SLED Opportunity · OREGON · WASHINGTON COUNTY
AI Summary
Washington County, Oregon seeks a contractor to provide elections mailing and printing services for up to 410,000 ballots. This RFP requires detailed proposals including qualifications, project management, cost, and diversity practices. Proposals due April 10, 2026.
The Washington County Department of Assessment, Taxation, Records, & Elections is responsible for all elections. The number of ballots could be as high as four hundred ten thousand (410,000) or as low as one thousand (1,000).
Contractor to provide contract mailing service and/or printing services as required by the County for elections.
Washington County is a suburban county located on the western edge of Portland, Oregon. Its boundaries extend from the City of Portland to the Coast Range. The current population is approximately 620,000 people. There is a mix of urban, suburban, and rural areas. The eastern half of the County is composed of service industries, light manufacturing, residential, and commercial activity. It is relatively densely populated. The western half is primarily farmland and rural areas, with several smaller incorporated and unincorporated communities.
The County seat of government is in Hillsboro, Oregon, with the Elections Division located at 2925 NE Aloclek Dr., Ste 170, Hillsboro, Oregon. The County has experienced substantial growth over the last several years, principally in the electronics and high-tech industries.
The County is a home-rule county, governed by five elected Commissioners who appoint a County Administrator as the County’s chief executive. There are currently approximately 2300 employees across all areas of County government who provide the multitude of services required by its member cities, businesses, and the general population.
Attached is the attachment for answer to Question #1 in the Q&A section regarding the name and pricing of the current contractor.
Proposal was within the thirty (30) page count limit and conformed to all instruction in regards to submittal.
List of qualifications and experience of firm. Identify key project personnel by name, title, the work they will perform and describe their relevant experience. Identify the percentage of each person's time that will be committed to the project. The proposal shall include sections addressing the project’s team's organization, personnel, experience, and capabilities.
The County is committed to extending contracting opportunities to businesses that demonstrate and support a workforce that reflects a wide range of backgrounds, perspectives and experiences. This includes the utilization of the State of Oregon certified Minority, Women, and Emerging Small Business (MWESBs), Service-Disabled Veterans (SDVs) owned businesses, business practices, and health insurance and other benefits for employees. In order to promote economic growth, the County seeks to maximize the participation of consultants representing a wide range of backgrounds, partners, proposers, and suppliers throughout the duration of the project.
Provide overall costs (per 1000) for inkjet setup, data processing & CASS certification, folding, inserting, sorting (band and tray), delivery to Portland Post Office, storage (by pallet) and tabbing. Also, detail any additional cost or charges the County may be invoiced for. Utilize the Proposal Cost worksheet located in the Proposal Response Packet below
Describe similar projects your firm has completed, with particular emphasis on jurisdictions with similarities to Washington County. List the firm name, address, contact person, and telephone numbers for three (3) such projects. References must be for services provided within the last five (5) years. List any contracts terminated for cause within the same time period and include the reason why.
Please specify the environmental considerations in your organization’s sustainable business practices. These may include but are not limited to a formal sustainability program and/or water conservation; and a green cleaning policy, or other actions that promote environmental conservation. Please be as specific as possible.
By electronically submitting this response the Supplier attests and certifies that:
1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Supplier's representative authorized to contractually bind the Supplier.
2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.
3. Respondent agrees that the action of electronically submitting its response constitutes:
a. an electronic signature on the responses, generally,
b. an agreement to conduct business electronically,
c. an electronic signature on any form or section specifically calling for a
signature, and
d. an affirmative agreement to any statement contained in the solicitation
that requires a definite confirmation or acknowledgement.
Proposer read through and confirm that you met all of the Solicitation requirements?
Will the proposer extend pricing and terms to other public agencies?(there is no penalty for not agreeing to extend pricing)
Have you or a member of your staff been an employee of Washington County in the last six months?
Proposer has read, understands, and agrees to Section 3.3.J - Liquidated Damages.
Enter your registry number without dashes or spaces. If you are not currently registered enter N/A. If you are the successful bidder you will be required to register with the Secretary of State in order to contract with the County, per OAR 125-246-0330.
The proposer hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318. Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.
Provide the name, email, and phone number for the contact in case of questions, or interview or demonstration arrangements.
The proposal shall be prepared succinctly, providing a straight forward, concise description of the proposer’s ability to meet the requirements of the RFP. There should be no unnecessary attachments or exhibits.
Proposal should contain no more than thirty (30) 8.5" x 11", pages of written material (excluding biographies and brochures which may be included in an appendix) describing the ability of the proposer to perform the work described. The minimum font shall be twelve (12) point single spaced and the minimum margins shall be one (1) inch on all sides.
Upload your proposal here. After uploading documents responders are encouraged to open and review uploaded documents to verify that they can be opened and are the correct documents before submitting. If the County cannot open any of the documents submitted the entire proposal will be disqualified.
Confirm that your fee proposal is not attached in your Proposal and is attached separately here.
County insurance requirement can be found under the section titled Attachments. The County may consider reducing insurance for these services. Please upload your Certificate of Insurance (Accord form) to indicate the level of insurance you currently possess.
Upload any alterations requested to Washington County's contract standard terms and conditions per the Form of Contract article of the Terms and Conditions Section.
How did you hear about this opportunity?
Will there be a Pre-Proposal Conference?
Would you like to have bidders respond to an electronic pricing table through ProcureNow?
Choose this if you want them to provide rates or pricing in a format dictated by you.
Will you want your bidder to separate a Price Proposal from the rest of the Response?
Proposal should contain no more than 'Page Limit 8.5" x 11", pages of written material (excluding biographies and brochures which may be included in an appendix) describing the ability of the proposer to perform the work described.
Is this a multiple award type solicitation?
Unless authorized by the Board a contract cannot exceed five years, but there are various ways that contracts can be set up. Please choose your preference. Options 2 - 3 will require amendments to extend the contract at the designated times.
Will Federal Funds be used to pay part or all of the agreements made under this solicitation
What is the expected resulting Contract Type with a selection of "Firm-Fixed-Lump-Sum" Firm-Fixed-Unit-Price", "Cost-reimbursement + Fee/Profit/Incentive" "Mixed/Flexible" would then provide us a clear picture of what the price-proposal or cost-proposal structure needs to be, and this the approriate instructions to the proposer can be provided.
Based on the intended scope of work for the awarded agreement, will the proposer be case as a subrecipient under 2 cfr 200.331
Do you have prior approval from the federal awarding agency to enter into a fixed awward? Did you inform them of the requirement for them to upload documentation of the pre-approval either from official guidance or from direct communication (email).
Is this a solicitation for proposals/applications for a beneficiary program?
Q (Current/previous provider(s)): Can the County provide information on the current or previous contractor performing these services and prices?
A: The current contractor and pricing has been posted via Notice #1.
Q (Locked storage space): Can you indicate how much locked storage space (square feet) would be needed for storing materials securely?
A: Actual square footage is unknown, but the County would need enough space to accommodate an unknown number of pallets containing the following (in cartons): 1 million #10 envelopes, 1 million #11 envelopes, 1 million 1/3 buckslips.
Q (Turnaround time): 3.3 B. states "The Elections Division will deliver or have delivered ballot materials to the Contractor for processing and/or upon coordination with contractor, approximately two to seven days before processing." What is the turnaround requirement once processing begins, for a mailing as large as 410,000?
A: Vendor should be able to complete mailing job of 410K pieces within 2 or 3 business days at the most.
Q (Matching envelope to ballot): Does the ballot printing vendor add a 2D barcode to the ballots, sequence #, or other identifying information so we can match it to the #10 envelope?
A: Printing vendor adds 2D barcode to the ballot when printing. Mailing bureau vendor needs to coordinate w/ printing vendor on the coding/sequencing of data in barcode.
Q (Pricing clarification): Does your current vendor also handle the ballot printing?
A: No they do not.
Q (Current Pricing ): Does the current pricing that was provided simply cover what is applicable to the scope of work? It states that pricing includes "Outgoing Envelope, Signature Envelope, Secrecy Envelope, and Ballot". Does this pricing cover the inserting of these materials, or also to print them?
A: Just insertion, presort and other mailing prep work. All materials (envelopes, ballots, inserts) are printed by other vendors.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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