Mail Ballot Tracking Software

The Nevada Secretary of State is seeking a comprehensive mail ballot tracking software solution for election cycles from 2026 through 2029, covering multiple election events including primaries and general elections. The Request for Proposals (RFP) solicits a vendor to develop a sophisticated tracking system with voter-facing and administrator-facing portals that must integrate with the TotalVote Statewide Voter Registration and Election Management System (VREMS) and coordinate with the U.S. Postal Service Intelligent Mail barcode system. The software must track outgoing and return delivery of mail ballots for two election cycles, with specific tracking requirements for the 2026 June Primary, 2026 November General Election, 2028 February Presidential Preference Primary, 2028 June Primary, and 2028 November General Election, including potential special elections. Evaluation criteria will assess applicability to RFP terms (50 points), process explanation (30 points), ease of use for voters and administrators (25 points each), language and ADA accessibility (20 points), data availability (20 points), security considerations (20 points), and cost factor (10 points). Key submission deadlines include November 13, 2025 for questions, December 2, 2025 for references, and December 3, 2025 at 2:00 p.m. Pacific Time for proposal submissions, with an estimated contract award date of January 5, 2026.

The procurement includes a Nevada-based business preference of five percent for vendors meeting specific state definitions. Mandatory requirements for respondents include registration on nevadaepro.com, a valid Nevada business license, active System for Award Management (sam.gov) registration, and compliance with Nevada law regarding indemnity and non-boycott of Israel. Technical support must be available during election periods with immediate response to critical issues and graduated response times for various problem categories. The estimated contract value is $500,000 over the five-year contract period, with an annual software cost of $100,000. Vendors must provide comprehensive insurance coverage, including Commercial General Liability with aggregate limits of $2,000,000 and specific occurrence limits of $1,000,000, and maintain Workers' Compensation at statutory levels. The State reserves the right to reject any or all responses and intends to award a single contract, with the successful vendor required to maintain data encryption and ensure stateside data maintenance while agreeing to standard form contract terms including specific indemnification and limited liability clauses.