Ballot tabulation solution

Clackamas County, Oregon, has issued Request for Proposals (RFP #2025-71) for a comprehensive Ballot Tabulation Solution to replace existing ballot tally machines and Election Management System. The county, with over 315,000 registered voters and up to four annual elections, seeks a solution that includes equipment, maintenance, training, and software updates for creating, scanning, and tabulating ballots. The procurement requires a system isolated from the county's IT environment, with no wireless capabilities, and meeting state and federal election system certifications. Evaluation will be conducted using a 100-point system, with points allocated across vendor experience (30 points), equipment and software specifications (30 points), maintenance and training (15 points), system integration (15 points), and fee schedule (10 points). The proposal is due on October 14, 2025, at 2:00 PM Pacific Time, with full implementation expected by January 31, 2026. The contract term will run from the effective date through June 31, 2029, with options for two additional two-year renewals. Proposers must provide detailed information about system architecture, security, audit capabilities, reporting functions, ballot design flexibility, and integration with Oregon's Centralized Voter Registration system.

The county encourages proposals from Minority, Women, Veteran, and Emerging Small Businesses, indicating a commitment to diverse vendor participation. The procurement requires comprehensive documentation, training, and ongoing technical support from the selected vendor. While no specific incumbent vendor is mentioned, the county seeks a solution that can accommodate future changes in functional requirements and integrate seamlessly with existing election infrastructure. The RFP suggests the county is looking for a robust, flexible ballot tabulation system that can handle up to 500,000 ballots per election cycle. Although a specific budget range is not explicitly stated, the comprehensive nature of the requirements and the scale of the county's election operations suggest a significant investment in the new ballot tabulation solution. The procurement emphasizes the importance of system security, certification compliance, and the ability to support the county's election administration needs efficiently and accurately.