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KNOWINK Oregon Agreement
KNOWINK Oregon Agreement
As Contemplated Under:
This Transaction Document (consisting of this document and its listed Schedules) is entered pursuant to and is
subject to the Information Technology Master Services Agreement referenced above (the “Agreement”), and is
between the State of Oregon, acting through its Office of the Secretary of State (Agency), and KNOWiNK, LLC
(“Contractor”).
WHEREAS, the Parties entered into the Agreement which contemplates that certain Services to be provided to
Agency by Contractor will be described in Transaction Documents;
WHEREAS, Agency wishes to procure from Contractor the information technology and related services described
in this Transaction Document (the “Services”) to design and implement a voter registration system with the
characteristics described in this Transaction Document (the “System”) from Contractor and Contractor wishes to
provide such Services and System to Agency on the terms and conditions set forth in the Agreement and this
Transaction Document;
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is acknowledged, Agency and
Contractor agree as follows:
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3.2. Service Locations. The Service Locations from which Contractor will provide the Services are set forth
on Schedule 3 to this Transaction Document.
3.3. Requirements. The System Requirements are set forth on Schedule 9, attached hereto and
incorporated herein.
4. Service Levels.
4.1. The Service Levels and the corresponding Fee Reductions applicable to this Transaction Document are
set forth in Schedule 2.
5. Personnel.
5.1. Key Personnel. The Key Personnel for this Transaction Document, including the Contractor’s
Authorized Representative and Project Manager for the Services Described in this Transaction
Document are listed in Schedule 4 to this Transaction Document.
5.2. Agency Personnel. Agency’s Authorized Representative and Project Manager for the Services described
in this Transaction Document are listed on Schedule 5 to this Transaction Document.
5.3. Approved Subcontractors. Subcontractors listed in Schedule 6 are hereby approved to perform under
this Transaction Document.
6. Acceptance Testing; Final Acceptance.
6.1. Acceptance Testing. Contractor and Agency will conduct interim System Acceptance Testing activities
as set forth in Schedule 1, the Statement of Work.
6.2. System Testing. Contractor shall conduct System Testing as set forth in this Section 6.2 and in the
Statement of Work with respect to both the MVP and Phase 2 releases (each as defined in the
Statement of Work). In accordance with Agency’s written notice to proceed with System Testing,
Contractor shall install and test the entire System in the Test Environment in accordance with Schedule
1, in order to determine if the System is in material conformance with Requirements set forth in
Schedule 9 to this Transaction Document, and Agency-accepted Deliverables resulting from the
Requirements Validation Task, and in the Agency-accepted Deliverables resulting from the System
Design Task (the “System Requirements”). If Level 1, Level 2, or Level 3 Defects are discovered in the
System, Contractor shall correct such Defects and retest at no additional charge to Agency prior to
completion of System Testing under this Section. Contractor shall resolve Level 4 Defects at no
additional charge to Agency within Agency-approved timeframes.
6.3. User Acceptance Testing (UAT). Agency will conduct UAT as set forth in this Section 6.3 and in the
Statement of Work with respect to both the MVP and Phase 2 releases (each as defined in the
Statement of Work). After Agency’s acceptance of the System Test Results in the applicable phase (MVP
or Phase 2) and the correction of all known Level 1, Level 2, and Level 3 Defects discovered prior to
UAT, Agency will test the entire System by using it in off-line processing using both test data and the
Agency’s converted operational data in order to determine if the System is in material conformance
with the System Requirements. Contractor shall deliver UAT Services in accordance with the UAT Task
in Schedule 1. Agency will notify Contractor in writing of each Defect discovered during UAT in
accordance with the Accepted Test Plan and specify its level. Contractor shall correct all Level 1, Level 2,
and Level 3 Defects identified during UAT at no additional charge to Agency and resubmit the corrected
System to Agency for retesting within ten (10) Business Days of a written notice of Defect. All such
retesting will be done on an iterative basis and be completed by Agency no later than ten (10) Business
Days after Contractor submission of the corrected System. Contractor shall correct all Level 1 Defects,
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Level 2 Defects, and Level 3 Defects prior to completion of UAT activities under this section. Contractor
shall resolve Level 4 Defects discovered during UAT at no additional charge to Agency within Agency-
approved timeframes.
6.4. Implementation and Mock Elections. After Agency’s Acceptance of the UAT Report in a phase, and
upon Agency’s notice to proceed with the System Implementation Task for the phase, Contractor shall
install the System in the Agency-approved Environment. If the Statement of Work calls for the conduct
of a Mock Election, Contractor shall prepare the Mock Election for Agency in accordance with the
Statement of Work. In addition to conducting any Mock Election, Agency and Counties will test the
entire System implemented in that phase in order to validate that the System is functioning in the
Agency-approved Environment, validate the Implementation methodology, validate the user and site
preparedness activities, and determine if the System is in material conformance with the Agreement
Requirements.
6.5.1. If Defect(s) are discovered during a System Stabilization Period, Agency will notify Contractor of
the Defect in writing as soon as practical, describing the Defect and specifying its level. Upon
receipt of such written notice, Contractor shall correct any Level 1 Defect within four (4)
consecutive hours, any Level 2 Defect within twenty four (24) consecutive hours, and any Level 3
Defect within three (3) Business Days from the time of the written notice, and submit the
corrected System to Agency for validation in accordance with this Section, at no additional
charge to Agency. All such validation will be completed by the Agency no later than three (3)
Business Days after Contractor submission of the corrected System.
6.5.2. At the end of each System Stabilization Period, if any Level 1, Level 2, or Level 3 Defects
discovered during the System Stabilization Period remain uncorrected, Agency will grant
Contractor one additional five (5) Business Day period from the end of the System Stabilization
Period to correct such Defects. If the Defects are not corrected during that period, unless
Agency in its discretion allows additional time for correction, Agency may declare a material
breach of this Transaction Document by Contractor.
6.5.3. The parties will set priorities for Level 4 Defects remaining at the end of a System Stabilization
Period, and Contractor shall correct such Defects during one or more a maintenance release(s)
to be delivered on an agreed upon schedule.
6.5.4. Completion of the System Stabilization Period following Phase 2 will mark the end of the
Implementation Task.
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6.6. Resolution of Defects During System Stabilization Period. If Defect(s) are discovered during a System
Stabilization Period, Agency will notify Contractor of the Defect in writing as soon as practical and
Contractor shall correct the Defect as set forth in the Statement of Work. Contractor shall resolve any
Level 1 or 2 Defect(s) as set forth in the Statement of Work, and the System Stabilization Period will be
restarted at day 1 upon Agency’s Acceptance of the corrections of the Defect, including any required
Acceptance Tests. When a Level 3 Defect is identified, the System Stabilization Period will pause, will
recommence upon Agency’s Acceptance of the correction of the Defect, including any required
Acceptance Tests, and will end, absent the discovery of any additional Defects, on the date that is the
later of (i) fourteen Calendar Days following Agency’s Acceptance of the correction of the Level 3
Defect, or (ii) the expiration of the System Stabilization Period.
6.7. Final Acceptance. “Final Acceptance” of the Services described in this Transaction Document and the
System will occur when the following events have occurred, or conditions exist:
6.7.1. Agency has notified Contractor that the System meets all Acceptance Criteria and that all
Acceptance Tests required pursuant to the SOW have been successfully completed for the
System;
6.7.2. The System is stable, complete, and operating correctly as specified in the SOW, without Level 1
Defects, Level 2 Defects, or Level 3 Defects;
6.7.3. Agency has received any Governmental Approvals required by Law to use the System and the
Application Services for their intended purpose;
6.7.4. All Documentation is complete, inventoried, and Accepted by the Agency. Contractor shall
provide all text Documentation both in hard copy and in an electronic format as specified in the
Statement of Work; and
6.7.5. Contractor has completed and Agency has Accepted Deliverables for User Training, Technical
Training, and other knowledge transfer as specified in SOW.
7. Warranties and Warranty Period.
7.1. Additional Warranties. In addition to the representations and Warranties set forth in the Agreement,
Contractor hereby makes the following representations and warranties with respect to the Deliverables
and Services that are the subject of this Transaction Document:
[NONE]
7.2. Post-Implementation Warranty Period. Contractor shall warrant the System During the Post-
Implementation Warranty Period. During the Post-Implementation Warranty Period, Contractor shall,
at no additional charge to Agency, furnish such materials and Services necessary to correct any Defects
in the System that prevent the System from meeting the Acceptance Criteria and Agreement
warranties. Contractor shall cure Defects discovered during the Post-Implementation Warranty Period
that prevent the System from meeting the Acceptance Criteria and Agreement warranties. For
purposes of this Section, “Post-Implementation Warranty Period” means the period that begins on the
date of the completion of the Phase 2 System Stabilization Period and ends on the date that is the
earliest of (i) 12 months from that date, or (ii) 6 months from that date if the System has experienced
no errors that are Criticality 1 or Criticality 2 (as defined in Schedule 2 to this Transaction Document)
during that 6 month period.
7.3. System Change Warranty Period. Contractor shall warrant System changes that modify or enhance the
System Accepted at Final Acceptance, and that are not Defect corrections, for a period of ninety (90)
Calendar Days following Acceptance of the implemented System change. Contractor shall, at no
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additional charge to Agency, furnish such materials and Services necessary to correct any Defects
relating to the System change that prevent the System from meeting the Acceptance Criteria and
Agreement warranties. Contractor shall cure Defects discovered during the System Change Warranty
Period that prevent the System from meeting the Acceptance Criteria and Agreement warranties.
8. Licenses
8.1. Contractor Intellectual Property. The licenses for Contractor Intellectual Property that Contractor is
required to deliver under this Transaction Document are set forth in Schedule 7 to this Transaction
Document.
8.2. Third Party Intellectual Property. The licenses for Third Party Intellectual Property that Contractor is
required to deliver under this Transaction Document are set forth in Schedule 8 to this Transaction
Document.
9. Charges.
9.1. Payments. Agency shall pay Contractor the fixed prices set forth in the Payment Schedule of the
Statement of Work for Contractor’s completion and Agency’s Acceptance of the Services and
Deliverables Contractor will deliver under this Transaction Document. All invoices and payments will
comply with the terms of the Agreement.
9.2. Transaction Document Maximum-not-to-exceed Compensation. Notwithstanding any other provision
of this Transaction Document to the contrary, the maximum, not-to-exceed compensation that Agency
will pay to Contractor under this Transaction Document is $9,845,000.00 (the “Transaction Document
Maximum Not-To-Exceed Compensation”), which includes payment for any allowable expenses for
which Contractor may request reimbursement under this Agreement.
9.3. Expenses. Agency will not reimburse Contractor for expenses incurred by Contractor in the
performance of Services under this Transaction Document.
10. Severability. The parties agree that if any term or provision of this Transaction Document is declared by a
court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms
and provisions will not be affected, and the rights and obligations of the parties will be construed and
enforced as if this Transaction Document did not contain the particular term or provision held to be invalid.
11. Counterparts. This Transaction Document may be executed in several counterparts, all of which when taken
together constitute one contract binding on all parties, notwithstanding that all parties are not signatories to
the same counterpart. Each copy of this Transaction Document so executed constitutes an original.
12. Headings. The headings in this Transaction Document are included only for convenience and do not control
or affect the meaning or construction of this Agreement.
13. Integration. This Transaction Document and attached Schedules constitute the entire agreement between
the parties on the subject matter hereof. There are no understandings, agreements, or representations, oral
or written, not specified herein regarding this Transaction Document.
14. Certification. By signature on this Transaction Document, the individual signing below on behalf of
Contractor certifies under penalty of perjury that: a) the undersigned is authorized to act on behalf of
Contractor; and b) the representations, warranties and certifications contained in the original Agreement
are true and correct as of the effective date of this Transaction Document and with the same effect as
though made at the time of this Transaction Document.; and b) the undersigned is authorized to act on
behalf of Contractor and that Contractor is, to the best of the undersigned’s knowledge, not in violation of
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any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means a state tax imposed by
ORS 320.005 to 320.150 (Amusement Device Taxes), 403.200 to 403.250 (Tax For Emergency
Communications), 118 (Inheritance Tax), 314 (Income Tax), 316 (Personal Income Tax), 317 (Corporation
Excise Tax), 318 (Corporation Income Tax), 321 (Timber and Forest Land Taxation) and 323 (Cigarettes And
Tobacco Products) and the elderly rental assistance program under ORS 310.630 to 310.706 and any local
taxes administered by the Department of Revenue under ORS 305.620.
CONTRACTOR: YOU WILL NOT BE PAID FOR SERVICES RENDERED PRIOR TO AGENCY OBTAINING ALL NECESSARY
STATE APPROVALS.
By: ________________________________________________________________________________
Deborah Scroggin
Name: ______________________________________________________________________________
Elections Director
Title: ________________________________________________________________________________
7/1/2021
Date: _______________________________________________________________________________
[CONTRACTOR]
By: ________________________________________________________________________________
Scott Leiendecker
Name: ______________________________________________________________________________
Scott Leiendecker
Title: ________________________________________________________________________________
6/29/2021
Date: _______________________________________________________________________________
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A. Project Overview
The Oregon Centralized Voter Registration System (OCVR) is a critical application used by County and state
elections employees to manage election and voter records. OCVR is now over 15 years old and needs significant
enhancements or replacement. The Agency currently has Help America Vote Act (HAVA) funding and intends to
use that funding to modernize the current OCVR. During the year 2020, the Agency identified this project and
began project initiation activities. The Agency outsourced the major requirements-gathering effort for the RFP
to a consultant, and conducted various workshops and interviews with the Agency, Counties, and other
stakeholders (e.g. owners of interfacing systems), to develop the requirements.
In the current ecosystem, OCVR, the Oregon Election System for Tracking and Reporting (ORESTAR), and Election
Business Systems (EBS) contain duplicate data, and the scheduler does not allow information to flow between
systems in real-time. The Agency is managing and maintaining multiple databases and the current platform lacks
the ability to easily implement modern security best practices (like multi-factor authentication). County Elections
offices have minimal tools to improve the voter experience and have difficulty keeping voters updated on the
status of their voter registration and completed ballots. OCVR has significant challenges in communicating with
third-party systems that are critical to the election process, such as tabulators and scanners.
After reviewing RFP proposals, Agency selected Contractor to provide the System to:
B. Project Standards
This Part B of the Statement of Work details the standards, limitations, and constraints of the Project.
Definitions
Acronyms and Project-specific terms are defined in Part E of this Statement of Work.
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Project Name
Deliverable Name
applicable SOW references (Task and Deliverable #)
Deliverable outline/brief description;
Additional Deliverable requirements, as mutually agreed during Requirements Validation;
Acceptance Criteria for the Deliverable;
Agency and Contractor’s review and approval timeline, if different than the periods set forth in Section
4.6 of the Agreement; and
Signature line for Agency approval.
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Documentation Formatting
Unless otherwise noted for a given Deliverable, all Deliverables should be provided in one of the following file
formats:
All other file formats must be approved by the Agency Project Manager prior to Deliverable submittal.
Deliverable deadlines are specified in Part D of this SOW. The Project Schedule that Contractor completes
pursuant to Task 1.1 will include a Delivery Schedule for the Services described in this SOW. Upon Agency’s
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Acceptance of Deliverable 1.0, the Project Management Plan, the Delivery Schedule set forth in the Project Plan
will become binding on the Parties. The Parties may amend the Delivery Schedule by agreeing in writing to a
revised Delivery Schedule, which will replace the then-current Delivery Schedule. The Delivery Schedule most
recently signed by both Parties shall be the Delivery Schedule for the Services set forth in this Transaction
Document.
Purpose and Objective: Ensure ongoing coordination between Agency and Contractor during the Project’s
period of performance up until Project Closeout. The objective is for Contractor to work with Agency’s Project
Manager to set up roles, responsibilities, record-keeping systems, lines of communication, and procedures for
managing the Project, assuring quality, managing technical configuration, and controlling Project changes.
The Contractor shall follow project management best practices, and both Contractor’s activities and Deliverables
shall be consistent with the Project Management Institute (PMI) and Project Management Body of Knowledge
(PMBOK).
Agency Responsibilities: Contractor shall perform all Services and provide all Deliverables required of this Task.
To that end, Agency will:
All Deliverables and Acceptance Criteria are specified in the subtasks below.
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Roles - Understanding of the roles of various project stakeholders including the Oregon Votes Steering
Committee, Project Sponsor, Agency’s Project Manager, Oregon Votes Project Team, and Contractor’s
Project team.
Stakeholders - Identification of key stakeholders to be contacted to review and validate information
relative to all steps throughout the Project.
Work Plan - Review of the Project work plan.
Deliverables - Review of the Deliverables of the Project work plan.
Project Schedule - Review of the Project schedule.
Mock Project Risk Discovery – Review of Project risks and shared lessons-learned.
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In preparation for these meetings, Contractor shall develop and deliver Bi-weekly Project Status Reports during
the implementation phases of the Project. Contractor shall provide these status reports on a regularly scheduled
basis, delivered once every other week to the Agency’s PM.
Contractor shall also attend and participate in monthly Oregon Votes Steering Committee Meetings with the
Oregon Votes Project Team. Contractor shall provide updates to the Committees using the Monthly Steering
Committee Meeting Reports.
Review Project progress and validate the scope and requirements; and
ensure that all scoping elements are being addressed and that nothing is missed during Project
performance.
Contractor shall document the outcomes of the Project Scope Review Meetings, and deliver it to the Agency’s
PM.
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Contractor attends
and participates in
Quarterly Project These notes must document the scope and Quarterly Project
1.3 Scope Review requirement elements reviewed, and the Scope Review
Meeting Notes disposition for each. Meetings.
Agency PM approves
Contractor’s notes.
Purpose and Objective: Manage and facilitate business process changes to optimize the value gained from the
System and ensure County satisfaction. The primary goal of this Task is to smooth out the friction Users will
experience in adapting to a new system. As part of this work, the Contractor shall facilitate business process
mapping (as-is and to-be) and document the to-be business process decisions so as to inform the
implementation and training plans.
Agency Responsibilities: Contractor shall perform all Services and provide all Deliverables required of this Task.
To that end, Agency will:
All Deliverables and Acceptance Criteria are specified in the subtasks below.
Perform a gap analysis to document current process and map those processes to the functionality of the
System.
Document how the existing processes will change with the System.
Capture the current process narrative, the new process narrative, and the summary of the change
between the two.
Develop and review as-is processes with the Oregon Votes County Subcommittee.
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Develop and deliver job and process maps that identifies needed organizational changes in order to
optimize the value realized by the System.
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Contractor shall facilitate discussions and support a feedback mechanism for impacted County and Agency
employees.
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Contractor shall provide status updates to the Agency’s PM, reporting on the progress of change acceptance and
identifying any issues and recommended remediation efforts.
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Purpose and Objective: In this Task, the Contractor shall lead and facilitate the process for developing the
detailed System functional and non-functional requirements documentation based on Schedule 9 in this
Transaction Document.
Contractor shall complete the following activities in the development of detailed requirements:
Review in detail all existing use case documentation and requirements developed by the Agency.
Perform interviews with Agency Subject Matter Experts, defined by the Agency PM, to understand how
the baseline requirements shall be translated into the technical details required for System
requirements.
Develop a draft System requirements methodology that addresses the approach and tools to ensure
alignment with the Requirements and capture the level of detail necessary.
Review draft System requirements methodology with the stakeholders designated by Agency, allowing
time for those stakeholders to return comments or clarifications.
Prepare final System requirements methodology based on updates from stakeholders designated by
Agency.
Prepare and deliver the detailed functional and non-functional requirements traceability matrices.
Agency Responsibilities: Contractor shall perform all Services and provide all Deliverables required of this Task.
To that end, Agency will:
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Requirements are
categorized as MVP or
Phase 2.
Agency PM approval.
Voter registration;
Managing addresses and jurisdictions, including considerations for TotalAddress;
Petitions;
Election Management and Processing (including tabulation, ENR, Ballot receipt, and Signature
Verification);
Notices;
Reports;
Election Worker;
System Administration; and
Public (Online) Portal.
Contractor shall Incorporate Agency feedback on the elaborated Functional and reporting Requirements.
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Purpose and Objective: System design includes application design, interface design, and conversion design.
Detailed and logical application design documents produced by the Contractor shall direct the System
development efforts. The design function is driven by the outputs of the requirements validation. These
documents provide the framework essential to ensure that the System is constructed consistently with
appropriate software development methodologies and the functionality defined through the Requirements.
The Contractor shall conduct a review of the System functional and non-functional Requirements to identify
required modifications and Enhancements to any pre-existing component or functionality that the Contractor
plans to leverage for the System. Contractor shall hold design sessions along with appropriate staff from the
Oregon Votes Steering Committee and the External QA Consultant. The Contractor shall conduct Joint
Application Development (JAD) sessions to fully explore and understand existing voter registration functionality
that the Contractor shall leverage for the System, and to understand the gaps to be addressed to fulfill the
remaining required functionality for the System. Based upon these gap analysis JADs, the Contractor shall
document in detail the design and development actions necessary to fully meet Requirements for both the MVP
and Phase 2 implementations of the System. Based on the JAD sessions Contractor shall prepare and deliver the
design documents describing both MVP Requirements and Phase 2 Requirements.
Define a conceptual architecture that shall produce a design to fulfill the functional Requirements, and
that can be realized at a technical level.
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Define the interfaces for each third-party entity and include data field definitions and their validation
rules. The logical architecture must produce a design to fulfill the functional Requirements.
Define the details around the integration layers, potentially using Web Services and various other
integration technologies. The physical architecture shall produce a design to fulfill the stakeholders’
functional Requirements and that can be technically achieved by the Contractor.
Agency Responsibilities: Contractor shall perform all Services and provide all Deliverables required of this Task.
To that end, Agency will:
All Deliverables and Acceptance Criteria are specified in the subtasks below.
Contractor shall maintain components of the design throughout the course of the Project and updated when
any System design changes occur.
The Contractor shall conduct a walkthrough of the FDD with the Oregon Votes Steering Committee and the
External QA Consultant to validate the contents of the FDD. The FDD must incorporate all information from the
design sessions and all Functional Requirements.
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The Technical Design Document (TDD) must include, at a minimum, the interface definitions and design. The
System design must be based on reviewing existing class diagrams, sequence diagrams, updated object models
that represent the internal workings and designs of the containing subsystems that exposes the services and
component specification.
The Contractor shall conduct a walkthrough of the final TDD with the Oregon Votes Project Team, and the
External QA Consultant, to validate the contents of the TDD.
The approved TDD and FDD shall constitute the complete system definition for the System. The FDD and the
TDD together shall constitute the agreement between Agency and the Contractor regarding the functionality
and operation of the System. The two documents shall be the documentation used by the Contractor during
system development along with the use cases and shall be the basis for the development of the User
Acceptance Test (UAT).
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Roll-back plans must be developed and validated for use in case of System failure during turn over to
production.
Plans must be put in place for the stand-by of key support resources during turn-over to production
activities.
Potential go-live System failures and action points must be identified, and mitigation plans must be
developed and validated.
Contractor shall ensure key project resources are to be trained in recovery procedures.
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Purpose and Objective: System development efforts shall be guided by the Deliverables of the Requirements
Development and Validation and System Design tasks. This ensures that the System is constructed consistently.
The Contractor may not initiate the System development activity until the Agency’s PM has Accepted the System
Functional and Technical Design Documents.
Contractor shall fully document each software module. This documentation must support the transfer of
knowledge to the Oregon Votes Project Team. The Contractor shall also transfer all final System Documentation
to the Agency’s PM.
Contractor shall inform its development and configurations of the System by using a series of multi-week sprints
to iteratively develop, test, and validate that development is meeting Requirements.
Contractor shall setup a user testing and training environment for ongoing testing of the sprints, including setup
of data and User access.
Agency Responsibilities: Contractor shall perform all Services and provide all Deliverables required of this Task.
To that end, Agency will:
Identify and coordinate with the appropriate State and County personnel for early and continuous user
engagement and testing. This is for System development and configuration purposes.
Conduct periodic review sessions.
Confirm System Documentation and Deliverable updates and provide feedback on required updates.
All Deliverables and Acceptance Criteria are specified in the subtasks below.
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Additionally, the Contractor shall develop interfaces described in the Requirements and documented during the
design phase of this SOW.
The Contractor shall follow development and testing industry best practices and standards.
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Purpose and Objective: Identify and ensure the relevant data existing in Agency’s legacy systems is converted
and migrated to the System.
Contractor and Agency shall identify legacy system(s) where data needs to be converted and migrated from, and
Contractor shall perform the testing and extraction activities necessary to convert the data at the time of System
go-live for both the MVP release and the Phase 2 release. Contractor shall validate the data conversion and
migration results, with assistance from Agency. Contractor shall coordinate with the Counties and provide a
mechanism that allows the Counties to validate the data conversion and migration.
Contractor shall map data from OCVR and other required legacy systems to the System; develop the tools to
migrate the data; complete the migration; produce a migration validation report; and transfer all final System
Documentation to the Agency’s PM.
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Contractor shall perform this task in multiple data conversion cycles so that data is available for the following
activities, as they occur in this Project:
Data conversion cycles to ensure Data is ready for Sprints (Task 5.1).
Data conversion cycle to ensure Data is ready for System Testing (Task 7.1).
Data conversion cycle to ensure Data is ready for UAT (Task 7.2).
Data conversion cycle to ensure Data is ready for the Mock Election (Task 7.3).
Data conversion cycle to ensure Data is ready for MVP and Phase 2 System roll-out (Task 8).
Agency Responsibilities: Contractor shall perform all Services and provide all Deliverables required of this Task.
To that end, Agency will:
Deliverable(s) and Acceptance Criteria: All Deliverables and Acceptance Criteria are specified in the subtasks
below.
Contractor shall conduct a walkthrough of the final data migration map with the Oregon Votes Project Team and
the External QA Consultant to validate the contents.
The approved data migration map shall be the indicator for the Contractor to proceed in developing the data
migration tools.
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Design and develop the tools necessary to perform the data migration according to the Data Migration
Plan.
Convert all the new target databases to the correct format and load the required data for the testing of
the System.
Test the migration process in a test environment.
Validate the migration and revise as necessary to achieve a successful migration.
Facilitate a review of the test migration process in the test environment with the Oregon Votes Project
Team.
When the Contractor completes their validation, a data migration report will be provided to the Agency’s PM as
part of the data migration validation.
The Contractor shall revise the migration based on feedback from the Oregon Votes Project Team validation
activities.
The Contractor shall design, code, and test the database migration logic. As part of the data migration activity,
the Contractor shall produce data clean-up reports based on the discovery, analysis, and testing the new target
database.
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The Contractor shall migrate user account names, any user privileges, and any group assignments. Additionally,
the Contractor shall develop a mechanism for securely distributing user credentials (i.e. usernames and
passwords) for the new user accounts. This distribution mechanism must be approved by the Agency prior to
distributing the credentials.
Deliverable(s) and Acceptance Criteria
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Purpose and Objective: Perform various types of tests to ensure the System and its components adhere to the
TDD and FDD, aligned with the Requirements.
Contractor shall perform a series of Component (Unit) and System tests and shall support Agency’s User
Acceptance Tests (UAT). This includes emphasis on testing new functionality, as well as regression testing of
already accepted functionality to ensure that changes to software have not adversely affected existing code.
Each phase of testing requires the development of a thorough Test Plan, including test cases, scripts, data
sheets, and expected results. The tests that are developed must be repeatable and must be directly traceable to
the Requirements.
System testing and UAT must be designed to demonstrate that the System satisfies the Requirements and the
Design (i.e. the Agency-accepted FDD and TDD) and must adhere to detailed test plans and test scripts. The
Oregon Votes Project Team, Contractor, and External QA Consultant all have significant roles in the testing
process. The Contractor shall thoroughly test the software itself before the Agency and County UAT teams begin
their work. For the initial release, this includes component/unit testing, system/integration testing, volume and
stress testing, performance testing, and load balancing testing prior to User Acceptance Testing. For future
releases, this will include component/unit testing, system/integration testing, and other testing as deemed
necessary by the Agency’s PM. When the Contractor test results are validated by the Agency’s PM and the
External QA Consultant, Agency will commence UAT activities. Upon the completion of the UAT, Contractor shall
assess each release’s overall readiness and a decision will be made by Agency (Go/No Go) regarding
deployment.
Agency Responsibilities: Contractor shall perform all Services and provide all Deliverables required of this Task.
To that end, Agency will:
Identify and coordinate with the appropriate State and County personnel for early and continuous user
engagement and usability testing, including UAT and Mock Elections, and provide results back to
Contractor.
Perform UAT, including Mock Elections.
Provide Agency and County Client Environments for System testing purposes.
Coordinate State, County, and Agency Third-Party (e.g., AFB Vendor) resources and environments
required for Testing, with the exception of AAMVA.
Review, provide feedback, and validate Contractor’s UAT Test Plan and scripts.
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Provide additional scenarios for inclusion into Contractor’s UAT Plan and scripts.
Confirm required System Documentation Updates as a result of Testing activities.
Deliverable(s) and Acceptance Criteria: All Deliverables and Acceptance Criteria are specified in the subtasks
below.
The Contractor shall develop the System using a structured system life cycle development methodology that
includes the following types of testing activities:
Usability Testing
This type of testing is used with early releases for the purpose of delivering components of the System before
they are ready for thorough inspection to allow the Agency and Counties the opportunity to provide feedback
and help drive development. Defects are expected to occur at this stage, and Contractor shall record and
communicate issues discovered.
Unit Testing
This type of test is used to validate that an individual program module or script functions correctly. Each
System module that has been developed shall be tested to ensure that all module functionality is working
properly. If a module interacts with other modules, the interfaces between the modules are ‘stubbed’ out or
removed so that only the module itself is tested in isolation. These tests are generally informal tests
conducted and documented by a developer.
Subsystem Integration Testing
This type of test ensures that small groupings of modules are working properly. While full System functionality
is not yet tested in this phase, groups of modules that work together shall be isolated and tested to ensure
that key activities work properly from end to end. This type of testing is generally performed by developers in
the development environment. This is expected by the Oregon Votes Project Team to be the first phase of
testing where all test planning and documentation activities listed in the Test Plan shall occur.
End-to-End Testing
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This phase of testing involves testing the System’s functionality end-to-end, including testing all interfaces to
internal and external systems that interact with the System. This test must cover System performance,
volume, stress, and load balance testing, and must focus on verifying that the System’s functionality conforms
to the Functional and Non-Functional Requirements that were defined for the System. System documentation
must be reviewed to ensure that it encompasses a sufficient scope and that it was developed with sufficient
quality. This test must be conducted in an environment synchronized with the target Production environment
and is conducted by the Contractor testing team, which is independent of the development team. Contractor
shall ensure through this testing phase that the conversion and use of legacy system data does not generate
any errors. The Contractor shall perform end-to-end testing until all Level 1 (Catastrophic) and Level 2 (Major)
Defects, as determined by the Agency’s PM, have been remediated within the System (e.g., missing
functionality, computational errors).
Regression Testing
The Contractor shall be responsible for regression testing for the System. Regression Testing encompasses the
re-running of previously completed test cases after new functionality or bug fixes have been added to the
System. The Contractor is expected, through Regression Testing, to ensure that any changes made to the
System have not broken previously working System functionality.
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Contractor shall:
Prepare, install, and configure the System in the UAT environment.
Coordinate all UAT environment setup activities with the Oregon Votes Project Team.
Ensure the System is properly integrated and that it is properly interfacing with all required
existing external systems.
Setup, installation, and integration of the System in all locations necessary to complete UAT
activities.
Maintain responsibility for System operations throughout UAT.
Once the key function walkthrough has been completed with no errors, Contractor shall make the System
available to the Agency and County UAT testers, who will then conduct a formal UAT of the System.
Contractor shall:
Develop core functional UAT test scripts and UAT tester training materials with approval of the Agency’s
PM and External QA Consultant. Test scripts must thoroughly test each functional requirement.
Develop, maintain, and refresh the UAT test environment (including database and loaded test cards).
This shall be a separate environment from the production environment.
Provide System training for the UAT testers.
Provide real-time support of UAT testers.
Coordinate UAT in cooperation with the Oregon Votes Project Team.
Provide an application for the capture, reporting, and tracking of errors identified during UAT.
Document UAT Results.
Fix any errors identified as a result of UAT.
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Contractor may be asked during the UAT to incorporate additional test scenarios, documenting their inclusion
and test results. During testing, Contractor shall maintain the UAT environment and the UAT tools, including test
cards and base dataset.
Agency and Counties anticipate testing occurring in two rounds for both MVP and Phase 2; however,
acknowledge that more may be necessary depending on the results of UAT. The first round should be used to
identify errors. The second and subsequent rounds should be used to validate that all errors have been fixed.
Coordinate the details with Agency and update the System Test Plans.
Ensure an Environment is set up to facilitate the Mock Election.
Conduct the Mock Election.
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The Contractor shall be responsible for load and stress testing for the System as well as validation of fault
tolerance and planned disaster recovery capabilities of the System. Load and stress testing validate the System’s
ability to continue operations under maximum loads and stressed conditions. The Contractor is expected to load
the System to a minimum of 125% of the number of planned users and volume of transactions using automated
loading tools. The Contractor is also responsible to conduct a complete run through of the System’s fault
tolerance and disaster recovery technologies and processes.
Contractor shall prepare a Load and Stress Test Report documenting all the test results including any errors and
resolutions identified as a part of the load and stress test.
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System Updates to the FDD and TDD based on MVP Updates made are
7.5.1 Documentation testing results and any changes made that traceable to Testing results.
Updates (MVP) were necessary to resolve testing issues. Agency PM approval.
System Updates to the FDD and TDD based on Phase 2 Updates made are
7.5.2 Documentation testing results and any changes made that traceable to Testing results.
Updates (Phase 2) were necessary to resolve testing issues. Agency PM approval.
The Contractor shall also provide any additional documentation, such as the Commercial off the Shelf (COTS)
software user manual(s), if applicable.
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Purpose and Objective: The purpose of this Task is to deploy the System for the intended business purpose.
Deliverable(s) and Acceptance Criteria: All Deliverables and Acceptance Criteria are specified in the subtasks
below.
Agency-accepted DED.
This report must document and
Deliverable contains all criteria
validate that the MVP and its
MVP Interface agreed-upon in the DED.
8.1.3 required interfaces are
Completion Report The System passes MVP Testing
functioning per the design and
described in Task 7.1.
requirements.
Agency PM approval.
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Reviewing conversion analysis with the Oregon Votes Project Team and preparing a detailed data
conversion plan (addressing manual and electronic data).
Defining strategies for verifying and/or correcting existing data.
Developing data conversion scripts and test data conversion scripts.
In this Task, Contractor shall address data migration issues and establish a plan to ensure the validation of all
conversion routines and the accuracy and completeness of all data.
For this task to be successful, the Contractor shall ensure the following:
Contractor shall perform continued data conversion and synchronization between the legacy systems and the
System during both Phases 1 and 2, until full implementation of the System is achieved.
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The System’s Deployment Plan is fully developed, documented, and approved and includes the specific
time frame and activities associated with the full roll-out of the System.
All critical resources have been identified and are available to support deployment activities.
Critical or new technologies have been fully tested and key resources identified to provide needed
support.
Contingency plans are in place to deal with implementation issues that may arise.
A governance structure and Communication Plan has been developed, documented, and approved
which defines the implementation decision process and GO/NO GO events.
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Communications have been provided to stakeholders informing them of the implementation process
and status has been developed and documented.
Agency-accepted DED.
The deployment plan must document the
Deliverable contains all
System Deployment specific activities and timeframes that are
8.3.1 criteria agreed-upon in
Plan required to ensure a full and successful roll-
the DED.
out of the MVP and Phase 2 System.
Agency PM approval.
Agency-accepted DED.
Deliverable contains all
criteria agreed-upon in
the DED.
Agency receives the
Contractor shall provide a Deployment report information with
Report assessing the progress of the the Bi-Weekly Project
deployment of the MVP. Deployment Status Report.
MVP Deployment
8.3.4 Reports must be made part of the Bi- The report provides
Report
Weekly Project Status Report during the progress, issues, and
period of performance for the deployment remediation efforts in
task. progress.
The report documents
resolved issues and a
resolution summary for
each.
Agency PM approval.
Activity to be documented in the System’s Production is
8.3.5 MVP in Production
Deployment Report. accessible by Users.
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Disaster recovery
procedures executed
successfully.
Thirty continuous days
without Criticality 1 or
Criticality 2 issues,
including interface
transactions.
Agency receives the
report information with
the Bi-Weekly Project
Contractor shall provide a Deployment Status Report.
Report assessing the progress of the The report provides
deployment of the Phase 2 System. progress, issues, and
Phase 2 Deployment
8.3.6 Deployment Reports must be made part of remediation efforts in
Report
the Bi-Weekly Project Status Report during progress.
the period of performance for the The report documents
deployment task. resolved issues and a
resolution summary for
each.
Agency PM approval.
System’s Production is
accessible by Users.
Disaster recovery
procedures executed
Phase 2 System in Activity to be documented in the successfully.
8.3.7
Production Deployment Report. Thirty continuous days
without Criticality 1 or
Criticality 2 issues,
including interface
transactions.
Contractor shall conduct a review with the Oregon Votes Project Team and identify any documentation that
shall be updated as a result of changes. Contractor shall update the documentation and provide it to the
Agency’s PM for review and Acceptance.
The Contractor shall also transfer all agreed-to and finalized documentation to the Agency’s PM.
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Acceptance
No. Deliverable Description
Criteria
The following documents are some of the critical
documents that are to be updated and provided to the
Agency’s PM at the completion of MVP:
At the completion of System Implementation, the Contractor, External QA Consultant, and the Oregon Votes
Project Team shall conduct a System Implementation checkpoint meeting to assess System performance and
status. After this meeting, Oregon Votes Project Team, with input from the Oregon Votes Steering Committee
shall determine whether the project can continue into the Maintenance and Support phase. Notice will be
provided by the Agency’s PM.
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Purpose and Objective: Effective training that must provide Users with the required skills to use the System,
including the facilitation of any organizational/business process changes.
The Contractor shall be responsible for the development of User training curricula, schedules, training materials,
and training evaluation materials. The Contractor shall be responsible for the setup and maintenance of an
online training environment that allows trainees to access the System. Contractor may fulfill its obligations
under the previous sentence by making the test environment available for training. The Contractor shall also be
responsible for conducting trainings and for managing all training planning and logistics. Trainings will occur
virtually and may also occur as an in-person, face-to-face, format if required by Agency and is not during any
pandemic-related shutdown orders. Agency will provide names and contact info of users to be trained.
Contractor shall provide “train the trainer” sessions.
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Contractor shall develop User training in alignment with the requirements defined in the Training Plan.
The Contractor shall be responsible for coordinating training efforts with voter registration and election subject
matter experts (SMEs), identified by the Oregon Votes Project Team, who will provide policy and practice
support to the Contractor and be present at the training sessions to provide input, as necessary, regarding
practice and policy questions or implications.
Agency Responsibilities: Contractor shall perform all Services and provide all Deliverables required of this Task.
To that end, Agency will:
Deliverable(s) and Acceptance Criteria: All Deliverables and Acceptance Criteria are specified in the subtasks
below.
The Training Plan shall include, without limitation, the following categories training:
Agency/ESC/Super Users
Contractor shall identify the proposed training staff in the Training Plan.
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1. Train-the-trainer; and
2. Training for general end-users.
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The System training, in addition to focusing on the navigation and use of the System, must also focus on how the
System is integrated into the day-to-day work of Users, including new business processes and workflows that
the System will support.
After each training event, the Contractor shall provide the Agency’s PM with documented evidence of each
trainee’s competence to operate the System and integrate its support into their day-to-day work.
Training must be provided “just in time” prior to deployment and must comprehensively address all System
operations as well as security considerations. Following the initial delivery of each training Contractor shall post
the training material available online for User access.
This user documentation must be Oregon specific outlining how to perform functions and processes on the
System for Oregon. The Contractor shall provide updates to the user documentation during the Maintenance
and Support portion of the contract reflecting applicable changes based on new releases, System
enhancements, and System updates.
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Purpose and Objective: The purpose of this task is to ensure the System is maintained to meet the
Requirements and is supported to enable the Agency to use the System.
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The Contractor shall provide a Service Manager for the System and conduct meetings with Agency and the
Counties on an agreed upon frequency.
Agency will provide Tier 1 Support beginning at the completion of the MVP release System Stabilization Period.
Contractor shall provide issue intake via the Golden Button and emails routed (or provided) to Agency
Tier 1 Support. This will not include a live person call-in number.
Agency is responsible for tracking and closing issues with the stakeholders.
Agency will provide a Tier 1 Support person who will handle live in-person triage (via email, Golden
Button, or call-in) with the County users, as needed. Escalations from the Agency Tier 1 to the
Contractor Tier 2 will be part of established escalation procedures.
Agency Responsibilities: Contractor shall perform all direct HelpDesk Services to county and state users; and
provide all Deliverables required of this Task. To that end, Agency will:
Deliverable(s) and Acceptance Criteria: All Deliverables and Acceptance Criteria are specified in the subtasks
below.
Response times for System issues submitted by Agency will be in accordance with the Service Level Response
Times for Criticality levels 1 thru 3, as defined in Part B of Schedule 2.
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Task 10.2 – Application, Operations, and Service Level Monitoring and Management; Application
Maintenance.
Contractor shall provide the following Services after Agency’s Acceptance of the Phase 2 System roll-out.
Contractor shall provide support Services and deliver two monthly reports:
1. Application monitoring, operations, and service levels – to be documented in the Monthly Operations
and Monitoring Reports; and
2. Application maintenance – to be documented in the Monthly Application Support services Report.
The Contractor shall provide application monitoring and management services. These services shall include the
following:
Monitoring and managing all licensed software, third-party products, and interfaces related to the
System providing daily reports of transactions between external systems.
Provide and support multiple environments that will include (but not be limited to) UAT and Production,
keeping them synchronized on a regular basis.
Proactively and reactively notifying the Agency’s Authorized Representative of issues, incidents, or
problems found that affect or may affect the System and of any required intervention to avoid or
resolve the issue, incident, or problem.
Contractor shall report monthly on application monitoring and management, including the tracking and
reporting of any issues.
Contractor shall provide operations management services. These services include the following:
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Monitoring scheduled operations jobs to ensure scheduled tasks start and process without error.
Detection of abnormal conditions or alarms.
Logging of failed operations jobs and corrective action taken.
Restarting operations jobs as required.
Documenting and reporting operations job issues.
Adding and removing operations jobs.
Contractor shall report monthly on operations management services, including the tracking and reporting of any
issues.
Contractor shall provide maintenance and manage operations of the System to include software faults that are
not already documented and accepted as part of the original development effort. All incidents that occur as part
of ongoing operations shall be addressed and resolved within a reasonable time frame as per the negotiated
Service Level Agreement (SLA) provided in Schedule 2.
Contractor shall conduct service level monitoring and reporting that includes, at a minimum:
In addition to the reports under this Task, Contractor shall ensure Agency has access to monitor and review
service level attainment for the System.
Application Maintenance:
All changes and fixes shall be implemented based on a mutually agreed upon schedule. All changes shall go
through all phases of testing as outlined in the Test Plan. The test results shall be documented and provided to
Agency for approval before a decision is made to put the new release into production. All relevant System
Documentation shall be updated and provided to Agency and Counties after any System changes, including after
the completion of any Enhancements.
Contractor shall manage and implement licensed software (i.e., software that is Contractor Intellectual Property-
as modified pursuant to this Transaction Document) and third-party product revisions. For each new release,
Contractor shall:
install the release to all relevant environments with Agency’s approval to sync all environments as
necessary;
perform integration testing of releases to validate the expected functionality;
perform regression tests in a non-production environment that is sufficient to ensure the release does
not negatively affect current functionality;
notify Agency and the Counties to conduct UAT testing that will include Agency and Counties as
necessary, with support from the Contractor;
resolve problems/incidents found in regression or integration testing;
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provide a list of changes that may require updates to the training materials; and
make necessary changes to the User Documentation.
Contractor shall establish a process for managing configuration and technology changes made to licensed
software and third-party products, including:
The Contractor shall provide configuration and technology change management services including:
Contractor shall report monthly on configuration and technology change management, including the tracking
and reporting of any issues.
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Purpose and Objectives: The purpose of this Task is to ensure the hosting arrangement satisfies the System
Requirements and the Hosting Services Requirements set forth in Exhibit B to the Agreement.
Contractor shall establish, manage, and maintain the Hosting Services for the System.
Deliverable(s) and Acceptance Criteria: All Deliverables and Acceptance Criteria are specified in the subtasks
below.
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o Updating
o Optimizing performance
Maintaining service levels.
Defining and developing alerts (network latency
alert, saturation alert, etc.)
Service level monitoring and reporting,
including:
o Alerts
o Service metrics
o Monitoring tools
o Service request tracking
o Audits
o Processes for communicating scheduled
outages
Maintaining security, including:
o Physical security
o Logical security
o Periodic vulnerability testing
Preventative maintenance, including
technology refreshes.
Defining procedures for backups and restores,
including:
o Frequency
o Method
o Validation
o Defining restore checkpoints
Providing business continuity and disaster
recovery services.
operate the licensed software and manage the Hosting Services on a 24x7x365 basis;
provide Agency and Counties with access to the licensed software and Hosting Services over a pair of
dedicated network connections from the hosting environment on a 24x7x365 basis;
provide, monitor, and maintain Hosting Services hardware, software, and communications
infrastructure, including:
o physical infrastructure for data center (e.g., facility, environment, power);
o shared networking and application infrastructure;
o computer systems, network equipment, and Contractor WAN;
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The Contractor shall report monthly on Hosting Services activities, including the tracking and reporting of any
issues.
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Develop and maintain detailed business continuity and disaster recovery plans;
Review and update the business continuity and disaster recovery plans on at least an annual basis;
Develop action plan to mitigate risks and issues discovered during the business continuity and disaster
recovery plan review;
Provide the Agency with copies of all updates to the business continuity and disaster recovery plans; and
Perform an annual full System and database check.
Contractor shall initiate the disaster recovery plan in the event of a disaster recovery situation and notify the
Agency per the agreement and disaster recovery policies and procedures.
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Documentation of Contractor’s
performance of the annual full
Annual updates based on any
System and database check.
Annual DR/BC Plan changes to Hosting Services and
11.5.2 Documented completion of a
Updates results of the annual full System
successful failover test or event.
and database checks.
Oregon Votes Project Team
approval.
Purpose and Objective: The purpose of this Task is to review the implementation and formally close out the
Project.
Contractor shall perform all activities necessary to close out the project. This includes updating and transferring
all System Documentation to Agency.
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The Contractor shall identify any Agency or County proprietary documentation and return it to Agency and the
County (or Counties). Any electronic copies of proprietary information stored on Contractor equipment shall be
deleted or transferred back to Agency and the County (or Counties).
All documentation
At the completion of the Post-
identified by Agency is
Implementation Warranty Period, the
updated.
Contractor shall conduct a review with the
Oregon Votes Project Team
Updated System Agency and identify any documentation
approves of all updates
12.2 Documentation that must be updated as a result of changes
made to identified
(Project Closeout) during the Post-Implementation Warranty
documentation.
Period. The Contractor shall update the
Oregon Votes Steering
documentation and provide them to the
Committee approves
Agency for review and Acceptance.
Project closeout.
D. Payment Schedules
1. Contractor Hourly Rate Card
The following hourly rates will be used to estimate costs and inform pricing on future Enhancements and
additional Services.
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Developer $115.00
Tester $80.00
DBA $125.00
Architect $150.00
Ongoing Project
Management and
Project Status Reporting,
1 31-Aug-21 $64,000.00 $120,000.00 $120,000.00
Management Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
Project Kick-Off
(Deliverable 1.1.1 $20,000.00
& 1.1.2)
Project
Management Plan
$36,000.00
and Schedule
(Deliverable 1.0)
Ongoing Project
Management and
Requirements, Status Reporting,
2 31-Oct-21 $32,000.00 $334,500.00 $454,500.00
Data Mapping Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
RTM (Functional,
$85,000.00
Technical and
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Interface
Requirements)
(Deliverable 3.1)
Data Migration
Mapping $75,000.00
(Deliverable 6.1)
System
Development and
Configuration: Part
1 –Completed
$142,500.00
Sprint 2
(Verifiable
progress on Task
5.1)
Ongoing Project
Management and
Functional Status Reporting,
3 20-Dec-21 $32,000.00 $334,500.00 $789,000.00
Design Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
Functional Design
$60,000.00
(Deliverable 4.1)
System
Development and
Configuration: Part
2. Completed
$142,500.00
Sprint 5
(Verifiable
progress on Task
5.1)
Periodic
Development
Review: Part 1:
$100,000.00
(Verifiable
progress on Task
5.2)
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Ongoing Project
Management and
Technical
Status Reporting,
4 Design, 28-Feb-22 $32,000.00 $313,500.00 $1,102,500.00
Scope Reviews
OCM
(Deliverables 1.2.1,
1.2.2, & 1.3)
Technical Design
$91,000.00
(Deliverable 4.2)
Security Plan
$15,000.00
(Deliverable 4.3)
OCM
(Deliverables 2.1.1,
$33,000.00
2.1.2, 2.2.1, 2.2.2,
2.3m and 2.4.1)
System
Development and
Configuration: Part
3. Completed
$142,500.00
Sprint 7
(Verifiable
progress on Task
5.1)
Ongoing Project
Management and
Hosting,
Status Reporting,
5 Development – 30-Apr-22 $32,000.00 $339,500.00 $1,442,000.00
Scope Reviews
Sprint 10
(Deliverables 1.2.1,
1.2.2, & 1.3)
Hosting Services
Delivery Plan $24,000.00
(Deliverable 11.1)
Disaster Recovery
Plan $15,000.00
(Deliverable 4.4)
Periodic
Development $100,000.00
Review: Part 2:
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(Verifiable
progress on Task
5.2)
System
Development and
Configuration: Part
4. Completed
$142,500.00
Sprint 10
(Verifiable
progress on Task
5.1)
OCM Periodic
Reports $6,000.00
(Deliverable 2.4.2)
Training Plan
$20,000.00
(Deliverable 9.1.1)
Ongoing Project
Management and
Development – Status Reporting,
6 30-Jun-22 $32,000.00 $320,500.00 $1,762,500.00
Sprint 13 Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
User
Documentation $40,000.00
(Deliverable 9.3)
Periodic
Development
Review: Part 3:
$100,000.00
(Verifiable
progress on Task
5.2)
OCM Periodic
Reports $6,000.00
(Deliverable 2.4.2)
System
Development and $142,500.00
Configuration: Part
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5. Completed
Sprint 13
(Verifiable
progress on Task
5.1)
Ongoing Project
Management and
Development Status Reporting,
7 31-Aug-22 $32,000.00 $355,500.00 $2,118,000.00
Completion Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
Interface
Development $120,000.00
(Deliverable 9.3)
System
Documentation
$15,000.00
Updates
(Deliverable 5.3.1)
System
Development and
Configuration: Part
6. (Verifiable
$142,500.00
progress on Task
5.1 and
Acceptance of
Deliverable 5.1.1)
OCM Periodic
Reports $6,000.00
(Deliverable 2.4.2)
User Training
(Deliverables 9.1.2 $40,000.00
& 9.2)
Ongoing Project
Management and
8 System Test 31-Oct-22 $32,000.00 $185,000.00 $2,303,000.00
Status Reporting,
Scope Reviews
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(Deliverables 1.2.1,
1.2.2, & 1.3)
System Testing
$122,000.00
(Deliverable 7.1.1)
Implementation
Services Plan
$25,000.00
(Deliverable
10.1.1)
OCM Periodic
Reports $6,000.00
(Deliverable 2.4.2)
Ongoing Project
Management and
Status Reporting,
9 Data Migration 31-Dec-22 $32,000.00 $138,000.00 $2,441,000.00
Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
Data Migration
Report $75,000.00
(Deliverable 6.2.1)
User Migration
Report $10,000.00
(Deliverable 6.3.1)
Load Test
$15,000.00
(Deliverable 7.1.2)
OCM Periodic
Reports $6,000.00
(Deliverable 2.4.2)
Ongoing Project
Management and
UAT and Mock Status Reporting,
10 28-Feb-23 $32,000.00 $232,000.00 $2,673,000.00
Election Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
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UAT
$75,000.00
(Deliverable 7.2.1)
Mock Election
$40,000.00
(Deliverable 7.3)
Helpdesk Plan
$40,000.00
Deliverable 10.1
System
Documentation
Updates and
System Operations $39,000.00
Documentation
(Deliverables 7.5.1
& 7.6.1)
OCM Periodic
Reports $6,000.00
(Deliverable 2.4.2)
Ongoing Project
Management and
Status Reporting,
11 MVP Closeout 30-Apr-23 $32,000.00 $529,857.14 $3,202,857.14
Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
System
Development and
Configuration: Part $285,000.00
7. (Deliverable
5.1.1)
MVP Data
Conversion and
Synchronization $125,000.00
Completion
(Deliverable 6.2.1)
System
Documentation
$15,000.00
Updates
(Deliverable 5.3.1)
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Monthly Hosting
Services Reports
$12,857.14
(Deliverables 11.2,
11.3, and 11.4)
MVP Warranty
(Deliverables 8.5.1 $30,000.00
& 8.5.2)
Phase II
Requirements
$30,000.00
Validation
(Deliverable 3.2)
Ongoing Project
Management and
Phase II Status Reporting,
12 30-Jun-23 $32,000.00 $184,857.14 $3,387,714.28
Development Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
Phase II
Development and
Configuration: Part
$100,000.00
1. (Verifiable
progress on Task
5.1)
DR and BCD
Update
$10,000.00
(Deliverable
11.5.1)
Monthly Hosting
Services Reports
$12,857.14
(Deliverables 11.2,
11.3, & 11.4)
MVP Warranty
(Deliverables 8.5.1 $30,000.00
& 8.5.2)
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Status Reporting,
Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
Phase II
Development and
Configuration: Part
$100,000.00
2. (Verifiable
progress on Task
5.1)
Monthly Hosting
Services Reports
$12,857.14
(Deliverables 11.2,
11.3, & 11.4)
MVP Warranty
(Deliverables 8.5.1 $30,000.00
& 8.5.2)
Ongoing Project
Management and
System Status Reporting,
14 31-Oct-23 $32,000.00 $697,428.58 $4,260,000.00
Implemented Scope Reviews
(Deliverables 1.2.1,
1.2.2, & 1.3)
Phase II
Development
Completion – Part $100,000.00
3. (Deliverable
5.1.2)
System
Deployment $400,000.00
(Deliverable 8.3.7)
MVP Warranty
(Deliverables 8.5.1 $30,000.00
& 8.5.2)
Monthly Hosting
$6,428.58
Services Reports
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(Deliverables 11.2,
11.3, & 11.4)
Project Closeout
$99,000.00
(Deliverable 12.1)
System
Documentation
Updates and
$30,000.00
Transfer of
Materials
(Deliverable 12.2)
Support Year
Support M&S Period of Monthly Service
(Starts after Description Not-to-Exceed
Months Performance Charge*
MVP go-live)
Jun 2021 –
0 No M&S Services N/A N/A
Feb 2023
Sep 2024 –
3 12 Continuation $834,750.00 $69,562.50
Aug 2025
Sep 2025 –
4 10 Continuation $731,250.00 $73,125.00
Jun 2026
Total Maintenance and Support Fees for this Transaction Document: $2,751,000.00
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Agency will pay Contractor the fee amounts listed below for coverage periods defined above. Except for the Year
1 Software Licensing Fee, which will be invoiced by June 30, 2021, Contractor shall invoice Agency at the time of
the payment milestones during implementation, as specified in Part D.2 above.
After Agency Acceptance of Project Closeout, including payment of the final Implementation Milestone,
Contractor shall invoice Agency for Hosting Services Quarterly in advance.
Software Licensing Fees will be paid annually in advance of the year covered.
Description Year 1 Cost Year 2 Cost Year 3 Cost Year 4 Cost Year 5 Cost Year 6 Cost
Software Licensing
Fee for all of the
products listed in $750,000.00 $0.00 $0.00 $60,000.00 $175,000.00 $175,000.00
Schedule 7, Section
A.
Hosting for
Production N/A N/A $90,000.00 $216,000.00 $228,000.00 $240,000.00
Environment (2 sites)
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E. SOW Definitions
Acronym/Term Definition
A/V Equipment means devices used to capture and record both audio and
A/V Equipment
visual stimuli in real-time.
ACP refers to a member of the Oregon Department of Justice's Address
ACP
Confidentiality Program.
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"Agency" means the State of Oregon, acting by and through its Secretary of
Agency
State's Office.
Agency PM means Agency Project Manager, as that individual is identified in
Agency PM
Schedule 5.
In software development, the Agile Method promotes iterative development
Agile Method throughout the life cycle of the project, close collaboration between the
development team and business side, and constant communication.
ArcGIS is a software program that allows an end-user to make digital maps with
ArcGIS authoritative location data that can then be shared and exported for use in the
System.
In the Agile Method, the primary purpose of a backlog grooming session is to
Backlog Grooming ensure the next few sprints worth of user stories in the product backlog are
prepared for sprint planning.
CISO CISO means Agency’s "Chief Information Security Officer".
Client Environments means Agency- and County-owned equipment, such as
Client Environments personal computers, peripheral monitors, printers, ballot sorters, and
tabulators.
DAR (Deliverable DAR means a "Deliverable Acceptance Request", which is a Project artifact that
Acceptance Request) memorializes Agency’s Acceptance of one or more Deliverable(s).
DBA means Database Analyst, which refers to a worker's classification and
DBA requires certain skillsets and experience in order to perform certain portions of
this SOW successfully.
DED DED means a Deliverable Expectation Document.
Disaster Recovery/Business Continuity Plan means the accepted plan provided
Disaster under Task 11.5, in the context of this Project, a set of policies and processes
Recovery/Business for the Solution that are intended to protect the System from any significant
Continuity Plan effects in the case of a negative event (such as cyberattacks, device failure(s),
natural disasters, and so on).
DR/BC Plan DR/BC Plan means "Disaster Recovery/Business Continuity Plan".
Election Laws refers to the relevant and applicable federal, state and local laws,
Election Laws
rules, and standards for how Oregon administers its elections.
System functionality that assists Agency and Counties in managing temporary
Election Worker workers and volunteer staff that are needed to process mail-in ballots on and
before Election Day.
ENR (Election Night ENR means Election Night Reporting, which is the systematic process of quickly
Reporting) reporting election results to the general public.
ERIC ERIC means the Electronic Registration Information Center.
ESRI Grid ESRI Grid is a type of GIS file format.
A File Geodatabase, or GDB for shorthand, means a collection of files that can
File Geodatabase (GDB)
store, query, and manage spatial and nonspatial data.
FPCA FPCA means a Federal Post Card Application.
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Oregon Votes Project The Oregon Votes Project Team comprises the Agency personnel in Schedule 5,
Team except for the Procurement Specialist.
Oregon Votes Steering The Oregon Votes Steering Committee is the Agency’s executive steering
Committee committee for the Project, tasked with providing project stage gate approvals.
The Oregon Votes County Subcommittee is a representative sample of some
Oregon Votes County
Oregon Counties, serving in an advisory role to the Oregon Votes Project Team
Subcommittee
and providing leadership to other Counties for adoption of the System.
Period of Performance means the duration of time that certain Tasks are to be
Period of Performance
performed.
Phase 1 of the Project means the first part of the implementation phase work
Phase 1
and is used interchangeably with "MVP".
Phase 2 of the Project means the second part of the implementation work,
Phase 2
where the deployed System meets all of the Requirements.
PII PII means "Personally Identifiable Information".
Product Owner means the Agency individual responsible for maximizing the
Product Owner
System's value for the State. The Product Owner is identified in Schedule 5.
The Production Environment, also referred to as "Production" for shorthand,
Production
means the environment that the System is put into operation for its intended
(Environment)
use and made available to the intended Users.
"Project" means the Oregon Votes Project, including its three phases: MVP
Project (Phase 1) deployment, Phase 2 deployment, and implementation closeout
activities (Task 12).
A Public User means an Oregon resident who is a voter or potential voter, who
Public User(s)
will have access and may interact with the System's online portal.
Requirements refer to the System Functional and Non-functional Requirements
Requirement(s)
specified in Schedule 9.
A Shapefile (SHP) means a digital vector storage format for storing geometric
Shapefile (SHP)
location and associated attribute information.
SME SME means Subject Matter Expert.
SMS SMS means Short Message Service.
SOW SOW means this Statement of Work.
A Sprint means a Project activity that involves development and early User
Sprint(s)
testing to further inform the development and configuration of the System.
SSN SSN means Social Security Number.
State State means the State of Oregon.
System means the sum total of the Services, the Deliverables, the Contractor
Intellectual Property, the Third-Party Intellectual Property the Software, the
System
hardware (if applicable), Hosting Services, and the Documentation described in
one or more Transaction Documents that comprise the information system that
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A. Overview
The Fee Reductions (as defined below) have been designed to encourage the consistent and timely delivery of
service and value to Agency. Fee Reductions are not intended to compensate Agency for damages, but rather to
reimburse Agency for the value of the diminished services actually delivered, and to provide incentive to
Contractor to achieve the stated objectives and focus on Agency’s critical needs.
This Schedule outlines the circumstances under which Contractor will be subject to Fee Reductions for failure to
achieve the Service Level Requirements (SLRs).
For the purposes of this Schedule, “Failure,” shall mean, with respect to any SLR or KPI, the failure to meet the
specified Performance Requirement for the SLR/KPI for the applicable Measurement Period. This Schedule
describes the methodologies associated with measurement of and reporting on the results achieved regarding
the Service Level Requirements defined below. It sets out the parameters for measuring Service Levels, including
eligibility for low volume sample sizes in a Measurement Period, and remedies for SLR Failures. Regardless of
SLR or KPI designation (i.e. critical or non-critical), Contractor shall perform a Root Cause Analysis (RCA) for any
failure to attain the Performance Requirement. This RCA shall be provided to Agency within five (5) business
days of the reported failure and include actions (with completion dates) to prevent recurrence of the failure.
Term Definition
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For clarity, those SLRs where a lower percentage is the desired outcome,
perfection is assumed to be 0%.
Credit Rebate means an SLR that is eligible to earn back a Fee Reduction by
continuously meeting or exceeding the SLR for consecutive Measurement
Periods. If Contractor believes it is entitled to a Credit Rebate it shall notify
Credit Rebate Agency and provide documentation demonstrating that it has earned the
Credit Rebate. Contractor may invoice Agency for a Credit Rebate in the
first monthly invoice following Agency’s confirmation that Contractor is
entitled to the Credit Rebate.
A CSP Passthrough is a type of SLR Credit where the Parties have agreed
that Failure is mostly or entirely the result of the cloud hosting provider.
The amount of a CSP Passthrough is determined by the CSP. In this event,
any credits given to the Contractor by the CSP during the Measurement
CSP Passthrough Period shall be given to Agency as a credit. CSP Passthrough SLR Credits are
not subject to earn back. Any CSP Passthrough SLR Credits will not be
counted against the At-Risk Amount for purposes of calculating the
maximum SLR Credits to which Contractor may be subject during any
period.
Elections Business Hours means 8am – 5pm PT, except for Election Days.
Election Business Hours
On an Election Day, Election Business Hours are 7am – 10:00pm PT.
Election Cycle means the period of time starting on the day after the date
Election Cycle
of a general election and ending on the date of the next general election.
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Monthly Service Charge means, for any given calendar month of the M&S
Period of Performance, the actual or pro-rated dollar amount of all fees
Monthly Service Charge
billed to Agency for Services provided in such month pursuant to Schedule
1, Part D.3.
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Contractor shall provide updates to the user documentation during the M&S Period of
Description Performance of this Transaction Document reflecting applicable changes based on new
releases, System enhancements, and System updates.
Following the close of a Measurement Period, Agency will review User Documentation
version histories to ensure Documentation has either been updated, or acknowledged
Formula no updates were needed per the Contractor. Agency will complete this review and note
deficiencies to Contractor by the end of the Reporting Period following the end of the
previous Measurement Period.
Performance
100% User Documentation updates by the end of the Measurement Period.
Requirement
Measurement
Annually
Period
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Measurement
User Documentation files located and accessible to Users in the System.
Tool/Source Data
Low Volume
No
Eligible
Continual
Improvement No
Eligible
Designation SLR
Yes: Any User Documentation found by Agency to have not been updated, Contractor
Credit Rebate
shall make the required updates by the end of the following Reporting Period.
SLR Credit
25
Percentage
Description Percentage of support request tickets adhering to the Service Level Response Times.
Number of tickets submitted that do comply with the Service Level Response Times,
Formula
divided by the number of tickets submitted during the Measurement Period.
Criticality 1 – 95%
Performance
Criticality 2 – 90%
Requirement
Criticality 3 – 85%
Measurement
Monthly
Period
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Contractor will provide periodic status reports of reported issues as recorded in Team
Measurement Foundation Server (TFS). Contractor PM will work with the Agency PM to establish
Tool/Source Data methods for calculating response times in TFS or identify tickets where response time
requirements were not adequately met.
Continual Yes: After each Annual Period, the Performance Requirement (for each criticality level)
Improvement will increase by one percentage point, up to a maximum Performance Requirement of
Eligible 99%.
Designation KPI
SLR Credit
N/A
Percentage
The timeframe starts when Contractor becomes aware of a security breach or incident,
regardless of Contractor becoming aware via its personnel or via electronic notification
Formula delivered and accessible on Contractor’s equipment. In any event, once Contractor has
been made aware of the breach is when the “clock starts” on the Performance
Requirement.
Performance
Notification must be delivered to Agency within two hours.
Requirement
Measurement
Monthly
Period
Contractor will establish system alert emails and notifications from the Test and
Production environments for identified incidents, that will be sent to the approved
Measurement personnel on both teams.
Tool/Source Data
Procedures will be established to deal with any potential security breach identified by
the security architecture of the system or reported by system users.
Designation KPI
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SLR Credit
N/A
Percentage
Description The percentage of tickets reopened within the same Measurement Period.
Number of tickets reopened during the Measurement Period, divided by the number of
Formula
tickets submitted during the same Measurement Period.
Performance
<5%
Requirement
Measurement
Quarterly
Period
Measurement
Contractor will provide statistics of tickets reopened within the specified period.
Tool/Source Data
Continual Yes: After each Annual Period, the Performance Requirement will be adjusted
Improvement downward by a percentage point until it reaches a Performance Requirement of less
Eligible than or equal to 1%.
Designation KPI
SLR Credit
N/A
Percentage
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Number of calendar days between Agency’s receipt of Contractor notification and the
Formula
date scheduled for the Application Release deployment.
General
Performance At least 60 days before scheduled deployment of the Application Release.
Requirement
Measurement
Quarterly
Period
Contractor PM/Service Manager will provide a 3-6 month release schedule as part of
Measurement
status reporting. Release schedules will be presented in periodic project review
Tool/Source Data
meetings and approved by the Agency.
Continual
Improvement No
Eligible
Designation KPI
SLR Credit
N/A
Percentage
D. System Performance
The maximum amount of data – as measured by time – that can be lost after a recovery
Description
from a disaster, failure, or comparable event.
Performance
<5 seconds per event
Requirement
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Measurement
Monthly
Period
Measurement Details of any data lost will be identified, analyzed, and reported using reported tickets,
Tool/Source Data Application Insights and database queries by the Contractor.
Low Volume
No
Eligible
Continual
Improvement No
Eligible
Yes: If this SLR reaches Failure, Contractor shall be entitled to recover the Fee
Credit Rebate Reduction by continuously complying with the Performance Requirement for 6
consecutive Measurement Periods.
Designation SLR
SLR Credit
If Contractor’s at fault = 75 | If Contractor’s NOT at fault = CSP Passthrough
Percentage
The amount of time for the System to become available to the Users after Unplanned
Description
Downtime occurs during Election Business Hours.
The time the System is restored after the beginning of Unplanned Downtime, minus the
Formula
time the System went offline and became unavailable to the Users.
Performance
<30 seconds per Unplanned Downtime event
Requirement
Measurement
Monthly
Period
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Measurement
Contractor will provide statistics using Application Insights.
Tool/Source Data
Low Volume Yes: This SLR’s Low Volume Eligibility is limited to one Failure per Unplanned
Eligible Downtime event per each Annual Period.
Continual
Improvement No
Eligible
Yes: If this SLR reaches Failure, Contractor shall be entitled to recover the Fee
Credit Rebate Reduction by continuously complying with the Performance Requirement for 6
consecutive Measurement Periods.
Designation SLR
SLR Credit
If Contractor’s at fault = 25 | If Contractor’s NOT at fault = CSP Passthrough
Percentage
With a requested and proposed uptime of 99.99% for the System, the Parties agree that
Formula
Unplanned downtime calculates to 52 minutes and 35 seconds per calendar year.
Performance
No more than one cumulative hour of Unplanned Downtime.
Requirement
Measurement
Annual
Period
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Measurement Contractor will provide statistics of uptime from Application Insights the monitoring tool
Tool/Source Data that will be used for monitoring the System.
Low Volume
No
Eligible
Continual
Improvement No
Eligible
Credit Rebate No
Designation SLR
SLR Credit
If Contractor’s at fault = 25 | If Contractor’s NOT at fault = CSP Passthrough
Percentage
Number of Unplanned Downtime events, on Election Day, within the reporting period,
Description
regardless of the duration of the outage.
Formula Number of Unplanned Downtime events that the System is unavailable to Users.
Election Day
Performance Zero
Requirement
Measurement
Monthly
Period
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System Outage incidents as reported will be recorded in the ticketing system (proposed
Microsoft DevOps {TFS} or its equivalent). These will be marked as critical tickets and
worked on and tracked in the ticketing system.
For each outage, system incident reports will be provided for Agency review. These
incident reports will include:
• Incident Description
• Incident Cause
Measurement • User and System Impact
Tool/Source Data
• Corrective Action/Proposed Resolution
• Current State
• Remedial Action for Future Mitigation/Prevention
As part of the support deliverables, Team TotalVote will report the outages on a
quarterly basis summarizing the incidents that occurred during that period.
Additional details and outage statistics will be provided from the Application logs from
Application Insights.
Low Volume
No
Eligible
Continual
Improvement No
Eligible
Credit Rebate No
Designation SLR
SLR Credit
100
Percentage
Number of tickets submitted during the Measurement Period noting system degradation
Description
issues and/or "slowness".
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Performance
Report number of Track tickets that note degradation or System slowness.
Requirement
Measurement
Monthly
Period
Contractor will provide periodic status reports indicating the ticket counts along with the
ticket type which will include performance (slowness) related tickets. Contractor Service
Manager will provide these reports on agreed bi-weekly basis and as per other support
Measurement deliverables outlined in this document.
Tool/Source Data In addition, these reports will be provided both monthly and quarterly during the M&S
Period of Performance. Agency Staff and other designated users of Microsoft
TFS/DevOps where tickets are recorded and worked through, will have access to the
tool to view the details of these tickets.
Low Volume
N/A
Eligible
Continual
Improvement N/A
Eligible
Designation KPI
SLR Credit
N/A
Percentage
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Western Region:
Microsoft Azure Government Cloud Hosting Services Arizona
Texas
Jay Varner
Data Analysis and Implementation Lead Email: [email protected]
(subcontractor)
Kevin Kumpf
Technical Analysis and Interface Lead Email: [email protected]
(subcontractor)
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A. Licensed Products
For this Transaction Document, Contractor hereby grants to Agency a license to the following Contractor
Intellectual Property (as modified pursuant to the Services, the “Licensed Products”), pursuant to Section 11.1 of
the Agreement:
i. TotalVote
ii. TotalAddress
2. The license in the Licensed Products set forth in this Section 7 shall end on, and the terms of this
Schedule 7 shall survive until, the date that is the later of (i) the Transaction Document Expiration Date, or (ii)
the expiration or termination of the Agreement.
C. Enterprise License
The Parties agree that Agency’s license in the Licensed Products permits Agency to allow Counties, any of
Agency’s or Counties authorized agents (including third-party independent contractors under obligation of a
Public Contract), and any other third parties to access and use the Licensed Products; provided that Agency shall
be responsible for any use or misuse of the Licensed Products by such Counties, authorized agents, and third
parties.
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ii. The Contractor shall be liable for any damages incurred by the Agency including, but not limited to, the
expenditure of Agency funds to eliminate or remove a computer virus or malicious, mischievous or
destructive programming that results from the Contractor’s failure to take proactive measures to keep
virus or malicious, mischievous or destructive programming from originating from the Contractor or any
of its employees, subcontractors or consultants through appropriate firewalls and maintenance of anti-
virus software and security updates (such as operating systems security patches, etc.).
iii. In the event of destruction or modification of any Licensed Products, the Contractor shall eliminate the
virus, malicious, mischievous, or destructive programming, restore the Agency’s software, and be liable
to the Agency for any resulting damages.
F. Entire Agreement
This License, in combination with this Transaction Document and the Agreement, constitute the entire
agreement with respect to the License for the Licensed Products. The parties agree that the terms of this License
supersede and take precedence over the terms included in any quote, terms of any shrink-wrap agreement
included with the Licensed Products, terms of any click through agreement included with the Licensed Products
or any other terms purported to apply to the Licensed Products.
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SCHEDULE 9 – REQUIREMENTS
A. Personas Table
Term Description
The Oregon Secretary of State serves as the chief election officer in the
State of Oregon, which includes verifying statewide initiatives and
Agency referenda for the ballot and set up of State-wide elections. OR SoS
defines voter registration policies and procedures and holds the data
list of record for statewide voter registration.
Any staff of the Oregon Office of the Secretary of State that performs a
Agency Staff
voter registration or elections related task.
B. Functional Requirements
Online Portal
The System shall allow the Public User to choose a language for the voter’s voter
1.01 registration application (English, Somali, Chinese, Russian, Vietnamese, or Spanish) and
provide the voter with an online application in the selected language.
1.02 The System shall facilitate for the management and implementation of additional languages.
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The System shall remember the user’s language selection as part of their application and
1.03 subsequent voter profile for potential use in other services such as providing notices and
election material to the user.
The System shall provide a way for the Public to change their language selection at any
1.04
time.
The System shall display important information that may be relevant to the Public at the
time of starting a voter registration application, including but not limited to:
State-wide election definition information including title, date, and deadlines for new
registration applications or updates such as address and political party preference
status changes.
Type of updates that can be made with this application, such as registering for the
first time (if proof of citizenship is already on file with Oregon Department of Motor
Vehicles --Oregon DMV) or updating specific registration information.
1.05 Link to obtain voter’s current registration information (see Perform Self-Service
Inquiry Use Case).
Overview of the voter registration application process including eligibility criteria to
register to vote.
Links to apply with a paper State or National form
Links for the process to apply under the Oregon Application to Exempt Residence
Address from Disclosure as a Public (see Manage Secured Voter Use Case).
Links to apply as a UOCAVA voter (see Apply as UOCAVA Voter Use Case).
Links to apply as a voter with a disability and needing additional assistance.
The System shall inform the Public user of the following eligibility requirements:
Must be a Resident of Oregon
1.06
Must be a Citizen of the United States of America
At least 16 years old
1.07 The System shall allow voters 16 years or over to register
The System shall have the capability of keeping voter records in an Inactive status in the
1.08
System until voter’s 18th birthday
The System shall inform the voter that their voter record will remain in an Inactive status
1.09
until their 18th birthday
The System shall ask the Public to answer questions regarding voter qualifications,
including but not limited to:
1.10
US citizenship status
Age
The System shall ask the Public user for a limited amount of personal information so the
System can attempt to make a potential match if the user is already in the System and verify
1.11
the user’s information with OR DMV, including but not limited to:
First name, middle name, last name, suffix
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Date of birth
OR DMV Number
The System shall first require an Oregon Driver’s License, Permit, or Identification Number
1.12
issued by the OR DMV.
The System shall notify the user that the voter registration process must be completed by
mail or by appearing in-person at the local County Elections Office, if the OR DMV Number
1.13
is not recognized by the System or does not have a digital signature image associated with
it.
The System shall notify the voter if the last four of the SSN cannot be recognized but allow
1.14
the voter to continue with registration as eligible to vote in only State and Local elections.
The System shall generate a Notice to the voter with instructions on how to provide further
1.15
proof of citizenship.
The System shall generate a Notice to the voter that they are eligible to vote in only State
1.16
and Local elections until proof of citizenship is verified.
The System shall verify if the Public user has already submitted a voter registration
1.17
application or is already registered.
The System shall display the Public user’s voter registration information and current
1.18
registration status, if the Public user has already registered to vote.
The System shall display the same information available in the Perform Self-Service Use
1.19
Case under the Verify My Voter Registration service.
The System shall allow the Public user to update their previous voter registration
1.20
information, as needed, if the user has already applied or is registered.
The System shall verify if the Public user’s personal information matches with the
1.21
information on file with OR DMV.
The System shall verify if OR DMV has the last four-digits of the voter’s SSN or other proof
1.22
of citizenship for the user if the System determines a match with OR DMV’s information.
The System shall inform the user that the voter registration form can be printed to apply by
1.23 mail with proof of citizenship or appear in-person to a local County Elections Office with
proof of citizenship for voter registration.
The System shall inform the Public User if no match was made between the information
1.24
they provided and OR DMV records
The System shall inform the Public User if OR DMV does not have proof of citizenship for
1.25
the user.
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The System shall inform the Public User if OR DMV does not have an SSN match for the
1.26
user.
The System shall allow voters to print out the Voter Registration Form and mail it in with any
1.27
acceptable proof of citizenship documentation, directly to their County Elections Office.
The System shall display OR DMV information for the following, if the System determines a
match with OR DMV’s information and determines OR DMV has proof of citizenship:
Public user’s residential address for verification, including the full address.
1.28
Applicant’s selection of whether their residential address is the same as their mailing
address.
Mailing address if different than the residential address.
The System shall receive any address changes from OR DMV address changes if the user
1.29
indicates on OR DMV that they want their voter registration address changed.
The System shall allow Public Users to log in and opt-out of automatic address changes
1.30
triggered by the OR DMV.
The System shall ask the Public User for their mailing address, if the user selects that their
1.31
mailing address is different than their residential address.
The System shall determine in real-time if the new address entered by the voter is a valid
1.32
address by checking against the System’s address file.
The System shall allow the Public User to enter different values for the mailing address than
1.33
the residential address fields.
The System shall have the capability to record non-standard addresses such as but not
1.35
limited to narrative descriptions of location.
The System shall have the ability to allow Public Users to select from a list of pre-identified,
1.36
non-standard residential addresses.
The System shall have the capability for a Public User to indicate their residence on a map
1.37
in the case of not having a street address.
The System shall have the capability to capture the voter’s residential address’s X/Y
1.38
coordinates on a map.
The System shall require an indication of residential address for each applicant, whether
their residential address is the same as their mailing address, and a mailing address if
1.39
different than their residential address prior to completing an application for voter
registration.
The System shall allow Public Users to update their residential address within the same or
1.40
to a different Oregon county.
1.41 The System shall store historical mailing addresses for a voter.
The System shall display the Public User's different preferred mailing address for the voter
1.42
on the public portal after their identify has been verified.
The System shall allow the Public User to verify their current mailing address in their current
1.43
registration.
The System shall allow the Public User to manage their different preferred mailing
1.44
addresses including editing, deleting, and adding the different mailing addresses.
The System shall allow the Public User to select one of the mailing addresses on the voter’s
1.45 record displayed to them to update their current mailing address for the upcoming election
(i.e. to receive their ballot).
The System shall allow Public Users to select from the major, approved parties, and have
1.46
the ability to select Other with a text entry from the Public User.
The System shall require, if Other party preference is selected, the Public user to provide a
1.47
text entry for the party preference.
The System shall request the Public User to select a party preference before submitting the
1.48
voter registration application.
The System shall allow the Public User to indicate the following information:
State or country of birth
Telephone number
1.49 Former name (if applicable)
Willingness to work at a ballot drop site on election day (yes/no)
Willingness to work at a County office on a temporary basis (yes/no)
Email address
The System shall require the Public User to consent to OR DMV sending the OR Secretary
1.50 of State (Agency) an electronic copy of the signature from the Public user’s OR DMV
Driver’s License, Permit, or ID.
The System shall require the Public User to swear or affirm that the information provided is
1.51
correct and that they meet the eligibility criteria.
The System shall allow an authorized Staff User to configure a time value for the System to
1.52
determine if a voter signature is old or not.
The System shall allow Staff Users to generate a Notice to voters requesting an optional
1.53 new wet signature to be submitted if the voter signature is past the time value set in the
System.
The System shall allow a User with the appropriate access/privilege to manually indicate
1.54
that a signature is old or otherwise needs to be replaced and to indicate a reason.
The System shall have the capability to allow the Public Users that match with OR DMV
1.55 records to digitally attest the online application without providing a new copy of their hand-
written signature.
The System shall have the capability to allow Public Users to provide an electronic
1.56
signature, in the case that chooses to implement this option in the future.
1.57 The System shall validate that all required fields are completed.
The System shall inform the Public User that their application is not complete and not allow
1.58 the submission of the incomplete application, the System determines that a required field is
not completed.
1.59 The System shall save the new voter registration application.
The System shall verify with the Electronic Registration Information Center (ERIC) data that
1.60
the Public User is not deceased (see Manage Deceased Use Case).
The System shall verify that the Public User’s given date of birth complies with the voting
1.61
age requirements as defined by the Oregon SoS and/or County Election Officials.
1.62 The System shall verify that the Public User’s given residence is within the State of Oregon.
The System shall verify that the Public User’s given residence is not at a state correctional
1.63
facility or county jail.
The System shall update the potential voter’s record to indicate that they are potentially
1.64 ineligible to vote so the local County Elections Office can make a final determination of
eligibility, if the System determines the Public User is potentially ineligible to vote.
The System shall provide a confirmation receipt to the Public User. (See Issue Notices Use
1.65
Case).
The System shall provide the Public User a unique transaction number on the confirmation
1.66
receipt.
The System shall allow the Public User to search the transaction number any time after the
1.67
transaction number is issued to view the status of their voter application.
The System shall allow Staff to view the voter application record by searching the
1.68
transaction number in the System.
The System shall send the Public User a confirmation email if the Public User provided an
1.69
email and opted-in to receive emails.
The System shall send the user a SMS text message if the user provided a mobile phone
1.70
number and opted-in to receive SMS text messages.
1.71 The System shall allow the Public User to print their confirmation from the Online Portal.
The System shall display the Public User’s current voter registration information and status
1.72
from the voter registration System.
The System shall identify the source of the voter registration applications, including but not
1.73 limited to SoS.Oregon.gov website and other State departments or community-based
organizations.
The System shall verify the residential address in their current voter registration application
as an eligible address to be registered at and make the voter Active, if the Public User was
1.75 identified to be in custody after being convicted of a felony (e.g. Inactive for reason of being
in prison for a felon) and/or registered at an address that identifies them as being in custody
(e.g. in probation for a felony).
The System shall allow a user with appropriate permissions to create a new language
1.76 option on the public portal and upload translated text for the corresponding public
instructions and voter registration application.
The System shall allow a Public User to download a printable registration application in the
1.77
language of the Public User's preference.
The System shall allow a Public User to specify if they have any special ballot requirements,
1.78
such as large print, or ADA compliant ballots.
The System shall attempt to find a potential match of the voter personal information entered
2.01
with current voter registration information.
The System shall display a message to the user that no match was found and to contact
2.02 local County Elections Office or Oregon Secretary of State's Elections Division, if the
System cannot find a match.
The System shall display at least the following information, if the System cannot find a
potential match:
Notice to the user that no match was found and to contact and/or local County
2.03
Elections Office.
The option to apply for or update the voter registration information (see View and
Manage Voter Use Case).
The System shall display at least the following, if the System finds a potential match with the
Public user's identifying information:
The voter registration information of the voter.
Name, County, address (residential and mailing if applicable), party, voter ID, date
2.04 registered, congressional district, legislative district, precinct.
Voter history.
Status of last ballot / election (counted or not).
Last election voted.
Temporary / Volunteer worker (or not).
A link for the user to update the voter registration information (see View and Manage
Voter Use Case).
The System shall display the following information, if the System cannot find a potential
match with the user's identifying information when requesting a sample ballot:
Information to the user that no match was found, with contact information for local
2.05
County Elections Office; and/or
The option to apply for or update the voter’s voter registration (see View and
Manage Voter Use Case).
The System shall display the sample ballot of the user, including the contests on that ballot
2.06 and the qualified candidates of each contest, if the System finds a match with the voter's
identifying information.
The System shall display the voter registration information that matches the information
entered by the System:
2.07
Status & Reason (See Manage Provisional Ballots Use Case.)
If Provisional Ballot was rejected, the System shall display a reason for rejection.
The System shall display the voter’s ballot drop site if a potential match is made with the
2.08
entered personal information.
2.09 The System shall have a mobile-friendly version of the self-service portal.
The System shall have data persist from one screen to another when data fields are the
2.10
same, so the user does not have to do the same data input on multiple screens.
The System shall have the ability to integrate with a website (such as democracy work or
2.11 acceptable equivalent) to allow the Agency’s office to export and import data on ballot drop
site locations.
The System shall have the ability to request the user to enter required information in order
2.12 to find the voter’s ballot drop site. This could include but is not limited to: County, last name,
address, date of birth, voter ID or OR DMV Number.
The System shall have the capability of receiving and sending information from the OR
2.13
DMV in real-time.
The System shall have the capability to allow Public Users to sign a candidate petition, in
2.14
the case that the State chooses to implement this option in the future.
The System shall notify the user that this is based on the voter’s current voter registration
2.15 and shall provide the option to update the voter’s voter registration (see View and Manage
Voter).
The System shall present a list of common services that may include but are not limited to:
2.16 Verifying voter registration;
Find my ballot drop site;
The System shall create a user account for the applicant if they choose to file the
3.06
application electronically.
The System shall allow a user to identify their preferred method of communication, including
but not limited to:
Sending and Receiving notifications through the online portal
3.07 Email
SMS Text
Phone Number
Mail
The System shall have the ability to process payments for applications which have fees
3.08 associated with them, such as a candidate filing fee or a petition for voter’s pamphlet fee, if
the user chooses to submit the application electronically.
The System shall provide the public the ability to review their application prior to submitting
3.09
electronically.
The System shall provide the public the ability to navigate to any portion of the application
3.10
prior to submission to edit / update the application and attachments.
The System shall provide the user to ability to track the status of the application via the
3.11
portal by logging in to the System using the user account associated with the application.
The System shall allow the user to receive and respond to notifications from Staff (i.e., that
3.12 the form was filled out improperly, the content must be updated, or that a petition is
approved for circulation).
The System shall allow the applicant to use a pre-existing account when submitting the
3.13
application if the user already has an account in the online portal.
The System shall have the ability for a petition, initiative, or referendum to be associated
3.14 with multiple user accounts, to ensure that all Chief petitioners associated with a petition
have visibility into the application.
The System shall have the ability for users to submit additional forms related to a pre-
3.15 existing petition, initiative, or referendum (i.e. signature sheets or updated application
content).
The System shall not require the public user to be a registered voter to submit an
3.16
application through the online portal.
The System shall not require Chief petitions associated with a petition to be registered
3.17
voters.
The System shall have the ability to integrate with NIC payment processing or a similar
3.18
service to process payments.
The System shall allow the user to apply or update their voter registration to respond to the
notice, if the notice requires the Public user to verify and update their voter registration
application short of providing a new wet signature:
4.01 The System shall update the corresponding outstanding notice status when a new
voter registration application or update is received for the given potential voter.
The System shall have the capability for Public users to upload images to satisfy
their response to a notice.
The System shall direct the user to contact their local County Elections Office if the notice
4.02 requires the Public user to respond in a way that cannot be completed online. For example
by filling out a paper voter application in-person or by mail with their proof of citizenship.
5.01 The System shall provide the public a list of standardized reports available for purchase.
5.02 The System shall allow the public to select one or multiple reports they which to purchase.
The System shall allow the public to pay the necessary fees associated with the report
5.03
types they selected.
5.04 The System shall allow the public to download their purchased reports.
6.01 The System shall provide the ability for the public to navigate to a public inquiry webpage.
The System shall allow the Public to select the recipient of the inquiry from a configurable
6.02 drop-down menu, which includes, but is not limited to, the Agency’s office and each of the
local County Elections Offices.
The System shall allow the public to enter their information, including but not limited to: First
6.03
Name, Last Name, Mailing Address, Phone Number, Email Address.
The System shall allow the public to specify their preferred communication method including
6.04
but not limited to: Email, Mail, Telephone.
6.05 The System shall allow the public to describe their inquiry in a text box.
The System shall allow the public to submit their inquiry and receive a confirmation
6.06
message via email or their preferred communication type that the inquiry was received.
The System shall have the ability to route the inquiry to a work queue for the agency
6.07
specified within the inquiry.
The System shall allow the Staff to review the details of the inquiry and indicate the inquiry
6.08
is resolved once the request has been fulfilled.
Voter Registration
7.01 The System shall display a home page with work queues containing unprocessed
transactions.
7.02 The System shall have an option for County Elections Staff to select a work queue to
view unprocessed transactions related to Electronic Voter Registration.
7.03 The System shall have the capability to populate all required fields on a Voter
Registration record using the Public User’s input from the Online Portal application.
7.04 The System shall allow the user to identify the type of document that they are scanning
such as but not limited to an application or response to a notice.
7.05 The System shall have the capability to record a scanned copy of a paper voter
registration form.
7.06 The System shall have the capability to read batch scans of paper voter registration
forms.
7.07 The System shall have the capability to record a scanned copy of the applicant’s proof of
citizenship and/or residence, if provided.
7.09 The System shall allow keyboard shortcuts, tabbing, and functions to enter information
efficiently.
7.10 The System shall allow Staff to enter in the information provided on an OR state or
approved National/Federal Voter Registration Form.
7.11 If the System finds a potential match (or duplicate) with an existing record, the System
shall allow the user to update the existing record or complete processing of the new
application and then resolve the potential duplicate (see Manage Duplicates Use Case).
7.12 If the System finds a potential match with the personal identifying information on an
application, The System shall display the applicant’s existing voter registration record in
the System and give the user the option to update the information (see Manage
Duplicates Use Case).
7.13 The System shall allow County Elections Staff to add a new person to the System.
7.14 The System shall attempt to match the personal information with OR DMV’s records and
retrieve any proof of citizenship, addresses, OR DMV’s record of last four digits of SSN
and signature, in real-time.
7.15 The System shall check the OR DMV System to verify the accuracy of name and date of
birth and shall check AAMVA for the Last 4 Digits of SSN, if the application does not have
a OR DMV number or does not find a potential match with OR DMV’s information.
7.16 The System shall have the capability to verify the age of the signature on file and if the
signature is deemed to be old then the System shall have the capability to allow a notice
to be sent to the user to request a new voter registration wet signature (see Issue Notices
Use Case).
7.17 The System shall allow County Elections Staff to determine if the signature is not
readable.
7.18 The System shall allow County Elections Staff to indicate what signature will be the
signature of record for the voter registration record.
7.19 The System shall display the proof of citizenship and any supporting documents provided
to establish proof of citizenship.
7.20 The System shall check the OR DMV System to verify the accuracy of name, date of
birth, and Last 4 Digits of SSN, if the application does not have an OR DMV number or
the System does not find a potential duplicate (See Use Case for Manage Duplicates)
with OR DMV’s information,
7.21 The System shall allow Staff to indicate their determination of whether the applicant is a
citizen or not, or if proof of citizenship is still required for a determination.
7.22 The System shall allow Staff to indicate if a voter has not met citizenship qualifications but
still allow voter to be registered as a only State and Local voter.
7.23 The System shall clearly mark the voter record as a only State and Local voter if the
registered voter has not met HAVA requirements.
7.24 The System shall flag the voter record as a only State and Local voter to allow only State
and Local ballots to be sent and counted for the voter.
7.25 The System shall allow County Elections Staff to enter in all address information
provided.
7.26 The System shall allow County Elections Staff to determine in real-time if the address
entered by the voter is a valid address by checking against the System’s address file or
USPS.
7.27 The System shall have the capability to record non-standard addresses such as but not
limited to narrative descriptions of location. The System shall display the applicant’s
indication of their residence on a map for the case in which they do not provide a street
address.
7.28 The System shall attempt to identify the applicant’s street address of their residence from
the applicant’s indication of their residence on a map and display the potential residential
street address to Staff.
7.29 The System shall allow County Elections Staff to create a new residential address point
and record latitude / longitude coordinates for non-standard addresses.
7.30 The System shall have the capability to determine, in real-time, a potential voter’s
precinct and assign the voter that precinct in the System.
7.31 The System shall be able to store residential addresses based on geographic location
that do not have street addresses.
7.32 The System shall attempt to identify a district and precinct for each residential address.
7.33 The System shall provide Staff with the System’s current record of the applicant’s
eligibility to vote, if any, and the reason associated with that determination.
7.34 The System shall record County Elections Staff’s determination of an applicant’s eligibility
to register to vote in Oregon and reason for that determination.
7.35 The System shall record the date the electronic application was submitted online by the
applicant.
7.36 The System shall allow County Elections Staff to record the date the paper form was filled
out by the applicant.
7.37 The System shall save the date on which an applicant’s voter registration eligibility status
was determined.
7.38 The System shall allow County Elections Staff to indicate if the applicant is a secured
voter (see Manage Secured Voter Use Case).
7.39 The System shall allow County Elections Staff to indicate if the applicant is a UOCAVA
eligible voter. (See Apply as UOCAVA Voter Use Case)
7.40 The System shall allow County Elections Staff to indicate the type of UOCAVA voter,
such as but not limited to; military or overseas citizen. (See Apply as UOCAVA Voter Use
Case)
7.42 The System shall allow Staff to enter all information that may be provided on a
Federal/National voter registration application. (See the National Voter Registration Act
page published on the Oregon Secretary of State Office’s website).
7.43 The System shall not allow the recording of race or ethnic group from a Federal voter
registration application.
7.44 The System shall allow County Elections Staff to indicate that an applicant is only eligible
to vote in state elections and add the applicant to the register of eligible voters in only
State and Local elections.
7.45 The System shall allow County Elections Staff to mark voter records as a Confidential
Voter.
7.46 The System shall notify County Elections Staff that an update to a voter registration
record may satisfy a response to a notice if the voter registration record has an
outstanding notice.
7.47 The System shall allow County Elections Staff to clearly flag that a voter requires special
assistance.
7.48 The System shall allow County Elections Staff to notate voter record with comments
specific to special assistance required by voter (e.g., signature-by-stamp, alternate form
ballot, etc.)
7.49 The System shall have the capability of uploading to and downloading information from
the national Electronic Registration Information Center (ERIC) and the OR DMV.
8.01 The System shall allow the user to select the preliminary voter registration from a work
queue of motor voter registrations within the 21-day response period.
8.02 The System shall allow users to scan a copy of the DMV voter registration form.
8.03 The System shall have the capability to recognize pre-defined form types, provided the
forms contain a Form ID barcode.
8.04 The System shall allow the user to update the registered voter’s political party preference
(See Use Case for View and Manage Voter) or modify the voter registration in
accordance with information on the form.
8.05 The System shall have the capability to route the voter registration to the appropriate
County work queue once the application has been updated by Agency Staff.
8.06 The System shall have the capability to route the voter registration to the appropriate
County work queue, if no voter registration card is received within 21 days, to allow
County Elections Staff to complete the voter registration.
8.07 The System shall have the capability to allow County Elections Staff to complete the voter
registration by saving the voter registration record as a non-affiliated voter, if no voter
registration card is received within 21 days.
8.08 The System shall have the ability to automatically activate a voter record with the party
affiliation of Non-affiliated, after 21 days
9.01 The System shall allow Public users to apply online to be a military or overseas voter.
9.02 The System shall display important information that may be relevant to the Public at the
time of starting a UOCAVA voter registration application, including but not limited to:
State-wide Election Definition information including title, date, and deadlines for
new registration applications or updates such as address, political party
preference, and voter status changes.
Link to obtain voter’s current registration information (see Perform Self-Service
Inquiry Use Case).
9.19 The System shall allow applicants deemed to be U.S. citizens who never resided in the
U.S. to indicate they have a parent or legal guardian, spouse, or dependent that is
currently registered to vote in Oregon and become eligible to vote in Oregon.
10.01 The System shall display a home page to County Election Staff with a dashboard of
summary information relevant to the user’s role.
10.02 The System shall have an option for County Elections Staff to process a FPCA for voter
registration.
10.03 The System shall have the capability to record a scanned copy of a paper voter
registration forms.
10.05 The System shall have the capability to recognize the voter's email address.
10.06 The System shall record the voter’s preference for communications.
10.07 The System shall allow County Elections Staff to enter in the information provided on a
paper FPCA form.
10.08 The System shall attempt to match the information with OR DMV’s records and validate
any proof of citizenship, addresses and signature.
10.09 The System shall allow County Elections Staff to record the voter’s email.
10.10 The System shall allow Staff to clip the signature file from the FPCA and attach the image
to the voter record.
10.11 The System shall allow Staff the option to save the entire FPCA card and attach the
image to the voter record.
10.12 The System shall display the applicant’s residential address.
10.13 The System shall provide County Elections Staff with the System’s current record of the
applicant’s eligibility to register to vote, if any, and the reason associated with that
determination.
10.14 The System shall record Staff’s determination of an applicant’s eligibility to vote in Oregon
and reason for that determination.
10.15 The System shall identify applicants for UOCAVA as a UOCAVA voter.
10.16 The System shall save the date on which a UOCAVA applicant’s voter eligibility status
was determined.
10.17 The System shall add the applicant to the registry of eligible voters if the applicant was
determined to be eligible to vote.
10.18 The System shall have the ability to indicate if a FPCA application matches a voter
already in the System.
10.19 The System shall provide County Elections Staff the option to confirm that the records
match, and if confirmed updated the existing voter record
10.20 The System shall provide County Elections Staff the option to confirm that the records
match, and if it is not confirmed by County Staff, to create a new voter record
10.21 The System shall allow applicants deemed to be U.S. citizens who never resided in the
U.S. to indicate they have a parent or legal guardian or spouse, that is currently
registered to vote in Oregon and become eligible to vote in Oregon.
11.01 The System shall have an option for County Elections Staff to process a FWAB.
11.02 The System shall have an option for Staff to issue a notice to voters based on receipt or
in response to an FWAB.
11.03 The System shall allow Staff to generate notices from templates or provide the option to
manually type in specific text.
11.04 The System shall allow County Elections Staff to update a voter’s history that a FWAB
ballot was received, the manner in which the ballot was received (email, mail, drop off,
etc.) and the time frame of the vote (early, on Election Day, late, etc.) (See Use Case for
Receive Ballot Envelopes / Signature Validation).
11.05 The System shall have the capability to recognize and record email addresses and the
voter’s preference for communications
11.06 The System shall allow County Elections Staff to process UOCAVA ballots received
electronically such as by email or fax server.
12.01 The System shall allow the County Elections Staff to enter ACP voter registration System,
prior to processing the corresponding a new voter registration application by County
Elections Staff or updating a non-ACP voter as a new ACP Voter (see View & Manage
Voter Information Use Case).
12.02 The System shall allow the County Elections Staff to indicate an existing voter registration
record as an ACP secured voter, prior to processing the corresponding the new voter
registration form.
12.03 The System shall now consider the voter as an ACP secured voter once County Elections
Staff flag an existing voter registration as an ACP voter.
12.04 The System shall restrict access to ACP voters’ address information (residence
addresses) from the public and users with public access rights.
12.05 The System shall remove ACP voters from reports that include voter details but not from
reports with statistics only, per statutes.
12.06 The System shall allow Staff to view the work queue of unprocessed secured voters (ACP
& Confidential) with residence related fields hidden.
12.07 The System shall allow County Elections Staff to mark a voter record as a Confidential
Voter (i.e. Secured but non-ACP).
12.08 The System shall create a voter registration notification card to send to ACP and
Confidential voters which does not include the actual residential address nor the precinct
(see Issue Notices Use Case).
12.09 The System shall check new voter registration applications from OR DMV to identify if
they are flagged as being an ACP member.
12.10 The System shall flag if a new OR DMV voter registration application or update is for an
ACP voter.
12.11 The System shall alert County Elections Staff if a Confidential voter has requested an
update to the voter record.
12.12 The System shall only allow certain users with authorized access rights to view the
residential addresses of secured voters.
12.13 The System shall not display voter registration records for ACP voters to non-authorized
users.
13.01 The System shall generate a notification to the Confidential voter that an update is
pending upon a newly signed State Elections Form or a secured authorization through the
Online Portal.
13.02 The System shall have an option for County Elections Staff to select unprocessed
transactions within work queue to update and complete application.
13.03 The System shall keep UOCAVA voters as Active UOCAVA voters until the Staff has
made an update to the voter record to change this status, upon request of the voter and
as necessary.
13.04 The System shall verify if the applicant has already applied or is registered.
Manage Registry
Notices
Capability – Notices
Capability – Notices
Capability – Notices
Capability – Notices
Manage Jurisdictions
Petitions
Capability – Petitions
Capability – Petitions
Capability – Petitions
Capability – Petitions
Capability – Petitions
Capability – Petitions
Capability – Petitions
Capability – Petitions
Capability – Petitions
Elections Management
Process Elections
Generate Reports
47.05 The System shall allow the user to schedule the time of day when a report runs.
47.06 The System shall provide the selected report in a graphical display or data table format
available for export from the System.
47.07 The System shall export report data in a format specified by the user such as but not limited
to: .csv, .xlsx, .docx, .pdf, .xml, .html, .txt.
47.08 The System shall provide multiple “canned” or pre-built reports for the user to select from
and run or modify prior to running. Canned reports may include, but are not limited to:
VR-021 Duplicate Voters Across Counties;
VR-005 Duplicate within County;
DP-007 Precinct Voter Count;
DP-012 Precinct Committee Persons;
E-021A Election Participation by Precinct;
BP-050 Challenged Ballots;
BP-033 Voted not Voted;
BP-015 Real Ballot Returns;
E-022 Election Audit Report;
DP-019 District Update Information Form;
PM-007 Petition Summary Results;
VR-014 Voter Walking List;
E-007 Election Billing Worksheet;
E-008 Allocation Cost Worksheet;
SEL 237 Election Day Report.
C. Non-Functional Requirements
No. Capability Non-Functional Requirement Description
Availability and
48.1 The System must be available with at least 99.99% uptime
Recovery
The System must meet the Recovery Point Objective guaranteed by the
Availability and
48.2 premium tier of Microsoft Azure SQL Database for standard/active geo-
Recovery
replication.
The System must meet the Recovery Time Objective guaranteed by the
Availability and
48.3 premium tier of Microsoft Azure SQL Database for standard/active geo-
Recovery
replication.
49.1 Environmental Compatible with supported version(s) of Windows Operating Systems.
Production and non-production environments for the System must be
49.2 Environmental
configured the same.
All System components (hardware and software) must use supported
49.3 Environmental
generations and versions.
Scalability and The System must be scalable to accommodate increased capacity for
50.0
Capacity voter registrations over the next 10 years.
Responsiveness of the System must be similar to that of a modern
51.1 Performance system and will be quantified during Requirements Validation (see Task 3
in Schedule 1 of this Transaction Document).
The performance of the System must not be negatively impacted by
51.2 Performance
execution of back-end processes (e.g., data exchanges).
Provided the System is not actively undergoing load or stress testing,
then the System performance must meet business user needs and not
51.3 Performance
degrade to a sub-standard performance level over time as data volumes
increase.
Interface transactions must be completed within a period of time
51.4 Performance
determined during Requirements Validation (see Task 3 in Schedule 1).
All System performance times (e.g., response times and report
51.5 Performance generation) should average the time negotiated under the resulting
Contract.
The System must have the ability to accommodate legally required
52.1 Regulatory
changes.
The System’s public portal(s) shall comply with the Web Content
Accessibility Guidelines (WCAG), including WCAG 2.0 and WCAG 2.1;
52.2 Regulatory
Section 508 of the US Rehabilitation Act of 1973; and the requirements of
the Plain Language Act of 2010.
Services for this Project will be performed by the Contractor at location(s)
52.3 Regulatory
physically located in the United States (US).
52.4 Regulatory Data must be located exclusively on servers physically located in the US.
The voter record must be able to remain within the System indefinitely
52.5 Regulatory
and be able to comply with State and County retention policies.
The System must have the capability to adhere with Election law under
Oregon Revised Statutes, which includes but is not limited to:
246. Administration of Election Laws; Vote Recording Systems;
247. Qualification and Registration of Electors;
248. Political Parties; Presidential Electors;
249. Candidates; Recall;
250. Initiative and Referendum;
52.6 Regulatory
251. Voters’ Pamphlet;
253. Absent Electors;
254. Conduct of Elections;
255. Special District Elections;
258. Election Contests; Recounts;
259. Campaign Finance; and
260. Campaign Finance Regulation; Election Offenses.
The System must not include any components that allow third parties to
52.7 Regulatory collect voter lists. In addition, no System components shall “spam” voters
via SMS, email, or otherwise.
The System must be able to limit or detect access to critical components
53.1 Security in order to guard against loss of System integrity, availability,
confidentiality, and accountability.
All System software (including third-party software to be installed such as
53.2 Security operating systems and drivers) and installation programs must be
documented.
The System must have protections against external threats and be able
53.3 Security
to monitor and respond to those threats.
Maintenance and Support offerings must be available from the Contractor
54.1 Maintainability
and/or other support service providers.
The System has a product road map that Agency is able to provide
54.2 Maintainability feedback to influence future software development for Agency’s business
purposes.
The System must be configurable by Agency users with administrative
privileges to adapt to basic changes that are needed (e.g., updating a
54.3 Maintainability
functional setting by changing the selection from an existing dropdown
list).
The System must support full auditing and validation capability for
55.1 Auditability viewing and changing voter records, ballot tracking, and specified
election data.
Fully auditable log of voter records and election management System
55.2 Auditability records, including changes occurring throughout the lifecycle of those
records.
The System must have analytics capabilities on external interfaces, for
the purpose of knowing where and when System failures occur (e.g. in
55.3 Auditability
the event of an OMV failure, this log would help the Agency identify the
cause).
55.4 Auditability The System must support full audit history of interfacing transactions.
The System must, to the maximum extent feasible, include fully auditable
log of ballots generated, and the changes throughout the lifecycle of
55.5 Auditability those ballots. Contractor shall document gaps between “fully auditable”
and the extent these logs are actually auditable during Requirements
Validation (see Task 3 in Schedule 1 of this Transaction Document).
The System must have the capability to provide notifications to the
55.6 Auditability appropriate personnel for anomalous activities occurring within the
System.
The System’s audit logs must be secure, fully exportable, and easy to
55.7 Auditability
interpret.
The System must be able to be extended to support new voter
56.0 Extensibility registration and election management innovations (e.g., ranked choice
voting).
Agency is the owner of the data and will remain so during the entirety of
Data Integrity and the System’s period of performance. Contractor shall not sell or otherwise
57.1
Accessibility provide the data to any other entity without the express written consent of
the Secretary.
Data Integrity and
57.2 Data to be stored in two separate physical locations.
Accessibility
Data Integrity and
57.3 The data is maintained in a manner that is protected from corruption.
Accessibility
Data Integrity and The System must provide access to all data for real-time operational
57.4
Accessibility reporting.
Data Integrity and
57.5 The System must be able to support real-time analytics and reporting.
Accessibility
The System and System operation must be transparent and fully
58.0 Transparency
documented.
System must allow for configuration, transfer, and load testing of files into
59.0 Interoperability
ballot sorters, tabulators, and other third-party systems.
D. Required Interfaces/Integrations
Contractor shall interface the System with the external systems identified and described in Agency’s RFP #S-
16500-00000053, Attachment D (Interface Use Cases), with the following modification: Use Case 2.1, Electronic
Registration Information Center (ERIC) Import, must also include exports (not just imports).