Submitted by: Laura Reams
Submitting Department: City Clerk
Agenda Section: Consent
Item Title:
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Award of Contract for Mail Vendor - 2023 Election
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Suggested Action:
recommendation
I move that the Mayor and Council authorize the City Administrator to enter into an agreement with Fort Orange Press for the printing and mailing of ballot packets and ballots for 2023 City Election at a cost not to exceed $36,000. The agreement will be effective upon the review and approval by the City Attorney.
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Summary Background:
The 2023 Election is scheduled for Tuesday, May 9, 2023. Staff and the Board of Elections are in the process of obtaining vendors and preparing logistics for the election. Fort Orange Press has served as the City's mail vendor for the 2021 and 2022 elections. The City had a positive experience with the vendor and recommends contracting with them for the upcoming election.
The scope of the request for proposal is listed below.
- Printing of approximately 10,700 bilingual ballot packets consisting of the following components:
o Outer Envelope
o Return Envelope
o Outgoing and Return Intelligent Bar Code Tracking
o Oath/Signature Envelope for Ballot
o 8.5x11 Ballot
o Instructions
o Voter Assistance Form
o Inclusion of an I Voted Sticker
- Direct Mail drop of first-class mail to the closest Maryland postal sorting facility
- Printing of ballots for Election Day Polling Center compatible with ES&S election ballot scanners
- Printing of test ballots for ballot scanner accuracy
- Printing of additional on-hand ballot packets for the City to mail to individuals who register to vote after the initial voter deadline.
A summary of the contact costs is below, and additional details are included in the attached quote. Please note that the contract cost below includes advance payment to Fort Orange Press of the postage fees for the mailing of the ballots.
Next Steps:
Upon approval staff will proceed with execution of the contract and planning fo...
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