Addendum #1

Page 4, Section 2. currently states:
"Bids will be accepted until Friday, May 23, 2025, at 11:00 a.m. local time".

Corrected to:
Bids will be accepted until Wednesday, May 21, 2025, at 11:00 a.m. local time.

Addendum #2

Q1: Item #1.0 and Item #2.0 - Audit letter mailing.  The bid specifications have a flat size of 8.5 x 11 and call for two nested sheets. Please confirm the flat size is 17 x 11
A1: It has to be two different pages, so if they print on an 11x17 and then cut to (2) 8.5x11 then that's fine. 

Q2: Item #1.0 and Item #2.0 - The bid specifications say Item #1.0 says variable data and Item #2.0 calls for variable data addresses. Please confirm the only variable data is the address block
A2: Yes, variable data is the address block.

Addendum #3

Question: Can the mailing be inserted into the mail stream anywhere or will it be required to be dropped at a post office affiliated with the indicia provided?

Answer: Can be dropped off at any post office in IL or out of state. 

Addendum #4

Q1: Would the county be open to mailing both items in a #10 window envelope and changing the location of variable addresses? Rather than wafer sealing. Item 1 becomes a 2 page set and Item 2 becomes a 1 page set.
A1: Yes, the County would be open to this.

Q2: Regarding Item 1.0, the flat size posted is 11” x 25.5” for the three pages. Are files transmitted three pages per image? Could we run them 8.5x11 cut sheet, or is it required to be printed on a flat 25.5”x11” sheet and cut?
A2: We transmit the file 1 page per image in either Word or PDF. 

Q3: In the provided samples, the Permanent Vote by Mail notice (1.0) has quality controls, however the audit letter (2.0) does not. Are you open to us using our internal quality controls to ensure mail is properly delivered?
A3: Yes, we’re open to them using their internal controls. Audit letter must be sent first class.

Q4: May we mail the project at our local USPS distribution center using our Mail Anywhere Status rather than ship to Lake County? This will result in greater savings.
A4: Refer to previous addendums; can be dropped off at any post office, audit letter must be sent first class.

Q5: What is the expected award date?
A5: Tentative expectation is July Board meeting, but this is subject to change.

Q6: When is the expected first mailing under this contract?
A6: Per the bid documents Specifications Section 1. Description:

Tentatively, the schedule for the voter audit mailing will be: August 2025, August 2027, August 2029, August 2031.
...
Tentatively, the schedule for the Permanent Vote by Mail Notice will be: August 2026, August 2028, August 2030.

Addendum #5

Q1: Who is the incumbent vendor for this project?
A1: Fort Orange Press 

Q2: In what year was this project last awarded?
A2: 2024, did not need RFP process. 

Q3: What were the award amounts for Voter Audit mailing in Aug 2023 and the VBM notice for Aug 2024?
A3: Audit - $47,491 Permanent Vote by Mail - $43,798, not including postage. 

Q4: Does the “Buy Local” carry any numerical discount preference for the local bidder or are all bidders’ estimates considered equally? 
A4: Clerk is agnostic.

Q5: Regarding Addendum 4 clarification that the Voter Audit mailing is FCM, but is the Permanent VBM notice also sent Presorted First Class Mail or Standard mail?
A5: The audit must be sent by First Class Mail, but the Permanent Vote by Mail mailing should be sent by standard mail. 

Q6: Does list hygiene require NCOA and CASS by vendor?
A6: No. For the audit, we must send it to the mailing address (or residential address if there is not mailing address) on file. 

Q7: Are USPS postal costs to be bid as a separate line item or included in total overall cost of each mailing?
A7: We can pay from our USPS bulk mail account. 

Q8: What are the typical SLA production turn around and drop requirements from receipt of data from county?
A8: For the audit, we must mail after July 1st due to a grant agreement, for simplicity we indicated the mailing date of August. For the Permanent Vote by Mail mailing, we must mailing within 90 days of election day (first Tuesday after the first Monday in even years). 

Q9: Does the county prefer 30% PCW paper to be used for sustainability standards? 
A9: Preferred but depends on cost. 

Q10: Item 1.0 indicates ink to be 1/1. However, the county clerks name in Sample A shows “blue” ink. Please confirm 1/1.
A10: 1/1 is fine. 

Q11: Regarding file transmission, would the printer be receiving the files all at once or in batches over time?
A11: All at once per mailing.

Q12: Regarding the timing of the mailings, it’s stated that you will work with the printer on the timing to mail with proper execution. Is there a timeline in mind from when you would send the files to the printer until they are mailed? 
A12: Our prior printer, requested 4 week lead time for set up, and q&a. We are open based on the needs of the printer.

Q13: The document requests a list of employees who will be dedicated to Lake County. Would we fulfill the requirement if we list all requested information except the employee’s name? For the privacy of the employee, we do not provide the PII of employees, except for the sales team and management as it is publicly available.
A13: Title of staff is fine.