Election_Management_System.pdf

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Attached to
Election Management System
Solicitation number
2025-RFP-0012
Issued by
Sacramento County, San Francisco City, California

About this file

This is a Request for Proposal (RFP #2025-RFP-0012) issued by the County of Sacramento for an Election Management System. The RFP seeks a comprehensive voting system solution for the Sacramento County Registrar of Voters, with a focus on implementing a Vote Center voting model. The project aims to replace the current voting technology, leveraging modern technology to enhance transparency, security, and cost-effectiveness. The solicitation covers multiple solution components including remote accessible vote-by-mail ballot management, vote center check-in management, voting system subcategories, on-demand ballot printing, and election results reporting. The RFP was released on April 28, 2025, with a deadline for questions on May 5, 2025, and proposals due on June 2, 2025, at 3:00 pm. The county anticipates awarding the contract on July 30, 2025.

The county serves approximately 906,346 registered voters and conducts two elections per year, with 185 ballot types used in the 2024 General Election. The voting system must comply with the California Voter's Choice Act and support multiple language requirements, including Spanish, Chinese, Vietnamese, Hmong, Korean, Punjabi, Tagalog, Hindi, Japanese, Laotian, Mien, Telugu, and Urdu. The proposal evaluation will occur in two phases: an initial review of written proposals and attachments, followed by product demonstrations, cost evaluations, and reference checks. Proposers must provide detailed information about their solution's capabilities, including system development, installation, training, outreach, and system testing. The county emphasizes the need for a solution that can be deployed across approximately 100 Vote Centers and support various voter services such as in-person voting, ballot drop-off, same-day voter registration, and ballot replacement.

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REQUEST FOR PROPOSAL

2025-RFP-0012

ELECTION MANAGEMENT SYSTEM

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: April 28, 2025

DEADLINE FOR QUESTIONS: May 5, 2025

RESPONSE DEADLINE: June 2, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

Election Management System

1. Definitions

2. Introduction

3. Proposer's Instructions

4. Basis for Award

5. Final Acceptance

6. Project Details

7. Vendor Submissions

8. Sacramento County Standard Terms and Conditions

9. Additional Terms and Conditions

10. Environmental Purchasing Policy

11. Web Accessibility Policy

Request for Proposal #2025-RFP-0012 Title: Election Management System

1. Definitions

Response: The written, signed and sealed complete document(s) submitted according to the proposal instructions. Response does not include any verbal or documentary interaction apart from submittal of a formal Response.

Request/Proposal/Bid: The completed and released solicitation, including all subsequent addenda, made publicly available to all prospective proposers.

We/Us/Our: Terms that refer to the County of Sacramento, a duly organized public entity. They may also be used as pronouns for various subsets of the County organization, including, as the context will indicate:

• Purchasing - the Contracts and Purchasing Services Division of the Department of General

Services.

• Department/Division – The department or division requesting the goods or services contained in this request, for which this PROPOSAL is prepared and which will be the end user of the requested goods or services.

• Constituency – the client base or County population which may benefit from the procurement of goods and/or services requested herein.

You/Your: Terms that refer to businesses/individuals submitting a response. The term may apply differently as the context will indicate.

• Supplier - A business entity engaged in the business of providing services.

• Proposer - A business entity submitting a Response to this proposal. Suppliers which may express interest in this proposal, but who do not submit a Response, have no obligations with respect to the proposal requirements.

• Contractor - The Proposer(s) whose Response to this proposal is evaluated as meeting the needs of the County. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in this proposal.

• Contractor’s Employee - All persons who can be offered to provide the services described in the proposal. All employees of the Contractor shall be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, SDI, etc.).

Mandatory: A required element of this request/proposal/bid. Failure to satisfy any element of this request/proposal/bid defined as “mandatory” will disqualify the particular response.

Default: A failure to act as required by any contract resulting from this request, which may trigger the right to sue or may excuse the other party's obligation to perform under the contract.

Cancellation/Termination: A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request.

“Or Equal”: A statement used for reference to indicate the character or quality desired in a requested product or service. When specified in a proposal document, equal items will be considered, provided the response clearly describes the article. Offers of equal items must state the brand and number, or level of quality. When brand, number, or level of quality is not stated by proposer, the offer will be considered exactly as specified. The determination of the Purchasing Agent as to what items are equal is final and conclusive.

2. Introduction

2.1. Summary

The County of Sacramento Registrar of Voters is dedicated to serving the citizens of Sacramento County by ensuring a fair and transparent election process. Our vision for a Voting System is to implement a solution, or a set of solutions, that strategically fits a Vote Center voting model. By leveraging modern technology, we aim to make the process transparent, secure, and cost-effective. The ideal solution will seamlessly integrate with existing components as needed, and these integration areas are detailed in the system/component requirements matrix.

2.2. Background

County of Sacramento Jurisdiction Environment

The County of Sacramento is located in the northern part of the central valley and has an estimated population of 1,585,055. The County seat is in the City of Sacramento, which has been the state capital of California since 1854. The County is home to seven (7) cities: Sacramento, Elk Grove, Citrus Heights, Folsom, Rancho Cordova, Galt, and Isleton.

Sacramento serves approximately 906,346 voters which includes an extensive population who primarily communicate in a language other than English. Currently four (4) languages are required under the

Federal Voting Rights Act on the County’s ballot including Spanish, Chinese, and Vietnamese in addition to English. Additionally, ten (10) languages are required under Elections Code §14201: Hmong, Korean, Punjabi, Tagalog, Hindi, Japanese, Laotian, Mien, Telugu, and Urdu. These numbers are expected to increase in the coming years.

Registrar of Voters Environment

The County of Sacramento Registrar of Voters is responsible for conducting all local, city, county, state, and federal elections for its citizens, averaging two elections per year. Beginning in 2018, Sacramento

County adopted the Vote Center model of voting as allowed by the Voter’s Choice Act under California

Senate Bill (SB) 450 and subsequently SB1450. This change was driven by the need for greater flexibility and more voting options, and a quickly growing number of voters who requested Vote by Mail ballots.

The County's current Vote by Mail and Vote Center based solution is expanding. Updated equipment designed for mobility and quick deployment at a growing number of Vote Center locations is necessary to keep up with increases in Sacramento County’s voter registration rolls. The Registrar of Voters' commitment to Sacramento County voters requires a convenient, accessible, and efficient voting system solution that ensures accuracy, security, and transparency in the voting process.

Voting Volume Statistics

County of Sacramento voters elect hundreds of municipal and special district officers, school board members, and superior court judges, and help elect representatives in county, state, and federal contests. The number of candidates per major election averages 250 with up to eleven (11) local measures. One hundred eighty-five (185) ballot types were used by the County for the 2024 General

Election.

The County is responsible for administering countywide elections for approximately 906,346 registered voters. In the 2024 Presidential General Election, the County experienced high voter turnout at 75.15%.

Of the 668,416 ballots cast, 492,312 were vote-by-mail ballots and 176,104 were ballots cast at one of

88 Vote Centers. On Election Day, approximately 250,735 Vote by Mail ballots were dropped off in the

60 Drop Boxes strategically located throughout the County. Election materials were provided in English, Spanish, Chinese, Vietnamese, Hmong, Korean, Punjabi, Tagalog, Hindi, Japanese, Laotian, Mien, Telugu, and Urdu. Below is a look at the Vote Center and Drop-Box statistics from recent elections:

Election Registered Voters Total Ballots

Turnout Percent Turnout

Number of Vote

Centers

2020 Primary

Election 824,415 409,773 49.7 84

2020 General

Election 896,090 729,526 81.4 84

2022 Primary

Election 863,423 336,724 39.0 87

2022 General

Election 868,620 484,757 55.8 87

2024 Primary

Election 869,495 347,208 39.9 88

2024 General

Election 907,328 668,416 75.2 88

Total Ballots

Returned by Drop-

Box

2020 Primary

Election 126,371

2020 General

Election 387,653

2022 Primary

Election 137,776

2022 General

Election 126,493

2024 Primary

Election 100,253

2024 General

250,735

Services to be provided

Adhering to factors of growth, trends, and the County’s desire to enhance voter services, Sacramento

County adopted the California Voter’s Choice Act (Senate Bill 450) of 2016, which changes the way

Californians cast their ballots. As background, the California Voter’s Choice Act is a permissive California election law requiring election officials to automatically mail a vote-by-mail ballot to all registered voters for each election. Election officials are required to replace polling places with a certain minimum number of ballot drop-off locations and Vote Centers. In future County elections, there will be over 70 drop-off locations and approximately 100 Vote Centers.

The solution must comply with the California Voter’s Choice Act and each Vote Center must be able to perform certain voter-related services, including enabling voters to:

• Cast a ballot in-person

• Drop-off their voted ballot

• Access same-day voter registration

• Receive a replacement ballot

• Use accessible voting machines

• Access language assistance and translated materials

More details about the specifics of the Voter’s Choice Act can be found on the California Secretary of

State’s website at: http://www.sos.ca.gov/administration/news-releases-and-advisories/2016-news-releases-and-advisories/california-legislature-sends-landmark-election-reform-bill-governor-brown, which includes a detailed press release with links to the Voter’s Choice Act requirements.

California Elections Code section 19006(a) further requires the County use a voting system that the

Secretary of State has approved for use in California. For the purposes of this RFP, the County will only consider voting systems that are certified by the Secretary of State (SOS), for use in California, at the time of the award of the RFP. This certification shall include all Voting Systems, parts of a Voting System, and Ballot Marking Devices.

For additional information on Voting System Certification in California, go to:

http://www.sos.ca.gov/administration/regulations/current-regulations/elections/voting-system-certification-regulations/.

The Voting System shall also meet all requirements of federal law and State of California law/rules that address accessibility of Voting Systems. These laws/rules include:

i. The Help America Vote Act (HAVA) of 2002

ii. The Americans with Disabilities Act (ADA) of 1990

iii. The Federal Rehabilitation Act

iv. The Voting Rights Act (VRA) of 1965

v. The Election Assistance Commission’s Voluntary Voting System Guidelines (VVSG)

vi. State of California Election Code

The Proposer is to customize, configure, test, implement and support a Vote Center solution that fully complies with State and Federal requirements.

2.3. Contact Information

Chris Anderson

Senior Contract Services Officer http://www.sos.ca.gov/administration/news-releases-and-advisories/2016-news-releases-and-advisories/california-legislature-sends-landmark-election-reform-bill-governor-brown http://www.sos.ca.gov/administration/news-releases-and-advisories/2016-news-releases-and-advisories/california-legislature-sends-landmark-election-reform-bill-governor-brown http://www.sos.ca.gov/administration/regulations/current-regulations/elections/voting-system-certification-regulations/ http://www.sos.ca.gov/administration/regulations/current-regulations/elections/voting-system-certification-regulations/

9660 Ecology Ln.

Sacramento, CA 95827

Email: andersonch@saccounty.gov

Phone: (916) 874-7034

Department:

DGS: CAPSD - Procurement

Department Head:

Brandalyn Tramel

Purchasing Agent

2.4. Timeline

Release Project Date April 28, 2025

Question Submission Deadline May 5, 2025, 3:00pm

Addendum Issued (if necessary) May 12, 2025, 3:00pm

Submission Deadline June 2, 2025, 3:00pm

Award Contract July 30, 2025 mailto:andersonch@saccounty.gov tel:(916)874-7034

3. Proposer's Instructions

General Format: Respond to all requests for information and completion of forms contained in this

Request for Proposal. You may use additional sheets as necessary. A qualifying response must address all items. Brochures and advertisements will not be considered a complete reply to requests for information and will not be accepted as such. Proposer is solely responsible for accuracy and completeness of proposal response and for electronically separating confidential documents when submitting their response through SacCountyEbids. Responses considered incomplete may be rejected.

Alteration of Proposal Text: the original text of this proposal document, as well as any attachments, amendments or other official correspondence related to this proposal document, may not be manually, electronically or otherwise altered by proposer or proposer’s agent(s). Any response containing altered, deleted, additional or otherwise non-original text will be disqualified.

Preparation of Response:

A. All responses must be signed by an authorized officer or employee of the responder.

B. Responses must be submitted prior to the specified date and time, using the SacCountyEbids.

Responses delivered by hand, fax, telephone, e-mail, or any postal carrier will not be accepted. If bidder uploads a file to SacCountyEbids, it is bidder responsibility to ensure the file is not corrupt or damaged. If County is unable to open an attachment because it is damaged, corrupt, infected, etc., it may disqualify bidder’s submission. See this training guide for guidance entering your online response.

C. Time of delivery must be stated as the number of calendar days following receipt of the order by the proposer to receipt of the goods or services by the County.

D. Time of delivery may be a consideration in the award.

E. Prices will be considered as net if no cash discount is offered. If a discrepancy between the unit price and the item total exists, the unit price prevails.

F. Shipping Terms: FOB Destination; Payment Terms: NET/30.

Confidential Information/Public Record: All responses become property of the County. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”.

Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

The County will treat all information submitted in a proposal as available for public inspection once the

County has selected a contractor. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/saccounty http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4. Basis for Award

This proposal award will be determined by factors other than price alone. The County’s sole purpose in the evaluation process is to determine from among the Responses received, which one is best suited to meet the County’s needs. Any final analysis or weighted point score does not imply that one proposal is superior to another, but simply that in our judgment the proposal(s) we select offer(s) the best overall solution for our current and anticipated needs. The County reserves the right to make modifications to any scoring and/or weight structure prior to the evaluation of responses. The responses will remain sealed during the proposal evaluation period, and will be made available for public inspection upon notice of proposal award.

Bid responses will be considered valid for a period of 120 calendar days after bid closing date above.

Note: All specifications, terms and conditions of this request will apply to any resulting order.

4.1. Scoring Criteria

Proposals will be scored on pricing and other factors in your proposal such as ability to meet the requirements of the RFP, experience, references, risk assessment, etc. Contract(s) will be awarded to the highest scoring proposer(s).

4.2. Proposal Award

Any exceptions to the requirements of this RFP must be listed in the Solicitation Exceptions response of the Vendor Submissions section of this solicitation.

The County reserves the right to make a single award, multiple awards, or no award at all to this RFP, or to procure any materials, equipment or services specified in this RFP by any other means, or to determine that no project will be pursued. In addition, the RFP may be amended, canceled, or reissued as necessary to meet requirements. The County reserves the right to waive or correct any informalities and minor irregularities in proposals received. The County reserves the right prior to proposal submission deadline, to modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals.

The evaluation factors reflect the totality of considerations to be used in evaluating the requested

Proposal responses. While cost is important, other factors are also significant, and the County may not select the lowest cost proposal. The objective is to choose the proposal that offers the highest quality product and services and will achieve the project’s goals and objectives.

4.3. Evaluation Phases

All proposals will be evaluated by a County designated Evaluation Committee consisting of key County stakeholders. All proposals will be evaluated using the same criteria and with the same amount of possible points. Evaluations will be based on the criteria listed below, which corresponds to information requested in various sections of the proposal:

Phase 1

• Risk assessment (pass/fail)

• Attachment A-E (as applicable)

• Appendix S Information Security Requirements

Phase 2

• Product Demonstration

• Total Costs Appendix I (Lot A-E as applicable)

• Proposer’s References

The evaluation process will be completed in two phases. The first phase will evaluate the timely submitted written proposals included in Attachment A-E as applicable to the proposal. Proposals that do not include all relevant required forms and sections, or do not meet minimum qualifications, are subject to rejection without further evaluation. Based on the scores from the proposal evaluation, the

Evaluation Committee will determine which Proposers will be invited to participate in the second phase.

The second phase will evaluate proposer demonstrations, cost and customer references. Phase 2 will consist of in-person product/ Microsoft Teams video conference demonstration from invited Proposers.

The demonstrations may be held on-site at a County facility. Proposer demonstrations will be scripted so that each Proposer follows a standardized outline; the County is not interested in a corporate or sales presentation. Proposers must be prepared to demonstrate their understanding of any requirement outlined within the proposal. The County reserves the right to ask additional questions during interviews to clarify the scope and content of the written proposal.

It is recommended that proposer's vet their references carefully, the County will contact all references.

Points from Phase 1 (proposal review) will not be factored into the Phase 2 (interviews, cost and references) evaluations.

During the course of evaluations, the Evaluation Committee may:

• Choose to contact officials from other jurisdictions regarding the Proposer, their prior work experience, and their ability to successfully complete the scope of services. The County may coordinate independent site visits to other jurisdictions to understand the product and services in a working environment.

• Enlist properly vetted persons as subject matter experts to consult on specific requirements within the

RFP.

• Request clarification or additional information from a Proposer in order to assist in the evaluation process. This process may not be used as an opportunity to submit missing documentation, change pricing, or make major revisions to the original response.

• Request work product examples for any documentation deliverables outlined in this proposal.

• Require changes in the scope of services, as deemed necessary by the County, before Contract execution.

• Invite additional Proposers from Phase 1 to participate in Phase 2 evaluations.

5. Final Acceptance

Equipment/Supplies/Services

The County of Sacramento will agree to final acceptance only after the supplied equipment, product or service is tested and is found to perform within acceptable standards of operation, is in compliance with all published and implied performance standards, and is considered by the County to be ready for practical application.

6. Project Details

6.1. Important Instructions for Electronic Submittal

The County is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov

Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

6.2. Downloading Required Documents

All documents must be downloaded from the OpenGov website, attempting to download documents from the downloaded RFP document will return an error message. Opengov is not owned or maintained by Sacramento County, if you experience technical difficulties, please use the help chat function in the lower right-hand corner of the Opengov screen. All proposers are advised against waiting until the last minute to upload their responses as the proposal due date is a hard stop.

6.3. Scope of Work or Project Details

The County is looking for solutions for the following Voting System Components:

A. Remote Accessible Vote by Mail Ballot Management [PROPOSER TO PROVIDE DETAILED

SCOPE OF WORK WITH DELIVERABLES AND DELIVERY MILESTONES IF OFFERED]

B. Vote Center Check-In Management [PROPOSER TO PROVIDE DETAILED SCOPE OF WORK WITH

DELIVERABLES AND DELIVERY MILESTONES IF OFFERED]

C. Voting System and System Subcategories [PROPOSER TO PROVIDE DETAILED SCOPE OF WORK

WITH DELIVERABLES AND DELIVERY MILESTONES IF OFFERED]

D. Vote Center Ballot Printing On Demand [PROPOSER TO PROVIDE DETAILED SCOPE OF WORK

WITH DELIVERABLES AND DELIVERY MILESTONES IF OFFERED]

E. Election Results Reporting [PROPOSER TO PROVIDE DETAILED SCOPE OF WORK WITH

DELIVERABLES AND DELIVERY MILESTONES IF OFFERED]

F. Security Requirements [PROPOSER TO COMPLETE SUBCATEGORY RESPONSE CODE AND

DETAILED RESPONSE FOR EACH REQUIREMENT REFERENCE ID.

A. Scope of Proposer Services https://procurement.opengov.com/signup

The Proposer must provide the Services scope of this project in a professional manner using only individuals of suitable training and skill. The Proposer shall provide the following services within the six

Voting System Solution Components (a-f) as follows:

i. System development, delivery, installation, testing, and appropriate operational diagnostics.

ii. Software and hardware improvements, upgrades, and modifications throughout the term of the agreement.

iii. County staff training. Initial training and supplemental training concurrent with any improvements, upgrades or modifications to any part of the system.

iv. Outreach component with an emphasis on familiarizing the County's residents with the Proposer's system(s), using a variety of media-ready messages and materials.

v. Complete system testing during minor elections within the County. Should the

County not hold a minor election with which to fully test the system, the Proposer will provide a comprehensive test election to fully exercise the system.

vi. Financing options for the acquisition of the proposed system.

1. System Instruction and Training Program

The Proposer will provide a comprehensive program with documentation (written procedures) to train

County staff in all aspects of the use of the proposed systems, and with all systems updates. After this training, County staff will be able to fully utilize and support the proposed system without the intervention of Proposer staff. Training is to include certification of selected VRE staff. In addition, Proposer shall provide a variety of instructional materials on the use of the system for dissemination to the County’s electorate.

2. Primary and Supplemental Services

The proposer agrees to provide services to the County required for the development, implementation, and continued support of the system during the term of the agreement. These services will include any supplemental services that are requested by the County and added to the scope during the proposal period or supplemental services that the Proposer deems a requirement to deliver quality services. The

Proposer shall provide training documentation and written procedures with system updates.

3. Prime Proposer Services

The County prefers one Proposer to act as a Prime Proposer with total responsibility for the Proposed

Voting System or individual Solution Component(s). However, the County will allow Proposers to bid on individual Services with full responsibility for those Services and its complete integration with other inter-related Services. The successful Proposer must assume single source, i.e., turnkey responsibility, for either the project as a whole or, if bidding on individual Services, for those individual Services and will be the sole point of contact for all Proposed System or services (if bidding on a Services) including delivery, installation, operation, building modifications, testing, training, warranty, maintenance, problem determination, and resolution of the Proposed System or individual Solution Component(s).

Since there are several Solution Components on which Proposers can choose to bid, there could be one or multiple Prime Proposers awarded. See list of Solution Components on page 4.

Proposers must clearly explain planned use of subcontractors in their Proposal, including terms of any subcontract, capabilities, experience, and portion of the work to be performed by the subcontractors.

The Proposer, as Prime Contractor for either the project as a whole or individual Services, is responsible for Contract performance whether subcontractors are used. The awarded Proposer(s) will be the sole point of contact (either for the project as a whole or individual Services) for County about contractual matters including the performance of services and the payment of any and all charges. Current employees of the County may not participate as resources for subcontractors of the Proposer.

4. Deliverables

The Deliverables for this project are to be the products and services necessary for the successful acquisition and implementation of new voting technology for the County and the conducting of successful elections in 2026 and beyond with this new technology. The Proposer is to provide a list of proposed Deliverables and estimated timelines for each, including certification of any solution or component requiring Voting System Certification by the California Secretary of State’s Office.

Additionally, in order to evaluate the ability of the Deliverables to meet the County’s requirements, the

Proposer is required to complete the Solution Components response section below.

5. Solution Component Responses

The Proposer must complete the section(s) below for each of the Solution Components section they are proposing. Additionally, every Proposer, whether responding to one or more of the Solution Component sections, must respond to the Security Requirements at the end of this section.

REQUIREMENTS MATRIX INSTRUCTIONS

The matrices included in the "Vendor Submissions" section of this RFP were developed to assist

Proposers in sharing information about proposed Voting System Solutions Components and whether they meet the needs of the County of Sacramento. This matrix has been designed to be both as simple as possible and as comprehensive as possible for all Parties involved in responding to this RFP and in reviewing and scoring the responses. Proposers are encouraged to provide detailed responses to these items.

The Proposer must assign a Subcategory Response Code to each listed solution requirement in the

Solution Component section for which they are submitting a proposal, using only the values of 1, 2, 3.

The Subcategory Response Codes can be placed directly in the matrices provided. The Response Code values and meanings are described as follows:

1 – Yes. The proposed solution provides full functionality for the requirement. Some configuration may be necessary, but not customization. This functionality is considered part of the base solution cost.

2 – Yes with Customization. The proposed solution provides partial functionality for the requirement.

Customization and additional costs are required to meet full functionality and customization is being proposed. In such cases, the Proposer shall provide a description, in the Proposer Response column, of the partial functionality provided. If customization would cause a certification issue, please explain in the Proposer Response column. Customization Costs to provide complete functionality shall be included in the Cost Proposal in the Customization Cost category.

3 – No. The specific requirement is not met, and the Proposer does not propose a customization or service to meet it. In such cases, the Proposer shall provide in the Proposer Response column an explanation of the reason(s) for not proposing customization to meet the requirement, including any potential workaround options.

7. Vendor Submissions

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

7.2. Please confirm that your company will accept the County's contract terms and conditions

☐ Please confirm

7.3. Attachment A - All proposals for "Lot A" must download, complete and upload this document, no substitute documents will be accepted.

Please download the below documents, complete, and upload.

• Attachment_A_-_Qualificatio...

7.4. Appendix I Lot A Pricing Schedule - All proposals for "Lot A" must download, complete and upload this document, no substitute documents will be accepted.*

Please download the below documents, complete, and upload.

• Appendix_I-Lot_A_-_Pricing_...

*Response required

7.5. Attachment B - All proposals for "Lot B" must download, complete and upload this document, no substitute documents will be accepted.

Please download the below documents, complete, and upload.

• Attachment_B_-_Qualificatio...

7.6. Appendix I Lot B Pricing Schedule - All proposals for "Lot B" must download, complete and upload this document, no substitute documents will be accepted.*

Please download the below documents, complete, and upload.

• Appendix_I-Lot_B_-_Pricing_...

*Response required

7.7. Attachment C - All proposals for "Lot C" must download, complete and upload this document, no substitute documents will be accepted.

Please download the below documents, complete, and upload.

https://government-project.s3.us-west-2.amazonaws.com/146563/59ff51ca-6219-44ee-a349-a8728ab40a37_Attachment_A_-_Qualifications_Response_-_Lot_A_Remote_Accessible_Vote_by_Mail_System_Management.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L52KU66L%2F20250428%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250428T220000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEOX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIEkaeuumqw%2FZV7%2FweXkge4wMdA024YJplwsUQNOPCxmQAiEAl1IE4tUfZCqY4ibYI%2FsUvhAYhT0VWWsp45agQhBYgMsqgwUIfhACGgw4OTIzNjQ2ODc2NzIiDBigpmmLxU2dU2%2FaaCrgBKzyliHXEVIeRiZWtDRx2MJJDzImujskf6L%2BMr3xsWfNZSsURMMrAbPyYTF8RPQW4IoY8s3kHPj5IE7qCLVbpx%2BSCVCOx2cHdNo6skDfSAdM7IAv5DCnh3%2FpdyU12rrD2UDyBKc3TNzpH0dpAzuOFyuPMmBqHwFYsLXZwOFdriH7vhUlxgiuVW8jeK9p3PSsla1xAdlJzC3NJjXc9WGg6MWOCAXXTj%2FG2kIrTT5ut1IAnVt0Kk7oaNuLSHOVXn%2B%2FuvnXGRtty19bobr%2BegwJDq8%2Bbe30HjxsMBzm5exTV%2BHguW8dapKCeBpztm5rFKFGq8p%2BJKCWXa7Sr1zRnBzJrpIllN%2FF0nNJX%2FpAF8I1n17mPxWqzXm1IDP7wBzg0xxJn6lJpH%2Fs87gelIlujLdmb93ZcxYmu5cy1zDQ7TihBpAL6kmX2TYDypk6wY05qeC2tDblbWDEvcKsJC94NYccFL4sA9GcxdEiJkg4ZpabCmQlBbDHNbZFU5bUmS%2Bv%2FlaJDSY7P9%2FYD1m0jyt5xsmS1KK%2F%2BFcSWg1HczLa01zhgM6IBxkAcF3tmGBJLtkJ%2BEJp9DrRaJUQJ0u3g54exGVpTJAJfXIlpcMIdPt%2BDe%2BUpLBFFK5c0RSYA3WJjewBYwwkc2anqEaZ7ewI3pQrk1NjhPMJ0xSzlDoP6Jmgro1GuH%2FBTQDNN9l%2FBnjlktvkIDvfVPLwFDLC3RbNyZ7LdfyWHaPC4PgzpQdBlkx2wQcV3wfn4fHSWFuovI47Tpgw025eiqpA%2BwZAO8XlZv0mZUS2vtFxlXCtfwfnZIbzJp7wnehpMIDIv8AGOpsBrqPOqSMpKZWhefFarHHKDYlLziC3LlRSIlztbW8MkkncPgChpXXb%2BsRYfDyrVU%2FL4Q4JAnEhB1qL7L6IFiLuvuHXmaKvHnID7HxvVapiFYvWDS5M%2B5yGF8ginH8uZIRtHyDYZAuprNfHJwCBS8FYUKtCbI3X3m1wJ8lPhNbHLK%2F7rPYdiow7jOLuIpnosYYB05XTPq7Kz3YXjok%3D&X-Amz-Signature=2879231c8fe9e9fb009c8eb49b9b22539e0335c620a413a35a67b2e137ca76ca&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_A_-_Qualifications_Response_-_Lot_A_Remote_Accessible_Vote_by_Mail_System_Management.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/146563/5e01332b-0663-477d-948a-cd32254b3acc_Appendix_I-Lot_A_-_Pricing_Schedule.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L52KU66L%2F20250428%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250428T220000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEOX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIEkaeuumqw%2FZV7%2FweXkge4wMdA024YJplwsUQNOPCxmQAiEAl1IE4tUfZCqY4ibYI%2FsUvhAYhT0VWWsp45agQhBYgMsqgwUIfhACGgw4OTIzNjQ2ODc2NzIiDBigpmmLxU2dU2%2FaaCrgBKzyliHXEVIeRiZWtDRx2MJJDzImujskf6L%2BMr3xsWfNZSsURMMrAbPyYTF8RPQW4IoY8s3kHPj5IE7qCLVbpx%2BSCVCOx2cHdNo6skDfSAdM7IAv5DCnh3%2FpdyU12rrD2UDyBKc3TNzpH0dpAzuOFyuPMmBqHwFYsLXZwOFdriH7vhUlxgiuVW8jeK9p3PSsla1xAdlJzC3NJjXc9WGg6MWOCAXXTj%2FG2kIrTT5ut1IAnVt0Kk7oaNuLSHOVXn%2B%2FuvnXGRtty19bobr%2BegwJDq8%2Bbe30HjxsMBzm5exTV%2BHguW8dapKCeBpztm5rFKFGq8p%2BJKCWXa7Sr1zRnBzJrpIllN%2FF0nNJX%2FpAF8I1n17mPxWqzXm1IDP7wBzg0xxJn6lJpH%2Fs87gelIlujLdmb93ZcxYmu5cy1zDQ7TihBpAL6kmX2TYDypk6wY05qeC2tDblbWDEvcKsJC94NYccFL4sA9GcxdEiJkg4ZpabCmQlBbDHNbZFU5bUmS%2Bv%2FlaJDSY7P9%2FYD1m0jyt5xsmS1KK%2F%2BFcSWg1HczLa01zhgM6IBxkAcF3tmGBJLtkJ%2BEJp9DrRaJUQJ0u3g54exGVpTJAJfXIlpcMIdPt%2BDe%2BUpLBFFK5c0RSYA3WJjewBYwwkc2anqEaZ7ewI3pQrk1NjhPMJ0xSzlDoP6Jmgro1GuH%2FBTQDNN9l%2FBnjlktvkIDvfVPLwFDLC3RbNyZ7LdfyWHaPC4PgzpQdBlkx2wQcV3wfn4fHSWFuovI47Tpgw025eiqpA%2BwZAO8XlZv0mZUS2vtFxlXCtfwfnZIbzJp7wnehpMIDIv8AGOpsBrqPOqSMpKZWhefFarHHKDYlLziC3LlRSIlztbW8MkkncPgChpXXb%2BsRYfDyrVU%2FL4Q4JAnEhB1qL7L6IFiLuvuHXmaKvHnID7HxvVapiFYvWDS5M%2B5yGF8ginH8uZIRtHyDYZAuprNfHJwCBS8FYUKtCbI3X3m1wJ8lPhNbHLK%2F7rPYdiow7jOLuIpnosYYB05XTPq7Kz3YXjok%3D&X-Amz-Signature=0d1f921c29289a996de8e88627301f415fa92e093ff9baa5c7c51ab0a5ea63e6&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Appendix_I-Lot_A_-_Pricing_Schedule.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/146563/6fac030a-bf60-4f3d-875c-978dd4ebfb67_Attachment_B_-_Qualifications_Response_-_Lot_B_Vote_Center_Check-In_Management_%281%29.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L52KU66L%2F20250428%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250428T220000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEOX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIEkaeuumqw%2FZV7%2FweXkge4wMdA024YJplwsUQNOPCxmQAiEAl1IE4tUfZCqY4ibYI%2FsUvhAYhT0VWWsp45agQhBYgMsqgwUIfhACGgw4OTIzNjQ2ODc2NzIiDBigpmmLxU2dU2%2FaaCrgBKzyliHXEVIeRiZWtDRx2MJJDzImujskf6L%2BMr3xsWfNZSsURMMrAbPyYTF8RPQW4IoY8s3kHPj5IE7qCLVbpx%2BSCVCOx2cHdNo6skDfSAdM7IAv5DCnh3%2FpdyU12rrD2UDyBKc3TNzpH0dpAzuOFyuPMmBqHwFYsLXZwOFdriH7vhUlxgiuVW8jeK9p3PSsla1xAdlJzC3NJjXc9WGg6MWOCAXXTj%2FG2kIrTT5ut1IAnVt0Kk7oaNuLSHOVXn%2B%2FuvnXGRtty19bobr%2BegwJDq8%2Bbe30HjxsMBzm5exTV%2BHguW8dapKCeBpztm5rFKFGq8p%2BJKCWXa7Sr1zRnBzJrpIllN%2FF0nNJX%2FpAF8I1n17mPxWqzXm1IDP7wBzg0xxJn6lJpH%2Fs87gelIlujLdmb93ZcxYmu5cy1zDQ7TihBpAL6kmX2TYDypk6wY05qeC2tDblbWDEvcKsJC94NYccFL4sA9GcxdEiJkg4ZpabCmQlBbDHNbZFU5bUmS%2Bv%2FlaJDSY7P9%2FYD1m0jyt5xsmS1KK%2F%2BFcSWg1HczLa01zhgM6IBxkAcF3tmGBJLtkJ%2BEJp9DrRaJUQJ0u3g54exGVpTJAJfXIlpcMIdPt%2BDe%2BUpLBFFK5c0RSYA3WJjewBYwwkc2anqEaZ7ewI3pQrk1NjhPMJ0xSzlDoP6Jmgro1GuH%2FBTQDNN9l%2FBnjlktvkIDvfVPLwFDLC3RbNyZ7LdfyWHaPC4PgzpQdBlkx2wQcV3wfn4fHSWFuovI47Tpgw025eiqpA%2BwZAO8XlZv0mZUS2vtFxlXCtfwfnZIbzJp7wnehpMIDIv8AGOpsBrqPOqSMpKZWhefFarHHKDYlLziC3LlRSIlztbW8MkkncPgChpXXb%2BsRYfDyrVU%2FL4Q4JAnEhB1qL7L6IFiLuvuHXmaKvHnID7HxvVapiFYvWDS5M%2B5yGF8ginH8uZIRtHyDYZAuprNfHJwCBS8FYUKtCbI3X3m1wJ8lPhNbHLK%2F7rPYdiow7jOLuIpnosYYB05XTPq7Kz3YXjok%3D&X-Amz-Signature=ed2d7d0d5fa33e73e1f4b73eca7b49389d2e37aaf026631bfcfbc416c03b5642&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_B_-_Qualifications_Response_-_Lot_B_Vote_Center_Check-In_Management_%281%29.docx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/146563/45c52e59-95a1-4aac-a9ad-74db5b8e04f7_Appendix_I-Lot_B_-_Pricing_Schedule.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L52KU66L%2F20250428%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250428T220000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEOX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIEkaeuumqw%2FZV7%2FweXkge4wMdA024YJplwsUQNOPCxmQAiEAl1IE4tUfZCqY4ibYI%2FsUvhAYhT0VWWsp45agQhBYgMsqgwUIfhACGgw4OTIzNjQ2ODc2NzIiDBigpmmLxU2dU2%2FaaCrgBKzyliHXEVIeRiZWtDRx2MJJDzImujskf6L%2BMr3xsWfNZSsURMMrAbPyYTF8RPQW4IoY8s3kHPj5IE7qCLVbpx%2BSCVCOx2cHdNo6skDfSAdM7IAv5DCnh3%2FpdyU12rrD2UDyBKc3TNzpH0dpAzuOFyuPMmBqHwFYsLXZwOFdriH7vhUlxgiuVW8jeK9p3PSsla1xAdlJzC3NJjXc9WGg6MWOCAXXTj%2FG2kIrTT5ut1IAnVt0Kk7oaNuLSHOVXn%2B%2FuvnXGRtty19bobr%2BegwJDq8%2Bbe30HjxsMBzm5exTV%2BHguW8dapKCeBpztm5rFKFGq8p%2BJKCWXa7Sr1zRnBzJrpIllN%2FF0nNJX%2FpAF8I1n17mPxWqzXm1IDP7wBzg0xxJn6lJpH%2Fs87gelIlujLdmb93ZcxYmu5cy1zDQ7TihBpAL6kmX2TYDypk6wY05qeC2tDblbWDEvcKsJC94NYccFL4sA9GcxdEiJkg4ZpabCmQlBbDHNbZFU5bUmS%2Bv%2FlaJDSY7P9%2FYD1m0jyt5xsmS1KK%2F%2BFcSWg1HczLa01zhgM6IBxkAcF3tmGBJLtkJ%2BEJp9DrRaJUQJ0u3g54exGVpTJAJfXIlpcMIdPt%2BDe%2BUpLBFFK5c0RSYA3WJjewBYwwkc2anqEaZ7ewI3pQrk1NjhPMJ0xSzlDoP6Jmgro1GuH%2FBTQDNN9l%2FBnjlktvkIDvfVPLwFDLC3RbNyZ7LdfyWHaPC4PgzpQdBlkx2wQcV3wfn4fHSWFuovI47Tpgw025eiqpA%2BwZAO8XlZv0mZUS2vtFxlXCtfwfnZIbzJp7wnehpMIDIv8AGOpsBrqPOqSMpKZWhefFarHHKDYlLziC3LlRSIlztbW8MkkncPgChpXXb%2BsRYfDyrVU%2FL4Q4JAnEhB1qL7L6IFiLuvuHXmaKvHnID7HxvVapiFYvWDS5M%2B5yGF8ginH8uZIRtHyDYZAuprNfHJwCBS8FYUKtCbI3X3m1wJ8lPhNbHLK%2F7rPYdiow7jOLuIpnosYYB05XTPq7Kz3YXjok%3D&X-Amz-Signature=384863cb0a5566d11498ece9b7400d197dcfb4cc33f9f5c2b7da838bf569c186&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Appendix_I-Lot_B_-_Pricing_Schedule.docx%22&x-id=GetObject

• Attachment_C_-_Qualificatio...

7.8. Appendix I Lot C Pricing Schedule - All proposals for "Lot C" must download, complete and upload this document, no substitute documents will be accepted.*

Please download the below documents, complete, and upload.

• Appendix_I-Lot_C_-_Pricing_...

*Response required

7.9. Attachment D - All proposals for "Lot D" must download, complete and upload this document, no substitute documents will be accepted.

Please download the below documents, complete, and upload.

• Attachment_D_-_Qualificatio...

7.10. Appendix I Lot D Pricing Schedule - All proposals for "Lot D" must download, complete and upload this document, no substitute documents will be accepted.*

Please download the below documents, complete, and upload.

• Appendix_I-Lot_D_-_Pricing_...

*Response required

7.11. Attachment E - All proposals for "Lot E" must download, complete and upload this document, no substitute documents will be accepted.

Please download the below documents, complete, and upload.

• Attachment_E_-_Qualificatio...

7.12. Appendix I Lot E Pricing Schedule - All proposals for "Lot E" must download, complete and upload this document, no substitute documents will be accepted.*

Please download the below documents, complete, and upload.

• Appendix_I-Lot_E_-_Pricing_...

*Response required

7.13. Appendix S Security Requirements. All proposals must download, complete and upload this document, no substitute documents will be accepted.*

Please download the below documents, complete, and upload.

• 2025-RFP-0012_Appendix_S_Se...

*Response required 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