RFP - Election Management System for Harris County Clerk's Office

Harris County is soliciting proposals for a one-year Election Management System beginning approximately September 1, 2026, under solicitation number 26/0136, with responses due by June 22, 2026. The contract seeks a comprehensive solution encompassing the delivery, configuration, data migration, training, and ongoing support of an election management platform that aligns with operational, security, and regulatory requirements. Vendors must demonstrate the ability to deliver a robust and flexible system meeting functional specifications, with emphasis on integration with existing infrastructure, data governance, cybersecurity compliance, and platform sustainability. Proposals are evaluated using a best-value trade-off methodology, prioritizing technical merit over price, with scoring weights allocated across system functionality (30%), interoperability and reporting (25%), vendor experience and training (10%), implementation and support (10%), team qualifications (10%), presentation quality (5%), and pricing (10%). A pass/fail cybersecurity requirement is mandatory unless the system operates entirely off-network, and failure here results in disqualification. Vendors are required to submit a suite of compliance documentation including a Vendor Attestation Letter, Software Development Life Cycle policies, proof of cybersecurity training, SOC2 Type 2 report, ISO 27001 certification, the latest penetration test report, a completed Harris County Technical Questionnaire, and at least three vendor references. Contract terms include a fiscal funding out clause that voids the agreement if appropriated funds are not approved by the Commissioners Court, and an assignment restriction prohibiting transfer without prior written consent. Payment is milestone-based, with invoices submitted through the Harris County Auditor’s Office after delivery and subject to itemization and purchase order referencing. The County retains sole authority for inspection and acceptance, with a ten-day review window post-delivery and a fifteen-day remediation period for non-conforming deliverables. Vendors must comply with Texas public information and hazardous communication laws, maintain minimum insurance coverages totaling $9 million including professional liability and umbrella, provide a 100% payment bond if subcontractors are engaged and the contract exceeds $25,000, and adhere to Harris County’s annually updated living wage standard. All records must remain within county boundaries for the contract's duration, and contractors must certify Texas residency, workers’ compensation coverage, and minimum wage compliance. Proposals must be submitted electronically via Bonfire or as a hard copy to 1111 Fannin, 12th Floor, Houston, TX