RFP 2023-107 Mail Ballot Sorter Solution

Clackamas County, Oregon, has issued Request for Proposals (RFP) 2023-107 for a Mail Ballot Sorter Solution, seeking vendors to provide comprehensive mail-in ballot sorting equipment, maintenance, training, and supporting software for the county's Elections Division. The procurement aims to acquire technology that can accurately and efficiently sort ballot return envelopes, with minimum requirements including an 8-bin sorting system capable of processing up to 250 ballot envelopes per bin and the potential to accommodate increased demand. The RFP requires proposers to demonstrate expertise in ballot sorting technology, provide detailed equipment and software specifications, and outline maintenance and training plans that integrate with Oregon's centralized voter registration system. Evaluation criteria will focus on vendor experience, equipment specifications, maintenance and training capabilities, and system integration ease, with a maximum score of 100 points. Key procurement dates include a proposal submission deadline of February 22, 2024, at 2:00 PM Pacific Time, with the contract term spanning from the effective date through June 30, 2027, and an option for a two-year renewal.

While no specific set-aside designations or restrictions on respondent types were explicitly mentioned in the documentation, the RFP indicates that the county is seeking a technologically advanced solution with comprehensive support capabilities. The current infrastructure involves an existing 8-bin ballot sorter, and the new solution must seamlessly integrate with Oregon's election systems. DMT Solutions Global Corp has been identified as the apparent successful proposer, scoring 92.66 out of 100 points in the evaluation process. The RFP does not specify a precise budget range or award value, but it suggests a significant investment in election technology infrastructure. The procurement process allows for potential contract negotiation, with provisions to offer the award to the next highest-ranked proposer or withdraw the RFP if the initial successful proposer cannot negotiate acceptable contract terms.