RFP 2023-107- Clarifying Questions.pdf
PDF 339 KB Posted
- Solicitation number
- S-C01010-00009292
- Issued by
- Clackamas County, Oregon
About this file
This document is a clarifying questions response issued by Clackamas County, Oregon on February 15, 2024, for Request for Proposals #2023-107 regarding a Mail Ballot Sorter Solution. The county's Elections Division seeks a vendor to provide a ballot sorting system capable of handling up to 250 ballot envelopes per bin with a minimum requirement of 8 bins, though proposals should account for increased demand over the equipment's lifecycle. The sorter must accommodate exception handling and be supported by on-site technical response capabilities, with response times varying based on election cycles. Work shall be performed according to schedules approved by the county and adapted to varying election timelines depending on the election type conducted.
The clarifying questions address operational and logistical specifications, including technician response time expectations, staffing requirements, and work schedule flexibility. Notably, the county does not require on-site customer service representatives to reside in Oregon, allowing out-of-state technicians to support the equipment. The response emphasizes that these clarifications are for guidance purposes only and do not alter the original RFP terms. No pricing information, contract value, or specific award timeline is provided in this clarification document, as it solely addresses technical and operational questions submitted by interested vendors prior to proposal submission.
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Text version
PH: 503-742-5400 WWW.CLACKAMAS.US
REQUEST FOR PROPOSALS #2023-107
Mail Ballot Sorter Solution
RESPONSE TO CLARIFYING QUESTIONS
February 15, 2024
Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers are for clarification purposes only and in no way alter or amend the RFP as published.
1. Is there a minimum requirement for number of bins? For example, does Clackamas County envision needing more bins in the future, when compared to the number of bins used today? Also- How many bins are used for exceptions today?
Answer: Currently the Clackamas County Elections Division has a total of 8 bins with up to 250 ballot envelopes being sorted into each bin on the ballot sorter. The minimum requirement for the proposal is 8 bins however the proposal should consider an increase in demand over the life cycle of the ballot sorter.
2. Is there an expected minimum response time for a technician to be on site? For example, would 4 hours or less
(to be on site) be acceptable?
Answer: There is an expected response time for a technician to be on site, with the expected response time varying depending on the election cycle.
3. Is there a requirement for the technician (CSR) to reside in the state of OR?
Answer: No.
4. Pertaining to 3.2.2, can you please further define the requirements for “work schedule?”
Answer: Election timelines will vary based on the type of election being conducted. Work shall be performed in accordance with a schedule approved by the County.
End of Clarifying Questions #1
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