RFP - Election Poll Worker Management Software for the Harris County Clerk’s Office

Harris County is seeking proposals for an Election Poll Worker Management Software through a Request for Proposal (RFP) for the County Clerk's Office. The software must support up to 15,000 active election workers per election, with comprehensive functionality including training schedule management, election schedule management, worker sign-up capabilities, survey modules, worker portal, voter identification confirmation, communication features, and robust reporting and analytics. The one-year contract is set to begin approximately December 1, 2025, with potential for four additional one-year renewal options. A pre-proposal conference is scheduled for September 30, 2025, at 1:00 p.m. CDT, with an RSVP required by September 26, 2025. The evaluation criteria will prioritize software system functionality (25%), integration and scalability (15%), with pricing representing 5% of the total evaluation, and additional pass/fail considerations for cybersecurity and information technology controls.

The RFP encourages participation from various vendors, with specific requirements for subcontractors and a focus on diverse business participation. Vendors utilizing subcontractors exceeding $25,000 must obtain a payment bond, and the county requires detailed documentation about technical architecture, data management, and security protocols. The system must be hosted on a secure GovCloud platform, comply with local, state, and federal data protection regulations, and provide a minimum 99.99% uptime. A certified Project Lead with extensive public sector project management experience is mandatory, and the system must include comprehensive security features such as multi-factor authentication, end-to-end encryption, and role-based access controls. While a specific budget range is not explicitly stated, the county anticipates a flexible pricing approach, accepting both time and materials and fixed-price proposals with a total "not-to-exceed" project price that includes turn-key solution, project management, implementation services, training, documentation, software licenses, and post-go-live maintenance and support.