Election Management System

The Vendor is required to provide election management system that is highly configurable to support election operations.
- Functional requirements
1. Election lifecycle management
• End-to-end tools for planning, scheduling, configuring, and executing elections across local, state, and federal levels.
• Real-time vote tabulation and public-facing dashboards for election night reporting.
• Full support for vote-by-mail processing, including ballot request, issuance, tracking, and reconciliation.
• Provisional ballot handling and secure vote capture for both electronic and manual voting methods.
2. Voter and location management
• Secure integration and management of voter databases, including duplicate detection and eligibility verification.
• Tools for managing polling locations, precincts, and address assignments.
• Accurate district and precinct mapping with automated ballot style assignment.
3. Election workforce and campaign finance
• Recruitment, training, scheduling, and payroll support for election workers.
• Optional campaign finance tracking and reporting capabilities, if required.
4. Results and reporting
• Automated vote counting with tools for result verification and legal certification.
• Generation of custom reports for turnout, vote breakdowns, and anomalies.
5. Security and compliance
• Role-based access controls, comprehensive audit trails, and end-to-end encryption of sensitive data.
• Secure data backups and integrity safeguards to ensure compliance and transparency.
6. Testing and performance
• Pre-election simulation and load testing to validate system performance under peak conditions.
7. Integration and scalability
• Application programming interface (API) supports seamless integration with voter registration systems, electronic poll books, and reporting platforms.
• Scalable architecture to accommodate both small local elections and large national contests.
8. Support and training
• Built-in training modules for election staff and real-time helpdesk support during election events.
- System requirements
• Turnkey solution: preferably provides most (if not all) required functionality out-of-the-box, minimizing the need for significant customization.
• Customization: if customization is necessary, it shall be simple to implement and maintain using industry standard tools and programming languages.
• Cloud-based architecture: strong preference for cloud-hosted systems with scalable infrastructure and secure access.
• Geographic information system (GIS) integration: includes or supports GIS mapping for location services and analytics.
• Security: offers advanced user and data protection features, including role-based access controls and encryption.
• Audit trail: provides comprehensive audit history to track system and user changes.
• Data integration: supports scheduled import of voter information (e.g., precinct boundaries, voter status, state identification (ID) numbers) from the county tax assessor-collector and voter registrar’s system.
• Interoperability: shall integrate with the following:
o Web content management systems.
o Poll book-style systems.
o State election systems.
o Third-party minimization: should provide sufficient native functionality to reduce reliance on third-party software and plug-ins.
o Support and maintenance: must include streamlined processes for technical support, issue resolution, and enhancement requests.
o Compliance: must remain current with technology standards while maintaining full compliance with all applicable state election codes and laws.