Request for Proposals--Voting System (Released Oct …

Request for Proposals--Voting System (Released Oct … County of Nevada Information & General Services Department Purchasing Division Request for Proposals For a Voting System Proposals due December 4, 2006 3:00 p.m. Pacific Time at County of Nevada Eric Rood Administrative Center 950 Maidu Avenue Nevada City, CA 95959 (see pp. 2-3 for specific instructions related to courier delivery) Deadline for Written Questions: November 15, 2006 (5:00 p.m. Pacific Time) TABLE OF CONTENTS Page 1.0 Specifications and Requirements for Proposals . . . . . . . . . . . . . . . . . 1 1.1 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1.2 Questions and Addenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 1.3 Proposal Submission Instructions . . . . . . . . . . . . . . . . . . . . . . . 2 1.4 Proposal Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 1.5 General Conditions and Instructions to Vendors . . . . . . . . . . . . 3 1.6 Content and Organization of Proposals . . . . . . . . . . . . . . . . . . 5 1.7 Evaluation of Proposals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 1.8 System Demonstrations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 2.0 Current Elections Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 3.0 System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 4.0 Contractor Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 4.1 Vendor Support Requirements . . . . . . . . . . . . . . . . . . . . . . . . 15 4.2 Delivery and Installation Requirements . . . . . . . . . . . . . . . . . 16 4.3 Acceptance Testing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 5.0 Glossary of Terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Attachments A – Vendor Identification Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 B – Proposal Questionnaire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 C – Proposed Project Costs Form and Instructions . . . . . . . . . . . . . . . . . . . 57 D – Client Reference List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 E – Security Statement Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 F – Non-Collusion Affidavit Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 ii County of Nevada RFP: Voting System Purchasing Division Page 1 of 54 1 Specifications and Requirements for Proposals 1.1 SUMMARY The Nevada County Purchasing Division, on behalf of the Nevada County Clerk-Recorder/Registrar of Voters, hereinafter collectively referred to as ―County‖, is requesting proposals from qualified vendors of voting systems to provide a new voting system, including hardware, software, software maintenance, and related support services. The County intents to procure a fully certified voting system to comply with the Help America Vote Act (H.A.V.A.) of 2002. The system will be used by the voters of Nevada County for federal, state and local elections conducted within the term of a contract that is intended to be entered into as a result of this RFP. While this REQUEST FOR PROPOSALS seeks to be flexible enough to allow multiple vendors to propose a variety of solutions, it is also intended that enough information be provided that a purchase decision may be made from this process. This document is available electronically to facilitate easier response. The electronic copy may be downloaded from www.mynevadacounty.com/purchasing. Follow the link labeled ―View our Current Requests for Proposals.‖ Potential bidders must register with the County in order to be notified of addenda and other notices. To register, please send an email to sandy.balzer@co.nevada.ca.us indicating ―Voting System RFP Registration‖ in the title. If you do not receive a reply to this email indicating that you have been registered, please call 530-265-1747. The term ―vendor‖ as used herein shall refer to companies submitting proposals in response to this Request for Proposals (RFP). The term ―vendor‖ may also be used to describe the successful respondent in the context of providing goods and services under a contract resulting from this RFP. Contract award, if made, shall be based upon vendor responses to this RFP. All proposals received in response to this RFP will be evaluated on the equipment, programs and services provided. The County anticipates that this solicitation will result in a contract with a single vendor. However, the County reserves the right to contract with multiple vendors or to reject all proposals. County of Nevada RFP: Voting System Purchasing Division Page 2 of 54 1.2 QUESTIONS AND ADDENDA Written questions or requests for clarification of this RFP will be received until 5:00 p.m., November 15, 2006. Responses will be communicated to all registered vendors as an Addendum to this RFP, which addendum will be on approximately November 17, 2006. Any amendment or addendum to this RFP is valid only if in writing and issued by the County of Nevada Purchasing Agent. ―In writing‖ in this context includes written material that is communicated by electronic means. Questions or inquiries should be directed to mary.ross@co.nevada.ca.us or: Mary Hall Ross Purchasing Agent County of Nevada 950 Maidu Avenue Nevada City, CA 95959 Phone: 530-265-1705 Fax: 530-265-7112 1.3 PROPOSAL SUBMISSION INSTRUCTIONS Sealed proposals must be clearly marked ―PROPOSAL – VOTING SYSTEM‖ and must include all elements described in Section 1.3 below. One original and seven (7) copies of the proposal, plus one copy of the proposal in Adobe PDF format on a CD, must be delivered as directed below before 3:00 p.m. Pacific Time on December 4, 2006. The County will not be responsible for proposals delivered to a person or location other than that specified herein. Responses may be inserted directly into this document, in which cases vendors are requested to differentiate their responses by using an alternate color, font or boldface text so that the evaluation committee can easily distinguish vendor responses from the actual RFP. Proposals submitted by U.S. Postal Service or overnight commercial courier should be addressed to: Purchasing Division County of Nevada 950 Maidu Avenue Nevada City, CA 95959 County of Nevada RFP: Voting System Purchasing Division Page 3 of 54 Proposals hand delivered by vendor or same-day courier should be delivered to: Purchasing Division c/o County Executive Office County of Nevada nd950 Maidu Avenue, 2 floor Nevada City, CA 95959 1.4 PROPOSAL SCHEDULE Following is a tentative schedule of major milestones for this RFP: , Request for Proposals released . . . . . . . . . . . . . . . . October 16, 2006 , Deadline for Questions . . . . . . . . . . . . . . . . . . . . . November 15, 2006 , Addendum I issued in response to questions . . . . . . November 17, 2006 , PROPOSALS DUE . . . . . . . . . . . . . . . . . . . . . . . . . . December 4, 2006 , Product Demonstrations, Vendor Interviews . . . . . . December 11-15, 2006 (selected vendors only) , Recommendation to Board of Supervisors . . . . . . . . December 29, 2006 , Board of Supervisors Approve Contract . . . . . . . . . . January 8, 2007 (approval conditional upon Voting Modernization Board ratification) , Voting Modernization Board Ratification . . . . . . . . . January, 2007 , Earliest Possible Contract Effective Date . . . . . . . . January, 2007 1.5 GENERAL CONDITIONS AND INSTRUCTIONS TO VENDORS 1.5.1 Vendors may submit alternate proposals. Alternate proposals shall be clearly marked as such. 1.5.2 The successful contractor(s) may be required to furnish faithful performance bonds at the time a contract is executed that will have an expected length of duration of the contract. The contractor(s) must include the cost of the bond, if applicable, in the total contract price, but be able to substantiate the actual cost of the bond should the County elect to waive the bond requirement and reduce the contract price by that bond amount. In the event the contract is subsequently terminated for failure to perform, the contractor and /or surety will be liable and assessed for any and all costs for the re-procurement of the contract services. Contractor shall pay all bond premiums, costs and incidentals. 1.5.3 Any equipment proposed is to be the newest and latest model in current production. Used, remanufactured, shopworn, demonstrator, prototype or discontinued models are not acceptable unless otherwise stipulated. County of Nevada RFP: Voting System Purchasing Division Page 4 of 54 1.5.4 Brand names and numbers, when used, are for reference to indicate the character or quality desired. When the vendor does not state brand, number, or level of quality, it is understood that the offer is exactly as specified. Equal items will be considered, provided the proposal clearly describes the article. Offers for equal items shall state the brand and number, or level of quality. The determination of the Purchasing Agent as to what items are equal shall be final and conclusive. 1.5.5 Samples of articles, when required, shall be furnished free of cost of any sort to the County of Nevada. Samples of articles selected may be retained for future comparison. Samples that are not destroyed by testing, or which are not retained for future comparison, will be returned upon request at vendor’s expense. 1.5.6 The County expressly reserves the right, in its sole discretion, to (1) reject a proposal containing any exception or alternatives as non- conforming, or (2) accept any proposed alternative or exception and to award a contract based thereon if determined to be in the best interest of the County. 1.5.7 Nevada County prohibits discrimination in employment or in the provision of services because of race, color, religion, religious creed, sex, age, marital status, ancestry, national origin, political affiliation, physical disability or medical condition. This clause does not require the hiring of unqualified persons. 1.5.8 Vendors are expected to be thoroughly familiar with all specifications and requirements of this RFP. Any failure to examine or omission of any relevant form, article, site or document will not relieve vendors from any obligation regarding this RFP. By submitting a proposal, vendors are presumed to concur with all terms, conditions and specifications of this RFP unless a specific objection, citing the relevant section number, is raised. Objections considered by the County to be excessive or affecting vital terms may reduce or eliminate vendor’s prospects for award of a contract. 1.5.9 The County reserves the right to request additional written and/or oral solutions from vendors in order to obtain clarification of their proposal. 1.5.10 The County reserves the right to reject any or all proposals. Minor irregularities or informalities in any proposals which are immaterial or inconsequential in nature, and are neither affected by law nor a substantial variance with RFP conditions, may be waived at our discretion whenever it is determined to be in the County’s best County of Nevada RFP: Voting System Purchasing Division Page 5 of 54 interest. 1.5.11 To preserve the integrity of the security of our operations, any vendor required to come in contact with confidential County information to respond to this RFP and to perform the services solicited is required to sign and submit the Security Statement attached to this RFP 1.5.12 The County reserves the sole right to determine whether the voting system offered is acceptable for our use. 1.5.13 Portions of this RFP and the vendor’s proposal may be made part of any resultant contract and incorporated in the Contract. 1.5.14 Pursuant to the County’s Green Procurement and Sustainable Practices Policy, vendors are requested to use recycled products and sustainable practices whenever possible in preparing their response to this RFP, including using post-consumer recycled content paper and packaging products, and copying on both sides of the paper. 1.6 CONTENT AND ORGANIZATION OF PROPOSALS 1.6.1 Proposal Format In order to ensure a fair and thorough comparison of proposals, proposals are to be submitted in accordance with the requirements below. Failure to adhere to all requirements may result in a proposal being disqualified as non-responsive. Proposals should be free of erasures; mistakes may be crossed out and corrections inserted before submission of your response. The person signing the response shall initial and date corrections in ink. The original and the seven (7) copies of the written proposal must be assembled in a report folder or 3-ring binder, with information organized behind numbered tabs as described below. A CD containing an exact copy of the written proposal, in Adobe PDF format, must accompany the written proposal. The CD must be an exact copy of the written proposal and contain no extraneous material. Tab 1: Vendor Identification Form. The Vendor Identification Form (see Attachment A to this RFP) MUST be signed and completed in full. The signed Form represents your agreement to supply the requested goods and/or services detailed in your proposal. Tab 2: Vendor Summary. Please submit a summary of your County of Nevada RFP: Voting System Purchasing Division Page 6 of 54 company, not to exceed two pages, with the following information: , Location of headquarters , Number and locations of offices in California , Number of employees , Number of staff located within California on a full time basis , Location of office closest to Nevada County , Recent election projects completed , Election projects in progress , System/solution overview , Market focus and what differentiates your company from your competitors , Length of time in business Also include behind Tab 2 resumes of the vendor’s principal owners, indicating experience and background with voting equipment and systems, and resumes of personnel who would be assigned to the project. (Principal owners are defined as any individual owning 25% or more in the company.) Tab 3: Executive Summary. Provide an executive summary of your RFP. Content must not be more than three pages. Tab 4: Project Description: Describe your detailed approach to addressing the County’s needs for a new voting system as described in this RFP. Tab 5: Proposal Questionnaire: Include the questionnaire presented as Attachment B to this RFP, with vendor’s responses to each question completed. Tab 6: Project Costs: Complete Attachment C, indicating all costs associated with your proposal. Tab 7: Deliverables. Supply a list of deliverables to be provided to the Elections Division during the implementation of this project. This list should include hardware, software, manuals, training materials, forms, etc. Tab 8: Exceptions Should the Vendor take any exceptions to this RFP, a summary of those items must be included in the response to be considered valid. Identify by section number that part of the RFP to which you are requesting an exception. Exceptions may be accepted or rejected. Tab 9: Forms - The following forms must be included in your County of Nevada RFP: Voting System Purchasing Division Page 7 of 54 proposal. All information requested shall be entered in the appropriate space on each form. All Information shall be entered in ink or typewritten. Failure to completely and accurately complete all forms may disqualify a proposal. , Attachment D – Client Reference List , Attachment E – Security Statement , Attachment F – Non-Collusion Affidavit Tab 10: Other Information – This section may include additional Information, such as product brochures and sales literature, that you feel would help in the evaluation of your firm's ability to perform the scope of work described. Additional Required Information: Proposals must include, in a separate, sealed, confidential envelope, a complete copy of the vendor’s Dun & Bradstreet Report. The vendor may obtain a copy of this report by contacting Dun & Bradstreet at (800) 234-3867. 1.6.2 Other considerations If any information contained in the proposal is considered confidential or proprietary by the vendor, it must be clearly labeled as such and presented in a sealed envelope within the vendor's proposal package. 1.7 EVALUATION OF PROPOSALS The County reserves the right to, in our judgment, select the vendor who appears to offer the best overall solution for our current and anticipated needs. The evaluation will consider, in addition to the written proposal, any interview or demonstration to which the vendor may be invited to participate following the County’s review of the written proposal, as well as information obtained from references provided by the vendor. Proposals will be evaluated on the following criteria to determine which is best suited to meet the County’s needs: 1.7.1 Enabling the County to meet its legal mandates , Federal and California Secretary of State certification of all system components of the system , Ability of the system to be operational by the time of the first election of 2006, tentatively scheduled as June 6, 2006. , Ability of the County to qualify for Proposition 41 funds for use in procuring the system. County of Nevada RFP: Voting System Purchasing Division Page 8 of 54 , Ability of the system to meet current and future federal and state requirements at no additional cost to the county. 1.7.2 System Operations—satisfies requirements for equipment, software, and accessibility compliance. Consideration will be given to the quality and performance of equipment and supplies to be provided by the vendor, including ease of use. 1.7.3 System Support—demonstrated ability to satisfy requirements for training, storage, and election day support. 1.7.4 System integration—demonstrated ability to integrate with software program currently used by Nevada County (DIMSNeT 7.4.72). At a minimum, we would like to know about integration of ballot layout and creation. 1.7.5 Project implementation , Demonstrated ability to meet delivery quantity and timeframe requirements , Adequacy of project management and staffing capability , Outreach/voter education (including disability and language accessibility compliance) 1.7.6 Vendor experience/references , Financial capability and stability , Customer satisfaction , Ability of the vendor to perform under the contract within the time specified, without delay. , Character, integrity, reputation, judgment, experience and efficiency of the vendor , The quality of vendor’s performance on any previous work performed for the County of Nevada 1.7.7 Cost of system , Acquisition and start-up costs, including costs borne by the County outside of the vendor contract , Continuing costs, including costs borne by the County outside of the vendor contract , Cost of replacement parts and voting units 1.7.8 Additional vendor products and enhancements: Consideration may be given to vendors that have been active in new product development/enhancement, and can provide documentation, demonstration or both. Please include costs of enhancements. County of Nevada RFP: Voting System Purchasing Division Page 9 of 54 1.8 SYSTEM DEMONSTRATIONS Nevada County intends to invite some or all of the respondents to this RFP to provide a demonstration of their proposed systems to the County’s evaluation committee. The invitations to demonstrate will be determined by the needs of the County and consideration of information in the vendor’s written proposal relative to such needs. The November 2002 Gubernatorial contest will be used by each vendor for demonstration of the proposed product or system. Information about this contest will be provided to vendors by the County upon request, subject to appropriate security considerations. Vendors must demonstrate their product as described in their proposal, including participation of the members of the project team identified in the proposal. Invitations to demonstrate will be given as soon as possible following opening of the proposals. Demonstrations will be held in Nevada County. Selected vendors will be notified of the date, time and location. Minimum demonstrations for each system will consist of: , Opening and closing the polls , Logic and accuracy testing , Processing several categories of voters, including provisional voters, voters with disabilities, and write-in voters , Curbside voting , Troubleshooting , System security , A separate demonstration of your absentee voting system. , Election day set-up , Overall operation of multiple voting stations , Use of Spanish language translations of the demonstrated ballot. , Counting several ballots of multiple ballot types and reporting the count of each contest on each ballot type and as a total for the election. , Accessibility for disabled voters, in accordance with the California Secretary of State’s current standards , Demonstrate central and/or precinct ballot counting , Recounts, including the 1% manual recount Any vendor who is unable to complete the demonstration may be disqualified from further consideration. In addition, systems will be required to demonstrate the following functionality: County of Nevada RFP: Voting System Purchasing Division Page 10 of 54 , Unassisted accessibility for voters with disabilities (e.g., blind, low- vision, manual dexterity or mobility disabilities) in accordance with the California Secretary of State’s current standards. , Accessing multiple ballot types from a single voting unit. , Audit trail as specified by SB 1438 with guidelines provided for Voter Verification Paper Audit Trail by the California Secretary of State. , A printed activity log. Vendors may also be asked to demonstrate any other special features or functions of their system that are included in the proposal (e.g., the electronic roster). Please refer to the Questionnaire at Attachment B. 2 Current Elections Environment The population of Nevada County as of the 2000 census was 92,033, of which 76.9% were 18 and over. According to the Demographic Research Unit of the California Department of Finance, the County’s population as of January 1, 2003 thwas 95,700. Voter registration as of the November 8, 2005 special election was 64,238. Based upon the proportion of the population 18 and over, the number of people eligible to register to vote is 73,593. The county covers 958 square miles - 27 miles from north to south at its widest point and a total of 68.3 miles from east to west. As of 2000, there were 96 people per square mile. County of Nevada RFP: Voting System Purchasing Division Page 11 of 54 Nevada County has approximately 64,238 registered voters, with new voters registering daily. The County Clerk-Recorder / Registrar of Voters is responsible for conducting elections in Nevada County and has a staff of 5 full-time employees. Approximately 330 election officers and extra help employees are employed to assist with each major election. Turnout at a major election varies depending on the type of election. Approximately 42% of Nevada County voters voted by mail in the November 2005 Special Election. This number is expected to increase as more voters register. The County conducts four major statewide elections: the Gubernatorial Primary and General Elections and the Presidential Primary and General Elections in even-numbered years. Special elections may take place in even-numbered or odd-numbered years. Currently, Primary Elections are conducted in March and General Elections are conducted in November. Two of the County’s three cities consolidate their elections with the General Election. The Registrar of Voters also conducts special elections for all of the cities, school districts and special districts on request. These elections are generally held on regularly scheduled election dates established by State law, although an election could fall outside of these dates. The Sierra Community College District and the Tahoe-Truckee USD are shared with Placer and El Dorado Counties, and the Nevada Joint Union HSD with Yuba County. The Sierra Joint Community College District is shared with four counties: El Dorado, Placer, Yuba and Sacramento Counties. District El Placer Sacramento Yuba Dorado Truckee Fire District X NID Division III X Tahoe Forest Hospital X Truckee Donner PUD X Truckee Donner Rec & Park X Truckee Sanitary X Truckee Tahoe Airport X Nevada Union JHS X Sierra Joint Community X X X College Truckee Tahoe Unified X X School Nevada Co. Board of Ed X Placer Co. Board of Ed X Donner Summit PUD X County of Nevada RFP: Voting System Purchasing Division Page 12 of 54 The proposed election schedule over the next five to six years will be the June Primary and November General Elections of 2006, 2008 and 2010. There may be other special elections during this time. For each election , Approximately 60 polling places are set up for an average of 78 consolidated precincts, with an average of 750 registered voters in each voting precinct. , There may be as many as 88 ballot types in a primary election and 60 ballot types in a general election , On average, 3 to 5 voting booths are placed in each polling place. , Early voting is offered at the Nevada County Elections Office. At present, ballots are only provided in English. However, it is likely that the County will be required to provide assistance in one additional language in the future; therefore, vendors are requested to provide information related to their ability to provide that function. Nevada County uses DIMSNeT Election Information Management System for election administration. The Elections Department adopted the ES&S Optical Scan voting system in the early 90’s. The ES&S 550 scanners have been used in ballot counting since that time. The 550 scanners have been decertified and need to be replaced with newer technology. It is the intent of Nevada County Elections to replace the ballot counting scanners. It is also the intent of Nevada County Elections to procure precinct voting machines for all precincts and the Elections Department for H.A.V.A. compliance and procure in-precinct tabulation machines to count voted ballots at the precinct level. 3 System Requirements Nevada County is seeking to implement a ―voting system‖ which may be comprised of one or more technologies and components that will be integrated to accommodate all voting system requirements in Nevada County. The certified voting system will replace the ES&S 550 Scanners and provide a H.A.V.A.- compliant voting system for use in all forms of voting: polling places, early voting and absentee voting. Specifically, The County is requesting proposals for a voting system that will: 3.1 Allow any qualified voter, regardless of disability or qualified language: 3.1.1 To cast a secret and independent vote for all contests on the ballot at the polling place or in an early voting setting or by absentee ballot; 3.1.2 To vote by provisional ballot; 3.1.3 To cast a write-in vote; County of Nevada RFP: Voting System Purchasing Division Page 13 of 54 3.1.4 To review a paper version of his or her voted ballot and make changes before the ballot is cast. 3.2 Protect the privacy and identify of every voter. 3.3 Print using a non-fading ink. 3.4 Be unconditionally certified for current use in California by the Secretary of State (Election Code Sections 19001ff) by the date of the first federal election in 2006. The system may not be conditionally, temporarily or other than unconditionally certified. 3.5 Meet all federal and state voting system standards, including second- chance voting, notification of over-vote, and standards on accessibility for voters with disabilities and foreign language requirements. This includes the new requirement legislated in Senate Bill 1438 that voting systems must provide a voter-verified paper audit trail by the first election of 2006; 3.6 Be eligible for procurement with state and federal funds (e.g., Proposition 41, HR 3295 or HAVA) 3.7 Be used for voting in polling places, in early voting and by absentee voters; 3.8 Be required for phased-in deployment of the improved scanners and in- precinct tabulation at the June 2006 Primary election, utilizing the number of voting accessible units as needed as it relates to the election definition. 3.9 Count all ballots accurately; 3.10 Accurately record the voter’s intent: 3.10.1 At polling places, must advise voters of an undervote, but will allow the voter to override the advice and skip any contest; it will record the number of undervotes for every contest. 3.10.2 At polling places: Must notify voters of an overvote and prevent voters from casting an overvote 3.10.3 At polling places: Must allow a voter to cast a write-in vote 3.10.4 At polling places: Must allow a voter to vote provisionally, when required. 3.11 Produce reports required for compliance with applicable state and federal laws and regulations; 3.12 Allow an independent recount of all votes cast; County of Nevada RFP: Voting System Purchasing Division Page 14 of 54 3.13 Integrate with DIMSNeT, the election management system currently used by Nevada County. 3.14 Must allow an independent logic and accuracy test of every voting device (Election Code Section 15000). 3.15 Must store votes randomly so that no ballot can be connected with a voter. 3.16 Must allow the ballots to be counted at the polling place or at a central location, or both. 3.17 Must use existing electrical power without modification (many polling places are powered from a single 110 volt 15 amp outlet. 3.18 Must allow access to multiple ballot types for early voting. 3.19 Must be able to import and export data to and from the DIMSNeT system. 3.20 Must provide instructions and ballot contests in both English and Spanish and must allow the voter to choose either language for voting. 3.21 Must have a battery backup in the event of electrical failure while in use. 3.22 Must retain in memory all ballots cast in event of an electrical failure. 3.23 Must allow electronic transmission of compiled results to the Secretary of State and in formats required by the Secretary of State. 3.24 Must provide an error report/console log with date and time of each error. 3.25 Must provide a paper audit trail independent of the electronic vote count to comply with current laws regarding the 1% manual recount and any voter requested recount. 4 Vendor Requirements Vendors will be expected to meet all requirements described herein related to the election/tabulation system solution. This includes providing hardware, software, software maintenance and support. The County expects significant commitment by the vendor in the areas of system delivery, acceptance, support, project planning and management; data conversion; hardware and software training for Registrar of Voters staff; development of training for poll workers; ballot generation including layout; delivery, acceptance and support of the voting system for absentee balloting (mail balloting); custom report requirements and voter education. The vendor will be expected to provide assistance and election support to the Registrar of Voters for future elections as needed. County of Nevada RFP: Voting System Purchasing Division Page 15 of 54 Vendors must stay current with new laws and regulations that affect voting and voting systems, (e.g., accessibility for people with disabilities and the tabulation of ballots) to ensure that the vendor’s voting system complies with future state and federal laws and regulations (such as preferential voting) and must provide software licensing for updateable releases at no additional cost to Nevada County. The vendor is responsible for all notifications of changes, upgrade and/or modifications as defined by Election Code Section 362. 4.1 VENDOR SUPPORT REQUIREMENTS 4.1.1 Must provide training to voters, Elections division staff and election day poll workers. 4.1.2 Must work cooperatively with Elections division to design, develop, implement, evaluate and modify a public education and awareness program through the term of this contract. 4.1.3 Must address security issues with respect to security needs in the Elections Office, the ballots, the polling places, and as relate to staff involved in the Elections process. 4.1.4 Must allow Elections division to deposit the ballot counting program with the Secretary of State seven days before every statewide election or election to fill a state office (Election Code Section 15001 and Administrative Code Sections 20610 - 20682). 4.1.5 Must provide on-site technical assistance during all aspects of the election process, including completion of the official canvass. 4.1.6 Must provide a support structure with response time and problem resolution, especially during critical periods of time prior to and during an election. 4.1.7 Must provide Elections division with any and all upgrades made to the system during the life of this contract. 4.1.8 Must install and test all upgrades to system. 4.1.9 Must provide all documentation, software, firmware and hardware required for the system. 4.1.10 In addition, the Clerk-Recorder/Registrar of Voters of the County of Nevada supports the Voting Systems Standards of the Elections Assistance Commission and subsequent testing programs of the National Association of State Election Directors (NASED). Vendors are responsible for being informed of these standards and in County of Nevada RFP: Voting System Purchasing Division Page 16 of 54 compliance with them. The County will be expected to be responsible for facility management functions related to storing, stocking, distribution and restocking of voting system; storing the equipment; mailing absentee ballots and processing them to make them ready for tabulation; and integration of server and PC hardware utilized for ballot tabulation at remote and central county facilities into our local area network. 4.2 VENDOR DELIVERY AND INSTALLATION REQUIREMENTS The vendor must assume responsibility for installing the software, firmware and hardware at the site. The vendor will be responsible for coordinating delivery and installation with the County. The vendor is invited to offer a solution for facility preparation. The vendor will have the facility prepared in accordance with the vendor’s written minimum site and environmental specifications on or before the facility readiness date specified by the vendor. The vendor shall deliver all the software, firmware and hardware to the location specified herein. The vendor shall be responsible for all costs to ship and transfer the software, firmware and hardware supplied. All software, firmware and hardware shall be properly packaged or otherwise protected during shipment. The vendor shall open, set in place, and install at no additional cost to the County, all supplied software, firmware and hardware that is vendor-installable.| 4.3 ACCEPTANCE TESTING The vendor shall be required to meet the County’s standard of performance, as specified in the following, for all software, firmware and hardware installations. 4.3.1 The system is accepted and approved by the Secretary of State as being certified. 4.3.2 The vendor shall conduct a test on all equipment as if it were being used in an election (a dry run) in the presence of the staff of Election Department. 4.3.3 The vendor shall certify in writing that the system is completely integrated with the current election management system. 4.3.4 The vendor shall certify in writing to the County when the software, firmware and hardware are installed and ready for use. 4.3.5 The performance period shall commence upon delivery and installation through the finalization of acceptance testing, including County of Nevada RFP: Voting System Purchasing Division Page 17 of 54 the completion of the official canvass, recounts (if any) and the completion of required reports generated by the system. 4.3.6 If the system performs as stated in the with vendor support as stated in the RFP, it shall be deemed to have met the County’s standard of performance and shall constitute a successful performance period 4.3.7 In addition, the software, firmware and hardware shall operate in substantial conformance with the vendor’s published specifications applicable to such software, firmware and hardware on the date of the proposal. 4.3.8 The voting system shall not be accepted by the County until the standard of performance has been met. If the voting system fails to meet the standard of performance during a performance period, the vendor and the County can mutually agree to begin another performance period. It is not required that one 60 day performance period expire in order for another performance period to begin. 4.3.9 Immediately upon successful completion of the performance period, the County shall notify the vendor in writing of the acceptance of the voting system. The County will not accept any software lease or maintenance charges for any period prior to the end of the successful performance period. 4.3.10 If successful completion of the performance period is not attained within 140 days of the installation date, the County shall have the option of terminating the contract, rejecting the failing unit(s), or continuing the performance tests. The County’s option to terminate the contract shall remain in effect until such time as a successful completion of the performance period is attained. 4.3.11 During the performance period, the County will require the vendor to replace any or all components of the voting system which has failed the performance requirements. A new performance period will begin again with the installation of replacement components. 5 Glossary of Terms The county intends to express its expectations clearly, and they are to be legally interpreted in the favor of the County. Accessible Ensures a private and independent vote regardless of the voter’s disability. Respondent, proposer, business, contractor, vendor A business entity submitting a proposal in response to this RFP County of Nevada RFP: Voting System Purchasing Division Page 18 of 54 We/Us/Our Terms that refer to the County of Nevada, a California County. These terms may also be used as pronouns for various subsets of the County organization, including, as the context will indicate: Purchasing the Purchasing Division of Nevada County Elections Division A division of the Nevada County Clerk-Recorder Department for which this RFP is prepared and which will be the end user of the voting system sought. You/Your Terms that refer to businesses having some sort of relationship to or with us. The term may apply differently as the context will indicate. Mandatory A required element of this request. Failure to satisfy any element of this request defined as ―mandatory‖ will disqualify the particular solution, bid or response. Default A failure to act as required by any contract resulting from this request, which triggers the right to sue or excuses the other party’s obligation to perform under the contract. Cancellation/Termination A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request. Absentee Voting Period A period of 29 days prior to an election during which the voter requests a ballot (typically through the US Postal Service), votes in a location other than his/her polling place, and returns the voted ballot before the polls close on election day (typically by US Postal Service). Voting Machine A voting system or a voting device that allows the voter to cast his/her ballot electronically. Includes touch screen systems and other systems that utilize other controls to indicate selection (wheel, joy stick, etc.). Ballot Type A unique combination of electoral contests, on which all registered voters in a geographical area may vote. Cancellation/Termination A unilateral or mutual decision to not complete an exchange or perform an obligation under any contract resulting from this request. Default A failure to act as required by any contract resulting from this request, which triggers the right to sue or excuses the other party’s obligation to perform under the contract. Demonstration voting device A voting device for showing a voter how to cast a ballot. The demonstration device has a series of ―fictional‖ contests, does not County of Nevada RFP: Voting System Purchasing Division Page 19 of 54 record votes and is not certified by the Secretary of State. One demonstration device is placed in every polling place. Direct Electronic Voting System or Device (DRE) A voting system or a voting device that allows the voter to cast his/her ballot electronically. Includes touch screen systems and other systems that utilize other controls to indicate selection (wheel, joy stick, etc.). DRE electronically tabulates the votes into counters contained on PCMCIA cards inside of the machine. Early Voting Period A period of 29 days prior to an election in which voting is allowed. Early voting typically involves the operation of one or more polling places during this time period. Data Information Management Systems (DIMSNeT) This is the computer software package developed and marketed by Diebold’s Data Information Management Systems, Inc. of Granite Bay, California. The Elections Division uses DIMSNet to develop and manage its voter file and count ballots. In-Precinct Tabulators Electronic tabulating equipment through which voted paper ballots are run for tabulation. Overvotes and undervotes are checked and alerted and may be accepted or rejected. Accepted ballots tabulate onto PCMCIA cards contained in the machine. Voted paper ballots are stored in ballot boxes underneath the electronic tabulators. Optical Scan Voting System A system of casting a ballot in which the voter marks his/her choice by darkening a designated area on a paper ballot with a pencil or pen. The designated voting area may be a circle, an oval, a rectangle or a broken arrow that must be connected with a mark. Principal owner Any individual who owns an interest of 25% or more in contractor entity. Voting System Includes all component software, firmware and hardware, in sufficient quantities, needed to allow voters to cast a valid vote and for the Elections Division to record and report all votes for all contests. The voting system must be certified by the California Secretary of State. County of Nevada RFP: Voting System Purchasing Division Page 20 of 54 Attachment A: Vendor Identification Form (Insert behind Tab #1 of Proposal) Name of Company submitting proposal: ________________________________________________________________ Address: ___________________________________________________________________ __ Telephone No: __________________ Fax No: ___________________________ Contact Person: ______________________ E-mail____________________________ Company Type: ______ Individual ______ Partnership ______ Corporation Small Business: ________Yes ________ No Minority/Women-Owned/Disadvantaged Business Enterprise: ____Yes ____ No Federal Tax I.D. No: ____________________________ Vendor Authorized Representative Signature:___________________________________ Date: _________________ Typed or Printed Name:________________________________ County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 21 of 54 Customers Attachment B – System Requirements Questionnaire (Insert behind Tab #5 of Proposal) , Project tracking , Mve planning All proposers are required to respond to the following questions. Failure to respond to , Corrective this questionnaire in accordance with Section III, Proposal Content, may result in Maintenance disqualification. The questions hereinbelow correspond to Section II, General System Work Order Requirements, of this RFP. initiation and tracking Voter Services Requirement A: The system must be certified by the California Secretary of State by the submission of response to this RFP. Can you meet this requirement? (yes/no) Questions: 1. What is the name or model number of the system? 2. What type of system is it (e.g., DRE, optical scan)? 3. Is this system certified for use in California elections by the California Secretary of State? a. If ―yes,‖ what is the status of the certification (fully certified, conditionally certified, etc)? Have any modifications been made to the system or anticipated that would require re-certification? Please provide a copy of your state and federal certification letters. b. If ―no,‖ what is the status of your application for certification (application submitted and certification pending, application to be submitted by {date}, etc.)? 4. Is the absentee voting module certified by the Secretary of State for use in California elections? a. If ―yes,‖ what is the status of the Absentee module certification (fully certified, conditionally certified, etc)? Have any modifications been made to the system that would require re-certification? Please provide a copy of your state and federal certification letters. b. If ―no,‖ what is the status of your application for certification of absentee module (application submitted and certification pending, application to be submitted by {date}, etc.)? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 22 of 54 5. Are you in compliance with the Voting Systems Standards of the Federal Election Commission? If ―yes,‖ please identify the version (year) of compliance and attach a copy of your Certificate. Requirement B: The voting system provided by the contractor must be capable of allowing all qualified voters to cast a vote on every contest on his/her ballot. Can you meet this requirement? (yes/no) Questions: 1. List all devices or ballot designs including sizes and formats that your system will automatically lay out with your software. 2. Provide detailed steps for setting up and preparing the Official ballot and sample ballot. 3. Provide a sample of each report your system generates for official ballot and sample ballot proofing. 4. Describe how you will work with our current or future sample ballot printer to create an automated interface to their sample ballot pamphlet production system. This interface will also produce the necessary reports to ensure the sample ballot books match the ballots on the DRE and the optical scan paper ballots produced by the system. 5. Describe the process required to prepare the ballot tabulation portion of your system after the ballot layout has been completed and proofed. 6. Are pages presented to the printing Proposer with a run sheet? a. Does the Proposer or County create the run sheet? b. Does the sample ballot go with the run sheets? c. Do official ballots go with the run sheets? 7. Is ballot rotation automatic? a. If ―yes,‖ describe the process. b. If ―no,‖ who provides ballot rotation per California law: the Proposer, county staff or an outside consultant/third party hired by the Proposer? 8. What options are available for loading all contests from the October 7, 2003 Statewide Special Election (gubernatorial recall) onto voting devices? NEVADA County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 23 of 54 County Elections will provide a CD with the contests. In the Proposer demonstrations, the Proposer will load the contests onto all units they will be demonstrating and will provide a log showing the loading times. 9. The County requires that changes be made globally instead of having staff re-enter changes on several ballot types. Describe the process to change or correct the ballot. a. State whether a change or correction on a contest carries the change or correction to all ballot types on which that contest appears. b. Is this process the same for translations? c. Indicate how the following will be affected: Election precincts; Districts; Ballot types; Voting locations; Contest (Measures and candidates); Recalls; Reports. 10. Describe all options for printing ballots generated by your system (e.g., ballots can be generated by third party Proposers, printed ―on-demand,‖ printed on-site). Requirement C: The voting system provided by the contractor must meet the requirements of the Americans with Disabilities Act, federal and state laws and the Secretary of State’s current standards on handicapped accessibility by allowing voters with disabilities full access to the voting device and the ballot and to vote unassisted. Can you meet this requirement? (yes/no) Questions: 1. Describe how a voter with visual impairment is accommodated a. Does the system have a headset with volume control? b. How is the recording created (e.g., human voice)? c. Is there an audio jack so the voter if they wish could bring their headphones? d. Does your system support voter selected font adjustments for the visually impaired? e. If ―yes,‖ what is the maximum enlargement allowed (stated as either a font size or percentage of increase)? f. When enlarged, does a horizontal scrollbar appear on the bottom and at what dimension of increase does it appear? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 24 of 54 2. Describe how a voter in a wheel chair would cast a vote. Include in your description the manner in which such a voter would access the voting device and other accessibility features such as height adjustment, screen tilt, keyboard tray tilt, etc. 3. How will a voter with limited dexterity vote? 4. Have you received any awards or endorsements for the system you are proposing from groups that represent voters with specific needs? 5. Does the system allow for curbside voting? a. If ―yes,‖ describe the procedure for a poll worker to remove a voting unit for curbside voting. b. What is the maximum distance from the polling place that unit can still operate? 6. Does your system allow all voters an opportunity to cast a ballot without assistance from another person? Explain how you will meet this requirement. Requirement D: The voting system provided by the contractor must provide instructions and ballot contests in both English and Spanish and must allow the voter to choose either language for voting. Can you meet this requirement? (yes/no) Questions: 1. Is the system capable of providing voting information and contests in English, Spanish and including character-based languages? 2. How is the foreign language translation accessed (by the voter or poll worker)? 3. Can other languages be added if required? Is there a limit on the number of foreign languages that can be added? 4. Are translations to be provided by NEVADA County Elections or does your firm provide translation services in accordance with California election law? 5. Are the translations imported or do the translations have to be re-entered by hand? Requirement E: The voting system provided by the contractor must protect the privacy and identity of every voter. Can you meet this requirement? (yes/no) Question: Does each voting unit have an integrated voting booth? a. If ―yes,‖ does it provide sufficient privacy for the voter? b. If ―no,‖ does your proposal include voting booths or other equipment for voter privacy? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 25 of 54 Requirement F: The voting system provided by the contractor must store votes randomly so that no ballot can be connected with a voter. Can you meet this requirement? (yes/no) Question: Explain how you will meet this requirement. Requirement G: The voting system provided by the contractor must allow the voter to review his/her choices and to make changes before the votes are cast. Can you meet this requirement? (yes/no) Question: Describe how the voter will make voting choices. Include in your response: 1. Describe how a voter verifies his/her ballot choices 2. Review of the ballot choices 3. Confirmation and correction of under-voted and over-voted contests 4. Casting a write-in vote 5. Keyboard style (alpha or QWERTY) Requirement H: If proposing a DRE voting system, it must print using a non-fading ink or use thermal paper that will exceed the minimum requirement for storage. Can you meet this requirement? (yes/no) Question: Explain how you will meet this requirement. Requirement I: The voting system provided by the contractor must be able to prevent voters at polling places from casting an overvote. The system must also sort overvotes in central count. Can you meet this requirement? (yes/no) Questions: 1. Does the DRE system have the capability of preventing or rejecting an overvote? Please describe the process. 2. For optical scan systems, how are these votes recorded and reported? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 26 of 54 3. Describe how your system will sort overvotes in central count. Requirement J: The voting system provided by the contractor must advise voters at polling places of an undervote, but will allow the voter to override the advice and skip any contest; it will record the number of undervotes for every contest. Can you meet this requirement? (yes/no) Question: Does the system allow an undervote? Please describe the process. 1. How does the system record and report an undervote? 2. How does your system report that the voter intentionally omitted contest (intentionally under-voted)? Requirement K: The voting system provided by the contractor must allow voters at polling places to cast a write-in vote. Can you meet this requirement? (yes/no) Question: Describe the process for write-in voting. Requirement L: The voting system provided by the contractor must sort write-in votes at the polling place and in central count. Can you meet this requirement? (yes/no) Questions: 1. Describe the process for sorting write-in votes at the polling place. 2. Describe the sorting process for write-in ballots in the central count system. Requirement M: The voting system provided by the contractor must allow voters at polling places to vote provisionally, when required. Can you meet this requirement? (yes/no) Question: Does the system currently accommodate provisional voters? Please describe the process. 1. How are provisional votes cast? 2. How are the provisional votes counted/challenged? 3. What happens to the challenged ballots? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 27 of 54 System Specifications Requirement N: The voting system provided by the contractor must allow an independent logic and accuracy test of every voting device (Election Code Section 15000). Can you meet this requirement? (yes/no) Question: Describe the logic and accuracy testing, including the time required to test 50 units. Requirement O: The voting system provided by the contractor must allow the ballots to be counted at the polling place or at a central location, or both. Can you meet this requirement? (yes/no) Questions: 1. Are results counted at the precinct or at a central location? a. If proposing an optical scan system, provide details of scanner, including the speed and accuracy of ballot counting? Please give the median speed and worst-case scenario. b. If counted at the precinct level, how are results transmitted to a central tally site? Requirement P: The voting system provided by the contractor must use existing electrical power without modification (many polling places are powered from a single 110 volt 15 amp outlet). Can you meet this requirement? (yes/no) Question: Is a surge protector required or recommended? If ―yes,‖ does the Proposer provide them as an included item at no additional cost? Requirement Q: The voting system provided by the contractor must have a battery backup in the event of electrical failure while in use. Can you meet this requirement? Questions: 1. Is the battery internal or external? a. If internal, how is it accessed? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 28 of 54 b. How many batteries per machine? c. What is the cost of each battery? This should also be reflected in your cost sheets. 2. Does the system have a battery backup that activates in the event of an electrical failure or outage? a. How quickly is it activated? b. What are the procedures for transitioning the voting units from AC to backup power and back to AC power? 3. If the battery backup is activated, can a voting unit continue to be used for voting? a. If ―yes,‖ how long can a unit be used for continuous voting? Assume that the battery is in continuous use throughout election day. b. How does the poll worker know that a voting unit is operating on batteries? c. How does the poll worker know that the batteries are low? Requirement R: The voting system provided by the contractor must retain in memory all ballots cast in event of an electrical failure. Can you meet this requirement? (yes/no) Questions: 1. Explain how you will meet this requirement. 2. How many memories are provided for independent storage of votes, how are each protected from corruption of memory and how are memories accessed? Technical Specifications Requirement S: Integrate with the Diebold DIMS Election Management Information System (EMIS). Can you meet this requirement? (yes/no) Question: Please describe how your system will integrate with the above system. Requirement T: The voting system provided by the contractor must export precinct specific results in a standard data format (i.e. comma/space delimited, dBase, etc.). County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 29 of 54 Can you meet this requirement? (yes/no) Questions: 1. What standard formats is your system capable of exporting? 2. Are there specific programs that your system is capable of exporting to directly? Requirement U: The voting system provided by the contractor must allow electronic transmission of compiled results to the Secretary of State and in formats required by the Secretary of State. Can you meet this requirement? (yes/no) Questions: 1. Offer recommendations for electronic results reporting (e.g., Internet publishing of results, electronic transmission of canvass data to the Secretary of State). 2. Does your system provide a web interface? Describe the process. Requirement V: The voting system provided by the contractor must provide an error report/console log with date and time of each event. Can you meet this requirement? (yes/no) Question: What information is recorded on this log? Please provide an example. Requirement W: The voting system provided by the contractor must provide the means to comply with current laws regarding recounts, including the 1% manual recount and any voter requested recount. Can you meet this requirement? (yes/no) Question: Explain how you will meet this requirement. Requirement X: The successful contractor must allow NEVADA County Elections to deposit the ballot counting program with the Secretary of State seven (7) days before every statewide election or election to fill a state office (Election Code Section 15001 and Administrative Code Sections 20610 - 20682). Can you meet this requirement? (yes/no) Question: Explain how you will meet this requirement. County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 30 of 54 Laws, Regulations, and Security Requirement Y: The voting system provided by the contractor must stay current with new laws that affect voting and voting systems, handicapped accessibility and/or the tabulation of ballots to ensure that the Proposer’s voting system complies with future state and federal laws and regulations (such as preferential voting) and must provide software licensing for updateable releases at no additional cost to NEVADA County. Proposers are responsible for certification of all builds, updates, upgrades and modifications to their system. Can you meet this requirement? (yes/no) Questions: 1. Describe your plan for upgrades during the life of the contract that are necessary to comply with local, State and Federal law, and any modification necessary to correct defects in the system. Explain how updates are verified and securely applied. 2. List all items related to your proposed system or to voting systems in general currently in Research and Development. a. List all related new items that will be released and available to your customers within the next 12 months. Please provide anticipated dates of certification. b. Identify the items that will be available to NEVADA County as part of this contract and which must be purchased separately. Requirement Z: The successful contractor must address security issues. Can you meet this requirement? (yes/no) Questions: 1. Is the system connected to a network? a. If ―yes,‖ explain, including the reason for connecting it to a network. b. If ―no,‖ how is the system physically isolated from the network? 2. Is there the capability for the Proposer to remotely connect to the main server? a. If ―yes,‖ what are the security protocols? b. Once contests are loaded, what security protocols are in place to prevent tampering or access before polls are opened? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 31 of 54 3. Describe the logging and audit capabilities to ensure data redundancy are occurring. 4. How does the system authenticate different levels of users, such as poll worker, voters, Proposers, and county IT staff. 5. How does the system authenticate super users (a person, usually in the IT unit who can access all levels of security)? 6. Provide a schematic of the system indicating all connecting points between users and the system. 7. Describe the audit functions where people interface with election content or the election system. 8. How does the Proposer address configuration setup for system hardening? ―System hardening‖ is defined as that level where the system is completely safe from intrusion. 9. Describe the administrative tools and management reports available for ensuring a secure system. a. Can the unit be tracked or inventoried? Explain in detail. b. Describe the process for insuring integrity of individual voting units before loading new election data, including removal of all previous data. 10. Describe all data transfer points and how vulnerabilities are addressed. 11. What algorithm and key length is used for encryption? 12. If wireless technology is used to upload ballots to machines, what mechanism is used? a. How is authentication accomplished? b. Include details for your intrusion detection system. c. Explain any other use of wireless technology in the voting process, from setup to completion of election. 13. What prevents the poll worker or voter from breaking into the system? 14. Are there any open ports for access? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 32 of 54 15. If using a keyboard for write-in voting, what prevents anyone from hacking into the system? 16. Itemize everything necessary to operate a single polling place of 1250 registered voters using your Voting System (e.g., one voting card activator, 100 voting cards, four XYZ voting units, one transportation dolly to carry voting devices, tables for voting devices, precinct scanners, precinct counters, etc.) 17. Indicate the number of poll workers required to operate your system at the polling place, and identify their functions. 18. Provide a weight for a unit with all peripheral equipment. a. What is the weight of a single voting unit including batteries (if applicable)? Include all necessary components/peripherals necessary to make up "one" unit? b. What are the external dimensions of a single voting unit? Include all peripheral component parts as ―one‖ unit. 19. Is absentee voting an integrated part of the proposed system? a. If ―yes,‖ please describe the absentee component. b. If ―no,‖ please describe in detail your proposed solution for absentee voting. c. Using the October 7, 2003 Statewide Special Election, what is the weight and size of an absentee ballot for mailing? d. Please provide a sample of an absentee ballot from October 7, 2003 Statewide Special Election. e. What components (software, consumable supplies, hardware, etc.) are required to operate the absentee voting system? f. Which components will be installed or provided as a part of this RFP and which are the responsibility of Registrar of Voters and Elections? g. Are any of the hardware components proprietary? If so, please identify them. 20. Does your proposal include all components? If ―no,‖ what components will Nevada County Elections be expected to provide? 21. Does the system count both by ballot type and by precinct? a. Does the County have the option of selecting either method? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 33 of 54 b. Once selected, can the other option be selected at a later time? 22. Is the absentee voting component exportable so a commercial printer can generate ballots as necessary? Describe process and format. 23. Describe the speed and accuracy of your absentee voting/mail ballot generation and tally features. Include actual samples of absentee voting/mail ballots generated from your system. 24. Describe the process to audit your absentee voting/mail ballot processes. 25. Describe the reports generated from your AV/Mail Ballot component. Please provide the first page of each report. 26. Have you currently developed a "print on demand ballot?‖ If ―no,‖ is this feature in the development stage? 27. Describe the process for recounting votes, including the 1% manual recount. 28. Can custom reports be created? a. If ―yes‖, what is involved in creating the reports? b. What software is used to create these reports and what are the technical requirements for that software? 29. Does system have an automatic shut down at a designated time? If ―yes,‖ how can this be overridden at the polls? Proposer Support Requirement AA: The successful contractor must provide training to voters, NEVADA County Elections staff and election day poll workers at sites determined by NEVADA County Elections. Can you meet this requirement? (yes/no) Questions: 1. Give a detailed description of the training you will provide for the Registrar’s IT staff. 2. How will you support engineering training for hardware components? 3. How will you support engineering training for software? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 34 of 54 4. What resources will you dedicate to meet these requirements? How much and for how long? 5. What criteria determine competence and how much training is required to reach a level of competence in using and operating software, firmware and hardware components? 6. What refresher training is available and what is the cost (be sure to include this in your cost sheets). 7. Describe your training program for the staff. Include your plan for early voting, setup and operation of all system components and troubleshooting procedures. 8. What resources will you dedicate to training of staff and for how long will these resources be available? 9. Provide samples of instructional materials if available. 10. What software was used to develop your training program? What licenses are included for future upgrades (at no additional cost)? 11. How can NEVADA County Elections evaluate whether training is learned? 12. Describe your training program for the poll workers. 13. What resources will you dedicate to training of poll workers and for how long will these resources be available? 14. Provide samples of instruction material, if available. 15. Provide recommendations for scheduling training (how long a training session lasts, number of days or weeks recommended to train 4,000 poll workers, recommended size of classes, etc.). Requirement BB: The successful contractor must work cooperatively with NEVADA County Elections to design, develop, implement, evaluate and modify a public education and awareness program through the term of this contract. Can you meet this requirement? (yes/no) Questions: 1. Describe your plan to educate the public in use and acceptance of the system. Include the Proposer’s role and the County’s role in your plan. 2. How much staff support and what materials will be provided? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 35 of 54 Requirement CC: The successful contractor must provide on-site technical assistance during all aspects of the election process including completion of the official canvass. Can you meet this requirement? (yes/no) Questions: 1. For the period of 100 days before through 40 days after election, describe your level of technical support, including: a. Days and hours of service b. Response and resolution time for contacts by phone, or on-line modem for: pre- election programming and ballot set-up, pre-election logic and accuracy testing, Election day, and Post election testing. c. What is your minimum, maximum and average response time for on-site service? Is there an additional cost for levels of service? d. What is the worst-case scenario for response and resolution? e. How many elections does the Proposer provide support at no cost to the County? 2. Describe availability of spare parts for maintenance and repair of any system you provide and replacement costs. Please identify the suppliers, their location from which parts will be shipped and their stock volume and the length of time to ship replacement parts. Requirement DD: The successful contractor must provide a support structure with response time and problem resolution, especially during critical periods of time prior to, during and after an election. Can you meet this requirement? (yes/no) Questions: 1. Describe the type and level of support you will provide. Include your commitment of resources, such as : Telephone support, online modem support, days and hours of service, onsite support during implementation, days and hours of service, availability of a toll-free number, response time during critical periods (e.g., 24 hours before polls open on election day until released by the Secretary of State, 30 days prior to an election until the conclusion of the canvass and the final results tabulated, all other times), ongoing onsite support, internet support, user groups, County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 36 of 54 newsletters, etc. 2. Please list any other support services offered 3. How do you propose to provide timely response to questions and resolution to problems? 4. Describe your quality management program. 5. State whether ongoing operation of your voting system requires the services of your company or whether NEVADA County may operate the system without such ongoing technical assistance. a. Please state also whether person or companies, other than your company, could provide such ongoing technical assistance for your company’s voting system. b. What specific skill sets are required to operate the system. 6. Describe methods your organization will use to identify malfunctions and track recurring or related problems, and report and resolve malfunctions to the County. 7. Describe your problem-escalation process and levels to be used when normal communication channels fail to resolve an issue. Requirement EE: Must provide NEVADA County Elections with any and all upgrades made to the system during the life of this contract. Can you meet this requirement? (yes/no) Question: Explain how you will meet this requirement. Requirement FF: The successful contractor must install and test all upgrades to system. Can you meet this requirement? (yes/no) Question: Explain how you will meet this requirement. Requirement GG: The successful contractor must provide all documentation, software, firmware, hardware and support equipment required for the system. Can you meet this requirement? (yes/no) County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 37 of 54 Questions: 1. Describe your approach to updating documentation of the proposed system. a. How will you provide NEVADA County Election access to all documentation? b. How will you ensure the adequacy of documentation of packaged systems that support the overall system provided by third-party Proposers? Provide customer satisfaction testimony regarding your system documentation, if available. 2. Does your proposal include carts for transporting voting units? a. If ―yes‖ how many units can be transported on one cart? b. What is the total weight of carts with units? c. Is the cost of carts included in your proposal? d. How is cart stored? 3. Can the electronic ballot be loaded onto the voting units while in racking system or must they be removed and loaded in staging area? How many can be loaded at one time, if left in racking area. 4. What are the storage requirements or recommendations for the proposed system? Include electrical requirements, stacking recommendations, forklift requirements, charging batteries, sprinkler system, etc. 5. Does system overheat or has it ever experienced overheating? 6. Will this system need to be delivered to the polls by a professional hauling or drayage company or can the poll worker transport it? 7. Describe the requirements necessary for optimum operation and storage of the system (e.g., temperature, humidity, lighting) Requirement HH: The successful contractor must provide a risk analysis and disaster plan (equipment failure, acts of nature, software failure, etc.) and related mitigation plan for your system. Can you meet this requirement? (yes/no) County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 38 of 54 Question: Describe the elements that you will include in your progress reports and the timeframe of these reports. Project Implementation Plan Requirement II: The plan must include a system architecture diagram showing your concept of your solution for NEVADA County and all tasks required by both the County and the Proposer covering the period of notification of contract award through the system operational date. Can you meet this requirement? (yes/no) Question: Explain how you will meet this requirement. Requirement JJ: The plan must include beginning and completion dates associated with each task. The plan should address, as a minimum, the following general categories, with major milestones and meetings: 1. A description of the key issues Counties are facing as they transition from Nevada County’s current voting system to your proposed system. 2. Facilities requirements 3. Delivery 4. Installation 5. Testing, including a dry-run of the entire system 6. All major milestones and meetings shall be included in the project schedule 7. Poll worker training 8. Voter outreach and education Requirement KK: Project Manager: Proposer agrees not to remove their project personnel before the assignment with NEVADA County is completed. If the Proposer removes the person before the assignment is completed, the Proposer agrees to credit the County with 80 hours of training to absorb the cost which would bring the replacement person up to the same level as the person you re-assigned. Do you agree with the provisions stated hereinabove? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 39 of 54 Question: Describe the methods the Project Manager will use to manage the project and keep it on track, and describe your approach to Acceptance Testing (Section 7.2). Additional Requirements: Requirement LL: System must be operational no later than June 30, 2007. Can you meet this requirement? (yes/no) Question: Explain how you will meet this requirement. Requirement RR: Meet conditions for acceptance of Proposition 41 and HR 3295 (HAVA) funds. Can you meet this requirement? (yes/no) Question: How does your system qualify for funds under the provisions of Proposition 41 and HAVA? Proposer experience/references: Financial capability, stability, adequacy; customer satisfaction; references 1. Where is the Proposer headquartered? 2. How many full-time employees does the Proposer maintain to staff this project or provide support for it? What is their training and level of expertise? Please attach a résumé for each. 3. How many part-time employees are available during peak election periods? What is their training and level of expertise? 4. How many technical staff are available during peak election periods? What is their training and level of expertise? Please attach a résumé for each. 5. Has the Proposer or the manufacturer of the voting system ever had a federal, state or local court of law rule against the Proposer or manufacturer in a court case involving the use of the voting system? If yes, please provide the specific dates and court locations of such judgments and what the final ruling or determination was from the court. 6. In instances where litigation is ongoing and the Proposer has been directed not to disclose information by the court, provide the name of the judge and location of the court. County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 40 of 54 7. How long has the Proposer been marketing voting systems? Identify any partnerships your firm has established with other firms. 8. Estimate how many employees, (permanent or part time) that the NEVADA County Election will be required to have to implement and operate the new system. What skill sets are required? 9. Estimate how many employees will be required after county takes over full operation of the system. What skill sets are required? 10. Does your firm maintain an inventory of manufactured voting units (proposed system) or do you build on-demand? Total cost of system: Acquisition, start-up and continuing costs, including costs borne by Nevada County. Include all costs listed below on Appendix C, Costs. 1. In addition to the initial cost of your voting system and all necessary and optional peripheral equipment, please identify any on-going costs that a jurisdiction would have to incur to use your voting systems in successive elections. (e.g. programming costs, maintenance costs, ballot-printing costs, delivery costs). Your response should separate the initial cost from the on-going costs. 2. Does the Proposer provide a warranty? 3. Is the warranty included in the initial cost or is there an additional cost? 4. How long does the warranty last? 5. What does the warranty cover? 6. Who is responsible for warranty repairs? 7. Does the Proposer provide different warranties for new voting systems as opposed to used or reconditioned voting systems? 8. What conditions would void a warranty? 9. Is an extended warranty available? 10. If ―yes,‖ what is the cost? Be sure to include this in your cost sheets. 11. If ―yes,‖ what does it cover? 12. Does the Proposer require an annual licensing fee or any other additional cost to a jurisdiction for the use of the voting system software? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 41 of 54 13. Explain how the fee is established (i.e. by number of users, number of vote recording units, number of tabulating units; if other, please explain). 14. If the County chooses to procure a newer model of the voting system at later date would the Proposer offer a trade-in value for the original component costs? 15. Please list and describe any other developments or enhancements incorporated into your voting system. 16. What features or functions does the Proposer currently have in development for future releases of their product? County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 42 of 54 Attachment C Proposed Project Costs: Form and Instructions (Insert behind Tab 6 of Proposal) Instructions for Completing Attachment C The following instructions are for completing the Project Cost Tables. Failure to complete the cost tables in accordance with these instructions may disqualify your response. In addition to the initial cost of your voting system, please identify any recurring costs that a jurisdiction would have to incur to use your voting systems in successive elections. (e.g. programming costs, maintenance costs, ballot-printing costs). C-1 Component Costs For example: All project costs must be itemized by component or service element. voting unit, printer, software program, installation, professional service, customer care, training, support, annual maintenance, etc. With respect to maintenance and training costs, note the following: C-1.1 Maintenance -- If proprietary equipment is required, vendor will list and define such equipment in the proposal. All respondents must select one of the following three approaches to maintenance of proposed equipment: a) The vendor may elect to be responsible for the maintenance of the proposed equipment. b) The vendor may propose that maintenance be performed by the equipment manufacturer. If this approach is selected, the contract awarded as a result of this RFP will be contingent upon execution of a maintenance contract between the County and the equipment manufacturer within 30 days of execution of the contract with the successful vendor. c) The vendor may propose that maintenance be performed by a third party. If this approach is selected, award of contract under this RFP is contingent on consummation of an agreement satisfactory to the County between the County and the third party within 30 days of execution of the contract with the successful vendor. The respondent shall state in the RFP which option has been selected and the cost of the selection. If the vendor elects not to be responsible for equipment maintenance, then the vendor must also submit evidence that County of Nevada RFP: Voting System RFP: Voting System Purchasing Division Page 43 of 54 the equipment manufacturer or third party is willing to provide this service at the cost stated. In any case, equipment maintenance must include the following items: 1. The vendor shall provide on-site maintenance. 2. Only new standard parts or parts equal in performance to new parts shall be used in effecting repairs. 3. If, at the option of the vendor, a device is replaced rather than repaired, the vendor must provide the exact same (or newer) model. The maintenance prices to be entered in the cost tables are to include cost of labor and parts and such other expenses as are necessary to restore the equipment to good operating condition. C-1.2 Training -- Indicate exactly how much training and instruction the vendor provides, and at what cost, with the installation of any voting system. C-2 Manufacturer and Part Number Identify the manufacturer of the listed component and the part number, if applicable. C-3 Is this a one-time cost? Answer with a ―yes‖ or ―no,‖ or explain any variations. C-4 Is this a recurring cost? Answer with a ―yes‖ or ―no‖ and explain the frequency of the cost and what it covers. C-5 Price per unit Please identify the cost for a single component. C-6 Quantity Identify the number of components you propose to meet the production needs of Nevada County as defined in this RFP. C-7 No. of spares Identify the number of spare components you propose. The number must be included in the quantity number and included in the total price. C-8 Total Price Indicate the total price for the quantity of components you are proposing. County of Nevada RFP: Voting System Purchasing Division Page 44 of 54 PROPOSED ALL-INCLUSIVE COSTS FOR POLLING PLACES: VOTING SYSTEMS Based on your responses in Attachment B, list all one-time and recurring costs for an optical scan system to be used in polling places. Adjust the table sizing as needed to complete it. C-1 C-2 C-3 C-4 C-5 C-6 C-7 C-8 Component Manufacturer Is this a Is this a Price per unit Quantity No. of Total and part one-time recurring (inclusive spares price number cost? cost? of spares) 1. Voting units 2. Scanner 3. Tabulator 4. Extended warranty Delivery Installation TOTAL County of Nevada RFP: Voting System Purchasing Division Page 45 of 54 PROPOSED ALL-INCLUSIVE COSTS FOR ABSENTEE VOTING Based on your responses in Attachment B, list all one-time and recurring costs for an absentee voting system. Adjust the table sizing as needed to complete it. C-1 C-2 C-3 C-4 C-5 C-6 Quantity C-7 C-8 Component Manufacturer Is this a Is this a Price per unit (inclusive of No. of Total and part one-time recurring spares) spares price number cost? cost? 1. 2. 3. Extended warranty Delivery Installation TOTAL County of Nevada RFP: Voting System Purchasing Division Page 46 of 54 OTHER PROPOSED COSTS List other one-time and recurring costs not listed previously (e.g., conversion costs, upgrade costs, etc.). Also list services that you provide at no additional cost or which are included (but not separately identified) in a listed component or service. Adjust the table sizing as needed to complete it. C-1 C-2 C-3 C-4 C-5 C-6 Quantity C-7 C-8 Component Manufacturer Is this a Is this a Price per unit (inclusive of No. of Total price and part one-time recurring spares) spares number cost? cost? 1. 2. 3. Extended warranty Delivery Installation TOTAL County of Nevada RFP: Voting System Purchasing Division Page 47 of 54 OTHER PROPOSED COSTS: OPTIONAL ENHANCEMENTS List other one-time and recurring costs for optional equipment, software or other items that will enhance the system you are proposing to Nevada County. Adjust the table sizing as needed to complete it. C-1 C-2 C-3 C-4 C-5 C-6 C-7 C-8 Component Manufacturer Is this a Is this a Price per unit Quantity No. of Total price and part one-time recurring cost? (inclusive spares number cost? of spares) 1. 2. 3. Extended warranty Delivery Installation TOTAL County of Nevada RFP: Voting System Purchasing Division Page 48 of 54 PROPOSED ALL INCLUSIVE COSTS: BALLOT COUNTING List other one-time and recurring costs for the ballot counting process. Adjust the table sizing as needed to complete it. C-1 C-2 C-3 C-4 C-5 C-6 C-7 C-8 Component Manufacturer Is this a Is this a Price per unit Quantity No. of Total price and part one-time recurring (inclusive spares number cost? cost? of spares) 1. 2. 3. 4. Extended warranty Delivery Installation TOTAL County of Nevada RFP: Voting System Purchasing Division Page 49 of 54 PROPOSED ALL-INCLUSIVE COSTS: VENDOR SUPPORT List other one-time and recurring costs for vendor support for the proposed system. If different levels of support are available, please identify those in this section. Adjust the table sizing as needed to complete it. C-1 C-2 C-3 C-4 C-5 C-6 C-7 C-8 Component Manufacturer Is this a Is this a Price per unit Quantity No. of Total and part one-time recurring cost? (inclusive spares price number cost? of spares) 1. 2. 3. Extended warranty Delivery Installation TOTAL County of Nevada RFP: Voting System Purchasing Division Page 50 of 54 PROPOSED COSTS FOR OTHER SERVICES List other services, not otherwise identified, that can be provided for a cost. Adjust the table sizing as needed to complete it. C-1 C-2 C-3 C-4 C-5 C-6 C-7 C-8 Component Manufacturer Is this a Is this a Price per unit Quantity No. of Total and part one-time recurring (inclusive spares price number cost? cost? of spares) 1. 2. 3. Extended warranty Delivery Installation TOTAL County of Nevada RFP: Voting System Purchasing Division Page 51 of 54 GRAND TOTAL Based on the previous cost sheets, please provide a total cost to purchase the proposed system. Adjust the table sizing as needed to complete it. Cost Category Total One Time Total Recurring Frequency of Costs Costs Recurring Costs Proposed All-Inclusive Costs for Polling Places: Voting Systems Proposed All-Inclusive Costs for Absentee Voting Other Proposed Costs: Voting System Other Proposed Costs: Optional Enhancements Proposed All-Inclusive Costs: Ballot Counting Proposed All-Inclusive Costs: Vendor Support Proposed Costs for Other Services GRAND TOTAL County of Nevada RFP: Voting System Purchasing Division Page 52 of 54 Attachment D: Client Reference List (Insert behind Tab #9 of Proposal) The County of Nevada will be using vendor references in their evaluation of proposals) Vendors must provide a list of all customers whose projects were completed during the last three years. The list should include only those customers who are using your system as it relates to voter registration and elections. Up to five (5) references will be contacted for evaluation purposes. In addition, if your company has had any experience with the County of Nevada in the past, you must provide detailed information regarding this experience. This past experience will be considered one of the reference sources and used to figure your reference score. Based on responses to service-related questions, each reference will be assessed and assigned a score by project team members. Please include for each reference: , Client name , Address , Contact name in the elections office , Contact telephone number , System(s) purchased and date of purchase , Descriptive list of services provided (i.e. data conversion, project management, custom programming) Please arrange your client references in the following order: , Those clients in California with an installed voting system; , Those clients in another state or country with an installed voting system; , Those clients that have used your voting system on a trial basis or for demonstration voting. County of Nevada RFP: Voting System Purchasing Division Page 53 of 54 Attachment E: Security Statement (Insert behind Tab 9 of Proposal) Kathleen Smith, Clerk-Recorder County of Nevada HEW Building 10433 Willow Valley Road, Suite E Nevada City, Ca. 95959-2367 (530) 265-1298. FAX (530) 265-9829 Subject: Use of Confidential County Information Our company will respect and maintain strict confidentiality in the use of all data and programs, including but not limited to DIMS, Inc. information, that our company employees may gain access to for the purpose of preparing a response to RFP and for the performance of any subsequent contract. Information obtained from the County will be used only by authorized company employees and for only those purposes for which the County provides the Information. Those employees who handle the Information will be notified of its strictly confidential nature. Our company will also take responsibility for returning to the County promptly after use, all documents supplied along with all records of Information derived therefrom. Sincerely, ___________________________________ Signature Block for Company Representative County of Nevada RFP: Voting System Purchasing Division Page 54 of 54 Attachment F: Non-Collusion Affidavit (Insert behind Tab 9 of Proposal) STATE OF CALIFORNIA, COUNTY OF NEVADA I state that I am _______________________ of _____________________and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this proposal. I state that: 1. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other contractor, vendor or potential vendor, except as disclosed on the attached appendix. 2. That neither the price(s) nor the amount of this proposal, and neither the approximate price(s) nor approximate amount of this proposal, have been disclosed to any other firm or person who is a vendor or potential vendor, and that they will not be disclosed before proposal opening. 3. No attempt has been made or will be made to induce any firm or person to refrain from submitting an proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal. 4. The proposal of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive prpoposal. 5. _____________________________ its affiliates, subsidiaries, officer, directors and employees are not currently under investigation by any governmental agency and have not in the last five years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract. I state that ___________________________ understand and acknowledges that the above representations are material and important, and will be relied upon by the County of Nevada in awarding the contract(s) for which this proposal is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the County of Nevada of the true facts relating to the submission of proposals for this contract. _____________________________________________________________ __________________ Name and Company/Position Date