/ Notice of Request for Quote
RFQ- 174123
Election Management Software / Pinal County
Finance Department
31 N. Pinal St.
Bldg. A
P.O. Box 1348
Florence, AZ 85132
PROCUREMENT OFFICERINFORMATION:
Shonna McBride, CPSM, C.P.M.
Procurement Officer, Pinal County
Phone: 520-866-6265
Fax: 520-866-2903
Email: / CONTRACTOR INFORMATION:
Contractor Name:
Address:
Phone:
Fax:
Email:

Pinal County is requesting aformal quote for Election Management Software for Pinal County Elections Department (PCED. This quote must be good for one year from Award date with the option to renew for four (4) one (1) year renewal periods as long as the total aggregate amount does not exceed $100,000 in one annual quote year.

All questions and responses to this RFQ must be emailed to: .

DEADLINE for Responses: January 22, 2018 at 5:00 PM MST

Question Deadline: January 11, 2017 5 PM MST

Responses to Questions will be available by January 16, 2018 5 PM MST

Product and Service Quote / Price
Training (one time) / $
Implementation (one time) / $
Initial Software Cost (one time) and/or Support (annually) / $

NOTICE:

PINAL COUNTY ISSUES PURCHASE ORDERS TO VENDORS WITH THE TERMS AND CONDITIONS OF NET 30 AND ARE SUBJECT TO THE STANDARD TERMS AND CONDITIONS IN THE PINAL COUNTY PROCUREMENT POLICY.

AWARD DOES NOT GUARANTEE THAT PINAL COUNTY WILL PURCHASE ANY SPECIFIED AMOUNT OF GOODS FROM VENDOR. PINAL COUNTY HAS THE RIGHT TO AWARD PART OR ALL OF AWARD TO ONE OR MORE VENDORS TO MEET THE NEEDS OF THE COUNTY.

Contact Information of Person Submitting Quote:

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Printed NameTitle

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SignatureDate

STATEMENT OF WORK

BACKGROUND INFORMATION

Pinal County is seeking anSaaS(Software as a Service) solution for election management. It is important that the solution provides significant, demonstrated savings of staff time and effort conducting the work that is necessary to administer elections.

Pinal County covers 5,386 square miles of south central Arizona. It is located between Maricopa and Pima counties, approximately 50 miles from downtown Phoenix, and downtown Tucson. Pinal County’s population according to the U.S. Census in 2010 was 375,770 people. Currently, Pinal County’s population is estimated at 420,000 and growing. The number of registered voters has grown from 145,704 in 2008 to 197,367 in 2017.

The economy of the County is largely based on agriculture and copper mining, with farming predominating in the western half of the County, and mining in the eastern half. Industrial and service jobs are being created in the population centers of Casa Grande, Coolidge, Eloy, Maricopa, and Apache Junction. Pinal County has a five-member Board of Supervisors with a Board-Manager form of government.

Pinal County Elections Department (PCED) conducts countywide and local elections for the cities, towns, school districts, and special taxing districts within Pinal County on up to four dates per calendar year (March, May, August, November). Pinal County has 103 precincts, which currently corresponds to 98 polling places, 3 early voting sites, 5 internal department employees, approximately 800 poll workers, and another 50 temporary workers for each countywide election. Because of the tight deadlines and the possibility of overlapping elections, there is frequently a need to manage more than one election at a given time. Currently, PCED accomplishes this task with multiple software programs and many spreadsheets.

Pinal County’s standard computing device is a Dell-branded device running Windows 10, 64 bit OS, on a Microsoft-active directory domain.

A. Requirements

The Contractor will be required to provide the following work products to PCED:

  1. The Contractor shall be responsible for identifying a primary point of contact/Project Manager who will interface with PCED on a routine basis for performance of work associated with this contract. PCED shall identify a primary point of contact/Project Manager for Contract oversight.
  1. At all times, PCED shall be the owner of all data concerning Pinal County elections, poll workers, polling places, candidates, etc. Due to the sensitive nature of this information, this must be kept confidential at all times. The Contractor may not use the data for any purpose other than assisting Pinal County with its election management functions.
  1. The Contractor shall provide a hosted, SaaS (Software as a Service) solution that complies with Arizona Department of Administration standards for security. The Contractor shall also provide information regarding multiple redundant backups to ensure continuity of service.
  2. The Contractor shall provide an SaaS application that will allow the PCED to manage all aspects of an election from start to finish. This may include, in separate modules or in a complete package, setting up an election with its attendant deadlines, identifying which jurisdictions are participating in the election, managing polling places, managing poll workers and other temporary workers, campaign finance, and task management including managing permanent staff and deadlines. If the SaaS application provides separate modules, the Contractor must provide pricing information for each module. Pinal County prefers to have inventory and equipment management capabilities included in the software.
  3. The Contractor’s SaaS application must be flexible to account for different types of elections (all-mail vs. traditional polling place based vs. vote center model should PCED later decide to implement that model or a hybrid; countywide vs. smaller jurisdictions within Pinal County) as well as the potential growth of Pinal County and potential growth in the number of registered voters.
  4. The Contractor’s SaaS application must provide a web-based portal for poll worker management that allows prospective poll workers to apply and allows existing poll workers to communicate with PCED regarding assignments, availability, training, updated personal information, and emergency notifications. This web-based portal must meet performance standards for usability and accessibility. The County would prefer SaaS application to have phone app.
  5. The Contractor’s SaaS application shall provide a dashboard for PCED to manage all aspects of each election, and shall allow multiple users to log in at the same time. The dashboard must allow PCED to import existing data regarding poll workers and polling places from .xlsx or .csv files, as well as the ability to manually input new poll workers and polling places. The dashboard must allow PCED to import documents and .jpg files. The dashboard must allow PCED to print or export reports.
  6. The Contractor’s SaaS application must be able to track poll worker attendance at training and assignments to determine pay. The Contractor’s SaaS application must also be able to track poll workers’ party affiliation, language proficiency, work history, and training history. There must also be a field for free form notes to be saved for each poll worker.
  7. The Contractor’s SaaS application must allow each of the users’ access to be individually restricted and granted by system function. All rights must be configurable by PCED.
  8. The Contractor shall provide, at no charge to County,live customer service during normal business hours. The Contractor shall provide a 24-hour live customer service for five business days prior to an election, during the election, and five days after the election with major statewide election days being (August and November in the even-numbered years).
  9. The Contractor shall provide necessary training for implementation and customization of the product. The County prefers for Contractor to provide training webinars for poll workers to access.
  10. The Contractor shall provide Ongoing System and Technical Support and Maintenance Services.
  11. As improvements and upgrades are made to the system by the vendor, these improvements must be seamlessly provided and delivered to the County without business interruption. Submission must include fee structure for any customizations to system requested by and for Pinal County.

B. Demo

  1. Contractor shall have one hour to demonstrate the following to PCED using online demo. Demonstrations shall be set up the week of January 29thafter responses are received.
  2. How to contact individual poll worker
  3. How to contact multiple poll workers
  4. How a prospective poll worker would interact with the system
  5. How to input information regarding polling locations
  6. How to conduct a poll/ questionnaire
  7. How to designate and manage style of election (all mail, vote centers, polling place, or combination)
  8. How to track deadlines
  9. How to track/ conduct poll worker training
  10. How to track poll worker payroll
  11. Any auditing system to track who/when changes are made
  12. Methods of exporting data
  13. Reports (e.g. EAC report regarding poll worker age distribution)

C. Response Requirements

Consultants should include the following in their response

  1. Signed and completed quote form
  2. Completed W-9 form
  3. Completed response form

D. Evaluation

Method of Approach (including Demo)

Cost

Capacity of the Responder

Conformance to Statement of Work

Conformance to Terms & Conditions

END OF STATEMENT OF WORK

DEFINITIONS

The following definitions apply to the entire Solicitation Document:

“Attachment” means any item the Solicitation requires the Responder to submit as part of the Offer.

“Contract” means the combination of the Solicitation, including the Uniform and Special Instructions to Responders, the Uniform and Special Terms and Conditions, and the Specifications and Statement or Scope of Work; the Offer and any Best and Final Offers; and any Solicitation Addendums or Contract Amendments.

"Contract Amendment" means a written document signed by the Pinal County Board of Supervisors, the CountyManager, Chief Financial Officer or their designee that is issued for the purpose of making changes in the Contract.

“Contractor” means any person who has a Contract with the County.

“County” means Pinal County and any Department or Office of the County.

”CountyBoard of Supervisors” means the contracting authority for the County. The CountyManager and the Chief Financial Officer are authorized to sign contracts and amendments up to $250,000 on behalf of the Board of Supervisors.

“Days” means calendar days unless otherwise specified.

“Director” means the Finance Director (Chief Financial Officer) for PinalCounty.

“Exhibit” means any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the Solicitation.

“Fiscal Year” means the period beginning with July 1 and ending June 30.

“Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is received.

“Materials” means all property, including equipment, supplies, printing, insurance and leases of property but does not include land, a permanent interest in land or real property or leasing space.

“Office or User Department” meansthe County elected official’s office or County division responsible for managing the Contract and/or the project.

“May” means something that is not mandatory but permissible.

“Offer” means bid, proposal or quotation.

“Procurement Officer” means the person, or his or her designee, duly authorized by the County to administer Contracts and make written determinations with respect to the Contract.

“Responder” means a vendor who responds to a Solicitation.

“Services” means the furnishing of labor, time or effort by a contractor or subcontractor which does not involve the delivery of a specific end product other than required reports and performance, but does not include employment agreements or collective bargaining agreements.

“Shall, Will, Must” means a mandatory requirement.

”Should” means something that is recommended but not mandatory.

”Solicitation” means an Invitation for Bids (“IFB”), a Request for Proposals (“RFP”), or a Request for Quotations (“RFQ”).

“Subcontract” means any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the performance of the Contract.

END OF DEFINITIONS

SPECIAL TERMS AND CONDITIONS

1.Contract Term:

The term of any resultant contract will commence on the date of award and will continue for one base year with four (4) one year annual renewals. Renewals will be done at the sole option of Pinal County.

2.Contract Type (Firm):

Firm fixed price, indefinite quantity.

3.Exclusive Use:

This contract shall be for the exclusive use of Pinal County.

4.Licenses:

Contractor shall maintain in current status all Federal, State and Local licenses and permits required for the operation of a business conducted by the contractor.

5.Insurance Requirements:

Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged,including any warranty periods under this Contract are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors.

The insurance requirements herein are minimum requirements for this Contract and in no way limit the indemnity covenants contained in this Contract. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this contract by the Contractor, his agents, representatives, employees or subcontractors and Contractor is free to purchase additional insurance as may be determined necessary.

A.MINIMUM SCOPEANDLIMITS OF INSURANCE: Contractor shall provide coverage with limits of liability not less than those stated below.

1.Commercial General Liability – Occurrence Form

Policy shall include bodily injury, property damage and broad form contractual liability coverage.

  • General Aggregate$2,000,000
  • Products – Completed Operations Aggregate$1,000,000
  • Personal and Advertising Injury$1,000,000
  • Each Occurrence$1,000,000

a.The policy shall be endorsed to include the following additional insured language: "The County of Pinal shall be named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor".

2.Automobile Liability

Bodily Injury and Property Damage for any owned, hired, and non-owned vehicles used in the performance of this Contract.

Combined Single Limit (CSL) $1,000,000

3.Workers’ Compensation and Employers' Liability

Workers' CompensationStatutory

Employers' Liability

Each Accident$100,000

Disease – Each Employee$100,000

Disease – Policy Limit$500,000

a.Policy shall contain a waiver of subrogation against the County of Pinal.

B.ADDITIONAL INSURANCE REQUIREMENTS: The policies shall include the following provisions:

1.On insurance policies where the County of Pinal is named as an additional insured, the County of Pinal shall be an additional insured to the full limits of liability purchased by the Contractor even if those limits of liability are in excess of those required by this Contract.

2The Contractor's insurance coverage shall be primary insurance and non-contributory with respect to all other available sources.

3.Coverage provided by the Contractor shall not be limited to the liability assumed under the indemnification provisions of this Contract.

6.Non-Exclusive Contract:

This contract has been awarded with the understanding and agreement that it is for the sole convenience of Pinal County. The County reserves the right to obtain like goods or services from another source when necessary. Off-contract purchase authorization(s) may be approved by the County. Approvals shall be at the exclusive discretion of the County and shall be final. Off-contract procurement shall be consistent with the Pinal County Procurement Code.

7.Arizona Law. This contract shall be governed by the law of the State of Arizona, and suits pertaining to this contract shall be brought only in the Pinal County Superior Court, FlorenceArizona.

8.Implied Contract Terms. Each provision of law and any terms required by law to be in this Contract are a part of this Contract as if fully stated in it.

9.Contract Order of Precedence. In the event of a conflict in the provisions of the Contract, as accepted by the County and as they may be amended, the following shall prevail in the order set forth below:

A.RFQ-150820 Terms and Conditions;

B.Scope of Services;

C.Specifications;

D.Attachments;

E.Exhibits;

F.Documents referenced or included in the Solicitation.

10.Relationship of Parties. The Contractor under this Contract is an independent Contractor. Neither party to this Contract shall be deemed to be the employee or agent of the other party to the Contract.

11.Severability. The provisions of this Contract are severable. Any term or condition deemed illegal or invalid shall not affect any other term or condition of the Contract.

12.No Parole Evidence. This Contract is intended by the parties as a final and complete expression of their agreement. No course of prior dealings between the parties and no usage of the trade shall supplement or explain any terms used in this document and no other understanding either oral or in writing shall be binding.

13.No Waiver. Either party’s failure to insist on strict performance of any term or condition of the Contract shall not be deemed a waiver of that term or condition even if the party accepting or acquiescing in the nonconforming performance knows of the nature of the performance and fails to object to it.

14.Notice to Proceed/Ordering Authority. The Contractor agrees to render services promptly and diligently upon receipt of a written purchase order or notice to proceed. Prior to receiving this notice, Contractors shall not commence any billable activities in the performance of the Contract. Any attempt to represent any product not specifically awarded under this Contract is a violation of the contract. Any such action is subject to the legal and contractual remedies available to the County, inclusive of, but not limited to, contract termination, suspension and/or debarment of the Contractor. A signed Contract and valid purchase order must be in place prior to the start of any work each year, including renewal periods.

15.Records. Under A.R.S. § 35-214 and § 35-215, the Contractor shall retain and shall contractually require each subcontractor to retain all data and other “records” relating to the acquisition and performance of the Contract for a period of five years after the completion of the Contract. All records shall be subject to inspection and audit by the County at reasonable times. Upon request, the Contractor shall produce a legible copy of any or all such records.