REQUEST FOR PROPOSAL 13-06 (REVISED)PAGE 1 OF 21

VOTE TABULATION SYSTEM AND ELECTION SOFTWARE

11.0FORM OF PROPOSAL – STAGE ONE

AT LEAST ONE ORIGINAL FORM OF PROPOSAL MUST BE INCLUDED IN YOUR SUBMISSION

11.0FORM OF PROPOSAL – STAGE ONE (RATED = 30% WEIGHTED)

THIS FORM OF PROPOSAL MUST BE INCLUDED WITH YOUR PROPOSAL

Fees shall not be construed as the sole factor in determining the Successful Proponent.

Lease Pricing

FEE SCHEDULE / Details / Explanation / Costs
Vote Tabulation Hardware
Election Software
Other Tabulation Hardware and Software Requirements
Infrastructure / Hardware required to integrate with City’s current setup identified in Section 2.1 Current Technology
Maintenance
Other Charges:
Development of Custom Components
Training
Support
Mandatory Supplies (ie ballots, memory sticks, etc. if not supplied in costing above)
Sub-total / $
HST @ 13% / $
Total / $

*Standard hours of work shall be 8:30 am to 4:30 pm, Monday to Friday (not including holidays). See section 9.4 for further information.

11.0FORM OF PROPOSAL – STAGE ONE

AT LEAST ONE ORIGINAL FORM OF PROPOSAL MUST BE INCLUDED IN YOUR SUBMISSION

11.0FORM OF PROPOSAL – STAGE ONE (RATED = 30% WEIGHTED)

THIS FORM OF PROPOSAL MUST BE INCLUDED WITH YOUR PROPOSAL

Fees shall not be construed as the sole factor in determining the Successful Proponent.

Purchase Pricing

FEE SCHEDULE / Details / Explanation / Costs
Vote Tabulation Hardware
Election Software
Other Tabulation Hardware and Software Requirements
Infrastructure / Hardware required to integrate with City’s current setup identified in Section 2.1 Current Technology
Maintenance
Other Charges:
Development of Custom Components
Training
Support
Mandatory Supplies (ie ballots, memory sticks, etc. if not supplied in costing above)
Sub-total / $
HST @ 13% / $
Total / $

*Standard hours of work shall be 8:30 am to 4:30 pm, Monday to Friday (not including holidays). See section 9.4 for further information.

11.0FORM OF PROPOSAL – STAGE ONE…cont’d

11.1Please state terms of payment (Note: Early payment discounts will be considered in the award of the contract, and will apply after taxes): .

11.2I/WE, the undersigned authorized signing officer of the Proponent, HEREBY DECLARE that no person, firm or corporation other than the one represented by the signature (or signatures) of proper officers as provided below, has any interest in this proposal.

11.3I/WE further declare that all statements, schedules and other information provided in this proposal are true, complete and accurate in all respects to the best knowledge and belief of the Proponent.

11.4I/WE further declare that this proposal is made without connection, knowledge, comparison of figures or arrangement with any other company, firm or persons making a proposal and is in all respects fair and without collusion for fraud.

11.5I/WE further declare that the undersigned is empowered by the Proponent to negotiate all matters with the Corporation representatives, relative to this proposal.

11.6WE further declare that the agent listed below is hereby authorized by the Proponent to submit this proposal and is authorized to negotiate on behalf of the Proponent.

11.7I/WE have allowed for Addenda numbered as follows: #______through to #______.

FAILURE TO ACKNOWLEDGE ALL ADDENDA WILL RESULT IN YOUR PROPOSAL BEING REJECTED.

COMPANY NAME:

ADDRESS:

CITY/PROVINCE:

POSTAL CODE/ZIP CODE:

AUTHORIZED SIGNATURE:TITLE:

NAME (Please print or type):

TELEPHONE NUMBER:( )FAX NUMBER: ( )

HST REGISTRATION NUMBER:

EMAIL ADDRESS:

DATE OF PROPOSAL:

NOTE:Please return your original written submission, eight (8) copies and USB flash drive, CD or DVD in addition with pages19 - 21 on or before 2:00 p.m., Local time, Friday, June 7, 2013 clearly labeled “Stage One - Form of Proposal”.

APPENDIX A – VOTING TABULATION SYSTEM – GENERAL REQUIRMENTS (RATED = 20% WEIGHTED)

IMPORTANT: Proponent responses should demonstrate that the technical requirements cited below at a minimum can or will be met or as applicable exceeded in a manner that will permit the City’s evaluators to rate responses in accordance with the Evaluation Grid (Table 1.).

IMPORTANT: Proponents are asked to carefully consider their responses to each of these individual requirements to ensure that they are not just confirming that their system meets (or exceeds) the requirement but that they also demonstrate or provide an assurance to the City in what manner or how the System achieves the objective feature. Add explanatory comments in the response column where required.

# / Criteria / Response / Score
General Requirements:
1 / The Vote Tabulation System should consist of the following components:
1.1Vote Tabulators (Hardware)
1.2Memory devices / cards / USB flash drives required for the storing of ballot counts for the Vote Tabulators.
1.3Election Management software that will allow the Election Office to set up and record voting results at different voting locations on different days.
1.4Ability to allow voters to vote in methods other than attending a traditional voting location. Thismay include vote by mail.
1.5Training and Other Services.
1.6Support and Maintenance for the System.
1.7Provide installation and configuration support to city staff during initial set up and deployment.
2 / The proposed Vote Tabulation System should be neither at the beginning nor the end of its lifecycle. The Proponent should indicate the number of years that are in the systems normal lifecycle and at what year the system is currently. Vote Tabulation System’s that are at the beginning of their lifecycle or near the end of their lifecycle, as determined by the City, will not be considered.
3 / The proposed Vote Tabulation System should support both Official Languages of Canada by storing, printing and displaying both English and French characters (i.e. accents).
# / Criteria / Response / Score
General Requirements:
4 / The Vote Tabulation System, including all proposed hardware and software should be one that has been deployed and successfully used in a minimum of one North American municipality with a voting population of greater than 250,000.
5 / The Proponent should provide a list of North American municipalities and counties where the Vote Tabulation System has been deployed and successfully used in an Election event.
6 / The proposed Vote Tabulation System should make use of traditional paper ballots.
7 / The proposed Vote Tabulation System should be “accessible” to voters and election workers with disabilities by allowing electors to cast their ballots privately and independently and by allowing election workers to freely operate the system. All elements of the system that allow the voting process to be “accessible” should have an auditable trail and should mark a traditional paper ballot.
8 / The Proponent should have the capability of furnishing to the City a total of at least 130 (112 and 18 spare) vote tabulators.
9 / The Proponent should have the capability of supplying the City with at least 10 ballot marking systems or assistive technology devices for electors with disabilities.
10 / The Proponent should have the ability to provide one high speed scanner capable of reading and tabulating ballots. The scanner would be used in the event that ballots needed to be recounted due to an issue with a memory device storing the ballot counts.
11 / The Proponent should be prepared to contractually commit to providing all the total required VTS equipment / hardware no later than 120 days prior to the first advance voting day.
12 / The Proponent should be prepared to contractually commit to the City that the proposed software product license agreement(s) will have the provision for stand-by copies of the software (e.g. to enable a hot standby server as part of a high availability service plan) at no charge.
# / Criteria / Response / Score
General Requirements:
13 / The Proponent should provide a detailed project plan for on-site support for election workers for the election. The plan should include time frames, technicians, and an Advance Voting and Election Day support strategy.
14 / The Proponent shouldidentify all subcontractors who will be providing services and related hardware and software in connection with this contract. Identify the duties, responsibilities, and concentration of effort which apply to each.
TOTAL SCORE

APPENDIX B – VOTE TABULATORS (VTS HARDWARE) (RATED = 20% WEIGHTED)

IMPORTANT: Proponent responses should demonstrate that the technical requirements cited below at a minimum can or will be met or as applicable exceeded in a manner that will permit the City’s evaluators to rate responses in accordance with the Evaluation Grid (Table 1).

IMPORTANT: Proponents are asked to carefully consider their responses to each of these individual requirements to ensure that they are not just confirming that their system meets (or exceeds) the requirement but that they also demonstrate or provide an assurance to the City in what manner or how the System achieves the objective feature. Add explanatory comments in any column where required.

# / Description of the requirement / To what degree does Product meet the requirement? / Is purchase of additional software modules or services recommended to meet the requirement? / Is there any configuration necessary to meet the requirement? / Is there any customization necessary to meet the requirement? / Score
Vote Tabulators:
1 / The proposed Vote Tabulation System’s vote tabulators should be capable of detecting and allowing override of blank ballots. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
2 / The proposed Vote Tabulation System’s vote tabulators should be capable of detecting and allowing override of over and under voted races, while accepting races correctly marked. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
3 / The proposed Vote Tabulation System’s vote tabulators should be capable of detecting misread ballots and shall alert Election staff as to the error. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
4 / The proposed Vote Tabulation System’s vote tabulators should be capable of alerting Election staff at the voting location to a variety of situations via a display screen. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
# / Description of the requirement / To what degree does Product meet the requirement? / Is purchase of additional software modules or services recommended to meet the requirement? / Is there any configuration necessary to meet the requirement? / Is there any customization necessary to meet the requirement? / Score
Vote Tabulators:
5 / The proposed Vote Tabulation System’s vote tabulators should be capable of providing a printable audit trail of all actions performed on the tabulator and the memory device within the tabulator. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
6 / The Proponent should indicate how the vote tabulators are able to communicate with the voting tabulation server software to transmit results, download / configure memory cards etc. These methods may include but not be limited to some of the following connections: analog phone line, digital phone line, secure wireless and LAN. This should include indicating a primary transmission option as well as a backup option in the event the primary transmission fails. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
7 / The proposed Vote Tabulation System’s vote tabulators should be capable of operating on battery backup power for a minimum of three hours as a backup contingency in the event of a power failure. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
8 / The proposed Vote Tabulation System’s vote tabulators should be capable of storing a pictorial record of the ballot. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
# / Description of the requirement / To what degree does Product meet the requirement? / Is purchase of additional software modules or services recommended to meet the requirement? / Is there any configuration necessary to meet the requirement? / Is there any customization necessary to meet the requirement? / Score
Vote Tabulators:
9 / The proposed Vote Tabulation System’s vote tabulators should be capable of accepting ballots of varying sizes including 8.5 x 11 and 8.5 x 14. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
10 / The proposed Vote Tabulation System’s vote tabulators should be capable of accepting ballots in both portrait and landscape orientation. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
11 / The Proponent should identify if the tabulators can be programmed to read 70 composite ballot styles. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
12 / The Proponent should identify if the vote tabulators can read colour ballots with the region of interest white surrounded by colour. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
13 / The Proponent should identify, if any, ink colour(s) or compositions that the tabulator will not read or is inconsistent in reading. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
14 / The Proponent should identify if the tabulators can be programmed to read questions on the ballot. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
15 / The Proponent should identify if the tabulators can identify red response arrows or identify accepted response formats. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
# / Description of the requirement / To what degree does Product meet the requirement? / Is purchase of additional software modules or services recommended to meet the requirement? / Is there any configuration necessary to meet the requirement? / Is there any customization necessary to meet the requirement? / Score
Vote Tabulators:
16 / The proposed Vote Tabulation System’s vote tabulators should be capable of accepting ballots that have been folded. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
17 / The proposed Vote Tabulation System’s vote tabulators should be capable of preventing the reading of more than one ballot at a time. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
18 / The Proponent should identify recommended paper stock and weight for ballot production. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
19 / The Proponent should identify certified printers, if they are able to certify printers, or if they single source ballot production for their vote tabulators. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
20 / The proposed Vote Tabulation System’s vote tabulators should be capable of reading ballots in all four orientations (face up, face down, right side up and upside down). / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
21 / The proposed Vote Tabulation System’s vote tabulators should be capable of being operationally interchangeable with each other. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
# / Description of the requirement / To what degree does Product meet the requirement? / Is purchase of additional software modules or services recommended to meet the requirement? / Is there any configuration necessary to meet the requirement? / Is there any customization necessary to meet the requirement? / Score
Vote Tabulators:
22 / The proposed Vote Tabulation System’s vote tabulators should be capable of employing a removable memory device that contains election data results. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
23 / The proposed Vote Tabulation System’s vote tabulators should be capable of printing poll reports including but not limited to the following information:
23.1Zero reports.
23.2Number of ballots cast.
23.3Election race titles and questions.
23.4Candidate names.
23.5Vote totals for each candidate and question.
23.6Signature / Initial area for Election Officials. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
24 / The proposed Vote Tabulation System’s vote tabulators should be capable of performing self-diagnostic tests when first turned on that will identify any unit malfunctions or errors and display any malfunctions or errors via a display screen. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
# / Description of the requirement / To what degree does Product meet the requirement? / Is purchase of additional software modules or services recommended to meet the requirement? / Is there any configuration necessary to meet the requirement? / Is there any customization necessary to meet the requirement? / Score
Vote Tabulators:
25 / The Proponent should be able to identify a method what would allow the City to program or partially program test the election ballots. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
26 / The proposed Vote Tabulation System’s vote tabulators should be capable of authenticating to the server to ensure it is a valid tabulator. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
27 / The proposed System’s vote tabulators should be capable of preventing fraudulent manipulation of the vote recording, counting and reporting processes and prohibit unauthorized access to any of the data associated with these processes. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
28 / The proposed Vote Tabulation System’s vote tabulators should be resistant to damage caused by power surges, lightning and other transient current or voltage spikes. / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
29 / The proposed Vote Tabulation System’s vote tabulators should be capable of supporting both Official Languages of Canada by storing, printing and displaying both English and French characters (i.e. accents). / Fully
Partially
Not supported / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain] / [Yes or No]
[If yes, please explain]
TOTAL SCORE

APPENDIX C – OTHER VTS TECHNICAL REQUIREMENTS (RATED = 5% WEIGHTED)

IMPORTANT: Proponent responses should demonstrate that the technical requirements cited below at a minimum can or will be met or as applicable exceeded in a manner that will permit the City’s evaluators to rate responses in accordance with the Evaluation Grid (Table 1.).