RFQ #25-029 - Ballot Tracking System

The California Secretary of State is seeking a contractor to provide a Vote by Mail Ballot Tracking System (BTS) Managed Software-as-a-Service (MSaaS) for the 58 counties in the state. The system should allow voters to track their ballots through the mail system and as they are processed by the county elections official. The contractor will be responsible for providing related services, resources, and tools on a monthly subscription fee basis. The contract term is expected to be from April 1, 2026, to March 31, 2029. • The contractor must have experience in modifying, testing, managing, and supporting ballot tracking systems on a statewide level. • The contractor must have experience in managing a ballot tracking system that provides notifications via email, voice, or text on the status of VBM ballots. • The contractor must have experience in creating and supporting web-based portals for administrators and users to sign up and view the status of their VBM ballots. • The contractor must have experience in USPS tracking integration, including managing the implementation of Intelligent Mail barcodes (IMbs) to track mail through the USPS. • The contractor must have experience in training on the implementation and use of a ballot tracking system. • The contractor must have experience in providing reports on the status of VBM ballots during an election. • The contractor must have experience in reviewing and processing data files that contain ballot statuses for voters and implementing notifications to be sent based on those statuses. • The contractor must have experience in Secure File Transfer Protocol (SFTP) site communication. • The contractor must have experience in Application Programming Interface (API) creation, security, and use.