Title VI FHWA Assurance package_2022.pdf

This is a Title VI FHWA Assurance package document related to the State of Maine Department of Secretary of State, Elections Division's Request for Proposals (RFP 202602020) to lease a statewide Ballot Scanning and Tabulating System with compatible Accessible Voting System units. The procurement encompasses approximately 1,200 precinct scanners, 600 Accessible Voting System units, and two high-speed tabulators designed to serve approximately 500 municipalities and 400 jurisdictions across Maine. The systems must support ranked-choice voting with a minimum five-candidate ranking capability and risk-limiting audits. Bidders must submit questions by April 8, 2026, at 4:00 p.m. local time, with proposals due by April 23, 2026, at 4:00 p.m. local time via the Vendor Self Service system. Implementation is required prior to the November 3, 2026 General Election. The contract term consists of an initial 2.5-year period from May 29, 2026, through December 31, 2028, with options for two additional 3-year renewal periods extending through December 31, 2034.

Eligible bidders must be current manufacturers or authorized representatives of new Ballot Scanning and Tabulating System and Accessible Voting System products and must meet stringent pass/fail eligibility requirements, including VVSG 2.0 certification or certification submission, compliance with Maine's prohibited technologies list, and freedom from external network connections. Evaluation criteria employ a 100-point scoring scale with organizational qualifications and experience weighted at 15 points, proposed services at 60 points, and cost at 25 points, with the lowest total fixed lease cost receiving full points. The Department anticipates making one award for a firm, fixed-price lease proposal that encompasses all hardware, software, infrastructure, training, maintenance, and support services with no additional charges to the Division. Support services must include a toll-free help desk with maximum 5-minute wait times on election day, in-person field services with geographically positioned technicians, and preventative maintenance at municipal storage locations. No set-aside designations, incumbent vendors, or specific award values are identified in the RFP documentation.