About this opportunity
AI summaryThe Beaver County Clerk seeks bids for a one-year digital ballot printing service contract. The contractor must digitally print, cut, perforate, stitch, package, and deliver regular, absentee, and sample ballots in 8.5 by 14.0-inch, 8.5 by 17.0-inch, and 8.5 by 19.0-inch sizes from provided Adobe PDF files. Bidders must quote unit prices F.O.B. Beaver County, with prices including all freight and shipping charges. Bidders must submit sealed bids marked "SEALED BID #1" to the Beaver County Clerk's Office by November 20, 2026, at 5:00 P.M. Submissions must include the Invitation to Bid, a signed and notarized Non-Collusion Affidavit, and proof of at least $1,000,000.00 in liability insurance and Workmen's Compensation or a Certificate of Non-Coverage. The Board of Beaver County Commissioners will publicly open and consider bids on November 23, 2026, at 10:00 A.M.
Buyer and opportunity details
- Client
- BEAVER COUNTY CLERK
Scope of work
- Digital printing and delivery of regular ballots (8.5 x 14.0, 8.5 x 17.0, and 8.5 x 19.0 inches)
- Digital printing and delivery of absentee ballots (8.5 x 14.0, 8.5 x 17.0, and 8.5 x 19.0 inches)
- Digital printing and delivery of sample ballots (8.5 x 14.0, 8.5 x 17.0, and 8.5 x 19.0 inches)
- Furnishing all 28# Bond official ballot paper stock, materials, and equipment
- Micro perforation of ballot stubs at 36 perforations per inch
- Stitching regular and absentee ballots into books of 100 or 50
- Shrink-wrapping and packaging ballots in reinforced corrugated cartons sealed with tamper-proof tape
- Delivery F.O.B. destination to the County Election Board office
Minimum qualifications
- Approved by the State Election Board upon successful completion of the digital ballot printing certification process pursuant to 230: 25-21 of the Oklahoma Administrative Code
- Certified as capable of digitally printing ballots for use in Oklahoma with the Hart InterCivic eScan A/T voting device and Hart InterCivic Ballot Direct software
- Printing equipment must produce documents at 600 dpi or higher
Documents to include with your response
- Invitation to Bid (SA&I FORM NO. 1-4040)
- Signed and notarized Affidavit of Non-Collusion
- Proof of liability insurance or Certificate of Non-Coverage
- Ballot Pricing Form
- Color distinction method description
- Completed Digital Ballot Printing Certification / State Election Board approval credentials
Key dates
- Date Issued
- November 2, 2026
- Bids due
- November 20, 2026 at 5:00 P.M.
- Bid opening
- November 23, 2026 at 10:00 A.M.
- Contract start
- January 1, 2027
- Contract end
- December 31, 2027
How to submit
- Method
- Sealed hard copy
- Instructions
- Submit in a sealed envelope (one to an envelope) clearly marked 'SEALED BID #1' with the bid number and closing date written on the outside to the Beaver County Clerk's Office, Beaver County Courthouse, P.O. Box 338, Beaver, Oklahoma 73932.
Contract details
- Term
- Twelve (12) month contract from January 1, 2027 through December 31, 2027
- Place of performance
- Beaver County, Oklahoma
- Insurance and bonding
- At least $1,000,000.00 liability insurance and Workmen's Compensation required for services or contract labor, or a Certificate of Non-Coverage.