Electronic Poll Book Systems and Services (Statewide)

OGS is requesting proposals from established and qualified E-Poll Book Systems providers, to allow the individual New York State County Boards of Elections (CBOEs) to procure E-Poll Book Systems. The intent is to award multiple Contracts, and to provide CBOEs the ability to obtain various E-Poll Books Systems, either through a competitive Request for Quotation (RFQ), or by submitting a Purchase Order.

In March of 2019, NYS passed legislation to allow for Early Voting and the use of E-Poll Book Systems, and NYS intends to implement the E-Poll Book Systems from any resulting Contract for use at Early Voting locations as well as Election Day polling places in 2019 and future elections.

The NYS Board of Elections (SBOE) must approve any E-Poll Book System before it can be used by a CBOE in New York State. A vendor cannot be awarded a Contract for any E-Poll Book System that has not been approved by the SBOE. Attachment 1, Board of Elections Application for Approval has been included as a reference for the requirements as set forth by the SBOE. Vendors interested in the approval process should contact the Election Operations Unit of the State Board of Elections at Election_Ops@elections.ny.gov or 518-473-5086.

If a Bidder is awarded a Contract resulting from this Solicitation, the Bidder's E-Poll Book System(s) approved by the SBOE will be available for purchase under State Contract by the local CBOE. Each CBOE will be responsible for the purchase of their own Equipment, and the implementation of the System, including training and support.

All qualified, responsive and responsible Bidders whose E-Poll Book System(s) have been approved by the SBOE and whose pricing indicates that the E-Poll Book Systems offered will be delivered at a reasonable price as determined by OGS are eligible for award.

Product shall be new, factory produced, assembled for the first time, and may contain new and/or recycled parts or components that have been fully inspected, tested and fully meet required Product performance specifications. Product must be newly serialized, and the Authorized User must be the first end user of the Product. The Products must be commercially released Products and available for purchase through the Contractor’s normal marketing channels. No Products at End-of-Life or within six months prior to End-of-Life are to be sold, except with prior written approval by the Authorized User.

All bid documents and attachments are available for viewing and downloading at: https://ogs.ny.gov/procurement/bid-opportunities

Submission of responses by a vendor to a solicitation that does not account for updated information may result in their bid/offer being deemed non-responsive. Vendors are strongly encouraged to review the advertised solicitation in full prior to submitting a bid to ensure inclusion of any updated information. Additionally, if the vendor does not opt-in to receive notification updates regarding a particular solicitation, they will not receive e-mail notifications regarding updates, including e-mail notifications regarding the posting of the question-and-answer documents and updates to solicitation documents.

To receive email notifications regarding updates to the content or status of a particular solicitation, the vendor must choose the option “bookmark the ad” located in the upper right-hand side of the ad, then return to their account, view their list of bookmarked ads, and then select the “send me notification updates” option listed to the right of the ad.”

Pursuant to State Finance Law § 139-j and § 139-k, this Solicitation includes and imposes certain restrictions on communications between OGS and a Bidder during the procurement process. Further information about these requirements can be found on the OGS website at: https://ogs.ny.gov/acpl/ .