Election Management Software Solution

The Vendor is required to provide for an election management software solution (EMSS).
- Election Worker Management
•    The solution must support end-to-end planning, onboarding, and management of election workers, including:
•    Assigning workers to polling locations:
•    34+ regular polling locations
•    7+ advance polling locations
•    3 hospitals and 50+ special polling locations
•    Creating and managing an online job application form
•    Reviewing and approving job application submissions and qualifications
•    Incorporating an interview and hiring approval process (with accept/decline decisions)
•    Administrator/authorized users must be able to edit applicant details following interviews
•    Assigning workers to one or more roles and training requirements
•    Automatically select the closest polling location to the workers home address when assigning
•    Viewing vacancy reports for outstanding positions
•    Tracking worker status (e.g. Registered, training completed or incomplete) and attendance
•    Managing training sessions (add, update, delete)
•    Allow workers to:
•    Complete and submit employment forms
•    Register for, or request changes to, training sessions
•    Accept/decline work assignment(s)
•    Sending automated communications (e.g. Confirmations, changes, reminders)
•    Integrating digital training and evaluation tools to track completion status for each worker
•    Training allows workers to access an online training environment to navigate and learn how to use the digital voter list
- Voting Place Management
•    Importing geospatial maps with multiple boundaries (wards, subdivisions, polling areas)
•    Managing and editing location profiles (contact details, accessibility info, photos, etc.)
•    Grouping locations under a shared administrative organization (e.g. care homes under the provincial health authority)
•    Maintaining both active and inactive locations for reuse in future elections 
•    Designating location types (e.g. Regular, Advance, Special) and supporting dual assignments (e.g. Regular and Advance)
•    Setting poll dates based on type
- Voter List Management
•    Importing one or more sets of third-party data
•    Reconciling and updating records with subsequent imports
•    Allowing voters to register and update information online
•    Adding registered voters to the official list
•    Enabling authorized users to:
•    Move voters between addresses
•    Update voter status (active, inactive, pending, deceased)
•    Edit and correct personal voter information
•    View and export a change log
•    Managing profiles for out-of-town voters
•    Tracking school board support per voter
•    Filtering voter data by polling area(s) to produce required lists per poll
•    Assigning a unique barcode id to each voter profile
•    Addresses able to be entered in various formats: standard (123 n fake street), lot/block/plan, rural road
- Vote by Mail (Mail-in Ballot) Online Application and Operations Module
•    Online application and approval workflow
•    Application will include uploading voter id
•    Application review, verification, and approval
•    Fulfillment: printing, packaging, and mailing of approved ballots
•    Full lifecycle tracking (application → delivery → return)
•    Managing multiple ballot styles
•    Syncing with the voter list to reflect status updates
•    Barcode scanning for incoming and outgoing packages
•    Providing real-time and historical data for auditing and legislative compliance.

- Contract Period/Term: 5 years