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1. Task Name Start Finish A Automation Project May 9 2016 Elections Tue 12 3 13 Mon 10 31 16 1 Convening of COMELEC Steering Committee Tue 12 3 13 Mon 5 9 16 2 Determination of AES Technology to use Thu 3 27 14 Tue 8 26 14 Convening of COMELEC Advisory Council Thu 3 27 14 Thu 3 27 14 DBM Approval of Budget Thu 6 26 14 Thu 6 26 14 CAC Technology Fair Sun 7 27 14 Sun 7 27 14 Submission of CAC Recommendation of Technology to use Fri 8 15 14 Fri 8 15 14 COMELEC EnBanc Resolution on Technology to Use Fri 8 29 14 Fri 8 29 14 3 Terms of Reference TOR Mon 6 30 14 Tue 10 14 14 Drafting of TOR Mon 6 30 14 Tue 9 30 14 Submission of 1st Draft Wed 09 24 14 Wed 10 01 14 COMELEC Technical Committee Review of TOR Mon 10 03 14 Fri 10 10 14 Workshop to Finalize TOR with CAC Sat 10 11 14 Sun 10 12 14 Submission of Final TOR to EnBanc Mon 10 13 14 Mon 10 13 14 Approval by the Enbanc Tue 10 14 14 Tue 10 14 14 4 Project Management Team Formation and Operation Wed 10 15 14 Thu 11 10 16 5 Bidding process invitation to bid to issuance of notice to Wed 10 15 14 Wed 3 18 15 proceed 6 Systems Customization Development Thu 3 19 15 Tue 9 22 15 Delivery of equipment for testing at least 20 units machines peripherals supplies materials ballots and base Thu3 19 15 Fri 3 27 15 systems for EMS VCM and CCS P E ee Preparation of customization requirements COMELEC Fri 3 27 15 Sat 4 25 15 Page 48 of 54
2. 22 4 3 2 22 4 3 3 22 4 3 4 22 4 3 5 Per city municipality Per province For ARMM Nationwide and Other positions that may be added before the elections 22 4 4 List of candidates 22 4 4 1 22 4 4 2 22 4 4 3 22 4 4 4 22 4 4 5 22 4 4 6 per district councilor district provincial district legislative district regional district per city municipality per province for ARMM for national positions and Other geographic subdivision that may be added before the elections 22 4 5 List of precincts with registered voters 22 4 5 1 22 4 5 2 22 4 5 3 List of established precincts List of clustered precincts List of clustered precincts with established precincts included in the cluster 22 5 It shall allow for the editing or modification of entries or data provided by the winning bidder 22 6 The system shall also be able to display summary statistical figures in relation to the above lists or displays to facilitate verification Page 12 of 54 pages 22 7 It shall require authorization and authentication of all users with the use of unique usernames and user modifiable passwords at the very least with multiple user access levels 22 8 User access levels shall be categorized at the very least as follows 22 8 1 Regular user which shall be assigned with basic computer operational roles such as generation of approved configuration files usernames and passwords and viewing of data 22
3. 11 1 Neither shall it be obliged to pay any salary for the areas where no technicians were hired by the winning bidder The winning bidder shall provide the sufficient number of qualified technical support personnel to man the technical hotlines and to give solution s to the reported problems at the NTSC Aside from the requirement of Head technical support who shall supervise his team the following are the requirements for all levels of technical support required for FTS and e Day SCHEDULE LEVELS OF QUALIFICATIONS Aside fromthe des TECHNICAL SUPPORT needs of the winning bidder for NTSC the following schedules are required by COMELEC e IT capable April 20 2016 May 2 First level technical Atleast college level 2016 hotline operators who e Proficient in Microsoft Office atleast 5 operators shall handle reports applications Word and e 8 00 am to 5pm received through Excel e Monday to telephone call texi e Skill to accurately type a Saturday Page 43 of 54 pages message email or any other means of minimum of 25 wpm and keep May 3 to 7 2016 a e accurate records of e At least 10 communication from the information received via operators field technicians computer e 8 00 am to 7pm nationwide e Good communication and e Monday to listening skills Saturday at least 10 per shift e Ability to speak clearly and May 8 to 16 2016 concisely over the telephone e At
4. Operation and administration of all provided applications and third party systems Format or template of EVM file output input to CCS and central server and CCS output input to next level CCS and central server Repair troubleshooting tuning up and maintenance of hardware and software Designing printing and reformatting ballot faces and all election reports Safeguards to prevent and detect tampering or theft Critical system errors 2 10 Security and intrusion prevention and detection systems and 2 11 Contingency plan 3 A training for trainers and DOSTcertifiers which shall include 3 1 Setting up and testing the machines and components thereof Page 35 of 54 pages 3 2 Proper operation and security of the machines from start to finish 3 3 Troubleshooting methods to quickly identify and resolve problems 4 Training programs for the BEIs and Random Manual Audit Team subject to COMELEC approval 5 Training for the Technical Support 6 Re training of COMELEC trainers in case of substantial changes in the system 7 Training materials should be submitted to and approved by COMELEC prior to printing and 8 All training machines consumables manuals and training materials should be provided by the winning bidder 9 The winning bidder shall provide for replacement or additional manuals when required by the COMELEC Risk Management and Contingency Planning The winning bidder shall provide the follo
5. The bidder s claims of compliance shall be supported by documentary evidence and shall be verified and validated by a product and or systems test to be conducted by COMELEC as applicable A Election Management System EMS Which shall refer to all election data management requirements to be used in managing the preparation of all pre election data for election configuration purposes EMSshall have the following minimum requirements 1 Itshall have the following general capabilities 1 1 1 2 1 3 1 4 1 5 1 6 System administration utilities which shall be used in managing user accounts rights and privileges including system and audit log files monitoring and backup files generation among others Pre election data management which shall be used in managing all data to be used for election purposes including data import of election data files from existing COMELEC software applications Election configuration files management and generation which shall be used in generating the location specific configuration files for each DRE orElectronic Voting Machine EVM Ballot definition management and ballot face generation which shall be used in managing the generation of the ballot faces Machine configuration management which shall be responsible for turning on or off certain functionalities in the EVM and Election results report format management which shall be used in managing all report formats to be use
6. The configuration file shall be location specific and shall restrict the votes and results that can be accepted by each machine depending on the configured location It shall have a ballot definition module which shall have the following minimum functionalities 10 1 It shall be able to automatically create the ballot faces for EVM Arabic text shall be used to show the equivalent Arabic translation of the English label of elective positions in the ballots in areas where the use of Arabic language is prevalent The COMELEC shall provide the format of all reports Page 9 of 54 pages 11 12 13 14 15 16 10 2 It shall enable the user to preview the generated ballot faces for verification purposes 10 3 There shall be one ballot face for each area with a common set of candidates from the national level down to the city municipal level or councilor district level 10 4 It shall automatically create a unique ballot face for each precinct 10 5 The ballot design and layout shall be customizable as to final specifications of the COMELEC 10 6 In areas where Arabic is of general use such as in the ARMM provinces the ballots shall have an Arabic translation of the titles of the offices to be voted for in addition to and immediately below the English titles 10 7 There shall be as many ballot faces as there are cities municipalities and councilor districts for the NLE It shall be capable of maintaining an immutable
7. and persons with disabilities shall be capable of locking the voting in case the voter reached the configured number of minutes to vote 6 1 In case of voting locked the system shall count only the votes made before it is locked and shall inform the voter of the event 6 2 The system shall be capable of enabling or disabling this functionality shall generate and print a machine readable such as 2D barcode QR Code copy of the voter s vote for the voter s verification or voter verified paper audit trail VVPAT 7 1 The format of the VVPAT shall be provided by COMELEC during customization 7 2 The printed VVPAT contents shall be able to verify by using a barcode QR code or similar technology reader VVPAT paper shall have appropriate and necessary safeguards to determine the authenticity of a VVPAT such as but not limited to the use of bar codes QR codes and the like 8 1 the print outshall remain legible for a minimum of six 6 years for a possible manual recount of said vote shall also make use of appropriate VVPATboxes for the purpose For purposes of evaluating the bid it shall allow voting of 100 voters in at most 12hours per machine using the configuration to be provided by COMELEC shall allow consolidation of results of all EVMs including logs and statistics allocated for the precinct or clustered precinct and immediately create the precinct s election results 11 1 in case of only one 1 EVM allocated
8. conducted from EMS to CCS all levels including transmissions central server transparency server web server and decryption 10 2 1 1 10 2 1 2 The test shall make use of machines which have already passed the HAT The winning bidder shall submit a certification that it has already conducted its own internal Quality Control QC and Quality Assurance QA tests on its systems before turnover to COMELEC for Lab Test and that its systems have already passed the same In this case two 2 certifications shall be submitted Submission of the Certifications shall mean that all minor programming errors have already been identified and consequently corrected by the winning bidder prior to turnover to COMELEC for lab testing Failure of the winning bidder to conduct these QC and QA procedures shall be subject to imposition of the corresponding penalties 10 2 1 3 The test shall include a compliance verification of technical specifications as stated in this TOR and in the Systems Customization requirements including 10 2 1 3 1 Accuracy test which shall be a test for the correctness of interpretation of votes as selected on EVM in accordance with the accuracy rating as indicated in this TOR 10 2 1 3 2 VVPAT test which shall be a test of the accuracy of votes Page 25 of 54 pages 10 2 1 3 3 10 2 1 3 4 10 2 1 3 5 10 2 1 3 6 10 2 1 3 7 10 2 1 3 8 indicated in the VVPAT and verification
9. districts regional districts councilor districts and post embassies which is applicable for participating Overseas Voting OV countries only and precincts 6 12 Number of registered voters per established precinct 6 13 Number of registered voters per clustered precinct 6 14 Elective positions and number of seats to be voted for per position 6 15 Candidate information such as full name nickname stage name elective position gender political party affiliation jurisdiction where he intends to run 6 16 Arabic text5 6 17 Title and date of elections It shall allow for the user configuration of the following 7 1 number of security keys or users needed to access the functionalities of EVM and 7 2 transmission destination of each position in the EVM It shall provide functionality for the creation and management of report templates for use in the reports to be generated by the EVM 8 1 It shall also allow for the option to import report templates in ODF format like inMSWord or LibreOfficeWriter files 8 2 The system shall also allow the editing of entries or contents in said report templates such as but not limited to 8 2 1 Elective positions included in the report 8 2 2 Wording of certification 8 2 3 Report format design 8 2 4 Data fields for inclusion and 8 2 5 Other information It shall be able to generate the election configuration files needed to configure the EVM using the same source data 9 1
10. in Page 36 of 54 pages 2 2 case there are any The modules of the risk training and the Contingency Plan Manual shall be submitted to the COMELEC as indicated in the implementation calendar for its evaluation review and approval In the evaluation and review of said documents the Provider shall be required to provide a number of its personnel complement to the COMELEC to address all possible issues and concerns determine the soundness and workability of the proposed contingency measures and make sound proposals to change or improve said contingencies 3 Risk monitoring tools manual and automated to track the identified and unidentified risks including risk responses responsibility assignment matrix RACI Change Management Bidders are required to submit its plan on the proposed change management services with particular emphasis on the following areas 1 Handling of change request or request of changes in the system after it has been accepted by COMELEC Transfer of Technology for the COMELEC executives technical personnel Board of Election Inspectors Technical Support Trainors Machine Operators 2 1 This is Empowerment of the COMELEC personnel in terms of knowledge attitudes and skills to eventually take over the functions and thereby enabling them to use the system in managing the electoral process more effectively Voter Education and Information 3 1 The winning bidder shall provide adequate assi
11. least 10 e Ability to interpret and give operators per shift both verbal and written e 24 hours 2 shifts e instructions May 17to 25 2016 e Must be detail oriented and e at least 5 operators e At least one 1 year working e 8 00 am to 5pm experience as call center e Monday to Friday agent e IT capable April 20 2016 May 2 Second level technical college graduate 2016 staff who shall consolidate all received reports and act on the reports that cannot be acted upon by the first level hotline operators at least 2 per shift e Proficient in Microsoft Office applications Word and Excel e Skill to accurately type a minimum of 25 wpm and keep e accurate records of information received via computer e Good communication and listening skills e Ability to speak clearly and concisely over the telephone e Ability to interpret and give both verbal and written e instructions e Must be detail oriented and At least two 2 years working experience as call center agent at least 2 operators e 8 00 am to 5pm e Monday to Saturday May 3 to 7 2016 e Atleast 2 operators e 8 00 am to 7pm e Monday to Saturday May 8 to 16 2016 e At least 2 operators per shift e 24 hours 2 shifts May 17 to 25 2016 e at least 2 operators e 8 00 am to 5pm e Monday to Friday Third level technical staff who shall address all which cannot be solved by all levels of technical support t
12. pages Actual customization of systems systems development Provider WEAS TS 7 Delivery of systems customized application software Wed 7 15 15 Wed 9 23 15 8 Testing of systems application software Lab Test Thu 7 16 15 Wed 9 30 15 Delivery of equipment machines peripherals supplies materials ballots and customized systems for EMS VCM and Wed 7 15 15 Wed 7 15 15 CCS for lab test 9 Machines Build Up manufacturing of machines Wed 3 25 15 Tue 8 25 15 10 Refurbishment of Existing Machines Mon 01 05 15 Mon 07 06 15 11 Delivery of machines VCM CCS EMS servers printers CS TS BS Website workstations network devices UPS Tue 6 02 15 Wed 09 02 15 batteries etc 12 Testing and acceptance of machines Mon 6 15 15 Tue 09 15 15 13 Field Test Activities Sat 10 10 15 Thu 10 22 15 Delivery of equipment machines peripherals supplies materials ballots and base systems for EMS VCM and CCS Sat10 10 15 Sat 10 10 15 including transmission media and service Field test 1 Thu 10 15 15 Thu 10 15 15 Field Test 2 if applicable Thu 10 22 15 Thu 10 22 15 14 COMELEC Systems Acceptance Mon 10 30 15 Mon 10 30 15 15 TEC Systems Certification Mon 6 1 15 Tue 12 15 15 16 Local Source Code Review Base Code Wed 7 15 15 Sat 8 15 15 Local Source Code Review after TEC Certification Tue 1 5 16 Mon 1 25 16 17 Release of General Instructions Mon 10 26 15 Mon 10 26 15 18 Mock Election
13. recover from an error without data loss 10 2 1 3 12 Reports generation test which shall be a test of the required election reports such as the Initialization Zero Out Report Election Returns Precinct Audit Log Precinct Statistical Report Transmission Log and other Reports 10 2 1 3 13 Report formats test which shall be a test for adherence to COMELEC provided report formats 10 2 1 3 14 Environment tests which shall be a test for the machine s operational capability under the country s average highest recorded temperature and humidity conditions and which shall be conducted with the assistance of DOST Page 27 of 54 pages 10 2 1 3 15 Print legibility test which shall be a test for the readability or legibility of the reports generated by the proposed system after six 6 years and which shall be conducted with the assistance of DOST and 10 2 1 3 16 Backup and Restore Test which shall be the test to back up results or reports and to restore to its original format the backed up results 10 2 1 3 17 Other tests for the compliance to all other technical specifications as stated in this TOR 10 2 2 The test shall cover an end to end systems integration test for the following functionalities 10 2 2 1 10 2 2 2 10 2 2 3 10 2 2 4 Election data management which shall be a test of the system s capability to manage or prepare election data to be used for the elections Election da
14. with summary and detailed listing 23 3 Multi level statistical reports on generated and not yet generated machine usernames and or passwords 23 4 List of voting jurisdictions 23 5 List of elective positions per voting jurisdiction and 23 6 List of candidates per position per voting jurisdiction All related requirements by the system which are needed to make it fully operational for the entire duration of the project including requirements for all tests FTS training public demo certification e Day shall be included in the Page 13 of 54 pages proposal offer including the software and hardware back up power supply all other supplies and materials printers and other equipment and peripherals consumables and other related services Page 14 of 54 pages B Precinct Based Vote Counting Machine EVM The system shall comply with the following minimum requirements which shall be able to be demonstrated by the bidder as compliant during the submission of its Bid unless specified as a customization requirement 1 2 10 11 shall use DRE technology shall make use of touch screen push buttons or similar device for voters to indicate their vote shall accept and record the votes of candidates in a precinct or clustered precinct shall protect the sanctity and secrecy of the voter s vote by ensuring that the record of the vote shall not be traced to the voter shall be accessible to illiterates
15. 1 16 Page 52 of 54 pages ESTIMATED PROJECT STATISTICS ITEM FIGURE Number of regions 17 Number of provinces 81 Number of legislative districts 234 Number of cities 144 umber of municipalities 1 490 N Number of barangays Number of polling voting centers 42 029 36 772 umber of established precincts pE ale pE Per clustered precinct Number of positions to be voted for 344 529 umber of established precincts in cluster 7 max umber of registered voters Per precinct 200 max N N N 800 max President 1 Vice President 1 Senator 12 Party List Group 1 Member House of Representatives 1 Provincial Governor 1 Provincial Vice Governor 1 Provincial Board Members number varies 1 14 depending on the size of provincial district City Municipal Mayor 1 City Municipal Vice Mayor 1 4 12 City Municipal District Councilor number varies depending on the size of city municipality councilor district Additional positions for ARMM Regional Assemblymen per district Page 53 of 54 pages Average number of candidates National positions 200 Local positions 350 Page 54 of 54 pages
16. 2016 National and Local Elections AUTOMATION PROJECT DRE TERMS OF REFERENCE 13 October 2014 2016 NLE Steering Committee 8 F Palacio del Gobernador Gen Luna St Intramuros Manila Tel 527 2772 E mail Address itd comelec gov ph Chapter 1 Table of Contents Chapter 2 OBJECTIVE anno eno aaaea 4 Chapter INTENTE von 4 Chapterra PROJECT SCOPE naa ii 6 Chapter 5 MINIMUM TECHNICAL SPECIFICATIONS oococioconioninioninconinconinnoninnoncnnoncnccnnnconinicnnnn 7 COMPONENT 1 Election Management System EMS and Precinct Based Direct Recording Electronic DRE Technology ss oi 7 A Election Management System BIVIS sirves anna 7 B Precinet based Vote Counting Machine EVM pascuas bin n ica nal 15 C Other Requirements mintiendo raid aaa 22 COMPONENT VVPAT DOS aii A a 40 COMPONENTA Technical Support 42 Page 2 of 54 pages TO 5 p LIST OF ANNEXES Glossary of Terms Related Laws Included in the CD B 1 RA 9369 B 2 RA 8436 B 3 RA 9184 B 4 RA 9184 IRR Election Statistics Included in the CD C 1 National Summary by Region C 2 National Summary by Province Per Region C 3 City Municipal Reports by Province Districting Included in the CD Number of Seats Per Elective Position Included in the CD Sample Report Formats Included in the CD Financial Proposal Templates Technical Pre qualification Checklist Jurisdictions Included in the CD J 1 List of Regions J 2 Li
17. 8 Servers for CS WS TS BS setup to be installed in WH Mon 11 2 15 Mon 11 2 15 29 EDCVL Printing and Shipment Mon 1 4 16 Thu 3 24 16 30 Site Preparation Fri 2 20 15 Mon 4 25 16 Warehouse Set up Mon 6 01 15 Mon 6 01 15 Data Centers Set up CS WS TS BS Mon 11 30 15 Mon 11 30 15 National Support Center Set Up Fri 4 15 16 Fri 4 15 16 Voting counting canvassing sites Wed 3 2 16 Mon 4 25 16 Transmission sites Wed 3 2 16 Mon 4 25 16 COMELEC and TEC Acceptance of Transmission Systems Wed 4 20 16 Wed 4 20 16 31 Deployment Wed 3 2 16 Mon 5 2 16 Deployment of machines transmission equipment to Regional Hubs Wed 3 2 16 Mon 4 25 16 Ship ballots including for OAV Mon 3 21 16 Mon 5 2 16 Deployment of machines transmission equipment to Polling Centers Canvassing Centers Mona 16r MORO Ua 32 Final Testing and Sealing FTS Mon 5 2 16 Fri 5 6 16 33 Election Day Mon 5 9 16 Mon 5 9 16 Page 51 of 54 pages 34 Count precinct and proclaim City Municipality winners Mon 5 9 16 Thu 5 12 16 35 Canvass results and proclaim winners Fri 5 13 16 Sun 5 15 16 36 Post Election Activities Tue 5 13 16 Mon 10 31 16 Back up Tue 5 10 16 Fri 6 24 16 Reverse Logistics Tue 5 10 16 Mon 10 31 16 Submission of all back up files configuration and election Tue 5 10 16 Fri 6 10 16 results Turn over of all storage devices all consumables used Tue 5 10 16 Mon 10 31 16 Submission of Post Election Reports Mon 10 31 16 Mon 10 3
18. 8 2 Intermediate user which shall be assigned with regular user roles correction of imported data and approval of configuration files 22 8 3 Administrator which shall be assigned with all regular and intermediate user roles and reference file management roles including data import together with monitoring roles 22 9 It shall be easy to use and operate and shall make use of a graphical user interface GUI 22 9 1 22 9 2 22 9 3 22 9 4 It shall have such features as understandable and helpful screen prompts descriptive error messages with corresponding needed corrective actions and help screens It shall have a built in user or operation manual from a Help menu which shall provide the needed instructions on how to use and operate the system It shall be easy to use in such a way that by just following the instructions in its User Manual a user shall be able to successfully create all configurations including the ballot faces and without manual intervention from outside the system User rights and privileges shall be different for each user access level 23 It shall be able to generate the following reports as of date time of report 24 generation 23 1 Multi level statistical reports on generated and not yet generated ballot faces per date with summary and detailed listing 23 2 Multi level statistical reports on generated and not yet generated machine configuration files per date for all machines
19. EMS 1 The winning bidder shall turn over to COMELEC the following 1 1 1 2 1 3 1 4 the settings configuration scripts codes or passwords used at least one 1 week before e Day all disk images of all servers used in the configuration and in the installation before e Day all back up files EMS files EVM files ballot templates one month after e Day and Application and procedures on restoration of back up files and disk images including information on minimum hardware requirements to restore the files 2 The bidder shall submit the following technical documentations for EMS EVM ballot face printing 2 1 User manuals 2 2 System Requirements Specifications describing all the inputs outputs processing rules volumes performance thresholds etc of the system being described 2 3 System Design Specifications describing the technical methods to build the system including design specifications program specifications data dictionary entity relationships etc 2 4 Training Manuals 2 5 Installation Procedures from scratch OS database application third party systems pre requisite requirements configuration 2 6 Technical manuals on administration troubleshooting and repair procedures 2 7 Setting up and securing the network infrastructure 2 8 Test Procedures 2 9 Other Support and Maintenance Manuals and 2 10 Other Standard Documentation The winning bidder shall turn ov
20. Sun 11 08 15 Sun 11 08 15 19 Release of Contingency Plan Mon 11 23 15 Mon 11 23 15 20 Final Project of Precincts POP List of Voters and List of Tue 12 15 15 Tue 12 15 15 Candidates Page 49 of 54 pages Last day of Registration Sat 10 31 15 Sat 10 31 15 PCVL Supplies and Consummables Readiness Sat 10 31 15 Sat 10 31 15 Filing of Certificate of Candidacy Sun 10 11 15 Thu 10 15 15 Submission of Certificate of Candidacy to Law Mon 10 19 15 Mon 10 19 15 Department 21 Random Manual Audit RMA Thu 10 15 15 Tue 1 5 16 Constitution of RMA Committee to draft the Rules Thu 10 15 15 Thu 10 15 15 Formulation of Rules and Guidelines Fri 10 16 15 Thu 12 3 15 Constitution of RMA Teams Tue 1 5 16 Tue 1 5 16 22 Hiring of Technical Support Tue 12 1 15 Mon 2 1 16 23 Constitution of BOCs BEIs Tue 1 5 16 Mon 1 18 16 24 Training Tue 6 30 15 Fri 4 8 16 Delivery of machines peripherals sample Ballots and other supplies and materials for different levels of training is da Sat hs Transfer of Technology of COMELEC technical personnel including Quality Assurance and Data Center Tue 9 01 15 Thu10 01 15 Administrators Operators Train COMELEC Executives Tue 11 3 15 Thu 11 5 15 Train trainors Thu 11 26 15 Wed 11 28 15 Train COMELEC field personnel on operation of VCM and CCS with information technology capable person on Tue 12 15 15 Sat 1 16 16 canvassing site including use of transmissi
21. T local returns national returns audit log stats or other files The system is required to have the following minimum customizable functionalities to be tested and verified during the scheduled systems customization or before the systems acceptance or on the schedule indicated in the requirement 42 1 The system shall be capable of creating a back up of all data files which can be used for manual upload in the COMELECCCS in case of failure of transmission 42 2 The system shall be able to display the hash code of the system current date and time the election configuration details such as but not limited to the name and date of election system s geographic information province city municipality barangay polling place Station no of EVM in the precinct clustered precinct name status of EVM closed or open Cast Votes on the EVM s display panel upon opening 42 2 1 The said hash code shall be printed in all reports to be generated by the machine 42 3 The system shall allow the voting only while the system is in Open Voting mode 42 4 The system shall allow input of the names of the members of the BEI 42 5 Messages prompts and reports and statistics format shall be in accordance with the COMELEC requirements 42 6 Entries in the log files shall be written in such a way that they can be easily understood and shall not make use of coded language without readily providing the equivalent meaning 42 7 A selec
22. agement System EMS that efficiently and effectively manages pre election data for all voting consolidation canvassing and transmission configuration needs of COMELEC 2 Provides for four hundred ten 410 units of secure precinct based voting system that uses touch screen push buttons or similar device for voters to indicate their vote intent and appropriate ballot boxes to store receipt of votes securely and safely 3 Provides for a secure precinct based vote counting system to accurately count and store consolidated votes cast by voters 4 Provides for a built in automated precinct results security system using digital signatures and cryptography such that the same cannot be tampered with and cannot be read outside of the AES 5 Provides for a built in automated and immutable system auditability in each of the AES components or sub systems to accurately trace and verify the sequence of events in the system for each operational step By an integrated system we mean that the 2016NLE AES as a whole is envisioned to be a unified system which may be composed of separate sub systems but must seamlessly and smoothly interact with each other to meet COMELEC s desired requirements By an immutable system auditability feature we mean that the event logging capability of the AES including each of its sub systems must only be managed by the system itself Any changes made to the concerned log file outside of the system must be r
23. are correct The system shall be able to export the ballot face to PDF format or to any format for verification purposes The ballot design shall have the following required features 19 1 Seal of the Republic of the Philippines 19 2 The date and title of the elections 19 3 The position and names of the candidates 19 4 The Information that shall identify the ballot jurisdiction codes and its ballot code 19 5 It shall be able to handle all candidate names of the position in one display without truncating the same The base Source Code shall be made available to COMELEC not later than 60 days from the issuance of the Notice of Award for purposes of Source Code Review by interested parties subject to set rules and regulations for the same COMELEC It shall be customizable in accordance with the requirements of this TOR The system is required to have the following minimum customizable functionalities to be tested and verified during the scheduled systems customization or before the systems acceptance or as indicated in the requirement 22 1 It shall be capable of managing pre election configuration data by importing the following data from the COMELEC EMS sampletemplate of the file to import in Annex _ This requirement shall be demonstrated by the bidder to the COMELEC during the first stage bidding 22 1 1 Geographical sub divisions such as regions provinces cities municipalities and barangays 22 1 2 Voting jurisdiction
24. arency server The system shall be capable of creating a back up of all data files audit log statistics and copy of VVPAT to a removable storage medium The system shall automatically create and maintain an immutable and printable audit log report recording the following information at the minimum 29 1 Unique read only machine identifier or any other machine identifier that is unique to each EVM 29 2 Voting jurisdiction configuration 29 3 Date and time stamps of each system event and user interaction activity 29 4 Type of event 29 5 Specific action or activity 29 6 Specific identity of each user i e Chairman Poll Clerk Member and 29 7 The outcome success or failure of the event The system shall require authorization from the configuration specified number of BEI members as indicated in the configuration file through the entry of user name unique password and physical access to machine The system shall be capable to authenticate from the number of BE members as indicated in the configuration at least 5 and to digitally sign the precinct results before printing the ER and transmitting the same to the designated destination The system shall be capable of zeroing out its result count storage which shall erase all previous counts in it 32 1 It shall be able to generate an Initialization Report after this zeroing out to show that no votes have been cast or counted The COMELEC shall provide the forma
25. at the NTSC such as planning preparation training setting up execution back up closing and other related activities shall be coordinated and approved by COMELEC The winning bidder through COMELEC shall coordinate with the NTSC provider on the requirements for space system data reporting coordination and other related requirements The winning bidder shall provide coordinators with field of specialization on all items above and shall submit proof of specialization such as resume certification of expertise certification of number of years of experience and the like and shall perform the following 17 1 Provide support and logistics to each team of the COMELEC PMO and 17 2 Submit report as required by COMELEC PMO timelines Aside from the technical skills qualifications the technical support shall have the following qualifications 18 1 Is of good moral character Page 46 of 54 pages 18 2 18 3 18 4 Has never been convicted of any election offense or any other crime punishable by more than six 6 months of imprisonment Has no pending case against him filed in COMELEC court for any election offense Not related within the fourth civil degree of consanguinity or affinity to any member of the BEI serving in the same Polling Center or to any national or local candidate to be voted for in the same city or to the latter s spouse Page 47 of 54 pages IMPLEMENTATION CALENDAR
26. audit log which shall contain the following information in the very least 11 1 Unique EMS Machine ID 11 2 Unique user ID for each EMS user 11 3 Date and time of logged event 11 4 Type of event 11 5 Specific user action or activity and 11 6 Error messages Entries in all log files shall be written in such a way that they can be easily understood and shall not make use of coded language without readily providing the equivalent meaning 12 1 The system shall enable the user to select a period of date time to display the concerned contents of the log files It shall allow the export of the databases or data tables containing the information of these reports in MySQL or CSV file format It shall have a built in system functionality to allow back up of all data in the EMS server It shall be able to assign a unique ballot ID for each ballot face It shall be able to display the hash code of at least SHA128 for the system 16 1 It shall be able to print this hash code on all reports to be generated by the system 16 2 The winning bidder shall provide a hash extractor and hash validator for the system 16 2 1 The source codes of the hash extractor and hash validator with proper documentation shall be turned over to COMELEC before its implementation Page 10 of 54 pages 17 18 19 20 21 22 The system shall be able to verify whether the sensor correspond to the name of the candidate on the ballot display
27. ay the manner and frequency of reporting of the technicians to the first level hotline operators shall be as follows 13 5 1 Attendance of technical support in the field 13 5 2 Successful installation of machines 13 5 3 Start of voting in specific precincts 13 5 4 Any irregular condition of the machine before during and after voting 13 5 5 Loss of equipment parts of equipment or peripherals 13 5 6 Closing of voting 13 5 7 Transmission Page 45 of 54 pages 14 15 16 17 18 13 5 8 Packing up and 13 5 9 Pull out 13 6 The NTSC shall be activated twenty 20 days before e Day until fifteen 15 days thereafter particularly for the following activities based on the timelines 13 6 1 Delivery of machines and electronic transmission to the polling centers and canvassing centers 13 6 2 Delivery of election supplies and paraphernalia ballots and ballot boxes to the Office of the Treasurer 13 6 3 Final Testing and Sealing 13 6 4 Voting counting and canvassing and 13 6 5 Pull out of machines 13 7 NTSC operations and systems security shall be controlled by the COMELEC 13 7 1 All passwords or security controls of the system shall be provided and handled by COMELEC The bidder shall submit the number of technical support personnel to be hired and the plan for hiring training documentation and operational procedures All activities to be undertaken by the winning bidder
28. but not limited toUSB flash drives with digital certificates for each BEl Member 20 The system s hardware shall have a built in printing capability 21 The system s hardware shall have electronic transmission capability which may or may not be integrated into system and which shall enable theelectronic transmission of election results from the EVM to the designated CCS units and central server transparency server web server and backup server via wired or wireless technologies 21 1 It shall be capable of using GSM GPRS Ethernet VSAT and other transmission technologies 21 2 It shall be capable of determining from the recipient the receipt of the transmitted election results 22 The system s hardware shall make use of alternative power sources such as batteries or power generators which shall enable the EVM to fully operate for at least 14 hours 22 1 For this purpose the winning bidder shall provide the alternative power source which may or may not be integrated in EVM 22 2 Transfer of power supply from the main source to alternative power shall be seamless 23 The system shall be capable to authenticate from the number of BEI members as indicated in the configurationand to digitally sign the precinct results before printing the ER and transmitting the same to the designated destination 24 The winning bidder shall also provide for all requirements hardware software and services needed for the enrollment of
29. ch shall form an integral part of its Certification Test All findings during the source code review must be closed solved on 10 5 2 10 5 3 Before the issuance of TEC Certification all discrepancy findings shall be closed solved 10 5 2 1 A discrepancy that threatens the integrity of the election or could cause the results of testing to be not repeatable 10 5 2 2 A discrepancy that adversely affects the understandability maintainability or reliability of the program in a significant manner but does not threaten the integrity of the election Certification testing of the system to ascertain its compliance with provisions of RA 9369 RA 8436 and COMELEC s Request for Proposal for the Automation of the May 9 2016 Elections and Page 31 of 54 pages 10 5 4 Successful conduct on of audit on the accuracy functionality and security controls including systems intrusion test to ensure that all security loopholes have been addressed 10 6 PRELAT which stands for Pre election Logic and Accuracy Test which shall be a test of E Day configuration of each machine to be deployed using actual ballot face configuration 10 6 1 The test shall make use of actual e Day ballot face 10 6 2 The test shall include voting of candidates by the operator generation of reports and re zeroing of the EVMs 10 6 3 The test shall include transmission test to the canvassing system of the corresponding Board of Canvassers and
30. cise here or abroad with a written certification to that fact from the election authority or election management body of the client country state province All related requirements by the system which are needed to make it fully operational during the entire duration of the project all tests FTS training public demo certification e Day shall be included in the proposal offer including the software and hardware back up power supply external and removable data storage devices paper other supplies printers and other equipment and peripherals services consumables and documentations 45 1 All consumables supplies and materials such as removable storage devices papers and the like which are needed by the system to be operational and which have used in all tests and from before to after e Day including all documentations shall be proposed as purchased and shall all be turned over to COMELEC at no additional cost The winning bidder shall provide all hardware software and service requirements that are be necessary to run the AES from preparation of configuration to post election including EVM modems back up power supplies or batteries external data storage devices printers and all other equipment and peripherals services consumables and all other related supplies and materials The number of required EVMs is indicated in Annex J EVM Allocationby Polling Center Page 21 of 54 pages C Other Requirements I EVM
31. configuration files 16 2 This functionality can be accessed only by the administrator 16 3 The configuration file s information shall include the date and title of the elections systems geographic information province city municipality barangay polling place clustered precinct name station no of EVM in the precinct and other information that the system may require 17 Shall be able to generate EML file on the format required by the COMELECCCS CS WS TS BS For this purpose the COMELEC shall provide the template of the EML file to the bidders 171 This requirement shall be demonstrated by the bidders to COMELEC during the first stage of bidding evaluation of the technical requirements 18 During the first stage bidding the bidder shall demonstratethe end to end process of the proposed system from the existing EMS creation of ballot face and configuration to transmission of precinct results For this purpose the bidder shall Page 16 of 54 pages 18 1 Creation of configuration in EMS using the file provided by the COMELEC 18 2 Transmission of results from the EVM to the CCS to be used on e Day 19 The system shall employ sufficient security measures with regard to system access with the use of 19 1 Unique user name ID and password for each member of the BEI which shall identify the concerned BEl Member and shall likewise be recorded in all audit log entries and 19 2 Physical security devices such as
32. d in the EVM 2 It shall be a single integrated system where all functionalities are made available from one user interface UI 2 1 2 2 All election data management requirements from importing or encoding of data to generation of all election configuration files ballot faces passwords and all reports shall be completely and fully provided by the EMS No other additional computerized applications or scripts outside of the system shall be used to execute these data management functionalities 3 It shall use a database management system DBMS that is compatible with the current DBMS of the COMELEC such as Oracle MySQL or MS SQL 4 All user activities in the system shall be logged by the system together with the date and time stamp for each Page 7 of 54 pages 5 It shall allow the following data or record management functionalities based on user access rights privileges 5 1 5 2 5 3 5 4 99 Importing creation or addition of new records Reading displaying or viewing printing of records Updating or editing records and Deletion or removal of records Creation of EVM configurations and passwords amp usernames ballot faces and other requirements of the system 6 It shall manage the following election data3 6 1 6 2 6 3 6 4 6 5 6 6 6 7 6 8 6 9 Geographical sub divisions such as regions provinces cities municipalities and barangays Voting jurisdictions such as legislative dist
33. e VVPAT box shall be such that VVPATs that are being deposited therein shall be visible from the outside as falling into it The material of the VVPAT box shall be of such quality that the names on the VVPAT shall not be seen from the outside The VVPAT boxes shall have three 3 slots for the placement of one 1 security padlock each to be separately supplied by COMELEC The design of the VVPAT box shall be such that there shall be no crack or split in the body and in the cover that may be used for getting access to the VVPAT s inside it The design of the closed VVPAT box shall protect its contents from water spill coming from rain 5 The design of the VVPAT boxes shall be such that 5 1 5 2 5 3 5 4 5 5 It shall be separate from the EVM or can be attached to the EVM Each has a detachable cover from the body The cover shall have a locking mechanism to lock it to its body In case the VVPAT box can be attached to the EVM 5 4 1 There shall be a mechanism to seal the VVPAT entry point on the VVPAT box cover when the EVM is not mounted on it 5 4 2 The EVM can be locked in place without slipping accidentally when placed on top of it Each can hold up to 800 pieces of VVPAT Page 40 of 54 pages 5 6 5 7 5 8 5 9 5 10 Twelve 12 pieces can be stacked when empty and without cover Five 5 pieces can be stacked when with contents and with cover with the padlocks placed The body shall b
34. ear the logo or name of the COMELEC and shall be readily visible from the outside Each can be reused for at least three 3 elections each shall survive a drop test from a height of 30 0 cm The VVPAT boxes shall be turned over at no additional cost to COMELEC after e Day 6 1 The VVPAT boxes shall be considered COMELEC property The bidder shall provide for a prototype of the VVPAT box during the submission of bids 7 1 7 2 7 3 The bidder shallsubmit the design and specifications of the proposed VVPAT box taking into consideration the existing guidelines on provision of physical security The bidder shall submit the customizable features in the design of the VVPAT box The final design of the VVPAT box for use on e Day shall be subject to the approval of COMELEC The winning bidder shall provide the number of VVPAT boxes based on the allocation requirement of the COMELEC The winning bidder shall deliver the VVPAT boxes at the place to be designated by the COMELEC based on timelines Page 41 of 54 pages COMPONENT 4 Technical Support Aside from the technical support requirements in all tests activities reverse logistics training and public demonstration the winning bidder shall also provide the needed technical support for FTS and e Day with the following requirements 1 At least one 1 qualified technician for every 2 clustered precincts However in polling centers with more than one 1 technic
35. echnical issues e With at least five 5 years the proposed AES components experience in using or subsystems e With extensive training on the proposed system April 20 2016 May 2 2016 e at least 2 technical support TS e 8 00 am to 5pm e Monday to Saturday May 3 to 7 2016 Page 44 of 54 pages at least 2 per shift e Can communicate fluently in e Atleast 2 TS English e e 8 00 am to 7pm e Performs well under stress Monday or pressure Saturday e Medically certified to be May 8 to 16 2016 hysically fit ae ii shift May 17 to 25 2016 e atleast 2 TS e 8 00 am to 5pm e 24 hours 2 shifts e Monday to Friday to e At least 2 TS per 13 1 13 2 13 3 13 4 13 5 Two 2 months before e Day the winning bidder shall provide for a procedures or set of rules to be followed at the NTSC by the technical support including documentation on the possible systems problems that may encounter and the possible solutions to the problems The winning bidder shall submit resume of all levels of technical support which shall be approved by COMELEC two 2 months before its operation All technical support and personnel at the NTSC shall sign a Non Disclosure Agreement NDA before the start of NTSC operation Verified reports of incorrect handling or answering of queries shall be charged as penalties to the winning bidder During FTS and e D
36. ecinct name with the individual precinct numbers Number of registered voters for the precinct Number of voters who actually voted Number of under votes for every position Number of abstentions for every position Turn out for every precinct Fill up rate for every position 1 abstention sum of total votes per candidate 37 The system shall employ error handling procedures including error recovery features the use of error prompts and other related instructions to recover from an error 38 The system shall require security access key using password or physical security key Under voting is when a mark in the oval for a position is less than the number of seats required for the position Abstention is when there is no mark made in a position Page 19 of 54 pages 39 40 41 42 The winning bidder shall provide for a hash code extractor and hash code validator for the EVM 39 1 The source code of the hash extractor and hash validator shall be turned over to COMELEC before the systems acceptance test If the system uses a customer off the shelf operating system OS the winning bidder shall submit an OS hardening procedure documentation which shall be subject to the agreement and final approval by COMELEC The bidder shall provide for a system that shall allow decryption and printing of each VVPAT and other files and which shall decrypt the files from the media device used at the precinct level VVPA
37. ecognized and identified by the AES as an intrusion to the same Aside from the system s log files all AES reports shall also be considered an integral part of the entire system s auditability feature Page 4 of 54 pages Designed tobe easy to understand use operate implement and manage Supported by a sufficient number of qualified technical support personnel who are knowledgeable on the design election configuration preparation use operation implementation and management of the offered AES and its components or sub systems and Makes use of appropriate and suitable materials and supplies to ensure correct operation of all AES components or sub systems Page 5 of 54 pages Chapter 4 PROJECT SCOPE This Terms of Reference TOR document limits the offers for precinct based technologies that shall be accepted by COMELEC to Direct Recording Electronic DRE technology This Project only covers the provision of systems equipment peripherals supplies and materials and services that are directly related to the herein indicated automated elections Specifications of which are provided hereafter Page 6 of 54 pages Chapter 5 MINIMUM TECHNICAL SPECIFICATIONS COMPONENT 1 Election Management System EMS and Precinct Based Direct Recording Electronic DRE Technology The bidder shall show proof of compliance to the following minimum technical specifications for the required Automated Election System AES for the 2016 NLE
38. er the final documents above after the final customization of the system 3 The winning bidder shall provide warranty for the entire duration of the project for all Components all equipment and software including provision of all Page 22 of 54 pages software firmware upgrades or replacement of any defective components entire units or systems 3 1 The bidder shall include in the submission of bid documents the cost of each hardware part of the EVM 3 2 The winning bidder shall submit a certification that all parts and components of the hardware shall be available for three 3 elections The winning bidder shall provide for a system that shall track the movement of the machines The winning bidder shall provide all requirements for the certification by International Certification Entity ICE 5 1 hardware software peripherals documentation consumables and other requirements of all systems without any additional cost to the COMELEC 5 2 all technical support necessary without any additional cost to the COMELEC the services of the ICE shall be borne by the COMELEC 5 3 before and after customization turn over all systems based on the COMELEC timelines to the ICE who shall review the system and conduct functional testing such as but not limited to 5 3 1 All scripts used 5 3 2 System Development Kit SDK of the machine for EVM 5 3 3 All applications 5 3 4 All third party systems 5 3 5 Batch fi
39. ested answers on the use and operation of the system and Such other information materials as may from time to time be reasonably and seasonably required by the COMELEC 3 4 The winning bidder shall provide an adequate number of demo units for road show to be taken from the contingency units Page 38 of 54 pages 3 5 The winning bidder shall co develop and co maintain in close coordination with a COMELEC designated webmaster a voter education and information website for this project The proposal shall include the delivery of all requirements including hardware software services technical training and communications link which shall be formally turned over to the COMELEC upon the completion of the project Quality Control and Quality Assurance The COMELEC shall conduct a project audit at periodic intervals of the progress of the winning bidder s schedule of work and deliverables to ensure that the Project delivers a range of Products which may be goods and services of an appropriate quality within time scales and budget 1 For purposes of evaluation of the bids the Bidders must describe their standards for audits including scope required conduct demands upon project personnel demands upon the COMELEC personnel and outputs 1 1 If the winning bidder is found to have given erroneous or conflicting data or information in the course of the Project s implementation inadvertently or otherwise it shall bear
40. for the precinct it shall immediately create the precinct s election results including logsand statistics after closing of polls Page 15 of 54 pages 12 shall allow diagnostic test of all components of EVM to determine whether or not such components are functioning 12 1 Shall be able to print diagnostic report that shall show any of the components of EVM are not functioning or all components are functioning 13 The system shall have an Open Voting and a Close Voting mode 13 1 1 The Open Voting mode shall signal the start of allowing the voting in the EVM 13 1 1 1 The EVM shall automatically print an initialization report 13 1 1 2 The re zero function can no longer be used once the EVM is in election mode or in Open Voting mode 13 1 2 The Close Voting mode shall signal the stop of allowing the voting into the EVM and the start of report generation and electronic transmission activities 14 shall ensure that each voter can only vote once 15 shall be configurablefor use at the precinct level 121 shall allow the voting intended for an established or a clustered precinct based on its configuration 16 shall have a utility to accept election data from the EMS such as voting jurisdiction data and candidate information digital certificates and other needed configuration data 16 1 All e Day specific information shall NOT be hardcoded into the system but shall be referred to from external reference files or
41. ian a lead technician shall be designated among them to be the overall technical supervisor for the polling center 1 1 The technician shall have the following minimum qualifications 1 1 1 At least high school graduate 1 1 2 Not over 40 years old 1 1 3 With Information Technology Skills as certified by COMELEC 1 1 4 Physically fit and can work under pressure even on extended hours 1 1 5 Has no derogatory record in NBI 1 1 6 Able to speak read and write English or the local dialect where they will be assigned 1 1 7 Not related within the fourth civil degree of consanguinity or affinity to any member of the BEI serving in the same Polling Center or to any national or local candidate to be voted for in the same city or to the latter s spouse and 1 1 8 Has no pending case against him filed in COMELEC court for any election offense 1 2 The winning bidder shall provide COMELEC the complete list of technician with their complete addresses and contact numbers not later than 60 days before elections after consultation with the COMELEC 1 3 During the bidding the bidder shall submit a certification that the qualifications requirements for technician shall be provided by the winning bidder 2 There shall be one 1 technical coordinator who shall supervise all the technicians in all polling centers 3 The technician shall be responsible for the installation and pullout of the machines and peripherals at the polling center and canvass
42. ing centers 4 The bidder shall submit to COMELEC its recruitment and training plans for technicians for approval 5 Replacement of technicians for whatever reasons shall be at the cost of the winning bidder and at no additional cost to the COMELEC Page 42 of 54 pages The COMELEC has the right to reject and demand replacement of any approved hiree The recruitment and training of technicians shall be monitored by COMELEC The winning bidder shall maintain a pool of reserve trained technicians who can readily be hired and deployed to replace technicians who resign or fail to report for duty The winning bidder within the same day from its knowledge through its field supervisors report by fastest means to the Election Officer the resignation or failure to report for duty of support technicians within the latter s area of jurisdiction The report shall be followed with a written report within twenty four 24 hours from the initial notice No technicians shall be deployed for actual duty by the winning bidder unless he she has undergone the required technical training and has been certified to be qualified to perform the required functions 10 1 The winning bidder shall furnish the Election Officer the complete names addresses and contact numbers of replacement technicians hired in the latter s area of jurisdiction The COMELEC shall not be liable for the payment of technicians who resign or fail to report to duty
43. inning bidder to replace all defective units 10 1 1 10 1 2 10 1 3 10 1 4 10 1 5 10 1 6 10 1 7 10 1 8 This shall include all hardware to be offered the Project including pre election configuration voting and counting The EVM machine shall be subjected to an accuracy test All hardware components such as input and output devices including all ports shall be completely subjected to HAT All hardware peripherals such as cables and cords shall also be included in the test A 20 sample of every delivery lot batch shall be subjected to stress test All hardware and peripherals shall have a unique bar coded serial number for inventory purposes If any hardware component shall not have any serial number from its manufacturer the provider shall create its own and firmly attach it to the said component All hardware that did not pass the HAT for whatever reason shall be replaced with a new unit within twenty four 24 hours The winning bidder shall provide HAT testers at no additional cost to COMELEC 10 2 Lab test or laboratory test which shall be an environment controlled test of the Election Day version of all systems to be used on e Day and Page 24 of 54 pages which shall be conducted twice using the first customized version and the final trusted built version The final trusted built version of the system is the software compiled by the ICE 10 2 1 An end to end test shall be
44. les 5 3 6 Utilities 5 3 7 Circuits Schematics and 5 3 8 All files that make the system operational Source Code shall be submitted by the bidders during first stage bidding 6 1 For purposes of source code review and ICE by the interested parties base source code shall be made available not later than 60 days from the issuance of the Notice of Award The winning bidder shall authorize COMELEC to make the final source code of the EMS EVM and all of its components available and open to any interested party or groups who may conduct their own code review thereof A copy of the source codes shall be kept in escrow at the BSP Page 23 of 54 pages 8 The winning bidder shall provide for remote and on site technical support in the 10 conduct of source code review by the local interested parties without additional cost to the COMELEC The winning bidder shall provide all requirements for the conduct of all trainings and public demonstrations The winning bidder shall provide all requirements for the conduct of the different tests Hardware Acceptance Test HAT Lab Test Field Test Mock Elections Pre Election Logic and Accuracy Test PreLAT TEC Certification Test Live Transmission Test Final Testing and Sealing FTS and public demonstration 10 1 HAT which stands for hardware acceptance test and which shall cover all machines offered in the bidder s bid including all standby units that shall be provided by the w
45. ntory systems and which shall be subject to final approval by the COMELEC The COMELEC shall have control on all tests to be conducted The winning bidder shall provide for technical support and manpower complement in the conduct of HAT PRELAT Reverse Logistics testers logistics packers etc The winning bidder shall deploy all EVMs VVPATboxes and other AES equipment and peripherals including all other AES related consumables supplies and materials 14 1 Deployment shall be for field test mock elections and trainings for field personnel BEIs BOCs 14 2 Contingency equipment consumables supplies and materials shall be included in the items for expected deployment to the designated sites After the receipt of the machines from the Deployment Service Provider the winning bidder shall conduct post election activities which include Inspection Inventory and Testing based on the timelines under the supervision of the COMELEC The winning bidder shall perform the following 15 11 Turn over to COMELEC all storage devices and supplies and materials retrieved during the conduct of reverse logistics 15 2 Provide the COMELEC with the system for backing up viewing and printing of all files stored in the removable devices for use in case of election protests at no additional cost to COMELEC and 15 3 Provide technical support in this activity The winning bidder shall submit a post election report to the COMELECon all ac
46. of security marks Access levels test which shall be a test of the availability and differences of levels of access into the system Access security test which shall be a test for the effectiveness of the built in security features of the system against attempts on unauthorized access into the system Data encryption decryption test which shall be a test for the availability of data encryption and decryption measures and its effectiveness in securing the system s data structure Digital signature test which shall be a test for the availability of digital signatures as a security and non repudiation measure Data backup test which shall be a test on the availability of a data backup functionality which includes a facility that is able to retrieve and make use of the backup data as input to the system when the need arises Backup power test which shall be a test of the availability of backup power supply to power up the machines in case of power interruption Page 26 of 54 pages 10 2 1 3 9 User interface design test which shall be a test of the ease of usage of the system to a regular user 10 2 1 3 10 Error messages test which shall be a test of the availability of easily understandable error messages which would indicate to a user what error has occurred and the next step of action be to taken 10 2 1 3 11 Error recovery features test which shall be a test of the capability of the system to
47. on media Train BOCs BEIs including IT capable person Mon 2 01 16 Fri 4 01 16 Train OAV DFA Personnel Mon 3 20 16 Fri 4 01 16 Train National Support Agents Mon 4 04 16 Fri 4 08 16 25 Conduct Public demonstration using machines Tue 12 01 15 Fri 4 08 16 26 Ballots and Machines configuration and testing Tue 12 15 15 Sat 4 30 16 Setting up of Printer including testing Tue 12 1 15 Tue 12 22 15 Setting up of machines for creation of configuration ballot Tue 12 01 15 Tue 12 15 15 face etc Preparation of data for configuration Wed 12 16 15 Wed 12 30 15 Page 50 of 54 pages Creation of configuration ballot face etc Mon 1 5 16 Wed 4 20 16 Ballot Printing for PreLAT FTS and Election Mon1 10 16 Mon4 25 16 Setting of Configuration of machines Mon 2 15 16 Sat 4 30 16 PRE LAT end to end testing of VCM CCS AES servers in their actual configuration with the ballots Mean AS PIDA 27 Transmission Preparation Thu 4 02 15 Fri 4 15 16 Testing of transmission media Thu 4 02 15 Fri 10 30 15 Delivery of transmission media for VCM CCS and AES Thu 4 02 15 Thu 10 01 15 servers Acceptance test for transmission media Wed 4 15 15 Fri 10 30 15 Transmission Site Survey to Selected Areas Mon 10 19 15 Mon 11 16 15 Testing of transmission service Transmission readiness test failover test HA test connectivity test Stress test Mon TAUT Paris Transmission test Tue 3 15 16 Fri 4 15 16 2
48. or a new or different election or electoral event shall be implemented without the need for technical support service from the winning _ bidder and Decryption of election results and VVPAT which shall be a test of decrypting the election results of EVM and verification of decrypted election results and VVPAT Integration of EVM results with CCS which shall be a test of acceptability or compatibility of the EVM results by the COMELECCCS CS TS WS and BS Page 29 of 54 pages 10 3 10 4 10 2 2 13 Electronic Transmission of results which shall be a test of the ability of EVM to transmit results electronically 10 2 2 14 All functionalities of all systems included in this TOR and functionalities to be proposed by the winning bidder which shall be integral to the entire AES Field test which shall follow the successful conduct of the Lab Tests shall be an on site integration test of e Day procedures from voting up to proclamation of winning candidates 10 3 1 10 3 2 10 3 3 10 3 4 10 3 5 The test shall make use of machines which have already passed the HAT All different modes or types of transmission devices and telecommunication service providers shall be used in this Test The contingency plans for failure of devices and systems shall be simulated in this Test Areas with stable unstable and without power supply and telecommunication service shall be the criteria for selection of the te
49. ricts provincial districts regional districts councilor districts and post embassies which is applicable for participating Overseas Voting OV countries only and precincts Number of registered voters per established precinct Number of registered voters per clustered precinct Elective positions and number of seats to be voted for per position Candidate information such as full name nickname stage name elective position gender political party affiliation jurisdiction where he intends to run Arabic text4 Title and date of elections Information on members of the Boards of Election Inspectors BEI such as but not limited to 6 9 1 Full name 6 9 2 Position in the Board such as BEI Chairman BEI Poll Clerk BEI Member EVM Technical Support 6 9 3 Area of assignment 6 9 4 User identification and password 6 9 5 Digital certificate or private public key pair and 6 9 6 Other data that shall be needed in the configuration of ballot face and EVMs 6 10 Geographical sub divisions such as regions provinces cities municipalities and barangays Annex L shows the detailed data structure of the databases to be provided by COMELEC Arabic text shall be used to show the equivalent Arabic translation of the English label of elective positions in the ballots for he Autonomous Region in Muslim Mindanao ARMM areas Page 8 of 54 pages 10 6 11 Voting jurisdictions such as legislative districts provincial
50. s such as legislative districts provincial districts regional districts councilor districts and post embassies which is applicable for participating Overseas Voting OV countries only and precincts 22 1 3 Number of registered voters per established precinct 22 1 4 Number of registered voters per clustered precinct 22 1 5 Elective positions and number of seats to be voted for per position 22 1 6 Candidate information such as full name nickname stage name elective position gender political party affiliation jurisdiction where he intends to run 22 1 7 Arabic text7 Arabic text shall be used to show the equivalent Arabic translation of the English label of elective positions in the ballots for he Autonomous Region in Muslim Mindanao ARMM areas Page 11 of 54 pages 22 1 8 Title and date of elections 22 2 The system shall not allow edit delete or add to the data imported from COMELEC EMS created configuration 22 3 It shall be able to generate and display imported data and set configurations for verification purposes 22 4 It shall provide different options for filtering display or views of imported data and set configurations to facilitate verification such as but not limited to 22 4 1 List of geographical divisions with registered voters 22 4 2 List of voting jurisdictions with registered voters 22 4 3 List of configured elective positions and number of seats to vote for each position 22 4 3 1
51. st areas including central server transparency server backup server web server NBOCs The following shall be included in the test 10 3 5 1 EVM 10 3 5 2 Transmission 10 3 5 3 all levels of CCS and 10 3 5 4 central server transparency server backup server web server Mock elections which shall be an actual demonstration to the public of the system s capabilities and readiness It shall be a simulation of e Day activities from voting up to proclamation of winning candidates after the successful conduct of the Lab and Field Tests 10 4 1 The test shall make use of machines which have already passed the HAT and trusted build systems Page 30 of 54 pages 10 4 2 10 4 3 Registered voters BEI members technicians CCS technical staff and BOC members shall participate in the mock elections With as much media coverage as possible the Mock Elections shall be conducted in a COMELEC selected area with one 1 mock precinctutilizing 2 EVMs of fifty 50 mock voters per EVM 10 4 3 1 In case the COMELEC decided to increase coverage of areas for mock elections the COMELEC shall shoulder the additional expenses that may incur 10 5 TEC Certification which shall be issued by the Technical Evaluation Committee TEC through an International Certification Entity based on the following 10 5 1 Successful conduct of Source Code Review including the forensics of the hardware of EVM the outcome of whi
52. st of Provinces J 3 List of Cities J 4 List of Cities and Municipalities J 5 List of Barangays J 6 List of Precincts indicated in the CD as Machine Allocation by Polling and Canvassing Centers J 7 List of Polling Centers indicated in the CD as Machine Allocation by Polling and Canvassing Centers Machine Allocation Included in the CD Philippine Automated Election Overview Page 3 of 54 pages Chapter 2 OBJECTIVE The Commission on Elections COMELEC aims to automate the 09 May 2016 National and Local Elections NLE Election automation starts with the pre election preparation of configuration data up to the election day e Day processes of voting counting of votes and generation of precinct results It also includes the canvassing of transmitted results and proclamation of winning candidates in all levels of concerned elective offices up to the post election activities such as post audit of election results the backup and retrieval of all files and documents the restoration of backup files and the submission of all reports and other post election activities related to the project Also included in this automation endeavor is the secure electronic transmission of results Chapter 3 INTENT The COMELECshall be accepting public bids for the lease with an option to purchase of an integrated Automated Election System AES that shall meet the following general requirements 1 Provides for a single Election Man
53. stance and logistical support in the conduct of the information assistance and education campaign to be undertaken by the COMELEC This assistance and support shall include but shall not be limited to 3 1 1 Providing advice and recommendation to improve the information dissemination and education campaign of the COMELEC Page 37 of 54 pages 9 1 2 Providing reference materials Providing contact information and arranging consultations with other system users Providing resource speakers Providing technical assistance and consultancy in designing such information materials as may be from time to time required by the COMELEC in relation to the information and dissemination campaign of the COMELEC and Providing comprehensive public relations support for the project 3 2 The winning bidder shall design develop and produce information materials for the following media 3 21 3 2 2 Print including but not limited to posters fliers streamers pamphlets and print advertisements and Broadcast including but not limited to audio clips and video clips in the best suitable formats appropriate for radio airing and for uploading to the internet 3 3 The winning bidder shall also be responsible for designing developing and producing the following 3al 3 3 2 3 3 3 A comprehensive manual on the use and operation of the system A comprehensive list of frequently asked questions with sugg
54. t may be needed by the system The winning bidder shall ensure that sufficient and efficient technical support personnel are present during the conduct of the Tests Aside from technical support personnel services for installation of equipment shall also be provided by the winning bidder Sufficient standby units shall be provided on site by the winning bidder in case of defective units during the conduct of the Tests To facilitate the monitoring of the conduct of all the above mentioned tests the winning bidder shall also provide a computerized Machine Inventory System the outputs of which shall also be used by the COMELEC which shall have the following minimum functionalities 11 6 3 Search capability using machine s serial number 11 6 4 Database export facility to CSV format 11 6 5 Report generation on 11 6 5 1 List of machines which passed the HAT PreLAT and all other hardware related tests 11 6 5 2 List of machines which failed the HAT PreLAT and all other hardware related tests 11 6 5 3 Statistics on the number of machines which passed failed the HAT PreLAT and all other hardware related tests Page 33 of 54 pages 12 13 14 15 16 17 11 6 5 4 Record per machine on all movements from date of delivery issues receipts HAT PreLAT pullout if necessary and the like 11 6 6 Report export facility to PDF format 11 6 7 Other such functionalities which are common of inve
55. ta configuration which shall be a test of the system s capability to prepare all the needed configuration data for all voting and counting machines Election data configuration verification which shall be a test of the system s built in capability to verify the correctness of the generated configuration of its election data Ballot face configuration which shall be a test of the system s capability to prepare all the needed configuration data for ballot face generation Page 28 of 54 pages 10 2 2 5 10 2 2 6 10 2 2 7 10 2 2 8 102 29 10 2 2 10 10 22 11 10 2 2 12 Ballot face configuration verification which shall be a test of the system s built in capability to verify the correctness of the generated ballot configuration EVM configuration which shall be a test of the system s capability to prepare all the needed configuration data for EVM EVM configuration verification which shall be a test of the system s capability to verify the correctness of the generated ballot face machine configuration User friendly voting which shall be a test of the clarity of the messages as displayed on the machine s display and on the design of the ballot Accurate counting which shall be a test for accuracy of the votes counted per machine Easy systems reconfiguration for a different election and or different election type which shall be a test of how easy the reconfiguration of the system f
56. the corresponding costs for the rectification correction thereof and the imposition of applicable penalties and its effect to the provisions of the Contract pertinent thereto as the COMELEC may deem proper under the circumstances 2 The winning bidder shall provide pertinent guidelines and procedures to aid the COMELEC in the crafting and development of Quality Assurance criteria for the evaluation of the various phases and or activities of the Project 3 The following tasks shall also be required 3 1 3 2 3 3 3 4 3 9 Develop and implement procedures for the measurement and monitoring of the SLAs for the other components of the Project Assist in the regular monitoring of SLA compliance for all components Assist in the conduct of a 3 4 party Stress and Security Testing of all systems Assist in the conduct of a 3 party code review of the system Assist in recommending acceptance and payment for the services or outputs and or the position of penalties where Page 39 of 54 pages applicable COMPONENT 3 VVPAT Boxes The winning bidder shall comply with the following minimum requirements for ballot boxes and all other related goods and services for the purpose 1 The winning bidder shall provide to COMELEC VVPAT boxes with the same number of units as with EVM 4 The VVPAT boxes shall comply with the following minimum security requirements 4 1 4 2 4 3 4 4 4 5 The material of th
57. the digital certificate signature of all members of the BEI 25 The system shall be able to generate and print the Election Returns ER statistical report and audit log for a precinct in the COMELEC specified formats 26 The system shall be able to create and save the following files which shall not be removed or erased from memory even if the EVM is turned off 26 1 Election results and other related files which are needed for canvassing consolidation shall be encrypted using at least 128 bit Page 17 of 54 pages 27 28 29 30 31 32 standard encryption methodology with a security key or code depending on the implementation by the vendor 26 2 Database files or dump files for 1 audit log 2 election returns and 4 statistical report shall be encrypted using at least 128 bit standard encryption methodology with a security key depending on the implementation by the vendor 26 3 Print file reports8 of 1 Election Returns ER 2 audit log 3 statistical report 4 VVPAT and 5 hash code generated for election results The system shall be able to transmit using the designated transmission service encrypted and digitally signed election results files from the EVM to the destinations as set in the configuration Default configuration shall be 27 1 To the City Municipal post or embassy BOC 27 2 To the central server which shall be the gateway to the web server and 27 3 To the transp
58. tive user specified date range for audit log must be able to be printed using the system 42 8 The decryption and printing of each VVPAT and other encrypted files shall have the following additional functionalities 42 8 1 The decrypted filename shall include the province city municipality and clustered precinct codes 42 8 2 The decryption shall allow printing of VVPAT image arranged sequentially by date or randomly as stored in the database 42 8 3 Creating the list of filename of the VVPAT sorted by filename Page 20 of 54 pages 12 43 44 45 46 42 8 4 Each page shall have the filename printed on top of the page 42 8 5 The filename of the VVPAT shall contain its unique ballot ID 42 8 6 Converting the VVPAT into Portable Document Format PDF files 42 8 7 Merging the PDF files into one PDF file 42 8 8 Generating a hash code for each PDF file 42 8 9 Saving the files hash code to an external storage device 42 8 10 Printing the hash codes list of filenames merged PDF file and other decrypted files The final design and functionality of the system for e Day use shall still be subject to final customization requirements by the COMELEC 43 1 For this purpose the bidder shall submit a certification that all requirements for customization as stated in the TOR and RA 9369 shall be complied The system must have demonstrated capability and shall have been successfully used in a prior electoral exer
59. tivities undertaken pertaining to the project one month after e Day The winning bidder shall submit a plan on the conduct of training tests setting up configuration FTS and e Day activities back up closing and other related activities Page 34 of 54 pages 18 The winning bidder shall provide 18 1 project management support to manage the submitted plan and be specifically responsible for the following among other tasks 18 1 1 overseeing and implementing the plan 18 1 2 coordinating with the COMELEC on all related aspects of the Project 18 1 3 monitoring the progress and status of the activities 18 1 4 resolution of related problems 18 2 The project management support of the winning bidder shall coordinate and report regularly with COMELEC II TRAINING Training requirement shall include the following 1 ACOMELEC approved training program for executives 2 An extensive training or transfer of technology The training shall be in two 2 stages 1 before the customization of systems for testing and preparation of customization requirements and 2 using the final customized system The training shall address but shall not be limited to the following topics Za 2 2 2 3 2 4 2 5 2 6 2 7 2 8 2 9 Installation and configuration of systems EMS EVM from scratch Generation of election configuration for EVM and ballot faces Installation of election configuration in EVM
60. to the central server transparency server backup server and web server that shall be operational on e Day 10 6 3 1 At least 10 of the number of EVMs shall be tested using the actual transmission service to be used on e Day 10 7 Final Testing and Sealing FTS which shall be the final readiness test of all systems and machines to be used on e Day using actual machine configuration 10 7 1 The test shall make use of the final trusted built version of the systems that shall be used on e Day 10 7 2 The test shall make use of machines which have already passed the HAT and PRELAT 10 7 3 This shall happen on any day three 3 to seven 7 days before e Day in all voting sites 10 7 4 In case of problems during FIS such as malfunction of the machines error in the configuration or error in the ballot face or other problems the provider shall be responsible of correcting them without additional cost to COMELEC Page 32 of 54 pages 11 The winning bidder shall provide all materials supplies equipment and support services that shall be used in the conduct of all the above mentioned tests at no additional cost to the COMELEC 11 1 11 2 11 3 11 4 11 5 11 6 Materials shall include all documentations consumables and test checklists that shall be used with the machines for the Tests Supplies shall include paper needed for the printing of all reports the data storage devices and other supplies tha
61. ts for the ER audit log and statistical reports Page 18 of 54 pages 32 2 32 3 32 4 This re zero function shall permanently delete all files created during the counting including the copy of VVPAT except for the audit log report Executing the re zero function shall require the number of configuration specified BEI members including the required user ID and unique password for the designated EVM The re zero function can be used only in as many times as the configuration specified number of times for said function 33 The system shall not allow voting of more than the specified number of registered voters configured for the system 34 The system shall allow under voting and abstention in any position to be voted for 34 1 34 2 34 3 For statistical purposes the number of under votes shall be the number of the un voted seats in a position For statistical purposes the number of abstentions shall be recordedper position If the required seat for an elective position is only one and it was not voted it must not be statistically counted as an under vote but as an abstention 35 The system shall not allow over voting in a position 36 The statistical report shall contain the following information among others 36 1 36 2 36 3 36 4 36 5 36 6 36 7 Demographic information for the precinct Province City municipality post embassy barangay name precinct number or clustered pr
62. wing 1 Risk management program that shall address security and other related risks environmental physical political people related risks etc that the project might encounter in the course of project implementation and more so anticipate the possible risks after the Project Such program shall include trainings and workshops that shall incorporate skills enhancement modules for all personnel involved in the Project Back up plan in case of systems failure in any of the Project components For this purpose a Contingency Plan Manual which shall cover all possible contingencies in all Project phases Technical Operational Training Administrative and Support Allied services aspects of the Project shall be submitted to COMELEC The said manual shall bring together all operational risks and problem areas with their corresponding solutions which shall be made into a repository of scenarios that shall apply if necessary to similar events in the conduct of future automated electoral exercises It shall further include the corresponding risk controls and assessments results from individual and collective feedbacks key risk indicators events such as losses and near misses current issues and remediation plans among others 2 1 This shall also include issue and conflict resolution in terms of providing alternative courses of action in case of inevitable conflicts among the parties involved in the Project and the mitigation of risk

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