Management_Questions.docx
DOCX document 57 KB Posted
- Attached to
- Elections Tabulation System
- Solicitation number
- 2026-RFP-184
- Issued by
- Pierce County, Washington
About this file
This Management Questions document is associated with Pierce County, Washington's Elections Tabulation System procurement. The document appears to contain clarifying questions and responses related to the county's request for a qualified firm to provide an Elections Tabulation System. The questions address technical specifications, system requirements, implementation timelines, and operational expectations for the tabulation system that will be used to process election results for Pierce County. Key aspects of the procurement include system functionality, integration with existing county infrastructure, security and audit requirements, vendor qualifications, and support and maintenance obligations throughout the contract term.
The document focuses on management and operational considerations for the Elections Tabulation System, including vendor responsibilities, system performance standards, testing and validation procedures, training requirements, and ongoing technical support. Specific details regarding pricing, payment terms, contract duration, renewal options, funding sources, and any incumbent vendor information would be contained within the primary procurement documents and bid specifications rather than in this management questions file.
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Other files
| File | Type | Posted |
|---|---|---|
| Elections_Tabulation_System.pdf | ||
| Attachment_D_-_Solution_Requirements.xlsx | XLSX spreadsheet | |
| Attachment_C_-_Technical_Questions.docx | DOCX document | |
| Exhibit_2_-Tabulation_and_Scan_Room_Design.pdf | ||
| System_Installation_Acceptance_Forms_Sample.pdf | ||
| Exhibit_1_Technical_Specifications_Form.pdf | ||
| Pierce_County_Service_Agreement_Sample_.pdf | ||
| Attachment_A_-_Pricing.xlsx | XLSX spreadsheet | |
| Attachment_E_-_Evaluation,_Scoring_and_Demonstration.docx | DOCX document | |
| Procurement_of_Goods_and_Services-Intake_Form_-_Georgia_Cookson.eml | EML file | |
| 2026_Elections_Tabulation_System_RFP_(Draft).docx | DOCX document |
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ATTACHMENT B: MANAGEMENT QUESTIONS
Proposers are required to answer all questions listed in Attachment B in the format that is provided. Questions are listed in tan fields and answers should be typed in the white space below, which can expand to fit any length. Answer questions in the following order and answer all questions fully.
The primary contractor, if proposing the use of one or more sub-contractors, is responsible for submitting a single, completed response.
MANDATORY REQUIREMENTS
The County may reject and eliminate from further consideration any Proposal(s) that do not comply with all (100 percent) of the mandatory requirements. Proposals may be rejected if any of the mandatory requirements are indicated as “No”. Proposers must provide a comment for each mandatory requirement.
| Mandatory Requirement |
| Proposer Response (Yes/No) |
| Proposer Comment |
| M-1 |
| The Proposer’s solution shall be EAC certified by December 31, 2026. |
| M-2 |
| The Proposer’s solution shall be certified by the Washington State Office of the Secretary of State for use in Washington State by December 31, 2026. |
| M-3 |
| The Proposer’s solution shall have the ability to scan and resolve (adjudicate) ballots prior to tabulation day and suppress results until 8 pm on Election Day in compliance with Washington State law. |
| M-4 |
| The Proposer’s solution shall have the ability to generate data for a machine recount containing under voted selections for specific race(s) identified for recount, with adjudicated ballots identified so they can be recounted per Washington State law. |
| M-5 |
| Proposer’s solution shall operate in an environment whereby all databases and data are maintained with provisions for operational security, access control and auditability. |
| M-6 |
| Proposer’s solution shall handle Precinct Committee Officer (PCO) election requirements per Washington State Law. |
| M-7 |
| Proposer’s solution shall support the use of outside vendors to print ballots. |
| M-8 |
| Proposer’s solution shall be compatible with The County’s current Election Management System – VoteWA. |
1. Company Information and Qualifications Provide a brief executive summary that includes an overview of your company, company’s qualifications for this project, and any noteworthy information, in addition to the information requested below:
1) Name of Company
2) Address of Office Serving Project
3) Length of Time in Business
4) Primary Contact Name
5) Primary Contact Phone
6) Primary Contact Email
7) How many employees will support the proposed solution? Where are these employees located?
8) How many employees provide Implementation Services for the proposed solution?
9)
Do you plan to use any subcontractors or contracted staff with this project? If yes, provide the following for all subcontractors, and attach resumes detailing experience and qualifications:
Contractor name:
Address:
Phone:
email:
Provide documentation showing subcontractor(s) as licensed
2. Reference Information (Will only be checked of the Highest Ranked Proposers)
1) How many customer sites have deployed the proposed solution in the production environment? Attach a sample list of customers as Attachment B #1
2) How many new installations of the proposed solution have you completed in 2024, 2025 and 2026 (completion means that the customer is now using the solution in the production environment)? Provide 2026 data if available.
3) What is your customer retention rate? In your response, please include the years you have factored in.
4) Have you ever had a customer terminate mid-project due to your firm’s non-delivery of work, failure to perform, or failure to comply with the provisions of the contract? List the customer(s) and contact information, and explain the circumstances for each termination.
5) How many customers have terminated in the last five years? Provide a list of customers with contact information and reason(s) for termination.
6) Does the company have any pending or actual litigation against it relating to the proposed solution? If yes, provide details of each suit including status and any outcomes.
7) What are your largest 5 customer sites (in terms of # of users and complexity of installation)?
A) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
B) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
C) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
D) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
E) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
8) Provide references for at least 5 customers with installations most comparable to the solution proposed to Pierce County:
A) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
B) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
C) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
D) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
E) Customer Name
Address
Contact Name
Title
Phone
Solution date in production
Solution version
Total # of employees
Total # of registered voters
Total # of active voters
Technical environment, i.e., commercial off-the-shelf (COTS), proprietary, mixture of COTS and proprietary. If your organizations or firm’s voting system is a combination of elements that are COTS and proprietary, note which are COTS and those that are proprietary.
3. Financial Information (Will only be required of the Highest Ranked Proposers) The information below will be required for the short list of finalists. There is no need to submit this information at the first round of the RFP. The County will notify proposers when this information is required.
1) Company Financial information for at least the last 3 fiscal years:
| Year |
| Annual Gross Revenue |
| Net Profit ( as % of gross) |
2) Attach a copy of the company’s latest audited financial statements for at least the last 3 fiscal years. This includes statements of income and stockholders’ equity, balance sheets, and statements of cash flow, notes to financial statements, independent auditors’ reports, annual reports to stockholders and SEC Form 10K reports (for publicly held corporations). Provide as Attachment B #2.
3) Certification by the chief financial officer or the Proposer’s independent auditor stating that the Proposer has adequate financial resources for the prosecution and completion of the work called for hereunder. Provide as Attachment B #3.
4) The names, addresses, e-mail addresses, telephone and fax numbers of at least one contact person from the Proposer’s principal financial or banking organization and the Proposer’s independent auditor. The contact persons shall be duly authorized by the Proposer to provide information and discuss the adequacy of the Proposer’s financial resources. Upon the County’s request, the Proposer shall provide written authorization permitting the County or its designee access to information documenting the adequacy of the Proposer’s financial resources. Provide as Attachment B #4.
5) A current copy of the Proposer’s Dun and Bradstreet report(s), if requested by the County. The County reserves the right to audit the Contractor throughout the term of this contract to assure the Contractor’s financial fitness to perform and comply with all terms and conditions contained within this contract. The County will be the sole judge in determining the Contractor’s financial fitness in carrying out the terms of this contract. Provide as Attachment B #5.
4. Basic System Information Please describe how your system does or supports the following:
1) Election set-up
2) Ballot scanning
3) Logic and Accuracy Testing
4) Adjudication
5) Tabulation
6) Reporting Capabilities (Include detailed list of available reports and examples of some reports. Label and attach the list of sample reports as Attachment B #6 to your proposal response.
7) Accessible Voting
8) Transaction Auditing
9) Recounts
10) Character-Based Languages
11) Voter Privacy
12) Alternate Ballot Formats
5. Project Schedule Attach a fully resource-loaded project schedule as Attachment B #7. Identify the activities needed for each phase of the project and any County resources necessary to complete the activity – both from Elections and from IT – include estimated number of hours needed.
Proposer is expected to configure and install all software including the operating system and application software and set up the solution including all hardware and connections provided as part of the system. Describe your plan to accomplish this work. The description should include how you will address issue management, risk management, integration, scope management, schedule management, quality assurance and change control.
The resource loaded project schedule should take into consideration the recommended system configuration for each County. The timeline should account for all activities that take place from when the contract is signed to when the system is fully operational. These activities may include (but are not limited to) the following:
· Kick-off meeting
· Requirements Gathering
· Procuring Hardware
· Installing and Configuring Hardware
· Installing and Configuring Software
· Test Planning
· Test Design
· Test Execution
· Training (End User and Administrative Support)
· Implementation For each activity include vendor and County responsibilities related to that activity.
Pierce County Elections would like to have the new system operational for the February 2027 Election. This means the system would need to be installed and tested and staff trained by January 1, 2027.
6. Training
1) Describe in detail the types of training you provide for the following users including training, participants, length of training, etc.
a. Technical Administrator – Workflow configuration options, business rule configuration, forms/document/template creation, reports creation, etc.
b. End-user – Tailored to business functions (ballot layout, tabulation, scanning, queries, and reporting)
c. Other types of training provided a) b) c) d)
2) Describe the training methodology your company utilizes (direct training by company staff, train-the-trainer, computer-based, practicum, etc.). How much hands-on training do you recommend before going live?
3) Provide details on the number and type of classes you recommend, the number of students per session, required facilities and tools, etc.
4) Describe the training materials you utilize – manuals, online help, quick reference guides, etc. Attach copies where possible as Attachment B #8.
5) Provide a copy of an actual training plan that you have utilized in implementations for other customers of similar size and complexity. Provide as Attachment B #9.
6) Describe the assistance and training provided during Go-Live (first six weeks) and Final Acceptance Testing period (through the first General Election) to ensure that users are successfully using the new system.
7. Documentation
1) Describe the other reference material and documentation you provide, including:
· Interface documentation
· Reports creation manuals
· Forms/documents/template documentation
· Data dictionary
· Entity relationship diagrams
· Business process documentation
· Any other documentation provided to the customer Attach examples of each as Attachment B #10.
2) Describe the documentation you provide with new releases of the software (e.g., user manuals, “what’s new” guides, etc.)
This Request for Proposal – Attachment will be provided in alternative formats such as Braille, large print, audiocassette or computer disk for individuals with disabilities upon request.
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