Best Value RFP - Elections Printing and Mailing

Background
The City of Philadelphia, through its Office of the City Commissioners and Procurement Department, is seeking proposals for Elections Printing and Mailing services. The goal is to award a contract to a qualified vendor capable of providing comprehensive printing and mailing solutions for various election-related materials, including ballots and accompanying instructions. The selected vendor will be responsible for ensuring compliance with all relevant regulations and standards in the electoral process.

Work Details
The vendor will provide services that include designing, tracking, printing, folding, assembling, and mailing test ballots, mail-in ballots, absentee ballots, provisional ballots, ballot envelopes, and any accompanying materials required for elections in Philadelphia. Specific tasks include:

- Participation in kick-off meetings with the Vote-by-Mail Unit.
- Printing test decks of election materials within two calendar days for acceptance.
- Delivering initial batches of mail-in and absentee ballots within three calendar days of receiving files from the Department.
- Responding to department requests within one hour during the election period.
- Delivering batches of mail election packets to USPS within one day of receiving a batch until the election date.
- Providing daily status reports detailing volumes printed and in custody with USPS.
- Ensuring all printed materials are compatible with Election Systems & Software (ES&S) equipment.

Period of Performance
The contract term is set for one year with four additional one-year renewal options at the City's discretion. The initial term will commence upon satisfaction of all conditions outlined in the RFP.

Place of Performance
The services will primarily be performed at the vendor's facilities located within a 400-mile radius of the Philadelphia Elections Warehouse to ensure timely delivery of election materials.

Bidder Requirements
Respondents must have at least four years of relevant experience in printing ballots compatible with ES&S equipment. They must also be enrolled in the City’s Annual Bid Security Program and pay a non-refundable Bid Processing Fee. Vendors must demonstrate capability in language accessibility by providing printed materials in English, Spanish, and traditional Chinese.