HomeMy WebLinkAboutbocc.con.124.238/30/2021 CDD
Contract Information
Contract Number
Project Name
Contractor
Budget Line Item 10012120.552500
Procurement Method:
Type:
Contract Start Date
Contract End Date
Contract Type
Retainage
If this is a new contractor, please enter the New Vendor information into Munis for workflow approval.
Contact Information:
Department
County Representative Ingrid Grueter County Representative
Phone (970) 429-2708
Provide a brief description of the Contract or Change Order:
Contract Value Summary:
$ 125,000.00
$ -
$ -
$ 125,000.00
124.23
Pitkin County
Procurement Cover Sheet
Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed.
Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement
No
Pitkin County Election Ballot Printing Services
Robis Elections, Inc.
$125,000.00
Additional Budget Line
Item(s)
(Please fully allocate New Contract Total)
Not to Exceed
$-
$-
$125,000.00
Formal
Services/Maintenance
11/1/2023
12/31/2024
New Contract
Clerk & Recorder
Elections Ballot Setup, Printing, and Mailing services. Pricing is not to exceed and billable only as incurred
based on the included rates, terms, and specifications.
Original Contract Amount
Previous Change Order/Amendment Amount
This Change order/Amendment amount
Contract Total
RFP # 124.23 Rev. 2023.07.18 CDD
Budget Line Item # 10012120.552500
NOTICE OF AWARD
Date: July 18, 2023
To: Robis Elections, Inc.
Aaron Davis, Director of Customer Experience
1750 N Washington Street, Suite # 128
Naperville, IL 60563
RE: Pitkin County Election Ballot Printing Services
The County, having duly considered the Proposal submitted on June 8, 2023 and the
revised pricing submitted on June 27, 2023 for the goods and services covered by the
Request for Proposal Document titled Pitkin County Election Ballot Printing Services,
hereby accepts your submitted offer to perform the work per the provided rates and
approach. The County has budgeted and awards this project in the amount not-to-exceed
One-Hundred Twenty-Five Thousand dollars and Zero cents ($125,000.00) for the initial
term under the awarded Contract, billable only as approved by Project Lead and as
incurred.
In accordance with the terms of the RFP Documents, you are required to execute the
Agreement in one original of contract within ten (10) consecutive days from this Notice of
Award. Please also submit a copy of your W-9 and furnish Certificates of Insurance to
Procurement@PitkinCounty.com to evidence compliance with the requirements as listed
within the RFP and/or adjoining Contract documents.
PITKIN COUNTY
________________________________________________
!#COUNTY REPRESENTATIVE#! Date
======================ACCEPTANCE OF NOTICE===================
Receipt of the above Notice of Award is hereby acknowledged
________________________________________________
!#VENDOR SIGNATURE#! Date
Aug-02-2023
Clerk and Recorder
Ingrid Grueter
Director of Customer Experience
Aug-02-2023
Aaron Davis
Contract # 124.23 Revision: 2022.08.04 CDD
1
PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made July 18, 2023 by and between the Board of County Commissioners of
Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the
“County”) and Robis Elections, Inc., 1750 N Washington Street, Suite # 128, Naperville, IL 60563
(hereinafter called the “Contractor”) to perform the following work: Pitkin County Election Ballot
Printing Services (“Project”).
I. Term of Contract: The term of this Contract is from November 1, 2023 to December
31, 2024. At the expiration of the initial term, the contract may be extended for five (5)
additional terms of one (1) year by the express written consent of both parties.
II. Contractor’s Obligations.
Contractor shall perform elections ballot printing, packaging, and mailing services per
the pricing and specifications detailed in Attachments A & B and/or per the
requirements communicated by the Project Lead and agreeable to Contractor. County
and Customer agree that material pricing increases are acceptable only when there
exists a quantifiable raw material cost increase in excess of 25% of base cost; actual
rate of increase will determine the cost adjustment with no additional markup.
The County anticipates Two primary and One general election which will require
printing and mailing services under the initial term of this Contract. The County has
budgeted $125,000.00 for all services rendered, inclusive of contingency funding for
any potential material cost increases; Services and goods are billable only as incurred
and as approved in advance by Project Lead. Any increases in cost must be
communicated in advance of service delivery and must be accepted by Project Lead.
Itemized Pricing as below and as provided with BAFO price list in Attachment B:
Contract # 124.23 Revision: 2022.08.04 CDD
2
III. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
Description Unit Cost:
General Election: One 14" Ballot, outgoing envelope, reply envelope, full-color
8.5x11" instructions, secrecy sleeve. Printed, inserted, and mailed.1.86$
Primary Election: One 14" Ballots, outgoing envelope, reply envelope, full-color
8.5x11" instructions, secrecy sleeve. Printed, inserted, and mailed.2.50$
11-14” Ballot 0.37$
Up to 19” Ballot 0.43$
Up to 22” Ballot 0.58$
Test Decks Pre-filled 0.95$
Art/Set-up Production -$
Precinct Ballot (Poll Ballot) - Preparation to include shrink wrap and packaging 0.03$
Database Set-up -$
Standard ground shipping to Denver GMF (or designated local facility)Actual
Description Unit Cost:
Insertion (BRE, Ballot, Instructions)0.53$
Additional Insertion (up to 3 additional ballots or inserts)0.09$
Additional inserts beyond 5 total (per insert)0.22$
Multi-Ballot Verification 0.20$
Election Set-up 995.00$
Mailing Services -$
USPS Mailing Coordination & Statements -$
Postage (Actual postage including all discounts based on our full-service mailer status).Avg. $0.66
Description Unit Cost:
Outgoing 6 1/8 X 9 7/8” White Envelope 2 color $0.27 (Min. 10,000 pcs)
Reply 5 7/8” x 9” White Envelope 2 color $0.34 (Min. 10,000 pcs)
Voter Instruction Insert 8.5” x 11” folded to 5 ½” x 8 ½” 2 color $0.12 (Min. 10,000 pcs)
Additional Inserts 5.5” x 8.5” color $0.08 (Min. 10,000 pcs)
Secrecy Sleeve 5-5/8” x 8-3/4” white $0.23 (Min. 10,000 pcs)
USPS Mail Piece Consult and Design -$
Initial Envelope Composition -$
Description Unit Cost:
One-time Configuration and Implementation 1,195.00$
BallotTrax Integration per mailed ballot 0.03$
Ballot Printing - 80#
Outgoing Process
Envelopes and Insertion
Miscellaneous Costs
Contract # 124.23 Revision: 2022.08.04 CDD
3
One-Hundred Twenty-Five Thousand dollars and Zero cents ($125,000.00) for all
services rendered. By contract or amendment, the County and Contractor may
reallocate the budget among project tasks if the total budget amount remains
unchanged. Contractor shall invoice for the project monthly based on hours worked,
with payment expected within thirty (30) days of invoice. Any payment by the County
may be offset by any amount the Contractor owes the County for any reason.
IV. County’s Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing, professional presentations, and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
perform the works publicly; and 5) to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
V. Pitkin County’s Obligations. Pitkin County shall administer this Contract through
a County Representative. Ingrid Grueter, Pitkin County Clerk & Recorder will manage
the project as the County’s Representative. In the event that Ingrid Grueter is not
available, an authorized designee shall assume the County Representative’s duties. The
services provided and products delivered by the Contractor under this Contract will be
subject to review by the County’s Representatives, or a designee, for compliance with
Contractor’s obligations prior to final payment.
VI. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least ten (10) days before the effective date of such termination. In
such event all finished or unfinished documents, data, studies and reports prepared by
the Contractor pursuant to this Contract shall become the County’s property. Contractor
shall be entitled to receive compensation in accordance with the Contract for any
satisfactory work completed pursuant to the terms of this Contract and/or for any
materials ordered and/or in Contractor’s possession which were ordered exclusively for
County based on requirements and quantities as provided by Project Lead prior to the
date of termination; any materials which are paid for by County shall become County’s
property and subject to disposition at Project Lead’s discretion. Notwithstanding the
above, Contractor shall not be relieved of liability to the County for damages sustained
by the County by virtue of any breach of the Contract by the Contractor.
VII. Independent Contractor Status.
Contract # 124.23 Revision: 2022.08.04 CDD
4
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor’s obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
E. Contractor is not entitled to any Workers’ Compensation benefits through Pitkin
County and is responsible for payment of any federal, state, FICA and other income
taxes.
VIII. Assignability. This Contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Contract must be accepted in
writing by the County.
IX. Severability. In the event that any provision of this Contract shall be held to be invalid
or unenforceable, the remaining provisions of this Contract shall remain valid and
binding upon the parties hereto.
X. Integration and Modification.
A. This Contract represents the entire and integrated Contract between the County and
the Contractor and supersedes all prior negotiations, representations, or contract,
either written or oral. This Contract may be amended only by written contract
signed by both the County and the Contractor.
B. The County may, from time to time, request changes in the scope of services of the
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor’s compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this Contract.
XI. Indemnity.
A. The Contractor agrees to indemnify, hold harmless and, not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
Contract # 124.23 Revision: 2022.08.04 CDD
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included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act, claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree to the furthest extent allowable under applicable law(s). It is agreed that the
Contractor will be responsible for primary loss investigation, defense and judgment
costs where this Contract of indemnity applies. In consideration of the award of
this Contract, the Contractor agrees to waive all rights of subrogation against the
County its subsidiary, parent, associated and/or affiliated entities, successors, or
assigns, its elected officials, trustees, employees, agents, and volunteers for losses
arising from the work performed by the Contractor for the County.
B. The Contractor’s obligation to indemnify Pitkin County under this Contract shall
in no circumstance be interpreted as a requirement or obligation for Contractor to
indemnify Pitkin County from its' own negligence or willful wrongdoing.
XII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied, insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a “following form”
basis.
1) Statutory Workers’ Compensation: Colorado statutory minimums
Contract # 124.23 Revision: 2022.08.04 CDD
6
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers’ Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A (Workers’ Compensation) Statutory
Coverage B (Employers Liability)
$ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability – ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
Minimum Limits:
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Fire Damage (Any One Fire) $ 50,000
Medical Payments (Any One Person) $ 5,000
Coverage to include:
Premises and Operations
Explosions, Collapse and Underground Hazards
Personal / Advertising Injury
Products / Completed Operations
Liability assumed under an Insured Contract (including defense costs assumed under
contract)
Independent Contractors
Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition or equivalent)
Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: “County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials, trustees, employees, agents, and volunteers named as an additional insured
Contract # 124.23 Revision: 2022.08.04 CDD
7
with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations”.
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage (Each Accident)
$ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ☐ Performance Bond $
b. ☒ Professional Errors and Omissions
c. ☐ Aircraft Liability
d. ☐ Owner’s Protective
e. ☐ Builder’s Risk
f. ☐ Boiler and Machinery
g. ☐ Loss of Use Insurance
h. ☐ Pollution Liability
i. ☐ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty (30) days prior written notice has been
given to the County, except when cancellation is for non-payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers’ notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition, these Certificates of Insurance shall contain the following
clauses:
a. The contractor’s insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
Contract # 124.23 Revision: 2022.08.04 CDD
8
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: “all operations and locations at which
work for the referenced Project is being done.”
3) Certificates of Insurance for all renewal policies shall be delivered to
the County’s Representative at least fifteen (15) days prior to a policy’s
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
XIII. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XIV. Records. The Contractor shall maintain comprehensive, complete and accurate
books, records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three (3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
XV. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XVI. Attorney’s Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney’s fees.
XVII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
Contract # 124.23 Revision: 2022.08.04 CDD
9
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XVIII. Current Year Obligations. The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County’s obligations under
this Contract are subject to Pitkin County’s annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the Contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the Contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County’s then
current fiscal year. No provisions of this Contract shall be construed to pledge or create
a lien on any class or source of Pitkin County’s moneys, nor shall any provision of this
Contract restrict the future issuance of Pitkin County’s bonds or any obligations
payable from any class or source of Pitkin County’s money.
XIX. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County:
Ingrid Grueter
530 E Main Street, Suite # 104
Aspen, CO 81611
Email: Ingrid.Grueter@PitkinCounty.com
with copies to:
Pitkin County Attorney’s Office
530 E. Main St., Suite #301
Aspen, Colorado 81611
Email: Attorney@pitkincounty.com
To Contractor:
Robis Elections, Inc.
1750 N Washington Street, Suite # 128
Naperville, IL 60563
Phone: (505) 506-7885
Email: ADavis@Robis.net
Contract # 124.23 Revision: 2022.08.04 CDD
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Contract # 124.23 Revision: 2022.08.04 CDD
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IN WITNESS WHEREOF, the parties have executed this Contract as of the date first set out herein
above.
ROBIS ELECTIONS, Inc.
________________________________________________
!#VENDOR SIGNATURE#! Date
PITKIN COUNTY, COLORADO
RECOMMENDED FOR APPROVAL:
_________________________________________________
!#DEPARTMENT REPRESENTATIVE#! Date
MANAGER APPROVAL:
________________________________________________
!#COUNTY MANAGER#! Date
Aug-02-2023
Ingrid Grueter
Clerk and Recorder
Director of Customer Experience
Aug-02-2023
Aaron Davis
Aug-03-2023
County Manager
Jon Peacock
RFP 124.23 Rev. 2021.10.11 CDD
1
PUBLIC NOTICE
Pitkin County is accepting proposals to provide Pitkin County Election Ballot Printing
Services.
More information is available online at www.BidNetDirect.com/Colorado.
Any and all questions, or requests for clarification, must be submitted by 4:00 PM MT on
May 25, 2023. Questions and requests for clarification will only be accepted via email at
procurement@pitkincounty.com.
Proposal documents must be uploaded to the BidNet Direct website no later than 2:00
PM MT on June 8, 2023
Published in the Aspen Daily News: May 8, 2023 and May 15, 2023
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
2
PITKIN COUNTY ELECTION BALLOT PRINTING SERVICES
Table of Contents
REQUEST FOR PROPOSAL
I. INTRODUCTION 3
II. COUNTY BACKGROUND 3
III. SCOPE OF WORK 4
A. SPECIFICATIONS 4
B. ADDITIONAL INFORMATION 6
IV. SELECTION PROCESS 6
A. SUBMITTALS 6
B. TIME SCHEDULE 8
C. EVALUATION CRITERIA AND WEIGHING 8
D. SELECTION COMMITTEE 9
E. CONTRACT 9
PROPOSAL FORM 11
INSTRUCTIONS TO PROPOSERS 13
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
3
REQUEST FOR PROPOSALS
PITKIN COUNTY ELECTION BALLOT PRINTING SERVICES
GENERAL INFORMATION TO PROPOSERS
ISSUED: May 4, 2023
DUE: June 8, 2023 by no later than 2:00 PM MT
I. INTRODUCTION
Pitkin County (hereinafter called the “County”) is qualifying interested parties for
the provision of Pitkin County Election Ballot Printing Services, whose primary
address is 530 E. Main Street, Aspen, CO 81611.
The County will award a one-year contract with the option to renew up to four
additional one-year terms.
II. COUNTY BACKGROUND
Covering 975 square miles, Pitkin County is located in the heart of the White River
National Forest, surrounded by the spectacular peaks of the central Rocky
Mountains. Pitkin County is located in Colorado with the county seat of Aspen.
Pitkin County includes the communities of Aspen, Snowmass, Woody Creek, Old
Snowmass, Meredith, Thomasville, Redstone and portions of the town of Basalt.
As public servants, we work in the public trust to ensure quality of life and
experience in Pitkin County for present and future generations.
Organizational Values: Pitkin County embraces the following values to promote
public trust and confidence in County Government.
Stewardship: We strive to leave our natural environment, community, public
assets, and organization in better condition than we found them for current and
future generations.
Ethics: We hold ourselves to high standards of honesty and dependability in the
conduct of County business.
Excellence: We are committed to providing quality services that are accessible,
accurate and innovative to meet our community’s needs.
Collaboration: We work together as employees and with citizens and other
government, non-profit and private sector organizations helping each other
succeed in promoting and achieving the public’s goals.
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
4
Open Communication: We are committed to listening to our citizens and
partners and to giving accurate and timely information.
Positive Work Environment: We appreciate dedicated and knowledgeable
employees and support their professional and personal growth.
Additional information about the County may be found on the County’s website
at: https://pitkincounty.com/DocumentCenter/View/21997/PC_brochure_2020_FFO_digital
III. SCOPE OF WORK
A. SPECIFICATIONS
The Pitkin County Clerk & Recorder’s department oversees local, State, and
Federal voting operations including the distribution and collection of voter ballots.
Additional information regarding historical elections, upcoming elections, and
Pitkin County processes may be found by visiting PitkinCounty.com/406/Elections
and navigating through the appropriate links.
Pitkin County processes, estimated volumes, and material/compatibility
specifications are as below:
Type of ballot paper = 80 lbs; must follow Dominion specifications
Must be able to accommodate up to 21” ballot length, double-sided
No marks, barcodes, or QR codes may be printed on ballots that contain specific
voter identity. A barcode/QR that reflects a ballot style is permissible, so long
as it does not contain information of identity of the voter. Even in the event of
an open-records request made to either the vendor or the county, the voter’s
anonymity must be maintained.
A ballot packet includes a dual-purpose insert for voter instructions and secrecy
sleeve. This insert is not usually larger than a folded 8.5”x11” piece of basic
copy paper. We prefer to have this insert printed in color.
Outgoing Envelopes for domestic voters must have our mailing permit printed
in the stamp area. For UOCAVA envelopes, the federal permit will be needed.
Print, fold, stuff, and mail up to 15,000 ballot packets each election; to include
database programming of label information, for envelope recipient printing.
UOCAVA mailing is handled at the county office. However, we will require
envelopes for UOCAVA (approximately 500 of outgoing+return), and voter
instructions for UOCAVA (qty 500).
Send supplies to the county for ballot packets that are issued over the counter.
Each election, we fluctuate between 10% and 20% of over-the-counter ballot
issuance, so we will request enough balloting materials to construct and issue
around 2000 ballot packets over the counter.
In our polling places, we use flat paper ballots predominantly, instead of the
voting tablets. Because of this, we will order around 1500 ballots used for in-
person voting. These ballots should be shrink-wrapped in bundles of 25 of the
same style.
Unaffiliated voters in Colorado have been enfranchised to vote in major party
primaries. For the ballot packet, this means they will get all major party ballots
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
5
in the same envelope, with instructions to vote and return only one. Affiliated
voters will only get the primary ballot of their affiliation. (Roughly 50% of Pitkin
voters are unaffiliated)
Provide costs for all items below and any additional charges applicable to
successfully providing the requested services.
Ballot Printing - 80#
Description Cost:
11-14” Ballot
Up to 18” Ballot
Up to 22” Ballot
Test Decks Pre-filled
Art/Set-up Production
Precinct Ballot (Poll Ballot) - Preparation to include shrink wrap and packaging
Database Set-up
Standard ground shipping to Denver GMF (or designated local facility)
Outgoing Process
Description Cost:
Insertion (up to 3 pieces)
Insertion (beyond 3 pieces)
Election Set-up
Mailing Services
USPS Mailing Coordination & Statements
Postage
Envelopes and Insertion
Description Cost:
Outgoing 6 1/8 X 9 7/8” White Envelope 2 color
Reply 5 7/8” x 9” White Envelope 2 color
Voter Instruction Insert 8.5” x 11” folded to 5 ½” x 8 ½” 2 color
Additional Inserts 5.5” x 8.5” color
Secrecy Sleeve 5-5/8” x 8-3/4” white
USPS Mail Piece Consult and Design
Initial Envelope Composition
Miscellaneous Costs
Description Cost:
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
6
B. ADDITIONAL INFORMATION
It is the Contractors responsibility to provide any and all safety equipment and/or
managerial oversight necessary to perform all work in a safe and workman-like
manner. Pitkin County reserves the right to enter the working site for periodic
checks of safe working environments, as applicable.
Pitkin County expects that any Contractor providing goods or services will do so in
compliance with Pitkin County policies, including, but not limited to, tobacco use
policies, public health orders, permitting requirements, construction ordinances,
building access and safety requirements, and Pitkin County standards of conduct.
Pitkin County’s elected Board of County Commissioners have identified climate
action and carbon footprint reduction as a priority for County projects. Pitkin
County encourages all proposers to be environmentally conscious when preparing
their proposal documents, making travel plans, printing materials, selecting fleet
vehicles, designing/updating facilities systems, qualifying subcontractors,
investing, and/or any other business activities wherever a less environmentally
impactful solution may or could exist.
IV. SELECTION PROCESS
The County is required by the terms of the Pitkin County Procurement Code to
conduct a competitive selection process to select a Contractor for the above-
described proposal. This process shall be through formal proposals submitted in
response to this Request for Proposals.
A. SUBMITTALS
1. Proposer shall submit proposals for this Service as outlined in the Request
for Proposals and Scope of Services, or an alternately developed plan as developed
by Proposer in response to and in accordance with this Request for Proposals and
Information to Proposers attached hereto.
Proposal Format: Each response shall be 8½” X 11” in size. Font, Times New
Roman, size shall be no smaller than 12 point. A sample contract has been included
for review and Template Contract revisions, if any, must be uploaded as a separate
file with any changes clearly highlighted. Template Contract change requests will
not be reviewed until scoring has been completed and, as such, any information that
could be considered material to your proposed response to the solicitation should
not be included in the sample Contract. Proposals may include pages up to 11”x17”
size, as needed.
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
7
a. The proposal must contain name, address, daytime phone
number(s), and e-mail address for person(s) to whom additional
selection process requests should be communicated;
b. A proposed approach (basic description of how Proposer will
proceed with this Service), timetable for the Service, and proposed
method of compensation for services rendered;
c. A statement of Qualifications of the Proposer and any
subcontractors anticipated to perform under the awarded contract;
d. References, especially those for significantly similar projects
with local governments;
e. A completed Proposal Form (may indicate “In Attached
Documents” for Approach and Qualifications/References sections
of the provided Proposal Form, if desired. The Proposal Form,
however, will not be considered complete if any and all addenda
are not acknowledged and the form has not been signed);
f. List of all subcontractors (including qualifications);
g. Fee schedule of standard rates for any work that may not be
included in provided Scope of Work, as applicable
2. Proposer may be required to supply additional information upon request,
or to make additional submissions under secondary selection criteria, if
necessary.
3. Any and all questions or comments shall be submitted via email to
procurement@pitkincounty.com no later than 4:00 PM MT on May 25,
2023. All requests must have the email subject line, “RFP 124.23 - Pitkin
County Election Ballot Printing Services Request for Clarification and
Questions.” All questions, comments and answers provided shall be shared
with all Proposers via addendum posted on BidNet Direct. Addendum(s)
will include the requests for clarification and questions, as written by the
Proposer.
4. All Proposals must be uploaded to the BidNet Direct website. Proposals
will not be accepted in any other form or manner.
5. During the Request for Proposal selection process, all proposals shall
remain confidential. The entire selection process (procurement) file shall be
available to the public (which includes all Proposers) after an agreement is
approved by the County, except those items for which confidentiality has
been requested in writing by the Proposer, and providing that the County
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
8
Attorney has reviewed and determined this to be the properly confidential
under the State Open Records Act and other relevant statutes and
regulations.
B. TIME SCHEDULE
The County will endeavor to use the following timetable:
May 3, 2023 Request for Proposals publicly advertised, posted on website
(www.bidnetdirect.com/colorado)
May 25, 2023 Proposer’s request for clarification and questions due via
email to procurement@pitkincounty.com by 4:00 PM MT
May 31, 2023 County’s response to request for clarification and questions
posted on BidNet Direct via addendum
June 8, 2023 PROPOSALS MUST BE UPLOADED TO BIDNET
DIRECT BY 2:00 PM MT
Week of
July 3, 2023 Meeting of Selection Committee; checking of references as
necessary; requests for additional information or
clarifications, if necessary; scheduling of interviews, if
necessary
July 27, 2023 Issuance of Notice of Award to top-ranked proposer
July 27, 2023 Notices sent to unsuccessful proposers
November 1, 2023 Anticipated Contract Start Date
C. EVALUATION CRITERIA AND WEIGHING
Selection of the "short-listed" Proposers to be interviewed and/or the selection of
the top-ranked Proposer will be based upon the following criteria and relative
importance (or as the same may be amended or supplemented by published
secondary selection criteria, if any):
1. Approach to Project 20%
The Proposer shall prepare a brief statement as to their intention to address:
A. The Project Scope of Work
B. The Project Schedule and Proposer’s ability to meet deadlines
2. List of Similar Work 30%
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
9
The Proposer shall submit examples of projects of similar size and scope,
specifically with local governments when available.
3. Estimated Cost of Services, including Reimbursable Expenses 40%
A. The Proposer shall list all costs assumed necessary to successfully
complete and/or deliver the provided scope of work, services,
and/or goods, including, but not necessarily limited to:
i. Labor and material expenses
ii. Reimbursable expenses for mileage and/or
administrative services
iii. Miscellaneous expenses
B. The Proposer shall provide a list of standard fees/rates and
material markup rates to include with the Contract for any
additional services or goods that may not be covered in the
awarded Contract; billable only as incurred and as agreed upon in
advance by mutual signing of a change order.
4. References 10%
The Proposer shall provide a list, including contact name and information,
of references/prior clients, especially local, state and federal government.
D. SELECTION COMMITTEE
Communications between Proposer and any member of the selection committee
during the selection process, except when and in the manner expressly authorized
by the Request for Proposals, is prohibited. Violation of this restriction is grounds
for disqualification from the process.
Voting Members of the
Selection Committee:
Nonvoting counsel to the
Selection Committee:
-Ingrid Grueter, Clerk &
Recorder
-Clint Anderson, Election
Specialist
- Madeleine Osberger, Election
Operations Administrator
-County Attorney
-County Procurement
E. SAMPLE CONTRACT
A sample of the Pitkin County Contract for the Provision of Services is included
as Attachment A. The Proposer must present any exceptions to the standard
contract language, if any, with their proposal, included as a separate document. If
changes are not requested at the time of proposal submission, the County shall
consider that terms and conditions are accepted by proposer. Requests for
Contract alterations, modifications, additions, or deletions will not be entertained
following proposal submission. Submittal of contract change requests is for
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
10
County’s information only and will not be reviewed until selection committee
scoring and vendor selection has been completed; contract language change
requests will not disqualify any proposer or be evaluated for partiality. This
opportunity is offered so proposers may familiarize themselves with standard
County terms and requirements, and change requests that are submitted at the
time of proposal allow the County to expedite the consideration of such requests
during the award process so as to avoid delays in contracting.
As mentioned in Section IV.A, proposers should not include any information
specific to their proposed approach, pricing, delivery schedule, etc. when
submitting language change requests as this information will not be reviewed
prior to final selection of a top-ranked proposer. Failure of proposer to review and
abide by this guidance and any lack of conveyance of such information to the
selection committee shall be construed as an error on the behalf of the proposer
and not on behalf of the County or the selection committee.
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
11
PROPOSAL FORM
Proposal Time: 2:00 PM MT
Proposal Date: June 8, 2023
From:
Phone
E-mail Address:
To: THE PITKIN COUNTY BOARD OF COMMISSIONERS
c/o Procurement
530 E Main Street, Suite #304
Aspen, CO 81611
For: RFP 124.23: Pitkin County Election Ballot Printing Services
Pursuant to a request by the Pitkin County Commissioners, the undersigned Proposer
having examined this Request for Proposals (RFP), including familiarization of the site
and/or the conditions of the proposed Service environment, including the availability of
materials and labor hereby proposes to furnish all labor, materials, supplies, applicable
permits, services, and supervision required to provide a completed product as detailed in
this RFP and adjoining documentation for the sum of:
$___________________________________________
Fee Schedule(s) for this project and any applicable work that may not have been included
in the Scope of Work but may be necessary for successful completion must be included in
the proposal documents.
Approach, Qualifications, and References may be submitted on your own proposal form;
please indicate “In attached documents” for any items omitted herein. A completed
proposal form including, at minimum, acknowledgement of all addenda and
signature/corporate seal is required for proposals to be considered responsive.
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
12
Statement and Detailed Approach to Service:
Qualifications of Proposer:
Please insert names address, phone numbers and description of similar Service for
Reference Checks.
1.
2.
3.
It is further understood that the right is reserved by the County to reject any and all
proposals and it is agreed that the proposals may not be withdrawn for a period of ten (10)
days from specified time for receiving proposals.
The Proposer acknowledges receipt of Addenda Nos. .
The right is reserved to waive any informalities and to reject any Proposal.
(Type/Print name under all signatures)
Dated this day of , 2023
(Corporate seal) PROPOSER:
SIGNATURES: If the proposal is being submitted by a Corporation, the Proposal
Form should be signed by an officer, i.e. President or vice-president. The signature of the
officer signing shall be attested to by the secretary and properly sealed. If the proposal is
being submitted by an individual or a partnership, the proposal shall so indicate and be
properly signed.
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
13
INSTRUCTIONS TO PROPOSERS
FOR PITKIN COUNTY CONTRACTS
1. a. A "Proposal" is a responsive, conforming, unconditional, complete, legible and
properly executed offer on the Pitkin County Proposal Form to do the work called for
in the Request for Proposals (“RFP”).
b. Proposals must be submitted electronically in PDF format and submitted at the time
and place designated in the RFP. Electronic submissions must be clearly marked as a
"sealed proposal" with the Service name and the name, contact person, mailing
address and telephone number of the Proposer. The County reserves the right to
request verification of any original or electronic signature at any time before issuing
a Notice of Award.
c. It shall be the responsibility of the Proposer to ensure that the Proposal is in proper
form and in the County's possession by or before the scheduled time and date of public
Proposal opening. Proposals will not be accepted after the scheduled time and date of
opening. Any Proposals received late will be returned to the Proposer unopened, if
possible. In the event that it is impossible to determine who the late Proposer is unless
the envelope is opened, the envelope will be opened, the address determined, and the
envelope and Proposal returned immediately to the Proposer.
d. If specified in the Request for Proposals, parties who request packages of proposal
documents will be required to pay a fee for the document package. All parties who
request packages must provide the name of the potential Proposer, along with the
name of a contact person, address, telephone number, and email address for the
purpose of dissemination of Addenda or additional proposal information.
e. If a mistake is made or discovered at or after the public opening, the County reserves
the right to determine which party made the mistake and whether the mistake is
material and, after these determinations, the County, in its sole discretion, shall make
the decision whether to accept or reject the Proposal. No advantage shall be taken by
either party of manifest clerical errors or omissions in the Proposal documents or the
Request for Proposals (and plans and specifications). All Proposers are required to
notify the County immediately of any errors of omissions that may be encountered.
(See 2.a. and 2.c., below).
f. The signer of the Proposal must initial any alteration or erasure. If provided on the
required Proposal Form, the proposal price of each item must be stated in numerals
and words; in case of a conflict, the words will control. In case of conflict between the
indicated sum of any addition of figures and the correct sum, the correct sum will
control.
g. No reimbursement will be made by the County for any costs incurred in the
preparation of a statement of qualifications, Proposals, or attendance at a site
inspection, pre-bid conference or interviews.
h. No person, firm, corporation or other entity shall be allowed to make, file or be
interested in more than one Proposal for the same work, unless alternate proposals are
called for. A person, firm, corporation or other entity who has submitted a sub-
proposal to Proposer, or who has quoted prices on materials to a Proposer, is not
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
14
hereby disqualified from submitting a sub-proposal or quoting prices to other
Proposers.
2. a. If any person contemplating submitting a Proposal is in doubt as to the true meaning
of any part of the Drawings, Specifications or other Proposal or Contract Documents,
or finds discrepancies, errors, ambiguities, inconsistencies, incompleteness or
omissions in the Drawings or Specifications or the proposal process, he/she must
submit to the Procurement Officer a written request for an amplification, clarification,
explanation, interpretation or correction thereof. Failure to do so shall constitute: (1)
acceptance by the Proposer of the Drawings, Specifications or other Proposal or
Contract Documents as is, and (2) a waiver by the Proposer of any and all claims
arising, or that might arise, out of such discrepancies, errors, ambiguities,
inconsistencies, incompleteness or omissions.
b. Proposers may propose substitute materials or techniques if such substitution is equal
to or better than the materials or techniques described in the RFP and if the substitution
has been submitted in writing at least ten (10) days prior to the public Proposal
opening. The burden of proof of equality or superior quality is on the Proposer. If
accepted as equal by the County in its discretion, the substitute will be designated as
an alternative on a formal addendum available to all Proposers three (3) days prior to
the deadline for Proposal submission, when possible. If approval of any substitute
materials and/or processes has not been provided by County prior to the deadline for
proposal submission, proposers may elect to submit an alternate bid with separate
pricing and rationalization for the alternate materials and/or approach. County, at its
sole discretion, will determine if the alternate meets the needs of the respective project.
c. Any amplification, clarification, explanation, interpretation or correction of the
documents will be made only by written Addendum duly issued and a copy of the
Addendum will be mailed or delivered to each person receiving a set of the Proposal
Documents. Delivery, as used in these Instructions, shall include electronic delivery
through e-mail, facsimile, web-posting or other electronic means. Neither the County
nor the Procurement Officer will be responsible for any information, representations,
explanations or interpretations of the Contract Documents not in written addenda.
d. The County reserves the right to call a pre-proposal conference; if called and
conducted, a summary of the pre-proposal conference will be mailed or electronically
delivered to all parties receiving a set of Proposal documents.
e. On request, the County will provide each Proposer access to the site to conduct, at
Proposer's sole cost, such inspections, tests and investigations as each Proposer deems
necessary for submission of a Proposal. No information provided by County
representatives at such a site inspection shall be deemed a waiver of the requirements
of 2.a. and 2.c., above.
f. Any Addenda issued during the time of the Proposal process, or forming a part of the
Proposal Documents, shall be covered in the Proposal, and shall be considered a part
of the RFP. Receipt of each Addendum shall be acknowledged in the Proposal.
g. If specified in the RFP, a request for qualifications may precede the RFP process.
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
15
3. a. Each Proposal, if required by the Proposal Documents, shall be accompanied by a
certified check or bid bond in a form acceptable to the County Attorney, in an amount
specified, payable without condition to the County as a guarantee that the Proposer, if
awarded the Contract, will promptly execute the Agreement in accordance with the
Proposal, and will furnish, if required by the Proposal, good and sufficient bonds for
the faithful performance of the Contract and for the payment to all persons supplying
labor and material for the work (see 10.a., below). The Proposal guaranties of all parties
except the three highest scoring Proposals will be returned promptly after the opening
of Proposals. After execution of the Contract and issuance of a Notice to Proceed, the
remaining two Proposers’ guaranties will be returned.
b. Proposer also, if required by the Proposal Documents, will fully complete and submit
with the Proposal a Pitkin County Qualification Statement, or an updated Statement
if one is already on file. Pitkin County reserves the right to pre-qualify Proposers based
on said qualification statements.
c. Proposer also must submit with the Proposal a list of subcontractors, independent
contractors and suppliers to be employed under the Contract. If the County has a
reasonable objection to any such subcontractor, independent contractor or supplier, it
shall notify the Proposer and the Proposer may then: (a) withdraw the Proposal; or (b)
substitute an acceptable contractor or supplier. If required by the Contract Documents,
subcontractors, independent contractors and/or suppliers may be required to submit a
Contractor's Qualification Statement.
d. Proposals by corporations must be executed in the corporate name by the president or
a vice-president (or other corporate officer accompanied by evidence of authority to
sign) and the corporate seal must be affixed and attested by the secretary or an assistant
secretary. The corporate address and state of incorporation shall be shown below the
signature.
e. Proposals by partnerships or limited liability companies (“LLC”) must be executed in
the partnership or LLC name and signed by a partner, authorized LLC officer, whose
title must appear under the signature and the official address of the partnership or LLC
must be shown below the signature. The state in which the entity was formed and whose
law governs the entity shall be shown below the signature.
f. All names must be typed or printed below the signature.
4. a. Proposer acknowledges that this proposal is solicited and submitted subject to the
requirements of the "Pitkin County Procurement Code," (Ordinance #009-2021, as
previously amended by Ordinances #026-2005 & #03-2007 (copies available via the
PitkinCounty website at https://pitkincounty.com/DocumentCenter/View/27059/title-
03-revenue-and-finance or upon request for a nominal charge). As such, the Proposer
agrees to comply with all applicable requirements of said Procurement Code relating
to proposing, contract drafting, contract administration, and ethics. The requirements
of the Procurement Code are incorporated herein by this reference.
b. The Proposer shall immediately notify the County Manager in writing of any violation
of said Code by the County's employees or agents, which violation is known or should
have been known by Proposer, and failure to so notify the County of violations within
five (5) days of knowledge of such violations shall disqualify the Proposer from award
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
16
of the Contract being proposed and shall be deemed as a waiver of any action or
defense that the Proposer may have against the County by reason of such violation of
the Procurement Code.
c. The submission of a Proposal shall be conclusive evidence and legal admission that
the Proposer: (1) has no questions, complaints or objections in connection with the
Proposal process and/or documents, subject to any requests made by Proposer for
amplification, clarification, explanation, interpretation or correction pursuant to
Paragraph 2.a. and 2.c., above; (2) has no questions, complaints or objections as to the
completeness, sufficiency, scope or detail of the Proposal Documents; and (3) has full
knowledge of the scope, nature, quality and quantity of work to be performed, the
detailed requirements of the Proposal Documents including any and all contract
documents, the plans and specifications, the site and conditions under which the work
is to be performed, the Pitkin County Procurement Code and applicable Colorado law.
5. a. All Proposals will be opened and read in public by name of Proposer only. No
Proposals may be withdrawn after the beginning of the public opening. The County,
in its sole discretion, may delay a Proposal opening for no longer than two (2) business
days if weather or other circumstances beyond control of Proposers results in delay in
receipt of Proposals. Proposals may be withdrawn at any time prior to the beginning
of the public opening or modified by a document executed and delivered in a form
substantially similar to the Proposal Form prior to opening.
b. All Proposals submitted must be valid for a minimum period of sixty (60) days after
the date of the Proposal opening. During this time, Proposers are investigated, and
Proposals are evaluated.
6. a. Proposals will be awarded to the highest scoring Proposer complying with the terms,
conditions, guidelines, selection criteria, plans and specifications presented in the
Request For Proposals. All rights are reserved by the County to determine, in the
County's sole reasonable discretion, whether the Proposal meets the needs or a
purpose intended and is within the budget.
b. Although price may be a major consideration in the selection of a Proposal, the County
does not award on price alone. The County may also consider the quality of product
as judged by the County; past experience with Proposers, subcontractors, independent
contractors, products or suppliers; qualifications of the Proposers and/or
subcontractors, independent contractors or suppliers; services offered; warranties;
maintenance considerations; long-range costs; delivery; and similar considerations,
all as specified in detail in the RFP.
c. The County reserves the absolute right to conduct such investigations as it deems
necessary to assist in the evaluation of any Proposal and to establish the experience,
responsibility, reliability, references, reputation, business ethics, history,
qualifications and financial ability of the Proposers and proposed subcontractors,
independent contractors and suppliers. The purpose of such investigation is to satisfy
the County that the Proposer has the experience, resources and commercial reputation
necessary to perform the work and support any warranties in accordance with the
Contract Documents in the prescribed manner and time.
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
17
d. The County, at its sole discretion, may require the apparent successful Proposer to
demonstrate, at a place and time designated by the County, that the Proposal meets
the performance criteria specified, or to otherwise provide documented proof from
independent reliable sources acceptable to the County that said performance criteria
will be met prior to final acceptance of the Proposal. The burden of proof of such a
demonstration is on the Proposer. In the event that the apparent successful Proposer
fails to demonstrate or provide acceptable proof of meeting required performance
criteria, that proposal will be rejected and the next eligible Proposer in the selection
ranking will be invited to participate in the same process until a proposal meeting
performance criteria is found within the ranking of eligible Proposers. The County
reserves the rights to reject any or all Proposals or to otherwise accept the Proposal
which in the County's sole discretion is in the best interest of the County.
e. Pitkin County reserves the right, if it deems such action to be in the best interests of
the County, to reject any and all Proposals or to waive any irregularities or
informalities therein. Any incomplete, conclusory, false or misleading information
provided by Proposer shall be grounds for rejection of the proposal. If proposals are
rejected, the County further reserves the right to investigate and accept the next best
proposal in order of ranking or to reject all proposals and re-solicit for additional pro-
posals.
f. Any questions or disputes involving the documents or procedures not covered by these
Instructions or other Proposal Documents shall be resolved by the Procurement
Officer on the basis of fairness, custom in the industry, maximization of competition
and best interests and convenience of the County.
7. Issuance of Notice of Award, execution of Contract Documents and issuance of a Notice to
Proceed shall be as specified in the Contract Documents and in accordance with the Pitkin
County Procurement Code. County standard practice is to first notice the top-ranked
proposer and enter into a final contract agreement prior to notifying unsuccessful bidders.
Non-awarded bidders will be notified of the County’s decision and shall be offered an
optional debrief conversation of the bidding and evaluation process; debrief conversations
may be offered prior to contract signing but, in most cases, will not be scheduled until a
contract has been finalized.
8. Contracts will be executed on standard Pitkin County Contract documents and/or by separate
agreement with the Proposer. Copies of any applicable standard forms are included with the
Proposal Documents. The County reserves the right to negotiate with the Proposer for
contract terms not specified in the Proposing Documents. Any changes from the Pitkin
County standard form contract may result in a delay in the issuance of a Notice to Proceed
in order to obtain any necessary County Attorney review of changes from the standard form.
Proposer agrees that any such delays shall not be grounds for either additional compensation
or an extension of time to complete the work that is the subject of the Proposal.
9. If any contract awarded as a result of a Proposal extends beyond the calendar year, nothing
herein shall be construed as an obligation by the County beyond any amounts that may be,
from time to time, appropriated by the County on an annual basis. It is understood that
payment under any Contract is conditional upon annual or supplemental statutory
appropriation of funds by said governing body and that before providing services, the
Proposer, if he/she so requests, will be advised as to the status of funds appropriated for
bocc.con.124.23 Attachment A
RFP 124.23 Rev. 2021.10.11 CDD
18
services or materials and shall not be obligated to provide services or materials for which
funds have not been appropriated.
bocc.con.124.23 Attachment A
Robis Elections, Inc.
3505 Constitution Ave NE, Albuquerque NM, 87106
505-506-7885sales@robis.net
Aaron Davis, Director of Customer Experience
See Pricing Sheet
bocc.con.124.23 Attachment B
In attached documents.
In attached documents.
In attached documents.
8 June
David Davoust
bocc.con.124.23 Attachment B
Pitkin County Colorado Election Ballot Printing Services RFP Response
RFP 124.23
Robis Elections Inc.
6/8/23
bocc.con.124.23 Attachment B
2 Pitkin County RFP 124.23
Table of Contents
Proposer Contact Information ...................................................................................................................................... 3
Statement and Detailed Approach to Service .............................................................................................................. 4
Proposal Statement .................................................................................................................................................... 4
Project and Process Approach .................................................................................................................................. 5
Scope of Work ....................................................................................................................................................... 5
Timeline ................................................................................................................................................................. 7
Qualifications of Proposer ............................................................................................................................................ 9
References.................................................................................................................................................................... 10
Service Level Agreement........................................................................................................................................ 11
Robis Service Standards:..................................................................................................................................... 11
bocc.con.124.23 Attachment B
3 Pitkin County RFP 124.23
Proposer Contact Information
The proposal must contain name, address, daytime phone number(s), and e-mail address for person(s) to
whom additional selection process requests should be communicated;
Name: Aaron Davis
Title: Director of Customer Experience
Phone: 505-506-7885
Email: sales@robis.net
bocc.con.124.23 Attachment B
4 Pitkin County RFP 124.23
Statement and Detailed Approach to Service
A proposed approach (basic description of how Proposer will proceed with this Service), timetable for the
Service, and proposed method of compensation for services rendered;
Proposal Statement
Robis is pleased to propose our election ballot printing and mailing services for consideration by Pitkin County.
Robis is a privately-held, US-based company with a large mailing production facility in New Mexico. Robis is a
qualified Dominion ballot printer and has over 10 years of experience printing Dominion ballots. We added
full-service election mailing services in 2020 including ballots, applications, notices, letters, postcards and
more. Since 2020, we have mailed millions of pieces of election mail.
As you will see from our attached pricing, we charge by the piece based on the specific materials and services
requested. We will work with the County to ensure all materials are correct and acceptable to the USPS well in
advance of each election.
Please note that Robis also has a large development and testing team, and we have developed custom software
for tracking the status of mailings and ensuring that each recipient gets the correct information. For ballot
mailings, this means that each voter gets the correct ballot.
We also use our innovation to help customers solve problems. For example, in 2021 we worked with a
jurisdiction who needed to do a redistricting mailing, but paper and envelopes were in short-supply, so we
created a tabbed-self-mailer in order to complete the task and overcome industry-wide supply issues. This also
reduced production costs for the jurisdiction. We would encourage the County to speak to our customers and to
the USPS BMEU in Albuquerque to confirm how responsive we are to design and customization requests, and
how strong our partnership with the USPS is. If the County is looking for a service provider who has a customer
focused, streamlined operation developed with government and elections in mind, who is also eager to innovate
along the way as the County faces new problems or dreams of new solutions, then Robis is the right partner.
While Robis is a full-service mailer, we are also an election technology company. This means we understand
the needs of election administration, how important deadlines and clear communication are to the process and
how important accuracy of voter mailings is. Our services include ballot mailing, absentee address, rejection
and cure letters, absentee application mailings, notice letters, postcards, self-mailers and much more. Our
mailing facility is located two miles from the largest BMEU in New Mexico and the only BMEU with an on-
site plant. We maintain a close relationship with the USPS and use industry-best mailing software to sort and
provide the lowest postal rates and deepest discounts possible.
As an added value, we also offer the AskED Absentee module, which can print replacement ballots and labels
in-office, as well as provide a workstation for reporting, tracking, and updating absentee ballot batches, and
mailing addresses of voters.
Our 14,000sq ft state-of-the-art mailing facility includes industry-best printing, folding and mailing equipment,
and our team has a proven track record of successful full-service mailings. This also allows us to warehouse and
roll over any remaining materials from one election to another, reducing your overall materials cost. In
addition, we have years of experience in working with the unique needs of the election system and adapting to
the changes therein.
bocc.con.124.23 Attachment B
5 Pitkin County RFP 124.23
Project and Process Approach
Scope of Work
Type of ballot paper = 80 lbs; must follow Dominion specifications
Robis Response: We utilized 80# Accent Opaque, which is one of the Dominion approved ballot stocks. We
have printed millions of ballots on this stock for Dominion tabulators.
Must be able to accommodate up to 21" ballot length, double-sided
Robis Response: Yes, we can accommodate 21” duplex ballots.
No marks, barcodes, or QR codes may be printed on ballots that contain specific voter identity. A
barcode/QR that reflects a ballot style is permissible, so long as it does not contain information of identity
of the voter. Even in the event of an open-records request made to either the vendor or the county, the
voter's anonymity must be maintained.
Robis Response: We include a QR code that simply encodes the ballotstyle. All ballots of the same
ballotstyle are identical. There is no link to a voter.
A ballot packet includes a dual-purpose insert for voter instructions and secrecy sleeve. This insert is not
usually larger than a folded 8.5" x l1" piece of basic copy paper. We prefer to have this insert printed in
color.
Robis Response: This sounds fine. We will need a sample.
Outgoing Envelopes for domestic voters must have our mailing permit printed in the stamp area. For
UOCAVA envelopes, the federal permit will be needed.
Robis Response: Yes, we can print the appropriate permit.
Print, fold, stuff, and mail all ballots needed for each election; to include database programming of label
information, for envelope recipient printing.
Robis Response: Yes, we will process each voter file provided to check addresses, create and appropriate
IMB envelope barcode and pre-sort per USPS guidelines and then print on the envelopes during packet
insertion. We then deliver to the USPS in trays per their guidelines. We are a full-service mailer, so we get
the best postal rates.
UOCAVA mailing is handled at the county office. However, we will require envelopes for UOCAVA (
approximately 500 of outgoing+retum), and voter instructions for UOCAVA (qty 500).
Robis Response: We can provide materials for you. We can also optionally provide a way for you to print
ballots on demand with our system from your office.
Send supplies to the county for ballot packets that are issued over the counter. Each election, we fluctuate
between 10% and 20% of over-the-counter ballot issuance, so we will request enough balloting materials to
construct and issue around 2000 ballot packets over the counter.
Robis Response: We can provide these ballots and can also provide an on-demand ballot printer if you like
so you can print the correct ballot as needed.
bocc.con.124.23 Attachment B
6 Pitkin County RFP 124.23
In our polling places, we use flat paper ballots predominantly, instead of the voting tablets. Because of this,
we will order around 1500 ballots used for in-person voting. These ballots should be shrink-wrapped in
bundles of 25 of the same style.
Robis Response: We can provide packets. We can also provide on-demand ballot printing in your office if
that would be preferable.
Unaffiliated voters in Colorado have been enfranchised to vote in major party primaries. For the ballot
packet, this means they will get all major party ballots in the same envelope, with instructions to vote and
return only one. Affiliated voters will only get the primary ballot of their affiliation. (Roughly 50% of Pitkin
voters are unaffiliated)
Robis Response: We can support this. Note that there is a slight up-charge for the additional verification
needed for multiple-page ballots or multiple ballots to each voter as indicated on the price quote.
Our process is as follows:
1. Prior to the election, we print BRE and Carrier envelopes for the County. And we either print or receive
the instruction sheets and secrecy envelopes.
2. Ballot PDF’s are prepared with QR codes for the automation of the inserting/mailing process. Note that
Robis worked with the Dominion print qualification team for approval on this process and the placement
of the QR codes, and that the codes do not contain voter information.
3. Each day we download a list of absentee voters needing ballots mailed from the AskED Command
Center. Typically this is done once a day, but can be done more often as needed.
4. We run the voter list through BCC mailing software to verify addresses, provide USPS presort, create
IMB barcodes and prepare the digital communication for the post office needed to expedite mailing.
5. We load the prepared voter list into our customer Ballot Print Manager software which bundles the
PDF’s per mail tray for fastest printing and prepares voter files for our inserters.
6. We print the ballots (primarily on our Titan digital press) in mailing tray sets and verify the quality using
acetates provided by Dominion.
7. We fold the ballots on our MB folder in mailing tray sets.
8. Ballots, instructions and envelopes are loaded into the Forerunner inserter for a particular mailing tray.
The tray cover sheet is scanned in order to load the correct voters. The BRE is scanned and the ballot is
scanned. The system then assigns that ballot to a voter, inserts all the materials and prints the voter’s
address and information on the Carrier and the BRE.
9. The inserter has cameras that scan/verify the quality of each packet and voter information.
10. Completed packets are loaded into mail trays.
11. Each tray is hand-verified to ensure they printed properly and that the correct number of pieces in in the
tray.
12. The trays are packed and labeled for the USPS and can be packed and labeled on pallets for larger
mailing runs.
13. The finished pieces are delivered to the post office.
14. The AskED Command Center is updated with the mailing status and the IMB barcode data for both
outbound and inbound pieces.
There is a similar, although less complicated process for printing other mailpieces, including rejection letters,
cure letters, address letters, etc.
We use a high-speed Canon Titan digital printing press for all non-color print jobs. As with our mailing jobs,
each print job has a unique barcode which allows staff to track its progress throughout the production facility.
bocc.con.124.23 Attachment B
7 Pitkin County RFP 124.23
Our state of the art B&H ForeRunner inserter uses two possible verification systems, Read and Print and FIFO.
Which is used depends on the size and needs of a given mailing.
For Read and Print, we print a small QR code on the ballot which contains the ballot and precinct information.
This QR code placement and design has been approved by the Dominion print qualification team. The inserter
has an address file loaded to it and matches the ballot style back to this file, printing the address information for
the next sequential voter with the selected ballot onto the envelope. As each envelope is printed, it is camera
verified for completion and diverted if there are any errors. All successfully printed ballot envelopes are passed
to the conveyor where they are hand verified by our operators and marked for reprint if needed.
For a FIFO insertion process, ballots are printed and sorted by ballotstyle. An address file for each voter with
that ballotstyle is loaded to the inserter and as each envelope is printed, it is camera verified for completion and
diverted if there are any errors. All successfully printed ballot envelopes are passed to the conveyor where they
are hand verified by our operators and marked for reprint if needed.
For primary ballot mailing, ballot insertion is run by ballotstyle, and each completed piece is sorted into its final
mailing tray after verification. All packets are weighed and reviewed for printing accuracy and completion.
We have a secondary inserter and production line which is primarily used for notice and statement mailings, and
also allows us to provide greater production speed during peak election times.
When printing, we begin all jobs with a test print which is verified by our machine operators. For ballots, a
layout acetate provided by Dominion is used on a light table to ensure every ballot run is within specs. For other
inserts, a PDF of the document proof is used to compare to the print job and confirm completion and
correctness.
Ballots and other Voter- specific materials (applications, letters with pre-printed names) are printed in
ballotstyle order or mailing tray order with a start and end piece for each tray. These pieces are also hand
verified by the machine operator before being taken to fold or insert.
Timeline
Approximately five weeks before the start of absentee mailing, Robis will work with the County to get
estimates for materials needed and will produce the envelopes, inserts and other materials needed. Robis will
begin preparing ballot packets around a week before the mail date so that they are ready to drop. Note that
because we track each piece and mailing tray, we are able to pull pieces for voter’s whose status, address or
precinct changes between when we first pull data and when they are mailed on the first mailing date.
After the first mailing date, we pull absentee records from the AskED Command Center daily and print and
mail those within 24 hours.
bocc.con.124.23 Attachment B
8 Pitkin County RFP 124.23
In the event of any supply or mailing errors, we inform the ordering entity immediately, and our team presents
all possible resolutions, be it expedited shipping, updated proofs, or any other needed fixes.
5 weeks prior to
Mailing/Delivery
Order Request &
Planning
3 weeks prior to
Mailing/Delivery
Finalizing of Data
Format
Delivery and Order
Verification
Reorder loop in case of
errors
1 week prior to
Mailing/Delivery
Production and
Shipping
Error/Order Replacement
bocc.con.124.23 Attachment B
9 Pitkin County RFP 124.23
Qualifications of Proposer
A statement of Qualifications of the Proposer and any subcontractors anticipated to perform under the awarded
contract;
As a full-service mailing house that specializes in helping government agencies, we can support the needs of the County while providing the best service, highest standards, and lowest postal cost per-piece. Our experience
serving as an Elections and Government service provider has spanned over 28 years. We have been printing ballots since 2012 and have been providing full-service mailing services since 2020. Since 2020, we have printed and mailed millions of pieces for election jurisdictions and developed a software suite specifically for
our mailing facility.
We currently mail ballots and/or election-related mailings for the New Mexico counties of Bernalillo, Sandoval,
Santa Fe, Rio Arriba, Grant, and Dona Ana counties, as well as multiple cities and school jurisdictions. We also
provide mail tracking and other mailing expertise to more counties who use our on-demand system to print their
ballots in-house. We also provide government notice mailing services to other jurisdictions such as the
Springfield, MA water commission for whom we print, fold, presort and mail over 35,000 pieces a month.
For on-going ballot mailing, we understand the need to turn around election ballots and letters within 24-hours.
This includes receiving data, printing, folding, inserting, and delivery to the USPS. Since our location is within
2 miles of the largest in-house plant BMEU in New Mexico, we ensure the quickest entry possible to the
mailstream.
Our normal hours are Monday through Friday from 7am to 4am. However, during elections, we often work 7-
days a week and can add multiple shifts. We can even run our mailing facility up to 22 hours a day when
schedules require it.
Note that we are one of the few vendors who work closely with the USPS to ensure that all mailing pieces meet
USPS standards and have been signed off on by a USPS Mail Design Analyst (MDA). We urge you to verify
this with the USPS who can speak to their experience with working with us as a mail provider.
We utilize industry-leading software for the verification of all addresses and to prepare all mailings for best
USPS sorting. This provides us with the lowest postal rates.
We are also experts on mail tracking with the USPS using IMB barcodes and the IV-MTR (Informed Mail
Tracking system). We also provide a single-click way of tracking the status of mailing from our AskED
Command Center. In addition, we provide multiple ways for voters to track their own ballot status either
directly through a Robis-created product or via our partnership with BallotTrax, the industry’s leading absentee
tracking system.
One particular success with providing election mailing services is our status as a full-service mailer with the
USPS. This status means we are able to offer the lowest postage rates to our customers, but it also represents
our excellence with data management. Only mailers who send over 96% of mail with accurate address data are
eligible to maintain this status, which we have kept since our entry to the program. Another success of note is the custom software we developed to print ballots and manage the entire ballot
mailing process. This ensures that each voter gets the correct ballot and allows us to manage the entire process
efficiently. For example, occasionally a jurisdiction may have a set of voters who’s eligibility has changed between the print job being sent to Robis and it being received at the post office. In those instances, with our piece level tracking throughout our facility, our staff can easily locate each mail packet as needed and update voter information or ballot style before final verification and delivery to the post office.
bocc.con.124.23 Attachment B
10 Pitkin County RFP 124.23
References
References, especially those for significantly similar projects with local governments;
Client Name Description of Services Project Dates Client Contact Information
Springfield Water
and Sewer Comission
Full Service Mailing: data
import, mailing presort, printing, folding, mailing.
Monthly billing statement
mailings
2020-present Contact Name: Vickie Baez
Phone:(413)452-1300 ext. 109 Email: vickie.baez@waterandsewer.org
Santa Fe County, New Mexico Full Service Mailing: data import, mailing presort, printing, folding, mailing.
Notice, ballot, and
application mailings. Mailing and envelope
design services
2021-present Contact Name: Katharine Clark Phone: 505-490-3514 Email: kclark@santafecountynm.gov
Dona Ana County,
New Mexico
Full Service Mailing: data
import, mailing presort, printing, folding, mailing.
Notice, ballot, and application mailings.
Mailing and envelope design services
Contact Name: Janice Giron
Phone: (575) 647-7428 Email: janiceg@donaanacounty.org
Rio Arriba County, New Mexico Full Service Mailing: data import, mailing presort, printing, folding, mailing.
Mailing and envelope design services
2020-present Contact Name: Michele Jordan Phone: (575) 588-7724
Email: mljordan@rio-arriba.org
Sandoval County, New Mexico Full Service Mailing: data import, mailing presort, printing, folding, mailing.
Mailing and envelope
design services
2020-present Contact Name: Ernestina Dominguez Email: eydominguez@sandovalcountynm.gov 505-867-7577
bocc.con.124.23 Attachment B
11 Pitkin County RFP 124.23
Service Level Agreement
This Service Level Agreement ("SLA") is made between Robis Elections, Inc. ("Robis") and the election
jurisdiction ("Client"). Services are by Robis for Clients with an active Support and Maintenance contract in
support of our electronic pollbook system.
Robis Service Standards:
Robis commits to providing the Client with phone and email support via a dedicated email address and phone number. All calls and emails will be logged as tickets in the Robis Project Portal and assigned a priority level for tracking purposes. Priority levels will be determined by information received from the requestor, the impact of the request on current events, and the Robis agent's knowledge of the system.
Priority
Rating
Response
Time Definition of Request
Immediate 30 min
An issue that is currently disrupting election operations. Includes
weekends and after-hours. This service level is only available if
the customer has informed Robis in advance of the election
period needing such service.
Urgent 1 hour
An issue that will imminently disrupt the regular election processes if not addressed, such as checking in voters, tabulating ballots or scanning in return envelopes. Includes weekends and after-hours.
High 3 hours
An issue may disrupt the regular operation or disrupt voting later in the election cycle, such as an issue found during Early Voting that will only impact Election Day voting. Includes weekends.
Normal 24 hours The issue will not disrupt voting or other election procedures within the next 48 hours. Hours do not include weekends.
Low 48 hours
The issue will not disrupt voting or absentee ballot processing operations with the next 72-96 hours. Hours do not include weekends.
Can Wait
As agreed with the requestor The issue or request is not needed with the current election cycle.
Response Time
The passage of time from when Robis logs a request to the point at which the first quality attempt is made at
resolving the issue. This response is made by Robis staff with the skills, knowledge, and authority to initiate resolution and does not necessarily refer to the staff person who logged the call. Resolution of the issue is not guaranteed within this timeframe as some issues may require something more extensive. But we will begin the resolution within that timeframe and communicate what we are doing in order to address and solve the issue.
Any issues considered to be of immediate, urgent or high priority by the Client must be called into Robis by cell
phone. Robis will not consider the issue as “received” until the Client has spoken to a Robis team member.
Data Loading Requests
Data loading requests have their own priority level of 48 hours from when received. This includes weekends and holidays if the Client has alerted Robis to the potential need in advance of the weekend or holiday.
bocc.con.124.23 Attachment B
12 Pitkin County RFP 124.23
Completion Time
• Immediate and Urgent Priority
o Robis will work to resolve as soon as reasonably possible. Robis will activate all needed
resources to resolve the issue. Our goal is to resolve within an hour including nights and weekends; however, the actual resolution time will depend upon the issue. In any case, we will communicate what we are doing within the timeframe listed above.
• High Priority
o Robis will work to resolve issues with a high priority with 24 hours of the response initiation including over weekends.
• Normal Priority
o Robis will work to resolve issues within 48 hours of response initiation excluding weekends
and holidays.
• Low Priority
o Robis will work to resolve issues within 3 business days of response initiation not including
weekends or holidays.
• Can Wait Priority
o Robis will work to resolve the issue or complete the request according to an agreed-upon timeline.
Event Periods and Support
This SLA covers all events and periods of the working relationship between Robis and the Client. Events
include, but are not limited to:
1) Data Exchange
2) Command Center software upgrades
3) Business process development and design; and
4) All elections, early voting periods, and mock elections throughout the contract period.
During the following event periods, all requests will be considered an urgent to immediate priority unless
explicitly stated otherwise by the Client requestor.
1) 72 hours preceding the start of Early Voting and the duration of Early Voting
2) Election Day
During all other event periods calls will be considered normal priority unless explicitly stated otherwise by the Client requestor.
During election cycles it is the duty of the Client to provide Robis 30 days’ notice in anticipation of upcoming elections which require support.
Reporting
Robis can provide a standard report of all requests logged in our ticket tracking system from the Client after
each election cycle. The report will include the following fields:
bocc.con.124.23 Attachment B
13 Pitkin County RFP 124.23
• Issue ID
• Requestor name
• Robis Agent who logged the issue
• Issue description
• Priority
• Date/Time issue was logged
• Date/Time resolution was initiated
• Response cycle time
• Current Status
• Date/Time issue was resolved
• Completion cycle time
• Resolution description
Robis Project Portal Service Requests
Robis will provide credentials and client access to our issue ticketing system. Client may log their own requests
through the portal for review and response by Robis. For data loading, system issues, and minor configuration
changes the service timelines laid out in this document apply for client-entered tickets. For requests which
require developmental changes, Robis staff will review tickets within 4 business days with an estimate of work.
Project Portal Client ticketing covers:
• Data Loading
• Logic Updates
• Creating New Elections
• Loading Users
bocc.con.124.23 Attachment B
Service and Operations Headquarters | 3505 Constitution Ave, NE | Albuquerque, NM 87107
Corporate and Development Headquarters | 1750 N Washington St, Ste 128 | Naperville, IL 60563
www.goasked.com | ph: 630.752.0220 | fax: 630.752.0222
Page 1 of 3
Pitkin County Procurement
590 E. Main Street
Aspen, CO 81611
RE: RFP 124.23 Best and Final Offer (BAFO)
Dear Pitkin County Procurement,
Thank you for the opportunity to submit a best and final offer for RFP 124.23. Since responding
to the RFP, we have made several operational investments to improve efficiency and allow us to
order raw materials in greater quantities. These investments afford us the opportunity to submit
this offer at a significant discount from the initial response. We have included an updated price
sheet, and below is a summary of the changes and notes.
Best and Final Offer Summary
Change Notes
- We have applied discounts on ballot printing, inserting, and all materials. All changes are
highlighted in green.
- We clarified that the base insertion price includes up to 4 inserts, including the ballot.
- We mistakenly set the cost to prepare poll ballots to the same as printing. The new price
sheet reflects the correct preparation-only cost.
- We separated additional insert costs into two tiers:
1. Single additional insert, for a total of 5 inserts per ballot pack.
2. Additional inserts beyond 5 total.
- We have removed the 10,000 minimum order requirements on materials.
Per Ballot Pack Price Comparison (not including postage)
RFP
Price
BAFO
Price
Discount
Amount
Discount
%
General Election:
One 14-in Ballot, outgoing envelope, reply envelope, full-
color 8.5x11 instructions, secrecy sleeve. Printed, inserted,
and mailed.
$2.38 $1.86
-$0.52 22%
Primary Election:
Three 14-in Ballots, outgoing envelope, reply envelope, full-
color 8.5x11 instructions, and secrecy sleeve. Printed,
inserted, and mailed.
$3.91 $2.50 -$1.41 36%
We are pleased to present this best and final offer to the County, and we hope to work together
soon.
David Davoust Aaron Davis
President Director of Customer Experience
bocc.con.124.23 Attachment B
Service and Operations Headquarters | 3505 Constitution Ave, NE | Albuquerque, NM 87107
Corporate and Development Headquarters | 1750 N Washington St, Ste 128 | Naperville, IL 60563
www.goasked.com | ph: 630.752.0220 | fax: 630.752.0222
Page 2 of 3
Ballot Printing - 80#
Description Initial Response
Price BAFO Price BAFO Price
Difference BAFO Discount
11-14" Ballot $0.46 $0.37 $0.09 20%
Up to 19" Ballot $0.54 $0.43 $0.11 20%
Up to 22" Ballot $0.67 $0.58 $0.09 13%
Test Decks Pre-filled $0.95
No Change
Art/Set-up Production $0.00 No Change
Precinct Ballot (Poll Ballot) - Preparation to include shrink wrap
and packaging
$0.67 $0.03 $0.64 96%
Database Set-up $0.00 No Change No Change No Change
Standard ground shipping to Denver GMF (or designated local
facility)
Actual cost,
Dependent on the
freighter No Change No Change No Change
Outgoing Process
Description Initial Response
Price BAFO Price BAFO Price
Difference BAFO Discount
Insertion (4 Inserts-BRE, Ballot, Secrecy-Sleeve, Instructions) $0.64 $0.53 $0.53 17%
Single additional insert, for a total of 5 inserts per ballot pack $0.64 $0.09 86%
Additional inserts beyond 5 total (per insert) $0.64 $0.22 $0.22 66%
Multi-Ballot Verification (Per Packet) $0.25 $0.20 $0.20 20%
Election Set-up $995.00 No Change No Change No Change
Mailing Services (included with insertion) $0.00 No Change No Change No Change
USPS Mailing Coordination & Statements (included with
insertion)
$0.00
No Change No Change No Change
Postage (Actual postage, including all discounts based on our
full-service mailer status).
Average of $0.66
for up to 1oz with
presort discount. No Change No Change No Change
Envelopes and Insertion
Description Initial Response
Price BAFO Price BAFO Price
Difference BAFO Discount
Outgoing 6 1/8 X 9 7 /8" White Envelope 2 color (Min order
10,000)
$0.33 $0.27 $0.14 18%
Reply 5 7 /8" x 9" White Envelope 2 color (Min order 10,000) $0.54 $0.34 $0.17 37%
Voter Instruction Insert 8.5" x 11" folded to 5 ½" x 8 ½" 2 color
(Min order 10,000)
$0.18 $0.12 $0.02 33%
Additional Inserts 5.5" x 8.5" color (Min order 10,000) $0.18 $0.08 $0.08 56%
Secrecy Sleeve 5-5/8" x 8-3/4" white (Min order 10,000) $0.23 No Change No Change No Change
Secrecy Sleeve 5-5/8" x 8-3/4" white
USPS Mail Piece Consult and Design
$0.00
No Change No Change No Change
Initial Envelope Composition $0.00 No Change No Change No Change
Miscellaneous Costs
Description Initial Response
Price BAFO Price BAFO Price
Difference BAFO Discount
One-time Configuration and Implementation $1,995.00 No Change No Change No Change
BallotTrax Integration per mailed ballot $0.03 No Change No Change No Change
bocc.con.124.23 Attachment B
Service and Operations Headquarters | 3505 Constitution Ave, NE | Albuquerque, NM 87107
Corporate and Development Headquarters | 1750 N Washington St, Ste 128 | Naperville, IL 60563
www.goasked.com | ph: 630.752.0220 | fax: 630.752.0222
Page 3 of 3
AskED® Optional Value-Added Products
Pollworker Management
AskED® Online Training Per Election License (Includes up to 500 users)
.: Course Management
.: Student Management
.: Web Hosting, Support and Maintenance
Does not include content/course development. See optional items
below for the hourly rate.
$3,995.00
No Change No Change No Change
AskED® Pollworker Central with Time Tracking Annual Software
License (Full pollworker management suite, per active pollworker)$3,995.00 No Change No Change No Change
AskED® Pollworker Central Max Bundle Annual Software License
(Pollworker Management, Time Tracking, and Online Training, per
active pollworker)
$5,495.00
No Change No Change No Change
Polling Place and Rover Support
AskED Help Desk Software Annual License (per seat/per year)$1,399.00 No Change No Change No Change
AskED® Troubleshooter Annual Software Lease (per device per year)$149.00 No Change No Change No Change
AskED® Universal Remote Annual Software Lease ($149 per device per
year)$149.00 No Change No Change No Change
Asset Management
AskED® Materials Tracker Asset Manager Annual Software Lease $2,999.00 No Change No Change No Change
Mail/Absentee Ballot Support
AskED® Absentee\Mail Ballot Module (Annual License, base of $1995
Per Registered Voter + .07 per voter over 10,000)$1995.00 (min)No Change No Change No Change
Mail Ballot Drop-Box Chain of Custody ($49 Per Mail Ballot Pick-up
Site, per election) (Requires ABS Module)$49.00 No Change No Change No Change
Implementation of Add-On Software
One-time Add-on Product implementation (Fee for project
management, installation, and configuration if add-on product(s) is
implemented separately from other AskED® products.
$5,000.00
No Change No Change No Change
Mobile Connectivity for Vote Centers and Workers
5G Sim Module of Peplink Balance 20x - (2 Additional 5G SIM Slots)$699.00 No Change No Change No Change
Cellular Hotspot Device (MiFi or similar) for internet connectivity.
(One per polling place, data plan sold separately).$115.00 No Change No Change No Change
Per Election Data Plan for Cellular Device. Includes activation fees (Per
Device\SIM, Per Election)$60.00 No Change No Change No Change
Rental of Cellular hardware plus data service (Per Election) (See Note
11)$125.00 No Change No Change No Change
Voice Add-On for Mobile Devices (Per Device, Per month)$12.00 No Change No Change No Change
bocc.con.124.23 Attachment B
Ballot Printing - 80#
Description Cost
11-14" Ballot $0.46
Up to 18" Ballot $0.54
Up to 22" Ballot $0.67
Test Decks Pre-filled $0.95
Art/Set-up Production $0.00
Precinct Ballot (Poll Ballot) - Preparation to include shrink wrap
and packaging
$0.67
Database Set-up $0.00
Standard ground shipping to Denver GMF (or designated local
facility)
Dependent on shipper
Outgoing Process
Description Cost
Insertion (BRE, Ballot, Instructions) $0.64
Additional Insertion (Up to 3 additional ballots or inserts) $0.64
Multi-Ballot Verification $0.25
Election Set-up $995.00
Mailing Services (included with insertion)$0.00
USPS Mailing Coordination & Statements (included with
insertion)
$0.00
Postage (Actual postage including all discounts based on our full-
service mailer status).
Average of $0.66 with presort discount
Envelopes and Insertion
Description Cost
Outgoing 6 1/8 X 9 7 /8" White Envelope 2 color 0.33 (Min order 10,000)
Reply 5 7 /8" x 9" White Envelope 2 color 0.54 (Min order 10,000)
Voter Instruction Insert 8.5" x 11" folded to 5 ½" x 8 ½" 2 color 0.18 (Min order 10,000)
Additional Inserts 5.5" x 8.5" color 0.18 (Min order 10,000)
Secrecy Sleeve 5-5/8" x 8-3/4" white 0.23 (Min order 10,000)
Secrecy Sleeve 5-5/8" x 8-3/4" white
USPS Mail Piece Consult and Design
$0.00
Initial Envelope Composition $0.00
Miscellaneous Costs
Description Cost
One-time Configuration and Implementation $1,995.00
BallotTrax Integration per mailed ballot $0.03
bocc.con.124.23 Attachment B
Additional Services
AskED® Optional Value-Added Products
Pollworker Management
AskED® Online Training Per Election License (Includes up to 500
users)
.: Course Management
.: Student Management
.: Web Hosting, Support and Maintenance
Does not include content/course development. See optional items
below for the hourly rate.
$3,995.00
AskED® Pollworker Central with Time Tracking Annual Software
License (Full pollworker management suite, per active pollworker)$3,995.00
AskED® Pollworker Central Max Bundle Annual Software
License (Pollworker Management, Time Tracking, and Online
Training, per active pollworker)
$5,495.00
Polling Place and Rover Support
AskED Help Desk Software Annual License (per seat/per year)$1,399.00
AskED® Troubleshooter Annual Software Lease (per device per
year)$149.00
AskED® Universal Remote Annual Software Lease ($149 per
device per year)$149.00
Asset Management
AskED® Materials Tracker Asset Manager Annual Software Lease $2,999.00
Mail/Absentee Ballot Support
AskED® Absentee\Mail Ballot Module (Annual License, base of
$1995 Per Registered Voter + .07 per voter over 10,000)$1995.00 (min)
Mail Ballot Drop-Box Chain of Custody ($49 Per Mail Ballot Pick-
up Site, per election) (Requires ABS Module)$49.00
Implementation of Add-On Software
One-time Add-on Product implementation (Fee for project
management, installation, and configuration if add-on product(s) is
implemented separately from other AskED® products.
$5,000.00
Mobile Connectivity for Vote Centers and Workers
5G Sim Module of Peplink Balance 20x - (2 Additional 5G SIM
Slots)$699.00
Cellular Hotspot Device (MiFi or similar) for internet
connectivity. (One per polling place, data plan sold separately).$115.00
Per Election Data Plan for Cellular Device. Includes activation fees
(Per Device\SIM, Per Election)$60.00
Rental of Cellular hardware plus data service (Per Election) $125.00
Voice Add-On for Mobile Devices (Per Device, Per month)$12.00
bocc.con.124.23 Attachment B
2) Notes on postage rates
Outgoing postage: Mail is sent using our USPS permit and is billed at the actual USPS rate charged. Robis uses the latest technology to
ensure accuracy and quality. As a registered full-service mail solution provider, Robis utilizes electronic documentation and mail presort
procedures and has access to the USPS's lowest possible rates. This allows mail to be expedited to voters and Robis customers will save
approximately 19% on postage by using our services.
Estimated Postage Rates:
Outgoing absentee ballot material ranges from $0.60-0.68 per mail piece (for ballot packets up to 2 oz). Individual pieces sent after the
main mailing may have a non-presort rate of $.81 per piece. Return ballot mail costs are between $0.36-1.04, depending on the size of the
mailing. USPS available piece tracking for all outbound and return ballot mail is included at no additional charge. Please note that postal
rates are subject to change.
3) Pricing Adjustments:
The parties expressly acknowledge and agree that if the cost of raw materials increase by more than 25%, that amount will adjust the
price.
bocc.con.124.23 Attachment B
Certificate Of Completion
Envelope Id: 295F1C116EDA43D49515A017FCC2A082 Status: Completed
Subject: Robis Elections, Inc. | Pitkin County Contract 124.23 (Rev 1) for Review and Signature
Source Envelope:
Document Pages: 52 Signatures: 5 Envelope Originator:
Certificate Pages: 5 Initials: 0 Pitkin County Procurement
AutoNav: Enabled
EnvelopeId Stamping: Disabled
Time Zone: (UTC-07:00) Mountain Time (US & Canada)
530 East Main Street
Suite 203
Aspen, CO 81611
Procurement@PitkinCounty.com
IP Address: 216.147.121.14
Record Tracking
Status: Original
8/2/2023 10:33:31 AM
Holder: Pitkin County Procurement
Procurement@PitkinCounty.com
Location: DocuSign
Signer Events Signature Timestamp
Ingrid Grueter
ingrid.grueter@pitkincounty.com
Clerk and Recorder
Pitkin County
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 65.38.144.66
Sent: 8/2/2023 10:35:58 AM
Viewed: 8/2/2023 11:11:27 AM
Signed: 8/2/2023 11:18:24 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Aaron Davis
Adavis@robis.net
Director of Customer Experience
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 50.251.8.101
Sent: 8/2/2023 3:48:38 PM
Viewed: 8/2/2023 4:07:18 PM
Signed: 8/2/2023 4:07:40 PM
Electronic Record and Signature Disclosure:
Accepted: 8/2/2023 4:07:18 PM
ID: 98a07fd4-d5f6-4e6e-a1f2-f48d4598d33d
Company Name: Pitkin County, Colorado
Jon Peacock
jon.peacock@pitkincounty.com
County Manager
Pitkin County
Signing Group: County Manager Group
Security Level: Email, Account Authentication
(None)
Signature Adoption: Drawn on Device
Using IP Address: 75.71.107.170
Sent: 8/2/2023 4:07:43 PM
Viewed: 8/3/2023 8:28:23 AM
Signed: 8/3/2023 8:29:25 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Chris Davis
Chris.Davis@PitkinCounty.com
Procurement Manager
Pitkin County
Security Level: Email, Account Authentication
(None)
Using IP Address: 216.147.121.14
Sent: 8/2/2023 11:18:26 AM
Viewed: 8/2/2023 3:48:38 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Carbon Copy Events Status Timestamp
Pitkin County Procurement
procurement@pitkincounty.com
Procurement Specialist
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 8/3/2023 8:29:28 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Accounts Payable
AP@pitkincounty.com
Accounts Payable
Pitkin County
Security Level: Email, Account Authentication
(None)
Sent: 8/3/2023 8:29:28 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Clint Anderson
clint.anderson@pitkincounty.com
Election Specialist
Pitkin County Colorado
Security Level: Email, Account Authentication
(None)
Sent: 8/3/2023 8:29:29 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 8/2/2023 10:35:58 AM
Certified Delivered Security Checked 8/3/2023 8:28:23 AM
Signing Complete Security Checked 8/3/2023 8:29:25 AM
Completed Security Checked 8/3/2023 8:29:29 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide
you with certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically when we send you documents for
electronic signature.
Acknowledging your Access, Intent, and Consent to Receive and Sign Materials
Electronically
To confirm that you can access this information electronically, which will be similar to other
electronic notices and disclosures that we will provide to you, please verify that you were able to
read this electronic disclosure and that you also were able to print on paper or electronically save
this page for your future reference and access or that you were able to e-mail this disclosure and
consent to an address where you will be able to print on paper or save it for your future reference
and access. Further, if you consent to receive notices and disclosures exclusively in electronic
format on the terms and conditions described above, please let us know by clicking the 'I agree'
button below.
By checking the 'I Agree' box, I confirm that:
I am establishing my intent to be bound to the transaction, and indicating that I am fully
aware of the purpose for which the signature is being provided.
I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and
I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for future reference and access; and
Until or unless I notify Pitkin County as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgments, and other documents that are required to be provided or made
available to me by Pitkin County during the course of my relationship with you.
Signing Documents without a Pitkin County DocuSign Account:
Pitkin County may not require all document signers to be authorized users of the Pitkin County
DocuSign Account. Please read the information below carefully and thoroughly, and if you can
access this information electronically to your satisfaction and agree to these terms and
conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this
document. When you don't have a DocuSign account, you will be provided the opportunity to
agree to the Legal Disclosure each time you open an "envelope" for signing, at this time, you can
download and retain this disclosure. Pitkin County will forward completed documents that
you've reviewed, processed or signed via email. Should you require copies of these signed
documents (e.g., if they get deleted from your email account) you should request those
documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin
County custodian who sent you the document for signature.
Signing Documents with a Pitkin County DocuSign Account:
Electronic Record and Signature Disclosure created on: 3/20/2020 3:28:13 PM
Parties agreed to: Aaron Davis
Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to these terms and conditions, please
confirm your agreement by clicking the 'I agree' button at the bottom of this document.
Getting paper or electronic copies
At any time, you may request from us a paper or electronic copy of any record provided or made
available electronically to you by us. For such copies, as long as you are an authorized user of
the DocuSign system you will have the ability to download and print any documents we send to
you through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper or
electronic copies of any such documents from our office to you, you may be charged a per-page
fee. You may request delivery of such paper or electronic copies from us by following the
procedure described below.
Withdrawing your consent
If you are an authorized DocuSign Account holder, you can decide to receive notices and
disclosures from us electronically, you may at any time change your mind and tell us that
thereafter you want to receive required notices and disclosures only in paper format. Described
below is the process for informing us of your decision to receive future notices and disclosure in
paper format and also how to withdraw your consent to receive notices and disclosures
electronically.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your
DocuSign account. This will indicate to us that you have withdrawn your consent to receive
required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign user account to receive required notices and consents electronically from us or to sign
electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgments, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact Pitkin County:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to Helpdesk@provelocity.com
To advise Pitkin County of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at Helpdesk@provelocity.com and
in the body of such request you must state: your previous e-mail address, your new e-mail
address .
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper or electronic copies from Pitkin County
To request delivery from us of paper or electronic copies of the notices and disclosures
previously provided by us to you electronically, you should request those documents from Pitkin
County under the Colorado Open Records Act by contacting the Pitkin County custodian who
sent you the document for signature.
To withdraw your consent with Pitkin County
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you
must state your e-mail, full name, Postal Address, telephone number, and account
number.