E-Polls RFI 1.9.25_final.pdf

Commonwealth of Massachusetts – Request for Information

Issued by the Executive Office of Labor and Workforce Development

Respondents to this Request for Information (RFI) are invited to respond to any or all of the questions in this document. Responses to this RFI shall serve solely to assist the Commonwealth in understanding the current state of the marketplace with regards to the solicited information or to inform the development of a possible solicitation for a Request for Responses (RFR) or Request for Quotes (RFQ) in the future. This RFI does not in any way obligate the Commonwealth to issue or amend a solicitation or to include any of the RFI provisions or responses in any solicitation. Responding to this RFI is entirely voluntary and will in no way affect the Commonwealth’s consideration of any proposal submitted in response to any subsequent solicitation, nor will it serve as an advantage or disadvantage to the respondent in the course of any RFR or RFQ that may be subsequently issued or amended.

IN ACCORDANCE WITH M.G.L. C. 66 AND M.G.L. C. 4, § 7 (26), THIS RFI AND

ALL RESPONSES HERETO SHALL BECOME PUBLIC RECORD, AND CAN BE

OBTAINED FROM THE EOTSS LEGAL UNIT BY SUBMITTING A REQUEST AT

https://www.mass.gov/executive-office-of-technology-services-and-security-prr. ANY

PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL

STILL BE CONSIDERED PUBLIC RECORD.

Please Note: This is a single document associated with a complete RFI that can be found on www.COMMBUYS.com. All Respondents are responsible for reviewing and adhering to all information, forms and requirements for the entire RFI. Respondents may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk County holidays.

1. General Procurement Information

a. General Information

Purchasing Agency: Executive Office of Labor and Workforce Development (EOLWD)

Address: 100 Cambridge St., Boston, MA 02114

Procurement Contact: Carol McQuilken, Contract Specialist III

Telephone: 617-626-6529

Email: carol.m.mcquilken2@mass.gov https://www.mass.gov/executive-office-of-technology-services-and-security-prr http://www.commbuys.com/ mailto:COMMBUYS@state.ma.us mailto:carol.m.mcquilken2@mass.gov

COMMBUYS Number: BD-25-1043-DAO01-32500-111122

b. Timeline

Times are Eastern Time (US), as displayed on the COMMBUYS system clock displayed to Respondents after logging in. Respondents are required to monitor COMMBUYS for changes to the procurement calendar for this Request.

2. Introduction and Purpose of the RFI

EOLWD cultivates a skilled workforce across industries, provides economic stability for workers affected by job loss, injury, or illness, and upholds standards for safe working conditions. In particular, the Department of Labor Relations (DLR) is responsible for promoting stable, productive and cooperative relationships between public employers and their represented employees by administering and enforcing the Commonwealth's collective bargaining laws.

The Commonwealth of Massachusetts Executive Office of Labor and Workforce Development is soliciting information from vendors nationwide regarding electronic election services. Massachusetts Ballot Question #3 (M.G.L. c.150F) passed on November 5, 2024, and became effective January 3, 2025, providing for unionization and collective bargaining for transportation network drivers. EOLWD/DLR will be responsible for conducting an election, if necessary, to determine whether a union would be certified to represent these transportation network drivers. EOLWD may also need election services in later years. One scenario is if the drivers want a vote to decertify the union, EOLWD/DLR would need the selected Bidder’s services to run an election. A second scenario is where the parties reach an impasse in negotiations. EOLWD/DLR would need the selected Bidder’s services to run an election to determine whether to send the parties to binding arbitration. These two scenarios could take place in the future.

Request Activity Date Time

RFI Release Date 01/31/2025 3:00 pm Bidder Questions Due 02/6/2025 3:00 pm Commonwealth Responses posted to COMMBUYS (estimated date)

02/10/2025 3:00 pm

Deadline for Responses (“Bid Opening Date/Time” in COMMBUYS)

02/14/2025 3:00 pm

The purpose of this RFI is to elicit the advice and best analysis of knowledgeable persons in the vendor community to enable the Executive Office of Labor & Workforce Development (EOLWD) to craft a potential future solicitation for electronic election services.

3. Information Solicited

EOLWD/DLR is seeking an understanding about an electronic voting solution; ones that may utilize information from a written and approved Election Agreement/Direction of Election combined with data provided by an employer to facilitate the running of electronic elections. When the time comes, EOLWD/DLR will oversee the election.

Existing Systems

• Please describe the functionality of existing systems’ including how they support the automation of election-specific notices and voter-specific instructions, secure voting, and result tabulation.

• In the market of existing systems, how are election results presented and managed, particularly in cases where results are challenged or require auditing?

• What kind of testing, training and support is available within this market?

• Please include in your response information about best practices for electronic voting.

Some parameters/capabilities in which EOLWD/DLR is interested include, among other things: The ability to vote by logging into a computer or mobile website and voting on the website, where logins shall be permitted from a computer on a network or a smartphone. The ballot system shall require ‘Access Credentials’ for voters and specified EOLWD/DLR officials shall have access to all election/voting data. The ballot system shall permit a public entity such as EOLWD/DLR to conduct an election from beginning to end without requiring the direct, personal involvement of a third party

• Under the newly passed law, EOLWD/DLR requires e-voting ballots for elections among one voting group. The system shall be able to authorize ballots for large elections of more than 70,000 voters. It should also have multi language support and usability for diverse populations. Does the electronic voting services market have the capability to meet or exceed these requirements?

Future Systems Please include in your response any insights your company may have into the future of the electronic voting experience.

• For instance, what role will Artificial Intelligence play in electronic voting, if any?

• How will electronic voting systems continue to safeguard Protected Personal Information (PPI) in light of increasingly malicious cyber threats?

• Furthermore, how do and will electronic voting systems ensure data integrity, including compliance with relevant standards and contingency measures for system failures or disputes.

• Are there actions that state personnel, in this case within the Department of Labor Relations, can or should do from an operational perspective to prepare to solicit quotes from specific vendor(s) for these services?

• What current industry practices or technology will become obsolete in the next several years, during the timeframe EOLWD/DLR will require these voting services?

• What are the trends in the industry’s technology, data security, and operational practices for large-scale, public elections that must meet statutory requirements as well as ease of use, accuracy and data security from the voter/employees’ perspective?

• EOLWD understands the cost of an electronic voting system in which EOLWD may be interested will vary on a case-by-case basis and will come to fruition only after a competitive bid and contract negotiations. Nevertheless, please provide in your response any information common to the industry, regarding budgetary information, including estimated costs for system implementation, ongoing maintenance, training, and technical support, along with any additional charges that may apply.

• Responses to this RFI should include information that will be useful to EOLWD in subsequently drafting more detailed procurement solicitation(s) related to the electronic election services. Your response to this RFI will not preclude your organization’s participation in the subsequent solicitation from EOLWD/DLR.

Response Organization

In its answer to this RFI, please provide a cover letter with the following information:

a. Company Name (please list parent company as well)

b. Company Address

c. Company Website

d. List any membership on the Commonwealth’s statewide contracts (no membership is required to respond to this RFI)

e. Contact name and information (e-mail address required)

4. General Instructions

Please note that this is an RFI issued solely for the purpose of obtaining information.

Nothing in this RFI shall be interpreted as a commitment by EOLWD to enter a contract with any respondent to make any procurement or to any subsequent Request for Proposal or Request for Quote.

a. This RFI has been posted on January 31, 2025

b. Respondent Questions. Potential Respondents who have questions regarding this RFI may submit them via COMMBUYS. Responses to inquiries and clarification questions will be provided electronically to all interested parties via a posting on COMMBUYS.

c. Informational Sessions. There will be no informational session associated with this RFI.

d. Response Submission. All responses to this RFI are due no later than 3:00 p.m. on February 14, 2025. Respondents should submit one (1) electronic copy via COMMBUYS. All responses must include on the first page the official name (if any) of the firm or entity submitting the response. Please consecutively number all pages of the response.

e. Response Content. Vendors should include a response to each of the bullets set forth in section 3 of this RFI.

f. Response Format. EOLWD requests that all responses be submitted with a point-by-point response to each numbered subsection set forth in Section

3. If a respondent opts not to respond to any item(s) that subsection, please note and if possible, include an explanation for the lack of response.

g. EOLWD Contact Information. Please direct all communications, questions, and responses to the following contact:

Carol McQuilken, EOLWD Contract Specialist III 100 Cambridge St. 5th Floor Boston, MA 02114 617.626.6529

E-mail: carol.m.mcquilken2@mass.gov

h. Additional Information. EOLWD retains the right to request additional information from respondents. EOLWD may, at its sole discretion, elect to request formal presentations from certain vendors and/or create an RFR or RFQ which will include the detailed requirements and key success criteria for the procurement and be based, at least in part, on the responses received from this RFI. EOLWD may request further explanation or clarification from any and all respondents during the review process.

5. Costs – No Reimbursement

By submitting a response, respondents agree that any cost incurred in responding to this RFI, or in support of activities associated with this RFI, shall be the sole responsibility of respondent. EOLWD shall not be held responsible for any costs incurred by respondents in preparing their respective responses to this RFI.

6. Review Rights.

Responses to this RFI may be reviewed and evaluated by any person(s) at the discretion of EOLWD, including independent consultants retained by EOLWD now or in the future.

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