Request_for_Special_Procurement_BallotTrax_Posted Signed approval.pdf

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REQUEST FOR SPECIAL PROCUREMENT No. 16500-00017938

1. Date of Request: 9/10/2026

2. Type of Request: Class Special Procurement ___X__ Contract-specific Special Procurement

3. Time Period Requested: From: 9/18/2026 To: 12/31/2028

4. Total Estimated Cost: $461,000.00

5. Title: Supplies and/or Services to be Acquired:

Statewide implementation, administration, and operation of BallotTrax ballot-tracking services for all active Oregon voters starting with the November 3, 2026, General Election.

6. Request, Background, Current Need, and Proposed Contracting Procedure:

a. Request:

The Secretary of State requests approval of a Special Procurement to contract for statewide ballot tracking services, enabling uniform, real-time ballot tracking notifications for all Oregon voters. This Special Procurement will allow Secretary of State to centrally administer BallotTrax on behalf of all counties, create consistent statewide messaging, and ensure reliable integration with Oregon Central Voter Registration System (OCVR).

b. Background:

Oregon’s vote-by-mail system increasingly relies on timely ballot return. Recent USPS operational changes, including slower delivery, delayed postmarks, and regional processing consolidation, have increased risks for ballots mailed near Election Day.

Automated ballot tracking availability is inconsistent within the state; currently only five counties use it (Clackamas, Marion, Multnomah, Washington and Yamhill), leaving many voters without access to timely ballot-status information. Meanwhile, more than 317,000 voters statewide are already auto-enrolled in BallotTrax, illustrating strong demand and readiness for uniform statewide deployment.

This Special Procurement supports statewide BallotTrax rollout as part of the Secretary of State’s broader strategy to ensure secure, predictable, and equitable ballot-return pathways across Oregon.

c. Current Need:

BallotTrax statewide implementation is needed to reduce voter confusion, misinformation, improve customer service, and to provide equitable access to ballot-status updates across all counties.

Implementation is estimated to cost $0.05 per active voter.

Docusign Envelope ID: D4A1B09D-DC0A-8060-819C-F7AAD2F8C16C

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Counties enter ballot status data into OCVR as part of their normal operations. The Elections division will feed ballot status data from OCVR to BallotTrax, administer messaging, establish statewide cadence, and manage system integration on behalf of counties.

d. Proposed Contracting Procedure:

Direct award and negotiation with the BallotTrax vendor under a Special Procurement. This approach will allow statewide deployment, uniform configuration, and timely implementation aligned with the November 3, 2026 General Election timeline.

7. Justification for use of Special Procurement: Describe the circumstances that justify the use of a Special Procurement. Attach relevant documentation.

• USPS delays have created a critical need for reliable, non-mail-dependent voter communication regarding ballot movement and acceptance.

• Ballot tracking reduces misinformation, increases transparency, improves cure-process efficiency, and supports voters in rural and underserved areas.

• A statewide ballot tracking system is essential to ensure equitable access to ballot-status information, replacing the current inconsistent county-by-county availability.

• A centralized statewide contract avoids piecemeal county procurement, ensures consistent messaging, and provides immediate value to all voters.

• Five counties, including some of Oregon’s most populous counties (Clackamas, Marion, Multnomah, Washington and Yamhill), already use BallotTrax, giving the state a mature, vetted infrastructure to build upon. Due to the short implementation timeline, leveraging an existing system that has demonstrated compatibility with OCVR and county workflows allows rapid statewide adoption and minimizes deployment risk.

8. Findings to Satisfy the Required Standards: This proposed special procurement:

__X____ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

There is an immediate need to have a ballot tracking system in place by the November 2026 General Elections. Any competitive solicitation would need to heavily weigh a proposer’s ability to demonstrate compatibility with Oregon county and state election systems, as this would significantly impact the time and cost of implementation. BallotTrax is the only company actively working with any Oregon counties on ballot tracking, making them likely to succeed in any competitive proposal.

and

______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or

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__x____ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

Statewide implementation of BallotTrax will substantially promote the public interest in a manner that cannot practicably be achieved through standard competitive procurement processes. BallotTrax already serves five Oregon counties and more than 317,000 auto-enrolled voters, giving the state access to a mature, vetted infrastructure with proven compatibility with OCVR and established county workflows. Leveraging this existing, operational system is essential given the short statewide rollout timeline.

The Elections Division is implementing this project within 55 days of the general election, supported by emergency funding. Under this compressed schedule, conducting a full competitive procurement would create unacceptable risk to statewide election operations and voter communication. By using a system that is already functioning successfully in multiple Oregon counties, the Division can rapidly deploy reliable ballot-status alerts to voters statewide while maintaining continuity, accuracy, and security.

USPS operational changes—including slower delivery, regional consolidation, and delayed postmarks—have increased the immediate need for voters to be able to receive non-mail-dependent ballot-status updates.

BallotTrax provides real-time notifications for ballot issuance, receipt, acceptance, and cure requirements, significantly reducing voter confusion, misinformation, and call-center volume.

A single statewide solution administered by the Elections Division ensures equitable access for all voters, including rural and underserved populations disproportionately affected by mail delays. Uniform messaging, consistent alert cadence, streamlined cure processes, and standardized statewide reporting cannot be efficiently or effectively achieved through individual county-level procurements or a lengthy competitive solicitation.

Because BallotTrax uniquely meets the urgent operational needs of the 2026 general election and supports statewide election equity, transparency, and voter confidence. Selecting this vendor under a Special Procurement substantially promotes the public interest in a manner that standard procurement requirements cannot practicably deliver.

9. Approval Signature: ________________________________________________________ Chief Procurement Officer Date:

9/11/2026