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

Location:	North Carolina
Posted:	May 13, 2026
Due:	Jun 5, 2026
Agency:	City of Winston-Salem
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction X - Lease or Rental of Facilities
Solicitation No:	RFSOQ-2
Publication URL:	To access bid details, please log in.

Attachment Preview

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.

PDF Files

Printing

Binding

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.

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.

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

• 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

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.

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.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	RFSOQ-2
Bid Title:	Request For Letter Of Interest/Statement Of Qualifications / Pollbook Printing And Packaging
Category:	Informal Bids
Status:	Open

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

Attachment Preview

See also