Bid Detail

25-023 - RFP: New Voting Equipment, Software and Training for Springfield Election's Department

The City of Springfield, through its Elections Commission Office issues this Request for Proposals to parties who wish to submit proposals to provide Elections Equipment and associated software and training to the City of Springfield.


The RFP is being conducted in accordance with the competitive sealed proposals process as prescribed by Massachusetts General Laws Chapter 30B, § 6. for the proprietary equipment and specified software required by the City to ensure the continued operational viability of the Election’s Department voting equipment system and software, as determined by the City’s Director of Elections and its Chief Procurement Officer.

1. The system must meet or exceed U.S. Election Assistance Commission standards.

2. The system must have been certified for use by the Secretary of State of the Commonwealth of Massachusetts. (A copy of the certification will be required as part of the bid package).

3. The proposed equipment must be unused and must include the most recent versions of software.

4. The proposed equipment must include a protective carrying case for each tabulating unit.

5. The vendor must provide all necessary equipment and accessories, power cords, memory media, operating system software and technical support that provides for fully functioning electronic voting equipment.

6. The proposed equipment must have an easily readable display screen capable of displaying the status of the tabulator to both the poll workers and voters in multiple languages.

7. The proposed system must be compatible with existing election night reporting software package.

The estimated term of the Contract is one (1) with the option to renew for two (2) additional years.

All inquiries related to the requirements should prominently refer to “RFP No. 25-023, ELECTIONS EQUIPMENT, SOFTWARE AND TRAINING”, and the RFP opening date. In order to be considered, questions must be made in writing and received by the Office of Procurement no later than August 21, 2024 at 4:30 P.M. EST.

Responses to inquiries will be in the form of a numbered addendum to the specifications issued by the Office of Procurement and sent to all parties listed in the RFP file as Proposers(s) holding the RFP documents. Proposers should base responses only on the specifications including any addenda, which will become exhibits to the RFP document. The City, in its sole discretion, may decline to provide the information requested.

PLEASE NOTE that all addenda must be acknowledged either in the RFP response (there is a space for that purpose on the RFP cover sheet) when submitted or by following the instructions on the addendum cover sheet. If using the latter means to acknowledge receipt, the Proposer must write the business name of the firm, sign the sheet and email it to Purchasing Agent: Natalie Santaniello at nsantaniello@springfieldcityhall.com and/or include a copy of the sheet in the RFP response. Failure to acknowledge any addendum may cause rejection of an RFP response as required by Massachusetts General Laws. Proposer(s) are advised to call the Office of Procurement (413-787-6284) before sending their RFP responses to confirm that all addenda are accounted for.

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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