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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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 Clerk’s 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

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

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 Contractor’s 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 bidder’s 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:

Workers’ Compensation Insurance

The Contractor shall procure and maintain during the life of this contract, Workers’

Compensation Insurance, including Employers’ Liability Coverage, in accordance

with all applicable statutes of the State of Illinois.

Election Voting Equipment & Software

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See Also

Bid Title:	Election Voting Equipment & Software
Category:	County Clerk's Office
Status:	Open