Title
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute an Agreement with Dominion Voting Systems, Inc. to purchase voting equipment and complete installation services in the period July 1, 2015 to June 25, 2016, for a total amount not to exceed $63,518.75;
b. Approve and Authorize the Auditor Controller to increase FY 2015-16 appropriations by $63,518.75 in Elections Fund 001 Department 1410 Appropriations ELE001 Unit 8064 Object 7531 financed by a transfer from restricted revenues balance sheet account H301; and
c. pprove and Authorize the Auditor Controller to transfer $63,518.75 from Elections Restricted Revenue Fund 020-2889-H301 to Fund 001-1410-8064-7531 for the purchase and installation of voting equipment. (ADDED VIA ADDENDUM)
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute an Agreement with Dominion Voting Systems, Inc. to purchase voting equipment and complete installation services in the period July 1, 2015 to June 25, 2016, for a total amount not to exceed $63,518.75;
b. Approve and Authorize the Auditor Controller to increase FY 2015-16 appropriations by $63,518.75 in Elections Fund 001 Department 1410 Appropriations ELE001 Unit 8064 Object 7531 financed by a transfer from restricted revenues balance sheet account H301; and
c. Approve and Authorize the Auditor Controller to transfer $63,518.75 from Elections Restricted Revenue Fund 020-2889-H301 to Fund 001-1410-8064-7531 for the purchase and installation of voting equipment.
SUMMARY:
This County has an existing Agreement with Dominion Voting Systems, Inc. for hardware maintenance and support services for three 400C tabulation machines. The hardware and software together constitute a voting system, which enables the Elections Department to tabulate votes.
The total estimated cost for this Agreement to purchase an additional machine is $63,518.75, consisting of a capital asset purchase and installation. The Budget Committee supported a funds transfer and agreement process on July 29, 2015.
A copy of the Agreement is on file with the Clerk to the Board.
DISCUSSION:
On June 4, 2010, Dominion Voting Systems acquired Sequoia Voting Systems’ (Sequoia) inventory and all intellectual property including Sequoia’s precinct and central count optical scans, BPS, WinEDS and 400C systems purchased and used by the Elections Department since 2005. Central Count 400C Optical Scan ballot tabulators count all of the paper ballots for each election, including Vote by Mail ballots and provisional ballots. The three owned by Elections currently were purchased with federal Help America Vote Act 301 and Proposition 41 funds as authorized by your Board in 2004.
In 2010, your Board authorized the sale of 30 Edge II voting units and 60 VeriVote printers to Santa Cruz County. Proceeds went to Restricted Revenue account 020-2889-H301 for future use solely for HAVA 301 eligible purchases. The 400C tabulation machine qualifies as a HAVA 301 eligible purchase.
Elections would now like to obtain a fourth, refurbished unit in preparation of the volume of the Presidential election, in order to maintain a timely election night reporting schedule. This current purchase Agreement, in combination with the existing maintenance agreement with this vendor, exceeds Purchasing’s $100,000 authority to execute agreements with the same vendor for similar types of services and is being brought forward to facilitate and promote transparency in the process. Your Board most recently approved an amendment to the existing maintenance agreement with the vendor on June 23, 2015.
This current Agreement is also being brought before the Board to fulfill the Auditor-Controller's requirements regarding capital asset, budgetary and financial actions.
OTHER AGENCY INVOLVEMENT:
The Agreement has been reviewed and approved by County Counsel as to form and the Auditor-Controller’s Office regarding fiscal provisions.
FINANCING:
There are no financial impacts to the General Fund arising from the proposed Agreement. Funding for this agreement and associated increases in appropriations will be offset by funds from the restricted balance account.
Prepared by: Approved by:
_________________________________ ________________________________
Izabela Lesik x 1491 Claudio Valenzuela x 1499
Management Analyst Registrar of Voters
Attachments:
Agreement Dominion 400C Purchase