Ballot Tracking System

The Vendor is required to provide a Vote by Mail (VBM) ballot tracking system (BTS) managed software-as-a-Service (MSaaS), related services, resources, and tools for the 58 counties in the state on a monthly subscription fee basis.
- The Secretary of State requires a system that allows voters to receive their ballot by mail, and be able to track the voter’s ballot through the mail system and as the vote by mail ballot is processed by the county elections official.
- Creating and supporting web-based portals for administrators and users to sign up and view the status of their VBM ballots.
- Training on the implementation and use of a ballot tracking system.
- Providing reports on the status of VBM ballots during an election.
- Reviewing and processing data files that contain ballot statuses for voters and implementing notifications to be sent based on those statuses.
- Secure File Transfer Protocol (SFTP) site communication.
- Implementing and maintaining a quality assurance process for messages to voters.
- Managing language translation services for public statements, including messages to voters.
- A notification of the date, based on information from the Service, that the voter’s ballot is expected to be delivered to the voter.
- A notification when the voter’s completed ballot has been received by the county elections official.
- A notification that the voter’s completed ballot has been counted, or, if the ballot cannot be counted, a notification of the reason why the ballot could not be counted and instructions of any steps that the voter can take to have the ballot counted.
- Work directly with county and county print vendor staff to receive and process IMB data that allows tracking of a ballot through Service.
- One technical training for SOS technical staff on data transfer and user sign up.
- SOS staff, county election management system vendors, and county representatives must be trained in the use and support of the application and the administrative portal/dashboard accounts.
- Provide a printed (or soft copy) user training manual to SOS and to each participating county.
- This video must illustrate the ballot tracking process, the steps the voter must take to sign up, and notification options for the voter.
- The video must provide information on ballot processing and how the ballot tracking process aligns with processing.
- This video must be ADA complaint and include closed captions, audio descriptions and transcripts as available options.
- This portal or dashboard must enable SOS staff who have been authenticated using two-factor authentication to:
•    Customize and configure the data events that trigger messages to voters.
•    Produce customizable voter notifications as prescribed by SOS.
•    Specify a default time each day when the BTS should not transmit messages to any participating voter in a specific county, applicable to all participating voters who do not designate such a time.
•    Create and modify custom-default messages for the notifications. These messages must only be editable by designated SOS staff.
- Allow for bulk upload and updates of messages and allow messages to be exported in an agreed upon file type
- Access the BTS reporting module to run voter subscription reports, voter cancelation reports, messaging reports, ballot status reports, and other agreed upon reports.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: December 12, 2025