IFB #26-23-BOE BALLOTS FOR 2026 STATEWIDE PRIMARY

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services
Posted Date:	Dec 19, 2025
Due Date:	Jan 5, 2026
Solicitation No:	600IFB #26-23-BOE
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Solicitation Number:	600IFB #26-23-BOE
Project Title:	IFB #26-23-BOE BALLOTS FOR 2026 STATEWIDE PRIMARY
Description:	IFB #26-23-BOE BALLOTS FOR 2026 STATEWIDE PRIMARY
Opening Date:	1/5/2026 12:00 PM
Posted Date:	12/20/2025
Status:	Open
Department:	COUNTY OF CUMBERLAND


Solicitation Number * 600IFB #26-23-BOE	Department COUNTY OF CUMBERLAND	Status Reason Open
Opening Date 2026-01-05T12:00:00.0000000	Posted Date * 2025-12-19T18:38:47.0000000Z	Commodity Code Paper materials
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Jessica Hullender
Description IFB #26-23-BOE BALLOTS FOR 2026 STATEWIDE PRIMARY

Attachments IFB #26-23-BOE Ballots for 2026 Statewide Primary.pdf (198.86 KB)

Attachment Preview

BOARD OF ELECTIONS

INVITATION FOR BID

#26‐23‐BOE BALLOTS FOR 2026 STATEWIDE PRIMARY

December 19, 2025

TO:

FROM:

RE:

Prospective Contractors

Vicki Hilburn, Deputy Director, Board of Elections

IFB #26-23-BOE Ballots for 2026 Statewide Primary

Cumberland County Board of Elections is soliciting bids for election ballots for the 2026 Statewide Primary.

Specifications – See Below

Bids will be received in the Board of Elections Office, 227 Fountainhead Lane, Suite 101, Fayetteville, NC 28301 at any

time before 12:00 P.M, as per the clock located in the Board of Election Division office, Monday, January 5, 2026.

Clearly mark each package with vendor name and IFB number. Bids may also be submitted by e-mail to

vhilburn@cumberlandcountync.gov , subject line MUST read “IFB #26-23-BOE Ballots for 2026 Statewide Primary”.

It is the sole responsibility of the vendor to ensure that the bid reaches the destinations listed above by the designated time

and hour. If submitting by e-mail, it is recommended that vendors obtain confirmation that e-mail was received. Bids

received after the specified date and time will be deemed non-responsive and cannot be considered for award. Important

Note: The Execution of Bid (Attachment A) and all other required forms must be completed, signed and submitted

with bids. If notary is required, it MUST be notarized.

Should additional information be necessary to prepare a bid, written questions via e-mail relating to such information may

be submitted to vhilburn@cumberlandcountync.gov no later than 12:00 P.M., Monday, December 29, 2025. Written

questions and responses will be shared with all prospective vendors. Vendors shall rely only on written material contained

in an Addendum to this IFB. Each vendor submitting a bid, including its representatives, subcontractors, and

suppliers, is prohibited from having any communication with any employees or members of the board of

commissioners of the County except those employees as designated in this IFB. A vendor who does not comply with

this provision may be disqualified from award of the contract.

This solicitation, all attachments and addenda are incorporated herein by reference to any executed contract resulting from

this invitation for bid. By submitting a bid, the vendor agrees to meet all stated requirements, specifications, and terms and

conditions stated in this solicitation. If a vendor is unclear about a requirement or specification or believes a change to a

requirement would allow for the County to receive a better bid, the vendor is urged and cautioned to submit these items in

the form of a question during the question and answer period.

All addendums and/or corrections will be sent by e-mail to vendors who submit an intent to bid and be posted to the

Cumberland County Vendor Self Service site https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx.

!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The bid must not contain any information

marked as “confidential” or as a “trade secret” or in any other manner as to indicate that it is information protected by the

Trade Secrets Protection Act ( the “Act”) as set out in Article 24 of Chapter 66 of the North Carolina General Statutes,

unless the Vendor has noticed the County Department of its intent to designate any information in the bid as such and

received permission from the County Department to do so in writing. Vendor’s notice to the County Department must be in

Page 1 of 4

writing and must describe the information for which confidentiality is requested and explain how the information is a “trade

secret” as defined in G.S. § 66-152(3). If the County Department determines the information for which confidentiality is

requested is a “trade secret” covered by the Act, it will notify the Vendor how to mark the information in the bid and will

identify the measures that County will take to protect the confidentiality of the information. Vendor’s submission of a bid

after receipt of this notice from the County Department shall be deemed to be acceptance of the County Department’s

statement of how it will maintain confidentiality. If the County Department determines the information for which

confidentiality is requested is not a “trade secret” covered by the Act, it will notify vendor of that determination. Any bid

marked with any information as “confidential” or as a “trade secret” or in any other manner as to indicate that it is

information protected by the Act in violation of this section shall be regarded as not responsive to the invitation for bid and

shall not be considered.

The County reserves the right to inspect any products prior to bid award. Vendor must provide the item for inspection or a

sample within five (5) calendar days of the date the request is made.

The County reserves the right to reject any and all bids.

ITEM SPECIFICATIONS

 Ballots for the 2026 Statewide Primary

 Quantity of 250,000

 Size: 8 ½ x 14

 Double-sided

 No corner cut

 Wrapped in packs of 100

 Boxed by Precinct

 Printed by Precinct

 Must be compatible with, and certified to use, ES&S equipment.

 Ballots needed no later than January 16, 2026, for absentee mail.

 Absentee ballots need to ship immediately and separately.

The specifications included in this package describe the items that the County feels are necessary to meet the performance

requirements of this IFB and shall be considered the minimum standards expected of the bidder. However, the specifications

are not intended to purposefully exclude potential bidders.

If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit questions and

concerns regarding the specifications during the question and answer period described above.

If the vendor does not submit questions or concerns regarding the specifications, the County shall assume it is able to fully

comply with these specifications. The County shall be the sole and final judge of compliance with all specifications. The

County further reserves the right to determine the acceptability or unacceptability of any and all alternatives or deviations.

METHOD OF AWARD

IFB will be awarded based on the lowest responsive, responsible bidder method of award.

VENDOR’S RESPONSE REQUIREMENTS

Vendors must include the following in their bid:

 Quote including any additional fees or charges. List sales tax separately in your bid. If discount is available

for prompt payment or bulk order, identify terms so it may be considered in analyzing bid.

 State Certification documentation: Certified by Election Systems & Software (ES&S)

 The Execution of Bid (Attachment A) must be completed, signed and submitted with bids.

List all other terms and conditions, considerations and fees. Please attach additional sheets, if necessary.

Page 2 of 4

SUITABILITY

Vendors are requested to offer only comparable items which will provide the equivalent capabilities, called for herein. The

County reserves the right to evaluate all bids for suitability for the required use and to award the one best meeting

requirements and considered to be in the County's best interest. If vendor is providing a quote on comparable item and not

the exact item listed, vendor is responsible for providing literature proving comparable qualities. The specifications are not

intended to purposefully exclude potential bidders.

ALTERNATE BIDS

Vendor may submit alternate Bids to propose different options. Alternate Bids must specifically identify the IFB

requirements and advantage(s) addressed by the alternate Bid. Any alternate Bid, in addition to the marking described above,

must be clearly marked with the legend: “Alternate Bid #___ [for ‘name of Vendor”]. Each Bid must include specific

pricing.

TERMS AND CONDITIONS

IRAN DIVESTMENT ACT: As provided in N.C.G.S. 147-86.55-69, any person identified as engaging in investment

activities in Iran, determined by appearing on the Final Divestment List created by the North Carolina State Treasurer

pursuant to G.S. 147-86.57(6) c, is ineligible to contract with the County of North Carolina or any political subdivision of

the COUNTY.

E-VERIFY: CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes.

Further, if Contractor utilizes a subcontractor, CONTRACTOR shall require the subcontractor to comply with the

requirements of Article 2 of Chapter 64 of the General Statutes.

DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL: The CONTRACTOR certifies that it has not been

designated by the North Carolina State Treasurer as a company engaged in the boycott of Israel pursuant to N.C.G.S. 147-

86.81. It is the responsibility of each CONTRACTOR to monitor compliance with this restriction. Contracts valued at less

than $1,000.00 are exempt from this restriction.

INSURANCE REQUIREMENTS:

Providing and maintaining adequate insurance coverage is a material obligation of the CONTRACTOR and is of the essence

of this Contract. All such insurance shall meet all laws of the County of North Carolina. Such insurance coverage shall be

obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of

Insurance to do business in North Carolina. The CONTRACTOR shall at all times comply with the terms of such insurance

policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing

North Carolina laws or this Contract. The limits of coverage under each insurance policy maintained by the CONTRACTOR

shall not be interpreted as limiting the CONTRACTOR’S liability and obligations under the Contract. During the term of

the Contract, the CONTRACTOR at its sole cost and expense shall provide commercial insurance of such type and with

such terms and limits as may be reasonably associated with the Contract.

ADDITIONAL QUANTITIES: The County reserves the right to request additional quantities at the contracted price.

Page 3 of 4

ATTACHMENT A: EXECUTION OF BID

EXECUTION

In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned vendor offers and

agrees to furnish and deliver any or all items/services upon which prices are bid. By executing this bid, the undersigned

vendor certifies that this bid is submitted competitively and without collusion, that it and its principals are not presently

debarred, suspended, proposed for debarment, declared ineligible from covered transactions by any Federal or State

department or agency. Furthermore, the undersigned vendor certifies that it and its principals are not presently listed on the

Department of State Treasurer’s Final Divestment List as per N.C.G.S 147-86.55-69.

The potential Contractor certifies and/or understands the following by placing an "X" in all blank spaces:

_______

The County has the right to reject any and all bids or reject specific bids with deviated/omitted information,

based on the County’s discretion if the omitted information is considered a minor deviation or omission.

The County will not contact vendors to request required information/documentation that is missing from a

bid packet. Additionally, if the County determines it is in its best interest to do so, the County reserves the

right to award to one or more vendors and/or to award only a part of the items specified in the IFB.

This bid was signed by an authorized representative of the Contractor.

The potential Contractor has determined the cost and availability of all materials

and supplies and costs associated with performing any services outlined herein.

All labor costs associated with this project have been determined, including all

direct and indirect costs.

The potential Contractor agrees to the conditions as set forth in this IFB with no exceptions.

Selection of a contract represents a preliminary determination as to the qualifications of the vendor. Vendor

understands and agrees that no legally binding acceptance offer occurs until the Cumberland County Board

of Commissioners, or its designee, executes a formal contract and/or purchase order.

Therefore, in compliance with the foregoing IFB, and subject to all terms and conditions thereof, the undersigned offers and

agrees to furnish the items/services for the prices quoted within the timeframe required. Vendor agrees to hold firm offer

through contract execution.

Failure to complete, execute/sign (E-signature or handwritten) bid prior to submittal shall render the bid invalid

and it WILL BE REJECTED.

VENDOR:

STREET ADDRESS:

P.O. BOX:

ZIP:

CITY & COUNTY & ZIP:

TELEPHONE

NUMBER:

TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO

VENDORS ITEM #10):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF FAX NUMBER:

VENDOR:

VENDOR’S AUTHORIZED SIGNATURE:

DATE:

EMAIL:

Page 4 of 4

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

IFB #26-23-BOE BALLOTS FOR 2026 STATEWIDE PRIMARY

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also