Summary of Specifications:
The Elections Division of the Douglas County Clerk and Recorder’s Office of Douglas County Government hereinafter referred to as “the County”, respectfully requests proposals from responsible and qualified firms for a seasonal election worker time-tracking system.
The Elections Division hires seasonal workers for primaries and elections to support the ballot counting process, assist voters, train other election workers, transport ballots, run supplies, and enter data into voting systems. These employees are not entered into Douglas County's primary employee time-tracking system, and are paid on a voucher for Accounts Payable (not Payroll). The solution we seek will contain required information to identify and track worker's hours and other types of pay, sum that information into the amount to be paid to each, and produce a CSV file (or Microsoft Excel file we can manipulate) for import into our primary accounting system.
All proposed fees for the solution and associated licensing and support shall be Fixed or Not to Exceed estimates. These estimates will be used as a basis for the contracts controlling licensing, implementation, maintenance and support.
For one-time purchase agreements, full ownership and license to use that copy or version of the solution is granted in perpetuity. Licensing for future versions would be covered by a new, separate agreement.
For renewable licensing agreements, the County shall have the option to renew the agreement with the same terms and conditions in one-year increments for a minimum of three-years. Contract renewal is not automatic and requires written notification from the county. Any contract renewal or extension is contingent upon annual funding appropriation, budgeted or otherwise made available for this contract.
