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Lease of Ballot Scanning and Tabulating System

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1. Audit Se Sl ny Reporting Does the proposed scanning and tabulating device producea Response printed audit log containing the following information 17a_ Activation and deactivation dates and times Yes _JNo 17b Identification of each unit by serial number or other unique identifier _ Yes L_ No 17c Identification of the program and version being run Yes _JNo 17d_ Identification of the election file being used if applicable Yes _JNo 17e Record of all options entered by the operator Yes _JNo 17f Record of all tabulation and accumulation activities Yes _JNo 17g_ Record of all actions and events e g paper jams system malfunctions etc Yes _JNo Response gt C 18 System Security Response Model State of Maine RFP 201208364 42 C 19 System Security C 20 Record of Votes Cast C 21 Ballot Markings C 22 Pre Election Testing Response gt Response gt Response gt Does the proposed system provide the following functions Response 22a The capability to run a series of diagnostic tests of all major components to ensure that every component and interface is Yes _JNo working properly and utilizes the same software as was certified 22b Generates printed reports from the voting unit regarding the opening of the polls including identification of each candidate L Yes _JNo
2. 3i Ability to create as many blank spaces at the end of the list of candidates for each office as there are offices to be filled for write in candidates Yes _JNo 3j Ability to print words of explanation such as Vote for one in the section with the office information Yes _JNo 3k Ability to print the full text of ballot questions displayed under a Question Type and Question Number e g Question 1 Citizen Initiative etc with a yes or no choice Yes _JNo 31 Ability to print a 2 sided ballot with offices and candidates on one side and referenda questions on the other and put text on the bottom of each side of the ballot to indicate that the voter needs to turn the ballot over or has completed voting Yes _JNo 3m Ability to add text below bond questions e g Statement of Bonded Indebtedness Yes _JNo 3n Ability to produce a Sample Ballot of every ballot style that corresponds with an Official Ballot Yes _JNo 30 Ability to print an official tally tape or report directly from the device at the voting place Yes _JNo 3p A 4 Equipment Supply Requirements Ability for the proposed system to work without requiring use of the internet or a networked system Yes _JNo For each of the following questions please indicate with an X the yes or no response Does the Bidder h
3. Will any of the services described in the proposal s scope of work be performed outside of the United States of America Location Where Yes CIN o If Yes specify the country or countries in which the work will be performed and if the work will be done by citizens of the USA living abroad or by foreign nationals Response gt I 8 Contractual Relationship with the State Indicate whether the Bidder and proposed subcontractors or their predecessors in interest have contracted with the State during the preceding five 5 years If so identify the contract number and or any other information available to identify such contract s If no such contractual relationship has existed state none Response gt State of Maine RFP 201208364 21 1 9 If the Bidder or any proposed subcontractor has had a contract terminated with any party public or private by default during the past three 3 years show the other party s name Contract address and phone number Any response must present the Bidder s position on the Termination matter If no such terminations for default have been experienced in the past three 3 for Default ZES state none Response gt 1 10 If at any time during the past three 3 years the Bidder or any proposed subcontractors has had a contract terminated for convenience non allocation of funds or any other Other re
4. 0 5 gt B 72 If the Division has the ability to program elections independently will the Bidder agree to review the ballots prior to them being sent to a third party printer What is the response time Ballot Coding for the Bidder to review the ballot styles provided by the Division and confirm that the ballot Review Coding is correct The approximate number of official ballot styles for a Primary Election is 1000 for a General Election the number is 330 Response gt B 73 If the Division programs the memory cards for a State and or federal election will the Bidder have the ability to add local municipal elections to one or more of those memory cards If Ballot Coding _S please describe the process the Bidder would use to add this programming Municipal ne oe Elections B 74 Describe how the proposed election programming software produces reports and whether only canned reports are available or if the Division will have the ability to create ad hoc Reports reports Provide a list of all available reports and printed sample reports as appropriate not to exceed a single page per sample Response gt B 75 Please describe any additional features of the proposed system related to the programming of elections and or ballot design and creation not referenced elsewhere in this section Other Response Features State of Maine RFP 201208364 39 Part C Security and Accuracy 15 points The foll
5. Describe up to five 5 projects that occurred within the past two 2 years which reflect Similar Project the experience and expertise needed in performing the functions described in the Scope of Services portion of this RFP For each of the described projects please provide a contact Experience Person from the client organization along with that person s phone number Please note that contract history with the State of Maine whether positive or negative may be considered in rating proposals even if not provided by the Bidder b If the Bidder has not provided similar services note this and describe experience with projects that highlight the Bidder s general capabilities Response Please provide an answer to either a or b gt 1 15 The Bidder must provide a list of all jurisdictions in which any part of its proposed voting system is in use if applicable The list must include the number and types of equipment List of and software in use in each jurisdiction and the contact information for customers in those Jurisdictions jurisdictions If the described system is used by all jurisdictions in a State or county only Using the information for the State or county is required If not applicable state none Response if a separate table or text is provided make that reference below identify the entry then Proposed attach it at the end of the questionnaire System gt State of Maine RFP 2
6. No box but space below that section is available for Bidders to provide additional explanation or details Please be brief but thorough in your responses the table will expand to fit your responses These questions are based on the Scope of Services detailed on pages 6 through 8 State of Maine RFP 201208364 12 Part D Implementation and Training Bidders must respond to questions D 1 through D 28 in Part D of Section II of the Technical Proposal Form which is provided as Appendix B Bidders must provide a description of steps required for successful implementation of the proposed system Some questions e g D 6 require that the Bidders place an X in the Yes or No box but space below that section is available for Bidders to provide additional explanation or details These questions are based on the Scope of Services detailed on pages 6 through 8 Section III Cost Proposal Appendix C 1 2 3 Bidders must submit a cost proposal that covers the entire period of the contract The cost proposal shall include all costs necessary for the Bidders to fully comply with the contract terms and conditions and RFP requirements Failure to provide the requested information and to follow the required cost proposal format provided in Appendix C may result in the exclusion of the proposal from consideration at the discretion of the Division No costs related to the preparation of the proposal for this RFP or to
7. and in about 75 to 125 of the municipalities that currently hand count their ballots Implementation will be in two phases with up to 75 tabulators deployed prior to the November 6 2012 General Election and the remainder of the tabulators up to 325 deployed in the Spring of 2013 After full implementation the selected Ballot Scanning and Tabulating System will be the only ballot tabulating system approved by the Secretary of State for use in statewide elections in Maine during the contract period The Ballot Scanning and Tabulating System is used in this RFP to describe all hardware software infrastructure and other components of the voting device or system including the election management system as well as all training services system documentation maintenance and support the Bidder is including in its firm fixed price proposal in response to this RFP The term Ballot Scanning and Tabulating System must not be used to refer to items or services not included in the Provider s firm fixed price proposal Proposals offered in response to this RFP shall apply this definition consistently Maine s Current Election Process Federal and state elections in Maine are conducted in a manner common to the New England states involving a cooperative effort between the State and local jurisdictions also called municipalities which include cities towns plantations and unorganized townships that administer their own elections There is n
8. the yes or no response Use space below to provide any additional information Question Response 16a Is the proposed system fully operational on Election Day by plugging into an external power source without any prior L Yes _JNo preparations 16b Does the tabulating device contain internal batteries that require charging the whole device prior to Election Day in Yes _ No order for the proposed system to be fully operational on Election Day If Yes please answer B 17 Response gt State of Maine RFP 201208364 29 Internal Question Response Battery Power 17a _ How long must an internal battery be charged in order to If applicable reach optimum effectiveness 17b Once the battery is fully charged please specify the amount of time the battery remains fully operational 17c What is the maximum length of time prior to Election Day that the internal battery can be charged and still maintain its optimum effectiveness once taken off the charging device 17d_ Is there a method of notification that the internal battery needs to be charged Please describe below Yes _ No Response gt B 18 Back Up Power Supply Question Response If Applicable 18a In the event of a power outage does the back up system engage immediately with no loss of data L Yes _ No If No please answer B 19 18b Is the back up source already
9. transportation and storage of the equipment Designing and creating ballots Programming of removable memory devices if applicable Response gt State of Maine RFP 201208364 46 D 12 Describe the training materials to be provided by the Bidder giving an overview of the type s of materials the general layout and the content The Bidder must provide one Training printed sample of the training handbook for evaluation with the original copy of the Bidder s Materials proposal as well as an electronic copy Additionally the Bidder may submit one printed copy of any other pertinent documentation such as a quick start guide Response gt D 13 Describe the Bidder s approach to ongoing training in the event of fixes upgrades or modifications to the proposed hardware firmware or software Continuity of Response Pas gt Training D 14 Describe the Bidder s approach to voter education about the proposed system Include one printed sample of any voter training and education materials with the original copy of the Voter Bidder s proposal as well as an electronic copy Education ePo7se gt D 15 Describe whether the Bidder has a training video available for distribution relating to election official and or voter use of the proposed system and indicate whether the Division may use Training and distribute the video as part of the State s train
10. Associated Support Costs Annual Lease Extended 5 Year Number of Units Leased Cost Per Unit Lease Cost Per Unit 200 unis ee ee 301 400 units fe 25 Year Ave Com sr 2 Elections Management Software Hardware amp Associated Licensing and Upgrade Annual Lease Cost Extended 5 Year Lease Cost Elections Management Software Hardware etc Lease of Software for Ballot Creation Pe Lease of Hardware and Software for Memory Devices 2 5 Year Total Cost Total Combined Cost of 1 and 2 Above Total Cost Total Cost of Bid Retail Purchase Price Comparison Not Scored Note Though it will not affect scoring it is requested that responders provide the retail purchase price unburdened with support training or software licensing costs for a single ballot scanner and tabulator loaded with the firmware and software to read and tabulate ballots Insert retail purchase price per unit in the box below State of Maine RFP 201208364 50 PART VIII APPENDICES Appendix D Economic Impact Narrative Form State of Maine Department of the Secretary of State Bureau of Corporations Elections and Commissions Elections Division ECONOMIC IMPACT NARRATIVE FORM RFP 201208364 Lease of Ballot Scanning and Tabulating System Bidder s Organization Name Please use the space below to type a narrative description of the economic impact of this proposal on or within the State of Maine as further described in Sect
11. E E K EE E E E E E E EE E E K E K K K K K K K KK State of Maine Department of the Secretary of State Bureau of Corporations Elections and Commissions Elections Division Public Notice for RFP 201208364 Lease of Ballot Scanning and Tabulating System The State of Maine Bureau of Corporations Elections and Commissions Elections Division is seeking to lease a precinct level Ballot Scanning and Tabulating System for approximately 125 to 250 of Maine s municipalities for an initial 5 year contract with the option to renew for 2 years at the discretion of the Division In accordance with State procurement practices the Division is hereby announcing the publication of a Request for Proposals RFP 201208364 for the leasing of the aforementioned goods and services A copy of this RFP can be obtained by contacting the Elections Division s RFP Coordinator for this project Tracy Willett Elections Coordinator The RFP Coordinator can be reached by telephone at 624 7636 or by email at the following address tracy willett maine gov The Division encourages all interested vendors to obtain a copy of the RFP and to submit a competitive proposal Proposals must be submitted to the State of Maine Division of Purchases located at the Burton M Cross Office Building 111 Sewall Street ae Floor 9 State House Station Augusta Maine 04333 0009 Proposals must be submitted by 2 00 p m local time on Monday August 27 2012 when they will be ope
12. deal with requirements of the Division and will be used as a pass fail criterion for the proposal A No answer to any of the following questions will disqualify the proposal A l EAC Certification Response 12002 VSS L 2005 VVSG L No A 2 Question Response Federal Requirements 2a Does the proposed system comply with the error rate 42 USC standards established under Section 3 2 1 of the voting 15481 a systems standards issued by the Federal Election Yes _JNo Commission which were in effect on the date of the Help America enactment of the Help America Vote Act Vote Act 2 Does the proposed system provide alternative language accessibility pursuant to the requirements of section 203 of _ Yes _ No the Voting Rights Act of 1965 42 U S C 1973aa la 2c Does the proposed system notify the voter that the voter has selected more than one candidate for a single office an over vote and provide the voter with the opportunity to yes LINo correct the ballot before the ballot is cast and counted 2d Does the proposed system produce a permanent paper record with a manual audit capacity L Yes _JNo A 3 Does the proposed ballot creation system have the Response State following required ballot layout capabilities Requirements 21 A 3a Ability to have a heading on the ballot that includes the date M R S A and type of election name of the political party for
13. describe this process in detail Acceptance onses HASH Code Testing C 10 Please identify any non proprietary commercially available components hardware and software of the proposed system System Response Architecture C 11 The following questions reference the architecture and configuration of the proposed system Please indicate with an X the yes or no response Use space below to provide any System additional information Architecture Question Response lla Does any part of the proposed system require software and or firmware to be installed on the scanning and tabulating device Yes _ No 11b Are there any components of the proposed system that must reside on another platform Yes _ No llc Is itnecessary to include any add on or third party software to support functionality desired by the Division Yes _JNo lld Does the proposed system use any open source software If Yes please describe below Yes _ No Response gt C 12 Describe any poll opening reports security procedures and self testing recommended or required for the proposed system prior to operation and whether the system will operate if any of these steps are not completed Physical Device Security Security Response gt C 13 Describe any locking mechanism s or device s which will secure the proposed scanning and tabulating device immediately upon stopping operation of the device and prevent the scanning of additiona
14. highest ranked Bidder and so on until an acceptable contract has been finalized Alternatively the Division may cancel the RFP at its sole discretion 2 Payments and Other Provisions The State anticipates paying the Contractor on the basis of net 30 payment terms upon the receipt of an accurate and acceptable invoice An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number contains correct pricing information relative to the contract and provides any required supporting documents as applicable and any other specific and agreed upon requirements listed within the contract that results from this RFP State of Maine RFP 201208364 18 PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS 1 Appendix A Proposal Cover Page 2 Appendix B Technical Proposal Form 3 Appendix C Cost Proposal Form 4 Appendix D Economic Impact Narrative Form State of Maine RFP 201208364 19 PART VIII APPENDICES Appendix A Proposal Cover Page State of Maine Department of the Secretary of State Bureau of Corporations Elections and Commissions Elections Division PROPOSAL COVER PAGE RFP 201208364 Lease of Ballot Scanning and Tabulating System Bidder s Organization Name Chief Executive Name Title Tel Fax maa Headquarters Street Address Headquarters City State Zip provide information requested below if different from a
15. municipal elections Please list any proprietary software as well as any COTS software required Elections ee Software B 67 Does the proposed election management software have the ability to interface with other software If so please list the software and describe the interface and its purpose Software Response Interfaces B 68 Is the Bidder willing to contract with the municipalities for programming municipal elections that are held separately from the State federal elections If Yes please describe the support Municipal services available to municipalities who may wish to contract with the Bidder for local ballot Election configuration and election programming services Programming ie B 69 What steps are necessary to configure each proposed tabulating device prior to each election for which it is used Can the programming be transported via a memory device or through Voting Unit Some other means other than internet transmission Please describe how the Division or Preparation Bidder if required would program the device Response gt B 70 Describe the Bidder s instructions on setup and usage of the proposed election management hardware and or software Documentation B 71 Describe the level of user knowledge and technical proficiency required for non technical staff to successfully use the proposed election management hardware and software What is User the general training time required Proficiency amp
16. of this RFP and indicate the number of pages sent The Division assumes no liability for assuring accurate complete fax or e mail transmission and receipt d Include a heading with the RFP Number and Title Be sure to refer to the page number and paragraph within this RFP relevant to the question presented for clarification if applicable e Send written questions to RFP Coordinator Tracy Willett Elections Coordinator Bureau of Corporations Elections and Commissions Elections Division 101 State House Station Augusta ME 04333 0101 Tel 207 624 7636 Email tracy willett maine gov Fax 207 287 6545 2 Written Questions Due Written questions must be received by the RFP Coordinator no later than 2 00 p m local time on the date shown in the timeline above No questions will be accepted after this time 3 Summary of Questions and Answers Responses to all substantive and relevant questions will be compiled in writing and distributed to all registered interested persons by e mail by 2 00 p m on Monday August 20 2012 which is no later than seven 7 calendar days prior to the proposal due date Only those answers issued in writing by the RFP Coordinator will be considered binding The Division reserves the right to answer or not answer any question received State of Maine RFP 201208364 9 D Submitting the Proposal 1 Proposals due Proposals must be received no later than 2 00 p m local time on the date listed
17. primary 601 603 elections only name of State State Seal name of the Clyes No 809 A 848 municipalities cities towns plantations or unorganized 52 906 townships and voting district s for that ballot style and with the words Official Ballot or Sample Ballot as applicable 3b Ability to print instructions at the beginning of the ballot informing the voter how to designate the voter s choice s on _ Yes _ No the ballot 3c Ability to print the voting indicator to the left of the voter s choice s Yes _JNo 3d Ability to print the offices in the order as required by Maine law Yes _JNo State of Maine RFP 201208364 24 3e Ability to print candidate names by last name first name and middle name or initial last name first initial and middle name or last name and first name Yes _JNo 3f Ability to list the candidate s as required under the proper office title along with party or political designation general election and place of residence with the initial letters of the last name of each candidate listed directly beneath each other in a vertical line Yes _JNo 3g Ability to keep the names of candidates for any one office in one column cannot be split into more regardless of the number of candidates Yes _JNo 3h Ability to print a term of office e g Short Term 2 years in the section with the office information Yes _JNo
18. the negotiation of the contract with the Division may be included in the proposal Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included Section IV_ Economic Impact within the State of Maine State In addition to all other information requested within this RFP each Bidder must dedicate a section of its proposal to describing the Bidder s economic impact upon and within the State of Maine The use of economic impact in making contract award decisions is required in accordance with Executive Order 2012 004 which states that certain service contracts advertised for competitive bid shall include scoring criteria evaluating the responding Bidder s economic impact on the Maine economy and State revenues For the purposes of this RFP the term economic impact shall be defined as any activity that is directly performed by or related to the Bidder and has a direct and positive impact on the Maine economy and public revenues within the State of Maine Examples may include but are not limited to employment of Maine residents subcontracting partnering with Maine businesses payment of State and Local taxes such as corporate sales or property taxes and the payment of State licensing fees for the Bidder s business operations To complete the economic impact section of the Bidder s proposal the Bidder shall use the s
19. through the storage case how are they designed to be tamper proof while in storage Storage Response Security 2 C 6 Describe how upgrades and patches including all certified firmware and software patches to repair defects will be managed and introduced to any equipment or components of the Software Proposed system in a manner that will ensure ease of implementation consistency of Upgrades administration across the State and ensure that the integrity of the voting system is maintained Response gt C 7 Describe how Bidder maintains security internally at customer sites manufacturing sites and programming sites Response must include reference to site security measures and Bidder Bidder screening for potential security risks when hiring personnel who will be involved with this Security contract or will have or had any involvement in the programming design or manufacture of any components of the proposed system Response gt C 8 What if any encryption is employed at any point in the proposed system If encryption is used describe how and where it is deployed within the voting system Encryption ee State of Maine RFP 201208364 40 Pre Election C 9 Will the Bidder provide the Division with the ability to verify the integrity of the software and or firmware installed on the proposed system by using hash code testing upon receipt of User the system If so please
20. 01208364 22 1 16 The Bidder may provide a list of jurisdictions using voting systems supplied by the Bidder other than the voting system proposed in the response to this RFP If such systems are in List of Use provide a description of the voting system s and the number and type of equipment Jurisdictions and software in use in each jurisdiction If the voting system is used by all jurisdictions in Using Other 2 State or county only the information for the State or county is required j gt A Response if a separate table or text is provided make that reference below identify the entry then oting attach it at the end of the questionnaire Systems gt 1 17 Provide amounts for voting systems produced sold or leased for the last twelve 12 months and the number of available units currently in inventory Equipment Response Please make entries in the table below Produced z Sales Systems Produced Systems Sold Leased Systems in Inventory Inventory gt gt gt I 18 Describe the availability of spare parts for maintenance and repair of the proposed voting system provided by the Bidder System Response Maintenance gt and Repair I 19 Does the Bidder providing the Ballot Scanning and Tabulating System also manufacture this voting system Bidder System Relationship LlYes LINo If Yes continue to I 21 If No identify the manufacturer of the vo
21. Bidders should not add any narrative response A No response marked in this section will disqualify the proposal These questions are based on the Scope of Services detailed on pages 6 through 8 Part B Usability Bidders must respond to questions B 1 through B 75 in Part B of Section II of the Technical Proposal Form which is provided as Appendix B Bidders must provide a description of the usability of the proposed system and software Bidders must provide details on how the proposed system works software and hardware requirements as well as equipment specifications Some questions e g B 4 and B 9 require that the Bidders place an X in the Yes or No box but space below that section is available for Bidders to provide additional explanation or details Some questions e g B 7 and B 8 require that the Bidders complete a table to provide information Please be brief but thorough in your responses the table will expand to fit your responses These questions are based on the Scope of Services detailed on pages 6 through 8 Part C Security and Accuracy Bidders must respond to questions C 1 through C 27 in Part C of Section II of the Technical Proposal Form which is provided as Appendix B Bidders must provide a description of features and components that will provide security and accuracy of the proposed system Some questions e g C 11 and C 16 require that the Bidders place an X in the Yes or
22. Eligibility to Submit Bids scscccsjcesssageassicdsdaasasuaencsuas n a n a a R E R RR a 5 D OMA Ce Termi morne ik eee saci ce E E ac E E E E de eae aie 5 E N mber OL Faw dts ao ate tates ian a E saciNan be apaai a Dea iek Ghats thay Maes 5 PART IL SCOPE OF SERVICES io ycoscssscsacecssecscusasasnyscazesguivactevncsiaeaind snvsbioessamaeooaieensavsendpesbaetecis 6 PART IHI KEY REP Y ENTS 3 csscsdetssiscs cuore 2eietonasanaeideig Sala alge aes aes A as 9 Av Timeline of Key REP Events ju enea eee doe ie aii eaten dt 9 Boos ICES CONT SIEM CE yc 2 cS occu E eas aetna detec ac oe pacace E T T E 9 Er QUES ONS eee ere ee O eee 9 Dz Submitting the Proposal ss icccssivessccess sageaisccesdsaeaaagien vs tesegata sageacevavedcn ss anesadevdescdedaanpeaseuassdaaravastad couees 10 PART IV PROPOSAL SUBMISSION REQUIREMENTS 0 ccccccecccceseceeeeeeeeeeeeeneenteeneees 11 Pike PUD POS O EO u aa Te soe ccc ss sanded EE E ouge cae toe veh qos pleated esaced ease E A 11 B Proposal Contents os nodoetan aa e r a o a E weg e eet eee 12 Section I Organization Qualifications and Experience esssessseeessseesseessessseresseeessresseesseesseee 12 Section II Specifications of Work to be Performed cee eeecceeescceeeseeeceeeeeeeteeeeneceetaeesenaeeees 12 section Ill Cost Proposal scssscccsiectarestahyerettadicaieeedhesenaseeniecsudid ec iaia esi nass 13 Section IV Economic Impact within the State of Maine eeeeeeseeecsseceeeteeeeeteeeese
23. If there is a video display on the proposed tabulator please describe the size of the screen and the length of time messages error or otherwise appear and stay on the screen Will the Visual Alerts Division have the capability to configure such messages Response gt B 26 Does the proposed system allow omni directional feed of the ballot Please describe any capability of the system to accept ballots submitted with a variety of orientations Omni Response Directional Ballot Feed B 27 Maine law allows election officials to process absentee ballots at a specified time either the day before Election Day and or during Election Day before the close of the polls During absentee processing a higher volume of ballots is fed through the tabulating machine and at Absentee Ballot 2 faster rate than during regular voting on Election Day Based on this information please Processing indicate with an X the yes or no response or answer in the space provided Use space below to provide any additional information Question Response 27a How long does the proposed system take to process one ballot 27b Is there a notification to the voter and election officials that the ballot has been processed If Yes please identify if the Yes _ No notification is visual audible or both 27c What is the recommended lag time between insertion of individual ballots Response gt B 28 Please describe any problem
24. P 201208364 35 B 46 Election Management Software Ballot Creation B 47 Ballot Design B 48 Ballot Templates B 49 Ballot Template Limitations B 50 Ballot Graphics Question Response 46a Does the software use a Windows style graphical user interface as the ballot design editor which will display content during editing similar to the final printed output Yes _JNo 46b Does the software allow the import of ballot data such as offices and candidates from a common data source such as a spreadsheet or delimited text file If Yes please provide the data specifications to demonstrate the required data types and file layouts Yes _JNo 46c Does the software allow for the export of ballot data into commonly accepted file formats such as delimited text files Excel etc If Yes please provide sample data printouts as appropriate not to exceed a single page per sample Yes _JNo 46d Does the software minimize redundant data entry by allowing the user to copy election data precincts candidate offices etc from a previous election cycle to a new election cycle and to link that information to current candidate data Yes _JNo 46e Maine prohibits certain information from being displayed on official ballots Is any information specific to the Bidder such as company name and or logo automatically applied to ballot lay
25. PART VI CONTRACT ADMINISTRATION AND CONDITIONS A Contract Document 1 The successful Bidder will be required to execute a contract in the form of a State of Maine Agreement to Purchase Services BP54 A list of applicable Riders is as follows Rider A Specification of Work to be Performed Rider B Method of Payment and Other Provisions Rider C Exceptions to Rider B Rider D optional for use by Division Rider E optional for use by Division Rider G Identification of Country in Which Contracted Work Will Be Performed The complete set of standard BP54 contract documents may be found on the Division of Purchases website at the following link http www maine gov purchases info forms BP54 doc Other forms and contract documents commonly used by the State can be found on the Division of Purchases website at the following link http www maine gov purchases info forms shtml 2 Allocation of funds is final upon successful negotiation and execution of the contract subject to the review and approval of the State Purchases Review Committee Contracts are not considered fully executed and valid until approved by the State Purchases Review Committee and funds are encumbered No contract will be approved based on an RFP which has an effective date less than fourteen 14 calendar days after award notification to Bidders Referenced in the regulations of the Department of Administrative and Financial Services Chapter 110 3 B i htt
26. Question D 13 on page 46 of Appendix B Only one sample is requested for submission with the original proposal State of Maine RFP 201208364 14 PART V PROPOSAL EVALUATION AND SELECTION Evaluation of the submitted proposals shall be accomplished as follows A 1 Evaluation Process General Information An evaluation team comprised of qualified reviewers will judge the merits of the proposals received in accordance with the criteria defined in the RFP and in accordance with the most advantageous cost and economic impact considerations where applicable for the State Officials responsible for making decisions on the selection of a contractor shall ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal best satisfies the criteria of the RFP at a reasonable competitive cost The Division reserves the right to communicate and or schedule interviews presentations with Bidders if needed to obtain clarification of information contained in the proposals received and the Division may revise the scores assigned in the initial evaluation to reflect those communications and or interviews presentations The Division reserves the right to make video or audio recordings of any applicable i
27. STATE OF MAINE DEPARTMENT OF THE SECRETARY OF STATE BUREAU OF CORPORATIONS ELECTIONS AND COMMISSIONS ELECTIONS DIVISION RFP 201208364 Lease of Ballot Scanning and Tabulating System RFP Coordinator Tracy Willett Elections Coordinator Bureau of Corporations Elections and Commissions Elections Division 101 State House Station Augusta ME 04333 0101 Tel 207 624 7636 Email tracy willett maine gov Fax 207 287 6545 From the time this RFP is issued until award notification is made all contact with the State regarding this RFP must be made through the aforementioned RFP Coordinator No other person State employee is empowered to make binding statements regarding this RFP Violation of this provision may lead to disqualification from the bidding process at the State s discretion Bidders Conference Not Applicable Deadline for Submitted Questions Thursday August 16 2012 2 00 p m local time Proposals Due Monday August 27 2012 not later than 2 00 p m local time Due to Division of Purchases Burton M Cross Building 4 Floor 111 Sewall Street 9 State House Station Augusta ME 04333 0009 TABLE OF CONTENTS Public Nottee 223 220 eain Ue week naka hen ei ee el ee ee 2 PARTI INTRODUCTION 6ispeisissescsctsacssstashsseeniietaciassnsea tiny eicasnavaac esea a a EEEa Eisen 3 A Putpose nd Backsro nd aeien a e gus pat a a aaea eaae iiaa 3 B General PO VAG EOIN S eriei A Dag da E T E E vale ARN 4 C
28. ance staff capable of repairing Maintenance 20d replacing malfunctioning equipment and Support State of Maine RFP 201208364 47 D 20 Repair and Describe how the Bidder will provide reliable delivery of any proposed system components requiring repair or replacement under the contract and how the delivery methods will allow the Bidder to meet required repair and replacement response times including on Election Replacement Pay Response gt D 21 Describe the Bidder s plan to keep the proposed system components fully operational Include reference to recommended maintenance activities as applicable including but not Preventive limited to the following Maintenance Scheduled maintenance and replacement of components Monitoring replacement of consumables Special testing for approaching events such as o Upcoming elections o First time election types at large ranked choice o End of calendar year o Daylight savings Response gt D 22 Describe the Bidder s approach to providing administrative support for elections to the Division Support Plan en D 23 Describe how the Bidder will provide support to the Division and municipalities by defining the maximum response and resolution timeframes Help Desk support for the proposed Support software for the Division must be available Monday through Friday 8 am to 5 pm local time Response holidays excluded Use the space below to p
29. ason which termination occurred before completion of all obligations under the initial Contract contract provisions describe fully all such terminations including the name and address of Terminations the other contracting party and the circumstances surrounding the termination If no such terminations have occurred in the past three 3 years state none Response gt I 11 Provide a statement as to whether there are any outstanding or ongoing legal actions or potential claims against the Bidder regarding any voting systems and a brief description of Voting 2Y such action If the court has directed the Bidder not to disclose information provide Systems the name of the judge and location of the court where litigation is occurring If no such Outstanding matters exist state none Legal Actions Su onse I 12 Provide a brief description of any settled or closed legal actions or claims against the Bidder regarding any voting systems over the past five 5 years Voting Response Systems Closed Legal Actions 1 13 Provide a brief description of the Bidder organization s overall experience especially regarding skills pertinent to the specific work required by the RFP and any special or Overall Unique characteristics of the organization which would make it especially qualified to Experience of perform the required work activities Include the same information for any subcontractors the Bidder s Organization 1 14 a
30. authorized to enter into contracts on behalf of the Bidder State of Maine RFP 201208364 11 B Proposal Contents Section I Organization Qualifications and Experience Technical Proposal Form Appendix B Bidders must respond to questions I 1 through 1 23 in Section I of the Technical Proposal Form which is provided as Appendix B These questions seek a description of the Bidder s organization and contact information along with the same information for any subcontractors Bidders must provide their overall experience pertinent to the specific services required by the RFP and detail their specific project experience or if none detail their experience with projects that highlight their general capabilities Bidders also must provide staff information pertinent to services required by the RFP Please be brief but thorough in your responses the table will expand to fit your responses Section II Specifications of Work to be Performed Technical Proposal Form Appendix B Part A Requirements Pass Fail Bidders must respond to questions A 1 through A 4 in Part A of Section II of the Technical Proposal Form which is provided as Appendix B These questions pertain to Division requirements for the proposed system and software These questions require only that the Bidders put an X in the response box or boxes that apply to your response For those responses a space is not provided for additional narrative and the
31. ave the following capabilities in providing the proposed equipment Response 4a Ability to provide new not salvaged distressed outdated discontinued refurbished reconditioned or retrofitted equipment C Yes No 4b Ability to provide 75 of the new not salvaged distressed outdated discontinued refurbished reconditioned or retrofitted units prior to the November 6 2012 Presidential Election with an additional 325 units available in early 2013 Yes No Ac Ability to provide a system with an expected life cycle that will meet or exceed the initial contract and any contract extensions State of Maine RFP 201208364 Yes _ No 29 Part B Usability 30 points The following questions B 1 B 75 deal with equipment and software necessary for the system B 1 System Hardware Software amp L Scanning and Tabulating Device L Software to create ballot Infrastructure C Software firmware to read and tabulate ballot L Removable memory device L Hardware software to program memory device _ Ballot Box L Back up power supply Identify type C Other Descriptive Response gt B 2 Required System Components Not included Response gt B 3 Consumables L Audit Tape L Ink Cartridges L Ballot Marking Tools C Other Descriptive Response gt Ballot Data amp Question Response Image Storage 4a Do
32. ber and title Bidder Name Return Address Division of Purchases Burton M Cross Building 4 Floor 111 Sewall Street 9 State House Station Augusta ME 04333 0009 Re RFP 201208364 State of Maine RFP 201208364 10 PART IV PROPOSAL SUBMISSION REQUIREMENTS This section contains instructions for Bidders to use in preparing their proposals The Bidder s proposal must follow the instructions provided below Failure to follow the instructions in this section or to respond to all questions and instructions throughout this document may result in the proposal receiving a reduced score or being disqualified as non responsive The Division and its evaluation team for this RFP have sole discretion to determine whether a variance from the RFP specifications should result in either reduction in scoring or disqualification of a proposal Rephrasing of the content provided in this RFP will at best be considered minimally responsive The Division seeks detailed yet succinct responses that demonstrate the Bidder s experience and ability to perform the requirements specified throughout this document A 1 Proposal Format Bidders should copy the forms templates in Appendices A through C into a separate MS Word document before preparing their responses For clarity the proposal forms and attachments should be typed single spaced using a font no smaller than 11 point Times New Roman or similar Proposal templates o
33. bove Lead Point of Contact for Proposal Name Title Tel Fax Eval Street Address City State Zip Proposed Cost The proposed cost listed above is for reference purposes only not evaluation purposes In the event that the cost noted above does not match the Bidder s detailed cost proposal documents then the information on the cost proposal documents will take precedence e This proposal and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening e No personnel currently employed by the Division or any other State agency participated either directly or indirectly in any activities relating to the preparation of the Bidder s proposal e No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal e The undersigned is authorized to enter into contractual obligations on behalf of the above named organization To the best of my knowledge all information provided in the enclosed proposal both programmatic and financial is complete and accurate at the time of submission Authorized Signature Date Name and Title Typed State of Maine RFP 201208364 20 Appendix B Technical Proposal Form Section I Organization Qualifications and Experience 10 points The following questions I 1 I 23 deal with the qualifications and experience o
34. contest and ballot question verifying a zero start 22c Ensures that data will not be lost during the generation of reports Yes _JNo 22d Ensures that functions cannot be initiated out of sequence Yes _JNo 22e Enables test data to be purged from the system without impacting any other election data Yes _JNo Response gt C 23 Election Day Environment C 24 Multiple Memory Sources Response gt Response gt State of Maine RFP 201208364 43 C 25 Logic amp Accuracy Testing Are logic and accuracy test results stored in the memory main storage and or a programmable memory device of the proposed scanning and tabulating unit on which the test was conducted How are these results segregated from election data Please describe Response gt C 26 Accuracy of If the proposed system uses a mechanism in the ballot box to segregate fully counted ballots from unread or not fully counted e g write in ballots how does the system ensure that ballots are accurately diverted into the correct compartment of the ballot box What Diverter conditions may prohibit the mechanism from operating properly Does the proposed system If Applicable have alerts visual audible or both to notify election officials that the mechanism has failed Response gt C 27 Please describe any other procedures to ensure accuracy and integrity of the data on the p
35. d system been Equipment designed to provide stability and to withstand frequent loading unloading stacking Handling assembling disassembling and heavy use without damage to its internal components or circuitry Response gt B 12 Does the ballot box have a separate compartment in order to segregate unread and not fully counted e g write in ballots Ballot Y N Segregation Lives Cino If Yes please describe how the unread and not fully counted write in ballots are identified and moved through the proposed system either by a mechanism in the ballot box or by the tabulator itself If No please describe the process of identifying these ballots for election officials to examine and potentially count by hand at the voting place Response gt B 13 Please specify the storage capacity of the ballot box i e how many ballots it will hold Identify based on size type and weight of paper required for the proposed system Ballot Box oe Capacity B 14 Does the proposed system have the capability to notify election officials that the ballot box is full Please describe Full Ballot Box sponse Notification B 15 Please describe any power source requirements i e prong type voltage outlet type for the Power Source proposed system and required components Response gt B 16 Primary System Power For each of the following questions please indicate with an X
36. e and time of the bid opening 4 The Requirements and Scope of Services from the RFP and the selected Bidder s proposal including all appendices or attachments will be incorporated in the final contract 5 Following announcement of an award decision all submissions in response to this RFP will be considered public records available for public inspection pursuant to the State of Maine Freedom of Access Act FOAA 1 M R S 401 et seq If a Bidder submits materials that it claims are confidential because they are not public records pursuant to FOAA the Bidder must 1 conspicuously and precisely designate those particular portions of its materials as confidential and 2 provide the specific statutory or other legal basis that excepts the designated materials from FOAA s definition of public record See 1 M R S 402 http Awww maine gov foaa law exceptions htm A Bidder s confidential designation does not ensure nondisclosure of the material the State shall determine whether submitted materials are public records 6 The Division at its sole discretion reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to this RFP C Eligibility to Submit Bids Bids will be accepted only from established manufacturers authorized dealers or other authorized representatives offering new Ballot Scanning and Tabulating Systems Ballot Scanning and Tabu
37. ecial Response Characters State of Maine RFP 201208364 37 B 61 Declared Write in Votes B 62 Ranked Choice Voting B 63 Election Management Software Memory Devices C Yes _JNo Response gt Response gt Question Response 63a Does the proposed election management software allow the Division to program memory devices for the scanning and tabulating units Yes _JNo 63b Is Bidder involvement required for programming memory devices and or tabulators for use at each election Yes _JNo 63c If the Division has the ability to program State and federal elections but wishes to seek third party assistance can the required hardware software be transferred to a third party Yes _JNo 63d Is it necessary to have devices taken to a central location for programming Yes _JNo 63e Can multiple elections e g State party primaries State referendum municipal etc and multiple ballot styles be programmed stored and tabulated by a single device for a single Election Day Yes _JNo gt B 64 Bidder Involvement B 65 System Architecture amp Hardware Response Response i E gt Response gt State of Maine RFP 201208364 38 B 66 What software is used for programming State federal and or
38. eeenaeeees 13 Section V Attachments c 22252h2eids seinri seisis ar E y Aa eee aed asai ass 14 PART V PROPOSAL EVALUATION AND SELECTION 000000 cccccccccceeceeeeeeeeeeseeeeeenteeneees 15 A Evaluation Process General Information 3535 s4 ayessccc ace yassuavs yas aces sss ocsyacesaves bass aoaveadiecadbiceectoee 15 By Scone Weights and Processori eon ene neat da eee EA 15 C Selection and Award cfc ccs ctseteecapeastiasd insien aE E SEEE AEE N A ce SEs a 16 D Appeal of Contract AWwardss seei iaeaea E A aE aaie 16 PART VI CONTRACT ADMINISTRATION AND CONDITIONS 0 0 000ccceceecceeceeteceeeeetees 17 A Contract Documento r a e E E E E EE e EEEE 17 B Standard State Agreement Provisions 1i 5 ccisssicesesedeaasasuedsacssnndeaeandcedansaescedeanadcededesdednasestaevounis 18 PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS 00 00 cee 19 PART VYINAPPENDICES o bs ccs cu Ag ga doi ea gloss See i owe eg 20 Appendix A Proposal Cover Page 22h ccs ec sacks sescats Souaach ae ioaenessacedusisanceds joraecyaecpcebuaeaweecaseeeeaes 20 Appendix B Technical Proposal Form lt isss cacetesissts jenaceestaivess since easier aQume tes 21 Appendix C Cost Proposal Form eessseseesseeesreoeesseesseessesssoersoosesoeessessseessoersooessoseesesssessseerseos 50 Appendix D Economic Impact Narrative Form eseseseesseseessreeesresseseresresseseresresseseresrerseseesees 51 Public Notice EEEE EE E EKE E EE E EEE K E E E E E
39. eral Election 75 tabulator units Phase I will begin upon execution of the contract at least 15 days after the award of the bid Election Management Software Within one week of contract execution the Bidder will deliver install and provide training to the Division staff on the Election Management software specifically the functionality for the creation of ballots at the offices of the Elections Division in Augusta Maine The Bidder will assist and support the Division staff in creating the camera ready ballot proofs for the November 6 2012 General Election for mass production by the Division s printing contractor to be used by the municipalities receiving tabulators in Phase I Ballot Scanning and Tabulating Devices The Bidder also will deliver 75 of the Ballot Scanning and Tabulating devices to a location in Augusta Maine by the end of September 2012 The delivery location will be determined by the time of contract execution and the Division and the Bidder will agree upon the exact schedule for delivery of the units during contract negotiations The Bidder and the Division will jointly conduct User Acceptance Testing on the units to be completed within two weeks of delivery of the units to the Division The Bidder also will provide train the trainer style training to the Division staff on all facets of the tabulators so that the Division staff can then deliver the units to the selected municipalities and train the local user
40. es the proposed tabulating system have the capability to and Memory capture and store individual ballot images in addition to Yes _JNo Media tabulation data 4b Does the proposed system have both an internal and external memory for redundant storage of tabulation data and ballot Eies No images if applicable Please provide description in the space below State of Maine RFP 201208364 26 B 5 Image Storage and Memory Response gt 4c Is there a limit to the number of ballot images that can be stored If yes please identify that number Yes _ No 4d__ Is there a limit to the number of ballots that can be tabulated and recorded by the proposed device If yes please identify Yes _ No that number 4e Does the proposed system have the ability to notify election officials at the voting place that the memory device or C Yes _ No medium is full and can no longer accept additional data Response gt Media B 6 Life Expectancy of ss Memory Media B 7 3 eca gt Physical Attributes Component Dimensions Weight 7a Tabulating Device 7b Ballot Box Additional Equipment Tc Response gt State of Maine RFP 201208364 27 B 8 Features Enabling Equipment Transport Component Features 8a Tabulating Device 8b Ballot Box Additional Equipment 8c Response g
41. f the Bidder I 1 Description of Enter the full name of the Bidder and give the physical and mailing address of the Bidder s location with the name of a contact person the contact s organizational title phone number and email address Services will be Performed the Response gt Organization I 2 If subcontractors are to be used provide a list that specifies the name address phone number and a contact person for each subcontractor and a brief description of each Subcontractor subcontractor s role e g implementation system support etc with respect to this bid If if any Contact no subcontractors will be used please state none Information en I 3 Specify in what manner the Bidder is organized e g sole proprietorship partnership corporation etc Organization oe Form I 4 Enter the State in which the business entity is incorporated or otherwise organized to do business If registered in a foreign country indicate that country State Country oo f of Registration I 5 Provide the year in which the business entity was first organized to do business Response First Year Organized 1 6 Specify whether and how the form of organization has changed since the date the business entity was first organized i e by subsequent incorporation merger or other organizational Organizational change and any change in name Histor Response story gt I 7
42. ftware provide a preview of the ballot s prior to printing or generating an electronic file Ballot Image aoe Preview B 55 Does the proposed system include the option for on demand printing of ballots Please describe Ballot Response On Demand Printing B 56 Describe any search and find capability included in the proposed software that would allow a user to access and or view specific ballot styles or find the ballot style s for a particular Search municipality even if the user does not know the ballot identification number Functionality u oe B 57 Describe the process for designing ballot styles for all qualified political parties prior to a Primary Election where the same districts and offices will appear with different candidates Primary How is the setup different than for a General Election Election S oper Ballots B 58 Does the proposed election programming software allow for the addition of color features in the ballot heading to differentiate ballot styles or parties For example during a Primary Color Election each party would have a different color design in the ballot heading A Response Coding gt B 59 In what languages other than English can the proposed system create and produce ballots as the State may require Available o Languages B 60 When programming ballots in the English language please describe any special characters that are available to use for names e g accent umlaut tilde etc Sp
43. in the timeline above at which point they will be opened Proposals received after the 2 00 p m deadline will be rejected without exception 2 Mailing Delivery Instructions PLEASE NOTE The proposals are not to be submitted to the RFP Coordinator at the requesting Division The official delivery site is the State of Maine Division of Purchases address shown below a Only proposals received at the official delivery site prior to the stated deadline will be considered Bidders submitting proposals are responsible for allowing adequate time for delivery Proposals received after the 2 00 p m deadline will be rejected without exception Postmarks do not count and fax or electronic mail transmissions of proposals are not permitted unless expressly stated in this RFP Any method of hardcopy delivery is acceptable such as US Mail in person delivery by Bidder or use of private courier services b The Bidder must send its proposal in a sealed package including 1 original and 7 copies of the complete proposal Please clearly label the original One electronic copy of the proposal must also be provided on CD or flash drive with the complete narrative and attachments in Microsoft Word format compatible with Office 2003 Any attachments that cannot be submitted in MS Word format may be submitted as Adobe pdf files c Address each package as follows and be sure to include the Bidder s full business name and address as well as the RFP num
44. ing and Tabulating System to incorporate vigorous security in order to assure the highest level of integrity for Maine s elections In addition to requiring that any hardware and software components are inherently secure the Division requires strong security across all Bidder services and all required activities associated with use of the Ballot Scanning and Tabulating System To ensure the security and accuracy of the proposed system at a minimum the system must be certified by the U S Elections Assistance Commission as having successfully completed conformance testing to either the 2005 Voluntary Voting System Guidelines 2005 VVSG or the 2002 Voting System Standards 2002 VSS In addition the proposed Ballot Scanning and Tabulating System must meet or exceed compliance with certain State and Federal election laws For a detailed list of the statutory requirements please see Appendix B the Technical Proposal Form Section II the Specifications of Work to be Performed Part A Requirements The proposed Ballot Scanning and Tabulating System must provide a great deal of autonomy to the Division with regards to managing ballot creation for State and Federal elections In addition the Division has a preference for a system that also provides autonomy in programming of removable memory devices if applicable The Bidder must address any existing system rules and constraints which would limit or preclude the Division from having the ability to
45. ing and implementation schedule Response Video gt D 16 Describe how the Bidder plans schedules and implements software releases of the certified software and or firmware Include specific reference to the following Software e Any planned future releases Releases e Expected frequency of releases e Client input regarding the content of releases Required resources planning and technical skills required for installation Backwards compatibility with previously applied patches and configuration settings Ability to select or decline individual components of the release with regards to the impact on certification and overall functionality of the system Response gt D 17 Describe the Bidder s ability to modify certified software firmware to meet new federal or State legal requirements that may or may not apply to different states and jurisdictions using Requested the proposed system Software Response gt Changes D 18 Describe how the Bidder will provide the Division with full visibility into the planned product development calendar including Product Anticipated or scheduled events such as enhancements bug fixes engineering Management redesign changes or any component product discontinuation and Reporting e Release and or change effective dates Response gt D 19 Describe how the Bidder will provide maintenance and support of the proposed system and ensure the availability of well trained and experienced mainten
46. ing place and reported on a paper form to the municipal clerk The results are certified by the clerk and transmitted to the Secretary of State within three business days after the election B General Provisions 1 Issuance of this RFP does not commit the Division to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to this RFP This includes attendance at personal interviews or other meetings and software or system demonstrations where applicable 2 All proposals should adhere to the instructions and format requirements outlined in this RFP and all written supplements and amendments such as the Summary of Questions and Answers issued by the Division Proposals are to follow the format and respond to all questions and instructions specified below in the Proposal Submission Requirements and Evaluation section of this RFP 3 Bidders shall take careful note that in evaluating a proposal submitted in response to this RFP the Division shall only consider materials provided in the proposal information obtained through interviews presentations if any and internal Departmental information of previous contract history with the Bidder if any The proposal shall be signed by a person authorized to legally bind the Bidder and shall contain a statement that the proposal and the pricing State of Maine RFP 201208364 4 contained therein will remain valid and binding for a period of 180 days from the dat
47. installed with the proposed system Yes _ No 18c Does the back up source require installation prior to each election Yes _ No 18d_ Does the back up source require charging prior to the election If yes please describe below the method of and Yes _ No length of time required for charging Response gt B 19 Back Up System If applicable e re B 20 Accessing Interfaces Response gt B 21 Overvote Alert Response gt State of Maine RFP 201208364 30 B 22 Please describe how the proposed system notifies the voter and the election officials of an undervote when the voter has marked fewer selections than permitted for an office or Undervote question or casts a blank ballot allowed under Maine Law and allows a voter to correct Alert the ballot before the ballot is cast and counted Is this notification audible or visual or both Response gt B 23 Please describe the capability to over ride the proposed system s rejection of a ballot if a voter does not want to correct what the system may identify as an error Ballot Response Rejection gt Override B 24 Please describe any other audible and or visual cues the proposed system uses to alert a General Alerts voter and the election officials about any other conditions such as the occurrence of an error or confirmation Response gt B 25
48. ion IV of this RFP page 13 The response should not exceed one page single spaced and typed using a font no smaller than 11 point Times New Roman or similar State of Maine RFP 201208364 51
49. l ballots Response gt C 14 Post Election Security Describe any poll closing reports other than the tally report security procedures and self testing recommended or required for the proposed system after scanning operation ceases to ensure that scanned ballots have been accurately tabulated and that the device is in good working order and has not been tampered with Response gt C 15 Election Results Security Describe any security procedures in place that prevent the proposed system from printing tally reports before the sequence of events required for the closing of polls is completed Response gt State of Maine RFP 201208364 41 C 16 Audit Capability Question Response 16a_ Does the proposed scanning and tabulating device contain an internal clock for recording dates and times of all activities If Clyes No Yes please describe below how access to this internal clock is secured from tampering 16b Does the proposed scanning and tabulating device produce an audit log that is created and maintained by the system in the Yes _ No sequence in which each operation is performed or each event occurs 16c Does the proposed scanning and tabulating device allow for extraction of all audit data from any internal or removable Yes _JNo memory devices Response gt C 17
50. lating Systems leased as a result of this bid shall not be salvaged distressed outdated discontinued refurbished reconditioned or retrofitted Any dealer or authorized representative of the manufacturer submitting a bid hereby guarantees that it is an authorized dealer or authorized representative of the manufacturer that the manufacturer has agreed to supply the dealer or representative with all quantities of products required by the dealer or representative in fulfillment of its obligations under any resultant contract with the State and that it will provide a certificate from the manufacturer acknowledging this level of support if required by the Division D Contract Term The Division is seeking a cost efficient proposal to provide services as defined in this RFP for the anticipated contract period defined in the table below Please note that the dates below are estimated and may be adjusted as necessary in order to comply with all procedural requirements associated with this RFP and the contracting process The actual contract start date will be established by a completed and approved contract Contract Renewal Following the initial term of the contract the Division and the Bidder may agree upon one renewal period of two years subject to continued availability of funding satisfactory performance and mutual best interest In such an occurrence the Division recognizes that the market for the required items may change after the initial
51. manage elections independently State of Maine RFP 201208364 6 The Specifications of Work to be Performed in Section II of Appendix B the Technical Proposal Form will ask the Bidder to describe in detail all aspects of the proposed system so that the Division may fully understand how the system would be incorporated into existing State infrastructure policies and practices while meeting all requirements for the smooth functioning of elections within the State The questions will address the following areas e Physical attributes of the equipment including the mechanism for processing ballots and placing them in the ballot box handling ballots that cannot be fully processed e g blank ballots write ins etc and reporting the election results e Operability and usability of the election management software and or firmware and e System security and accuracy Overview of Services In addition to obtaining the actual Ballot Scanning and Tabulating System the selected Bidder will be expected to provide support services throughout the term of the contract The services will include e Initial delivery of the new tabulating devices and ballot boxes to a central location in the Augusta Maine area as designated by the Division and according to the phased delivery schedule described below e If not installed prior to delivery of the tabulating devices installation of the software and firmware on the Ballot Scanning and Tabulating device
52. n Response 35a In a voting place with multiple ballot styles i e with different districts for some offices tabulated on one device does the proposed system have the capability to print a report that provides a total for each individual office across all ballot styles For example in a voting place that has two ballot styles each with a different House district tallied by the same tabulator will the printed report provide totals for all votes cast for the offices common to both ballot styles such as Governor while providing separate totals for the individual House districts Yes _JNo 35b Is the proposed system capable of printing multiple copies of tally reports from the device at the voting place Yes _JNo Response gt State of Maine RFP 201208364 33 B 36 Tally Report Details B 37 Available Reports B 38 Configuration of Reports B 39 System Shut Down Response Does the printed tally report contain the following Response information 36a Identification of the election s Yes _JNo 36b Number of ballots cast by precinct and style Yes _JNo 36c Tabulation summary of all ballots and votes cast in any election Yes _JNo 36d Results containing offices candidates and issues in alpha numeric format next to the vote totals Yes _JNo 36e Number of write i
53. n votes for each race Yes _JNo 36f Number of blank votes for each race Yes _JNo 36g Number of unread ballots Yes _JNo Response gt Response gt Response B 40 Accessible Voting System Compatibility Response State of Maine RFP 201208364 34 B 41 Election Management Software Ballot Creation Question Response 4la The Division prefers a high level of autonomy in creating and printing ballots in Maine Does the proposed system include election management software to allow the Division to design State and federal ballots Yes _JNo 41b Maine designs ballots and administers elections at the State not county level All voting takes place at the municipal level Is the proposed ballot creation software easily configured to manage elections at the State level Yes _JNo Alc Does the proposed ballot creation software include the ability to set up a framework of standard 2 4 and 6 year election cycles For example State Legislative offices are on a 2 year cycle Governor and County offices are on a 4 year cycle and U S Senate offices are on a 6 year cycle Yes _JNo gt B 42 General Ballot Specifications Response Response gt B 43 Special Markings B 44 Voting Indicators Response gt Response gt B 45 Ballot Paper Response gt State of Maine RF
54. nce completed should be printed on white 8 1 2 x 11 paper Attachments also should have inch margins and should be printed on white 8 1 2 x 11 paper All pages should be numbered consecutively beginning with number 1 on the first page of the Technical Proposal Form this does not include the cover page or table of contents pages through to the end including all forms and attachments For clarity the Bidder s name should appear on every page including Attachments Each Attachment must reference the section or subsection number to which it corresponds Bidders are asked to be brief but to respond to each question and instruction listed on the Technical Proposal Form section of this RFP Appendix B Responses must be made on the form in the spaces provided unless otherwise noted The Technical Proposal Form when completed with the Bidder s responses must not exceed 75 pages Pages provided beyond the aforementioned maximum amount will not be considered during evaluation The following proposal elements will not be counted as part of the maximum total number of pages allowed for the proposal proposal cover page Appendix A table of contents not required but permitted the customer lists requested in Appendix B Section I questions 15 and 16 and any required attachments The Bidder may not provide additional attachments beyond those specified in the RFP for the purpose of extending their response Any material exceeding
55. ned at the Division of Purchases aforementioned address Proposals not received at the Division of Purchases aforementioned address by the aforementioned deadline will not be considered for contract award DO EEKE E E KE E ee E EE E E E E E E E E EEE KE E E KE E E KE E EK K K K K K K KK State of Maine RFP 201208364 2 State of Maine Department of the Secretary of State Bureau of Corporations Elections and Commissions Elections Division RFP 201208364 Lease of Ballot Scanning and Tabulating System PARTI INTRODUCTION A Purpose and Background The State of Maine Bureau of Corporations Elections and Commissions Elections Division Division is seeking proposals to lease and receive support services for a precinct level Ballot Scanning and Tabulating System as defined in this Request for Proposals RFP document for approximately 125 to 250 of Maine s municipalities for an initial 5 year contract with the option to renew for 2 years at the discretion of the Division This document provides instructions for submitting proposals the procedure and criteria by which the Provider s will be selected and the contractual terms which will govern the relationship between the State of Maine State and the awarded Bidder s The State intends to select one successful Bidder or team of Bidders to implement a uniform Ballot Scanning and Tabulating System in approximately 125 municipalities that currently use such devices
56. ng o An outline of work accomplished during the period o An outline of work to be done during the subsequent period o A list of problems real or anticipated to be presented to the Division project director o Notification of any significant deviation from the previously agreed upon work plan Response gt State of Maine RFP 201208364 44 D 4 Describe how the Bidder will manage risk during the implementation process Define the Bidder s approach and set of activities including Risk e Test scripts and scenarios Management e Assessment and identification of risks involved with this procurement e Identification of any previous implementation issues experienced by the Bidder in other jurisdictions e Potential impact of identified risks Proposed risk mitigation strategies addressing the identified risks Involvement of State and municipal election officials Response gt D 5 Describe how the Bidder will track delivery of all equipment and software and communicate this to the Division Delivery Response Tracking ci Plan D 6 Provide a description of how the Bidder will assist the Division with User Acceptance Testing to confirm that all components of the proposed hardware and software meet User functional requirements as agreed and the Bidder has met all deliverable requirements in the Acceptance procurement contract The acceptance test plan shall include the following if applicable Te
57. nterview presentation process Interviews presentations are not required and changes to proposals will not be permitted during any interview presentation process Therefore Bidders should submit proposals that present their costs and other requested information as clearly and completely as possible Scoring Weights and Process Scoring Weights The score will be based on a 100 point scale and will measure the degree to which each proposal meets the following criteria Section I Organization Qualifications and Experience 10 points Includes all elements addressed above in Part IV Section I Section II Specifications of Work to be Performed 60 points Includes all elements addressed above in Part IV Section II Section III Cost Proposal 25 points Includes all elements addressed above in Part IV Section III Section IV Economic Impact within the State of Maine 5 points Includes all elements addressed above in Part IV Section IV Scoring Process The review team will use a consensus approach to evaluate the bids Members of the review team will not score the proposals individually but instead will arrive at a consensus as to assignment of points on each category of each proposal The Economic Impact section will also be scored using a consensus approach with the highest number of evaluation points being assigned to the Bidder s with the most economic impact actual or feasible as determined by the evaluation team The Cost
58. o county level election administration in Maine The Secretary of State is Maine s chief state election official with central authority exercised by the Elections Division staff to oversee the application of election laws and procedures for federal and state elections including all federal state and county offices and statewide referenda to include e Approval of voting systems for use by municipalities e Central design and preparation of ballots and other forms for statewide elections in a consistent format for use by all municipalities State of Maine RFP 201208364 3 e Training and advising municipal election officials in the proper conduct of statewide elections including the use of voting systems and tabulation requirements e Collecting and compiling reports of election results and voter registration figures and e Conducting recounts centrally by following uniform procedures The Secretary of State currently uses election management software to create and produce camera ready proofs of paper ballots in electronic and printed formats for mass production by a printing contractor There are about 330 different candidate official ballot styles i e different combinations of offices and districts for the general election which means there are almost 1 000 candidate official ballot styles for the state primary election For each official ballot style a sample ballot style also is generated doubling the total number of ballo
59. oubleshooting documentation for the proposed hardware and software components Yes _ No Te Other documentation necessary to enable full operational capabilities for the proposed system Yes _ No Response gt D 8 Describe the timing quantity and type of resources that the Bidder proposes to commit to training Division staff in the use and operation of the proposed hardware and software Training Response Resources D 9 Describe how the Bidder will provide technical and train the trainer instruction to Division staff that will address the varying levels of technical competency within the Division Training Response Levels D 10 Explain how the Bidder s training approach will ensure that the Division will have the materials and expertise to be self sufficient in conducting training for municipalities Train the Response Trainer Resources D 11 Describe how the Bidder will provide training and documented instructions consistent with the Division s needs identified in the Scope of Services in Part II of this RFP The training plan shall include reference to the following e Unpacking assembling and acceptance testing of the proposed solution e Adjustment and alignment of the equipment if necessary Proper use and operation of the equipment by election officials e Troubleshooting equipment problems e Identification and prevention of tampering e How and when to place service calls Maintenance
60. outs If Yes please use the provided space to explain how this information will be suppressed Yes _JNo Response gt Response Response gt Response gt Response gt State of Maine RFP 201208364 36 B 51 Camera Ready Describe the process for exporting camera ready ballot images from the proposed software in a standard format such as PDF or TIFF Does the software have the ability to export all ballot styles for a single election as well as individual ballot styles on demand Ballot Images Ca B 52 Maine requires the ability to generate sample ballots where the words Official Ballot are Sample Ballots changed to Sample Ballot in the heading Describe how the proposed software can easily produce sample ballots for each official ballot style Does the software have the ability to generate sample ballots on an individual basis as a group and or all ballots for an election Response gt B 53 Describe how the proposed software enables various ballot styles to be applied to one or more municipalities and presents the name of the municipalities as part of the ballot header Customized For example how are the municipalities that are grouped on a ballot style placed within the Ballot _beader Can the entries be placed in alphabetical order Response Headers 3 B 54 Does the proposed so
61. owing questions C 1 C 27 deal with security and accuracy of the proposed system to protect the integrity of Maine s elections C 1 Prevention of Unauthorized Access or Tampering Describe how the proposed system prevents unauthorized access and or attempted or actual tampering with the system by any individual internal users or the general public Include details for prevention of tampering during before and after an election while the device is in storage and from all locations local and remote Response gt C 2 Describe any features of the proposed system that will notify State or municipal election officials of or otherwise allow them to detect an attempted or actual tampering event Wireless Port Detection and Response Notification of Unauthorized Access C 3 If removable memory is utilized describe how the proposed system provides for tamper detection of any removable memory medium device Please explain how the removable Removable memory device if applicable may be sealed into the proposed scanning and tabulating Memory device Response gt C 4 If wireless ports are available on the proposed system how are they secured If standard ports are used how are they secured If secured how are they accessed e g physical key solenoid lock etc Response Security gt p C 5 If device interfaces and power connections can be accessed
62. p www maine gov purchases policies 110 shtml This provision means that a contract cannot be effective until at least 14 days after award notification 3 The Division estimates having a contract in place by 9 18 2012 The State recognizes however that the actual contract effective date depends upon completion of the RFP process date of formal award notification length of contract negotiation and preparation and approval by the State Purchases Review Committee Any appeals to the Division s award decision s may further postpone the actual contract effective date depending upon the outcome The contract effective date may need to be adjusted if necessary to comply with mandated requirements 4 In providing services and performing under the contract the successful Bidder shall act independently and not as an agent of the State of Maine State of Maine RFP 201208364 17 B Standard State Agreement Provisions 1 Agreement Administration a Following the award an Agreement Administrator from the Division will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period Division staff will be available after the award to consult with the successful Bidder in the finalization of the contract In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder the Division may withdraw its award and negotiate with the next
63. pace available in Appendix D The Economic Impact Narrative Form to describe the Bidder s current recent or projected economic impact with the State of Maine as defined above The Bidder may include all details and information that it finds to be most relevant for this section of Maine RFP 201208364 13 Section V Attachments 1 2 Attach a copy of the face page of the Bidder s general liability professional liability and any other relevant liability insurance policies that might be associated with this contract Attach a copy of the Certificate or Letter of Certification from the U S Election Assistance Commission EAC certifying conformance with either the 2005 VVSG or the 2002 VSS Attach a photograph or diagram illustration of the components of the proposed system as requested in Question B 7 on page 26 of Appendix B Attach a sample copy of the tally report and any other types of reports that will be printed from the proposed system Attach a sample set of installation use administration and support documentation as requested in Question D 6 on page 44 of Appendix B Only one sample is requested for submission with the original proposal Attach a sample copy of training materials and other pertinent training documentation as requested in Question D 11 on page 46 of Appendix B Only one sample is requested for submission with the original proposal Attach a sample of any voter education materials as requested in
64. period of performance and therefore the Division reserves the right to negotiate a fair and reasonable price at the time of renewal The term of the anticipated contract resulting from this RFP is defined as follows Period Start Date End Date Initial Period of Performance 9 18 12 9 18 17 Renewal Period 1 9 18 17 9 18 19 E Number of Awards The Division anticipates making one award as a result of this RFP process State of Maine RFP 201208364 5 PART II SCOPE OF SERVICES Overview of Ballot Scanning and Tabulating System The Division is seeking to lease and receive support services for a precinct level Ballot Scanning and Tabulating System as defined in this Scope of Services including the tabulators for use in approximately 125 to 250 of Maine s municipalities and the election management software to allow the Division to create ballots and potentially program removable memory devices for use with the tabulators The term of the lease will be for an initial 5 year period with the option to renew for 2 years at the discretion of the Division The Division is not seeking to include an Accessible Voting System AVS component or module as part of this procurement as each municipality in Maine has been provided with the Inspire Vote by Phone Accessible Voting System for use in each voting place However the Division is interested in learning about any accessible systems with which the Bidder s pro
65. posed system will interface The Division defines the term lease to mean that the Division will receive and use but will not own the hardware and software for the defined contract period At the end of the contract period the Bidder will retrieve the equipment and software The Bidder must provide a turn key or complete solution which initially provides the election management software and the required number of new tabulating devices 1 e not salvaged distressed outdated discontinued refurbished reconditioned or retrofitted and must continue to maintain and support the hardware and software during the contract period so that it is fully operational with no additional charges to the Division In the event of any failures of the tabulators the devices either must be restored to full operation or replaced with new devices and software failures must be patched or otherwise upgraded Since the Division will not own the equipment the Division is seeking the most competitive pricing so that the total lease cost will be less than the cost that would result from simply amortizing the purchase price over the life of the lease Additionally the Division requires that the Bidder offer the same unit pricing throughout the term of the contract so that if additional tabulators are leased the annual costs for the additional tabulators are pro rated for the remainder of the lease term The Division requires all aspects of the Ballot Scann
66. ract cannot be negotiated with the highest ranked Bidder the Division may withdraw its award and negotiate with the next highest ranked Bidder and so on until an acceptable contract has been finalized Alternatively the Division may cancel the RFP at its sole discretion C Selection and Award 1 The final decision regarding the award of the contract will be made by representatives of the Division subject to approval by the State Purchases Review Committee 2 Notification of contractor selection or non selection will be made in writing by the Division 3 Issuance of this RFP in no way constitutes a commitment by the State of Maine to award a contract to pay costs incurred in the preparation of a response to this request or to pay costs incurred in procuring or contracting for services supplies physical space personnel or any other costs incurred by the Bidder 4 The Division reserves the right to reject any and all proposals D Appeal of Contract Awards Any person aggrieved by the award decision that results from this RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA 1825 E and 18 554 Code of Maine Rules Chapter 120 The appeal must be in writing and filed with the Director of the Bureau of General Services 9 State House Station Augusta Maine 04333 0009 within 15 calendar days of receipt of notification of contract award State of Maine RFP 201208364 16
67. roposed system and describe how all such provisions are compatible with administrative System set up and operational use Response Accuracy gt Part D Implementation Training and Support 15 points The following questions D 1 D 28 deal with the implementation of the proposed solution training of Division staff and the Bidder s project management plan D 1 Provide a preliminary project work plan for the overall implementation of the proposed system consistent with the Division s described requirements the Bidder s proposed system Preliminary and a phased implementation schedule The plan must include at a minimum the following Project Work Task set delivery installation acceptance testing Plan e Deliverables Resource allocation Bidder Division Municipal other e Timelines Response gt D 2 Confirm that the Bidder will submit to the Division for approval a final project work plan for Phase 1 of the project within one week following execution of the contract Final Project Work Plan D 3 Describe how the Bidder will plan organize control and lead this project Include reference to the following Project The Project Manager s role within the Bidder s organizational structure Management e Dedication of the Project Manager s time and resources to this project J 8 Delivery of written weekly summaries of progress during the phased implementation includi
68. rovide any additional information and Wait Day Before Times More Than 2 2 Weeks Election Event Weeks Before Before Election Election Day Election Day Day and Day After Election Toll free telephone Help Desk Wait Time Wait Time Wait Time wait times for calls to be answered Issue ticket and inform user Includes assignment of severity priority and required resource for tickets not immediately resolved Response Time Response Time Response Time Notify user of disposition of repair replacement action Response Time Response Time Response Time Successful repair or replacement with fully functioning Ballot Scanning and Tabulating System Response Time Response Time Response Time Response gt State of Maine RFP 201208364 48 D 24 Response Help Desk gt Availability D 25 Election Day Logistics D 26 Help Desk D 27 Issue Tracking and Reporting D 28 Product Issue Reporting and Resolution Response gt State of Maine RFP 201208364 49 PART VIII APPENDICES Appendix C Cost Proposal Form State of Maine Department of the Secretary of State Bureau of Corporations Elections and Commissions Elections Division COST PROPOSAL FORM RFP 201208364 Lease of Ballot Scanning and Tabulating System Bidder s Organization Name 1 Units with Software to Read Tabulate Ballots and
69. s Phase II Spring of 2013 Up to 325 tabulator units Phase II will begin in late January 2013 and will include the same tasks for delivery and joint Acceptance Testing as described in Phase I for the remainder of the tabulators up to 325 units The exact number of tabulators and the schedule for delivery and testing will be determined prior to the start of Phase II in late January State of Maine RFP 201208364 8 PART III KEY RFP EVENTS A Timeline of Key RFP Events Event Name Event Date and Time Bidders Conference Not applicable Due Date for Receipt of Written Questions 8 16 2012 at 2 00 p m local time Due Date for Receipt of Proposals 8 27 2012 at 2 00 p m local time Estimated Contract Start Date subject to change 9 18 2012 B Bidders Conference The Division does not intend to hold a Bidders Conference as part of this RFP process C Questions 1 General Instructions a Itis the responsibility of each Bidder to examine the entire RFP and to seek clarification in writing if the Bidder does not understand any information or instructions b Questions regarding the RFP must be submitted in writing and received by the RFP Coordinator as soon as possible but no later than the date and time specified in the timeline above c Questions may be submitted by e mail fax or regular mail If faxed please be sure to include a cover sheet addressed to the RFP Coordinator listed on the cover
70. s prior to Acceptance Testing e Joint Acceptance Testing by the Division or its designees and the Bidder e Initial delivery and installation of the election management software and or hardware necessary for ballot creation and programming of memory media if applicable in the Division s office in Augusta Maine e Training of the Division staff using a Train the Trainer approach on the use of all hardware and software provided for the proposed Ballot Scanning and Tabulating System e User training materials and technical system documentation e Ongoing support and maintenance of the proposed system hardware and software throughout the term of the contract ensuring that the system remains fully operational before during and after Election Day Patches and fixes of system software and hardware as necessary Upgrades and new releases of software Programming of removable memory devices if required by the Division and Administrative support for Division staff and municipal election officials To support the training of municipal election officials the Division will require one printed set of training materials and or operator manuals as well as one electronic copy The Division requires all rights to duplicate these materials and prefers materials that will be easy to duplicate for further distribution In addition the Division requires the Bidder to provide voter outreach and training materials with full duplication rights
71. s that may result from high volume processing of absentee 8 ballots into the proposed tabulator and what steps can be taken to mitigate these problems High Volume Processing Issues State of Maine RFP 201208364 31 B 29 Separate Tabulation of r Absentee and 3704 Election Day Ballots B 30 Voting Place Set up Question Response 30a Does the Bidder provide written instructions to the election officials for system set up that are easy to read and Yes _ No understand 30b Does the ballot box have removable parts that require assembly at the voting place Yes _ No 30c Does the tabulator have removable parts that require assembly at the voting place Yes _ No 30d Can an extension cord be safely used with the proposed system Yes _JNo 30e Does the proposed system require the use of a surge protector Yes _JNo 30f Please identify the number of outlets needed to power the proposed system Response gt B 31 System Activation Response gt B 32 Correcting Malfunctions ae B 33 System Monitoring Response gt State of Maine RFP 201208364 32 B 34 Access To and Replacement of Consumables B 35 Obtaining Results Component How Accessed Time Required 34a Battery 34b Ink Cartridge Paper or Receipt 34c Tapes Other 34d Response gt Questio
72. section will be scored according to a mathematical formula described below State of Maine RFP 201208364 15 3 Scoring the Cost Proposal The total cost proposed for conducting all the functions specified in this RFP will be assigned a score according to a mathematical formula The lowest bid of those scored i e not disqualified will be awarded 25 points Proposals with higher bids values will be awarded proportionately fewer points calculated in comparison with the lowest bid The scoring formula is lowest submitted cost proposal cost of proposal being scored x 25 pro rated score No Best and Final Offers The State of Maine will not seek a best and final offer BAFO from any Bidder in this procurement process All Bidders are expected to provide their best value pricing with the submission of their proposal The Division reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of service as presented in the selected proposal Such negotiations may not significantly vary the content nature or requirements of the proposal or the Division s Request for Proposals to an extent that may affect the price of goods or services requested The Division reserves the right to terminate contract negotiations with a selected respondent who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP In the event that an acceptable cont
73. st Plan Hardware o Overall system test including operational scenarios o Performance testing o Stress testing e Software o Meets State configuration requirements o Functions as expected e Functional o Logic and accuracy test o Interoperability with ballot box o Demonstration of accurate tabulation of vote e Division acceptance sign off on test results Response gt State of Maine RFP 201208364 45 Training Plan and Instructions D 7 The following questions reference the Bidder s ability to provide the necessary documentation for the installation use administration and support of the proposed system System Please indicate with an X the yes or no response Use the space below to describe how the Documentation Bidder will provide this documentation to the Division One sample of each set of documentation must be submitted as an attachment to the original copy of the Bidder s proposal as well as an electronic copy of each Will the Bidder provide the following documentation Response 7a An installation and configuration guide for all proposed hardware and software components C Yes No 7b An operations manual describing how State election officials can maintain and operate the proposed software and hardware Yes No Tc A user manual describing how a user can utilize all the functions within the proposed software Yes _ No 7d Tr
74. t B 9 Features zal I i Enabling Question Response Equipment 9a Can the tabulator device s be stacked for storage If yes Storage how many units can be stacked without damaging the Yes _ No system 9b Is a storage case required and included for unit stacking Yes _ No 9c Does the device require power while in storage Yes _ No 9d If the device is powered during storage does it give off heat that could potentially damage other units Yes _ No 9e Can the ballot box es be separated into a smaller unit for storage Yes No Of Can the ballot box es be stacked for storage Yes _ No Response gt State of Maine RFP 201208364 28 B 10 Storage Environment Please provide a general overview of the space and environmental conditions i e temperature ranges etc required to maintain optimum reliability of the proposed system and any required components during storage Please describe whether memory devices if applicable and other consumables i e paper ink or toner batteries etc need removal or special treatment while in storage If the proposed system contains a battery is there a method of monitoring or testing the battery while in storage Response gt B 11 Please describe conditions or procedures that must be used when handling and transporting in all weather conditions any voting equipment How has the propose
75. t styles created for printing Statewide ballot production for 500 municipalities by the small staff in the Division of Elections involves approximately six weeks of intense production The conduct of elections is decentralized taking place in approximately 500 separate municipalities Each municipality has a municipal clerk who is responsible for conducting elections for that jurisdiction Two categories of paper ballot voting systems are currently used in Maine paper ballots that are hand counted and those that are counted with optical scan tabulators In June 2012 hand counted paper ballots were used by about 380 municipalities and optical scan ballots were used by about 125 municipalities The three types of optical scan tabulators that are currently in use are nearing the end of their useful life and will be replaced with the system selected through this RFP The State provides an Accessible Voting System AVS at each voting place to ensure that voters with disabilities have the option to vote privately and independently Maine s AVS is the Inspire Vote By Phone system which uses a telephone to access an audio ballot and a facsimile machine to generate a printed ballot marked according to the voter s selections The AVS ballots currently are hand counted at the voting place regardless of whether the municipality uses an optical scan tabulator to count other ballots For federal and state elections results are tabulated at each vot
76. the proposal limit will not be considered in rating the proposals and will not be returned Bidders shall not include brochures or other promotional material with their proposals excluding training materials or documentation that may be in a brochure format Additional materials will not be considered part of the proposal and will not be evaluated Use the forms provided in the application package and present the information in the same order and format as described in the RFP The proposal submission must contain the following documents in the following order the Cover Page Appendix A the Technical Proposal Form Appendix B the Cost Proposal Form Appendix C the Economic Impact Narrative Form Appendix D and the requested attachments It is the responsibility of the Bidder to provide all information requested in the RFP package at the time of submission Failure to provide information requested in this RFP may at the discretion of the Division s evaluation review team result in a lower rating for the incomplete sections and may result in the proposal being disqualified for consideration Bidders must complete and submit the proposal cover page provided in Appendix A of this RFP and provide it with the Bidder s proposal The cover page must be the first page of the proposal package The cover page must show the specific information requested including Bidder address es and other details listed and shall be dated and signed by a person
77. ting system and the State or Country in which y 8 sy y the manufacturer is located and continue to I 20 Response gt 1 20 If the answer to 1 19 is No please answer this question If the Bidder offers a system from another manufacturer describe any arrangements with the supplier to assure future Future availability of the same or similar systems Availability eee 1 21 How many full time equivalent FTE employees does the Bidder have available during peak election periods in support of the proposed voting system product line Number of 8 Employees 1 22 Identify and provide the overall qualifications and relevant experience of the Bidder s and or subcontractor s proposed key staff for this procurement including but not limited Qualifications t0 the Implementation Manager Lead Service Technician Training Manager and of Key Staff Helpdesk Manager If the identity of the person is not known a job description of the position is required Response gt 1 23 Identify the physical location of the key Bidder and or subcontractor support staff Location of Key Staff referenced above for this procurement Describe the Bidder s ability to deploy resources to the State as necessary Response gt State of Maine RFP 201208364 23 Section II Specifications of Work to be Performed Part A Requirements Pass Fail The following questions A 1 A 4 will not be scored with points These questions
78. to educate voters in the use of the Ballot Scanning and Tabulating System Training materials should be simple clear well organized and provide step by step instructions with pictures or illustrations The Bidder will be asked to provide an overview of their proposed implementation management activities with specific information related to implementation support staff and project work plans The Bidder should provide detailed answers to assure the Division that the Bidder can successfully meet all deliverable deadlines and coordinate activities to ensure a seamless implementation State of Maine RFP 201208364 7 The Specifications of Work to be Performed in Section II of Appendix B the Technical Proposal Form will ask the Bidder to describe in detail how the Bidder will deliver the services listed above The questions asked will include the following areas e Technical support and logistics e A description of the available training and documentation for users of the system and e Implementation and ongoing support of the equipment and software including identification of response times that the Bidder will provide to Help Desk calls Phased Implementation The project will be implemented in two phases Phase I will take place prior to the November 6 2012 General Election Phase II will begin in late January 2013 and conclude with the delivery of all agreed upon units in the Spring of 2013 Phase I Prior to November 6 2012 Gen

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