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Optical Scanning Vote Counting System

1. 67 11 6 Software and Firmware Licenses cccesscceseceeseeeesaeeceaeecesceceeaeeeeaeeesaeeceaeeceseeceeaeeeeaeeeeaeeseaeeeeeeeeeaeene 68 116 1 License COSE O enr etn pee euren ee rente Mee AEE 68 11 7 Warranty and Maintenance SUPPOFt cccccssscccsssssceesssseccsssseecessseecessssecessseecesesueecsessseeesseaseeessaeeees 68 11 7 1 Applicability of warranty and maintenance support cccooccccnnoccnnnononnnnnnonnnnnnnnonnncnnnnnnncnnnnnnnonnnnnnnns 68 11 7 2 Hardware Warranty co ea dca a e nh a ee Ee 68 11 7 3 Hardware and Software Maintenance Support esses eene enne 68 TL 8 System ACQUISITION citada ill did dd 69 11 8 1 Alternatives for equipment acquisitions eese eene enne nennen nennen 69 11 8 2 Scope of Supplies ert D Detto en vete ine 69 11 8 3 Hardware and Software to Quote ooooocooccconcccconccnoncncononnnnnnonnncnnoncnnonnn nana n cnn cnn nc cnn nn nan nn et nntetnnne enne 69 11 8 4 Development and Installation Services to QUOTE ccooooccccooccncnoooannnononnnnnnnnnnnnnnnnonnnnann cnn cnn nnnnnannnnos 70 11 8 5 Training Services to Quote cccccccsssssssececcceesssssaeeeeceeesseesaeeeeeeeesesesaaeeeeceseseeeaaeeeeceeseeeeaaaeeeeeeeess 70 11 8 6 General Services to Quote 20 0 ceeecceesceeeeeceseeeeseeceaeeeeaeecsaeeceseecesaeeeeaeessaeeseaaeseeaeeeeaeeseaeeseeeseaeees 70 11 8 7 Installation Programming and Configuration Services to Quote
2. Maintenance After initial payment invoice schedule is Annual 11 3 Hardware Delivery Instructions The hardware delivery schedule for the machines will have to comply with the following requirements e Deliveries shall be scheduled in order to have all the machines delivered by the specified due date e The CEE s receiving area has a processing capacity of up to 200 machines per day The shipping container shall be schedule to remain on site for no less than a week for the unloading tagging and loading of the machines e Delivery containers shall not exceed 40 feet in length 11 4 Late Delivery Penalties Strict adherence to the required project implementation schedule is critical and shall not compromise all the tasks that are required to be done for the successful completion of the project A late delivery penalty of items includes its partial delivery within schedule and its remains outside of schedule For purposes of the late charges 1096 of the item cost will be charged at due date The CEE will charge an additional 1096 for every week after due date that an item is not delivered 11 5 Data Ownership The proponent should designate the CEE as the sole owner of the election data that resides in the system V 00 2 67 82 11 6 Software and Firmware Licenses 11 6 1 License Cost Any required software license agreement shall be presented as part of the proposal The CEE understands that the license re
3. Preferred eene 47 8 7 Transmission of Results 3 ote ee e i ea e e e E CENE EUR Ee RN ne ene ran eSa 47 8 7 1 Transmission from the Polling Place Mandatory c ccccccsscccssssscccsssseceesssseccsesseeseseseeeessseeeesesssesesees 47 8 7 2 Wireless Transmission from the College Preferred ccccccccsssscccsssseceesssseceessseeesssseeesssseeeeesaeeeses 47 8 7 3 Wired Backup Data Device Transmission Mandatory ccccsscccsssssccesssscccssssecessseeeeessnseeeesssseseses 47 8 7 4 Data Transmission Integrity Mandatory ccccsccccsssssccesssseccsesneecesssseeesesseeecesusecesssseeessseeesessseesenees 47 8 7 5 Rejection of Duplicate Voting Data Mandatory enne nnne enne enne 47 8 8 Additional Data Collection oooococonncccnocacincccnonccnnnccnonacnnnancnnnconnnccnonnnnannn nono nc nana rann aran nn nan nn nan cn eines intent nnn senes 47 8 8 1 General Conditions for Data Collection Mandatory cccoococccoooonnnnononnnnnnonnnnnnonnnncnnnonnnnnannnnnnnnnnnnnonnns 47 8 8 2 Ballot Image Capture Preferred sse eene nennn een aknatan aeeai 48 8 8 3 Ballot interpretation Preferred nennen nennen nennen nennen nnne sen nrnn sse n nnne 48 8 8 4 Optical Recognition Percentage Preferred eene enne eene nennen 48 8 8 5 EventiLog Mandatory cede et Fa s eR ERE ER E ERE cheese he 48 8 8 6 Communication verification Preferred eecceeesceeesceceeeeceseeeeeaeesea
4. For purposes of evaluating the quotes and comparing the different proponents costs the CEE will estimate the cost of the system up to December 31 2024 and will make the assumption that only two elections a primary and a general election will be held every four 4 years For support and training services the itemized prices shall be inclusive of travel living and any other expenses Itemized prices shall also be provided on a per diem basis for additional support services that might be required V 00 2 71 82 12 QUOTING ALTERNATIVES 12 1 General information Please note that in order for the proponent to not be disqualified from this RFP the proponent is required to quote all three alternatives All sections included in section 12 are considered Mandatory As different alternatives are to be quoted the CEE will project the implementation cost over a minimum period of eight 8 years 12 2 Equipment purchase Proponent is requested to present a proposal for providing to the CEE the equipment at purchase This means that the CEE would be purchasing all the necessary hardware software firmware and services upfront without the need of other considerations such as warehousing 12 2 1 Purchase Quoting Sheet The proponent will assume a contractual obligation of securing the proposed price for a minimum of six thousand 6 000 machines up to a maximum of seven thousand five hundred 7 500 to be purchased before December 1 201
5. Resident Commissioner District Senator Senator at Large District Representative Representative at Large Mayor and Municipal Legislator JAT Junta de Asesores T cnicos Spanish acronym for the CEE Technical Advisory Board Local Commission Office Local CEE office located at Precincts or Municipalities V 00 2 13 82 Word Phrase or Abbreviation Definition Machine Optical scanning voting machine Municipality A political and geographic subdivision of Puerto Rico assigned with governmental authority Notification A notification is a message generated at the machine display that will not generate an audible sound The machines shall stop accepting ballots until the Notification is acknowledged by a poll worker OSIPE Oficina de Sistemas de Informaci n y Procesamiento Electr nico Spanish acronym for the CEE Information Systems and Electronic Processing Office Over Vote Voting for more than the maximum number of selections allowed in a contest Plebiscite Process by which electors get presented with one or more specific questions regarding matters of political status Polling Place A physical location that holds one or more electoral units Generally this would be a school Precinct A group of one or more electoral units made up of a municipality or part thereof Primaries Process by which individuals get elected for candidacies from each political party Refer
6. that is bought by the CEE thereafter will be covered under a separate mutual agreement with the proponent at an agreed upon price 12 2 5 Summary The summary section of the purchase alternative adds the following items in order to provide for a comparison of costs between the different quoting alternatives and ease the evaluation process for the CEE Such items include the following a Table 11 Initial Costs Non recurrent Costs Elections Cost Calculated for 2016 General Elections and Political Parties Primaries 2016 Recurrent Costs b Table 12 Future Costs Elections Cost Calculated for 2020 amp 2024 General Elections and Political Parties Primaries 2017 2024 Recurrent Costs V 00 2 74 82 12 3 Rental Quotation Sheet Proponent is required to present a proposal for the rental of the system in compliance with all the sections of his RFP The rental shall be proposed by election assuming that at least twelve 12 months will be required for the lease term It is expected that for Primaries and General Elections the total of the rental machines shall be about a minimum of six thousand 6 000 machines up to a maximum of seven thousand five hundred 7 500 machines However CEE requests quotes for smaller quantities of machines for other elections In addition to all the installation programming installation and support services required as part of the proposal the rental agreement shall include the following 12 3
7. Board is issued the guarantee posted will be returned to the protesting Proponent s irrespective of whether the decision is or is not favorable to said Proponent s 9 11 4 Legal Resolution of dispute Venue for any action claim dispute or listing relating in any way to this process or the resulting contract shall be in the courts of the Commonwealth of Puerto Rico V 00 2 63 82 10 FINANCIAL CAPACITY 10 1 Financial Capacity Evaluation The proponent must provide a statement of capacity addressing their capability to perform all required activities as specified in the proposal regardless of current pending or future contracts with other customers This financial information will be used to determine the proponent s financial capability to implement the project The proponent shall provide any additional information supporting the statement of capacity Such additional information must include The most recent five 5 Audited Financial Statements of the Proponent entity The most recent financial statements of the proponent s entity if available Copies of the last five 5 income tax returns Bank references ist of Proponent s financing sources such as loans equities securities and others during the preceding five 5 years including credit references Confirmation from a financial or commercial institution stating specific amount of credit available to Proponent s and the time period when such credit shal
8. EMS Mandatory The EMS shall be capable of managing multiple user roles The EMS shall provide for one administrative function containing full access to the system Furthermore the EMS shall be capable of handling multiple concurrent users for programming different elections The aforementioned roles are the minimum required by the CEE However this requirement does not limit the EMS from having additional roles that can be later on assigned to users 7 2 2 Relational Database Management Systems Mandatory at FAT The proponent shall identify all relational database management systems RDBMS used by the EMS 7 2 3 Data Import Mandatory at FAT The EMS shall be capable of importing all the necessary data for an election in CSV format and fixed length to program an election 7 2 4 Data Export Mandatory at FAT The EMS shall be capable of exporting all the necessary data for an election in CSV format and fixed length to program an election V 00 2 38 82 7 2 5 Multiple Elections Mandatory at FAT The EMS shall be capable of managing multiple elections simultaneously as required for Primary Elections where all the political parties will have their primary elections on the same day The minimum required of multiple elections that the EMS shall be capable of handling are six 6 7 2 6 Adding and Disabling Colleges Preferred The EMS should allow new colleges to be added and existing ones to be disabled during and after a
9. Electoral Ballot A total of 110 different ballot styles will be required for the Federal Electoral Ballot Out of the required Municipal Primary Ballots it will be required to configure different variations of the municipal ballots such as Municipal Legislators Election Only grouped candidacies between a mayor candidate municipal legislators and mayor only V 00 2 27 82 As part of the system validation each developed ballot shall be tested with an operational qualification protocol 6 8 4 Infrastructure Development Support 6 8 4 1 Communications Infrastructure Project Support Mandatory at Implementation The proponent shall describe all remote communications technology necessary to transmit results from the machines into the EMS This description must detail all data communication requirements total bandwidth speed requirements and supporting hardware devices to be connected to the Central Processing Center The CEE shall provide this infrastructure These requirements shall take into consideration that approximately 7 500 colleges in about 1 600 electoral units will be reporting results within two hours following the end of the elections Proponents shall note that the elections will end simultaneously in all polling places and that as a result extremely high communications traffic shall be expected Proponent shall be available to support the implementation of any communications infrastructure projects as part of its support
10. Evaluation 10 weight factor The evaluation of a company s financial capacity will consist of a score valuation that will independently rank each proponent This task will be performed by the Commissioners Financial Advisors Each proposal will be assigned points based on the Cost Proposal CEE will use the costs presented for hardware software labor support and miscellaneous items in the cost evaluation of the proposal If the proponent does not pass the financial evaluation the proposal shall be rejected 13 2 4 1 Price Evaluation 20 weight factor Proponent shall comply with the quoting process set forth under section 10 and 11 The proponent shall utilize the provided Excel spreadsheet in order for their price structure to be considered All three alternatives purchase of equipment equipment financing and equipment rental For standardization purposes all cost will be evaluated for a period ending December 31 2024 The evaluation will consist of analyzing the price structure of the purchase alternatives The Commissioners Financial Advisors might determine at any time to not utilize the purchase alternative g and proceed with the evaluation of the other two alternatives From these two alternatives the Commissioners Financial Advisors will then select the one that contains the lowest price The Commissioners Financial Advisors will then score the price structure given by each proponent within the selected alternative The Commis
11. Machine replacement procedures including data transfers e Audit trails e Data recovery and backup verification Training sessions shall accommodate 20 participants and the CEE will provide the necessary facilities Proponent shall indicate the duration of the training Proponent shall be responsible for the travel living and incidental expenses of trainers The training manuals must be user friendly easy to follow include a detail list of any and all messages issued by the system and the appropriate action applicable to each message In addition to hands on training the training should include quizzes and final examen to reinforce the staff s learning experience and allow the CEE to determine the efficacy of said training on its personnel CEE Recommends the hiring of local Spanish speaking Instructors to save on travel and living and help the local economy 6 8 9 6 Maintenance Training Mandatory at Implementation Proponent shall provide hands on maintenance training for the voting machines This shall include but not be limited to e Diagnostic processes e Required maintenance procedures e Uninterruptible Power Supply diagnostic and maintenance procedures e Parts replacement Training shall accommodate 10 participants and the CEE will provide the necessary facilities Proponent shall indicate the duration of the training Proponent will be responsible for the travel living and incidental expenses of trainers The training
12. Machines eene eene nennen nennen nennen nnne 35 74 1 Scanner FU aa 35 7 1 2 Mark RECOBNITION ici dana 35 7 1 3 External Battery Back Up Mandatory cccccccsssccesssscecessseecessssseecscaeeeessseecesseueeeeseseeeesssaeeeeesssaeeeses 36 7 1 4 Internal Memory Device Mandatory esses enne nennen nennen nennen nnns innen sinn 36 7 1 5 Transportable Memory Device Mandatory cccccsscccesssscccsssssecesssseeeesseeecsesseeseseeeeessseeeesssaeeesees 36 7 1 6 Redundant transportable Memory Device Preferred coooocccnooccncnooonnnnnoonnncnnnnnncnonnnnnnnnnnnncnnnnnncnnnos 36 7 1 7 Transportable Memory Installation Mandatory c cccccsscccssssscccssseceessseeecsesseecessseeeessseeeessssaeeeses 36 7 1 8 Data Comparison Preferred aeea tie anaa ai a aaiae arati ana iaraa aiina 36 724 9 Interactive Display tee EE EA E ISI A 37 7 1 10 Mili HM E avalis Sahel males tines 37 7 1 11 sElllod i cu eae es 37 7 1 12 Machine Ballot Box Segregation Mechanism Preferred ccooocccncnoccnnnononnncnnnonnncnnnonnnnonnnnnnonononnncnnns 38 7 2 Election ManagementSystem EMS tt letal ata ped ev ee ina 38 7 2 1 Election Programing in the EMS Mandatory esses nennen nennen nennen nennen nenne nnn 38 7 2 2 Relational Database Management Systems Mandatory at FAT ccooooccccnoccccconoonnnnononnnnnnnnnnnnnnnnnnnnnnnos 38 7
13. Proposal Preparation ccccccccsscccesssscccssseccesssseecesssecesesseeccsesseecescseeecssuseseseaseecessaseeesssaaeeesses 51 9 1 5 Advance payimierits 5 2 0 HDI I HERD ERR EET RP TREE Ego 51 V 00 2 6 82 9 1 6 Restriction on Communication Prior to Submission of Proposal 52 SLAM MS OS ROVER EC ERO enacessnees RU eese VETRO IARE RENE REO ER E RES 52 9 1 8 Return Instructions Mailing Address and Deadline for Receipt of Proposals eesesssss 52 9 1 9 Confidentiality Requirements cc cccscccessssccesssseeeesesseecesessecesssseecesesaeeesscsseecseuseceseaseeeeseaseeeeeesaesenses 53 9 2 Proposal Requirements and Format ccssescccesscceecessscecesscecusessccensessnsensescecesasscscesasseceneesaesesessaecesessceenees 53 9 21 SubmissionRequirements e roe tete ettet e rtc a ere erede Re DC dada 53 9 2 2 Proposal Components and Submission Requirements esses eene enne 53 A M a ea a aa a a oo aa a eaa aa aE aeae n ta ETEen M 54 9 2 4 The Executive SUMMALY ccsccccsesssccesssseccesssecesssseecesssseecesssaeeesesseeeesesaeecesaeeecseuseessesseecssenseeesseaaeeeeses 55 9 25 Key Personnel NO 55 9 2 6 EXDOF GIICG t 2e RN NN NN PUE RU e Edd 55 9 2 7 SUDCOTRItFaCEOTS erret rrt erre A A A SEEK aie aaa ina 55 9 3 Proponent Qualification Terms esssessesssseeeeee eene enne nennen nennen nennen nnns s sinn inns enne sss e enean serena nnn 55 9 3 1 Registration
14. Quadrennial Percent Rate d Table 7 Cost per Elections Year Primaries and General Elections in 2016 Primaries and General Elections in 2020 Primaries and General Elections in 2024 12 2 4 Recurrent costs Recurrent costs as defined in this RFP include the regular costs incurred repeatedly or for each machine acquired or each service performed on a repeated basis The CEE understands that such repeated costs fall under the following categories a Table 9 Licenses EMS Database amp Operating System License Firmware Licenses per machine It is worth noting that the CEE has decided to maintain separate the firmware prices from those of the machine Furthermore the CEE believes that the firmware prices should be unitary in other words per machine purchased and not bundled b Table 10 Maintenance The CEE defines maintenances as the guarantee issued by the proponent promising to repair or replace when necessary the following equipment within five 5 years from the date of the three 3 year warranty expiration The maintenance shall cover 24X7 two 2 months prior to and two 2 months after any election event Machine Backup Transmission Device EMS Hardware with Redundancy Multiple Memory Device Writer Burner The above mentioned recurring cost shall remain at fixed price up to December 31 2016 From the moment of purchase and for the total machines bought prior to December 1st 2015 Any additional machine
15. Requirerment iiie eee cerit irat e esa are n aao ias Rea aaas dacusabudgcesddadusazessactecdseea 55 32 Bid BOM err 55 9 3 3 Disclosure Statement eranen etie er etre eie dave iva eate Tee 56 9 3 4 Current Engagerfierits eee a eure e eee aiaee 56 9 3 5 Additional required documents E ati ia 56 94 Schedule or Events dad t emt tee teen 57 9 4 1 Publicatiom ot this REP cintia 57 9 4 2 Proponents Notify CEE of their Intention to Bid nennen enne enne nenne 58 9 4 3 Mandatory Pre Bid Meeting eene eene enne en nnnnn nennen nenne inns sene n dada ne nnne nan 58 9 4 4 Questions and Answers Period cccccescccssecesceeeeseeceseeceaeeceseeeesaeeceaeeceaeeceaeeeeaeeseaeeseaeeseaeesseaeeneaeeesaes 58 9 4 5 Proposals Due Date etel imeem ede 58 9 4 6 Bid Board Evaluation at Bid OPeNing ccccccccssssccesssseccessssescsssseecesesseecessseecesessseeesesseeesesaeeesseseeeeses 58 9 4 7 Individual Presentations from Proponents esses eene enne enne nennen nennen nennen 58 9 5 Minimum Contract Requirements ccccccccccsssssstneeccceeesseeseeeeeceeeseeesaaeeeeeceseseeesaeeeeeeeeseeeaaaeeesesesseeeaaaaeeeeeeses 59 9 5 T1 ASSIBPIme DES aea A hue a cc Nea SECRET LEM e cca reser E 59 9 5 2 ContractSighat re eios AAA teint dans tel Pee mae sed eee tet eque aet ede reve tees 59 9 5 3 Penalties for Breach Of CONtrACt cooocconncccincccnonccnonccnonnncnnnccnoncnnnnnnconnn nono ncnn cn ennns nan nn et nnne
16. Rules Mandatory at FAT esses eene 45 8 4 4 Standard Ballot Processing Mandatory esses nennen eene enne nennen nennen nenne nnn 45 8 4 5 Multiple Precinct Ballot Processing Preferred eee enne enne enne nenne 45 8 4 6 Visible Ballot Counter Preferred ooooooccconccconcccnonccconncononccnonccnonacnonacnnnnncnnn car nnnnann cnn nitent entente senten enne 45 NA 45 8 5 1 Malfunction Notification Mandatory cccccccccssscccsssseccessssecesesseeccsesseecescseeeeseseseceseaeeesssssesesseaeeesees 45 8 5 2 Ballot Ejection Alarm or Notification Mandatory ccccscccccsssscccsssseceesssseeceesseecesseeeeesseeeeesssaeeenses 46 8 5 3 Ballot Ejection Alarm and Notification Preferred sisse eene 46 8 5 4 Successful Transmission Alarm or Notification Mandatory essere nnne nennen 46 V 00 2 5 82 8 5 5 Transmission Failure Alarm or Notification Mandatory ooocccnoocccnnooonnnnononnncnnnnnnncnnnnnnncnnnnnnnnnonnnnnonnns 46 8 6 1 Zero and End Report Mandatory sessi nnne sse n nennen nnns nennen siena 46 8 6 2 Zero and End Report Format Mandatory at FAT ccccssscccsssssecessseccesseeccsssssesesseeeesssseeeeessseeeesees 46 8 6 3 Multi Precinct Zero and End Reports Preferred enne enne enne nnne 46 8 6 4 End Report Printing Restrictions Mandatory at FAT eene 47 8 6 5 Restricted End Report Printing
17. allowed to open a machine once it has been closed at the polling place 8 2 3 Restricted polling opening and closing Preferred The system shall not be allowed to open a machine prior to a specific date and time Moreover the system shall not be allowed to close a machine prior to a specific date and time V 00 2 43 82 8 3 Voter Interaction 8 3 1 Detection of ballots with Under Voted and Over Voted Votes as well as Protestadas and Blank Ballots Mandatory The machines shall have the capability to recognize a ballot that contain an under voted or over voted as well as ballots that are protestadas or blank The machine shall display a message in to the voter warning about the condition The voter shall then be able to correct the ballot and resubmit it or indicate that the ballot is to be cast as is 8 3 2 Customized Interaction Messages Mandatory The system shall have the capability to configure different messages for over votes under votes protestadas and blank ballots These messages shall be fully configurable and shall be displayed 8 3 3 Display of Messages Mandatory The machine shall have the capability to automatically display messages as an under vote over vote protestadas and blank prior to the voter s interaction to confirm or correct the ballot 8 3 4 Messages to be displayed Mandatory at Implementation The messages to be displayed shall be fully customizable Examples of messages are shown on Append
18. as any CEE resolution with respect to this bid V 00 2 11 82 2 OBJECTIVES The objective of this RFP is to obtain proposals for the purchase financed purchase or rental of all the hardware software firmware and support services required for the successful implementation of an OpScan system for the CEE The objectives for this new electronic precinct vote counting system are e To enable reporting result of more than 95 of colleges for an election no later than three hours following the closing of the electoral college e To provide a voting system that allows interaction between the voter and the vote counting machine notifies the voter whether he she has cast a valid vote and that gives the voter the opportunity to correct mistakes that would otherwise invalidate the vote V 00 2 12 82 3 DEFINITIONS For purposes of this RFP the following terms shall be defined as follows Word Phrase or Abbreviation Alarm Definition In the machine an alarm will generate an audible sound that would alert the poll worker about a specific condition In order to deactivate or silence the alarm an action or acknowledgement from the poll worker shall be required Ballot Style Particular set of contests to appear on the ballot for a particular election precinct their order the list of ballot positions for each contest and the binding of candidate names to ballot positions CEE Comisi n Estatal de Ele
19. breach of any of the terms and conditions of the contract In addition the CEE shall have the right to pursue any and all additional remedies that the CEE may have in law or in equity against Proponent 9 6 Performance Bond The selected proponent shall post a performance bond acceptable to the CEE in favor of the CEE in original of 10096 of the total amount of the proposal The performance bond shall be issued within ten 10 calendar days from awarding of the bid The performance bond shall be issued by an insurance company registered and duly authorized to do insurance business in Puerto Rico by the Office of the Insurance Commissioner of Puerto Rico or may be presented as a Manager s Check or Money Order The performance bond will constitute a provisional security submitted by the Proponent to assure the CEE that the proposed system will be implemented in accordance to the requirements terms conditions and contractual obligations accepted by the proponent The performance bond will be returned to the proponent once the CEE certifies that the proponent complied with all the aforementioned stipulations and satisfactorily completed the project on or before January 31 2017 9 7 General Delivery Schedule A project schedule was developed for the utilization of an OpScan Voting Systems during the Primary and General Elections of 2016 By submitting a proposal the proponent accepts adherence to the detailed schedule shown on Appendix I 9 8 Other T
20. defines the way in which general elections special elections primaries and other elections shall be conducted In addition the law gives the CEE the responsibility for evaluating the various electronic voting systems available in the market for future implementation on elections in Puerto Rico Purpose of this Request for Proposals RFP For those elections managed by the CEE it has been decided that a precinct vote counting colleges in Puerto Rico system be established This system will tabulate ballots as they are cast and will print results after the close of polling places The technology selected for this vote counting system is the Optical Scanning Voting System OpScan The CEE decided to use the OpScan technology because it is the one that would pose the less disruption and changes to the election process currently used in Puerto Rico The CEE is soliciting proposals for the acquisition of all hardware software firmware and support services required for the implementation of the aforementioned OpScan system Authority under which this RFP is issued This RFP is issued in accordance to the Laws of the Commonwealth of Puerto Rico including applicable federal and local regulations The terms conditions and eligibility requirements for this RFP are established herein All requirements and procedures not specifically set forth herein shall be governed by the Bid Regulation of the CEE approved on September 10 2014 as amended as well
21. election Costs per election include proponent s charges to the CEE when running a primary or a general election These costs are automatically carried over from what the proponent inserted under the purchase quotation workbook 12 3 4 Recurrent Costs Recurrent costs as defined in this RFP include the regular costs incurred repeatedly or for each machine acquired or each service performed on a repeated basis These costs are automatically carried over from what the proponent inserted under the purchase quotation workbook V 00 2 75 82 12 3 5 Rental Details This section provides for the proponent to fill tables for certain hardware and firmware licenses that can be unitized It is the intent of the CEE that the proponent provides under this section the monthly charges i e rent per hardware and firmware according to a pre established quantity The following is the equipment and firmware license under this section a b c d e f Machine with Firmware License Backup Transmission Device with Case if applicable Machine Case Transportable Memory Device Machine Firmware License Multiple Memory Device Writer Burner The CEE believes that the minimum order quantity MOQ will be ten 10 however the proponent should quote for the following quantity breakdown a b c d e f 10 to 49 50 to 99 100 to 199 200 to 1 999 2 000 to 5 999 6 000 or more It is a requirement that the proponent pro
22. esee 70 11 8 8 Election Operating Services to Quote ccccnocccccnooonnncononnncononnnnnnnonnnnonnnnnncnnnonnnnnnnnnncnnnnn nn cnn nnnnnnnn nooo 71 12 QUOTING ALTERNATIMES iet ere AA A di 72 12 1 Generalinformation cocnncccinuccconccnonccnnnncnnonccnonannonnncnnnc conan anne anne a et nhsetnntetnnts entes estes es tnse tents tents ennt rennen enn 72 12 2 Equiprnentputcha se c rn ari eves ete T kasha evades eee eis eevee RAE tee a 72 12 2 1 Purchase Quoting S EE eec e det E a EUR e I RO IRE ee 72 12 2 2 Non Recurrernt COSS i ener noia A ee eth earn ea ani eR TOR u suai ede Exp Chu d aa Dx A 72 12 2 3 Costs per cei EE dad 73 12 2 4 RECUFPENUCOSES PEPERIT 74 V 00 2 8 82 12 2 5 UM idad 74 12 3 RentaliQuotation ieeta asi n eMe Ree e e e ERE HR Eee ee Oen eret 75 12 3 1 Quoting scope for equipment rental eene nn nnne nnne nnne 75 12 3 2 NON RECUIENT COSTS win n 75 12 3 3 Soal eiae a e 75 12 3 4 Recurrent fo 1t 75 12 3 5 RentalDetalils ert toe ee ae e e tete tee p eec aaa cused ada pat 76 12 3 6 SUIMUIM APY e 76 12 4 Financing Quotation Sheet nennen a aE sinn rines inn Eae iTo aa adain 77 12 4 1 Quoting scope for equipment financing esses enne enne enne nennen nennen 77 12 5 Uninterruptible Power Supply UPS Quotation Sheet enne nnne 77 13 BASIS FORA WAR Dina 78 13 1 Evaluation of
23. files should be stored in the machine memory but it should not be transmitted with the election results from the polling places No time stamp or file name association with the voting order shall be available on these ballot images files 8 8 4 Optical Recognition Percentage Preferred The machine shall be capable of storing and exporting the fill percent of a voting response field used to interpret by the machine as a vote Such fill percent should correspond to captured image ballot 8 8 5 Event Log Mandatory The system shall generate an event log where the time stamp for all the operation of the machine shall be logged As part of the log the opening time closing time report generation time stamp and any alarm condition or operational procedure shall be automatically logged This event log shall be stored on the machine memory but it shall not be transmitted with the election results from the polling places In addition all data transmission related activity shall be recorded on the event log 8 8 6 Communication verification Preferred The system shall be capable of providing a communication test procedure to be executed before the election date to confirm the communication feature of the machines 8 9 Transportation and Storage 8 9 1 Transportation Requirements 8 9 1 1 Machine Transportation and Handling Mandatory at FAT The system shall provide means to safely and easily handle transport and install the voting equipmen
24. manuals must be user friendly easy to follow include a detail list of any and all messages issued by the system and the appropriate action applicable to each message In addition to hands on training the training should include quizzes and final examen to reinforce the staff s learning experience and allow the CEE to determine the efficacy of said training on its personnel CEE Recommends the hiring of local Spanish speaking Instructors to save on travel and living and help the local economy V 00 2 33 82 6 8 10 Spare Parts Additional Machines and Software Updates 6 8 10 1 Hardware Parts and Supplies Availability Mandatory Proponent shall disclose information about the projected lifespan and production plans of machines spare parts and supplies The proponent shall maintain a stock of spare parts in Puerto Rico especially during the timeframe leading up to the and through the Primaries and General Elections At minimum the proponent should have on inventory in Puerto Rico during the life of the project the parts that require replacement the most 6 8 10 2 Software Updates Notification Protocol Mandatory Proponent shall have available and describe their protocol for notifying and distributing critical software or firmware updates If the machines and applicable software are to be acquired through purchase or financing we expect that the proponent will be responsible for maintaining the software and firmware updates during t
25. new political parties In the last General Election held in 2012 six island wide political parties participated and several local political parties presented candidates for specific municipalities Each political party has the right to hold primaries for the election of candidates for the various positions The primaries will be held on June 5 2016 The registered voter participation rate for the 2012 general election was 78 41 1 884 151 out of 2 402 941 registered voters There were 1 533 active electoral units and 7 255 colleges 5 2 Summary of Current Voting System For election purposes Puerto Rico is divided into eight senatorial districts and forty representative districts Each senatorial district may include between seven and eighteen precincts while each representative district may include between one and six precincts Appendix A shows the senatorial districts and the distribution of the representative districts within each one of them There are 110 precincts in Puerto Rico Within these electoral precincts there are currently 1 533 electoral units which are typically located at schools or other public or private buildings Within each electoral units there are between one and twelve colleges Voters are assigned alphabetically to each college The quantity of electors assigned to each college varies depending on the type of election Traditionally in a general election each college has approximately 373 voters assigned In all prio
26. of votes recognized by the Puerto Rico Electoral Law are listed in quotes as they are currently referred to in Spanish V 00 2 17 82 5 3 1 Candidates for each position The maximum number of candidates a party can present the maximum number for which an elector can vote and the number of candidates that can get elected are depicted on Appendix C 5 3 2 Ballot Classification General Elections Ballots are classified according to the way in which they have been cast It is required to keep a registry of the total number of ballots cast for each classification This information would enable political parties to perform statistical evaluations of election results Casted ballots are classified as follows 5 3 2 1 Blank Ballots Blank ballots are those with no marks under any of the evaluation areas 5 3 2 2 Protestadas Ballots The protestadas ballots are those cast only under the political insignia of two or more political parties Furthermore a protestada ballot is one where ALL contests where over voted 5 3 2 3 Adjudicadas Ballots The adjudicadas ballots are those that contain at least on valid vote under a particular contest The adjudicadas ballots are classified as e ntegro ballot The total number of ntegro ballots for each political party are tabulated e Mixto ballot The total number of mixto ballots for each political party are tabulated e Candidatura ballot The total number of can
27. part of the support service in order to confirm to CEE that the ballot boxes provided by local proponents are in compliance with the ballot box design and specifications V 00 2 28 82 6 8 5 Project Management Support Mandatory Proponents must provide project management support throughout the entire life cycle of the project Additionally the proponent shall provide an organizational chart for the project detailing the qualifications of each project team member The organizational chart shall indicate the chain of commands as well as designate the individuals responsible and accountable for the completion of each component and deliverable in the RFP Furthermore the following information shall be provided for each project staff member a Project role b Curriculum Vitae c Location s where work will be performed d Duration of employment with the proponent e Resource allocation percentage Finally the CEE requires that the project manager or individual responsible for the execution and completion of the project shall have experience in at least two 2 general election cycles in a Federal or national level managing projects of similar size and complexity 6 8 6 On Site Support for Elections Mandatory at Implementation Technical support shall be provided and included as part of the proposal based on the implementation of two elections during this electoral cycle a Primary Elections and a General Elections Proponent sh
28. provision of a certification of such right bearer holding shall suffice with such compliance 9 1 4 Cost of Proposal Preparation The CEE shall not be responsible or liable for costs incurred by proponent in the preparation of a proposal submitting supplemental information attending negotiation or clarification meetings if any is requested or any other cost related to the proposal or to the process These costs will be borne solely by the proponent 9 1 5 Advance payments The CEE is not authorized to perform advance payments for the purchase and acquisition of goods and services Therefore any request for advance payments will not be taken into consideration for this RFP and requesting such advancement will be considered a matter of disqualification Furthermore the CEE V 00 2 51 82 will not consider advance payments for the possible contract agreement between the CEE and the Proponent 9 1 6 Restriction on Communication Prior to Submission of Proposal After the release of the RFP and continuing through the due date to submission of proposal communication will be limited between a person designated by the proponent and a designated individual from the CEE s Procurement Department All communications shall be in writing to OpScanSystemRFP Q cee gobierno pr 9 1 7 Amendments The CEE reserves the right to modify this RFP at any time before its proposal due date May 1 2015 RFP amendments will be delivered to all those who express
29. service technician to figure out the failure cause 8 6 Reports 8 6 1 Zero and End Report Mandatory Each machine shall be capable of generating and printing a zero report to show that there is no vote accumulation for any of the contests and elections Moreover the machine shall be capable of generating an End report that details the total voting results of the votes cast Finally the machine shall be capable of generating multiples copies of both reports The printing of the reports shall be controlled in order to avoid unauthorized printing Each time a report is requested the report shall be printed 8 6 2 Zero and End Report Format Mandatory at FAT Each machine shall be capable of generating the required report layout as provided in Appendix H Even when the required report layout is presented as show on Appendix H it is important to note that the report length to be printed from the machine will vary in length depending upon the quantity of contests chosen for that election When machines have multiple precincts programmed the reports shall follow ascending order based on precinct number Each of the aforementioned reports shall be individually printed 8 6 3 Multi Precinct Zero and End Reports Preferred A machine configured to accept ballots from multiple precincts must be capable of printing separates zero report for each precinct For the end report a machine configured to accept ballots for multiple precincts will al
30. tents ennns entes n nnne 59 A REPE 59 9 7 General Delivery Schedule ci rie rte ee EO as 59 9 8 Other Terms Conditions and DisclaiMers occccnnnnnnnnnnnnnnnnnnnnnonononononononononononononononnnnnnnnnnnononononinininininininos 59 9 9 Debt Certificates ciem ERR e HR EXER e EHE EN Ee ER Te Fe E ERE ES HER e I Fe HR Eee YER aA SAEN 61 9 10 Governing EaW 2 ciere E dE RR ra RR DECR REED HE E a dE Ne dE E ERR AREE e MER canina 62 V 00 2 7 82 9 11 Choice of Venue A 62 9 11 1 Bid Board No Award Protest 0 ccccccssccceseeceseeeeseeeeseceeeaeeceaneceaeesesceeeeaeeceaeeceaeeceaaeseeaeeeeaeessaaeseaaees 62 PaL M 62 9 11 3 Bid Board Award Protest ccscccsssceceseecesceceseecesaeeseaeeeeaeeceaeecescecesaeeeeaeeceaeeceacecsaeeeeaeeseaeessaeeseaaees 63 9 11 4 Legal Resolution of dispute cerne etm tete e tei eie a Cei re Eres Ra elas 63 TO FINANCA CAPA CETY iiiter Cree Ee REPRE boa as 64 10 1 Financial Capacity Evaluation recae fee a 64 TT QUOTING GENERAL GUIDELINES iecore ente eene inte eet ente cepe tee uet cete e re ee e cette evene esent 66 11 1 Quoting formatas iia 66 11 2 PaymentSchedule E EE E ec imr nit v HR RR EE e Ere iad 66 11 3 Hardware Delivery Instructions esses e a e e nnne a nennen nennen seen e n nnns 67 I1 Mate Delivery Praia 67 11 5 Data QWNErSHID E
31. the maximum number of precincts that can be programmed This number shall also be specified in the quotation spreadsheet as it will be used for calculating the amount of multi precinct machines to be acquired V 00 2 40 82 7 2 11 Data Transmission Integrity Mandatory The system shall detect report and disregard any data communication entering the system from an unregistered machine It shall also be capable of identifying any login attempts from colleges that have already sent their results and that are trying to transmit results again Finally it shall display clear feedback messages to the poll worker once the data transmission is successfully completed 7 2 12 Audit Trail Features Mandatory The EMS and the machines shall provide an audit trail that will log all actions in sufficient detail for tracing of data changes 7 3 System Architecture 7 3 1 Architecture Overview Mandatory The proponent shall provide the required system architecture e EMS Server application e EMS Client application e EMS database e Machine Client application e Server Redundancy Redundancy shall avoid any single point of failure on active devices 7 3 2 Disaster Recovery Mandatory at FAT The proponent shall provide a detailed database backup plan and a complete disaster recovery plan for data During the implementation phase the plans will be fully tested prior to systems certification and acceptance 7 3 3 Data Redundancy
32. will be returned unopened to said proponent 9 3 3 Disclosure Statement The Disclosure Statement shall contain the following information 9 3 3 1 Proponent Business Relationships The full name and business address of any legal entity in which the proponent holds a debt or equity interest of at least five percent 596 or which is a parent company or subsidiary of the proponent and a description of the ongoing organizational relationships as they may impact operations within the state 9 3 4 Current Engagements If any proponents involved with this submission is currently engaged or performing any type of work with or for the CEE or any other Puerto Rico public corporation or governmental entity indicate the projects the division managing the projects the amount of outstanding fees remaining and the estimated date of completion For limited services contracts please include only the amount of all tasks orders executed or under negotiation Also include your estimated fees for pending supplemental agreements and any projects for which your firm team has been selected but has not executed an agreement Work of affiliated and or subsidiary companies must be included Work being performed as a consultant to the government or as a consultant to a joint venture partner with a private entity in any such project must also be included 9 3 5 Additional required documents Current or Pending Legal Actions A listing and explanation of any civil or c
33. 1 Quoting scope for equipment rental This scope of supply will cover the total machines required for a particular election The different types of elections can vary thus the quote shall be divided into a Non Recurrent Costs b Costs per election c Recurrent Costs d Rental Details e Summary The rental agreement shall include the shipment storage and handling of the equipment from the proponent s site to the Electoral Operation s building of the CEE The transportation back from the Electoral Operation s building of the CEE to proponent s location shall also be included on the rental price The proposal shall include on the rental fee all the required labor and material to either install the equipment during the election setup and to uninstall packing and shipping all the equipment back to the proponent s warehouse The proponent and the CEE shall agree upon a request and delivery term for each election In other words the rental agreement needs to include the amount of time needed by the proponent to respond to a request from the CEE for an equipment rental for a particular election 12 3 2 Non Recurrent Costs Non recurrent costs as defined in this RFP include one time costs incurred for each machine produced or each service performed on a unitary basis i e per machine month solution or lump sum These costs are automatically carried over from what the proponent inserted under the purchase quotation sheet 12 3 3 Costs per
34. 2 3 Data Import Mandatory at FAT cccccccccssscccsssssecesssseecessseeecsssseecessseeeessssseecssesseecssseseeesesseeessssaesenses 38 7 2 4 Data Export Mandatory at FAT ccccccccssssccesssssccesssseecesssseccsssseecessseecessseeecseueeecseaeeeesseaseeeessaaesenses 38 7 2 5 Multiple Elections Mandatory at FAT cccccccssssccesssseccessseeccsssseecesssaeecessseeeeseuseeesssueeesssaseeessesaesesses 39 7 2 6 Adding and Disabling Colleges Preferred ccccccccessccesssscceseseeeesssseecessseeeesssseeeesseeecessaaeeessenaeseses 39 7 2 7 Jurisdictional Election Levels in the EMS Mandatory at FAT cccccccccsssseccsssssecessseeeeesssseseesseeseses 39 7 2 8 Ballot Design te cte cre aia 39 7 2 9 Printing and Printing Options for Ballots ooooccnnoccccnononnnnnnnnnnnnononnnonononnnconononnnnnnonnnnnnnnnnnnnnnnnnnnnnos 40 7 2 10 Multi Precinct Programming Preferred sess eene nennen enne nennen 40 7 2 11 Data Transmission Integrity Mandatory esses eee nennen nnns nennen 41 7 2 12 Audit Trail Features Mandatory anena a a h eda aaaea iha eaaa e aaa 41 7 3 System Architecture eene eet iE CHE E eee E RET eee 41 7 3 1 Architecture Overview Mandatory ccccssccccsssscccsssseecessssecessseeecsesseeeessseeeesssseeeesssseeessssesessssaeeeses 41 7 3 2 Disaster Recovery Mandatory at FAT cccccccssssccesssseccessssecesssseeecsceeeesssseeee
35. 5 The purchase quote is divided into the following sections and explained herein l Purchase Quotation Sheet o Questions o Cost Details Non Recurrent costs Costs per election Recurrent costs o Summary Il Financing Quotation Sheet o Financing Calculation Ill Rental Quotation Sheet o Cost Details Non Recurrent costs Costs per election Recurrent costs o Rental Details o Summary 12 2 2 Non Recurrent costs Non recurrent costs as defined in this RFP include one time costs incurred for each machine acquired or each service performed on a unitary basis i e per machine month solution or lump sum Under the non recurrent costs the CEE has identified the following pertinent items a Table 1 Hardware Machine refers to the Optical Scanning Machine The proponent will present a quote for six thousand 6 000 machines up to December 1 2015 This cost should be presented on a per unit basis Backup Transmission Machine with Case Machine Case V 00 2 72 82 Transportable Memory Device Transportable Memory Device Storage Case EMS Hardware with Redundancy Multiple Memory Device Writer Burner Memory Device Reclosable Static Shielding Bag Please note that if for backup transmission the proponent plans to utilize the same machine as the one to be used for a college proponent shall answer Yes to Question 2 on the Purchase Quotation Workbook of the aforementioned excel spreadsheet b
36. 6 000 machines up to a maximum of seven thousand five hundred 7 500 validated tested and ordered by December 1 2015 Interest rates and amounts are automatically calculated and displayed at the bottom of the workbook CEE will make an initial outlay to cover the deliverables detailed below as they are completed The initial outlay payment will be made on or before December 31 2016 Please note that the CEE will retain 1096 from each payment per law which will be disbursed upon project completion It should be noted that the aforementioned initial outlay does not include the license cost for the EMS and Firmware The cost of the machines should include the minimum three 3 year warranty These items are considered recurring costs for the duration of the contract and obtained from the purchase alternative workbook in the excel spreadsheet The finance terms shall include annual payments issued at the end of each year The first annual payment will be made on or before December 31 2017 one year after the last deliverable is completed and thereby the initial outlay amount fully executed December 31 2016 In his offer the proponent shall include the amount required for the initial outlay in addition to presenting financing terms up to a maximum of eight 8 years However license and maintenance fees extend up to December 31 2024 Most of the costs under the financing workbook are automatically carried over from what the proponent ins
37. CEE will require execute a Logic and Accuracy Testing L amp A for all the machines to be used on each election e Proponent shall be responsible for providing required support for the development of the testing procedure and the definition of the ballot test deck for reach test e Proponent shall be responsible to provide On Site technical support during the execution of these Logic and Accuracy testing for each one of the elections CEE will be responsible for the Logic and Accuracy testing execution 6 8 9 Training 6 8 9 1 Training Language Mandatory at Implementation All the trainings specified below should be conducted in Spanish by experienced and competent staff whose credentials shall be presented to and validated by the CEE prior to any sessions 6 8 9 2 Training Materials Mandatory at Implementation CEE shall receive electronic copies of all training materials and visual aids used in all training sessions The CEE shall have the right to record reproduce translate and adapt these materials and visual aids free of coverage for its own use 6 8 9 3 Operational Training for the EMS Mandatory at Implementation Proponent shall provide an operational hands on training for the EMS This training shall include but not be limited to e Power on of the system e Installation and configuration e Diagnostic processes e User management e M Ballot design e Data uploads e Receipt of data transmissions from the voting mac
38. Mandatory at Implementation The EMS shall have data redundancy features The Proponent shall provide the necessary equipment and software for implementing hardware and data redundancy The redundancy shall exactly mirror that of production The communications infrastructure will be provided by the CEE Such redundant site will be located at the CEE s operational site which has a different physical location than the main server s Please note that the redundant site will be a Hot Backup Site During the implementation phase the hot site will be fully tested prior to systems certification and acceptance 7 3 4 Data Backup Mandatory at Implementation The proponent shall provide all backup software hardware procedures for performing full system backups This mechanism should maintain an automated audit log and inventory of all devices and system components Data backup will be administered by the CEE with the utilization of the current Software in place The V 00 2 41 82 proponent shall ensure that the solution provided to the CEE allows for Data Backup through typical commercial off the shelf products such as SYMANTEC BACKUP EXEC 7 3 5 Data Recovery Mandatory at Implementation The proponent shall provide all recovery software hardware procedures for performing full system disaster recoveries This mechanism should maintain an automated audit log and inventory of all devices and system components Data recovery will be perform
39. Proposals by Bid BOard cccccccssscccsssscccessssecesssssecesseeecesssseecssusecesesseeesscseeesseuseeesssseeeeeenaes 78 13 2 Proposal EValU ation cc tii 78 13 2 1 Evaluation Phase 1 Administrative Pass Fail eese nnne nnne 79 13 2 2 Evaluation Phase 2 Oral Presentations and Demonstrations cccesceeeseeeseeeesceceeeeeeeaeeeeaeeseeeeseees 79 13 2 3 Evaluation Phase 3 Technical Proposal 75 weight factor sess 79 13 2 4 Evaluation Phase 4 Financial Evaluation 1096 weight factor ooooccnconcnonncononanonnnonnnncnnnnonanncnnnnncnnnnos 80 13 2 5 Evaluation Phase 5 Points Calculation cesccessseeeseeceeeeeeaceceaeeceeneceneeeeaeeceaceceaceceaeeesaeeesaeessaeeseaaees 81 13 3 Award Criteria A a tad ida 81 E NO 81 13 3 2 A w a r d Criteria Equation 81 13 3 3 Selection and Notification of Award essen eene en nhn nan nn ennt nn nn en rns innen enn 82 V 00 2 9 82 This page intentionally left blank V 00 2 10 82 1 INTRODUCTION The Election Law of the Commonwealth of Puerto Rico Law Number 78 of June 1st 2011 as amended hereinafter referred to as the Electoral Law grants the Puerto Rico State Election Commission hereinafter CEE the responsibility for planning organizing structuring directing and supervising the electoral entity and all election related processes that govern any election to be held in Puerto Rico This law
40. Puerto Rico State Election Commission San Juan Puerto Rico Optical Scanning Vote Counting System Friday March 27 2015 This page intentionally left blank V 00 2 2 82 Contents LIN TRO DUCTION p M M 11 yEeusubudc e 12 3 DEFINTTIONS aired He ERI REGE REDE EEG n E E RT RR D RETE UNDER 13 4 CLASSIFICATION OF REQUIREMENTS 120 ceesccesseeeseeceseeceseeeesaeeesaeeceaeeceacecseaeeseaeeseaeeceaeeceaeeseaeeeeaeeseaeeseaaees 15 5 BACKGROUND nec e eaa e a a AE e ee Ae Aea eSa Aaaa Ceao ta SAA ha AASA E ASAA aaRS Ra AAA ha DANAA EE BeN 17 5 1 The Electoral Process of Puerto RICO ssssssssssssessssrsssrsssessressresstessreseresstesttsstssttsstesstesstessreseresetenetesetesetnett 17 5 2 Summary of Current Voting System esses eene eene nennen enne s en tnnn seen rins sene nn sse n ense enn n nsns 17 5 3 Precinct Canvassing General ElectiONS oooocccnnoccccnooonnncnononnnnnononnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 17 5 3 1 Candidates for each position teretes deret nta etes heec ena mee Le ape capies eae e exon aai a 18 5 3 2 Ballot Classification General Elections oooonoconncccincccooncconnccnoncnnonaccnnnncnnnccnoncn conan conan conan cnn ca entes entente 18 5 4 Data to be tabulated me 21 5 5 Precinct Canvassing Primary Elections cccsssscccessssecesssese
41. Table 2 Development and Installation Services Factory Acceptance Test Validation Support EMS Database DB Operating System OS Installation and Configuration c Table 3 Training Services Operator Training for the EMS Operator Training for the Machines Services and Troubleshooting Training Maintenance Training d Table 4 General Services Project Management Support Support during Certification of Printing Facilities Ballot Box Design and Reproductions Right Ballot Box Inspection and Certification Services The CEE understands that the proponent might believe that there exist other non recurring items not considered above but those will not be considered by the CEE 12 2 3 Costs per election Costs per election include proponent s charges to the CEE when running a primary or a general election The CEE considers such costs as the following a Table 5 Programming and Configuration Services Primary Election Programming in the EMS General Election Programming in the EMS Ballot Styles Configuration for Primaries Ballot Styles Configuration for General Elections Logic and Accuracy Test Support b Table 6 Election Operating Services Communication Infrastructure Project Support for Primaries Communication Infrastructure Project Support for General Elections On Site Support for Primaries On Site Support for General Elections V 00 2 73 82 c Table 7 Quadrennial Cost per Election Increase
42. al holiday between the hours of 8 30 a m and 4 00 p m provided that the Proposal must be delivered no later than the Proposal Due Date and time The CEE s clock in the room designated for submission of Proposals shall determine the time of delivery Any Proposal that is delivered after the aforementioned time shall be considered late rejected and returned unopened to the Proposer The CEE assumes no responsibility for delivery made or attempted outside of the times specified above late delivery or the method of delivery chosen by the Proposer V 00 2 52 82 9 1 9 Confidentiality Requirements In performing the services described in this RFP the successful proponent will have access to data documents and other information that is considered to be Confidential The CEE will require that the successful proponent its business affiliates business partners and sub contractors will make their best efforts to ensure the privacy and confidentiality of confidential information To support this requirement the CEE will require that all staff members working either directly or indirectly for the successful proponent will sign a Non Disclosure Agreement If a staff member working either directly or indirectly for the successful proponent compromises the confidentiality of any information obtained as part of this project the CEE may at its sole discretion direct the successful proponent to immediately remove the staff member in question from the
43. all provide technical support during the following elections for the 2016 General Election and Primaries The proponent shall provide certified EMS hardware support technicians from the equipment manufacturer company Each Labor Day is expected to encompass 12 working hours This support considers local support by competent personnel prior during and post election This support will assist the CEE with any issues that arise during an election but will not be in charge of running the election 6 8 6 1 Local Technical Support during Two Mock General Elections and Primaries Proponent shall provide the following technical support during this election Two 2 support staff for the Central Processing Center A minimum of three 3 days of local support services will be required one 1 day prior to the election the day of the election and one 1 day after the election Each day is expected to encompass 12 working hours 6 8 6 2 Local Technical Support during Primaries Proponent shall provide the following technical support during this election e Two 2 field technicians to assist with any difficulties with the machines or with data transmission e Two 2 support staff for the Central Processing Center A minimum of five 5 days of local support services shall be required three 3 days prior to the election the day of the election and one 1 day after the election Each day is expected to encompass 12 working V 00 2 29 82 hour
44. ansfer to transmission hardware e Power on of the data transfer hardware and communications verification e Data transmission and confirmation of data transfers e Power off of the voting machine e Power off of the data transfer hardware and communications verification e Troubleshooting e Audit trails Training sessions shall accommodate 20 participants and the CEE will provide the necessary facilities Proponent shall indicate the duration of the training Proponent shall be responsible for the travel living and incidental expenses of trainers The training manuals must be user friendly easy to follow include a detail list of any and all messages issued by the system and the appropriate action applicable to each message In addition to hands on training the training should include quizzes and final examen to reinforce the staff s learning experience and allow the CEE to determine the efficacy of said training on its personnel CEE Recommends the hiring of local Spanish speaking Instructors to save on travel and living and help local the economy V 00 2 32 82 6 8 9 5 Service and Troubleshooting Training Mandatory at Implementation Proponent shall provide a hands on service and troubleshooting training for the voting machines and the backup transmission units This training shall include but not be limited to e Required service procedures e Diagnostic processes e Uninterruptible Power Supply troubleshooting procedures e
45. at FAT and Mandatory at Implementation V 00 2 81 82 13 3 3 Selection and Notification of Award The CEE Bid Board will perform the selection of the proponent and award the contract This selection will be done in accordance to the valuation methodology described under Section 13 The valuation done in accordance to the formula and scores described in the aforementioned section will provide to the CEE Bid Board a total score The CEE Bid Board will then select for contract award the proponent whose total score as described in Section 13 3 2 is the highest All proponents will be informed of the CEE s decision by the Bid Board V 00 2 82 82
46. ay shown when the machine is ready to accept ballots in order to be seen by poll workers 8 5 Alarms and Notifications 8 5 1 Malfunction Notification Mandatory The machines shall have a self diagnosis feature that in the event of a hardware or software malfunction it will display an error message and will stop accepting ballots The capability of acknowledging any such diagnostic notification shall be access controlled in order to avoid access by unauthorized persons V 00 2 45 82 8 5 2 Ballot Ejection Alarm or Notification Mandatory In the event of a ballot ejection the machine shall set off an alarm or notification 8 5 3 Ballot Ejection Alarm and Notification Preferred In the event of a ballot ejection the machine shall set off an alarm and notification Compliance with this preferred requirement will automatically mean compliance against the ballot ejection alarm or notification requirement 8 5 4 Successful Transmission Alarm or Notification Mandatory The machine shall generate an alarm or a notification message on a data transmission that succeeded transmitting or communicating with the Central Processing Center 8 5 5 Transmission Failure Alarm or Notification Mandatory The machine shall generate an alarm or a notification message on a data transmission that fails transmitting or communicating with the Central Processing Center A detailed transmission failure message shall be available to help the operator or the
47. be presented that it is up to date In the case of a partnership or joint venture the above certifications should be obtained for each of the partners or joint ventures as applicable 9 10 Governing Law This RFP shall be governed and construed in accordance with the laws of the Commonwealth of Puerto Rico Puerto Rico Electoral Law Bid Board Regulations and this RFP 9 11 Choice of Venue 9 11 1 Bid Board No Award Protest In the event that the CEE Bid Board determines not to award the Bid the proponent s may protest such decision following the below mentioned criteria Protests shall be submitted in writing and signed by the interested party its representative or agent Protests shall be presented 5 business days following a No Award decision made by the Bid Board The Bid Board shall provide a resolution to the protest presented within 5 calendar days from the day that the protest was presented by a proponent 9 11 2 After a decision has been made by the Bid Board the affected proponent shall appeal the decision depending upon the following scenarios f a decision made by the Bid Board is to award the bid then the appeal process to follow is that mentioned under Sections 7 3A thru 7 6 of the Bid Board Regulation and Section 9 11 3 of this RFP Such appeal by the proponent shall be done in writing and signed by the interested party its representative or agent to the President of the CEE The decision made b
48. ble 2 Ballots for Primary Elections Ballot Description Number of Different Ballots Governor Primary 2 Resident Commissioner Primary 2 District Representative Primary 12 At Large Representative Primary 2 District Senator Primary 12 At Large Senator Primary 2 Municipal Primary 125 Total 44 All the State Electoral Ballots shall have the same format The system shall recognize the precinct of origin of each ballot for reporting purposes and it shall tabulate all votes in the State Electoral Ballot on a precinct basis A total of 110 different ballot styles will be required for the State Electoral Ballot The Municipal Electoral Ballots shall have the same format for the entire municipality As there are several municipalities that have multiple precincts the system shall recognize the precinct of origin of each ballot for reporting purposes and it shall tabulate all votes in the Municipal Electoral Ballot on a precinct basis A total of 110 different ballot styles will be required for the Municipal Electoral Ballot All the Federal Electoral Ballots shall have the same format The system shall recognize the precinct of origin of each ballot for reporting purposes and it shall tabulate all votes in the Federal Electoral Ballot on a precinct basis The votes received by the Resident Commissioner from the Federal Electoral Ballot shall be integrated with the votes received by the Resident Commissioner from the State
49. cation of award Submittal of Performance Bond Monday July 13 2015 Contract signature Friday July 31 2015 9 4 1 Publication of this RFP This RFP is published and available to interested parties and can downloaded from the CEE website at www ceepur org In addition to be available online any interested party can pick up this RFP directly at the CEE s Procurement Department V 00 2 57 82 9 4 2 Proponents Notify CEE of their Intention to Bid Proponents that after reviewing the RFP are interested in bidding are required to send a formal notification to CEE informing their intention to bid using the form provided in Appendix K This notification shall be sent by electronic mail to the following address OpScanSystemRFP cee gobierno pr no later than the day of the Mandatory Pre Bid Meeting Proponents are responsible to confirm the successful transmission and receipt of their electronic message by CEE 9 4 3 Mandatory Pre Bid Meeting All the proponents are required to attend to a mandatory pre bid meeting at CEE facilities Meeting will take place on Monday April 6 2015 at 10 00 AM EST at CEE main building located at Comisi n Estatal de Elecciones Avenida Arterial B 550 Hato Rey San Juan Puerto Rico 9 4 4 Questions and Answers Period During this period there will be 3 rounds of questions and answers During each round the CEE wvill receive questions from all proponents and will respond to questions within 3 w
50. cciones Spanish acronym for the State Elections Commission Central Processing Center The CEE location in San Juan PR where all the results for the Elections are received processed and reported At this location is where the EMS will reside College The physical location where the voters cast their vote Generally this would be a classroom within a school Contest Decision to be made within an election for office proposition or question A single ballot may contain one or more contests Election Management System EMS Software system composed of devices for designing ballots receiving and coordinating election results transmitted from machines tabulating votes and performing general data management tasks related to the design of electoral contests and the calculation of election results Elections General Elections Special Elections Primaries Referendum and Plebiscite An election consists of one or more ballots Furthermore elections can occur concurrently within a set date Electoral unit A group of one or more colleges which are grouped in one polling place They are geographically delimited to serve a specific community Factory Acceptance Test FAT A validation process performed by CEE staff at a previously determined location prior to accepting delivery of election system General Elections Process by which every four 4 years candidates get elected for office Governor
51. cssseseesesseseesessesenseseeseseuseeeessusesensesseserssseneetes 22 5 5 1 One Ballot for each Positions ete te ette mee e eee 22 5 5 2 Maximum Candidates for each POSition cesccessceseseeeeseeceeeeeseaeeeeaeeceaeecesaeeeeaeeeeaeeceaeeseaeeeseaeeeeaeeesaes 23 5 5 3 Data to be tabulated eicere E HER EGRE I Ce e UR EXER idad TE Xe dele de 23 6 GENERALE REQUIREM EN TS terere rere Ree e RE erre euer ia ern eren e Reed 24 6 1 OpScan Quantities eter tete tee LR recae cia 24 6 2 System Certification uae ene ete ete tem eee 24 6 2 1 Certification Requirement Mandatory ccccsscccsssscccesssscccsssssecesssseecessseeecsscseeceseeeeesseaeeeeseaeeesees 24 6 2 2 Certification Requirement Preferred sess n nnns STP EEEa reai aa 24 6 3 Other general requirements for non certified machines occcnococcnononnncnononnnnnanonnncnanonononnn ocn nnne 24 6 3 1 Usability and accessibility requirements Mandatory ccoooccccnnocncnnooonnnononnnnnononnnnnononnnnnononnncnnnnnnnnnnnos 24 6 4 Hardware Colors Mandatory at Implementation occcooocnccnononcnononnnnononannnnnnnnnncnononnnnnnn ocn nnns nennen 25 6 5 Machine Weight Preferred cccccccssssccesssssccesssseecessssecessssseccsesseecsssssesessuseceseaseecessasesesseaseeeseasesessaeeees 25 6 6 Power Requirements Mandatory ccccsssssecesssscecsssesecsesensecsssessesssseseesssaesenssseesessuseseesessesensessesenss
52. didatura ballots are tabulated 5 3 2 3 1 ntegro Vote INT This is a vote for all of the candidates of one party on the same ballot It is generally casted by placing a mark below the party s insignia on the ballot The following rules apply for the ntegro vote for each one of the ballot types Typically this vote is referred to as a straight ballot 5 3 2 3 1 1 Federal Electoral Ballot Tabulation There is no an option to make an ntegro vote on the federal ballot 5 3 2 3 1 2 Electoral Ballot Tabulation An ntegro vote on the State Electoral Ballot will generate the following tabulation o One ntegro vote for the political party selected on the State Electoral Ballot o One ntegro vote for the candidate for Governor of the party selected always listed in the first position of the ballot o One ntegro vote for the candidate for Resident Commissioner of the party selected always listed in the second position of the ballot V 00 2 18 82 5 3 2 3 1 3 Legislative Electoral Ballot Tabulation An ntegro vote in the Legislative Electoral Ballot will generate the following tabulation O O One ntegro vote for the political party selected in the Legislative Electoral Ballot One ntegro vote for the candidate for District Representative of the party selected always listed on the first position of the ballot One ntegro vote for each of the 2 ca
53. e a formal presentation about their proposal and the second session will be hands on session where the proposed equipment will be demonstrated and specific questions regarding the compliance with the RFP requirements will be issued The order of the presenters will be determined by a draw V 00 2 58 82 9 5 Minimum Contract Requirements Proponents should be prepared to incorporate the requirements of this RFP in the terms of the contract and other written representations submitted with the proposal Failure to incorporate these provisions could result in the cancellation of the selection and award Other provisions will be included as part of the contract Acceptance of the terms and conditions outlined in this section shall be a condition precedent to the award of the contract 9 5 1 Assignment The successful proponent s obligation under the contract shall not be assigned or transferred to any other person firm or corporation without the prior written consent of the CEE 9 5 2 Contract Signature The CEE and the selected Proponent shall sign the contract no later than 70 calendar days after awarding 9 5 3 Penalties for Breach of Contract The CEE shall have the right to execute the Performance Bond if proponent breaches or fails to perform under the contract and such breach or failure to perform is not remedied by the proponent within the time period set forth in a formal notice of breach by the CEE The CEE shall rescind the Contract for
54. e acquired before December 1 2015 6 2 System Certification 6 2 1 Certification Requirement Mandatory The proposed Optical Scanning System OpScan shall hold certifications by the United States Electoral Assistance Commission EAC at the time of the proponent s RFP submittal in compliance with either of the following requirements the 2005 Voluntary Voting System Guidelines 2005 VVSG or the 2002 Voting System Standards 2002 VSS or If the proponent does not hold an OpScan system certified by either of the above mentioned guidelines and standards the proponent shall provide proof of compliance and certification that the proposed OpScan system has been effectively implemented in at least three 3 elections each having a minimum of 400 000 turnout voters The proof of compliance and certification herein mentioned is found under Appendix D 6 2 2 Certification Requirement Preferred Although either one of the aforementioned certifications are required those Proponent s whose OpScan systems are previously certified in compliance with the 2005 VVSG be issued by the EAC will receive an additional scoring value 6 3 Other general requirements for non certified machines Proponent shall provide a test report by one of the accredited EAC laboratories also known as Voting System Test Laboratories VSTL or an equivalent document wherein it is stated that the proponent s system has been tested or reported upon by a recogniz
55. e at Large of the party selected unless another candidate for Representative at Large from another party is specifically voted including write in nomination as well as an independent candidate In this case the candidate or write in nomination whose vote received a mark will accumulate one mixto vote The candidate from the political party selected will not receive the vote In the specific situation that the voter selects a candidate from the same party whose insignia was marked and that is not the header of the list for Representative at Large candidates the candidate whose vote received a mark will accumulate one mixto vote and the header candidate from the political party selected will not receive the vote One mixto vote for the header candidate for Senator at Large of the party selected unless another candidate for Senator at Large from another party is specifically voted including write in nomination as well as an independent candidate In this case the candidate or write in nomination whose vote received a mark will accumulate one mixto vote The candidate from the political party selected will not receive the vote In the specific situation that the voter selects a candidate from the same party whose insignia was marked and that is not the header of the list for Senator at Large candidates the candidate whose vote received a mark will accumulate one mixto vote and the header candidate from the political pa
56. e based hardware warranty upgrades Sales of all parts Software maintenance and support services include long term support The software maintenance support shall include remote troubleshooting and support provided via phone and online as well as installation assistance and basic usability assistance Software maintenance support services shall not include the purchase of subscriptions that provide entitlement and rights to use future releases of software 11 7 3 1 Hardware Maintenance Support Hardware maintenance support services shall include the following Routine Maintenance Services These routine services should include all the necessary work V 00 2 68 82 to be performed in order to keep the machines in optimal working condition These services shall include diagnostic and calibrations checks cleaning lubricating but do not include repair or replacement of any machine components except those damaged during the normal course of operating the machine including but not limited to paper rolls batteries removable media storage devices PCMCIA cards or making devices Repair Services The repair services shall occur when a defect or malfunction occurs in any machines while it is being operated under normal user or if it occurs as a result of an accident neglect abuse theft vandalism fire flooding animal infestation and related events 11 7 3 2 Software Maintenance Support The proponent shall provide maintenance and s
57. e will follow the following milestones completion Task Name Invoicing Schedule Hardware Upon item delivery Factory Acceptance Test Upon task completion Validation Support Upon task completion EMS DB amp OS Installation and Configuration Upon task completion Training Services Upon task completion Project Management Support Monthly Support during Certification of Printing Facilities Upon task completion Ballot Box Design and Reproduction Right Upon item completion Ballot Box Inspection and Certification Services Upon task completion Primary Election Programming in EMS Upon task completion General Elections Programming in EMS Upon task completion V 00 2 66 82 Task Name Invoicing Schedule Ballot Styles Configuration for Primaries Upon task completion Ballot Styles Configuration for General Election Upon task completion Logic and Accuracy Test Support Upon task completion Communication Infrastructure Project Support for Primaries Communication Infrastructure Project Support for General Election On Site Support for Mock Election Primaries On Site Support for Mock Election General Election On Site Support for Election Primaries On Site Support for Election General Election Monthly Monthly Upon task completion Upon task completion Upon task completion Upon task completion Licenses After initial payment invoice schedule is Annual
58. ed by the CEE with the utilization of the current Software in place The proponent shall ensure that the solution provided to the CEE allows for Data Recovery through typical commercial off the shelf products 7 4 Backup Data Transmission Devices 7 4 1 Backup Transmission Device Mandatory In addition to the individual results transmission capabilities of the machines the proposed machines must have the capability of being used as a backup transmission device to be located at all Local Commission Offices These systems will be only used if the data transmission capabilities of the polling places are compromised The backup transmission device shall be capable of transmitting data from multiple colleges as received after the election period As an option the machines shall be an accepted method of backup transmission if technically feasible The proponent that intends to use a backup data transmission device shall ensure that the devices do not compromise the data integrity and shall comply with all the security standards provided by the machines V 00 2 42 82 8 OPERATIONALREQUIREMENTS 8 1 Loading of voting data 8 1 1 Single college transportable memory device Mandatory Each transportable memory device shall contain voting data for one college 8 1 2 Multiple college transportable memory device Preferred Each transportable memory device shall contain voting data for all colleges Compliance with this preferred requir
59. ed entity for security and accuracy The test report or equivalent document whichever the case shall be provided at the time of the proponent s RFP submittal 6 3 1 Usability and accessibility requirements Mandatory The system must facilitate the participation of disabled voters in compliance with the minimum guidelines as published by the United States Federal Government in the Help America Vote Act HAVA of 2002 as amended Below are the sections of guidelines which the proponent must comply with as applicable to the proponent s OpScan system This requirement shall be met by providing a test report from the aforementioned accredited laboratories and in compliance with the following sections of the 2005 VVSG a Volume Section 3 1 Usability Requirements b Volume Section 3 2 Accessibility Requirements c Volume II Section 6 5 Usability and Accessibility Testing V 00 2 24 82 The proponent must offer proof of compliance herein mentioned by providing a test report by one of the accredited EAC laboratories also known as Voting System Test Laboratories VSTL 6 4 Hardware Colors Mandatory at Implementation All hardware colors shall be white black yellow gray or translucent This includes machines buttons displays cases and removable memory devices 6 5 Machine Weight Preferred The machine shall weigh less than or equal to 20 pounds 6 6 Power Requirements Mandatory All electrical input for the electron
60. ed for this RFP the CEE will make available the same password protected excel spreadsheet to each proponent Any modifications or alterations to the excel file will be reason for disqualification This spreadsheet is enclosed to the RFP as Appendix J This excel spreadsheet will guide the proponent through the steps of properly quoting this proposal and for all different alternatives herein considered No quotes will be accepted in any other format than the one provided by the CEE As the file provided contains formulas it is imperative that such file is used to its full extent and that no other file is created As such the file contains separate yet interconnected workbooks for each acquisition alternative The only cells that need to be filled out are those highlighted in yellow The proponent will provide a signed printed copy of the excel spreadsheet mentioned herein as part of this proposal 11 2 Payment Schedule Payments will be issued based on a monthly basis depending upon the actual completion of services and delivery of equipment Such payments shall be made on the month were the particular task is finalized All payments will receive an automatic 1096 retention that will be paid at project completion The itemized prices quoted will be used as the general reference for the partial invoice evaluation Invoices are to be submitted to OSIPE who must approve them prior to any intervention by the Finance Department The payment schedul
61. ed that will not receive the mixto vote will be equal to the quantity of candidates for Municipal Legislator and write in nomination that were selected 5 3 2 3 3 Candidatura Vote CAN In a candidatura vote the voter has not selected a party but has selected candidates or written in nominations Only those candidates or write in nominations receive votes 5 3 2 3 3 1 Federal Electoral Ballot One candidatura vote for the Federal Electoral Ballot O One candidatura vote for each candidate selected or indicated in the write in nomination 5 3 2 3 3 2 State Electoral Ballot One candidatura vote for the State Electoral Ballot O One candidatura vote for each candidate selected or indicated in the write in nomination 5 3 2 3 3 3 Legislative Electoral Ballot One candidatura vote for the Legislative Electoral Ballot O One candidatura vote for each candidate selected or indicated in the write in nomination 5 3 2 3 3 4 Municipal Electoral Ballot One candidatura vote for the Municipal Electoral Ballot O One candidatura vote for each candidate selected or indicated in the write in nomination 5 4 Data to be tabulated To perform specific evaluations of the results from the elections the following votes are tabulated for state electoral ballots legislative electoral ballots and municipal electoral ballots Total integro votes received by each candidate Total mixt
62. eecsaeeceseeceeaeeeeaeeseaeesesaeseeaeeeeaeensaes 48 8 9 Transportation and Storage iii A a dida dj 48 8 9 1 Transportation Requirements ccsscccccccesssssseneeecceessessnaaeeeceeesseesnaeeeeeeeeeeeeaaaeeeeeeeseeeeaaaeeeeceeseeeeaaaeeees 48 8 9 2 Transportable Memory Device Storage Cases Mandatory at FAT ccscccccssssscesssseeeesssseeeesseeeeeees 49 8 9 3 Memory Device Reclosable Static Shielding Bag Mandatory at FAT coooocccccnoccccccooonncnononnnnnnnnnnnnnnns 49 8 10 fore TeeT Tuyu d o a A 49 8 10 1 User Manuals Mandatory at Implementati0N oooooccnooocnconooonnnononnnnnnnnnnnnnnnonnncnnnonnnnnnnonnncnnnnnos 49 8 11 Environmental REQuireMent cccscccccsssscccessssccesssseecesssseecssssseecsessecesssseeeesesseecssssseseseeeeeessnseeessenaes 49 8 11 1 Environmental Parameters during Operation Mandatory essere 49 8 11 2 Environmental Parameters for Storage Mandatory cccoococcnnoocnncnononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns 50 9 TERMS AND CONDITIONS reete eee re te e Ee ee Ue e E Rte ete eR ER Ete eae evene Pv edel 51 EMG Ae e Eaa Ea SiE 51 9 1 1 Clarity and Completeness of PropOsals cccccccssssccesssseccesssseccssseeecssueeesesseecesesaeecesseeecesseeeseseaaesesses 51 9 1 2 Acceptance Of Terms tete teet eee O coc ee Re 51 9 1 3 System Owner s Rights eene en eer eer tis er YR E DIOE 51 9 1 4 Cost of
63. ement automatically means compliance against the single college transportable memory device requirement 8 1 3 Writing of voting data on multiple memory devices Mandatory To ensure speed and optimal performance the writing of the loaded voting data on a memory device shall be done in batch processing Such processing shall be done either through a multiple memory device writer burner or via network Compliance of this requirement is met by specifying the methodology utilized for batch processing of voting data writing Costs associated to complying against this requirement shall be specified in the financial section If a multiple memory card writer is to be proposed costs associated shall be specified in the attached financial spreadsheet If network batch processing shall be proposed such costs shall be considered as part of the EMS price 8 2 Opening Field Reset and Closing of Elections 8 2 1 Poll Opening Mandatory The machine shall be capable of providing for an opening process that allows the machine to start accepting ballots The execution of this procedure shall be restricted to avoid unauthorized execution 8 2 2 Poll Closing Mandatory The machine shall be capable of providing for a closing process that will prevent the machine from accepting ballots Additionally each machine shall be able to provide for a disabling mechanism This disabling mechanism will prevent the machine from accepting ballots The system shall not be
64. endum Process by which electors get presented with one or more specific propositions regarding matters of public policy or legislation Solution The particular software packages sold to the CEE as part of Special Elections Under Vote Test Report the OpScan project Process by which candidates get elected for office to replace one or more vacancies Voting less than the maximum number allowed for that contest Document from an EAC accredited Voting System Test Laboratory VSTL that records data obtained from an evaluation performed according to the 2005 Voluntary Voting System Guidelines VVSG V 00 2 14 82 4 CLASSIFICATION OF REQUIREMENTS All the requirements set forth in this RFP shall be as follows Requirement Definition Mandatory Describes a feature condition or documents that must be available and fully developed at the time of response to this RFP Proponent shall be required to show evidence of compliance with mandatory requirements if invited for a demonstration during the proposal evaluation phase Systems that do not meet all Mandatory requirements shall be disqualified from further evaluation Non compliance with Mandatory requirements throughout the implementation of the project shall cause the contract to be rescinded Mandatory at FAT Describes a feature condition document or device that must be available at time of the FAT Proponent shall respond whether their existing system
65. erms Conditions and Disclaimers The furnishing of the information contained in the proposals shall not create or be deemed to create any obligation or liability on the part of the CEE or any of the officers employees agents advisors or representatives for any reason whatsoever and each proponent by submitting a proposal expressly V 00 2 59 82 agrees that it has not relied upon the foregoing information and that is must not hold the CEE or any of the officers employees agents advisors or representatives liable or responsible therefore in any manner whatsoever The proposals are not and do not contain a commitment to select a proposal purchase or to enter into any contract or other agreement with the CEE Neither the expression of any person s interest nor the submission of a proposal nor the acceptance thereof by the CEE nor any correspondence discussion meetings or other communications between the proponent and the CEE must impose any obligation on the CEE to include such person in any such further procedures which the CEE may use prior to the final selection of a proponent must be deemed to impose any obligation whatsoever on the CEE to select the Proponent to discuss any Proposal which the proponent may submit or to enter into negotiations with the Proponent or must entitle the proponent to any compensation or reimbursement for any costs or expenses incurred by the Proponent in connection with the expression of the Propo
66. erted under the purchase quotation workbook The items that need to be filled out in the Financing Quotation Sheet are a Initial Outlay Amount b Term of financing number of years c Annual Payment 12 5 Uninterruptible Power Supply UPS Quotation Sheet Proponent is requested to present a proposal for the acquisition of six thousand 6 000 UPS The only item that needs to be filled out in the Uninterruptible Power Supply Quotation Sheet is the UPS unit cost V 00 2 77 82 13 BASIS FOR AWARD 13 1 Evaluation of Proposals by Bid Board The CEE Bid Board s decision will be based upon the mandatory terms and condition the JAT s technical evaluation the financial capability and price structure provided by the proponent Any evaluation criteria that is a matter of disqualification has been explicitly noted in this RFP Therefore any criteria that does not contain a disqualification matter will not be basis for disqualification The CEE Bid Process is regulated by the dispositions of the Bid Regulation available on the CEE s web page at http www ceepur org es pr Secretaria Documents Reglamento 20de 20Subastas420de 20la 20CEE pdf In the event of any conflict between this RFP or any portion thereof and the aforementioned Bid Regulation the terms of this RFP shall prevail This process is also regulated by the code of ethics for contractors suppliers and requestors of economic incentives from the Executive Agencies from ELA
67. es of the Commonwealth of Puerto Rico certifying that the proponent is register as an Employer and does not owe any amounts with regards to unemployment insurance temporary disability Certificate from the Department of Labor and Human Resources of the Commonwealth of Puerto Rico certifying that the proponent is register as an Employer and does not owe any amounts with regards to drivers social security STATE DEPARTMENT OF THE COMMONWEALTH OF PUERTO RICO a b Certificate of Good Standing issued by the Puerto Rico State Department Certificate of Existence or Certificate of Authorization To Do Business in Puerto Rico ADMINISTRATION FOR THE PENSION OF MINOR ASUME The proponent certifies and assures that it is in compliance with its duties as employer according to Public Law No 5 of December 30 1986 as amended known as the Organic Law for the Administration for the Pension of Minors ASUME V 00 2 61 82 Further details about the above certifications can be found on the Treasury s Circular Letter Number 1300 25 14 dated March 10 2014 This Circular Letter is available to be examined on http www hacienda gobierno pr downloads pdf cartas CC 1300 25 14 pdf These certifications must be filed even though the Successful Proponent is not engaged in trade or business in Puerto Rico in which case they would appears as negative debt certificates If the Proponent has a payment plan with respect a tax debt evidence should
68. further evaluation if these administrative requirements are not followed 13 2 2 Evaluation Phase 2 Oral Presentations and Demonstrations Proponents shall provide an oral presentation concerning their overall proposal Selected Proponents must be prepared to provide a presentation at a CEE designated location during the timeframe listed in RFP Section 9 4 Schedule of Events Proponents will be given five 5 calendar days advance notice to prepare their oral presentation These presentations will provide Proponents with an opportunity to present information to the evaluators that the evaluators will use to award points to the proposal based on the following 1 The Proponent s grasp and understanding of the project as a whole 2 The Proponent s overall approach to project execution and management 3 The Proponent s proposed OpScan solution The Proponent s complete solution hardware and software must be demonstrated to the evaluators by the Proponent in not more than four hours The purpose of this activity is to allow the evaluators to witness how the solution meets requirements and to gain a better understanding of the Proponent s proposed solution If a Proponent is unable or unwilling to provide this demonstration an explanation as to why must be provided in the proposal 13 2 3 Evaluation Phase 3 Technical Proposal 75 weight factor Only those Proponents who pass Evaluation Phase 1 will enter Evaluation Phase 2 Phase 2 will resu
69. gth 9 2 5 Key Personnel Indicate key personnel who will be assigned to this Project and give a brief description of the experience of each including language skills and their specific roles in the Project Key personnel are defined as those to whom the Project will be assigned and who will be performing the actual service Also indicate the location of the office where work is to be performed and specifically whether certain personnel will be used on an as needed basis If you propose to sub contract part of the scope of work please describe the role of the sub contractor If more than one firm is responding to this RFP as a team state the type of arrangement between the firms the names and addresses of all firms description of the work that each firm will perform and the percentage of work to be performed by each Indicate office locations at which the work will be performed 9 2 6 Experience Proposers are required to demonstrate that they possess technical capability to successfully complete the Contract The Proposer must show effective and substantive relative to key objectives experience of the Proposer in the provision of similar services under consideration 9 2 7 Subcontractors The proponent as prime contractor will be required to assume responsibility for all contractual activities offered in their proposal whether or not the prime contractor performs them The prime contractor is totally and solely responsible for adhere
70. hall cover all system areas and shall not be limited to the machines The outline of the FAT protocol content is submitted as Appendix E of this RFP A draft of the FAT protocol will be available for proponent revision during the mandatory pre bid meeting During the FAT the proponent shall provide 6 8 1 1 The facilities for executing the FAT 6 8 1 2 All the required ballots for the FAT execution In order to assure that the FAT execution resembles the actual electoral process the paper to be used for the ballots shall be have a minimum thickness such that the paper is not translucent and is compatible with the proposed equipment 6 8 1 3 Mock election programming and setup The EMS shall have a mock election design and Setup Device capable of hierarchically structuring and managing elections as mentioned before V 00 2 25 82 6 8 1 4 Communication infrastructure to perform the data transfer between the machines and a Central Processing Center similar to the one included in the project 6 8 1 5 All the hardware to be used for testing including vote scanning machines centralized data transfer hardware and central processing computer 6 8 1 6 Technical support during the test 6 8 1 7 Temporary office space for up to 12 representatives from the CEE with Internet connectivity to be used during the FAT The CEE will be responsible for all travel and living expenses of the CEE personnel assigned to the FAT and for providing the testing p
71. he appointment of a receiver trustee or assignee for the benefit of creditors If so provide an explanation detailing relevant facts including the date on which the Proponent emerged from bankruptcy or expects to emerge If still in bankruptcy provide a summary of an anticipated timeframe for approval of a plan of reorganization The Proponent should be aware that there are bond guaranty obligations in the contract A minimum of three 3 major supplier references must be provided A minimum of three 3 major customer references must be provided References must include a Client organization name b Contact name title telephone number email and project responsibility V 00 2 64 82 Project description The product and services provided Contract amount Beginning date of contract Duration of contract s and current relationship Contract Amount Number of elections the company has participated in Number of voters in each elections Number of ballot machines used za or APA The CEE reserves the right to contact any or all references provided by the proponents Proponents are invited to provide letters of reference from previous clients V 00 2 65 82 11 QUOTING GENERAL GUIDELINES As follows please find the general guidelines of the quotation required for the proposal to be submitted Section 11 is considered Mandatory 11 1 Quoting format In order to standardize the way quotes are prepared and provid
72. he life of the project 6 8 10 3 Software Updates Notifications Mandatory at Implementation Proponent shall notify the CEE anytime a software or firmware update is released 6 9 Description of Hardware and Software Components Mandatory Proponent shall provide a detailed description of the model and version of each component in the proposed solution As applicable this description shall include e Name and description e Model e Software or firmware version revision Commercial Off The Shelf components shall also be described similarly V 00 2 34 82 7 TECHNICALREQUIREMENTS 7 1 Hardware Features of Vote Counting Machines 7 1 1 Scanner Features 7 1 1 1 Double Sided Scanner Mandatory Machines shall be capable of recognizing marks on both sides of a ballot 7 1 1 2 Scanning Orientation Mandatory Machines shall be capable of accepting ballots regardless of the orientation of the paper 7 1 1 3 Scanning and Processing Speed Preferred Machines shall be capable of scanning and evaluating a ballot and of generating any required interaction or confirmation messages in less than 5 seconds based on an 8 5 by 22 inch ballot 7 1 1 4 Ballot length Mandatory Machines shall be capable of accepting ballots with a minimum ballot length of 22 inches This minimum size only takes into consideration the following columns political party independent candidates and write ins However this minimum size does not take into co
73. hines e Report generation e Detection of duplicated data transfer attempts e System contingency plan execution e Disaster recovery plan execution e Data recovery and backup verification e System shutdown e Troubleshooting e Audit trails V 00 2 31 82 Training sessions shall accommodate 10 participants and the CEE will provide the necessary facilities Proponent shall indicate the duration of the training Proponent shall be responsible for the travel living and incidental expenses of trainers The training manuals must be user friendly easy to follow include a detail list of any and all messages issued by the system and the appropriate action applicable to each message In addition to hands on training the training should include quizzes and final examen to reinforce the staff s learning experience and allow the CEE to determine the efficacy of said training on its personnel CEE Recommends the hiring of local Spanish speaking Instructors to save on travel and living and help the local economy 6 8 9 4 Operational Training for the Machines Mandatory at Implementation Proponent shall provide an operational hands on training for the voting machines This training shall include but not be limited to e Power on of the voting machine e Diagnostic processes e Reset processes including reports e Voting processes e Paper jam procedures e Closing of the voting process e Report generation e Non volatile memory tr
74. ic and electrical equipment to be provided as part of this project shall run on single phased 120 Vac at 60 Hz The proponent shall specify power consumption in Amps for each piece of equipment Proponent will be responsible for specifying the electrical requirements of all the hardware to be installed and to coordinate with the CEE for power availability prior to installation 6 7 Equipment Electronic Identification Tags Mandatory at implementation Proponent shall install on each machine a radio frequency identification RFID tag Such RFID will be provided by CEE and shall be installed on a secure place easily accessible for possible replacements 6 8 Project Implementation Support 6 8 1 Factory Acceptance Test FAT Mandatory at Implementation Proponent shall consider as part of the scope of this proposal a FAT to be executed at proponent s facilities The FAT is expected to last for approximately 21 days As part of this FAT the proponent shall provide a staging area where a sample programming of the Puerto Rico primary elections and a general election shall be pre configured on multiple machines The system s functionality shall be tested with different ballot scenarios and the tabulation results will be reviewed to assure that the hardware and the software are working according to requirements The FAT shall be developed by the CEE and shall be executed and witnessed by representatives of all Puerto Rico s political parties The test s
75. ided machines and EMS Operator training for the EMS Operator Training for the Machines Service and Troubleshooting Training Maintenance Training 11 8 6 General Services to Quote The following are services that need to be quoted as part of each election i e general elections primaries plebiscite etc Project Management Support during Certification of Printing Facilities Ballot box design and reproduction rights Ballot Box Inspection and Certification Services 11 8 7 Installation Programming and Configuration Services to Quote The following are services that need to be quoted as part of the general installation and configuration of the EMS Election Programming in the EMS Ballot styles configuration o General Elections 4 different ballots o Primaries Up to a maximum of 8 different ballots Please refer to Appendix B Logic and Accuracy Test Support Please note that for support and training services the itemized prices shall be inclusive of travel living and any other expenses Itemized prices shall also be provided on a per diem basis for additional support services that might be required V 00 2 70 82 11 8 8 Election Operating Services to Quote The following are services that need to be quoted as part of each election i e general elections primaries plebiscite etc Communication Infrastructure Project Support On Site Support for mock elections On Site Support for elections
76. ilities 8 11 Environmental Requirements 8 11 1 Environmental Parameters during Operation Mandatory All the field equipment such as machines memory devices and the field transmission shall be capable of operating continuously under the following environmental conditions V 00 2 49 82 Parameter Limit Minimum temperature 50 Degrees Fahrenheit Maximum temperature 115 Degrees Fahrenheit Maximum relative humidity 100 non condensing Maximum elevation 3 500 feet above sea level All the computer systems related to the EMS shall be capable to operate continuously under the following environmental conditions Parameter Limit Minimum temperature 50 Degrees Fahrenheit Maximum temperature 115 Degrees Fahrenheit Maximum relative humidity 100 non condensing Maximum elevation 500 feet above sea level 8 11 2 Environmental Parameters for Storage Mandatory Proponent shall provide the storage requirements for all the equipment to be stored V 00 2 50 82 9 TERMS AND CONDITIONS Proposals must be prepared and submitted in accordance with all instructions conditions and requirements included in this RFP Do not submit general marketing materials that do not explicitly respond to this RFP Moreover all proposals must comply with the terms and conditions of this section All of this section is considered Mandatory Failure to comply with the specified terms and conditions will render the propone
77. in documentation certifying that the legal or natural person does not owe taxes to the Commonwealth of Puerto Rico and that it has met its obligations to file Puerto Rico income tax returns if applicable Successful Proponent should be able to submit the following certificates TREASURY DEPARTMENT OF THE COMMONWEALTH OF PUERTO RICO Certification from the Treasury Department of the Commonwealth of Puerto Rico Treasury certifying that the proponent has filed Income Tax Returns in Puerto Rico on each of the previous five 5 years or since the date of incorporation if sooner Certification from the Treasury certifying that the proponent has filed the Sales and Use Tax Return in Puerto Rico Negative certification from Treasury as to the existence of debt including Income Taxes Sales and Use Tax etc Copy of the Merchant Registry Certificate Certificado de Registro de Comerciantes MUNICIPAL REVENUE COLLECTION CENTER OF PUERTO RICO CRIM Certificate from the Municipal Revenue Collection Center of Puerto Rico CRIM evidencing that the proponent has filed Property Tax Returns in Puerto Rico on each of the previous five 5 years Certificate from CRIM evidencing that the proponent does not owe any amounts with regards to real and personal property taxes CERTIFICADO DE DEUDA POR TODOS LOS CONCEPTOS DEPARTMENT OF LABOR AND HUMAN RESOURCES OF THE COMMONWEALTH OF PUERTO RICO Certificate from the Department of Labor and Human Resourc
78. in writing their intention to bid on this RFP as specified below Any change notification will be sent by email to the proponents official email account as stated on the Pre Bid Meeting 9 1 8 Return Instructions Mailing Address and Deadline for Receipt of Proposals Each proponent must submit separate Technical and Financial proposals Proponents must submit one 1 printed and signed original proposal document and two 2 printed copies for each of the respective Technical Proposal and the Financial Proposal Each set must be sealed separately with a cover sheet on the envelope or package or box using the format included in Appendix I which identifies the Technical and Financial proposal Each of the documents submitted must be accompanied by two electronic PDF copies in either a compact disc CD or flash drive All documents should be delivered in a sealed package in person or by mail at the following addresses as applicable Physical Address Mailing Address Comisi n Estatal de Elecciones Comisi n Estatal de Elecciones Attention Junta de Subastas Attention Junta de Subastas Avenida Arterial B 550 PO BOX 19552 Hato Rey San Juan Puerto Rico 00918 San Juan PR 00919 5552 Proposals shall be received no later than 1 00pm on Friday May 1 2015 Furthermore they may not be delivered orally by facsimile or by any other telecommunications or electronic means Proposals may be delivered on any weekday other than a leg
79. ive Electoral Ballot A mixto vote in the Legislative Electoral Ballot will generate the following tabulation O O One mixto vote for the political party selected on the Legislative Electoral Ballot One mixto vote for the candidate for District Representative of the party selected unless another candidate for District Representative from another party is specifically voted this also includes a write in nomination as well as an independent candidate In this case the candidate or write in nomination whose vote received a mark will accumulate one mixto vote and the candidate from the political party selected will not receive the vote One mixto vote for each of the two candidates for District Senator of the party selected unless one or two candidates for District Senator from another parties are specifically voted this also includes a write in nomination as well as an independent candidate In these cases the candidates or write in nominations specifically voted will accumulate one mixto vote Candidates at similar position number in the ballot from the political party selected will not receive the vote In the specific situation that the voter selects a candidate from the selected party and another candidate from the party whose insignia was not selected write in or independent candidate the candidate without a mark will not receive the vote One mixto vote for the header candidate for Representativ
80. ix G 8 3 5 Ballot Rejection Preferred In addition to displaying an interactive message the machine shall have the capability to automatically eject ballots as an under vote over vote protestadas and blank prior to the voter s interaction to confirm or correct the ballot 8 3 6 Messages Printout Preferred In addition to displaying an interactive message and automatically ejecting the ballot the system shall be capable of printing all messages giving the voter a print out of the conditions that should be corrected or confirmed on the ballot The printed message should be generated on a cut printout 8 3 7 Interaction Disable Preferred System shall have the capability of enabling or disabling any of the aforementioned voter interaction that is display of messages ballot ejection and messages printout 8 3 8 Vote Accepted Message Mandatory The machine shall have the capability of displaying a message to confirm that a vote has been accepted and that the equipment is ready to accept another ballot A different background color for this display would make it easily recognizable V 00 2 44 82 8 4 Processing of Ballots 8 4 1 Ballot Acceptance Mandatory at FAT The machine shall be configured to accept all the ballots defined for the elections regardless the sequence of introduction 8 4 2 Ballot Ejection Mandatory The system shall have the capability of not accepting and immediately ejecting ballots based on
81. l be available Available financing Please refer to section 12 4 Equipment financing Claim reports from the insurance company covering the last five 5 years Certificate of professional liability insurance including coverage amount type and date of coverage The Proponent must provide a statement of whether there have been any mergers acquisitions or sales of the Proponent s company within the last five 5 years and if so provide relevant details Furthermore the Proponent shall include a statement and or information about the Proponent s parent company or organization affiliates and or subsidiaries including but not limited to related party transactions such as sales purchases capital or operating funding financing equities and securities leases of any kind and other transactions The Proponent must provide an organizational chart showing the corporate structure and lines of responsibility and authority in the administration of the Proponent business that shows at least the top three organizational levels e g CEO CFO Director of Accounting Finance for the accounting finance division or department The Proponent shall also include a statement of whether in the last five 5 years the Proponent a predecessor company the Proponent s parent organization affiliates and or subsidiaries has filed or had filed against it any bankruptcy or insolvency proceeding whether voluntary or involuntary or undergone t
82. lder than thirty 30 days from the date Proposal due Date Failure to include these certifications could result in deeming the proposal non responsive V 00 2 56 82 9 4 Schedule of Events The schedule of events set out herein represents CEE s best estimate of the schedule that will be followed If a component of this schedule is delayed by the CEE then the rest of the schedule shall be shifted by the same number of days Event Date or Period Publication of this RFP Monday March 30 2015 From Monday March 30 2015 to Proponents notify intention to bid i Friday April 10 2015 Mandatory pre bid meeting O APO 201 From Monday April 13 2015 to Friday April 17 2015 Friday May 1 2015 Question and answer period Proposals due date Public opening of proposals Friday May 1 2015 From Monday May 4 2015 to Wednesday May 6 2015 Thursday May 7 2015 Bid Board and JAT pre evaluates proposals Bid Board and JAT sends notification and presentation requirements to qualified proponents From Monday May 18 2015 to Qualified proponents present their solutions Friday May 22 2015 in person JAT evaluates proposals From Tuesday May 26 2015 to Friday June 26 2015 From Tuesday May 26 2015 to Friday June 26 2015 From Tuesday May 26 2015 to Tuesday June 30 2015 Wednesday July 1 2015 Financial Capability Evaluation Bid Board Evaluation Selection and notifi
83. located at http ceepur org es pr Compras Paginas Subastas aspx with two additional amendments to this code CEE will conduct a comprehensive fair and impartial evaluation of proposals received in response to this Request for Proposal CEE has no preconceived notions as to what an Optical Scanning Vote Counting System may look like in relationship to current systems in place or other proposed innovations in elections technology The objective of the final evaluation is to determine the proposal that most effectively meets CEE goals and requirements If a contract is awarded for this project it will be awarded to the Proponent or Proponents whose proposal conforming to the RFP will be most advantageous to the CEE and the Commonwealth of Puerto Rico price and other factors considered CEE will select a number of knowledgeable professionals to review and score submitted proposals to determine which at a minimum 1 Demonstrate a sound approach 2 Demonstrate experience and qualifications 3 Best understand and meet RFP requirements 4 Quote reasonable costs 5 Minimize risk of failure to CEE Municipalities and the Commonwealth of Puerto Rico 6 Have adequate finances and resources to successfully complete the project 7 Have adequate and qualified personnel 13 2 Proposal Evaluation CEE will provide the Proponents with written requests for clarifications Proponents will be provided a date at which oral presentations and demonstration
84. low the user to select which precinct to print V 00 2 46 82 8 6 4 End Report Printing Restrictions Mandatory at FAT The End Report shall only be available after the machine has been closed to accept any more votes It shall be possible to print these reports multiple times 8 6 5 Restricted End Report Printing Preferred The machine should have the necessary controls to delay the End Report printing by the poll workers Reports shall not print prior to a specific day and time and report shall not print if the voting process mode is not finished at the machine 8 7 Transmission of Results 8 7 1 Transmission from the Polling Place Mandatory The machine shall have the capacity of directly transmitting results from the Polling Place to the Central Processing Center 8 7 2 Wireless Transmission from the College Preferred The machine shall have the capacity of transmitting the results from the Polling Place to the Central Processing Center without requiring a wired line Proponent shall specify all the communication means available and detail the cost impact in the machines for different communication means The cost for the wireless transmission components shall be included as part of the main proposal cost 8 7 3 Wired Backup Data Device Transmission Mandatory The backup transmission devices that will be located at the Local Commission Office shall be capable of transmitting data by connecting to the CEE s local wide area
85. lt in a numerical score based upon the information provided in the Proponent s Technical Proposal the clarity and conciseness of the information presented and how well it meets the requirements as defined in each section 13 2 3 1 Basis for Award The bid board shall evaluate the proposals and make its award based on the following criteria V 00 2 79 82 13 2 3 2 Compliance with mandatory mandatory at FAT and mandatory at implementation Proponent shall comply with all mandatory mandatory at FAT and mandatory at implementation requirements Failure to meet any of these requirements will result in the proponent being disqualified These requirements will be evaluated by the following parties JAT Mandatory mandatory at FAT and mandatory at implementation requirements for the technical section Sections 6 7 and 8 Bid Board Mandatory requirements for the terms and conditions section Section 9 11 and 13 Commissioners Financial Advisors Mandatory requirements for the financial capability section Section 10 and 12 13 2 3 3 Technical Evaluation 70 weight factor The technical evaluation will be made by the JAT Scores will be granted to the preferred requirements of the aforementioned sections Please note that optional requirements are not taken into consideration for valuation purposes Nevertheless once an optional requirement is proposed the proponent is required to provide it 13 2 4 Evaluation Phase 4 Financial
86. n election The minimum required colleges that the EMS program shall allow are ten thousand 10 000 7 2 7 Jurisdictional Election Levels in the EMS Mandatory at FAT The EMS shall be capable of setting up structuring and managing elections in the following hierarchy PUERTO RICO MUNICIPALITY SENATORIAL DISTRICT REPRESENTATIVE DISTRICT PRECINCT ELECTORAL UNIT ELECTORAL COLLEGE 7 2 8 Ballot Design 7 2 8 1 Ballot Design Specification Mandatory at FAT Ballot design functionality shall comply with the following requirements Ballots shall have columns of a minimum width of 2 75 inches Ballots shall be capable of being configured to include A minimum of 6 columns for political parties with their insignia A minimum of 1 independent candidate columns 1 write in column Ballots shall be configurable in landscape or portrait mode Capability of importing candidate photos or images Capability of including full candidate names V 00 2 39 82 e Capability of including large areas of free text such as voting instructions The EMS shall provide flexibility to allow modifications and corrections to the ballot layout Sample ballots are provided in APPENDIX B 7 2 8 2 Ballot Identifiers Mandatory at FAT Ballot designs shall be capable of incorporating senatorial district description representative district numbers precinct numbers and munici
87. nce by any subcontractor to all provisions of the RFP and possible contract 9 3 Proponent Qualification Terms 9 3 1 Registration Requirement Proponents must be registered in the Bidders Registry Registro nico de Licitadores RUL of the Puerto Rico General Services Administration GSA to do business in Puerto Rico and pay the corresponding annual fees due upon solicitation of this RFP Details about this may be found at this Internet address http www asg gobierno pr 9 3 2 Bid Bond Proponents must post a bid bond in favor of the CEE in original at the same time and together with the Proposal The bid bond shall be for an amount equal to 25 of the proponent s total bid amount The bid bond shall be issued by an insurance company registered and duly authorized to do insurance business in Puerto Rico by the Office of the Insurance Commissioner of Puerto Rico or may be presented as a Manager s Check or Money Order The bid bond will constitute a provisional security submitted by the Proponent to assure the CEE that the Proposal will be maintained until the adjudication of the proposal The Bid Bond will be returned to all Proponents after adjudication of the proposal V 00 2 55 82 The original Bid Bond certificate not a copy must be signed by a duly authorized representative of the proponent s company and included in the original version of the proposal Failure to do so will result in the proponent s disqualification and the proposal
88. ndidates for District Senator of the party selected always listed on the second and third position of the ballot One ntegro vote for the top candidate for Representative at Large of the party selected always listed on the fourth position of the ballot One ntegro vote for the top candidate for Senator at Large of the party selected generally listed on the tenth position of the ballot However depending upon how many candidates a party presents this position can be listed between the tenth to the twenty fifth position 5 3 2 3 1 4 Municipal Electoral Ballot Tabulation An ntegro vote in the Municipal Electoral Ballot will generate the following tabulation Oo O One ntegro vote for the political party selected in the Municipal Electoral Ballot One ntegro vote for the candidate for Mayor of the party selected always listed on the first position of the ballot One ntegro vote for each one of the candidates for Municipal Legislator of the party selected Always listed from the second to the fourteenth position Depending upon how many Municipal Legislator the municipality has 5 3 2 3 2 Mixto Vote MIX A Mixto vote is a vote in which the voter has selected one party by placing a mark below the party s insignia but where the voter has also voted for a specific candidates from other parties b independent candidates c write in candidates d senator at large or e repre
89. nents interest and the submission of the Proponents proposal Neither the CEE nor the Commonwealth of Puerto Rico shall reimburse costs of responding to this RFP or for attending any subsequent interviews site visits or meetings in connection with this project Neither the furnishing of the RFP to the proponent nor the submission of any materials documents or other information by the Proponent nor the acceptance thereof by the CEE nor any correspondence discussions meetings or other communications between the Proponent and the CEE nor anything stated by the CEE in or at any such correspondence discussions meetings or other communications must be construed or interpreted by the Proponent to mean that the CEE has made a determination that the proponent will be selected as the Contractor nor be deemed to impose any obligations whatsoever on the CEE or the Commonwealth of Puerto Rico to compensate or reimburse the proponent for any costs or expenses incurred in connection with its Proposal The CEE may consult references believed by it to be familiar with the proponent regarding the proponents prior operations development or management of projects financial condition past performance experience and qualifications or other matters whether or not the persons consulted are identified in the proposal Submission of a proposal in response to this RFP must constitute permission for the CEE to make such inquiries and authorization to third partie
90. network 8 7 4 Data Transmission Integrity Mandatory The system shall provide the required data transmission encryption and authentication in order to assure that all data regarding all the polling places is received This should be done in order to protect against eavesdropping and data manipulation including modification insertion and deletion The proponent shall describe the type of encryption utilized 8 7 5 Rejection of Duplicate Voting Data Mandatory The system shall be capable of preventing duplicate data transmission 8 8 Additional Data Collection 8 8 1 General Conditions for Data Collection Mandatory The proponent shall provide a machine capable of non sequentially storing information captured such that a vote cast by a constituent cannot be associated to him her V 00 2 47 82 8 8 2 Ballot Image Capture Preferred The machine should collect store and export a legible image of each one of the accepted ballots and store them on the machine memory These files should be stored on the machine memory but it should not be transmitted with the election results from the polling places No time stamp or file name association with the voting order shall be available on these ballot images files 8 8 3 Ballot interpretation Preferred The machine should be capable of storing and exporting that interpretation given to an accepted ballot Such interpretation from the machine should correspond to captured image ballot These
91. nicipal Ballot e Municipal Legislator Ballot It is important to note that not all Precincts will have all the ballots as there might be precincts with no primary elections for a specific position V 00 2 22 82 5 5 2 Maximum Candidates for each Position The maximum candidates accepted by the system will depend on the ballot as follows 5 5 3 Data to be tabulated For Primary Elections Ballot the following votes are tabulated Ballot Styles Maximum Candidates Governor 1 Resident Commissioner 1 District Senator 2 Senator at Large 6 District Representative 1 Representative at Large 61 Mayor 1 Municipal Legislator 14 Total votes obtained by each candidate or write in nomination Total over votes by contest Total under votes only for contests with multiple selection Total of adjudicadas ballots Total of protestadas ballots Totals of blank ballots Total ballots Note that even on general elections for Senators at Large and Representatives at Large each political party can present 11 candidates from each of the aforementioned contests Nevertheless political parties have decided to present up to a maximum of 6 candidates V 00 2 23 82 6 GENERAL REQUIREMENTS 6 1 OpScan Quantities The proponent will assume a contractual obligation of securing the proposed price for a minimum of six thousand 6 000 machines up to a maximum of seven thousand five hundred 7 500 to b
92. nimineen aei airean iria areia arai a arei iaar ia iieri aieia 43 8 2 3 Restricted polling opening and closing Preferred sess 43 8e 3 Voterlnteractio eret Ere re Re Eee Eee eL RE Me one IRE Mn aane RE ense Fee EE Meets aa eaa aa electi d 44 8 3 1 Detection of ballots with Under Voted and Over Voted Votes as well as Protestadas and Blank Ballots Mandatory coincidi 44 8 3 2 Customized Interaction Messages Mandatory sess senes enne 44 8 3 3 Display of Messages Mandatory esses nennen enne nenne nnns nenne ns een ne nnne nnnens nennen sena 44 8 3 4 Messages to be displayed Mandatory at Implementation essen 44 8 3 5 Ballot Rejection Preferred cccccccccsscccessssecesesseeeessnseeesesssecesesseeceseseecsscseeecseuseessesseeessssseeeseesaesenses 44 8 3 6 Messages Printout Preferred gae ace aec aedi i 44 8 3 7 Interaction Disable Preferred esses nennen ronca rana n et nnne ennt innen en nnse nnns enn 44 8 3 8 Vote Accepted Message Mandatory cccsccccssssccesssseccesssseeesssseecesseeeesecseecesessseceseseeeesessseseseesaeeesees 44 8 4 Processing of Ballots ninnisin cenis idad 45 8 4 1 Ballot Acceptance Mandatory at FAT ccccccccssssccesssseccessssecesssseeeessseeeessseeecssesseeessseeeessseeeeesssaesesees 45 8 42 Ballot Ejection Mandatory a sees 45 8 4 3 Application of Precinct Canvassing
93. nsideration additional space for elements needed to accurately capture the ballot such as barcode alignment marks or any other 7 1 2 Mark Recognition 7 1 2 1 Mark Size Mandatory The machine shall be capable of reading any mark of at least two 2 square millimeters inside the voting response field of a ballot configured for such purposes 7 1 2 2 Voting Response Field Mandatory The machine shall be configured to read visible delimited areas shown with borders on both side of the ballot where the voter shall make a voting mark 7 1 2 3 Invisible Voting Response Field Optional The machine shall be configured to read invisible delimited areas borderless on both sides of the ballot These borderless areas surround the bordered voting response field and shall read any mark a voter might make on those areas Such invisible areas will not appear on the ballot See Appendix F for examples of this requirement 7 1 2 4 Multiple Voting Response Fields Optional It shall be possible to configure unlimited voting response fields to one party candidate or option Therefore the system will end up having ONE bordered voting response field corresponding to ONE party candidate or option and MULTIPLE borderless voting response fields corresponding as to ONE party candidate or option V 00 2 35 82 7 1 3 External Battery Back Up Mandatory Proponent shall provide an external uninterruptible power supply UPS capable of contin
94. nt s proposal non responsive and therefore will be disqualified 9 1 RFP Guidelines 9 1 1 Clarity and Completeness of Proposals All information solicited in this RFP must be provided in a clear accurate and complete manner Proposals must be organized to specifically answer each question or request for information in the order stated in the RFP Proposal shall strictly follow the order of this RFP answers shall be included under each section An electronic copy of the RFP in Microsoft Word will be provided during the Pre Bid Meeting to be used as a base for the proposal answers The CEE may at its sole and absolute discretion request clarification and or additional information from any proponent Failure to comply with any such request will result in disqualification 9 1 2 Acceptance of Terms Each proponent by submitting a signed proposal acknowledges and agrees to all requirements terms and conditions of this RFP including but not limited to being subject to the jurisdiction of the courts of Puerto Rico and incorporating all the provisions of the RFP in a contract as hereinafter defined if selected 9 1 3 System Owner s Rights For either of the quoted alternative purchase financing and rental the proponent shall own the rights to the machine s hardware software firmware utilized for operating the system as well as the rights to manufacture sell and distribute such machine hardware software and firmware The proponent s
95. nter Mandatory Each machine shall have an integrated printer located in an access controlled compartment 7 1 10 2 Printing Color Mandatory All reports shall be printed in black 7 1 10 3 Printing Technology Mandatory Printing technology should be thermal 7 1 11 Ballot Boxes 7 1 11 1 Ballot Box Design Mandatory at FAT The proponent will be responsible for supplying ballot box design during FAT execution with the following specifications 7 1 11 1 2 Ballot Box Capacity Minimum ballot storage capacity for each machine shall be 1 500 ballots This capacity shall be the sum of all the required compartments that a ballot box shall contain 7 1 11 1 3 Ballot Box Access Access to the ballot storage area shall be limited by physical security means 7 1 11 1 4 External Access for Unread Ballot The ballot boxes should provide a separate access for a separate but internal compartment within the ballot This will be used to store voted ballots that were not scanned Access to this compartment should be restricted and controlled by poll workers Compartment should be able to hold at least 200 ballots 7 1 11 1 5 Folding or Nesting of Ballot Boxes It should be possible to store ballot boxes in a folded or nested fashion 7 1 11 1 6 Ballot Box Material Ballot boxes should be made of cardboard V 00 2 37 82 7 1 11 2 Ballot Box Design Drawings and Specifications Mandatory at FAT During FAT the proponent shall provide de
96. nts Proponents shall be required to show evidence of compliance with the preferred requirements identified as available in their proposals if invited for a demonstration during the proposal evaluation phase Optional Describes a feature that a proponent can determine whether or not to offer it as part of the proposal The proponent shall have the feature V 00 2 15 82 Requirement Definition Available at the time of response to this RFP A proponent that does not comply with the optional requirement shall not be disqualified for that reason but proponents who have met these optional requirements shall not receive qualification points Once this requirement is presented as part of this proposal the CEE will take it into account during the project implementation V 00 2 16 82 5 BACKGROUND 5 1 The Electoral Process of Puerto Rico Puerto Rico Electoral law sets forth the requirements for general elections whereby qualified voters elect by direct vote and simple majority the following positions Governor Resident Commissioner Members of the Senate and the House of Representatives Mayors and the Municipal Legislators This general election is held every four years The next general election will be held on November 8 2016 The general election day is an official holiday in Puerto Rico Currently there are three registered political parties Puerto Rico s Electoral Law allows for the registration of
97. o votes received by each candidate and write in Total candidatura votes received by each candidate and write in Total votes obtained by each candidate and write in Total over votes for each contest Total under votes for each contest Total of ntegro ballots for a political party V 00 2 21 82 e Total of mixto ballots for a political party e Total of candidatura ballots e Total of adjudicadas ballots e Total of protestadas ballots e Totals of blank ballots e Total ballots 5 5 Precinct Canvassing Primary Elections The Puerto Rico Electoral Law sets forth the rules for canvassing votes in Puerto Rico What follows are the canvassing rules that will be applicable to the 2016 Primary Election It is important to note that the Primary Elections for all the political parties are scheduled on the same day and that the system will have to manage each election concurrently and independently from each political party 5 5 1 One Ballot for each Position For each position on the General Election contest that there are more applicants than available seats as determined by each political parties there will be a separate ballot Each political party could have the following ballots on a Primary Election on each Precinct e Governor Ballot e Resident Commissioner Ballot e District Senator Ballot e At Large Senator Ballot e District Representative Ballot e At Large Representative Ballot e Mu
98. orking days The CEE will send submitted questions with the CEE answers to all proponents No additional questions will be accepted from proponents after this period All proponents are required to submit all their questions in writing by electronic mail to the following address OpScanSystemRFP 2cee gobierno pr Proponents will be responsible to confirm the successful transmission of their questions Only written questions will be accepted 9 4 5 Proposals Due Date Proponent will be required to submit their proposals to the Bid Board on Friday May 1 2015 9 4 6 Bid Board Evaluation at Bid opening The Bid Board will evaluate that each bid complies with an initial set of terms and conditions and proponents not in compliance with these will be disqualified and duly notified by the CEE 9 4 7 Individual Presentations from Proponents All proponents with qualified proposals will be required to present their proposals in an individual evaluation session at the CEE where the requirements will be verified It is considered a qualified proposal one that complies with the certifications required under sections 6 2 and 6 3 and provides this evaluation to the Bid Board for the JAT to provide its recommendations Proponents will be contacted by the CEE and will be provided with a detailed schedule and standard format for the presentation Proponents will have a complete day for their presentation to be organized in two sessions the first session will b
99. pality names as required according to their corresponding ballot style 7 2 8 3 Additional Ballot Information Mandatory at FAT The EMS should allow for including the following additional information on ballots e Candidate names e Political Parties insignias e Images associated with voting options e Images associated with candidates e Political Party names e Voting options descriptions 7 2 9 Printing and Printing Options for Ballots 7 2 9 1 Printer ready Electronic Ballot Images Mandatory The EMS shall be capable of producing printer ready electronic ballot images 7 2 9 2 Printer Ready Electronic Ballot Images Mandatory The proponent shall supply complete specifications for the printer ready electronic ballot images so that the CEE can provide the necessary specifications during the printer certification process 7 2 9 3 Production of Sample Ballots Mandatory at FAT The EMS shall be capable of producing sample ballots All machines shall reject these sample ballots 7 2 10 Multi Precinct Programming Preferred The EMS should be able to program some or all machines for the same election to accept and tabulate ballots from multiple and different precincts currently there are 110 in Puerto Rico This means that the same machine can tabulate ballots from different colleges at the same time If the EMS cannot program or the machine cannot be programmed for multiple or different precincts the proponent shall specify
100. project 9 2 Proposal Requirements and Format 9 2 1 Submission Requirements All proposals must meet the requirements stated in this RFP Proposals should be printed on 8 x 11 paper Exhibits including visuals may be presented and may be submitted in printed format as an Addendum Please note that each Proponent must submit separate Technical and Cost Proposals Each proposal must include e one 1 original e two 2 copies and e two 2 electronic PDF copies in either a compact disc CD or flash drive are required Each set must be sealed separately and identified using the format presented in Appendix L 9 2 2 Proposal Components and Submission Requirements Proposals must be received by the date and time stated on this RFP In addition to the requirements set forth in this RFP all proposals shall be organized in the following order Administrative Component Please refer to Sections 9 11 and 13 Technical Component Please refer to Sections 6 7 and 8 Financial Component Please refer to Section 10 and 12 Proponents have the responsibility to notify the CEE of any change of representative address telephone or fax number or any other change to the proponent s organization or legal status that occurs at any time after the submission of this RFP V 00 2 53 82 9 2 3 Cover Letter The Cover Letter and each of the pages must be signed and initialed by the representative of the proponent who is authorized to bind the p
101. quired for this project is the following and should be quoted as follows EMS DB amp OS License Firmware License per Machine Proponent shall specify if a software or firmware license is required for the utilization of the system Additionally it is the understanding of the CEE that the EMS will require other platform software such as operating systems databases and firmware that will be required to maintain the EMS system operating Such costs should also be considered as part of the license costs 11 7 Warranty and Maintenance Support 11 7 1 Applicability of warranty and maintenance support This section is applicable to the purchase alternative as well as the financing alternative The warranty and maintenance terms and conditions described herein shall begin upon receipt of hardware and software 11 7 2 Hardware Warranty This section provides for warranties of the following items for a minimum of 3 years as noted in the Excel spreadsheet Furthermore the warranty shall include ALL parts and labor on site Machine Multiple Precinct Machine MPM Backup Transmission Device EMS Hardware with Redundancy 11 7 3 Hardware and Software Maintenance Support Hardware maintenance support services are preventive and remedial services that physically repair or optimize hardware including per incident repair Hardware support also includes Online and telephone technical troubleshooting and assistance for setup All fe
102. r general elections voters in Puerto Rico have used paper ballots that were later tabulated by hand On General Election Day each voter receives three separate paper ballots The first ballot is the Electoral Ballot which is used to elect the Governor and the Resident Commissioner The State Electoral Ballot is identical throughout Puerto Rico The second ballot is the Legislative Electoral Ballot which is used to elect the entire legislature 51 members of the House of Representatives including 11 at large and 27 members of the Senate including 11 at large The Legislative Electoral Ballot is different for each one of the 110 precincts The third ballot is the Municipal Electoral Ballot which is used to elect the mayors and municipal legislators for each of Puerto Rico s 78 municipalities The Municipal Electoral Ballot is different in every municipality There is a fourth ballot Federal Electoral Ballot which is used for absentee voting This fourth ballot is used only for the election of the Resident Commissioner In a general election there will be a total of 190 different ballots Appendix B includes samples of the four different ballot types used during the General Elections and Primaries 5 3 Precinct Canvassing General Elections The Electoral Law sets forth the rules for canvassing votes in Puerto Rico What follows are the canvassing rules that will be applicable to the 2016 General Election For clarity purposes the different types
103. r s manual for all the hardware software and firmware provided These manuals shall be provided on electronic format and the CEE will have the right to print these manuals as per CEE convenience The manuals must be written in a clear simple user friendly format capable of being understood by the most inexperienced user Each instruction shall be presented with an example or a sample display such that the user will be able to follow and easily excute the instructions CEE reserves the right to review the manuals and return them to the proponent for editing and clarification 8 10 2 Maintenance Procedures and Recommendations Mandatory at Implementation Proponent shall provide all the maintenance procedures and maintenance recommendations for all the equipment provided as part of this project These manuals shall be provided on electronic format and the CEE will have the right to print these manuals as per CEE convenience The manuals must be written in a clear simple user friendly format capable of being understood by the most inexperienced user Each instruction shall be presented with an example or a sample display such that the user will be able to follow and easily excute the instructions CEE reserves the right to review the manuals and return them to the proponent for editing and clarification A list of spare parts and consumables shall be provided as part of the project documentation These spare parts shall be warehoused within CEE s fac
104. riminal legal actions by government agencies involving Federal state or local laws or regulations against the proponent and or affiliated persons in the ten 10 years immediately preceding the filing of the proposal including but not limited to administrative enforcement actions resulting in the imposition of sanctions permit or license revocations or denials issued by any state or federal authority actions that have resulted in a finding or a settlement of a violation and actions that are pending and include Sworn statement of No Investigation criminal or civil anti trust Indictment Conviction Debarment Suspension Disqualification and Disclosure of Other Information using the form provided in Appendix J Certification of No Conviction for Corrupt Practices using the form provided in Appendix J Sworn Statement of Non Collusive Bidding and Code of Ethics Certification Certification of No Solicitation Based on Commission Percentage Brokerage Contingent or Other Fees using the form provided in Appendix J No Lobbying No Collusion No Prohibited Acts The proponent shall complete the No Lobbying No Collusion No Prohibited Acts form provided in Appendix J Original certifications evidencing that the Proponent has complied with its responsibility in the payment of its taxes to the U S Federal Government and or to the Authority where its base of operations resides All Certifications and Affidavits must not be o
105. roponent The signatures must be in blue ink Stamped signatures or seals will not be accepted The Cover Letter must contain 1 The proponent s Company s full legal name taxpayer or employer identification number the North American Industry Classification System number NAICS if available physical addresses postal address telephone numbers fax numbers 2 The authorized representative s full name email address telephone numbers d fax numbers 3 The contact person s if different from the authorized representative a full name b email address c telephone numbers d fax numbers 4 A statement indicating that the prime proponent will be the prime contractor for all activities and that all other participant shall be designated as subcontractors 5 Identification of all proposed subcontractors and a brief description of their roles All subcontractors will be subject to approval by the CEE Prior to contract execution the successful proponent will be required to furnish the corporate or company name and the name of the officers and principals of all subcontractors Notwithstanding any such approval by the CEE the successful proponent shall itself be solely responsible for the performance of all work set forth in any contract resulting from this RFP and for compliance with costs and other terms provided in the contract The successful proponent shall cause the appropriate provisions of its proposal and the contract to be in
106. rotocol Daily meetings shall be conducted between CEE personnel and proponent staff to discuss findings and results In case that a non conforming test case results from the FAT an action plan to solve the situation shall be developed as soon as possible Ideally all corrective actions including re tests shall be performed prior to the completion of the FAT The FAT shall not be considered successful until 10096 of the test cases results are performed satisfactory If the FAT has to be aborted due to equipment malfunction software or firmware problems the CEE shall have the right to cancel the test and return its personnel to Puerto Rico In that situation proponent shall be responsible for the travel and living expenses of the entire CEE test team for the execution of the next FAT if it s the decision of the CEE to execute a second FAT A failure on the FAT whose extent is not feasible to be corrected and executed on the same execution period might be considered sufficient cause for declaring a breach of contract and executing the Performance Bond 6 8 2 Validation Support Mandatory at Implementation Once the machines are delivered and all the equipment is installed and commissioned by the proponent the CEE shall execute a full validation protocol consisting of installation operation and performance tests Proponent shall provide on site technical support during this effort in order to discuss the findings and results of the validation p
107. rotocol In the event of non conforming results proponent shall be responsible for performing any modifications required in order to comply with the all the project requirements and to satisfy the acceptance criteria for the validation protocol The CEE shall be responsible for executing the validation protocol Proponent is responsible for the installation and commissioning of the EMS system Proponent shall be responsible for the travel living and incidental expenses of the support staff for the installation and the commissioning of the system 6 8 3 Ballot Styles Configuration Mandatory at Implementation Proponent shall configure two hundred thirty four 234 different ballots for both elections Primary Elections 2016 and General Elections 2016 For the general elections the proponent will provide a total of 190 ballots types and for the primary elections the proponent will provide a total of 44 ballots types However the CEE reserves the right to substitute the ballot descriptions indicated on table 2 Any substitution made by the CEE will not alter the total amount of ballots to be configured The suggested distribution of these ballots is V 00 2 26 82 Table 1 Ballots for General Election Ballot Description Number of Number of Different Ballots Ballot Styles State Electoral Ballot i Legislative Electoral Ballot 110 Municipal Electoral Ballot 78 110 Federal Electoral Ballot 1 Total 190 Ta
108. rty selected will not receive the vote 5 3 2 3 2 4 Municipal Electoral Ballot A mixto vote in the Municipal Electoral Ballot will generate the following tabulation O O One mixto vote for the political party selected on the Municipal Electoral Ballot One mixto vote for the candidate for Mayor of the party selected unless another candidate for Mayor from another party is specifically voted this also includes a write in nomination as well as an independent candidate In this case the candidate or write in nomination whose vote received a mark will accumulate one mixto vote and the candidate from the political party selected will not receive the vote V 00 2 20 82 One mixto vote for each Municipal Legislator candidate of the party selected unless another candidate for Municipal Legislator from another party is particularly voted this also includes a write in nomination as well as an independent candidate In this case the candidates or write in nomination whose vote received a mark will accumulate one mixto vote and the candidate from the political party selected will not receive the vote starting from the candidates from the bottom of the list of Municipal Legislator candidates of the party selected In the specific situation in which the voter selects candidates from the same party whose insignia was marked they will receive a mixto vote The quantity of candidates from the political party select
109. s A minimum of fifteen 15 calendar days will be required for two 2 support staff for the Central Processing Center for the canvassing process The exact starting date for the canvassing process shall be coordinated as part of the project implementation process Proponent shall be responsible for the travel living and incidental expenses of the support staff provided for this election CEE Recommends that whenever possible the proponent consider hiring of local Spanish speaking professionals to save on travel and living and help the local economy 6 8 6 3 Local Technical Support during General Election During the General Election the proponent shall be responsible for providing the following technical support e Two 2 field technicians to assist with any difficulties with the machines or with data transmission For the General Election the field equipment support staff shall be located on the CEE main operations building in San Juan and they shall be available for telephone support for CEE s field technician which will be strategically located on different locations throughout Puerto Rico e Four 4 support staff for the Central Processing Center A minimum of five 5 days of local support services shall be required three 3 days prior to the election the day of the electoral election and one 1 day after the election Each day is expected to encompass 12 working hours A minimum of 15 calendar days shall be required for t
110. s as proposed on this RFP meets or does not meet the mandatory at FAT requirement at time of proposal submittal The response towards a mandatory at FAT requirement shall be a YES or NO answer If the proponent answers NO to the question the proponent shall describe how the system will be modified in order to meet such mandatory at FAT requirements Failure to provide the latter explanation shall be cause of disqualification Eventually non compliance with Mandatory at FAT requirements during the FAT execution shall cause the contract to be rescinded Mandatory Describes a requirement that must be met during the contract period including during but not limited to professional services technical support and trainings A Implementation brief description of how each Mandatory During Implementation requirement will be met must be included in the RFP response Proposals that do not include this information shall be disqualified Non compliance with Mandatory During Implementation requirements during project implementation shall cause the contract to be rescinded Preferred Describes a feature that a proponent can determine whether or not to offer it as part of the proposal The proponent shall have the feature available at the time of response to this RFP A proponent that does not comply with a preferred requirement shall not be disqualified for that reason but proponents who have met these preferred requirements shall receive qualification poi
111. s of the equipment or services required up to December 31 2016 The items and quantities specified are provided in the referred spreadsheet to give potential proponents a clear idea of the magnitude of the project and to set a common reference for all the proposals 11 8 3 Hardware and Software to Quote The following hardware and software shall be quoted Machine Backup transmission device with case Machine Case V 00 2 69 82 Transportable memory device Transportable memory device storage case EMS Hardware with Redundancy Multiple Memory Device Writer Burner if applicable Memory Device Reclosable Static Shielding Bag 11 8 4 Development and Installation Services to Quote The following services shall be quoted as part of the development for delivering a working electoral machine and typically include those items that are done prior to an election Such services include the following Factory Acceptance Test Validation Support EMS DB amp OS Installation and Configuration Please note that for support and training services the itemized prices shall be inclusive of travel living and any other expenses Itemized prices shall also be provided on a per diem basis for additional support services that might be required 11 8 5 Training Services to Quote The following are services that need to be quoted in order to prepare the CEE for running general elections primaries plebiscite etc with the prov
112. s to respond thereto Neither the CEE nor any officer agent representative advisor or employee thereof must be charged personally by the proponent with any liability or held liable to it under any term or provision of any of the Documents or any statements made therein The CEE reserves the right at its sole and absolute discretion to disqualify any proponent or any firm or individual from any phase or component of the selection process due to felonious or other criminal record in any jurisdiction domestic or foreign Neither proponent nor any of its respective partners shareholders officers directors employees agents or affiliates must have any right to consent to be notified of or respond to any investigation conducted by or on behalf of the CEE in connection with any and all information with respect to the proponent or its proposal Unless specifically requested by the CEE no supplemental information provided by any proponent will be considered in the evaluation Proposals including supplemental information will become the property of the CEE and there must be no obligation to return any information to the proponent V 00 2 60 82 9 9 Debt Certificates Administrative Bulletin Number OE 1991 24 as amended by Administrative Bulletin Number OE 1992 52 and Treasury s Circular Letter Number 1300 25 14 provides that any legal or natural person Contracting with an agency of the Commonwealth of Puerto Rico must submit certa
113. s will be heard The presentation will consist of a Proponent briefing concerning its technical approach and must also address clarifications and deficiency items identified by CEE that may lead to discussions Proposal evaluators will consist of CEE representatives from the financial industry and information technology professionals Evaluators will have an opportunity to modify their scores and comments based on deliberative discussions V 00 2 78 82 While a numerical rating system will be used to assist the evaluators in selecting the competitive range if necessary and making the award decision the award decision is ultimately a business judgment that will reflect an integrated assessment of the relative merits of the proposals using the factors and relative weights 13 2 1 Evaluation Phase 1 Administrative Pass Fail On the date the proposals are due the sealed proposals will be opened and evaluated by the Bid Board to determine if the administrative requirements have been met These requirements include 1 Proposals have complied with the bid due date and time 2 The requested format and number of copies are adhered to 3 The Request for Proposal Cover Sheet meets the content and other requirements 4 The Cover Letter is enclosed and meets the content and other requirements 5 Bid Bond is included and duly signed 6 Separate packaging rules are followed Proponent shall be considered noncompliant and may be eliminated from
114. seneeses 25 6 7 Equipment Electronic Identification Tags Mandatory at implementation eene 25 6 8 ProjectImplementation Support cccccsscccsssssccssssseccessseeessssseceseseecssssseecsesseecseaseeecseasesessessesesessseeeseaeeees 25 6 8 1 Factory Acceptance Test FAT Mandatory at Implementation eese 25 6 8 2 Validation Support Mandatory at Implementation esses nennen nennen nennen 26 6 8 3 Ballot Styles Configuration Mandatory at Implementation essen 26 6 8 4 Infrastructure Development Support eeesessssesseeeeeeeene nennen enne enne nennen nennen nnns nennen sienne 28 6 8 5 Project Management Support Mandatory cccooocccnononcncnnnonnnnnnnnnnnnnnnonnnnnnonnnnnnnnnnncnnnonnnnnnnnnnnnnnnnnnnnnnns 29 6 8 6 On Site Support for Elections Mandatory at Implementation esses 29 V 00 2 3 82 6 8 7 EMS DB and OS Installation and Configuration Mandatory at Implementation 30 6 8 8 Logic and Accuracy Test Support Mandatory at Implementation eese 31 6 8 9 Tr ning mec 31 6 8 10 Spare Parts Additional Machines and Software Updates esses 34 6 9 Description of Hardware and Software Components Mandatory eese 34 7 TECHNICAL REQUIREMENTS A iaa ada 35 7 1 Hardware Features of Vote Counting
115. sentative at large the latter both from the same party A ballot may be considered a valid mixto vote even though no candidate was selected from the party marked by the voter Typically this vote is referred to as a split vote 5 3 2 3 2 1 Federal Electoral Ballot There is no option to cast a mixto vote in the Federal Ballot 5 3 2 3 2 2 State Electoral Ballot A mixto vote in the State Electoral Ballot will generate the following tabulation O O One mixto vote for the political party selected on the State Electoral Ballot One mixto vote for the candidate for Governor of the party selected unless another candidate for Governor from another party is specifically voted this also includes a write in nomination as well as an independent candidate In this case the candidate or write in nomination whose vote received a mark will accumulate one mixto vote and the candidate from the political party selected will not receive the vote One mixto vote for the candidate for Resident Commissioner of the party selected unless another candidate for Resident Commissioner from another party is specifically voted this also includes a write in nomination as well as an independent candidate In this case the candidate V 00 2 19 82 Or write in nomination whose vote received a mark will accumulate one mixto vote and the candidate from the political party selected will not receive the vote 5 3 2 3 2 3 Legislat
116. serted in all subcontracts m 0200c0wv ocv 6 Acknowledgement of receipt of this RFP and if applicable all amendments to this RFP 7 Certification that the information provided in the proposal has been reviewed for accuracy and completeness 8 Stipulation that the proposal will remain valid for four 4 years from the RFP due date 9 A statement that the prime proponent and all its subcontractors have no conflict of interest that could influence the performance on the model contract or the cost of services provided and will not employ in the performance of the contract any person having such conflict 10 A statement that the person signing the proposal is duly authorized to bind the prime proponent to the pricing resources and services described in the proposal The Cover Letter must be no more than one page and must be signed by the authorized contact representative The Cover Letter must reference this RFP and confirm that all elements of the RFP have been read and understood and that the Proponent takes no exception to the materials provided Failure to include this information in the Cover Letter could result in deeming the proposal non responsive V 00 2 54 82 9 2 4 The Executive Summary The Executive Summary shall present an overview of the proposal detailing scope components technical solutions project management approach and success factors It shall be clear concise and precise and no more than 5 pages in len
117. services Proponent shall be responsible for the system integration regarding the communication infrastructure and their system 6 8 4 2 Support during Certification of Printing Facilities Mandatory at Implementation The proponent shall provide technical support and assistance leading up to the certification of up to four ballot printing facilities This support shall be provided as part of the proposal The support shall include any required testing documentation and equipment evaluation All selected printing facilities shall be required to provide all equipment labor and materials including but not limited to ballot paper and ink necessary for printing the ballots The certification support to include but not be limited to e Initial meeting to be held in San Juan where the certification requirements will be explained to all interested parties e Delivery of the technical specification requirements for certification e Off site support to the printing facilities during their certification process e Inspection visit to the printing facilities to verify and certify compliance with the technical specifications for certification e Supply complete specifications for the different types of paper including length and thickness to be used for printing the ballots 6 8 4 3 Ballot Box Inspection and Certification Services Mandatory at Implementation Proponent shall provide the inspection and approval of the replicated ballot boxes as
118. seseseceseeeeeessneeeeesssaeeenses 41 V 00 2 4 82 7 3 3 Data Redundancy Mandatory at Implementation eese eene eene enne enne 41 7 3 4 Data Backup Mandatory at Implementation eese eene eene eene nnne 41 7 3 5 Data Recovery Mandatory at Implementati0N ooooccnnoccccnononnnnnancnnnonananononononncnnnnnnnnnnnnnnnnnnnnnnnnnnns 42 7 4 Backup Data Transmission Devices csscccsssscccessssecesesssecesesseecessseeessssseccssuseceseaueecesesseeeseuseeeseuseseseseeens 42 7 4 1 Backup Transmission Device Mandatory esses eene nnnn nne 42 8 OPERATIONAL RE QUIREMENTS essssessseeeeeeeenne nennen eaS et Aa aa tassi AAAA ha DA paaa ha Taaa Ainaa ha menada dea 43 8 1 Eoading of VOTING di recte ti ete ttd ed detect ha aati 43 8 1 1 Single college transportable memory device MandatorY ccooocccncnocnnnnnonannnonononnnonnnnnnnnnnnnnnononnnnnnnnos 43 8 1 2 Multiple college transportable memory device Preferred essen 43 8 1 3 Writing of voting data on multiple memory devices Mandatory eese 43 8 2 Opening Field Reset and Closing of El ctions ccccsscccssssscccsssseccessssecesssseecesssseeeesesseeessssseeesesssesesenaeeens 43 8 2 1 Poll Opening Mandatory ccccccccccsssscecsssssecesssesecsssessecessesenssscesenseseesessuseseeseseesecsusensesesseseesessnsereeses 43 8 2 2 Poll Closing Mandatory
119. sign drawings of the ballot boxes in hard and digital formats Furthermore the proponent will be responsible for providing assembly and dis assembly instruction of the ballot boxes as part of the design specifications The drawings and specifications of the ballot box shall be provided as part of the FAT deliverables 7 1 11 2 Ballot Box Design Reproduction Rights Mandatory Proponent will also grant the CEE the right to reproduce ballot boxes in accordance to the design and Specifications provided by the proponent 7 1 11 3 Ballot Box for FAT Mandatory at FAT The ballot boxes for the machines to be used during FAT in accordance to the aforementioned design and specifications shall be provided by the proponent 7 1 12 Machine Ballot Box Segregation Mechanism Preferred The machine shall be capable of segregating a voted ballot containing write in votes blank votes protestadas or any other condition that the CEE may understand Therefore in order to meet this requirement the ballot box design shall consider 3 segregated compartments 1 for regular scanned voted ballots 1 for the externally accessible unread voted ballots and 1 for the special conditions described under this requirement This segregation mechanism shall be part of the machine not the ballot box The compartment for the special condition voted ballots should be able to hold at least 50 ballots 7 2 Election Management System EMS 7 2 1 Election Programing in the
120. sioners Financial Advisors will utilize the following equation to determine the price evaluation score PES Ma X 20 PCA Where PES Price Evaluation Score LCA Lowest proposed cost from the selected alternative PCA Proposed cost from the selected alternative by the proponent being evaluated V 00 2 80 82 13 2 5 Evaluation Phase 5 Points Calculation The points assigned in Phases 3 and 4 will be added together to produce a point score for each proposal 13 3 Award Criteria 13 3 1 The valuation of the compliance with the mandatory mandatory at FAT and mandatory at implementation shall be based on the following factors Complies with all mandatory mandatory at FAT and mandatory at implementation o MF 1 Does not comply with one or more mandatory mandatory at FAT and mandatory at implementation o MF 0 The valuation of the criteria mentioned in the following table shall be weighted as follows Basis for award criteria Maximum Score Evaluation of financial capacity FC 10 Technical evaluation TE 70 Price Evaluation PE 20 Total Score 100 13 3 2A ward Criteria Equation The CEE Bid Board will utilize the following equation to calculate the total score for each proponent BAC FC TE PE X MF Where BAC Total Score FC Evaluation of Financial Capacity score TE Technical Evaluation Score PE Price Evaluation Score MF Mandatory Factors Mandatory Mandatory
121. t without requiring any assembly tools by poll workers An impact proof briefcase with the capacity of holding a security seal to be provided by CEE shall be provided for each machine The briefcase shall accommodate the machine and any cables or auxiliary parts required for the machine to operate The briefcase shall provide a fixed handle Storage requirements for these briefcases shall be provided including but not limited to environmental storage conditions briefcase dimensions and stacking limitations V 00 2 48 82 8 9 2 Transportable Memory Device Storage Cases Mandatory at FAT Proponent shall supply adequate transportable memory device storage cases with the capacity of permanently storing and protecting multiple transportable memory devices The size and weight of these cases shall be adequate to be handled by one person Proponent shall indicate the quantity of memory devices that fit within a storage case 8 9 3 Memory Device Reclosable Static Shielding Bag Mandatory at FAT Proponent shall supply a reclosable static shielding bag to protect the memory devices during transportation and while information has been uploaded These bags shall be made of a 3 mil transparent polyethylene film or foam with a double track zipper closure and shall protect against electrostatic discharges generated from inside or outside the bag 8 10 Documentation 8 10 1 User Manuals Mandatory at Implementation Proponent shall supply the use
122. tallation Mandatory Transportable memory devices shall be easily removable without requiring disassembly of the machine and without exposing its internal electronics It is the understanding of the CEE that these memory devices including the redundant if applicable will be pre installed in the machine and the compartment will be sealed with one of the provided plastic seals prior to the machine functioning 7 1 7 1 Transportable Memory Type Mandatory The transportable memory device should be non volatile and should not require internal batteries or external power sources 7 1 7 2 Detection of Foreign transportable memory devices Mandatory The system should include mechanisms to prevent foreign memory devices i e devices not in CEE s inventory from being used on the machines 7 1 8 Data Comparison Preferred The machines should have functions for comparing internal and external memory devices against the total cast votes V 00 2 36 82 7 1 9 Interactive Display 7 1 9 1 Display Specifications Mandatory Each machine shall provide an interactive display The proponent shall indicate the display s specifications including but not limited to without limitation number of lines characters per line message length and scrolling capabilities Furthermore the machine shall be capable of displaying additional special characters such as Ni Aa fi UU c i UU 7 1 10 Printer 7 1 10 1 Integrated Pri
123. the following conditions e Mutilated ballots e Incorrectly configured or not configured ballots e Any other foreign ballot e Counterfeit ballot 8 4 3 Application of Precinct Canvassing Rules Mandatory at FAT The machine shall be capable of canvassing the votes according to the precinct canvassing rules 8 4 4 Standard Ballot Processing Mandatory The system must be capable of processing multiple and different ballots at the same election These various ballots will have different paper colors and they might have different sizes The system must be capable of processing up to eight 8 different ballots from the same election Furthermore the machine shall be capable of handling multiple elections on the same day For such scenarios there will be more than the 8 ballot that were previously mentioned 8 4 5 Multiple Precinct Ballot Processing Preferred For special situations like the election on correctional institutions and absentee vote where inmates from all the 110 precincts will be required to vote using the same machine it will be required to have a precinct counting voting system with the capacity of processing ballots for any of the voting precincts This requirement is not met with the utilization of a central counting voting system 8 4 6 Visible Ballot Counter Preferred The machine shall provide a ballot counter that displays the total number of accepted ballots This ballot counter shall be available at the displ
124. uous operation of the optical scanning machines between 2 and 4 hours Such devices shall not have either embedded or externally a line to ground or neutral to ground connection in order to guarantee best performance on all sites where the OpScan shall be placed This item shall be considered separate from the rest of the equipment and as such the agency reserves the right to acquire this component from other proponent s 7 1 4 Internal Memory Device Mandatory Each machine shall have a fixed non removable solid state memory device These memory devices shall not be easily accessible and protected against theft shock water and humidity damages 7 1 5 Transportable Memory Device Mandatory Each machine shall have at least one removable and transportable memory device These memory devices shall store the machine s configuration the accumulated voting results the audit and the operational log of the machine They shall be located in a covered sealed compartment that prevents unauthorized access The CEE does not use locked keys to secure devices instead we use plastic seals CEE plans on acquiring a minimum of six thousand 6 000 transportable memory devices up to a maximum of fifteen thousand 15 000 7 1 6 Redundant transportable Memory Device Preferred Each machine shall provide for redundant memory devices with the functionalities described on the Transportable Memory Use specification above 7 1 7 Transportable Memory Ins
125. upport services for the EMS software and firmware to enable the EMS and machines to perform in accordance with its technical requirements Software maintenance support services shall include new product installation installation of product updates migrations for major releases of software and other types of proactive or reactive on site services Software products and technologies covered under this category include operating systems and infrastructure software 11 8 System Acquisition Proponents are required to provide proposals for the acquisition of all the required hardware software and services in compliance with all the specifications of this RFP It is mandatory by the CEE that the provided hardware is new and never before been utilized All the prices shall be Freight on Board FOB San Juan Puerto Rico The CEE shall acquire a minimum of 6 000 machines up to a maximum of 7 500 11 8 1 Alternatives for equipment acquisitions Proponents are required to provide proposals for all the following types of acquisitions No proposal will be accepted if all of three options aren t quoted Each type has a different set of quotation requirements that are addressed under their individual sections Purchase A Financing Rental 11 8 2 Scope of Supplies The proposals shall include itemized prices for the items detailed in the sections below The itemized prices shall be honored in case the CEE requires an increase or decrease in the quantitie
126. vide future cost increase decrease for every four 4 years span In the space allotted provide percentage increase decrease 12 3 6 Summary The summary section of the purchase alternative adds the following items in order to provide for a comparison of costs between the different quoting alternatives and ease the evaluation process for the CEE Such items include the following a b Table of Initial Costs Non recurrent Costs Elections Cost Calculated for 2016 General Elections and Political Parties Primaries 2016 Recurrent Costs 2016 General Elections and Primaries Machines Firmware and Peripherals Rent Table of Future Costs Elections Cost Calculated for 2020 amp 2024 General Elections and Political Parties Primaries 2017 2024 Recurrent Costs 2020 amp 2024 General Elections and Primaries Machines Firmware and Peripherals Rent V 00 2 76 82 12 4 Financing Quotation Sheet Proponent is requested to present a proposal for the financing of the system in compliance with all the sections of this RFP The following terms shall be part of the financing quotation sheet a Initial Cost without First Year Recurrent Cost b Amount to Finance c Number of Annuities 12 4 1 Quoting scope for equipment financing The total purchase costs for this quoting alternative are obtained from the proponent s quoted costs under the purchase acquisition sheet Such costs include the purchase of a minimum of six thousand
127. wo 2 support staff for the Central Processing Center for the canvassing process The exact starting date for the canvassing process shall be coordinated as part of the project implementation process Proponent shall be responsible for the travel living and incidental expenses of the support staff provided for this election CEE Recommends that whenever possible the proponent consider hiring of local Spanish speaking professionals to save on travel and living and help the local economy 6 8 7 EMS DB and OS Installation and Configuration Mandatory at Implementation Proponent shall be responsible for the provision installation configuration start up and commission of all the hardware and software required by the EMS Proponent shall specify power and data connections requirements to be located within 10 feet of the designated location of the system CEE will provide the required connection as specified Proponent shall provide any additional site specification to be provided by CEE Proponent shall coordinate at least eight 8 weeks in advance with the CEE for the installation schedule Proponent shall be responsible for all travel living and incidental expenses for their staff CEE Recommends that whenever possible the proponent consider hiring of local Spanish speaking professionals to save on travel and living and help the local economy V 00 2 30 82 6 8 8 Logic and Accuracy Test Support Mandatory at Implementation
128. y the President of the CEE will be made final within 10 calendar days after its notification date Within these 10 days the affected party shall request a reconsideration to be made by the President The decision made by the President after reconsideration will be final V 00 2 62 82 9 11 3 Bid Board Award Protest Per Sections 7 3A thru 7 6 of the Bid Board Regulation the proponents may protest the decision of the Bid Board in writing and signed by the interested party its representative or agent when it is understood that one of the procedures established on the Bid Regulation has not been followed Any proponent who believes there is reasonable cause and is not in agreement with any award may within 5 business days of such an award submit a request for review in accordance with applicable terms of the Agency s Bid Board Regulations In addition to the process described in sections 9 5 through 9 10 of this RFP proponents who request a review of the award by the Bid Board must post a guarantee for twenty percent 2096 of the total proposal price of the selected proponent excluding ongoing support costs Once the review process is completed if it is determined that the claims alleged by the proponent requesting the review are frivolous or without basis the guarantee posted be the protesting Proponent s will be executed in favor of the CEE Under any other circumstances except those described herein once the final decision of the Bid

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