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proposals are valid for acceptance by the County of Beaver and may not be withdrawn for a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