DEPARTMENT: Public Services and Revenue Administration
FILE TYPE: Consent Action
TITLE
title
Authorization To Award Bid And Execute Contract For Printing And Mailing Of Election Ballots
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PURPOSE/ACTION REQUESTED
Authorize the Public Services and Revenue Division Director, or their designee, to award bid and execute a contract with SeaChange for furnishing, printing, and mailing of optical scan ballots.
SUMMARY
The County is required to purchase and appropriate ballots for use during upcoming elections. The number of ballots needed is estimated based on the number of registered voters and past voter turnout. The actual size of the ballot that will be printed is determined by the number of candidates and questions.
The current mailed ballot assembly process is an inefficient, manual process. An automated ballot assembly process will reduce errors and improve efficiency. Nearly all absentee ballots now originate from Dakota County as a result of the 2024 joint powers agreement with the cities, towns, and school districts in the County for absentee ballot services. The volume of absentee ballots has also grown nationally in the wake of the COVID pandemic and legislation expanding mail balloting and establishing a permanent absentee program.
Staff published a Request for Proposals on April 1, 2024 and five proposals were received by the stated deadline of April 15, 2024. As part of the bid process, respondents were required to submit sample ballots that were tested by Elections staff to determine that the ballots meet statutory and electronic tabulation requirements.
Four companies offered the mailing service in addition to ballot printing. SeaChange's comprehensive cost of a mailed ballot packet was the lowest among all bidders and their test ballots meet statutory and electronic tabulation requirements. SeaChange produces over 75 percent of the absentee and election day supplies used in the State of Minnesota. They currently print ballots for 54 count...
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