IFB - Digital Scan Vote Tabulators - Chelmsford.pdf

Chelmsford, Massachusetts

Office of the Town Clerk

Invitation for Bids For

DIGITAL SCAN VOTE TABULATORS

Bids Due: September 5, 2017

TABLE OF CONTENTS

1. General Requirements Page 3

2. Bid Specifications Page 5

3. Bid Pricing Instructions Page 11

4. Submission Requirements Page 12

5. Company Information Form Page 14

6. Non-Collusion Form Page 15

7. Certificate of Authority Page 16

8. Addenda Acknowledgement Form

9. Bid Submission Form

10. Facility Location Form

INVITATION FOR BIDS

GENERAL R E Q U I R E M E N T S

Qualified bidders (vendors) are invited to submit a bid in response to this Invitation for Bids (IFB).

Before submitting a bid, each bidder must make a careful study of all specifications and bidding/contract requirements and fully assure themselves as to the quality and quantity of the services required by this IFB.

The successful bidder will be bound by all applicable statutory provisions of laws of the Federal Government, the Commonwealth of Massachusetts and of the Town of Chelmsford.

Bids that are incomplete, not properly endorsed or signed, or are otherwise contrary to these instructions may be rejected as informal by the Town Manager. Conditional bids will not be accepted.

The Town of Chelmsford reserves the right to reject any and all bids, to waive any irregularities, to allow exceptions to the attached specifications and to make an award in a manner deemed in the best interest of the Town of Chelmsford.

If, at the time of the scheduled bid opening, the Town of Chelmsford is closed due to inclement weather or another unforeseeable event, the bid opening will be extended until 2:00 P.M. on the next normal business day. Bids would be accepted until that extended date and time.

As provided by Massachusetts General Law, Chapter 64H, section 6(d), purchases made by the Town of Chelmsford are exempt from the payment of Federal Excise Taxes and Massachusetts Sales Tax;

any such taxes must not be included in the quoted price.

No subcontracting of any work is allowed under this bid/contract without prior written approval of the Town Manager. The successful bidder will not be permitted to either assign or underlet the contract nor assign either legally or equitably, any monies hereunder, or its claim thereto, without the prior written consent of the Town Manager of the Town of Chelmsford.

All submitted bids and associated quoted prices must be guaranteed to the Town of Chelmsford for a period of thirty (30) days from the bid submission date.

The successful bidder will be required to indemnify Town of Chelmsford for all damage to life and property that may occur due to their negligence or that of their employees, subcontractors, etc., while under contract with Town of Chelmsford, acting as the representative on this project.

If bidders have any questions concerning the terms and conditions set forth in this Invitation for bids, said questions must be submitted in writing to the Town Manager, no later than three (3) business days prior to the date provided for submission of bids. No further consideration will be given after the bid opening.

Bids may be withdrawn without penalty prior to the time and date specified for the bid submission deadline. Requests to withdraw a bid must be made in writing, addressed to the Town Manager.

All IFB requirements, including these General Requirements shall constitute a part of the contract of services. A copy of the successful bidder's offer/bid will be incorporated herein and made a part of the contract as well.

Governing Law & Entire Agreement

The contract that is issued as a result of this IFB, and any disputes hereunder will be construed and interpreted in accordance with the laws of Massachusetts. The Vendor agrees that any and all legal proceedings between the parties, regardless of legal theory, will be brought exclusively in a state or federal court in Massachusetts and the Vendor consents to such jurisdiction.

This resulting contract, including all documents incorporated herein by reference, constitutes the entire integrated agreement between the parties with respect to the matters described. The Contract will not be modified or amended except by a written document executed by the parties hereto.

EQUALITY OF MATERIALS

All proprietary specifications, or proprietary names used for items listed in the specifications, are shown for purposes of description only and are not intended, nor should they be interpreted, to be an endorsement of any particular proprietary item. The words "or equal" are understood to follow all names of proprietary products, trade names, catalog numbers and detailed descriptions and shall be interpreted to mean any material, article, assembly or system, which in the opinion of the Town of Chelmsford is at least equal in quality, durability, appearance, strength and design to the equipment specified and will perform at least equally the functions imposed by the general design. The words "or equal" shall not be construed to permit substantial departure from the requirements of the specifications. The provisions of Massachusetts’s General laws shall govern.

Each bidder shall clearly identify each individual item they propose to furnish in which a deviation occurs, in any respect to that which is specified, by submitting with their bid proposal a complete itemized list identifying each and every item wherein a deviation is proposed. The bidder shall, upon request and without cost to the Town of Chelmsford, furnish documents, independent laboratory test, and similar authenticated proof material to substantiate the deviation, that they propose in their bid, and that such deviation is "equal to" or "exceeding" that which is specified. Bid proposals offering deviations shall be submitted in strict conformance to the requirements and procedures described herein, and failure to comply shall be just cause for rejection of the bid or the enforcement of supplying the item or items of equipment exactly as specified, without exception or recourse.

Questions regarding this Invitation for Bids (I.F.B.) document, submission requirements, or any other questions can be directed to Town Manager, telephone: 978-250-5201, or by e-mail at tmoffice@townofchelmsford.us mailto:tmoffice@townofchelmsford.us

BID SPECIFICATIONS

The Town Clerk's Office of the Town of Chelmsford is seeking to purchase new electronic vote tabulators. The successful bidder will be responsible for supplying all of the requested new equipment as required in the specifications outlined below. The bidder must supply all labor and materials necessary to furnish & deliver all the new equipment required by this bid.

One contract will be awarded to the one responsive and responsible bidder offering the lowest price for all items contained in this bid. The contract that is awarded as a result of this Invitation for Bids will be effective upon completed execution of a contract signed by both the successful bidder and the appropriate Town officials. The contract shall be in effect from the date of execution of the contract, and until such time that the required equipment is delivered and demonstrated as fully operable, with final approval given by the Town of Chelmsford.

CHANGES TO THE CONTRACT

No additional items, work, or changes to the Contract are authorized unless a signed Change Order is issued by the Town Manager.

Any modifications, orders, instructions, etc., given verbally or in writing by any representative of Chelmsford other than the Town Manager, that change, modify or alter the Contract in any manner, will NOT be binding upon the Town or the respective Department for whom the products are being supplied. Any products supplied that are not covered by this Bid/Contract or a signed Change Order issued by the Town Manager; is performed at the sole risk of the Vendor.

TERMINATION CLAUSE

If at any time the vendor fails to fulfill or comply with any of the requirements of this bid/contract, such as shoddy workmanship, improper procedures, supplying sub-standard, improperly trained employees, supplying non-conforming equipment, or equipment that does not meet the bid/contract specifications, not adhering to the work schedule, etc., the Town of Chelmsford, at its option, can terminate this contract immediately, without penalty, upon written notice to the Vendor.

REFERENCES

All bidders must submit a list of references of clients who they have supplied voting equipment to, performed training services, and technical assistance for over the past five (5) years. The list must include contact names and telephone numbers. The Town is to have express permission to contact these people, either by phone, written correspondence or in person, as to past performance. The Town reserves the right to contact any entity that the Bidder has conducted business with or for, either currently or in the past, for the purpose of reviewing past work history. Any negative references received may be grounds for the rejection of a bid.

INTERVIEW

Bidders may be required to appear for an interview, if so requested, with the Town Manager before any award is made. The purpose of the interview would be to review the bidders’ background and capabilities to supply the equipment, training, and technical services called for. Failure to comply with this request will result in the REJECTION of your bid.

INVOICING

The Vendor will submit an invoice for all equipment supplied, upon or after delivery of said equipment is accepted by the Town of Chelmsford. The invoice will be addressed to the Town Clerk 50 Billerica Road Chelmsford, MA 01824, and must show the Town Contract Number on it. The invoice must clearly indicate that it is billing for the purchased equipment & training, and must clearly show the bid pricing as listed in the Bid Price section of this contract. Invoices that are not submitted in this manner will not be paid and interest charges will not be allowed to accrue. The Town of Chelmsford will pay all invoices within thirty (30) calendar days of receipt of the invoice. If discount terms are available, they must be indicated on the invoice.

EQUIPMENT DEMONSTRATION

Bidders may be required to make the actual equipment to be supplied available for inspection and demonstration before any award is made. Failure to comply with this request will result in the REJECTION of your bid.

DELIVERY

All voting machines, software, and related equipment required by this bid, must be delivered to Town Hall by December 1, 2017.

EXCEPTIONS & EQUIPMENT COMPATIBILITY

All equipment offered must meet the minimum specifications provided herein. No major exceptions are allowed. Any and all deviations from these specifications MUST be stated on a separate sheet listed in the order of the item number(s) shown herein. Manufacturer/sales specification sheets alone are NOT an acceptable means of explaining deviations and/or exceptions. Deviations/exceptions offered must be equal to or exceed the original specification listed. Final determination as to whether any deviation/exception offered is acceptable will be at the sole discretion of the Town Clerk. His/Her decision will be final. All equipment offered must be compatible with existing the Town of Chelmsford Elections & Registrations operating procedures and capabilities.

MINIMUM EQUIPMENT SPECIFICATIONS - DIGITAL SCAN VOTE TABULATORS

The vendor will be responsible for supplying & delivering eleven (11) electronic vote tabulator precinct packages, including all necessary & related equipment & software as per these specifications. The ballot boxes supplied must come from the same manufacturer as the vote tabulator equipment and must be compatible with such tabulator.

As part of your bid submission, bidders are required to submit manufacturer's product information literature, as well as a written description of the proposed equipment, size, setup, etc., so that the Town of Chelmsford may fully evaluate the product the bidder intends on supplying.

Voting Equipment:

Each Precinct Tabulator Package will consist, at a minimum, of the following;

• One (1) electronic scanning vote tabulating unit.

• One (1) protective padded carrying case for the vote tabulating unit.

• Two (2) complete sets of memory media required to conduct Massachusetts and U.S.

Federal elections.

• One (1) Power cord.

• One (1) Key set.

• Six (6) Thermal paper rolls.

• Twelve (12) marking pens.

• Six (6) security seals.

• Internal backup battery.

• One (1) Plastic ballot box with three (3) compartments, including caster wheels, and a built-in power supply. The ballot boxes should nest into each other for ease of storage.

1. All voting equipment offered must be, at the time of bid submission, certified by the Secretary of the Commonwealth of Massachusetts, Elections Division, as being approved for use in Massachusetts elections. All such voting equipment must be in compliance with the standards set forth in 950 Commonwealth of Massachusetts Regulations, section 50.02. Bidders must include a copy of the Secretary of State's Letter of Approval with your bid submission.

2. All voting equipment offered must meet or exceed the Federal Voluntary Voting System

Standards of 2005 as adopted by the Election Assistance Commission. Bidders must include a copy of the EAC Certification with your bid submission.

3. All equipment offered must be brand-new; no used or demonstration equipment will be accepted. All such equipment must come with the manufacturer's latest versions of both hardware & software.

4. Equipment must be lightweight, easy to store, carry, and set-up.

5. The vote tabulator to be supplied must be able to;

a. Scan marked paper ballots.

b. Interpret voter marks on the paper ballots.

c. Store and tabulate each vote from each paper ballot.

d. The scanner must have the ability to capture digital images of each ballot (this function must also be able to be disabled to comply with current Massachusetts law).

e. The scanner must have the ability to be locked to prevent tampering.

f. The tabulator must be able to process single or double-sided ballots.

g. The tabulator must be able to be configured to handle multiple ballot scenarios.

h. The tabulator must be able to be programmed to accept multiple cards and ballot styles.

1. The tabulator must be able to display a notification to the voter identifying a discrepancy on the ballot, when marks for an office or question exceed the number to be elected, and allowing the voter to correct the ballot. If the voter chooses to cast the ballot with mistakes, the tabulator must be able to be programmed to register the vote as a blank to prevent double voting.

6. The vote tabulator scanner must be powered by standard 120-volt AC power, with internal battery backup to power the unit in the event of an electrical power failure. The backup battery must be able to provide a minimum of two (2) hours of continuous use.

7. Each individual vote tabulator must come with its own protective carrying case for the tabulator unit. Said carrying case must be separate from the ballot box. Total weight of tabulator & carrying case must not exceed thirty-five pounds (35 lbs.).

8. Each ballot box must have three (3) compartments, one for ballots tabulated by the voter tabulation unit, one for ballots where write-in votes have been detected which must be hand-counted at the close of polls, and one auxiliary compartment for ballots unable to be read by the machine.

9. The vendor must supply all necessary equipment and accessories, power cords, memory media, operating system software and technical support that provides for fully functioning electronic voting equipment.

10. The voting equipment must have an easily readable display screen capable of displaying the status of the tabulator to both poll workers & voters in multiple languages.

11. The tabulator ballot box must be capable of being nested at least 2 high.

12. The voting system must include a compatible election night reporting software package.

13. The voting tabulators must be able to be accessed by disabled or physically impaired individuals without assistance or direction from election staff. This includes compatibility with wheelchair users. Units must be ADA compliant in their configuration I use.

Results, Tally & Reporting Software Package:

14. The voting system to be supplied must include a compatible election night r e p o r t i n g software package, and must come supplied pre-loaded onto a compatible, brand new laptop computer that the vendor supplies as part of the package. This software package must include the initial software license for the first year of usage. Cost for this equipment & software must be included in your bid price.

15. The laptop must be come equipped at a minimum with the following;

a. Minimum 15-inch screen (measured diagonally).

b. At least Microsoft Windows 10 Operating System or newer version.

c. Minimum of 8GB of Ram.

d. Minimum of 500GB Hard Drive.

16. Vendor will provide on-site training on the use of the laptop and the software package, to a minimum of six (6) Town staff. Cost for this training must be included in your bid price.

Training:

17. The vendor will provide a minimum of two (2) hours of on-site training for the Town

Clerk and office staff on all voting equipment. All training will take place at Town Hall during normal business hours. Training will cover basic use of the vote tabulator equipment, pre-election testing and Election Day procedures. Training will be scheduled by the Town Clerk, and the vendor will accommodate said schedule.

18. The vendor will provide a minimum of two (2) hours of on-site training for the Town of

Chelmsford Poll Workers. All training will take place at Town Hall after normal business hours (i.e. evenings, time varies). Training will cover Election Day procedures and basic troubleshooting. Training will be scheduled by the Town Clerk, and the vendor will accommodate said schedule.

19. The vendor will provide documentation to accompany all training, consisting of;

a. One pre-election testing guide.

b. Eleven Poll Worker training guides.

c. Nine Instructions to Voters Posters.

On-Site Election Assistance:

20. The vendor will assign one of their employees to provide on-site coverage to the Town of Chelmsford during the first election in which the new voting tabulator equipment is used.

Said employee to be assigned must be fully trained & experienced in the operation of the supplied vote tabulator equipment and software.

a. Said employee must be fully trained & experienced in the operation of the supplied vote tabulator equipment and software.

b. The vendor employee will work with the Town Clerk from one (1) hour prior to opening the polls until two (2) hours after the polls close on Election Day.

c. Said employee will NOT be a subcontracted employee from another company.

d. The vendor will have staff available on an on-going basis, located out of their service facility as identified on the Vendor Location Form (see section titled "Vendor Service Facility" for details), that can respond to equipment issues on any given election / voter day, with an on-site response time of one (1) hour or less.

Two Year Hardware & Software Warranty:

21. All equipment and software provided by the vendor will be covered by a two (2) year, all-inclusive warranty. Warranty must cover all parts, equipment, labor, travel costs and shipping costs.

22. Unlimited access to the vendor's Help Desk I Customer Assistance for pre-election, Election

Day, and post-election questions, concerns, or troubleshooting.

23. Provide an annual maintenance visit to the Town of Chelmsford to inspect, calibrate and service all equipment. Cost for this work, for the first two years of ownership, is to be included in your bid price.

24. Any necessary repairs will take place in the Town of Chelmsford. If on-site repair is not possible, loaner equipment will be left in the Town’s possession, at no charge, until all equipment can be repaired and returned to the Town of Chelmsford, this includes Election Day situations. An employee of the vendor, not a subcontractor, will perform all maintenance and repair work.

Post Warranty Maintenance & Software License Fees:

25. After the original 2-year warranty period expires on the voting equipment; the vendor will provide annual voting equipment maintenance to the Town of Chelmsford, for which the vendor will be allowed to charge a fee. The fee must remain the same for the first 5 years of fee-based maintenance (i.e. years 3-7 of equipment ownership).

26. After the original first year software license period expires for the Results, Tally & Reporting

Software Package; the vendor will be allowed to charge an annual license fee for the software.

The fee must remain the same for the first 5 years for which the fee is charged (i.e. years 2-6 of software usage).

TRADE-IN

The Town has ten (10) AccuVote ES2000 Optical Scan voting machines that it will be trading in against the purchase of the new equipment required by this bid.

Bidders will indicate the trade-in price they are offering for this equipment on the Bid Submission Form.

VENDOR SERVICE FACILITY

The vendor must maintain a service center located no more than sixty (60) road miles from Chelmsford Town Hall. The service center must be stocked with voting equipment repair/replacement parts, as well as adequately staffed with technicians (i.e. minimum of 5 experienced technicians) trained in repairing and servicing all voting equipment. Staff levels must be such that technicians are available and able to service the Town of Chelmsford voting equipment in a timely manner on voting days. Bidders must list their facility's physical address on the Vendor Location Form included with this bid.

BID PRICING

Bid prices must cover all contingencies, including all equipment, materials, labor and delivery, set-up, testing, training, travel costs, etc., necessary for the furnishing and delivery of all items required by this bid. No separate or additional costs, fees or expenses will be paid by the Town of Chelmsford.

The Town of Chelmsford will not pay any down payment, security deposit or any type of up-front payment toward the purchase of this equipment. Only the total purchase price will be paid upon delivery of the equipment and all warranty paperwork.

Bidders must list a bid price for each of the items listed on the Bid Submission Form. Bidders must bid on ALL items in order for your proposal to be accepted. For any item(s) where there will be no cost to the Town of Chelmsford, bidders must list a price of "$0". Items left blank or "N/A" are NOT acceptable. Any bids that are not submitted in accordance with these instructions will be

REJECTED.

Bid Award Determination:

The bid/contract will be awarded to the bidder who offers the lowest overall price for the total of the voting equipment, software package, training, on-site election assistance, two year warranty package, less the trade-in price for Chelmsford's used voting equipment. All items will be added up to arrive at a grand total. This grand total will be the amount used to determine the low bidder.

The bid prices for the Post Warranty Maintenance & Software License Fees will not be taken into consideration in determining the low bid. HOWEVER, these prices will be reviewed for consistency with expected current and forecasted market rates for these types of fees. If the bid pricing submitted for these items are grossly over expected market rates, the entire bid will be rejected as being from an irresponsible bidder.

PRICE ESCALATION CLAUSE

Prices offered by the bidder must be firm and not subject to increase during the term of the Contract.

Price escalation clauses over and above the total submitted bid price(s) are not allowed. Only the total bid price(s) will be accepted. Bidders cannot insert/include a statement indicating their price(s) will increase during the life of this contract above or beyond their submitted bid price(s) due to third party actions or unnamed contingencies. Inclusion of an escalation clause of any kind will result in the rejection of your bid.

CERTIFICATION REGARDING DEBARMENT

By execution of the bid/contract documents, the Contract or Vendor and all of its principals and owners certifies under penalties of law that they are not presently debarred, suspended or otherwise ineligible for the award of any contract by any governmental body (i.e. city, town, govt. agency) within and including the Commonwealth of Massachusetts and the Federal Government; and that all subcontractors used in the performance of this contract meet these same qualifications.

SUBMISSION REQUIREMENTS

Bidders must be able to comply with all of the IFB specifications in order for your bid to be accepted.

Please read all of the IFB specifications and follow all instructions in preparing your IFB response.

Failure to respond properly may result in the REJECTION of your bid.

Bids for Digital Scan Vote Tabulators will be received in the Office of the Town Manager, 50 Billerica Road Chelmsford, MA 01824, until the deadline for submission s t a t ed below, at which time all bids received will be publicly opened and read in the presence of such bidders as desire to be in attendance.

Bidders must submit two (2) exact copies of their bid submission with all required information included. The Bid Submission must be submitted in a sealed envelope bearing on the outside the name and address of the Bidder, addressed to the Town Manager of the Town of Chelmsford. The required forms must be properly filled out, signed, sealed and endorsed, and included with your bid submission.

Telephone responses, faxed, or e-mailed replies will not be accepted.

The Bid Submission envelope must be labeled:

"Digital Scan Vote Tabulators"

Complete bid packages must be received by:

September 5, 2017 9:00 AM In the Office of the Town Manager Attn: Paul E, Cohen, Town Manager

Town Offices 50 Billerica Road Chelmsford, MA 01824

Each firm desirous of consideration will submit the following:

1. All Bid Submissions must be signed by the Bidder or a representative of the Bidder authorized to act on behalf of the Bidder.

2. The Company Information form, Non-Collusion form, Certificate of Authority form and

Addenda Acknowledgement Form must be included with your Bid Submission.

3. All Bid Submissions must state firm pricing for all required services as listed in this IFB.

4. Copy of your Federal Voluntary Voting System Standards of 2005 EAC Certification.

5. Copy of your Massachusetts Secretary of State Letter of Approval evidencing your equipment is approved for use in Massachusetts elections.

6. List all references for the past five (5) years who are familiar with your work on similar projects.

The Town of Chelmsford is to have express permission to contact these individuals, either in person, by phone, and/or written correspondence, as to past performance.

7. All other information as necessary to comply with the requirements of this Invitation for Bids as well as any other information that the Bidder believes would be beneficial to the Town of Chelmsford in considering your bid. It is understood that upon written request from the Town Manager, a bidder may be required to submit further information to support the bidder's qualifications.

TO BE RETURNED WITH BID SUBMISSION

Invitation for Bids: To the Town of Chelmsford, herein called the Owner, acting through its Town Manager, for the purchase of Digital Scan Vote Tabulators, Bidder's attention is called to Chapter 268A of the Massachusetts General Laws. In connection with this statute, bidders are required to submit the following information and any other information deemed necessary by the bidder. All of the following information regarding the bidder must be completed:

Please indicate business type by placing an X next to the appropriate category: Corporation_____ Partnership___ Proprietorship___

If Corporation Full Legal Name

State of Incorporation

If Partnership Full Legal Name _

If Proprietorship/Individual Name of Owner/Individual or d/b/a_______________________________________

Principal Place of Business

Place of Business in Massachusetts _____________________________________

Business Mailing Address ____________________________________________

Telephone Number: __________________ Ext.____________

Qualified to do business in Massachusetts __ Yes __No

Give full names and titles of all the persons and parties interested in the foregoing proposals.

(Note: give first and last names in full; in cases of corporations, give names of President, Treasurer and Manager; and in cases of partnership s give names of the individual partners.)

Name Title

A foreign corporation is required to submit its' certification of corporation from the Massachusetts State Secretary's Office, as required by chapter 181 of the Massachusetts General Laws.

Bid for - Digital Scan Vote Tabulators:

If this Bid shall be accepted by the Owner, and the undersigned shall fail to contract as aforesaid within ten

(10) days (not including Saturday's Sunday's or Legal Holiday's) from the Owner to him, according to the address given herewith, that the contract is ready for signature, The Owner may by option determine that the Bidder has abandoned the contract and thereupon the bid deposit (if required) shall become the property of the Owner as liquidated damages.

Pursuant to M.G.L. Chapter 62C, section 49A, I/we certify under the penalties of perjury that to the best of my/our knowledge and belief, I/we have filed all state tax returns and paid all state taxes required under law.

The undersigned certifies under penalties of perjury that this Bid is made in good faith and is in all respects bona fide, fair and made without collusion or fraud with any other person. As used in this section the word "person" shall mean any natural person, joint venture, partnership, corporation or other business or legal entity.

The undersigned certifies that no official or employee of the Town of Chelmsford, Massachusetts is pecuniary interested in this Bid or in the contract that the Bidder offers to execute or in profits expected to arise therefrom.

The undersigned as Bidder declares that the only parties interested in this Bid as principals are named herein;

that the Bid has carefully examined the specifications therein referred to; and they propose and agree that if this Bid is accepted they will contract with the Owner in accordance with the specifications, to provide all necessary work to be done and also furnish all the materials specified in the manner and time prescribed and according to the requirements as set forth; and that they will take in full payment the sum(s) as offered in this Bid.

Social Security Number or Federal Identification Number

Type Name of Person Signing Bid

Signature

Title

Company Name Street Address

City, State, Zip

CERTIFICATE OF AUTHORITY

At a duly authorized meeting of the Board of Directors of the

(Name of Corporation) (Date) it was VOTED that:

(Name) (Officer) of this company, be and he/she hereby is authorized to execute contracts and bonds in the name, and on behalf of, said company, and affix its corporate seal hereto; and such execution of any contract or obligation in this company's name on its behalf by such

(Officer) under seal of the Company; will be binding upon this Company.

A True Copy, ATTEST: _______________________________________

TITLE: ________________________________

PLACE OF BUSINESS: _______________________________________________

I hereby certify that I am the of (Title) (Name of Corporation) and that

(Officer/Name) is duly elected of said company; and the above vote has not (Position/Title) been amended or rescinded and remains in full force and effect as of the date of this contract.

CORPORATE SEAL:

Clerk's Signature

Clerk's Printed Name

TO BE RETURNED WITH BID

CHELMSFORD, MASSACHUSETTS OFFICE

OF THE TOWN MANAGER

INVITATION FOR BIDS: DIGITAL SCAN VOTE TABULATORS

Addenda Acknowledgement

Bid Opening Date: September 5, 2017

The Bidder acknowledges receipt of the following addenda:

Addenda #--- Dated: -------

Addenda #--- Dated: -------

Addenda #--- Dated: -------

Addenda #--- Dated: -------

-- OR --

None: -------

Signature of Authorized Agent Company Name (Please Type)

Printed Name & Title (Date)

TO BE RETURNED WITH BID

BID SUBMISSION FORM Page 1 of 2

INVITATION FOR BIDS: DIGITAL SCAN VOTE TABULATORS

Voting Equipment Bid Price: $

Results Tally & Reporting Software Package Bid Price: $ Training Bid Price: $

On-Site Election Assistance Bid Price: $ Two Year Hardware & Software Warranty Bid Price: $

LESS: Ten (10) voting machines trade-in price: $( )

TOTAL BID PRICE: $-------------------------------

Post Warranty Annual Maintenance Fee: $ (This is the annual fee the Town of Chelmsford will pay for maintenance beginning on September 5, 2019, with the final year of the 5 years beginning September 5, 2024).

Annual Software License Fee: $-------- (This is the annual fee the Town of Chelmsford will pay for software licensing beginning on September 5, 2017, with the final year of the 5 years beginning on January 1, 2024).

VENDOR'S FACILITY LOCATION

The vendor must maintain a service center located no more than sixty (60) road miles from 50 Billerica Road Chelmsford, MA 01824 The service center must be stocked with voting equipment repair/replacement parts, as well as adequately staffed with technicians (i.e. minimum of 5 experienced technicians) trained in repairing and servicing all voting equipment. Staff levels must be such that technicians are available and able to service the Town of Chelmsford voting equipment in a timely manner on election / voting days. Bidders must list their facility's physical address below and submit this form with your bid submission.

Facility Name:___________________________________________________________

Facility Street Address:

City:

Number of technicians staffed at this location: ------

Addenda Acknowledgement