SSN-RC-2023-056- Election Systems and Software .pdf
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- Solicitation number
- SSN-RC-2023-056
- Issued by
- Rockland County, New York
About this file
This document is a Sole Source Notification from the Rockland County Department of General Services, Purchasing Division, proposing a sole source award to Election Systems and Software (ES&S) for hardware maintenance and extended warranty services for voting machines used by the Rockland County Board of Elections. The contract covers maintenance for DS200 ballot scanners and AutoMARK ballot marking devices for the period of January 1, 2023 through December 31, 2023. Non-profit agencies interested in providing similar services must respond by 3 PM on November 16, 2023, with details about their qualifications, prior experience, and connections to the Rockland County community. Responses must be submitted via facsimile or email, with no phone calls accepted.
The total estimated contract value is $82,341.75, with funding contingent on the adoption of the County of Rockland 2023 Annual Budget. The sole source justification is based on ES&S being the sole manufacturer and licensor of these specific voting machines, which are certified by the New York State Board of Elections and designed to meet federal Help America Vote Act (HAVA) requirements. The voting machines include physical and digital security features such as locking panels, security seals, data encryption, and digital signatures. ES&S will provide maintenance services including cleaning, inspection, and repair to ensure the voting system remains fully operational for each election, with technicians following strict maintenance checklists developed using detailed product knowledge.
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Text version
DEPARTMENT OF GENERAL SERVICES, PURCHASING DIVISION
Dr. Robert L. Yeager Health Center
50 Sanatorium Rd, Building A
Pomona, New York 10970 Phone: (845) 364-3820 Fax: (845) 364-3809
Email: purchasing@co.rockland.ny.us
Paul Brennan, CPPO, FNIGP, NIGP-CPP Director of Purchasing
SOLE SOURCE NOTIFICATION #: SSN-RC-2023-056
PROPOSED SOLE SOURCE AWARD TO ELECTION SYSTEMS AND SOFTWARE–
TO PROVIDE HARDWARE MAINTENANCE AND EXTENDED WARRANTY FOR
AUTOMARK AND DS200 VOTING MACHINES FOR THE ROCKLAND COUNTY
BOARD OF ELECTIONS - $82,341.75
The County of Rockland is considering the issuance of a Sole Source award to
Election Systems and Software (ES&S)(“Service Provider”) for the provision of hardware maintenance and extended warranty for the Rockland County Board of
Elections (BOE) DS200 and AutoMark voting machines. Funding amount is contingent on the adoption of the County of Rockland 2023 Annual Budget. As such, the final funding amount may differ from the estimated amount provided in this notice.
This award may be made on a sole source basis in accordance with the Rockland
County Procurement Policy.
TERM: January 1, 2023- December 31, 2023
DS200 – Biennial Maintenance and Extended Warranty
The DS200 is manufactured and licensed solely by Election System & Software. It is a poll place ballot scanner and vote tabulator that combines the flexibility and efficiency of digital-imaging technology to support paper-based voting. The DS200 is a precinct-based scanner and vote tabulator equipped with the latest technology, as certified by the New York State Board of Elections.
The DS200 includes physical security features such as locking panels and security seals to secure files. The system includes safeguards such as data encryption and digital signatures to protect sensitive data.
AutoMARK- Biennial Maintenance and Extended Warranty
The AutoMARK is manufactured and licensed solely by Election System & Software.
It is a poll place ballot marking device to support voters with assistive needs, as required by the Help America Vote Act (HAVA) of 2002. The AutoMARK device is compatible with the DS200 ballot scanner and vote tabulation unit, marking only ballots scannable by the DS200. The AutoMARK allows disabled voters the opportunity to mark their ballot independently and without assistance.
Designed and certified for purpose, the AutoMARK features physical and digital security as required by federal and state standards for election data protection.
Maintenance
Election System and Software equipment and/or firmware provides maintenance services for the DS200 and AutoMark. ES&S has properly trained and licensed personnel to service and support this equipment. The technicians follow strict checklists in the maintenance of the AutoMARK and DS200, such checklists having been developed using intimate product knowledge and documentation. Maintenance services include the cleaning, inspection, and repair (as needed) for the certified voting machines. The physical maintenance ensures that that the county’s voting system will be fully operational for each election.
ES&S is subject to Compliance with Laws and Regulations provisions in the State of New York that necessitate the AutoMARK and DS200 be maintained and supported.
This notice is issued for informational purposes only and is NOT a request for competitive quotes.
Any non-profit agency that believes they are qualified to provide the services detailed above and is ready, willing and able to provide the services; shall respond to this notice no later than 3 PM on November 16, 2023 (14 days after advertisement) of this announcement. The response should provide specific details regarding the agency’s interest in providing such services as well as their prior experience in providing the same or similar services. In addition, the response should detail the agency’s connections to the Rockland County community.
Responses to this notice must be sent via facsimile to 845-364-3809 or email to purchasing@co.rockland.ny.us. NO PHONE CALLS WILL BE ACCEPTED
A determination by the County not to compete the proposed contract is solely within the discretion of the County.
SIGNED:
PAUL J. BRENNAN, CPPO, FNIGP, NIGP-CPP
DIRECTOR OF PURCHASING
mailto:purchasing@co.rockland.ny.us
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