Lease of Ballot Scanning and Tabulating System and Accessibl

The State of Maine Department of Secretary of State, Elections Division, is soliciting proposals through a Request for Proposals (RFP 202602020) to lease a statewide Ballot Scanning and Tabulating System (BSTS) with compatible Accessible Voting System (AVS) units to serve approximately 500 municipalities and 400 jurisdictions across Maine. The procurement includes approximately 1,200 precinct scanners, 600 AVS units, and two high-speed tabulators capable of processing ranked-choice voting central counts and supporting risk-limiting audits. Bidders must be current manufacturers or authorized representatives of new BSTS and AVS systems and must meet stringent pass/fail eligibility requirements, including VVSG 2.0 certification or certification submission, compliance with Maine's prohibited technologies list, freedom from external network connections, and support for ranked-choice voting with a minimum five-candidate ranking capability. The evaluation criteria employs 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 and others scored proportionately. Bidders must submit questions no later than April 8, 2026, at 4:00 p.m. local time, and proposals are due by April 23, 2026, at 4:00 p.m. local time via the Vendor Self Service (VSS) system, with implementation 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.

The RFP does not specify any set-aside designations or restrictions limiting responses to particular categories of organizations, disadvantaged enterprises, or minority-owned businesses. No incumbent vendors or current contractors are identified in the documentation. Bidders must provide comprehensive deliverables including a Dun & Bradstreet Business Information Report, certificate of insurance, sample ballots for both ranked-choice voting and plurality voting, system component photographs, and VVSG 2.0 certification documentation. Support services must include a toll-free help desk with maximum 5-minute wait times on election day, in-person field services with technicians positioned geographically across Maine, preventative maintenance at municipal storage locations, and on-site support for ranked-choice voting central counts and risk-limiting audits as required. 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. Specific award values or budget ranges are not disclosed in the RFP documentation provided.