Absentee Ballot Packets, Sample Ballots, and Related Services

Boone County, hereafter referred to as “County,” proposes to contract with an individual(s) or organization(s), hereinafter referred to as “contractor” for a Term and Supply contract for Absentee Ballots Packets, Sample Ballots, and Related Services for the Boone County Clerk’s Office as specified in the following requirements.

The Boone County Clerk’s Office mails between 900 and 4000 absentee ballots per election to voters that are unable to vote at a polling place on Election Day. [...] The Clerk’s Office also leverages the current vendor’s mailing process to mail approximately 110,000 sample ballot packages to voters each election.

The contractor shall produce, prepare, and mail absentee ballots as needed and be tracked consistently with the election cycle that follows. [...] Voters who request a ballot by mail shall be issued an absentee ballot packet by the contractor. The contractor shall mail the absentee ballot packets no later than forty-two (42) calendar days prior to each election and shall end two (2) Wednesdays before each election. The Clerk’s office will supply the contractor with a daily request list and PDF of ballot images. The contractor shall compile packet contents according to absentee type and ballot style. The ballot packets must be mailed within three (3) business days, but it is strongly preferred by the County Clerk’s Office that ballots be mailed within 24 hours.

The absentee ballot packet shall contain a mailing envelope, instructions on voting the ballot and returning the ballot to the Clerk’s office, and a return envelope. The contractor shall use Intelligent Mail Barcodes (IMB) on the mailing envelope allowing the County Clerk’s office and voter to track ballots-both outgoing and returning.

The contractor shall send sample ballot packets to every active, registered voter in Boone County for each election. Each sample ballot packet shall at minimum include a polling place notification sheet, an instructional piece of paper, and a full-size sample ballot on colored paper. [...] The Contractor shall send a Resident Confirmation Notice postcard to any voter identified in the NCOA comparison process instead of a sample ballot.

The contractor shall be solely responsible for putting in place a security process that allows for effective audit controls and reporting.

**Submission method:** Sealed hard-copy or secured electronic proposals will be received by the Boone County Purchasing office. Proposals must be delivered before **2:00 P.M. Central Time on Wednesday, December 9, 2026**. No faxed or e-mailed proposals will be accepted. Secured electronic proposals may be submitted using https://bocomobids.ionwave.net/Login.aspx.

When submitting a hard-copy sealed proposal, the offeror should include the original and an electronic copy of the proposal on a removable storage drive (e.g., USB memory stick).

Vendor's **MUST** submit samples of Sample Ballots and/or Absentee Ballots within 24-hours of the RFP closing to be considered responsive.

The initial contract period shall run February 1, 2027 – January 31, 2028. The contract shall have five (5), one (1)-year renewal periods, or any portion thereof, following the completion of the initial/original contract term that the County may exercise at its sole option.

The contract will be awarded on a firm, fixed price basis for the entirety of the initial/original contract period.

The contractor shall not commence work under the contract until the contractor has obtained all insurance required under this paragraph and the Certificate of Insurance has been approved by the County. Commercial General Liability insurance shall be not less than **$2,000,000.00** combined single limit for any one occurrence. Business automobile liability insurance shall be not less than **$2,000,000.00** combined single limit for any one occurrence.