Montgomery County Board of Elections Ballot Printing and Mailing Services - PP-2026-0067
Montgomery CountyCounty · Dayton, OH- Due
- Jan 13, 2027
- 77 days left
- Posted
- Oct 16, 2026
- Contract term
- 2 years
- Primary contact
- Ron Strong
- (937) 255-4699
The 30-second brief
The Montgomery County Board of Elections in Dayton, Ohio is issuing a Request for Proposal (PP-2026-0067) to select a reliable vendor for absentee ballot printing, variable-data processing, automated packet assembly, mailing preparation, and daily delivery services across 381 precincts serving approximately 375,000 registered voters. The scope encompasses ES&S certified 80 lb. opaque white ballot stock, stub numbers with 1-D barcodes, outbound and return envelopes, voter ID envelopes, insertion, USPS bar-coding and presorting, secure HTTP/FS upload sites, and test-deck production in accordance with Ohio Revised Code and Secretary of State standards. The initial contract term is two years (2027-2028) with an option to extend for one additional two-year term (2029-2030). Estimated quantities per order range from 5,000 to 80,000 envelope packets. Proposals are due by January 13, 2027, at 1:30 pm via the OpenGov Procurement portal. Proposer questions are due by December 1, 2026. Evaluation criteria include experience, production capacity, technical approach, regulatory compliance, and price.
Outbound OE Envelope 6 1/8" x 9 5/8" packets (including Return Envelope, ID Envelope, Ballot, And Insert), Artwork Cost, Setup Cost
Experience and Past Performance (20%), Production Capacity and Ability to Meet Required Timelines (20%), Technical Approach, Accuracy, and Quality Control (20%), Data Security, Mailing, and Regulatory Compliance (20%), Price (20%)
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Summary
The Montgomery County Board of Elections in Dayton, Ohio is issuing a Request for Proposal (PP-2026-0067) to select a reliable vendor for absentee ballot printing, variable-data processing, automated packet assembly, mailing preparation, and daily delivery services across 381 precincts serving approximately 375,000 registered voters.
The scope encompasses ES&S certified 80 lb. opaque white ballot stock, stub numbers with 1-D barcodes, outbound and return envelopes, voter ID envelopes, insertion, USPS bar-coding and presorting, secure HTTP/FS upload sites, and test-deck production in accordance with Ohio Revised Code and Secretary of State standards. The initial contract term is two years (2027-2028) with an option to extend for one additional two-year term (2029-2030). Estimated quantities per order range from 5,000 to 80,000 envelope packets. Proposals are due by January 13, 2027, at 1:30 pm via the OpenGov Procurement portal. Proposer questions are due by December 1, 2026. Evaluation criteria include experience, production capacity, technical approach, regulatory compliance, and price.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
Outbound OE Envelope 6 1/8" x 9 5/8" packets (including Return Envelope, ID Envelope, Ballot, And Insert), Artwork Cost, Setup Cost
REQUIRED ATTACHMENTS
6- Form 3: Disclosure Policy
- Form 4: Tax Delinquent (Notarized)
- Table of Organization / Personnel
- Full Proposal
- Redacted Proposal
- Certificate of Good Standing / Power of Attorney
- Submit to
- https://procurement.opengov.com/portal/montgomerycountyoh
- Duration
- 48 months
- Scope location
- Dayton, OH
Questions about this RFP
How do I respond to this RFP from Montgomery County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 13, 2027. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/montgomerycountyoh. For questions, contact Ron Strong.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Montgomery County in OH, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Ron Strong at (937) 255-4699. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Outbound OE Envelope 6 1/8" x 9 5/8" packets (including Return Envelope, ID Envelope, Ballot, And Insert), Artwork Cost, Setup Cost. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Experience and Past Performance (20%), Production Capacity and Ability to Meet Required Timelines (20%), Technical Approach, Accuracy, and Quality Control (20%), Data Security, Mailing, and Regulatory..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Montgomery County?
All active and historical solicitations from Montgomery County are tracked and searchable. As a county agency, Montgomery County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 2 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of January 13, 2027, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Form 3: Disclosure Policy, Form 4: Tax Delinquent (Notarized), Table of Organization / Personnel, Full Proposal, Redacted Proposal, Certificate of Good Standing / Power of Attorney. Review the full document from Montgomery County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Dayton, OH. Review the full solicitation for detailed scope requirements.