Statewide Pollbook Modernization RFP #D38B5600002

The Maryland State Board of Elections (SBE) is conducting a Request for Proposals (RFP #D38B5600002) for a Statewide Pollbook Modernization project targeting implementation for the 2028 election cycle. The procurement seeks a comprehensive electronic pollbook solution involving software, hardware, implementation, and support services for all Local Boards of Elections, with a total of 9,000 initial device units planned. Key deliverables include Maryland-specific system modifications, statewide integration acceptance testing, training, change management, deployment, and ongoing operational support. The project requires complete system functionality by March 2027, with a five-year contract term from January 15, 2026 to January 14, 2031, and two potential two-year renewal options. Proposals are due April 16, 2025 at 2:00 PM Local Time, with a virtual pre-proposal conference scheduled for March 18, 2025. Bidders must provide five Subject Matter Experts for regional technical support and demonstrate capabilities for real-time monitoring during early voting and election day, with system requirements including voter lookup within 2 seconds, data export capabilities, and robust security features like AES-256 encryption and two-factor authentication.

The procurement includes a 10% Minority Business Enterprise (MBE) subcontracting goal and is federally funded through the Help America Vote Act Election Security Grant. The contract will be awarded on a fixed-price basis with Indefinite Delivery Indefinite Quantity (IDIQ) work orders, and successful vendors must provide a $5 million performance bond after contract award. The current infrastructure involves 8,327 existing pollbooks implemented in 2006, which will be decommissioned and replaced by the new solution. Potential award values are not explicitly stated, but the financial proposal indicates significant investment across design, development, hardware, licensing, hosting, support, maintenance, and training categories. The solution must integrate with existing state systems and support Maryland's specific election processes, including primary and general elections, same-day voter registration, and address changes. Vendors will be evaluated on their ability to provide a comprehensive, secure, and efficient pollbook system that meets the state's rigorous technical and operational requirements.