Voter Registration System

Background

The Cuyahoga County Board of Elections (CCBOE), established in 1886, is responsible for administering elections for over 1 million residents in Cuyahoga County, Ohio. The CCBOE seeks an Ohio certified contractor to develop and implement a new Voter Registration and Election Management Database System (VRM System) that is adaptable to changing requirements and integrates with existing systems. The goal is to enhance the efficiency and effectiveness of election management while ensuring compliance with all applicable laws.

Work Details

The contractor will provide comprehensive services including: development, implementation, data conversion and migration, testing, installation, training, support, and maintenance of the VRM System. The system must integrate with the Statewide Voter Registration Database (SWVRD), the Board website, electronic pollbooks, and voting systems. The contractor must ensure that the system can handle over 2 million voter records and provide scalability for peak usage periods around elections. Additionally, a disaster recovery plan must be established along with multi-factor authentication for user accounts. The contract includes an enterprise-wide license for unlimited users as long as maintenance services are continued.

Period of Performance

The initial term of the contract is five years with options for one-year renewals. Key milestones include: data conversion starting by December 1, 2026; testing period from February 1, 2027 until Go-Live on June 1, 2027; system acceptance by December 31, 2027; and maintenance services commencing January 1, 2028.

Place of Performance

Cleveland, Ohio at the Cuyahoga County Board of Elections office located at 1803 Superior Avenue.

Bidder Requirements

Respondents must be certified by the Ohio Secretary of State at the time of award. They are required to submit a cover letter affirming their system's certification status. Vendors must also demonstrate experience in providing similar services and have a robust project plan detailing timelines and methodologies for implementation.