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

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.
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7. Number of Units Needed:
Items Quantities
Laptop Computers w/ Windows 11 Enterprise or Professional version 22H2 170
B/W Printers + Toner 150
Accessories (i.e. mouse, mouse pads, cords, etc.) 170
Supplemental B/W Toner Cartridges 3
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.
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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.
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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.
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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):
_______________________________________________________________________

12. Could vendor provide at least three government references that are similar in size and complexity of the County
that have an open contract for pollbook printing services.
Reference 1:
1. Organization Name: __________________________________________
2. Address:
3. Type of Business:
_____________________________________________________
4. Contact Person:
_______________________________________________________
5. Do you have experience working with Board of Elections for other North Carolina
counties?
6. Telephone and Fax numbers:
___________________________________________
7. Secondary Contact Person:
______________________________________________
8. Telephone and Fax numbers:
____________________________________________
9. Length and Dates of Services:
____________________________________________
10. Description of Services (including number of elections and candidates hired and
staffed for each):

Reference 2:
1. Organization Name: __________________________________________
2. Address:
3. Type of Business:
_____________________________________________________
4. Contact Person:
_______________________________________________________
5. Do you have experience working with Board of Elections for other North Carolina
counties?
6. Telephone and Fax numbers:
___________________________________________
7. Secondary Contact Person:
______________________________________________
8. Telephone and Fax numbers:
____________________________________________
9. Length and Dates of Services:
____________________________________________
10. Description of Services (including number of elections and candidates hired and
staffed for each):

Reference 3:
1. Organization Name: __________________________________________
2. Address:
3. Type of Business:
_____________________________________________________
4. Contact Person:
_______________________________________________________
5. Do you have experience working with Board of Elections for other North Carolina
counties?
6. Telephone and Fax numbers:
___________________________________________
7. Secondary Contact Person:
______________________________________________
8. Telephone and Fax numbers:
____________________________________________
9. Length and Dates of Services:
____________________________________________
10. Description of Services (including number of elections and candidates hired and
staffed for each):

a. Informal Inquiry Process (please provide your responses to the questions below.)
1. Where is your company located? If not in Forsyth County, what is the quickest
delivery time, using non-priority or standard shipping.
2.How many other county government customers in North Carolina do you work with
for the same services? (Provider shall have prior experience performing similar
work for a County or similar governmental entity where accuracy and timeliness are
critical.)
3.What other forms of insurance requirements do you meet?
4.Will you be able to provide a properly executed certificate of insurance prior to
commencement of services?
5.Please explain your service request and software load capture process.
6.Please explain your billing process.
7. Do you have enough inventory to rent 100+ laptops (equipped with Microsoft
Windows 11 Enterprise or Professional, minimum of 8 GB RAM memory,
minimum 30GB free hard drive space, minimum processor of x64 1.4 GHz-2.0
GHz, and minimum of 1024x768 video screen resolution) and 100+ black/white,
high-yield capacity printers (with toner already installed)? Does this include
accessories (i.e. mouse, power cords, and connection cables)?
8.What is your backup protocol for fulfilling rental agreement in the event of an
emergency? Please explain your disaster recovery procedures.
9.Do you demonstrate expertise in working with various file formats? If so, which
formats?
10. Please describe your physical and network security measures.
11. Please explain your process control and visibility protocol. How would you
maintain quality control throughout the entire process?
12. Contract Warranty: The Awarded Provider warrants that all items furnished and
all services performed by the provider, its agents and subcontractors shall be free
and clear of any defects in workmanship or materials. Unless otherwise stated in
the Contract, all items are warranted for a period of one year following delivery
from the provider and acceptance by the County. The provider shall repair, replace
or otherwise correct any problem with the delivered items. When an item(s) is
replaced, it shall be replaced with an item of equivalent or superior quality without
any additional costs to the County.

13. Contract Ownership Rights: The County shall have unrestricted authority to
reproduce, distribute and use any submitted report, data or material and any
software or modifications and any associated documentation that is designed or
developed and delivered to the County as part of the performance of the contract.
14. The Awarded Provider is prohibited from subcontracting or outsourcing any part
of this contract without the express written consent of Forsyth County. Details of
any planned subcontracting or outsourcing must accompany this Form.