Delivery, Pickup, Storage, and Secure Climate Control for Ballot Boxes

The City of Cambridge would like to invite you to submit a bid for Delivery, Pickup, Storage, and Secure Climate Control for Ballot Boxes. If submitting electronically, Bids are to be submitted through the Procurement Portal at https://procurement.opengov.com/portal/cambridgema. Bids are to be submitted no later than 11:00 am on Thursday, April 9, 2026.

Project Details

• Reference ID: COC-IFB-FY26-30850
• Department: Election Commission
• Department Head: Tanya L. Ford (Executive Director)

Important Dates

• Questions Due: 2026-03-26T15:00:00.000Z

Evaluation Criteria

• Scope of Services —

  The City of Cambridge is requesting Bids for Delivery, Pickup, Storage and Secure climate-controlled storage for 72 image cast ballot boxes for the Cambridge Election Commission.

  The Cambridge Election Commission is seeking secure climate-controlled storage space/s for 72 Image cast Ballot Boxes. The City of Cambridge Election Commission will also require the vendor to deliver from the chosen storage space/s to locations in the City of Cambridge prior to any election and pickup ballot boxes after any election at these locations and returned to the storage space/s.

  Description of Ballot Boxes	44 tall, 40 deep and 26 wide plastic on wheels
  Number of Ballot Boxes	Storage for seventy-two (72) ballot boxes
  Date to Begin Storage	ASAP
  Storage Temperature	Temperature controlled.
  Ballot Boxes to be delivered	Pick-up sixty-eight (68) ballot boxes from storage site.  The remaining four (4) ballot boxes will remain in storage.
  Date of delivery and number of locations to deliver Ballot Boxes	Delivery is usually the Thursday prior to any Election Day.  (Day of delivery is subject to change by the Election Commission). Deliver sixty-eight (68) to polling locations in Cambridge (See attached polling list. Polling location list and delivery list is subject to change by the Election Commission) Deliver any requested boxes to the Election Commission 51 Inman Street, Cambridge, MA 02139 for delivery by Department of Public Works as needed.
  Date to pick-up and return ballot boxes to storage site	Pick-up is usually the day after of any Election Day (Subject to change by the Election Commission) Pick-up sixty-eight (68) boxes from polling locations in Cambridge (See attached list)

   

  Please refer to Attachment A for a sample list of polling locations. Please note that locations are subject to change and may be modified during the course of the contract at the City’s discretion.

Submission Requirements

• BIDDERS INFORMATION
• My business is a: (required) —

  Please select one

• Please insert the requested information: (required) —

  If a corporation, include the State in which you are incorporated in.

  If a partnership, include the names of partners.

  If an individual, include relevant information.

• Bidder's Federal ID#:
• Authorized representative information: (required) —

  Please include the name, title, telephone and email address of the authorized representative

• This bid includes addenda numbered:
• Debarment or Suspension (required) —

  The Vendor/Contractor certifies that it has not been and currently is not debarred or suspended by any federal, state, or municipal governmental agency under G. L. c. 29, § 29F or other applicable law, nor will it contract with a debarred or suspended subcontractor on any public contract.

• QUALITY REQUIREMENTS —

  An unchecked response, a failure to respond, or a failure to meet to any of the following Quality Requirements will result in a rejection of your bid. Please check each of the following Quality Requirements as confirmations. 

• Quality Requirement 1 (required) —

  The Bidder has two years or more providing similar services.

• Quality Requirement 2 (required) —

  The Bidder has available storage space/s to begin implementation immediately after the fully executed contract. 

• Quality Requirement 3 (required) —

  The proposed storage spaces shall be climate controlled, shall be able to accommodate a minimum of 325 square feet, and shall be no less than 6 feet in height.

• Quality Requirement 4 (required) —

  The 72 Imagecast ballot boxes will not be exposed to freezing temperatures or extreme heat.  (Must not be outside of 0-40 degrees Celsius)

• Quality Requirement 5 (required) —

  The storage spaces shall be secure allowing only authorized City of Cambridge employees access.

• Quality Requirement 6 (required) —

  The bidder, if awarded, will contact the Executive Director of the City of Cambridge Election Commission should the equipment need to be removed from storage for ANY reason.

• Quality Requirement 7 (required) —

  Only authorized city employees shall be allowed to handle the ballot boxes.

• Quality Requirement 8 (required) —

  Delivery and pickup of ballot boxes will be made according to a schedule set by the Executive Director of the Election Commission.

• Quality Requirement 9 (required) —

  Ballot box receipts shall be signed by the person receiving ballot boxes at each location upon delivery.

• Quality Requirement 10 (required) —

  During delivery and pickup, ballot boxes will not be left unsecured on truck.

• REFERENCES —

  Bidders shall submit a list of three references for which the bidder has supplied similar services. References shall include contact information including contact name, addresses and telephone numbers for each to inquire as to their satisfaction with the bidders’ product and service. In addition, the City reserves the right to use itself as a reference, to contact references not listed and to otherwise perform its own due diligence when making a responsibility determination. A bid maybe rejected on the basis of one or more references reporting less than excellent past performance.

• Reference 1 (required) —

  Include contact name, address and telephone #

• Reference 2 (required) —

  Include contact name, address and telephone #

• Reference 3 (required) —

  Include contact name, address and telephone #

• City of Cambridge Standard Compliance Forms
• Please Upload the Signed Standard Compliance Forms (required) —

  Please electronically sign and upload the following documents using this URL: https://cambridgema.na4.adobesign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhCD4UnZSN3XyfqZi9ZxGyvlhSnIlYThymiofiiHN4CtIXU4t2tYM27cVaMk7bVx6AI* 

• Non Collusion Statement (required) —

  Bidder certifies that this bid is made without collusion with any other person, firm or corporation making any other bid or who otherwise would make a bid. 

• Is this contract/solicitation for a commodity or service? (required)
• Enter commodity: (required) —

  Example: Office Supplies

• Enter service(s): (required) —

  Example: Janitorial Services