Request For LOI/SOQ / E-Pollbook Software Install and Laptop Rental

Location:	North Carolina
Posted:	May 13, 2026
Due:	Jun 5, 2026
Agency:	City of Winston-Salem
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Solicitation No:	RFSOQ-1
Publication URL:	To access bid details, please log in.

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FORSYTH COUNTY, NORTH CAROLINA

REQUEST FOR LETTER OF INTEREST/STATEMENT OF QUALIFICATIONS

FOR PROVIDING E-POLLBOOK SOFTWARE INSTALLATION AND RENTAL OF

LAPTOPS AND PRINTERS

THE COUNTY OF FORSYTH DESIRES TO ENGAGE A PRIVATE FIRM FOR THE

FOLLOWING PROJECT:

PROJECT BACKGROUND AND SCOPE OF WORK DESIRED:

This document sets forth the requirements, expectations, and process that applicants must

follow in order to be considered for a Contract with the County. Applicants must describe all

activities that are a part of the services to be provided. The County may award one or more

contracts for the services specified herein.

SCOPE OF SERVICES:

1. Provide laptop computers with installation of the NC State Board of Elections’ software

for the purpose of the e-Pollbook system during Early Voting and on Election Day.

2. All laptops must be equipped with:

- Microsoft Windows 11 Enterprise or Professional version 22H2 operating system.

- Minimum 8 GB of RAM memory.

- Minimum 30 GB free hard disk space.

- Minimum processor: x64 1.4 GHz - 2.0 GHz or faster is recommended.

- Minimum 1024 X 768 video screen resolution.

- Super-VGA or higher resolution monitor required.

3. Two different software must be installed separately for Early Voting and Election Day

laptops.

4. Provide black & white printers (with toner cartridges already installed) with high-yield

capacity (preferred: 5,000 pages; minimum: 3,000 pages).

5. Accessories including: (1) mouse, (2) mouse pad, (3) power cords/blocks, (4) black

printer toner, and (5) connection cable between the laptops and printers must all be

included with each rental unit.

6. Interested vendors must specify detailed pricing for all service area categories including

but not limited to: (1) laptop rental cost per unit, (2) printer rental cost per unit, (3) load

capture pricing (if applicable), (4) BitLocker installation pricing per unit, (5) software

installation per unit, (6) Microsoft Windows 11 Pro installation per unit, (7) pricing for

black printer toner per unit, (8) accessories (i.e. mouse, mouse pad, etc.) rental per unit,

(9) shipping costs, and (10) any additional, miscellaneous cost.

7. Number of Units Needed:

Items

Laptop Computers w/ Windows 11 Enterprise or Professional version 22H2

B/W Printers + Toner

Accessories (i.e. mouse, mouse pads, cords, etc.)

Supplemental B/W Toner Cartridges

Quantities

170

150

170

8. Timeline

Event

Date

2 Load capture devices delivered (one for Early Voting and another for Election Day) Between Sep.

14-18

2 Load capture device returned to vendor

Between Sep.

14-18

60 Early voting laptops (w/ BitLocker), printers, and accessories delivered

No later than

Sep. 28

110 Election Day laptops, printers, and accessories delivered

No later than

Oct. 16

All equipment returned to vendor

Nov. 9-13

CONTENT and CRITERIA

All materials submitted in response to this request for proposal will become the property of

Forsyth County. Each item should be addressed in Applicant’s submission. One electronic copy

in PDF format must be submitted by email to bobadimb@forsyth.cc and must contain the

following:

1. A cover sheet that includes the applicant’s identification information including business

mailing address, phone and fax numbers and person(s) to be contacted.

2. A brief (not to exceed 5 double-spaced pages) narrative that describes:

• A history and overview of the Applicant agency

• Number and location of local and headquarter offices

• Agency’s experience in providing services requested

• Agency’s qualifications in ensuring the quality of the equipment and timeliness of the

delivery of the equipment

• Agency’s ability to assist the Forsyth County Board of Elections with the following:

o Response if the above guarantees are not met

o Non-business Hours Support

• Agency’s ability to meet service needs uniquely specific to election laws

3. The names of three references, each including a specific contact name and phone number.

References should be able to attest to the ability of the applicant to provide the services requested

with evidence the services have been provided for an agency similar in nature and size with

similar State requirements. No Forsyth County Board of Elections employees may be used as

references.

4. Full inventory count and model number of laptop and b/w printers available for rent.

5. Other information that a bidder believes to be pertinent but not specifically requested

elsewhere in this Request for Qualifications.

Responses are limited to no more than 10 pages. Responses not in compliance with these

requirements or submitted after the deadline will not be considered under the review process.

DETERMINATION OF SUCCESSFUL QUALIFICATIONS

In determining the firm(s) most qualified to advance in the process, the County will, in its sole

discretion, evaluate proposals and select the firm(s) deemed most advantageous to the County,

considering all factors outlined in this document. Submissions will be evaluated based on the

following criteria:

1. Applicants' ability to best meet the criteria set forth in the Scope of Services

a. Provide laptop computers with required software pre-installed to support the e-

Pollbook system for use during Early Voting and Election Day.

b. Provide printers meeting required specifications (black-and-white, simplex, user-

friendly setup).

c. Clarity and competitiveness of pricing, specifying a single markup percentage

applicable to all services requested above.

d. Describe the quality of equipment and approach to ensuring timely delivery.

e. Demonstrate an understanding of the Forsyth County Board of Elections’

responsibility to conduct fair, efficient, and accurate elections in accordance with

North Carolina election law.

2. Compliance with the RFQ Requirements

a. A brief (not to exceed 5 double-spaced pages) narrative that describes:

i. Overview and history of the company’s background and experience

ii. Number and locations of local and headquarters offices

iii. Experience in providing similar services

3. Communication and Service Capability

Agency’s ability to ensure quality and timeliness of communication with the Forsyth

County Board of Elections for the following:

a. Advance reporting of equipment to be delivered to assist staff with preparation

b. Procedures for addressing damaged or malfunctioning equipment, including

replacement timelines

c. Remedies or corrective actions if service expectations are not met

d. Availability of non-business hours’ support

4. References

a. Quality and relevance of three references: each reference must include a specific

contact name and phone number.

b. References should be able to attest the successful performance with similar

organizations in size and scope under State requirements (Forsyth County Board

of Elections employees may not be used as references).

5. Experience and Capacity

Other information that a bidder believes to be pertinent but not specifically requested

elsewhere in this Request for Proposal.

6. Minimum Acceptable Qualifications

a. Vendor’s history and number of years in business.

b. At least five (5) years of experience providing similar services, preferably in

North Carolina.

c. At least two (2) satisfied county or government clients with similar service

requirements

d. Sufficiency of the financial resources and financial ability of the vendor to enter

and perform the contract services.

e. Demonstrated ability to meet required timelines and service levels.

7. Terms and Conditions

SUBMISSION DEADLINE:

All letters of Interest shall be returned electronically in PDF format by email to

bobadimb@forsyth.cc with subject LOI/SOQ- Pollbook Printing Services and must be

submitted no later than 12:00 Noon, June 5, 2026.

Late submittals shall not be considered.

FIRM'S QUALIFICATIONS:

The submission must contain any documents and other information the bidder deems necessary

to demonstrate fully its qualifications and allow the County to evaluate its ability to provide the

service.

REQUESTING ADDITIONAL INFORMATION:

The County reserves the right to request additional data, information, oral discussion, or

presentation to support any written proposal or to clarify any aspect of any proposal.

Private firms are invited to submit a letter of interest providing the requested services to the

County by 12:00 Noon, June 5, 2026. Submission after this deadline will not be considered. The

submittal, in PDF format, should be submitted to Michelle Bobadilla, Deputy Director of

Elections, to the following email address: bobadimb@forsyth.cc.

Firms submitting Letters of Interest are encouraged to carefully check them for conformance to

the requirements stated above. If Letters of Interest do not meet these requirements, they will be

disqualified. No exception will be granted.

All questions concerning this request for Letters of Interest or the scope of this work should be

directed to Michelle Bobadilla: bobadimb@forsyth.cc The firms deemed to be qualified will be

notified by email and will receive a Request for Proposal to provide these services to the county.

No notification will be given to those firms considered to be un-qualified.

PROVIDER INFORMATION FORM

FORSYTH COUNTY, NORTH CAROLINA

Request for E-Pollbook Software Installation and Rental of Laptops &

Printers

Information about the Provider

1. Firm Name _____________________________________________________

2. Years in Business _____

3. Number of years providing services similar to this proposal ________

4. Contact Person __________________________________________________

5. Full Mailing Address_______________________________________________

6. Telephone Number ______________________

7. Fax Number ____________________________

8. Email address of contact person _____________________________________

9. Number of full time employees ________________

10. Total Number of Assets/Inventory ______________

11. Names, titles, roles, experience and qualifications certifications of personnel who would work on this project

(attach brief experience listing for each, focusing on similar projects):

_______________________________________________________________________

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	RFSOQ-1
Bid Title:	Request For LOI/SOQ / E-Pollbook Software Install and Laptop Rental
Category:	Informal Bids
Status:	Open

Request For LOI/SOQ / E-Pollbook Software Install and Laptop Rental

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