Election Location and Volunteer Management System

The Vendor is required to provide an election location and volunteer management system.
- Enhance the management of election volunteers and all locations used for election purposes including polling locations
- Flexibility in customization of features to fit operational needs and processes
- Improve the application, assignment, and scheduling process of volunteers and locations for elections
- Improve communication with volunteers and locations via multiple channels
- Enable a robust and user-friendly volunteer experience, including online applications, portal, and training
- Create a scalable, flexible, and secure platform for long-term use.
- A system is currently in place, it lacks the modern features needed to improve operational efficiency and enhance volunteer engagement.
- The ideal system will streamline current processes, introduce new capabilities, and deliver an intuitive, accessible experience for both staff and volunteers.
- Location Management:
• Capability to create and manage comprehensive profiles with options for customization
• Multiple location categories within an event, i.e., training location, early voting, election day, etc.
• Capability to communicate with locations via:
a. Email
b. Text
• Capability to communicate in mass with all and/or selected locations
• Ability to aggregate costs for rental, security, and janitorial fees
• Ability to process payroll for all locations used in an election
- Volunteer Recruitment and Management:
• Volunteer Portal
a. Branded online volunteer portal that allows prospective volunteers to:
1. Complete an application
2. Update contact information
3. Upload documents
4. Select and register for training
5. Receive training, and
6. Review training aides
b. Portal must be user-friendly, intuitive design, and accessible across all devices and platforms
• Communication Tools
a. Email, text
b. Customizable templates for reminders and updates
c. Capability for mass communication to all and/or selected poll workers
- Scheduling & Assignment
• Assignment based on availability, location, skills, and language needs
• Dashboard to manage assignments and vacancies
- Payroll
• Ability to aggregate the sum of amounts earned by volunteers for any assignments worked
• Ability to process payroll for all volunteers that worked in an election
• Ability to track payment amounts for volunteers in a calendar year that meets IRS requirements for reporting and withholding for election volunteers
- Volunteer Training Management
• Ability to create, manage, and track in-person and online training classes
• Ability to add training classes in bulk
• Track volunteer attendance, participation, and completion of training in or outside elections
• Ability to give attendance to training classes in real time from class
• Ability to create and run different types of training attendance reports
- Online Election Volunteer Training
• Ability to create and administer self-paced online training for election volunteers
• Ability to create and administer training quizzes and knowledge checks
• Complete editing capabilities of content
• Accessible and user friendly across all devices and platforms
- Post-Election Evaluation
• Poll worker performance reviews/feedback
• Historical data retention
• Ability to flag volunteers in database
- Reporting
• Ability to create and produce reports on any of the criteria within the system
- Support & Training
• Onboarding and training of elections staff
• Ongoing technical support and maintenance
• Documentation and user manuals
- Technical Requirements
• Secure login with role-based access controls to restrict data access to authorized personnel only
• Software should be required to use strong encryption protocols for data at rest and in transit
• Audit trails to maintain comprehensive logs of all system activities for accountability and forensic analysis
• Security Update interval software receives regular security updates to protect against emerging threats
• Backup and recovery to ensure data preservation and restoration in the event of loss or damage
• Data migration support
• Designated availability and uptime, especially around election peak times.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: July 15, 2025