WS2306587737 Unvalidated DL_SSN Letters

The North Carolina State Board of Elections is soliciting bids to produce and mail approximately 241,000 Unvalidated DL/SSN notification letters to voters whose records lack validated driver’s license numbers or the last four digits of their Social Security numbers, as required under the Help America Vote Act and state law. The vendor must print single-sided, black-and-white 8.5x11 letters based on a state-provided sample, using standard #10 envelopes with voter addresses visible in the window, and include pre-addressed, pre-paid return envelopes for voters to respond. The outgoing envelopes must display the State Board of Elections return address, the USPS Official Election Mail logo, and a specific return-to-sender notification checkbox in Arial size 11 font on the front lower left corner. The vendor is responsible for supplying market-rate postage for outgoing mail, while the State will provide Business Reply Mail for return envelopes. All mail must enter the postal stream no later than September 18, 2026, with the vendor required to coordinate a virtual kickoff meeting within three days of contract execution, submit a PDF sample of the letter within the same timeframe, and provide proofs of both outgoing and return envelopes for approval prior to printing. Weekly project updates must be communicated via email or virtual meetings until completion. The solicitation is an Invitation for Bid issued through the Ariba Sourcing Tool, with responses due by 4:00 PM EST on July 27, 2026. Pricing must be submitted via Attachment A, with no guaranteed minimum or maximum quantities; the award will go to the lowest-priced responsive and responsible bidder who meets all specifications. Vendors must be registered North Carolina vendors in good standing with an eVP number, comply with E-Verify requirements if employing over 25 people in the state, and certify adherence to fair employment and ethics laws, including prohibitions on gifts to state employees. Subcontracting is prohibited without prior written consent, and key personnel changes require approval. Invoices must be submitted electronically to accounts.payable@ncse.gov with specific required fields and will only be paid after inspection and formal acceptance by the Contract Manager within ten calendar days of delivery. The vendor must also complete registration with the NC Secretary of State within ten business days of award, and all materials must be printed and assembled in accordance with exact formatting and branding guidelines provided by the State.