Election Location and Volunteer Management System

Contra Costa County is seeking proposals for an Election Location and Volunteer Management System through a Request for Proposal (RFP) released on June 26, 2025, with responses due by July 22, 2025, at 3:00 PM PDT. The County Clerk Recorder requires a comprehensive software system to manage election volunteers and polling locations for its 725,000 active registered voters, covering 5 Regional Early Voting sites and 147 Polling Place locations. The proposed system must include robust features for location management, volunteer recruitment, communication, scheduling, training, and payroll processing, with specific technical requirements such as secure login, role-based access controls, encryption protocols, and audit trails. Proposers will be evaluated based on company qualifications, project understanding, personnel experience, software suitability, cost, and client references through a comprehensive scoring process. The initial contract term is three years with two optional one-year renewals, and the County reserves the right to reject any proposals while following California Public Records Act guidelines for proposal disclosure.

The RFP includes opportunities for various business classifications to participate, with a Business Opportunities Registration and Certification Form allowing companies to self-certify as Small Business Enterprise (SBE), Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Disadvantaged Business Enterprise (DBE), Disabled Veteran Business Enterprise (DVBE), or Local Business Enterprise (LBE). The registration is valid for three years, and businesses are encouraged to use the county's e-Outreach system for ongoing communication about opportunities. While specific budget ranges are not explicitly stated, the procurement includes detailed pricing requirements, with bidders expected to submit a comprehensive three-year pricing quote and maintain firm pricing throughout the contract duration. Payment terms are set at net 30 days, and the system must be capable of supporting the county's existing election infrastructure while providing enhanced management capabilities. Potential vendors should note that misrepresentation could result in contract termination and removal from county databases, emphasizing the importance of accurate and truthful proposal submissions.