Election Voting Equipment & Software

Agency: Rock Island County
State: Illinois
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Apr 3, 2024
Due Date: Apr 26, 2024
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Bid Title: Election Voting Equipment & Software
Category: County Clerk's Office
Status: Open

Description:

Request for Proposal (RFP) for -Election Voting Equipment, Voter Registration Software and Election Management Software & Components.

Download document for more information.

Publication Date/Time:
3/29/2024 8:00 AM
Publication Information:
The office of the Rock Island County Clerk has chosen to issue this Request for Proposal (RFP)
Closing Date/Time:
4/26/2024 4:30 PM
Contact Person:
County Clerk, Karen Kinney, 1504 Third Avenue, County Clerk’s Office, Rock Island, IL 61201
Related Documents:

Attachment Preview

Rock Island County, Illinois
Request for Proposal (RFP)
For
-Election Voting Equipment-
-Voter Registration Software-
-Election Management Software &
Components-
County Building
Located at 1504 Third Avenue
Rock Island IL 61201
Contact:
Karen Kinney
309-558-3555
kkinney@rockislandcountyil.gov
Date Issued: March 29th 2024
Due Date: April 26th 2024
Proposals will be delivered in a sealed envelope to c/o Rock Island County Clerk, Karen Kinney,
1504 Third Avenue, County Clerks Office, Rock Island, IL 61201 marked on the outside of the
envelope the following information: PROPOSAL FOR ELECTION EQUIPMENT.
Each proposal shall include a letter of transmittal which bears the signature of an authorized
representative of the firm and 3 copies.
Proposals may be delivered by express mail, regular mail, or in person. Faxed or E-mailed proposals
are not acceptable. Rock Island County will not be responsible for late mail deliveries and no
proposals will be accepted if received after the time stipulated in this RFP.
INTRODUCTION
The office of the Rock Island County Clerk has chosen to issue this Request
for Proposal (RFP) to seek a company(s) response for election voting
equipment, voter registration software, and election management software &
components. Note that a bidder may choose to submit a bid to any number
of these, and need not submit a bid for all items.
EVALUATION CRITERIA
Vendors will be scored on the following scale:
0 - Feature not provided/feature not compliant
1 - Unsatisfactory
2 - Satisfactory
SCOPE OF WORK AND SCORING BREAKDOWN
Project Overview
1. Election Voting Equipment
a. Equipment: Requirements: fully compliant with State
& Federal laws (ADA, HAVA, etc.). Not interfacing
with the Internet. Paper ballots/audit trails.
Compatibility with other election systems in use in the
jurisdiction.
a. 37 vote centers, 5 early voting locations.
i. One tabulator per location, 7 tabulators
for Vote by Mail.
ii. One touch screen (ADA compliance)
per vote center, 20 touchscreens total
for early voting locations.
iii. 20 extra tabulators & touch screens for
back up.
b. Components: Requirements: fully compliant with
State & Federal laws. Printers, batteries, backup
sources, necessary hardware for equipment &
software, scanners, removable memory drives, cases,
ballot paper, etc.
c. Ease of tabulator and touch screen transport.
d. Ease of tabulator and touch screen storage.
e. Ease of use/user friendly tabulators and touch screens.
f. Easy/timely set up of tabulator and touch screen.
g. Ease of ballot building and testing including recording
of ballot for vision impaired (ADA Compliant).
h. Ease of programming a touch screen with ballot style.
i. Timeliness of processing a voter on tabulator and
touch screen.
j. Training: on site for all staff, and applicable
instruction for election judges and election workers.
k. Maintenance: Annual contractual agreements to
maintain the software and equipment and all updates.
Covers equipment cleaning, replacement and/or all
repairs, warranty fulfillment, software recoding,
debugging, module building/modification & rates, and
SCORE
all diagnostics. Disclosure of hidden costs.
l. Established company in Illinois familiar with Illinois
laws.
m. Established company with sizeable full-time work
force that is able to handle the work load.
2. Voter Registration Software
a. Voter Registration Software. Requirements: fully
compliant with State & Federal laws (Judicial Privacy Act,
Permanent Vote By Mail, MOVE, IVRS, etc.). Server
housed on-site. Compatibility with other election systems
in use in the jurisdiction.
b. Software capable of handling work load associated with
county size. Our County has around 85,000 registered
voters, 120 voter precincts, over 143 voting districts.
c. Have the ability to issue posting numbers for vote by mail,
early voting and grace period voting.
d. Allows up to 25 staff users.
e. Ease of coding singular addresses.
f. Ease of coding new voting districts.
g. Training: on site for all staff, and/or instruction if
applicable for election judges and election workers.
h. Maintenance: Annual contractual agreements to maintain
the software. Covers warranty fulfillment, repairs and
updates, software recoding, debugging, module
building/modification & rates, and all diagnostics.
Disclosure of hidden costs.
i. Have the ability to code/add a new address and push new
address with ballot style to vote centers.
j. Have access and ability to change any and all security
codes, key codes for maintenance of security software.
k. Established company in Illinois familiar with Illinois laws.
l. Safely send encrypted results from offsite drop off location
and or voter center.
m. Must be able to create multiple reports like voter list with
vote history, candidate list for each election and a elected
officials list.
n. Must be able to create and/or save letters and notices for
ease of mailing.
3. Election Management Software & Components (APB)
a. Electronic pollbook for use at the 37 vote centers and 5
early voting locations by election judges. Compatibility
with other election systems in use in the jurisdiction.
b. Same-day voter registration (deputy registrars) module to
register & code new registrants or changes to
registrations. Compatibility with other election systems in
use in the jurisdiction.
c. Voter History reporting software. Compatibility with
other election systems in use in the jurisdiction.
SCORE
SCORE
d. Must be able to assign a ballot style in a timely, user
friendly and efficient manner.
e. Have the ability to be connected to the internet but not a
requirement to function.
f. Timeliness of processing a voter.
g. Must be able to hold address file for Deputy Registrars
and be able to receive new addresses and ballot styles
from Election Authority.
h. Software capable of handling workload associated with
county size. County has 85,000 registered voters, 120
voter precincts, over 143 voting districts.
i. Components: Requirements: fully compliant with State
& Federal laws. Backup sources, necessary hardware for
equipment & software, scanners, removable memory
drives, cases, ballot paper, etc.
j. Training: on site for all staff, and applicable instruction
for election judges and election workers.
k. Maintenance: Annual contractual agreements to maintain
the software and equipment. Covers equipment cleaning,
replacement and/or repairs, warranty fulfillment, software
recoding, debugging, module building/modification &
rates, and all diagnostics. Disclosure of hidden costs.
DATES
1. Public Notice Issued: March 29th
2. Responses Due: April 26th
3. Response Opening: April 30th
4. Finance Committee Recommendation: May 14th
5. Board Contract Approval: May 21th
6. Notice to Proceed Issued
SUBMITTALS
All proposals should include the following:
Transmittal Letter: Including brief introduction to your firm and your interest
in this contract; give main contract name, phone number, fax number and
email address, if available.
Details of Contractors team proposed means and methods to perform work
including associated licensing.
Details on pricing: Including labor rates, material mark ups, construction
management fee and/or any other relevant cost items.
Details on time frames: Including estimated starting date and substantial
completion date.
References: List at least three organizations that you have performed similar
work.
QUESTIONS
The contractor must contact Karen Kinney
Amendments will be issued for clarification on the Rock Island County website if
necessary.
TERMS & CONDITIONS
Terms and Conditions
The County reserves the right to reject any or all responses, to waive any
irregularities or informality in any bids or in the bidding, and to accept or reject any
item or combination of items. The award of bid, if made by the County of Rock
Island, will be to the qualified bidder whose response best complies with all the
requirements set forth in the RFP document.
Right of Rejection
The County reserves the right to accept or reject any and all responses to this RFP.
The County also reserves the right to enter into discussions and/or negotiations with
one or more qualified suppliers at the same time.
Right of Negotiation
The County reserves the right to negotiate with the lowest and/or best proposer after
proposal opening and establishment of the low cost/responsible bidder, before the
contract is awarded and/or after contract award. The County reserves the right to
negotiate the exact terms and conditions of the contract with the selected proposer.
Codes & Regulations
Proposer must comply with all applicable State and Federal Laws.
Indemnification
The bidder shall agree to indemnify and hold harmless the County, their officers and
employees, from and against any and all claims, losses, judgments, liabilities or
claims for attorneys' fees arising out of or resulting in whole or in part from the acts,
errors, omissions or negligence of the provider's employees or agents. The duty to
indemnify shall survive the expiration of the contract.
Questions/ Addenda
Any questions concerning the conditions or specifications shall be directed to the
designated contact person. Addenda items will be posted on the Rock Island
County Website. It is the bidders responsibility to check and verify that addenda
have been issued. Failure to acknowledge addenda may result in the offer not
being considered.
Insurance Required
The successful bidder is required to furnish evidence of the following insurance
requirements. Work may not commence until the Certificates of Insurance have
been received. The coverage requirements are as follows:
WorkersCompensation Insurance
The Contractor shall procure and maintain during the life of this contract, Workers
Compensation Insurance, including EmployersLiability Coverage, in accordance
with all applicable statutes of the State of Illinois.

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