Vote by Mail Packet Processing

Agency:	Beaver County
State:	Pennsylvania
Type of Government:	State & Local
Category:	89 - Subsistence (Food)
Posted:	Oct 4, 2023
Due:	Nov 13, 2023
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

FOR

VOTE BY MAIL PACKET PROCESSING

BEAVER COUNTY COMMISSIONERS

BEAVER COUNTY COURTHOUSE

810 THIRD STREET

BEAVER, PA 15009

TABLE OF CONTENTS

SUBJECT

TABLE OF CONTENTS

REQUEST FOR PROPOSALS – ADVERTISEMENT

INTRODUCTION

II. SUBMISSION OF PROPOSALS

III. PROPOSAL REQUIREMENTS

IV. PROPOSAL REVIEW

V. TENTATIVE CONTRACT AWARD

VI. MODIFICATION OR WITHDRAWAL OF PROPOSALS

VII. CONFIDENTIAL/PROPRIETARY INFORMATION

VIII. REJECTION OF PROPOSALS

IX. AWARD CRITERIA

X. ADDENDA

XI. SCOPE OF WORK

XII. TECHNICAL REQUIREMENTS

XIII. PAYMENT

XIV. REQUIRED CONTENT

XV. INSURANCE

XVI. BONDS

XVII. RFP TIMELINE

XVIII. REFERENCES

PAGE

REQUEST FOR PROPOSALS

Notice is hereby given that the Board of Commissioners of the County of Beaver,

Pennsylvania, is seeking sealed proposals for Vote by Mail Packet Processing, until 4:00PM, on

MONDAY, NOVEMBER 13, 2023, at the office of Wayne Souffrant, Director of Central Services

for the County of Beaver, located at:

BEAVER COUNTY COURTHOUSE

810 3RD STREET

BEAVER, PA 15009

At that time, proposals will be acknowledged but will not be read aloud nor any prices,

etc. disclosed. Proposals received after the proposal receipt deadline will not be accepted.

Proposals will be held in strict confidence until evaluated and reviewed and a proposal is

accepted.

Copies of this Request for Proposal (RFP) will be available after 10:00AM, on

WEDNESDAY, OCTOBER 4, 2023, at the office of Wayne Souffrant, Director of Central

Services for the County of Beaver, the aforementioned, Beaver County Courthouse, or on the

Beaver County website, at www.beavercountypa.gov, under Bids and Proposals.

All proposals must be submitted in the format required by this RFP. All timely submitted

proposals are valid for acceptance by the County of Beaver and may not be withdrawn for a

period of ninety (90) days after the actual date of proposal submittal.

The County of Beaver reserves the right to select, for contract negotiations, the proposal

that is determined to be the most advantageous for the County of Beaver, taking into

consideration all evaluation factors. Cost is not the sole determinative factor. This RFP may be

canceled, or any or all proposals may be rejected, in whole or in part, when it is in the best

interest of the County of Beaver.

COUNTY OF BEAVER

BOARD OF COMMISSIONERS

DANIEL C. CAMP III, CHAIRMAN

JACK MANNING, COMMISSIONER

TONY AMADIO

INTRODUCTION

The Board of Commissioners of the County of Beaver, Pennsylvania, is seeking sealed

proposals for Vote by Mail Packet Processing for the May 2024 General Primary,

November 2024 General Election, May 2025 Municipal Primary, November 2025

Municipal Election, and at the sole option of the County of Beaver, May 2026 General

Primary and November 2026 General Election. The Board of Commissioners of the

County of Beaver, after reviewing and evaluating all timely submitted proposals, will

select the proposal that they deem to have the best interest for the County of Beaver

and will award a contract to that proposer.

II. SUBMISSION OF PROPOSALS

Please submit two (2) copies of your proposal to Wayne Souffrant, Director of Central

Services for the County of Beaver, located at the Beaver County Courthouse, 810 Third

Street, Beaver PA 15009, no later than 4:00PM, on MONDAY, NOVEMBER 13, 2023.

At that time, all timely received proposals will be acknowledged but will not be read

aloud nor any prices, etc. disclosed. Proposals received after the proposal receipt

deadline will not be accepted.

All proposals MUST be submitted in hard copy either in person, via US Mail or another

mailing source (FED EX, UPS, etc.). Proposals that are emailed or faxed will not be

accepted. Regardless of the delivery method, the County of Beaver assumes no

responsibility for not receiving proposals and all parties should verify that their proposal

has been received prior to the proposal submission deadline. Mailed proposals will be

treated in every respect as though filed in person and will be subject to the same

requirements.

All proposals must be signed by a person authorized to commit the proposer to any and

all terms and conditions, as specified in this RFP.

All timely submitted proposals may be reviewed and evaluated by any person or firm

deemed necessary by the County of Beaver.

All interested individuals submitting proposals, their partners, officers and staff are

banned from engaging in any and all practices, or making any promise or agreement,

that may in any way limit or restrict competition, or encourage or induce the County of

Beaver to make a favorable selection.

All qualified persons, firms or proposers shall receive consideration without regard to

race, color, religious creed, ancestry, national origin, age, handicap status or gender.

The County of Beaver is an equal opportunity employer. The successful proposer must

ensure that they conduct their business in a similar manner and not discriminate as

noted above.

III. PROPOSAL REQUIREMENTS

A. Due Date

Two (2) copies of your proposal must be received and in the hands of Wayne

Souffrant, Director of Central Services for the County of Beaver, at the address

set forth below, no later than 4:00PM, on MONDAY, NOVEMBER 13, 2023. One

(1) proposal must be marked as “ORIGINAL”.

B. Delivery Address

CENTRAL SERVICES

ATTENTION: WAYNE SOUFFRANT, DIRECTOR

BEAVER COUNTY COURTHOUSE

810 THIRD STREET

BEAVER, PA 15009

C. Packaging

Proposals must be sealed in an envelope and marked clearly with:

1. Company Name

2. RFP Title

3. RFP Submission Deadline (Date and Time)

D. Cover Sheet

To:

County of Beaver

Attention: Wayne Souffrant, Director of Central Services

Date:

_____________, 2023

Description: Response to RFP – Vote by Mail Packet Processing

From:

____________________________________________________

Company Name

____________________________________________________

Address

_________________________

Phone Number

_______________________

Email Address

Printed Name: ____________________________________________________

Signature:

____________________________________________________

Representative/Agent who is legally authorized to bind proposer

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