Internet and Telephone Voting System

The vendor is required to provide Internet and telephone voting in conjunction with paper ballot in the 2014, 2018 and 2022 board elections.
- Functional requirements
• All public facing material that the voter may use must be in  French and english as specified in the municipal elections act  (MEA).
• The system must provide a suitable solution to manage the  municipalities’ approved voters’ list by integrating in real time,  width Datafix’s voter view product.
• The solution can be internal  to the product, provided that it must be able to, at minimum  ingest data from the municipalities’ preliminary list of electors,  provide full ability to modify voters’ list records (add, delete,  modify), track each voters’ participation status, set up user  account permissions, provide audit logs of all user account  activity, issue and re-issue pins, export voters’ list data in a  form acceptable to the municipalities’ and provide tools to  analyze voters’ list data.
• Provide information on advertising for website/newspapers and  include the availability of logos and imagery that may assist the  municipalities with informing the public of the various methods to  vote and devices that are compatible with proponent’s software.
• The system must allow the voter the choice to determine how  they will cast their ballot including via telephone or internet  without having to pre-register their choice of method.
• The system  must keep record of how many voters cast their ballot for each  available method provided by the consultant.
• The system must not accept votes outside the established voting  period unless the voter is casting their ballot from the  municipalities’ voting locations
• The system must support anonymous voting, and must make use  of a secure personal identification number (pin), and each  unique pin is only associated with one elector and not  associated with the vote cast.
• The system must support the capability to require those  accessing the system to use additional credentials in addition to  pins, if required for the event, including full date of birth.
• The system must allow for mouse and direct keyed entry.
• A voter must be able to re-enter the system if their session is  interrupted or terminated (intentionally or not).
• The solution must  allow a voter who has started a voting session via any  electronic method (telephone or internet), to re-enter the system  to finish an interrupted voting session.
• The voter must be offered the capability to confirm their  selection prior to their selection being committed to the system.
• The system must comply with all legislation for conducting a  municipal and school board election in the,  including the state.
• The system must be able to prove no votes were cast prior to  the start of the election.
• The system must be compatible with screen reading technology.
• The system must protect from locally recording a voter  transaction when using a public machine.
• The proponent must confirm the ability to prevent voters from  seeing how a previous voter cast their ballot when using a  public computer in public access areas.
• The successful proponent must arrange for secure printing and  mailing of voter information letters. 
• The voter must receive a confirmation of their vote to validate  unequivocally that their vote was accepted and included in the  tabulation process.
• The system must use predefined time-outs to disconnect  computers that stay connected past a Pre-set time and which  display no activity.
• The system must be able to allow voters to under-vote on all  races on a ballot, and alert the voter to the under-votes before  submitting their ballot. 
• The system must also prohibit over-votes.
• The system must allow for the voters to decline to vote or spoil  their entire ballot.
• The system must allow the municipalities to  report on the number of declined and spoiled ballots.
• The system must be responsive to all devices and render  effectively on any screen size without the need for pinch, zoom  and/or left/right scrolling. 
• The system must allow for the results to be able to be recalled  and regenerated for purpose of a recount.
• The internet and telephone voting systems must be intuitive and  easy to use for all demographics.
• The proponent must provide a separate  system/application/module to control access to the list of eligible  voters by the candidates (or designates), prior to or during the  election.
• Provide technical support  services for both internal staff and members of the public,  ensuring timely and effective resolution of issues.
• Provide controlled access to the system  using id’s and passwords for all election personnel.
• Provide a validation process that ensures  all the results of the election have been removed from the  proponent’s system, once the legislative requirement for data  retention have been met and the returning officer have directed  the supplier to destroy the election information.
• The system must have the capability to provide an electronic  copy of the vote results in removable digital format (cd, flash  drive) from the system
• The system must provide an auditor function, which provides the  capability for an individual to perform a pre-defined or a  randomized set of audit functions on the voting and reporting  features of the system.
• Online voting system must support a customized domain name  which shall be approved by the municipalities’ staff.
• The system must be able to establish rules for how long voters  remotely logged into the internet or telephone voting system may  have to cast their ballot if they are still logged in after the close  of polls.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: July 8, 2025