirement membership or credit NEWS RELEASES News releases pertaining to this RFP or the service to which it relates will not be made without prior County Election Commission approval. 2

3 1-12. DISCLOSURE OF PROPOSAL CONTENTS Proposals are subject to disclosure under the Michigan Freedom of Information Act (P.A. 1976, Act 422). After contract award, a summary of total price information for all submissions will be furnished upon request to those proposers participating in this RFP INDEPENDENT PRICE DETERMINATION By submission of a proposal, the proposer certifies that the prices of the proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any other competitor; and no attempt has been made or will be made by the proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition COUNTY ELECTION COMMISSION S LIABILITY The selected firm agrees to indemnify, defend, and save harmless the County Election Commission, its officers, agents, and employees from any and all claims and losses accruing or resulting from the negligent performance of work as described in any agreement that results from this RFP. 3

4 PART II - TECHNICAL SPECIFICATIONS 2-1. SPECIFICATIONS FOR BALLOT PRINTING FOR THIS ELECTION: * The instructions of the Grand Traverse County Clerk in the set up of the ballot as relates to programming of ES&S shall be followed. * The printer will need to be able to receive the ballot artwork in electronic format. Ballot artwork for large ballots cannot be printed in hard copy. * The number of ballots to be printed for each election, by precinct will be provided by the County Clerk. * Official ballots shall be numbered consecutively by precinct on the perforated stub. * Official ballots shall be white in color with black printing. * Official ballots shall be scored for easy folding. * Instruction ballots shall be yellow in color with black printing and shall have the word SAMPLE printed on them. * The County Clerk shall supply candidate names, proposal language, and heading information. * Ballot printing shall include: Heading - Voting Section - Ballot Title Election Title County of Grand Traverse Precinct Number Date of Election Candidates, if any Proposals, if any * The vendor shall test ballots of each precinct periodically during the printing of the remaining ballots. * Ballots shall be shipped directly to each of the Township and City Clerks, in 5" sized cardboard boxes (not shrink-wrapped or envelopes) labeled by number contained therein. Each precinct must be in a separate box and wrapped within. * All changes and corrections made prior to final approval by the County Clerk shall be made at no cost to the County Election Commission. 4

5 2-2. TIME FRAME. Time is of the essence for this printing. The deadlines below shall be strictly followed. Failure to meet these deadlines may result in cancellation of the contract and the County Election Commission seeking damages. May 8, 2018 (possible) 1. Final Ballot Proof to Printer March 9, Absent Voter Ballots to County Clerk March 24, Precinct Ballots to County Clerk April 28, 2018 August 7, Final Ballot Proof to Printer June 8, Absent Voter Ballots to County Clerk June 23, Precinct Ballots to County Clerk July 28, 2018 November 6, Final Ballot Proof to Printer September 7, Absent Voter Ballots to County Clerk September 22, Precinct Ballots to County Clerk October 27,

6 3-1 INSTRUCTIONS TO VENDORS PART III - PROPOSAL REQUIREMENTS Firms shall submit a complete response to this RFP and include the following with their proposal: A. A description of your business organization including the full name and address of your organization and, if applicable, the branch office or other subordinate element that will perform, or assist in performing, the work hereunder. Indicate whether you operate as an individual, partnership, or corporation; if as a corporation, include the state in which you are incorporated. If appropriate, state whether you are licensed to operate in the State of Michigan. B. The name of the person to whom inquiries should be directed, with an address and telephone number, identifying the person to be responsible for this service. C. A statement describing experience demonstrating an established competence with respect to printing computerized election ballots or equivalent to achieve project objectives within time and cost constraints. Proposals submitted should include in this section a listing of qualifying experience, including project description, costs, and starting and ending dates of projects successfully completed. Additionally, include the name, address, and phone number of the responsible official who may be contacted as a reference. D. A statement describing your firm's personnel or project team which clearly possess talent and experience in printing computerized election ballots or equivalent. Include the number of executive and professional personnel by skill and qualifications that will be employed in the work. E. Identify the Project Manager. A designated project manager must be identified in the firm s proposal. The County Clerk will meet as needed with the firm's project manager for the purpose of reviewing progress and providing necessary guidance to the firm in solving problems which arise. F. The cost summary form attached to this Request for Proposals. All blanks on the form shall be completed and must be signed by an official authorized to bind the firm to the provisions. The cost per ballot blank must be completed. G. Additional Information. Include any other information that is believed to be pertinent, but not specifically requested elsewhere in this RFP. 6

7 3-2. GENERAL REQUIREMENTS. A. Workmanship. The selected vendor shall furnish ballot printing services and shall employ competent labor to satisfactory and acceptably perform all phases of ballot printing in accordance with this request for proposals, the proposal and the specifications. The vendor shall secure all necessary certificates and permits from municipal or other public authorities and comply with all national, State, and municipal laws, ordinances, and regulations as may be required. B. Insurance. The vendor will provide and maintain comprehensive general liability, property damage, and worker's compensation insurance. Documentation of the above insurances will be provided by the successful vendor to the County Clerk upon receipt of the service order. C. Vendor Investigations. Before submitting a proposal, a vendor shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the service order and to verify any representations made by the County Elections Commission upon which the vendor will rely. Failure to have made such investigations and examinations will not relieve the vendor from its obligation to comply in every detail with all provisions and requirements of the service order, and will not be accepted as a basis for any claim whatsoever by the vendor for additional compensation. D. Unit Contract. The selected firm will be required to agree to the terms of a unit contract from the County s Commission for this work. A sample unit service order is attached to this RFP. In addition to the requirements of this RFP, all requirements of the contract order must be met INQUIRIES Questions that arise as a result of the RFP which require a written response must be submitted in writing to the Issuing Office. All questions must be submitted on or before the date specified in the cover letter. 7

8 3-4. PROPOSALS To be considered, firms must submit a complete response to this RFP, using the above format. Each proposal must be submitted to the Issuing Office. No other distribution of proposals will be made by the firm. Proposals must be signed by an official authorized to bind the firm to its provisions. For this RFP, the proposal must remain valid for at least sixty days. Proposals must arrive at the following location no later than February 5, Heidi Scheppe, County Treasurer Grand Traverse County 400 Boardman Ave., Ste 104 Traverse City, MI Vendors mailing proposals should allow normal delivery time to insure timely receipt of their proposals. Please mark proposals SEALED BID on the envelope. Telefaxed and proposals will not be accepted. ELECTION COMMISSION MEETING The Election Commission will be meeting on February 6, 2018 at Governmental Center, 400 Boardman Ave, Committee Room, 2 nd Floor, Traverse City, MI, to open the sealed bids. 8

9 Vendor: This form must be completed and returned with proposal BALLOT PRINTING COST SUMMARY I have carefully examined the County Election Commission s Request for Proposals, including the specifications, and any other applicable information. I have made all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of this service order and verified the representations of the County Election Commission upon which I will rely. I propose to furnish all items necessary for and reasonably incidental to the proper completion of this project and agree to meet or exceed all requirements and specifications listed in the Request for Proposals and proposal, unless otherwise indicated in writing and attached hereto. I certify that the prices in my proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any other competitor; and no attempt has been made or will be made by vendor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition. I certify that as of the date of this proposal, neither I nor my company is in arrears to Grand Traverse County for debt or contract and we are in no way a defaulter as provided in Section 152, Chapter XVI, of the Charter of Grand Traverse County. I agree, if selected, to accept a County service order and I agree to the conditions thereon. I agree that this proposal may not be withdrawn for a period of sixty (60) days from the date of the opening of the proposals. BALLOT PRINTING COST SUMMARY COST PER BALLOT SHIPPING COSTS DIRECTLY TO JURISDICTIONS TOTAL $ $ $ The above price includes testing procedures, revisions to ballots as a result of Grand Traverse County Election Commission testing of test decks, and all expenses including travel, printing, mailing, testing modification, and any other incidental costs. Submitted by: Signature Name and Title (Print) Phone Company Name Company Address City, State, Zip 9

10 PART IV CRITERIA FOR SELECTION All proposals received shall be subject to an evaluation by the Issuing Office. This evaluation will be conducted in a manner appropriate to select a firm for the purpose of entering into an agreement to perform this project. The following factors will be considered in the selection: 4-1 Management (15%) To what extent will the management structure insure the successful completion and quality of the project? How reasonable is the project time line? 4-2 Tasks (15%) How responsive is the proposal to each of the task requirements? Does the proposal identify specific considerations in the tasks? What is the extent of the firm's understanding of the problem of providing computerized election ballots. 4-3 Prior Experience and Personnel (40%) To what extent does the staff assigned to the project have experience and talent to assure successful project completion? To what extent has the firm been involved in similar projects? 4-4 Cost and Price Analysis (30%) How reasonable is the total project cost? How is the project cost compared to other bidders? 10