Election Management Software

The City of Madison Clerk's Office issued Request for Proposal (RFP) 10031-0-2021-BG on June 7, 2021, seeking comprehensive Election Management Software to support multiple election administration functions. The software must address election official scheduling, polling place management, payroll processing, communication systems, special voting deputy coordination, in-person absentee voting staff scheduling, official training, equipment routing, and emergency operations support. Proposals were due by July 6, 2021, at 2:00 PM CST, with written questions accepted until June 15, 2021, and answers posted by June 21, 2021. The evaluation criteria included 51% for project qualifications, 30% for cost, 10% for overall team experience, 5% for local vendor preference, and 4% for similar project experience. Proposers were required to submit separate technical and cost components electronically, with hourly rates by position and a comprehensive total cost based on specified requirements.

The RFP did not explicitly limit participation to specific types of organizations, though companies from outside the USA were permitted to apply with the requirement that data be stored in a U.S. data center. Four vendors submitted proposals: EasyVote Solutions, InTech Software Solutions Inc, Konnech, and OPG-3. After a comprehensive evaluation process, including technical proposal assessments and interviews, InTech Software Solutions Inc was selected as the final award recipient, primarily due to its superior payroll and training capabilities, including a built-in training system and a user-access model that allows link-based access instead of individual login credentials. While no specific contract value or budget range was disclosed in the provided documents, the procurement focused on obtaining a comprehensive, user-friendly election management solution that could integrate various election operational components. The City of Madison emphasized the need for software that could support emergency operations tracking, particularly for potential FEMA reimbursement and insurance claim purposes.