Elections Absent Voter Ballot Boxes Q

Michigan.gov/MiProcurement Michigan Department of State Ballot Drop Box Request for Proposal No. 230000001345 Solicitation Manager Name: Ross Anderson Direct Phone: 517-241-1513 Email: AndersonR36@michigan.gov

Q&A From E-Mails and Optional Pre-Bid Meeting, March 1

Questions are grouped by category. Questions that are substantially the same are grouped together and follow the overview of the anticipated process below.

The state must provide absent voter ballot drop boxes to local jurisdictions before their next election. Not all jurisdictions will have elections this year at the same time. In 2023, some jurisdictions will have elections in August (boxes will be ordered by mid-June), some will have elections in November (boxes must be installed by 8/24), and the remaining ballot boxes must be in place by December 14 for the February 2024 presidential primary. An overview of the anticipated process is:

1. Michigan Department of State (MDOS) evaluates RFP responses and awards contracts.

2. Bureau of Elections (BOE) compiles a “catalog” of available styles of absent voter ballot drop boxes and optional peripherals available from the awarded vendors.

a. The catalog will include quantities available of the styles of boxes from all awarded vendors and will be available for local jurisdictions to view and select / order from.

3. BOE requests orders from jurisdictions with an August election. BOE will know the total list of jurisdictions with an August election by early- to mid-June but will learn of jurisdictions on a rolling basis starting in May. Some jurisdictions order promptly with their needs, others may delay.

4. Roughly every week or two, BOE will collate and submit the orders to vendors.

a. As orders come in from jurisdictions, BOE will reduce the quantity available of the ordered styles of boxes from the catalog.

b. Boxes must be shipped directly to jurisdictions, so an order from BOE for 12 boxes of style X may include instructions to ship five boxes to jurisdiction A, three boxes to jurisdiction B, and one box each to jurisdictions C, D, E, and F, all in different parts of the state.

5. Repeat steps 3 and 4 for the next two elections.

6. Local jurisdictions may order and pay for additional boxes or accessories/peripherals on their own, based on their needs and budgets.

Submission of quotes / Responding to RFP

1. Do I send quotes directly to you? If not, who do I send quotes to?

Responses to this RFP should be submitted through SIGMA VSS. Any quoted prices should be included in Schedule B, Pricing. Any quotes related to availability of styles / boxes should be included separately as a response to bidder box 1.1, Product Specifications.

In the event of the bidder having issues accessing SIGMA VSS, the bidder may also submit its proposal, all attachments, and any modifications or withdrawals electronically to AndersonR36@Michigan.gov. Please note that emails are not instantaneous nor guaranteed communications and that late submissions may be disqualified. VSS is the preferred submission method.

2. Is Michigan’s intention to purchase one style from one vendor or use a variety of styles based on jurisdiction needs?

Is Michigan looking at a mix of styles?

Can we submit quotes for more than one style?

We have different style boxes, all of which meet specifications. Would I be able to submit multiple quotes with the number of boxes we can produce in the allotted time?

Michigan’s intention is to offer a variety of styles, prices, and options from more than one vendor to the local jurisdictions. Even when the boxes are substantially the same, minor differences such as an inch in width or height can make a difference in meeting a jurisdiction’s needs. For this reason, Michigan will accept quotes for more than one style/size from each vendor as well as the quantities available of each style by the listed dates.

3. There are three delivery dates in RFP, can you confirm which date is the one to go by for delivery?

Can you clarify when respective orders will be placed for orders?

Michigan expects to order roughly 25%~35% of the total boxes by each of the listed dates. The total number of boxes needed is expected to be between 600 and 2,000 boxes. The Bureau of Elections will order either weekly or every two weeks, depending on the volumes needed by local jurisdictions.

Michigan will need approximately 25%~35% of the total boxes by mid-June, 2023, another 25%~35% by August 24, and the final 25%~35% by December 14.

4. We have a through-wall unit that requires installation in the wall of the building. This unit drops ballots into a locked cart. Do you want me to quote this as well?

We have drop boxes with completely separate collection boxes inside, as well as covers, internal, or solely for cabinet). Do you want these quoted?

Michigan would like quotes for:

· The base box, listing any accessories / peripheral equipment that is included in the base price, and

· Any accessories / peripheral equipment that is not included in the base price of the box, quoted separately.

For example, the vendor offers the option of a base box only or a box with a fitted cover for weather protection outside of election season for an additional $200. The vendor also sells fitted covers separately for $249. Michigan would like to see that quoted as:

· Absent voter ballot drop box, size/style X, no cover or accessories ------------ $5,799

· Absent voter ballot drop ballot box, size/style X with fitted weather cover----- $5,999

· Fitted weather cover only, size/style X ---------------------------------------------------- $249

Ordering Process

1. Will this be a top-down bulk order, or a la carte ordering?

Michigan expects most/all orders in the first year to be “top-down bulk orders.” These orders will likely be weekly or every two weeks or so, depending on the size and volume of orders. The Bureau of Elections will be sending these orders to the vendors and invoices will be sent to and paid for by the State of Michigan.

After the first year, very few if any orders are anticipated to come from the Bureau of Elections as its requirements to provide boxes under Proposal 2 will have been fulfilled.

However, under the contract, local jurisdictions may also order and pay for boxes directly throughout the life of the contract, depending on their needs and budgets.

Submission of Samples

1. Do you want samples of more than one style, if we offer more than one style?

What about if the styles are identical except for being different sizes? For example, a through-wall unit we have is 2’ in height. We have an identical unit but 3.5’ tall in height. Do you want samples of both heights or is one sufficient?

If the boxes are substantially the same, other than sizes, one sample will suffice. The sample should be labelled or otherwise marked as being available in other sizes, with the other sizes denoted.

If there are differences in the operation or other significant features, separate samples are required. In addition, if there are optional features, a sample with the most features is preferred with a note on the sample that the box is also available without certain features, listing the features that can be omitted.

If the optional feature is prohibitively expensive (e.g., a wi-fi connected, motion-activated internal camera with Level 7 bullet resistance, Class 350 4-hour fire rating, internal battery backup and video storage), a lower-featured sample may be acceptable.

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