Voter Registration and Election Database Management System

The Vendor is required to provide comprehensive services for the development, implementation, data conversion and migration, testing, installation, training and support and maintenance of a new centralized and integrated countywide voter registration and election management database system (“VRM System”).
- The VRM System must also be adaptable to changing circumstances and requirements, as well as provide integration with various connected systems such as the Statewide Voter Registration Database (SWVRD), the Board website, electronic pollbooks, and voting system.
- Solution must fully comply with all applicable federal, state, and local laws and regulations.
- Data migration methodology processes, steps, tools required, and schedule.
- Quality Assurance and Quality Control measures and procedures for providing technical direction and administrative oversight to conform with industry-accepted standards of quality, and specifically tailored for voter registration functions including development, transition, and maintenance.
- Document Delivery and Control, including the means for collaborating, organizing, and communicating project and system documentation.
- Data Entry/Maintenance
• Safeguards/prompts that reduce chances of data entry error.
• Procedure(s) to identify voters with a street exception (e.g., commercial, P.O. Box, bad address).
• Mechanism to incorporate un-processable registration cards/information as its own section in the VRM System.
• Means to identify/mark confidential and Safe-at-Home voters.
- Voter Search (Find Tool)
• Ability to set or “lock in” search parameters during a session so the user does not have to keep repeating this process.
• Increase/decrease both the size of the font and windows in the VRM System.
• Prominently display the most recent voter signature.
• Include a “prior name” and “prior address” search field.
• Wildcard feature available for all search fields.
- Miscellaneous
• Provide a smooth and robust scanning process that interacts with the VRM System (e.g., provisional envelopes and registration forms).
• Ability to select multiple records at a time from the Online Voter Registration portal for movement and/or removal.
• Captured signatures from EPBs import directly into voter record in the VRM System.
• Option to archive voter records that have been cancelled for six years or more.
• Automatically remove 17-year-old pending code when a voter turns 18 years old.
• Include public view component to the VRM System, which also provides current voting status.