Fully Hosted E Voting and Optical Scan Ballot System

The Vendor is required to provide to any council decision otherwise, offer online voting (also known as internet voting), and paper ballots counted by optical scan vote tabulators as the two (2) methods of voting in the 2026 municipal election.
- Services include:
• Ballot secrecy: the secrecy and confidentiality of the voting process is paramount.
• The secrecy of any association between a voter’s identity and their vote must be maintained at all times;
• Fairness: the election must be fair and unbiased. 
• Voters and candidates must be treated fairly and consistently;
• Accessibility: the election must be accessible to all eligible voters. 
• Each voter must have the means and opportunity to participate in the election;
• Integrity: the integrity and security of the voting process must be maintained at all times throughout the election;
• Accuracy: a cast vote must accurately reflect the voter’s intended selection;
• Certainty: there must be certainty that the results of the election accurately reflect the votes cast;
• Eligibility: valid votes must be counted and invalid votes must be rejected as far as possible;
• Dependability: the election results must be delivered in a reliable and timely manner;
• Transparency: the election must be conducted in a manner that is transparent and accountable to voters and candidates; and,
• Security: voter information and vote security of the voting process must be maintained.
• Authorizing the use of vote counting equipment (such as optical scanning vote tabulators)
• Authorizing eligible voter to use an alternative voting method (such as an online voting system), that does not require electors to attend at a voting place in order to vote.
- Fully hosted online voting platform
• Provide assistance with drafting necessary procedures prior to May 31, 2026;
• Follow the procedures approved by the city clerk for online voting, including end to-end verifiability of the vote and ballot cast;
• Provide for the design and delivery (via postage and/or secure email) of voter instruction letters or packages to eligible voters, as approved by the city;
• Provide access to a demonstration or test environment of the solution for public outreach purposes;
• Delivery of the solution with appropriate customizations to meet the city’s requirements into a test environment;
• Full and seamless integration with data fix’s voter view voters’ list management system;
• Provide system and user acceptance testing, including but not limited to, completing at least two (2) round(s) of user acceptance training, and mock election;
• Provide a demo ballot and instructional video for public outreach purposes;
• Delivery of all required documentation and completion of appropriate user training for election administrators;
• Provide an audit capability in relation to system and voter functionality and activities;
• Provide required privacy impact assessment and threat risk assessment of the solution that has been completed for their system in state in the last 12 months;
• Dedicate at least one (1) project manager specific to this project;
• Dedicate adequate support services for the duration of the project and throughout the election period as detailed in the requirements table;
- Any eligible elector that attends the voting location or voter assistance center on or before 8:00 pm on October 26, 2026, will be provided with a paper ballot or a device, as the case may be, in order to cast their vote.
- Each special voting location will have mobile voting equipment to allow election staff to provide on-site voter assistance and bedside voting as requested.
- The city clerk will determine whether voting at a special voting place will be administered using either one (1) optical scan vote tabulator with paper ballots, or the online voting system accessed by laptops and/or touchscreen tablets, or a combination of vote tabulators and online voting.
- Laptops with attached printers to manage amendments to the voters’ list (using a combination of paper applications and voter view electronic voters’ list management system.
- Laptops to permit ballot issuing election officials to electronically look-up eligible voters’ on the voters list (using voter view) and to mark voters as having voted
- Laptops, touchscreen tablets, (or a combination of the two) to allow voters to cast their online ballot in person.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 17, 2025