Vote by Mail Packet Processing

Agency: Beaver County
State: Pennsylvania
Type of Government: State & Local
Posted Date: Oct 4, 2023
Due Date: Nov 13, 2023
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  • Vote by Mail Packet Processing
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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
    I.
    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
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    1
    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    proposals are valid for acceptance by the County of Beaver and may not be withdrawn for a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
    2
    I.
    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.
    3
    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
    4

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