Montgomery County Board of Elections Voting Equipment Transportation

The Montgomery County Board of Elections is requesting proposals from qualified logistics and moving companies to assist with the deployment and retrieval of voting equipment for the May and November Elections of 2027 and 2028 with the option to extend the contract for one additional two-year term for years 2029 and 2030.

We are looking for a reliable partner to transport equipment from our headquarters to 141 polling locations across Montgomery County.

The Montgomery County Board of Elections is seeking quotes from qualified moving and transportation companies to manage the delivery and subsequent pickup of heavy voting equipment for the upcoming May Primary Election. The vendor will be responsible for transporting equipment to and from 141 distinct polling locations across Montgomery County.

Project Schedule

Time is of the essence for this project. The selected vendor must strictly adhere to the following timeline each election:

• Delivery Window: Monday – Friday of the week prior to the election
• Pickup Window: Wednesday – Friday of election week

Equipment Specifications

Each of the 141 polling locations will require the delivery and pickup of specific equipment configurations. Moving companies must have the proper equipment (e.g., liftgates, pallet jacks, ramps) and personnel to safely handle items of the following dimensions and weights.

Each location will receive ONE of the following two equipment combinations:

• Option A: One (1) Metal SAFE Cart (32" W x 72" L x 43" H, approx. 800 lbs) and One (1) Wood Box (29" W x 48" L x 40" H, approx. 400 lbs)
• Option B: Two (2) Metal SAFE Carts (Each 32" W x 72" L x 43" H, approx. 800 lbs)

Note: Due to the heavy nature of these items (up to 800 lbs per cart), proper safety protocols, sufficient manpower, and appropriate loading/unloading vehicles are strictly required.

Routing and Logistics Support

• Optimized Routing: The Board of Elections will pre-route the 141 locations to ensure the most efficient delivery and pickup paths.
• Flexible Scheduling: Upon the vendor's request, the Board can coordinate with polling locations to schedule specific half-day time slots for deliveries and pickups.

**Submission method:** Proposals are due electronically through the County's OpenGov Procurement portal before **1:30 pm on Wednesday, January 13, 2027**.

Please include the following in your quote:

1. Total Project Cost: Itemized by delivery, pickup, and any additional fees (e.g., fuel surcharges, liftgate fees).
2. Fleet & Equipment Details: Briefly describe the vehicles and moving equipment you intend to use to accommodate the 800 lb. carts.
3. Proof of Insurance: Documentation of liability and workers' compensation insurance.
4. References: Provide at least two references for similar large-scale or heavy-freight moving projects.

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 evaluation of all proposals will be conducted in accordance with Ohio Revised Code 307.862, using the following criteria: Proposal Document Evaluation, Proposal Specification Evaluation, Price Evaluation, and Interview Evaluation (if applicable). [...] Such insurance policy shall be written for not less than one million dollars (**$1,000,000.00**) for any person injured in any accident and with a total liability of two million dollars (**$2,000,000.00**) for all persons injured in any one accident.