Poll Worker Management System

The vendor is required to provide poll worker management system for include:
a. Poll location management
•    Manage facility details for all polling locations, including addresses and activation and inactivation options
•    Support for consolidating locations and managing assignments
•    Assign poll workers by role, polling location, and election; provide scheduling tools for optimized staffing
b. Poll worker management features
•    Communication tools: enable real-time messaging and notifications for poll workers
c. Training management:
•    Schedule training sessions (in-person and virtual)
•    Allow workers to register, modify registrations, and access training materials (videos, documents, FAQs)
•    Prevent users from skipping required content, including videos and quizzes
d. Engagement tools:
•    Send template emails or SMS for reminders, availability checks, and training prompts
•    Provide a channel for workers to send inquiries or messages to the department
e. Worker mapping and analytics:
•    Geospatial mapping of workers by precinct or location with filters for availability, distance, and status
f. Reporting and compliance:
•    Generate payroll and audit reports with customizable fields
•    Maintain consistent branding with county standards
•    Track staff activity logs and application processes
g. Data management:
•    Import existing worker records and election documents
•    Maintain historical and future worker information by election
h. Self-service updates:
•    Allow workers to update contact or party information with notification triggers for administrative approval
i. Feedback mechanism:
•    Allow workers to rate coworkers and share feedback on training and election-day experience
j. Security and compliance
•    Implement data encryption, access controls, and comprehensive audit logs
•    ensure adherence to all county and election security and data privacy requirements
•    Accommodate procedural or statutory changes as required by the state legislature or secretary of state
•    Maintain all data, processing, and servers within the country for a minimum of twenty-four (24) months
k. Vendor responsibilities
•    Provide detailed documentation, including, but not limited to: system architecture, user manuals, and training materials
•    Deliver complete security documentation, including policies and protocols
•    Conduct comprehensive training for election staff, including at least one (1) in-person session
•    Offer continuous maintenance, including overnight updates to avoid disruption during election periods
•    Provide real-time technical support, especially during peak election months
•    Ensure 24/7 monitoring for prompt resolution of issues
l. Implementation timeline
•    Project initiation and planning
•    System development and customization
•    Security testing and assessments
•    Staff training and knowledge transfer
•    Testing and user acceptance testing (UAT)
•    Full deployment
•    Post-launch support and performance evaluation.

- Questions/Inquires Deadline: August 28, 2025