Internet and Telephone Voting System

The Vendor is required to provide for the supply of an internet and telephone voting system, (hereinafter referred to as the “voting system”) for the October 2026 municipal and school board elections.
- The material, equipment, and voting system shall be available in both English and French.
- Provide technical and logistical support to the clients’ staff, including i.t., at all stages during the election process
- Provide a presentation to the council of any or all individual municipalities, if requested by the clerk
- During advance voting and on Election Day, the proponent shall be available to help the client’s staff via telephone. 
- Questions or problems shall be answered or solved within the hour.
- Obtain each client’s clerk’s approval of the ballot design for the internet voting and telephone setup (as appropriate) and message prior to the opening of the vote. Both shall be bilingual
- The voting system must be compatible with data fix products and allow for updates until the close of voting
- The system shall be capable of providing a two-step process to login and to vote in an effort to validate the identity of the voter (VIN + date of birth)
- Provide the clients with legal-size voter letter templates to be used both in French and English in an accessible format for the clerk’s approval.
- This voter letter shall include all information required for the voters to cast their votes (instructions for voting, VIN, and password or other security steps required to register, candidates, dates of advance poll, etc.) 
- Provide the clients with a sample envelope, which shall be security tinted for the clerk’s approval.
- The system provides the clients with the capacity to produce additional voter letters on demand, onsite
- The system shall be compatible to allow voting from any computer and any mobile device, including but not limited to smartphones, tablets, and touchscreens
- The system must allow for the incorporation of questions to voters, if required
- The system must allow the voter the choice to cast their vote via internet or telephone (as applicable). - It must allow voters the possibility to re-access the system if the voting process is interrupted and/or not completed, and this from either internet or telephone access
- Telephone voting shall be done via a toll-free touchtone telephone access from states, as applicable
- The system shall allow the voter a choice of language (French and English) and allow the voter to conduct their entire voting session in that chosen language.
- The system shall not allow the preliminary results of the votes cast until the election process has been ended by authorized electoral staff at the end of the voting period
- On election day, specifically at 8:00 p.m., or as determined by the clerk, the system shall cease to accept new accesses to the internet and telephone voting system (as applicable) but shall allow any and all votes in process at such time to complete
- The system shall have the capacity to hold the advance vote on the date and for the length of time decided by the clients.
- The system shall have the capacity of conducting a re-tally, which re-tally is agreed by the parties to be a “recount” for the purposes of the act.
- The system shall ensure that for internet voting, no contest shall be split across two screen pages.
- All candidates for the same office shall be visible on one screen
- The system shall have the capability for an auditor to cast a specified audit ballot for each, or any candidate, prior to and during the election.
- The voting system shall protect the privacy, anonymity and integrity of the voter’s ballot. 
- The system shall offer no possibility once the vote is cast to make a connection between the voter and the vote cast
- The system shall have the capacity to disable and enable a VIN (voter identification number) by authorized electoral staff or system administrator.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 15, 2025