Elections Ballot Sorting System

Pierce County is requesting proposals for an automated election ballot mail sorting system for the Auditor's Office under RFP #2026-RFP-191, with proposals due September 16, 2026 at 4:00 pm and questions due September 2, 2026. The system must be fully operational by June 15, 2027 prior to the 2027 Primary Election.

The system must process incoming ballot envelopes and election-related mail, sort to multiple categories, capture envelope images, read envelope information, interface with the state voter registration system (VoteWA), and open envelopes without damaging contents. The solution must include at least two machines functioning simultaneously on the same server with minimum capacity of eight sorting pockets and modular construction allowing future expansion. Key capabilities include signature verification compliance with RCW 29A.40.110(3), identification of unsigned, challenged, or rejected envelopes, customizable sort schemes, batch tagging, audit reporting, barcode reading, and accommodation of varying mail piece sizes. Proposers must be licensed to perform work in Washington State.

The initial contract term is one year, with Pierce County retaining the option to extend for four additional 12-month terms at its sole discretion. The County anticipates awarding a single contract but reserves the right to make fewer awards or no awards based on proposal quality and available funding. The County currently operates three incoming mail sorters and serves 600,000 registered voters across 717 precincts.

Evaluation criteria are weighted as follows: ability to provide proposed services and proposed approach (60 points), proposer experience and past performance (10 points), and overall cost effectiveness and pricing (30 points). Proposals will be scored on a 0–10 scale by an Application Evaluation Committee. Proposers must submit Attachment A (Vendor Pricing) and Attachment B (Proposer Questionnaire). The County may conduct interviews, demonstrations, or presentations with shortlisted vendors. Pricing must include hardware, software, implementation, training, documentation, and ongoing support and maintenance with extended availability during election periods, including weekends and holidays. Vendors must carry commercial general liability of $1 million per occurrence, workers compensation as required by Washington law, professional liability of $1 million per occurrence, and cyber liability of $2 million per occurrence, with Pierce County named as additional insured. All proposals become the property of Pierce County and the public domain.