Each evaluator will independently rate the RFP, and their scores will be combined to determine the overall assessment and identify the winning proposal.
Active SLED Opportunity · CALIFORNIA · COUNTY OF SAN BENITO
AI Summary
San Benito County requests proposals for an Electronic Poll Book software solution with full operational capabilities, training, and deployment by November 2026. The County will evaluate software-only and turnkey solutions based on total cost of ownership. The project is managed by the County Clerk-Recorder - Elections department.
1. PURPOSE AND OBJECTIVES
San Benito County is seeking competitive proposals from qualified vendors to provide a comprehensive, fully functional Electronic Poll Book software solution. The successful vendor must deliver a system equal or superior to the County’s baseline functionality, guaranteeing full operational capabilities, training, and deployment in time for the November 2026 General Election.
Per California government rules, this competitive solicitation is being issued to establish a new contract. In the interest of fiscal responsibility and maximizing existing taxpayer-funded assets, the County is evaluating both software-only solutions capable of utilizing the County’s currently owned hardware infrastructure (22 Apple iPad 10th Generation kits) and alternative turnkey hardware/software solutions. All proposals will be uniformly evaluated based on the 3-Year Total Cost of Ownership (TCO).
Qualifications and Experience Weight: 30%
Considerations: Proposer background and reputation, qualifications of the project team, experience with similar services and entities.
Technical Review Weight: 35%
Considerations: Statement of understanding of the County’s needs, work plan, scheduling, technical specifications and functionality, quality control, training, adequacy of support staff and subcontractors, risk management, and value-added aspects.
Cost evaluation, 35%
Each evaluator will independently rate the RFP, and their scores will be combined to determine the overall assessment and identify the winning proposal.
Please enter the name of your business, and DBA (if applicable)
Enter your Federal Tax ID Number
Review of Contract
I have reviewed the County of San Benito's Standard Contract and any Special Terms provided. If I check "Yes" below, I have accepted the contract's standard terms and conditions (to the extent currently drafted) without qualifications.
If I check "No", it means I have suggestions or changes to the proposed contract.
[Note: Scope of Work and Budget Detail and Payment Provisions for the contract, will be finalized during the contract negotiation process.]
You have indicated that you have suggested changes to the draft contract. If so, those qualifications must be identified and listed along with suggested modifications to the contract and uploaded here.
Non-Collusion Declaration Pursuant to Public Contract Code Sec. 7106
The undersigned declares: I am the authorized representative of the party making the foregoing proposal.
The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham. The proposer has not directly or indirectly induced or solicited, colluded, conspired, connived or agreed with, any other proposer to put in a false or sham proposal, or or refrain from submitting a proposal. The proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the submittal of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal, or of that of any other proposer. All statements contained in the proposal are true. The proposer has not, directly or indirectly, submitted his or her proposal or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, or any other party or entity to effectuate a collusive or sham proposal, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a proposer that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Describe all ongoing and past civil and criminal proceedings within the last 10 years. Indicate the status of current proceeding and the outcome of closed or completed actions. Also, describe, if any, how the outcome of actions impacted company business operations.
Note: if no civil and criminal proceedings within the last 10 years, please indicate that there are none.
1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a).
2. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(b), to inform employees about all of the following:
3. Provide, as required by Government Code Section 8355(c), that every employee who works on the proposed contract or grant:
CERTIFICATION
I, the official submitting this proposal, hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the above described certification. I am fully aware that this Certification, executed on the date of proposal submittal and in the County below, is made under penalty of perjury under the laws of the State of California.
County of San Benito Hereby Reserves the Following Rights:
The County of San Benito reserves the right to make an award in whole or in part or any varying combination of the following requirements that will be in the best interest of the County, and not necessarily to the lowest Contractor. The intended award of Contract shall be made to the highest rated Proposer based on the evaluation criteria stated within the RFP.
Right of Rejection
The County reserves the right to reject any and all proposals, or to cancel this RFP in part or in its entirety.
The County reserves the right to waive any variances in proposals provided such action is in the best interest of the County.
The County reserves the right to amend this RFP at any time. The County also reserves the right to cancel or reissue the RFP at its sole discretion.
Any proposal received which does not meet the stated prerequisites of this RFP may be considered to be non-responsive, and may be rejected. The County may reject any proposal that does not comply with all of the terms, conditions, and performance requirements as stated within the RFP.
The County reserves the right to cancel any award and re-solicit proposals for services herein specified due to the increased or added costs, if in its opinion increased prices are greater than those of the general market.
The County reserves the right to cancel any award and re-solicit in the event services cannot commence with ten (10) days after the specified date for start of work, or in compliance with the start date as set forth in the contract as agreed on between the parties.
The County reserves the right to reject any and all proposals considered not to be in the best interest of the County.
The County reserves the right to waive any and all minor irregularities in proposals.
The County reserves the right to reduce or increase any specification, in whole or in part due to changes in budget allocations.
I declare under penalty of perjury under the laws of the State of California that I have read the above reservations as stated by the County of San Benito.
By submitting a bid/offer/proposal/quote to the County of San Benito, under penalty of perjury, I, the Proposer, hereby certify that the Prospective Contractor and/or its officers, directors, and employees:
This representation shall be an ongoing representation during the term of any contract awarded to the Prospective Contractor. If awarded a contract, Prospective Contractor hereby commits to immediately notify the County of any change in the status of the representations set forth in this Form.
Prospective Contractor authorizes the County to independently verify its suspension and debarment status.
Prospective Contractors are cautioned that making a false certification may subject the certifier to criminal prosecution or administrative sanctions.
I certify that I am authorized by the company named above to respond to this request.
The proposer does hereby make certification and assurance of the Proposer’s compliance with:
The laws of the County of San Benito:
https://codelibrary.amlegal.com/codes/sanbenitocounty/latest/overview
Title VI of the federal Civil Rights Act of 1964:
https://www.justice.gov/crt/fcs/TitleVI-Overview
Title IX of the federal Education Amendments Act of 1972:
https://www.justice.gov/crt/title-ix-education-amendments-1972
The Equal Employment Opportunity Act and the regulations issued thereunder by the federal government:
https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity
The Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government:
https://www.ada.gov/pubs/adastatute08.htm
All contract employees performing services and/or work as a result of this solicitation must have documented legal authority to work in the United States of America,
The condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; and,
The condition that no amount shall be paid directly or indirectly to an employee or official of the County of San Benito as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the Procurement under this RFP.
Further, by signing below, I certify under penalty of perjury that the information provided in the submitted proposal is true and correct to the best of my knowledge. I will update the above information as needed. I further, if selected, this company will conform to all Federal, State, and local laws covering the work provided. I understand the submission of this application does not guarantee use as a vendor/contractor for the County. I understand the County reservation of rights in the RFP.
THIS IS A SHORT TITLE . Only a few words long, to be placed in the title page
Provide a brief scope of work (1-2 paragraphs for summary) (Longer than the title, but not a detailed scope of work)
Insert Detailed Scope of Work Here:
Number of Years for Contract
Number of One Year Extensions (If None Indicate 0)
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.