Title
Ballot Sorting System Lease, Including Training, Maintenance, and Repair - Requirements Contract - RFP 21-001 (Ordinance S-47104)
Description
Request to authorize the City Manager, or his designee, to enter into an agreement with Runbeck Election Services, Inc., to lease a ballot sorting system, including training, maintenance, and repair, in an amount not to exceed $363,000. Further request authorization for the City Controller to disburse funds related to this item.
Report
Summary
The City of Phoenix, City Clerk Department conducts Municipal Elections for the City. Most voters in City of Phoenix elections vote using a ballot they received in the mail. The City of Phoenix’s March 2021 projected registered voter count is over 860,000, with almost 670,000 of these voters on the Permanent Early Voting List (PEVL). Voters on the PEVL are automatically sent an early ballot by mail for each election in which they are eligible to vote, unless the voter requests the ballot not be mailed. Currently, mail in ballots are sorted manually by City staff. Utilizing a Ballot Sorting System to process early ballots and other election materials would provide a more efficient, accurate and timely manner to process ballot materials than a manual process.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
Request for Proposal (RFP) 21-001 was conducted in accordance with Administrative Regulation 3.10. There were three offers received by the Finance Department's Procurement Division on Aug. 28, 2020. The proposals were scored by a three-member evaluation panel based on the following evaluation criteria: Approach to Scope of Work (400 Points); Offeror Firm's Experience and Personnel Qualifications (300 Points); Project & Testing Schedule, Training, Technical Support & Maintenance (100 Points); References (100 Points); and Cost (100 Points), for a total of 1,000 Points. The offeror scores are as follows:
1. Runbeck Election Services, Inc.: 840 Points
2. Fluence Automation: 763 Points
3. BlueCrest Inc: 719 Points
The Deputy Finance Director recommends that the offer from Runbeck Election Services, Inc. be accepted as the highest-scored, responsive, and responsible offer that is most advantageous to the City.
Contract Term
The five-year contract term shall begin on our about Dec. 1, 2020.
Financial Impact
The aggregate value of the contract will not exceed $363,000, with an estimated annual expenditure of $72,600. Funds are available in the City Clerk Department's budget.
Location
City Clerk Department, 200 W. Washington St., 15th Floor, Phoenix, AZ 85003
Council District(s): Citywide
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the City Clerk Department.