Introducing DRE Voting  to Orange County Pre-bid Conference July 31, 2002 Santa Ana
Meeting agenda <ul><li>Introductions </li></ul><ul><li>Summary of RFP </li></ul><ul><li>Review of decision-making process ...
Introductions <ul><li>Rosalyn Lever – Registrar of Voters </li></ul><ul><li>Steve Rodermund – Chief Deputy Registrar of Vo...
RFP Summary <ul><li>Project purpose </li></ul><ul><ul><li>Provide a comprehensive, integrated DRE voting system </li></ul>...
RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>Proven system, certified by SOS </li></ul></ul><ul><ul><li>Prime ...
RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>Presently 1.3 million registered voters </li></ul></ul><ul><ul><u...
RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>Approximately 1,750 voting precincts </li></ul></ul><ul><ul><ul><...
RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>Proposal must include: </li></ul></ul><ul><ul><ul><li>All equipme...
RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>RFP provided on CD-ROM in MS Word </li></ul></ul><ul><ul><li>Resp...
RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>Completeness of response </li></ul></ul><ul><ul><li>Understa...
RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>System certification by SOS </li></ul></ul><ul><ul><li>Costs...
RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>Warehouse facility plan </li></ul></ul><ul><ul><li>Seamless ...
RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>Community outreach </li></ul></ul><ul><ul><li>Vendor experie...
RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>Documentation </li></ul></ul><ul><ul><li>System Administrati...
RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>No values should be imputed to the preceding list </li></ul>...
Decision-making process <ul><li>Evaluation committee (EC) </li></ul><ul><ul><li>Made up of staff members from departments ...
Decision-making process <ul><li>Immediate cut will be made to eliminate “non-responsive” proposals </li></ul><ul><ul><li>U...
Decision-making process <ul><li>Finalists will be expected to demonstrate their products at approximately 11 public meetin...
Decision-making process <ul><li>EC (whole or subset) may visit previous installations by proposer </li></ul><ul><li>Oral p...
Decision-making process <ul><li>Evaluation Committee will review finalists and make recommendation </li></ul><ul><li>Board...
Important dates <ul><li>August 1: Web site is available </li></ul><ul><ul><li>Answers to questions, addenda to RFP and oth...
Important dates <ul><li>September 12: Selection of finalists </li></ul><ul><li>September 16-28: Public meetings </li></ul>...
Important dates <ul><li>November 19: BOS decision (pending contract negotiations and performance bond approval) </li></ul>...
Procedures <ul><li>Contacts </li></ul><ul><ul><li>All contact will be through MGT of America </li></ul></ul><ul><ul><ul><l...
Procedures <ul><li>Any contact with EC member, ROV staff or member of the Citizen’s Advisory Committee may result in vendo...
Procedures <ul><li>All relevant questions will be e-mailed to questioner and posted on the Web site as quickly as possible...
Procedures <ul><li>Major changes to the RFP (addenda) </li></ul><ul><ul><li>Proposers will be notified by e-mail </li></ul...
Addendum #1 <ul><li>Change title to “A Direct Record Electronic (DRE) Voting System. </li></ul><ul><li>Remove the term “To...
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Introducing DRE Voting to Orange County

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Introducing DRE Voting to Orange County

  1. 1. Introducing DRE Voting to Orange County Pre-bid Conference July 31, 2002 Santa Ana
  2. 2. Meeting agenda <ul><li>Introductions </li></ul><ul><li>Summary of RFP </li></ul><ul><li>Review of decision-making process </li></ul><ul><li>Important dates </li></ul><ul><li>Procedures </li></ul><ul><li>Q and A </li></ul>
  3. 3. Introductions <ul><li>Rosalyn Lever – Registrar of Voters </li></ul><ul><li>Steve Rodermund – Chief Deputy Registrar of Voters </li></ul><ul><li>Kate Wiley – HR Manager </li></ul><ul><li>Bob Pinzler – MGT of America </li></ul><ul><li>Tim Lynch – MGT of America </li></ul>
  4. 4. RFP Summary <ul><li>Project purpose </li></ul><ul><ul><li>Provide a comprehensive, integrated DRE voting system </li></ul></ul><ul><ul><ul><li>Including delivery, installation, integration, customization, data conversion, training, documentation, project management, building modifications to ROV warehouse </li></ul></ul></ul>
  5. 5. RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>Proven system, certified by SOS </li></ul></ul><ul><ul><li>Prime vendor is prime contractor </li></ul></ul><ul><ul><ul><li>Legally and financially responsible for all software and implementation services </li></ul></ul></ul><ul><ul><li>Seeking a turnkey system </li></ul></ul><ul><ul><li>All costs, direct and indirect, are included in proposal </li></ul></ul>
  6. 6. RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>Presently 1.3 million registered voters </li></ul></ul><ul><ul><ul><li>Growth of nearly 4% expected by 2005 </li></ul></ul></ul><ul><ul><li>Orange County conducts elections for all of its municipalities, school and special districts </li></ul></ul><ul><ul><ul><li>Candidates per election average 400, with up to 50 measures (initiatives) </li></ul></ul></ul>
  7. 7. RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>Approximately 1,750 voting precincts </li></ul></ul><ul><ul><ul><li>Number has been reduced slightly over the past decade </li></ul></ul></ul><ul><ul><li>Election material is available in English, Spanish and Vietnamese. </li></ul></ul><ul><ul><ul><li>Likely that other languages, possibly Korean and Tagalog, will be added due to 2000 census results </li></ul></ul></ul>
  8. 8. RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>Proposal must include: </li></ul></ul><ul><ul><ul><li>All equipment </li></ul></ul></ul><ul><ul><ul><ul><li>DRE and optical scan (for absentee and mail ballots) equipment, software, printers, servers, drives, precinct communications wiring, etc. </li></ul></ul></ul></ul><ul><ul><ul><li>Financing of the proposed system, building modifications and services </li></ul></ul></ul><ul><ul><ul><li>Expenses associated with public outreach to educate voters in use of new system </li></ul></ul></ul>
  9. 9. RFP Summary <ul><li>Basic elements </li></ul><ul><ul><li>RFP provided on CD-ROM in MS Word </li></ul></ul><ul><ul><li>Responses should be completed in MS Word and delivered to Orange County in hardcopy (12 copies) and electronic form (either MS Word or PDF formats) </li></ul></ul>
  10. 10. RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>Completeness of response </li></ul></ul><ul><ul><li>Understanding of purpose, scope and objectives </li></ul></ul><ul><ul><li>Willingness to negotiate acceptable contract, including payment terms </li></ul></ul><ul><ul><ul><li>The number of exceptions to terms and conditions will be noted </li></ul></ul></ul>
  11. 11. RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>System certification by SOS </li></ul></ul><ul><ul><li>Costs </li></ul></ul><ul><ul><ul><li>Low bidder will NOT necessarily be awarded the contract </li></ul></ul></ul><ul><ul><ul><li>One-time costs (building and warehouse modifications), ongoing (maintenance and support), financing (by or through vendor) will be evaluated, even if not part of the proposal </li></ul></ul></ul>
  12. 12. RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>Warehouse facility plan </li></ul></ul><ul><ul><li>Seamless integration of software with current election database software </li></ul></ul><ul><ul><li>Software design </li></ul></ul><ul><ul><ul><li>Quantitative analysis of number of requirements met </li></ul></ul></ul><ul><ul><li>Training of ROV staff and poll workers </li></ul></ul>
  13. 13. RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>Community outreach </li></ul></ul><ul><ul><li>Vendor experience and resources </li></ul></ul><ul><ul><ul><li>Financial stability an especially important factor </li></ul></ul></ul><ul><ul><li>Design/system architecture approach </li></ul></ul><ul><ul><ul><li>Ease of use </li></ul></ul></ul><ul><ul><ul><li>Accessibility by disabled and multi-lingual communities </li></ul></ul></ul>
  14. 14. RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>Documentation </li></ul></ul><ul><ul><li>System Administration </li></ul></ul><ul><ul><li>Implementation </li></ul></ul><ul><ul><li>Project management </li></ul></ul><ul><ul><li>Customer support </li></ul></ul><ul><ul><li>Warranty and Maintenance </li></ul></ul>
  15. 15. RFP Summary <ul><li>Evaluation criteria </li></ul><ul><ul><li>No values should be imputed to the preceding list </li></ul></ul><ul><ul><li>County will not provide prospective vendors with weight associated with any of these evaluation elements </li></ul></ul>
  16. 16. Decision-making process <ul><li>Evaluation committee (EC) </li></ul><ul><ul><li>Made up of staff members from departments involved with elections, administration and technology throughout the County </li></ul></ul><ul><li>Responses are due on August 30, by 4:00pm </li></ul>
  17. 17. Decision-making process <ul><li>Immediate cut will be made to eliminate “non-responsive” proposals </li></ul><ul><ul><li>Uncertified options </li></ul></ul><ul><ul><li>No financing options </li></ul></ul><ul><ul><li>Incomplete responses </li></ul></ul><ul><li>Remaining proposals will be reviewed and finalists chosen </li></ul><ul><ul><li>Three finalists, unless other proposals are within 1% of the lowest rated of the three </li></ul></ul>
  18. 18. Decision-making process <ul><li>Finalists will be expected to demonstrate their products at approximately 11 public meetings to facilitate public input into decision-making process </li></ul><ul><ul><li>Hands-on demonstrations </li></ul></ul><ul><ul><li>Likely at different venues throughout County </li></ul></ul>
  19. 19. Decision-making process <ul><li>EC (whole or subset) may visit previous installations by proposer </li></ul><ul><li>Oral presentations may be required to answer any specific questions about the proposed system </li></ul><ul><ul><li>At least one of the attending members from vendors should be technically qualified </li></ul></ul>
  20. 20. Decision-making process <ul><li>Evaluation Committee will review finalists and make recommendation </li></ul><ul><li>Board of Supervisors will make final award of contract </li></ul>
  21. 21. Important dates <ul><li>August 1: Web site is available </li></ul><ul><ul><li>Answers to questions, addenda to RFP and other pertinent information will be posted </li></ul></ul><ul><ul><li>URL: http://www.oc.ca.gov/election </li></ul></ul><ul><li>August 23: Final date for written inquiries </li></ul><ul><li>August 30 (4:00pm): Proposals due </li></ul>
  22. 22. Important dates <ul><li>September 12: Selection of finalists </li></ul><ul><li>September 16-28: Public meetings </li></ul><ul><li>September 30-October 5: Oral presentations (if necessary) </li></ul><ul><li>November 1: Selection of recommended proposal </li></ul>
  23. 23. Important dates <ul><li>November 19: BOS decision (pending contract negotiations and performance bond approval) </li></ul><ul><li>November 25-December 20: Contract negotiation </li></ul><ul><li>November 29: Performance bond due </li></ul><ul><li>January 3, 2003: Implementation start </li></ul>
  24. 24. Procedures <ul><li>Contacts </li></ul><ul><ul><li>All contact will be through MGT of America </li></ul></ul><ul><ul><ul><li>Bob Pinzler (primary) </li></ul></ul></ul><ul><ul><ul><ul><li>[email_address] </li></ul></ul></ul></ul><ul><ul><ul><ul><li>310-374-5163 </li></ul></ul></ul></ul><ul><ul><ul><li>Tim Lynch (secondary) </li></ul></ul></ul><ul><ul><ul><ul><li>tlynch@ mgtamer .com </li></ul></ul></ul></ul><ul><ul><ul><ul><li>916-443-3411 </li></ul></ul></ul></ul>
  25. 25. Procedures <ul><li>Any contact with EC member, ROV staff or member of the Citizen’s Advisory Committee may result in vendor disqualification </li></ul><ul><ul><li>Names of EC members will not be provided, so it is recommended that proposers contact NO County staff </li></ul></ul>
  26. 26. Procedures <ul><li>All relevant questions will be e-mailed to questioner and posted on the Web site as quickly as possible </li></ul><ul><ul><li>No notification will be made for posting of answers, so regular checking of the site is recommended </li></ul></ul>
  27. 27. Procedures <ul><li>Major changes to the RFP (addenda) </li></ul><ul><ul><li>Proposers will be notified by e-mail </li></ul></ul><ul><ul><li>Posting will be on Web site </li></ul></ul><ul><li>All proposals become public documents only after award of contract </li></ul><ul><ul><li>EC is not subject to the Brown Act </li></ul></ul><ul><ul><ul><li>meetings are not noticed to the public </li></ul></ul></ul><ul><ul><ul><li>the documents produced are not public records </li></ul></ul></ul>
  28. 28. Addendum #1 <ul><li>Change title to “A Direct Record Electronic (DRE) Voting System. </li></ul><ul><li>Remove the term “Touch Screen” </li></ul><ul><li>The County will consider non-touch screen solutions </li></ul>

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