Request For Letter Of Interest/Statement Of Qualifications / Pollbook Printing And Packaging

FORSYTH COUNTY, NORTH CAROLINA
REQUEST FOR LETTER OF INTEREST/STATEMENT OF QUALIFICATIONS
FOR PROVIDING POLLBOOK PRINTING AND PACKAGING SERVICES
THE COUNTY OF FORSYTH DESIRES TO ENGAGE A PRIVATE FIRM FOR THE
FOLLOWING PROJECT:
PROJECT BACKGROUND AND SCOPE OF WORK DESIRED:
This document sets forth the requirements, expectations, and process that applicants must
follow in order to be considered for a Contract with the County. Applicants must describe all
activities that are a part of the services to be provided. The County may award one or more
contracts for the services specified herein.
SCOPE OF SERVICES:
1. Provide printing and packaging services of the pollbooks (including the Authorization to
Vote (ATV) forms) for Election Day voting. ATV forms are printed duplex onto 8.5x14
paper in color. They are packaged into specialty notebook binders (provided by the Board
of Elections) with a maximum of 500 sheets per binder. The vendor will need to print and
insert the cover sheets for each pollbook. The pollbooks are designated by precinct and
will be delivered by the Board of Elections (BOE) to the respective polling places.
2. The BOE will provide the ATV form template, cover sheet template and binders. The
data file with the voter registration information will be sent to the vendor on Thursday
night, October 29, before Election Day. It is typically sent between 3:00pm-7:00pm that
evening.
3. The pollbooks must be printed and packaged by the vendor and delivered no later than
Saturday morning by 10 a.m., October 31, before Election Day.
4. Data Merge
- Merge the data from the 'pollbook generator's Excel file into the ATV Form
Template.
a. All fields in 'blue' in the ATV sample are to be merged. There are textboxes
to indicate the corresponding column for each item in the Excel file.
b. Use the same font and font sizes as provided in the ATV sample. The font
must be in black.
c. Add the red boxes with the instructions (as provided in the samples) if any
data appears for column I or J.
- Sequentially number at the bottom of each page.
- Combine the voters for the combined precincts in alpha order. (Municipal
elections only)
- VRN barcodes must include start/stop (ex. *1234567*).
- Delete any "No Ballot" records.
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PDF Files
- Vendor must upload pdf file(s) of all ATV forms into a secured FTP site.
- As an alternative, the BOE team may send a blank thumb drive prior to the
printing of the entire job.
- The vendor will save all pdf files onto the thumb drive provided by the BOE and
deliver with the printed pollbooks.
Printing
- Print in color on the paper stock based on the specifications provided.
- Do not print ATV forms for the voters with "A" in the absentee column.
- Do not print ATV forms for the voters with "No DL/SSN Must Vote Provisional".
- Do not print ATV forms for the voter with "EV" in the early voting column.
- Drill three-hole punches through all printed pages at the top of the page.
Binding
- 500 sheets (max) per book.
- Place the cover sheet accordingly by precinct inside the clear sleeve cover.
Delivery
- PLEASE keep the binders together by precinct number.
- PLEASE place the boxes on the pallets in numerical order by precinct number.
- The pollbooks must be delivered by the vendor (the use of third-party delivery
service is not permitted) to the BOE by 12:00 noon on Friday but no later than
Saturday at 10 a.m., before Election Day.
5. Upcoming Elections:
Election Dates Election Type Max. of ATV Pages Max. of Binders
Tuesday, November 3, 2026 Mid-Term General Election 200,000 534
RFP CONTENT and CRITERIA
All materials submitted in response to this request for proposal will become the property of
Forsyth County. Each item should be addressed in Applicant's RFP. One electronic copy in PDF
format must be submitted by email to bobadimb@forsyth.cc and must contain the following:
1. A cover sheet that includes the applicant's identification information including business
mailing address, phone and fax numbers and person(s) to be contacted.
2. A brief (not to exceed 5 double-spaced pages) narrative that describes:
* A history and overview of the Applicant agency
* Number and location of local and headquarter offices
* Agency's experience in providing services requested
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* Agency's qualifications in ensuring the quality of the equipment and timeliness of the
delivery of the equipment
* Agency's ability to assist the Forsyth County Board of Elections with the following:
o Response if the above guarantees are not met
o Non-business Hours Support
* Agency's ability to meet service needs uniquely specific to election laws
3. The names of three references, each including a specific contact name and phone number.
References should be able to attest to the ability of the applicant to provide the services requested
with evidence the services have been provided for an agency similar in nature and size with
similar State requirements. No Forsyth County Board of Elections employees may be used as
references.
4. Full inventory count and model number of laptop and b/w printers available for rent.
5. Fully completed Provider Information Form
6. Other information that a bidder believes to be pertinent but not specifically requested
elsewhere in this Request for Qualifications.
Responses are limited to no more than 10 pages. Responses not in compliance with these
requirements or submitted after the deadline will not be considered under the review process.
DETERMINATION OF SUCCESSFUL QUALIFICATIONS:
In determining the firm(s) most qualified to move forward in the process, the County will
determine in its sole judgment the qualified firms which is/are the most advantageous to the
County, considering all factors listed in this document. The LOI/SOQ will be rated on the
following criteria:
1. Applicants' ability to best meet the criteria set forth in the Scope of Services
a. Supplier's performance record in meeting the requirements of their existing
customers.
b. Number of satisfied county government customers in the State of North Carolina
providing the services for a similar request.
c. Thoroughness of the proposal.
d. The ability for the user to meet time and production requirements.
e. The number, type and experience of Supplier staff.
f. The level of technology and history of upgrades, etc.
g. Proximity of production site, preferably in Forsyth County, NC.
2. Compliance with the RFQ Requirements
a. A brief (not to exceed 5 double-spaced pages) narrative that describes:
i. Overview and history of the company's background and experience
ii. Number and locations of local and headquarters offices
iii. Experience in providing similar services
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3. Communication and Service Capability
Agency's ability to ensure quality and timeliness of communication with the Forsyth
County Board of Elections for the following:
a. Advance reporting of any issues that would delay the delivery of required service
on the date specified.
b. Procedures for addressing misprint found before Monday before Election Day.
c. Remedies or corrective actions if service expectations are not met
d. Availability of non-business hours' support
4. References
a. Quality and relevance of three references: each reference must include a specific
contact name and phone number. (Forsyth County Board of Elections employees
may not be used as references).
5. Experience and Capacity
Other information that a bidder believes to be pertinent but not specifically requested
elsewhere in this Request for Proposal.
6. Minimum Acceptable Qualifications
a. Vendor's history and number of years in business.
b. At least five (5) years of experience providing similar services, preferably in
North Carolina.
c. At least two (2) satisfied county or government clients with similar service
requirements
d. Sufficiency of the financial resources and financial ability of the vendor to enter
and perform the contract services.
e. Demonstrated ability to meet required timelines and service levels.
SUBMISSION DEADLINE:
All letters of Interest shall be returned electronically in PDF format by email to
bobadimb@forsyth.cc with subject LOI/SOQ- Pollbook Printing Services and must be
submitted no later than 12:00 Noon, June 5, 2026.
Late submittals shall not be considered.
FIRM'S QUALIFICATIONS:
The proposal must contain any documents and other information the bidder deems necessary to
demonstrate fully its qualifications and allow the County to evaluate its ability to provide the
service.
REQUESTING ADDITIONAL INFORMATION:
The County reserves the right to request additional data, information, oral discussion, or
presentation to support any written proposal or to clarify any aspect of any proposal.
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Private firms are invited to submit a letter of interest/statement of qualifications for providing the
requested services to the County by 12:00 Noon, June 5, 2026. Submission after this deadline
will not be considered. The submittal, in PDF format, should be submitted to Tim Tsujii,
Director of Elections, to the following email address: bobadimb@forsyth.cc.
Firms submitting Letters of Interest are encouraged to carefully check them for conformance to
the requirements stated above. If Letters of Interest do not meet these requirements, they will be
disqualified. No exception will be granted.
All questions concerning this request for Letters of Interest or the scope of this work should be
directed to Tim Tsujii: bobadimb@forsyth.cc The firms deemed to be qualified will be notified
by email and will receive a Request for Proposal to provide these services to the county. No
notification will be given to those firms considered to be un-qualified.
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PROVIDER INFORMATION FORM
FORSYTH COUNTY, NORTH CAROLINA
Request for Pollbook Printing Services
Information about the Provider
1. Firm Name _____________________________________________________
2. Years in Business _____
3. Number of years providing services similar to this proposal ________
4. Contact Person __________________________________________________
5. Full Mailing Address_______________________________________________
6. Telephone Number ______________________
7. Fax Number ____________________________
8. Email address of contact person _____________________________________
9. Number of full time employees ________________
10. Names, titles, roles, experience and qualifications certifications of personnel who would work on this project
(attach brief experience listing for each, focusing on similar projects):
_______________________________________________________________________

11. Could vendor provide at least three government references that are similar in size and complexity of the County
that have an open contract for pollbook printing services.
Reference 1:
1. Organization Name: __________________________________________
2. Address:
3. Type of Business:
_____________________________________________________
4. Contact Person:
_______________________________________________________
5. Do you have experience working with Board of Elections for other North Carolina
counties?
6. Telephone and Fax numbers:
___________________________________________
7. Secondary Contact Person:
______________________________________________
8. Telephone and Fax numbers:
____________________________________________
9. Length and Dates of Services:
____________________________________________
10. Description of Services (including number of elections and candidates hired and
staffed for each):

Reference 2:
1. Organization Name: __________________________________________
2. Address:
3. Type of Business:
_____________________________________________________
4. Contact Person:
_______________________________________________________
5. Do you have experience working with Board of Elections for other North Carolina
counties?
6. Telephone and Fax numbers:
___________________________________________
7. Secondary Contact Person:
______________________________________________
8. Telephone and Fax numbers:
____________________________________________
9. Length and Dates of Services:
____________________________________________
10. Description of Services (including number of elections and candidates hired and
staffed for each):

Reference 3:
1. Organization Name: __________________________________________
2. Address:
3. Type of Business:
_____________________________________________________
4. Contact Person:
_______________________________________________________
5. Do you have experience working with Board of Elections for other North Carolina
counties?
6. Telephone and Fax numbers:
___________________________________________
7. Secondary Contact Person:
______________________________________________
8. Telephone and Fax numbers:
____________________________________________
9. Length and Dates of Services:
____________________________________________
10. Description of Services (including number of elections and candidates hired and
staffed for each):

a. Informal Inquiry Process (please provide your responses to the questions below.)
1. Where is your company located? If not in Forsyth County, how and where will you
perform our contracted services? (The County prefers that all agencies be located
near Winston-Salem; if, however, that is not possible the County will need to be
aware of where the services will be performed.)
2.How many other county government customers in North Carolina do you work with
for the same services? (Provider shall have prior experience performing similar
work for a County or similar governmental entity where accuracy and timeliness are
critical.)
3.What other forms of insurance requirements do you meet?
4.Will you be able to provide a properly executed certificate of insurance prior to
commencement of services?
5.Please explain your service request process. How will we upload the data to send to
you?
6.Please explain your billing process.
7.If we haven't already, may we schedule a visit to your office.
8.Will you be able to deliver the finished product no later than 10:00 am on Saturday?
(If data is sent by 7:00 pm the Thursday prior)
9.If we provide you with a sample data file, would you be able to provide us with a
sample print job within 15 hours?
10. Will you be able to query for "Absentee", "No Ballot", No DL/SSN", "EV"
records and not print those ATV forms?
11. Will you be able to query for Inactive and HAVA ID records and print a unique
message on those ATV forms?
12. Do you have the staffing and capacity to bind all ATV forms into binders?
13. Do you have the proper equipment and machinery to service our needs?
14. What is your backup protocol for printing services in the event of an
emergency? Please explain your disaster recovery procedures.
15. Will you be able to provide a USB thumb drive with the pdf of all ATV forms?
Or upload the files to a secured FTP site?