Election Publicity Pamphlets For Fiscal Year 2026-2027

BID SOLICITATION PACKET
FOR
ELECTIONS PUBLICITY PAMPHLETS
FISCAL YEAR (FY26-27)
JUNE 2026
SOLICITATION NUMBER - IFB 1066-26-CG
CITY OF CASA GRANDE, ARIZONA
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NOTICE OF INVITATION FOR BIDS
Election Publicity Pamphlets
For Fiscal Year 2026-2027
Plans with specifications and other bid document forms can be obtained from the following
location:
Office of the City Clerk
City of Casa Grande
510 E. Florence Boulevard,
Casa Grande, Arizona 85122
Plans with specifications and other bid document forms can be downloaded by visiting our
web site at www.casagrandeaz.gov or emailing the City Clerk Department
cityclerk@casagrandeaz.gov for instructions.
All bids must be submitted by June 24, 2026, at 2:00 p.m. to the City Clerk, 510 East
Florence Boulevard, Casa Grande, Arizona, 85122. The bid opening will take place on June 24,
2026 at 2:00 p.m. in the Council Chambers, 510 East Florence Boulevard, Casa Grande,
Arizona, 85122.
Bids must be addressed to:
Office of the City Clerk
City of Casa Grande
510 East Florence Boulevard,
Casa Grande, Arizona 85122
The envelope must be boldly marked:
BID: ELECTIONS PUBLICITY PAMPHLETS FOR FY2026-20227
SOLICITATION NUMBER: 1066-26-CG
BID OPENING: June 24, 2026, at 2:00 p.m.
The City of Casa Grande reserves the right to waive any informalities or irregularities in this
Request for Proposals, or to reject any or all responses; to be the sole judge of the suitability of
the materials offered, and to award a contract for the furnishing of the services it deems to be in
the best interest of the City.
Adriana Carpio-Solis
City Clerk
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CITY OF CASA GRANDE
TABLE OF CONTENTS
ELECTIONS PUBLICITY PAMPHLET FISCAL YEAR
(FY26-27)
Notice of IFB - Page 2
Section 1: Background- Page 4
Section 2: Purpose of the IFB - Page 4
Section 3: Project Description - Page 4
Section 4: Scope of Work-Page 5
Section 4.1: Printing Services-Page 5
Section 4.2: Mailing Services-Page 5
Section 4.3: Electronic Copy-Page 5
Section 4.4 Extra Pamphlets-Page 6
Section 4.5: Communication-Page 6
Section 5: Penalties- Page 6
Section 6: Submission Instructions-Page 6
Section 7: Evaluation Process - Page 7
Appendix A: Sample Contract-Page 8
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SECTION 1. Background
The City of Casa Grande will be conducting an election on November 3, 2026, for the voters to consider a
Franchise Agreement with Arizona Power Service (APS).
This election will require the publication and delivery of a publicity pamphlet to every house in Casa Grande
with a registered voter no later than September 19, 2026, in accordance with Arizona Revised Statutes.
The City is also contemplating the possibility of one or more special elections during Fiscal Year 2026-
2027. Dates and related details, if applicable, will be provided at a later time. We invite your business to
submit a proposal for the printing, postage, and mailing of publicity pamphlets associated with any such
elections.
SECTION 2. Purpose of the IFB
The City of Casa Grande is seeking qualified vendors to provide comprehensive printing, postage, and
mailing services for election publicity pamphlets associated with the November 3, 2026 election regarding
a proposed Franchise Agreement with Arizona Public Service (APS), as well as any potential special
elections that may occur during Fiscal Year 2026-2027.
The selected vendor shall demonstrate the capability and intent to produce and distribute election
publicity pamphlets in accordance with all applicable Arizona Revised Statutes and established election
deadlines, including delivery to every household within Casa Grande containing a registered voter no later
than September 19, 2026, for the November 3, 2026 election.
Services are expected to include, but may not be limited to, printing, addressing, sorting, postage
coordination, and mailing preparation. The City anticipates establishing a working relationship with a
vendor capable of providing timely, accurate, and cost-effective services for both scheduled and potential
future election-related mailings.
Additional election dates and project specifications for any future special elections will be provided as they
become available
SECTION 3. Project Description
The City of Casa Grande is soliciting bids from qualified vendors to provide printing, postage, mailing, and
related services for election publicity pamphlets associated with elections conducted during Fiscal Year 2026-
2027.
The initial election covered under this solicitation is scheduled for November 3, 2026, regarding a proposed
Franchise Agreement with Arizona Public Service (APS). Additional special elections may occur during Fiscal
Year 2026-2027, with dates and specifications to be provided by the City as needed.
The selected vendor shall provide all labor, materials, equipment, production services, mailing coordination,
and related support necessary to produce and distribute election publicity pamphlets in accordance with
applicable Arizona Revised Statutes and all statutory election deadlines.
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The project includes printing approximately 20,000 publicity pamphlets for distribution to households within
the City of Casa Grande containing registered voters. Services shall include document formatting, proof
preparation, printing, addressing, sorting, postage, mailing preparation, and delivery coordination. The vendor
shall also provide an electronic version of the finalized pamphlet compliant with current Web Content
Accessibility Guidelines (WCAG) standards for publication on the City's website.
The City intends to establish a working relationship with a vendor capable of providing timely, accurate,
professional, and cost-effective election printing and mailing services throughout Fiscal Year 2026-2027.
SECTION 4. Scope Of Work
The vendor shall perform all services described in this Scope of Work on a per-election basis. Each election
shall be treated as a separate production and mailing cycle, including the November 3, 2026, election and any
additional special elections held during the contract term.
Section 4.1. Printing Services:
For each election, the vendor shall produce election publicity pamphlets in quantities specified by the City.
* 8.5" x 11" - up to 38 pages are estimated, one title page in color, double side, 50# uncoated, saddle-
stitched, or alternate approved by the City (example can be provided)
* Price includes design services, typesetting, finishing fees, ink jet or labels, postage, and mailing.
* City Clerk will provide the text information. Publisher to provide the formatting, with the city working
with publisher to determine the best formatting.
* Include separate fee for pages over 38
* Proofs and Samples: Vendor shall provide proofs with cover and binding and provide the City Clerk's
Office with samples of the publicity pamphlet.
Section 4.2. Mailing Services:
For each election, the vendor shall prepare and mail publicity pamphlets according to voter lists provided by
the City or Pinal County Recorder's Office
Mail approximately 20,000 Publicity Pamphlets to Casa Grande households, First Class Postage. Quantities
are subject to change based on voter registrations and requests.
* Electronic data for mailing labels will be obtained from Pinal County Recorders (preferred) or the City
Clerk's Office.
* Proposal to include the postage cost for mailing the publicity pamphlets to Casa Grande households,
including bulk rates if available.
* The two set mailing dates for the November 3, 2026, election are:
a) Statutory Deadline: September 19, 2026 (large batch)
b) Supplemental List: October 7, 2026 (list to include voters who registered after the initial
mailing).
* Include separate fee for mailing any amount over 20,000 pamphlets
Section 4.3. Electronic Copy
Vendor is expected to provide a user-friendly electronic HTML (WCAG accessible) file of the pamphlet for the
City's website.
Section 4.4. Extra Pamphlets
Extra pamphlets not delivered will be provided to the City Clerk's Office.
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Section 4.5 Communication
This contract will require constant interaction between the City Clerk's Office and the Vendor. It is the Vendor's
responsibility to be available telephonically for all necessary meetings. An initial meeting to coordinate the
printing, delivery, and mailing of pamphlets is required per election.
Key personnel email and contact information shall be provided to the City Clerk's Office within 3 days. If there
is a change to the key personnel and/or email and contact information, Vendor shall provide the updated
information within 48 hours of the change.
Vendor must provide response to agency within 24 hours for all project inquiries or assistance needed,
including weekends and/or holidays, if applicable.
Section 5. Penalties
Please note that the contract for publication of the pamphlet and mailing shall require the vendor to pay a
penalty per state statute for each day of mailing that occurs on or after September 19, 2026. The penalty shall
be one cent for each household with a registered voter for each day of late mailing and the monies shall be paid
to the City. Vendor shall be held liable for the non-delivery of all publicity pamphlets and pamphlets not
delivered by the statutory deadline.
Section 6. Submission Instructions
Proposals shall be submitted in the following format. Proposals in any other format will be considered informal
and will be disqualified. Conditional proposals will not be considered. An individual authorized to extend a
formal proposal must sign all proposals. If vendor fails to provide any of the following information, the City
Clerk's Office may ask vendor for the missing information or evaluate the proposal without the missing
information.
Each vendor shall provide a complete description of their services in an official letterhead. Interested vendors
are required to submit the Bid Form:
Section 7. Evaluation Process
A selection panel made up of representatives of the City of Casa Grande will read, review, and evaluate the
submittals based on the required information. Award shall be made in the best interest of the City, taking into
consideration all the required information, plus the response to the required questions.
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Appendix A: Sample Services Contract
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