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Home My WebLink AboutRESPONSE - RFP - P875 MAIL BALLOT ELECTION (4)HART intercivic- January 10, 2003 City of Fort Collins Purchasing Division 215 North Mason St. Fort Collins, Colorado 80521 Re: Mail in Election Ballots Proposal No. P-875 Hart Intercivic, Inc. currently supplies scanner, paper, AVM, and electronic ballots to over 2500 entities in 10 States. We are certified by the Global Election Systems, Inc. and ES&S to produce Global, Optech, and AIS Ballots. Colorado references are included in this proposal. We are pleased to present the following prices: Colorado Representatives: Mark Carter, 35058 Forest Estate Road, Evergreen, CO 80439 Phone: (720) 201-0654 Fax: (303)674-1434 Cell (720) 273-9166 Home (303) 674-1266 mcarter@hartic.com Plant Representative: Jimmy Dyer, Election Specialist, 2821 Cullen St. Ft Worth, TX 76107 Phone: (800) 792-8788 Fax (877) 942-3667 Cell (972) 489-5059 Home (972) 617-5829 idyer@ hartic.com DP Representative: Jeanne Kingery, Sprint Press 4999 Kingston Street Denver, CO 80239 Phone: ((303) 371-0566 Fax (303) 371-2341 Plant Location: Ballots: 2821 Cullen St. Fort Worth, TX 76107 (800) 792-8788 Tabors & Mailing: Sprint Press 4999 Kingston Street Denver, CO 80239 Attn: Michael Erhman (303) 371-0566 Fax (303) 371-2341 Mailing Location: Fort Collins Post Office, 1117 W. Drake Street Fort Collins, CO 80526 Ballot Printing: OCR grade 90# index. Electronic imposition and film output, conventional lithographic plates. Lithographic printing on sheet fed perfecting presses. Numbering in -line on press or off-line on high speed ink jet. with in line numbering. Trimmed on Programmable guillotine cutters, perforated and folded on precision high speed folder. Hart Intercivic, Inc. • P.O. Box 3420 • Fort Worth, TX 76113 817.332.3202 • Fax 817.332.1838 • 800.792.8788 • Fax 800.757.9779 info@hartic.com • www.hartintercivic.com Costs: Tabor Notices (up to 12 pages) Layout & design, printing, database Verification, addressing, sorting and delivery to post office Estimated Postage Unit Qty Price Extension ea 36,500 $0.3192 $11,650.80 ea 35,000 $0.186 $6,510.00 Ballots Packages ea 75,000 $0.715 $53,625.00 (Includes printing, format changes, perforating, stub imprinting, numbering, folding, scoring, envelopes, secrecy sleeves, freight included) Ballots Mailing ea 65,000 $0.275 $17,875.00 (Includes inserting, sealing, addressing, and delivery to post office) Estimated Postage ea 65,000 $0.186 $12,090.00 Poll Book ea 1 Included with Mailing Total Ballot Cost $101,750.80 Tabor cost based on 8 to 12 page, 8.5 x 5.5 booklet. Ballot cost based on 8.5 x 11 up to 8.5 x 14 size with color coding and stub. 73 ballot styles. Additional styles will be charged at $50.00 per format. Postage estimates subject to changes from LISPS. Postage must be paid in advance. Sub Contractors: Envelopes manufactured by Texas Envelope Co, Dallas, Texas Tabors and mailing services: Sprint -Press, 4999 Kingston Street, Denver, CO 80239 Attn: Michael Erhman Phone (303) 371-0566 Fax (303) 371-2341 Ballots can be delivered in the time frame requested. Should you have any questions, please call me at (800) 792-8788. We look forward to working with you. Sincerelx, Q my D. Dyer Election Specialist/Operation Manager Hart InterCivic, Inc. Fort Worth Division Physical Location: Colorado References: Remit To: Hart Intercivic, Inc -Fort Worth 2821 Cullen St. Fort Worth, Texas 76107 Tax I.D. 953248916 El Paso County J. Patrick Kelly, Clerk & Recorder 200 S. Cascade Ave. Colorado Springs, CO 80903 (719)520-6278 Alamosa County Holly Z. Lowder, Clerk & Recorder 402 Edison Alamosa, CO 81101 (719)589-6681 Town of Snowmass Village Donna Garcia P.O. Box 5010 Snowmass, CO 81615 (970)923-3777 City of Fort Collins Rita Harris, Chief Deputy City Clerk 300 LaPorte Avenue Fort Collins, CO 80522-0580 (970)221-6528 Hart Intercivic, Inc. Dept. 0453 P.O. Box 120453 Dallas, Texas 75312-0453 CITY OF FORT COLLINS REQUEST FOR PROPOSAL Mail Ballot Election PROPOSAL NO. P- 875 PROPOSAL DATE: 2:00 P.M. (our clock) January 14, 2003 2/9/00 REQUEST FOR PROPOSAL CITY OF FORT COLLINS Proposal Number P-875 The City of Fort Collins is seeking proposals from firms for the preparation and distribution of TABOR notices (if required) and mail ballot packages for an estimated 65,000 active registered voters (approximately 90,000 total voters) for the City of Fort Collins regular municipal election scheduled for April 8, 2003. Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80521. Proposals will be received before 2:00 p.m. (our clock), January 14, 2003. Proposal No. P-875. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80521. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager, Rita Harris (970) 221-6628. Questions regarding proposals submittal or process should be directed to Buyer, James B. O'Neill II (970) 221-6775. A copy of the Proposal may be obtained as follows 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30875. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcqov.com/12urchasin.g. 3. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority overthe services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, a es B. O'Neill II, CPPO, FNIGP ector of Purchasing & Risk Management 2/9/0O SCOPE OF SERVICES Mail Ballot Election: April 8, 2003 Project consists of preparation and distribution of TABOR notices (if required) and mail ballot packages for an estimated 65,000 active registered voters (approximately 90,000 total voters) for the City of Fort Collins regular municipal election scheduled for April 8, 2003. (Final registration figures will not be available until a few days following the close of registration on March 10, 2003.) The City will also require a sufficient quantity of replacement ballot packages in six (6) different ballot styles (one style for each Council district). Each mail ballot package will include the following materials printed with customized information: Ballot page and ballot stub, secrecy sleeve (if ballot is longer than one side of ballot page), transmittal (outside) envelope, and return verification envelope. Vendor will provide data processing, printing, sequential numbering of ballot stubs, insertion, addressing, barcoding, mailing, and one poll book in hard copy form (see below for specific details). Vendor will consult with the City concerning deadlines and will guarantee that the legal deadline for mailing of ballot packages is met. Vendor will consult with the City concerning the text of all printed information and will provide to the City samples of all materials and a "proof' of all text to be printed on all materials. Vendor will provide City with a sampling of barcoded materials for testing purposes. Vendor will be required to consult with the City Clerk's Office, in person and via telephone, e-mail and fax, throughout the duration of the project to ensure the City's satisfaction with processes, methods, and product accuracy and quality. The City demands compliance with legal requirements and the highest level of quality, trustworthiness, accuracy, integrity, and availability for all municipal election processes. Vendor must demonstrate a thorough knowledge of Colorado mail ballot election laws and the needs of the City. TABOR Notices NOTE: The City may not know until early to mid -February if a TABOR notice will be required. The City will notify the selected vendor as soon as the need is known. All costs for production and mailing of a TABOR notice must be itemized separately. Awarding of a contract with the selected Vendor does not obligate the City to the expenses of production of a TABOR notice. Layout Vendor shall provide design services for the TABOR notice booklet. Design will be similar to sample provided to Vendor from the April 1999 election. City shall provide Vendor with several electronic versions of the City logo for inclusion in the design. City shall provide to Vendor all text as it becomes available for inclusion in the notice. Vendor shall provide City with proof copies prior to final printing. 2t9f00 Data Processing City shall provide Vendor with voter registration records on or before February 27, 2003. Vendor must provide data processing services to ensure that only one (1) TABOR notice is mailed to any specific address, regardless of the number of voters registered at that address. Addressing TABOR notices shall be mailed only to households with one (1) or more active registered electors. TABOR notices shall be addressed "To All Registered Voters" followed by the street address and city/state/zip+4. Vendor shall provide City with a minimum of 1500 surplus TABOR notice booklets for supplemental mailing as required by Colorado law. Mailing Vendor will be responsible for mailing TABOR notices. Vendor must obtain a bulk rate mailing permit to ensure that the TABOR notices are mailed at the lowest possible cost. Vendor must pay postage at the time of mailing and shall invoice the City for postage expenses. TABOR notices must be mailed on or before March 7, 2003. TABOR notices may be mailed from any U.S. Post Office facility. Costs Vendor must provide the City with estimated costs for data processing, printing, and mailing of TABOR notices. Vendor shall pay costs for supplies, postage, etc. and shall provide the City with one (1) final itemized invoice for the TABOR notice. Mail Ballot Packages Ballots Vendor will print ballots for approximately 73 ballot styles (1 style for each precinct) from electronic files provided by Diebold Elections Systems (fka Global Election Systems). The number of ballot styles may vary if the City decides to combine precincts. Ballot pages must meet specifications to be tabulated on Larimer County's Accuvote system. Each ballot shall have printed on the ballot stub the following: (1) text identifying the election; (2) the precinct number; (3) the ballot number; and (4) the words "DO NOT REMOVE STUB" printed on both sides. Ballots shall be numbered sequentially, starting with 00001. The City will provide Vendor with an Excel spreadsheet designating ballot ranges for each precinct. The precinct number and ballot number must show through the window of the return verification envelope when the ballot is folded as instructed. The ballot stub shall be at the bottom of the ballot. Each ballot shall contain at least one (1) color block near the top of the ballot and another one of the same color on the ballot stub surrounding the precinct and ballot number. Color blocks shall correspond as closely as possible to the color scheme used on the City's District -Precinct Map adopted November 5, 2002 (6 colors total). Alternatively, Vendor may print ballots on colored stock corresponding to the color scheme used on the City's District -Precinct Map. All color choices must be approved by the City. Ballots must conform to the Global Election Systems' Ballot Specifications dated April 16, 1997. Extra care should be exercised in folding of each ballot to ensure clean, crisp fold lines. (The City has experienced problems in the past with "thick" fold lines that cause the Accuvote to reject 2/9/00 the ballot.) Test Ballots Vendor shall ship directly to a designated representative for Diebold Election Systems a small quantity of unnumbered ballots from each precinct for testing purposes as quickly as possibly after printing, but no later than March 17, 2003. Diebold will mark the ballots and test them to determine if the ballots can be read by the Accuvote machine. (These test ballots will also be used as the City's test ballots for purposes of certifying the accuracy of the Accuvote machines used in the ballot processing center.) If the Diebold representative determines that the ballots, or any portion thereof, are not readable by the Accuvote machine, Vendor must reprint the ballots prior to mailing, or if time does not permit, must reduce the final costs by the quantity of ballots printed for each precinct found to be faulty. The determination of readability of ballots by the designated Diebold representative shall be final. Secrecy Sleeve Vendor will print and include in each ballot package a "secrecy sleeve" in the event that the length of the ballot does not allow for the ballot page to be folded in a manner that preserves a voter's secrecy. Transmittal Envelope Vendor will order and print customized envelopes (6 inches x 9 1/8 inches) which will contain the ballot package mailed to voters. The envelope shall contain all information required by Colorado law, as well as other information required by the City including (1) the Postal Service insignia for election materials with the words "OFFICIAL BALLOT ENCLOSED" printed in bold, capital letters below the insignia; (2) the words "DO NOT FORWARD" and "RETURN SERVICE REQUESTED"; a return address block; and appropriate postal permit information. Return Verification Envelope Vendor will order and print customized envelopes containing all information required by Colorado law, as well as other information required by the City including (1) the Postal Service insignia for election materials; and (2) an address block containing a post office box number ending in a numbered equal to the District number. The City shall secure said post office boxes at a Fort Collins Post Office facility. Vendor will print, in a mutually agreed upon location on the envelope, a strip of color identifying the Council District (6 colors total). Alternatively, Vendor may used colored envelopes which correspond to the color scheme used on the City's District - Precinct Map. All color choices must be approved by the City. Addressing Vendor will ensure that mailing information and bar codes will be printed accurately and clearly to ensure the highest degree of accuracy and system trustworthiness. Addresses shall be formatted as follows: 2/9/00 Example: Explanation: 20056017002 32 First 6 digits represent birthdate (ddmmyy), followed by ballot no., a space, and the precinct number (barcode) Barcode represents the ballot no. HARRIS, RITA KNOLL Voter name, including suffix (if any) PO BOX 1234 Voter mailing address (not residence address), including apartment or unit numbers FORT COLLINS CO 80525-1234 City, state, zip+4 Appropriate postal coding should be added. Barcoding Vendor shall provide City with a sampling of barcoded materials, as well as information about the type of barcode, for testing purposes no later than February 1, 2003. City shall test the barcodes to determine if the City's ballot tracking system will recognize the barcodes. Vendor is prohibited from using a different barcode printer following City's testing. Barcoded information shall consist of the 5-digit ballot number (including leading zeroes). Barcode font must be Code39. Mailing Vendor will be responsible for mailing ballot packages. Vendor will mail ballots to active voters only, even though the database provided by the City will include inactive voters. Inactive voters are to remain in the database at all times. The database will contain a separate field designating active and inactive status. Vendor must research and obtain a mailing permit that ensures that the ballot packages are mailed at the lowest possible cost and that undeliverable ballots are returned to the City at no additional expense. If the Vendor can demonstrate that another type of permit that would require the City to pay return postage for undeliverable ballots will result in a cost savings, the City will consider that option. In 2001, a Presorted Standard A Bulk Rate permit was used by the Vendor. Ballot packages may be mailed from any U.S. Post Office facility. Vendor must pay postage at the time of mailing and shall invoice the City for postage expenses. Replacement Ballots Diebold Election Systems will provide Vendor with six (6) ballot styles to be used for printing replacement ballots (one style for each Council District). Replacement ballots must be number sequentially in the same manner as other ballots, in accordance with the Ballot Ranges spreadsheet provided by the City. Replacement ballot packages shall be assembled by the Vendor, but envelopes must remain unsealed. Replacements ballots must be printed, assembled and shipped to the City in a timeframe and by a method which guarantees receipt by the City no later than Friday, March 21, 2003. 2/9/00