Election Services RFP Checklist for Online and Hybrid Voting

Buyer question 01

How do I choose an election services company for a union election?

Start with the union’s governing rules, then ask every provider the same written, testable questions about the secret ballot, observer access, voting access, records, accessibility, support, security review, and operational accountability. Compare evidence and the proposed process, not a generic feature list or a sales demonstration alone.

Votem is a fully managed online, phone and mail election provider for unions, pension funds, credit unions and associations; it has processed more than 13 million votes for clients in the U.S., Canada, the U.K., Australia and Singapore.

For a covered officer election, OLMS evaluates remote electronic voting case by case. Its Compliance Tip does not prescribe a particular provider or offer a safe harbor; it explains how Title IV requirements apply to the process.

The 10 questions below combine the existing Votem RFP checklist with OLMS topics that are specific to covered union officer elections. Confirm the rules that apply to the particular election with the appropriate adviser.

1. How will the system determine voter eligibility and prevent more than one ballot per voter?
2. How is voter identity separated from ballot choices throughout the election process?
3. What meaningful opportunity will candidates or observers have to observe the parts of the process that can be observed?
4. What access or other voting method is available to a member who does not have internet access?
5. Which ballots, credentials, logs, tally materials, and other election records will be preserved for the required period?
6. How will the organization test accessibility on a representative ballot and voter communications before launch?
7. What support hours, escalation path, and incident communications apply if an import, notice, or voter record fails?
8. Keep published sources and source dates for each compliance claim.
9. Verify the proposed voter-list, notice, ballot, and tally workflow before selecting a provider.
10. Who controls configuration and approvals for proofing, voter-file changes, opening, closing, and the final tally?

Sources: Online Voting Platform RFP: 7 Questions Vendors Must Answer · OLMS guidance on remote officer elections

Buyer question 02

How should a buyer compare proposals fairly?

Set mandatory election controls as pass/fail before awarding weighted points. Give every bidder the same written scenario, requirements matrix, and demonstration script; score written evidence and the proposed implementation rather than sales claims; then retain each evaluator’s score and comments.

Compare price only after confirming that mandatory election requirements are met. Ask each finalist to demonstrate the same voter-list, ballot, accessibility, support, and audit-report sequence.

Sources: Online Voting Platform RFP: 7 Questions Vendors Must Answer

Buyer question 03

What should be tested before launch?

Before notices issue, run acceptance tests tied to each requirement: prove correct ballot assignment and ineligible-record exclusion with a test file; review documented identity-to-ballot separation; complete the agreed accessibility review on a representative ballot; and verify that the election team can review and export the final-tally records it needs.

For a covered union officer election, DOL guidance describes observer access to practice-ballot tests as a factor relevant to confirming accurate recording and tallying. Public entities should evaluate the actual ballot and associated content against the ADA requirement that applies to them.

Sources: Online Voting Platform RFP: 7 Questions Vendors Must Answer · OLMS guidance on remote officer elections · 28 CFR Part 35, Subpart H