Montgomery County Board of Elections Ballot Printing and Mailing Services

The Montgomery County Board of Elections serves approximately 375,000 registered voters across 381 precincts in Montgomery County, Ohio.

The Board of Elections is issuing this Request for Proposal to select a reliable Vendor to print and mail absentee ballots for 2027 and 2028 with the option to extend the contract for one additional two-year term for years 2029 and 2030. The Vendor must be able to meet the requirements set forth in the Ohio Revised Code and by the Ohio Secretary of State for absentee ballot printing and mailing.

Vote By Mail Ballot Specifications

• SIZE: The ballots shall be printed on 8.50 in. (+0.030 in. to -0.020 in.) X a length to be determined (options include 14 in or 17 in). The ballot heights are finished size lengths and do not include ballot stub.
• Ballot layout specifications shall follow Ohio Revised Code section 3505.08.
• STUB NUMBERS: Each ballot shall have one, color-coded stub attached at the top, the width of the ballot and each no greater than one (1) inch in length. [...] The stub shall be separated from the ballot by perforations.
• VOTE BY MAIL BALLOT PACKETS: Vendor shall insert the ballots into the vote by mail ballot packs [...].
• AUTOMATED ASSEMBLY: Vendor shall employ an automated method to assemble the ballot packs whenever most practical.
• MAIL PREPARATION: Vendor is responsible for applying any and all United States Postal Service (USPS) bar-coding. [...] Vendor shall also be responsible for preparing all required mailing statements and supporting documentation in accordance with USPS standards, and shall provide a complete sample packet of the mailing piece for each mailing statement.
• DELIVERY: Absentee Vote by Mail ballots shall be delivered on a daily basis every Business Day in sequence order (i.e. by stub number). The Board will provide Vendor with data file(s) of ballot styles every Business Day by 5 P.M. Vendor will deliver the Absentee Vote by Mail Ballots with a manifest(s) from that data file(s) daily no later than 2:00 P.M. the following Business Day.
• UPLOAD SITE: Vendor shall provide a secure upload site that automatically confirms receipt of the data file(s) and the number of records in each file.
• STORAGE: Vendor shall store all envelopes, vote by mail instruction guides and any other items used to assemble the vote by mail ballot packets as needed. The bid shall include all such storage costs.

Test-Deck Ballot Specifications

Only one type of test deck with pre-voted ballots will need to be printed for each election for testing purposes.

Additional Requirements as Instructed by the Secretary of State

• The Vendor must provide a complete physical proof of all absentee ballot styles and a sample of the complete mailing to the Board of Elections for review and proofing prior to production.
• The print Vendor must supply to the Board of Elections a detailed audit report of each ballot that was produced and delivered to the USPS within 12 hours of the ballots being delivered to the USPS.
• The print Vendor must ensure no voter receives duplicate ballots.

Proposals are due electronically through the County's OpenGov Procurement portal. Proposals are due before **1:30 pm on Wednesday, January 13, 2027**. All project documents are available on the County's OpenGov Procurement portal located at: https://www.mcohio.org/Bids.

All questions must be submitted via OpenGov.

All items noted as required must be submitted with Proposal. Failure to submit the required Forms may be cause for rejection of your Proposal. No proposals will be accepted after the listed time.

BID BOND: Not required. PERFORMANCE BOND: Not required.

The initial term of the contract will be for Two (2) years, commencing upon execution. The contract may be extended for up to One (1) additional two (2)-year term- contingent upon the following:

• Approval by the Board of County Commissioners;
• Satisfactory contract performance, as determined by the County; and
• Availability of funding to support the continuation of services.

The estimated quantity of envelope packets per order may range from 5,000 to 80,000. Proposers shall provide one fixed per-packet price that will apply to any quantity ordered within this range.