REQUEST FOR PROPOSAL
FOR
2011.123 Ballot, Envelope, Secrecy Sleeve
Printing & Mailing Services
August 9, 2011
Addendum No. 1 clarifies or changes the following:
1. Will Adams County supply digital art for all envelopes? When will these files be
available to successful vendor? PDF files of the ballot envelopes are attached to the
addendum. We don’t know the exact meaning of “digital art” so don’t know if they can
be made available.
2. Are samples of each envelope type and secrecy sleeve available for review? Yes.
Sample PDFs of the different type envelopes and the two 2010 Secrecy Sleeves are
attached to the addendum.
3. What mail class – presort standard, first class, non-profit presort? The vendor must
presort outgoing envelopes in Zip Code order and/or any other pre-sort order that will
result in the county receiving optimal postage discounts from the USPS. Below is a
replica of the indicia our ballots require:
4. During the inspection process for inspecting ballots and auditing the mail ballot
preparation (page 12), it is indicated "passing ballots through the scanners and/or
comparison of finished ballots to master ballot overlays." Is the County planning to
furnish an AccuVote scanner to the vendor to correctly test the tabulation of the ballot?
If not, how will the ballots be verified outside of comparing the ballot to the master ballot
outlay? Verification and Test Ballots must be shipped overnight to the Adams County
Elections Office so that our staff can mark and test them through the Accu-Votes
programmed to this election. Print vendors in the Denver area can courier the ballots to
us the same day as printed.
5. Envelopes - Can Adams County provide scanned electronic samples of Outgoing
and Reply envelopes (front and back) and Secrecy Sleeve (front and back)?
Attached to Addendum.
6. Ballots - Is the unique tracking number from the SCORE voter registration system required to
be printed on each ballot stub? The unique Tracking Number is part of the SCORE voter
file sent to the Vendor from Adams County. This Tracking Number is part of the label
information printed onto the flap of the return envelope. The Tracking Number is NOT
printed on the ballot stub.
The Ballot Style and a six digit mail ballot sequence number are printed on the stub
of the ballot and are also part of the label information. The Tracking Number, ballot
style and sequence number are all provided by the County to the Vendor within the
SCORE file.
7. Ballots – Can Adams County provide scanned electronic samples of all types of ballots
(front and back) from a previous election that includes expected variable data to be printed
on the ballot? 2010 Red Oval ballot PDFs can be sent to potential vendors that provide a
secure ftp site, along with instructions for its use.
8. Ballots – A. What is the largest add-on order Adams County has requested in a
major election? B. What was the turnaround time for this add-on order? In the 2008
General Election season Adams County requested the following add-on orders:

2,928 ballot packets of various ballot styles for the roadrunner vans to
have on hand in case a vote center ran low
 1,520 ballot packets of various ballot styles to house in the Elections
Warehouse for quick deployment in case a roadrunner team ran low in
their supply
 8,861 ballot packets were ordered in the second voter file supplemental on
October 8th
 18,128 ballot packets were ordered in the third voter file supplemental on
October 13th
Each of the supplemental orders was turned around in just a few days.
On October 8, 2009 Adams County sent the print vendor a supplemental file that
contained 975 voter records that required ballot packets prepared and 18 additional
voter records that required ballot packets but with ID required envelopes. These
supplemental packets were mailed with the packets from the original voter file on
October 13, 2009
In 2010, Adams County purchased a Ballot on Demand that allowed for the real time
ballot printing as voters needed a replacement ballot, as well as, the nightly creation
of ballots for voters that changed their address via mail or on-line each day. There
was again only a single supplemental in the General Election. The file containing
3,428 voter records was sent to the print vendor on October 12, 2010 who printed
and prepared the ballot packets for a 10/15/10 mail date.
9.
Approximately how many voter records are expected to be in the Initial voter
extraction file from SCORE for the Nov 2011 election? Approximately 150,000
records will be in the initial file to the vendor.
10. Approximately how many voter records are expected to be in the supplemental
voter extraction file from SCORE for the Nov 2011 election?
Our best estimate for the 2011 Coordinated Mail Ballot Election is that the
supplemental file will be less than 1,000 voters.
11. Outgoing envelope window (2.25” x 1”) located on the back of the envelope. What is
the variable data expected to appear through the window? Are data contents that
appear through the window printed on the ballot or ballot stub? The Ballot Style and
Sequence Number are printed on the ballot stub. When the ballot is folded and
inserted, the ballot style and sequence number appears through the small cutout on
the back of the envelope. Please review the attached Outgoing Envelope.
If you have any questions, please call me at 720-523-6052.
Liz Estrada
Purchasing Agent
End of Addendum No. 1
Receipt of this addendum must be acknowledged in the Proposal Tab.