HomeMy WebLinkAbout10-14-13-RJOINT POWERS AGREEMENT FOR
NEW VOTING SYSTEM ACQUISITION AND OPERATION
This Agreement is made by and between Ramsey County, through the Ramsey County Elections Office
(hereinafter “County”),and the cities of Arden Hills, Falcon Heights, Gem Lake, Lauderdale, Little
Canada, Maplewood, Mounds View, New Brighton, North Oaks, North St. Paul, Roseville, St Anthony,
St. Paul, Shoreview, Vadnais Heights, and White Bear Lake and White BearTownship(collectively
referred to as the "Municipalities").
WHEREAS, the County and the Municipalities (“Parties”) are "governmental units" as defined in Minn.
Stat. §471.59; and
WHEREAS, pursuant to Minn.Stat.§471.59, the Parties, through actions of their governingbodies, are
authorized to enter into a joint powers agreement for the exercise of commonly held or similar powers;
and
WHEREAS, the Partiesentered into a Joint Powers Agreement in 2001 for the purchase and operation of
a newvoting system, with a ten year term and automatic two year extensions; and
WHEREAS, pursuant to the provisions of the 2001 Joint Powers Agreement, the County preparesballots
and compileselection results for all state, federal, county, municipal and school district electionsfor the
Municipalities; and
WHEREAS, efficient ballot preparationand the timely compilationof election results depend upon the
use of a uniform votingsystem throughout the County, and the use of a uniform voting systemfor all
elections enhances election judge and voter understanding of the voting process and helps to provide
equitable treatment for all voters, regardless of the type of election; and
WHEREAS,Congress mandated the use of an assistive ballot marking device in all polling places and in-
person absentee voting locations for use by voters with disabilities, through enactment of the Help
America Vote Actof 2002(“HAVA”); and
WHEREAS, the Minnesota Legislature mandatedthe central counting of all absentee ballots under
uniform state laws and proceduresin Laws of Minnesota2010,Chapter 194, effective in 2010; and
WHEREAS, the Partieshave reached agreement on 1) the need to replace the existing voting systemand
to implement anew voting systemthroughout the County in time for use forthe 2014 state elections;and
2) the funding formula for the new voting system;and
WHEREAS, state funds for the acquisition and operation of voting systemsoriginating from grants
received by the County under the Help America Vote Act must be expended by the Countyno later than
March 31, 2014,or bereturned to the State of Minnesota;
NOW, THEREFORE, in consideration of the mutual undertakings and agreements hereinafter set forth,
the parties agree as follows:
Joint Powers Agreement for New Voting System –2013 Page 1of 19
I. PURPOSE
The purpose of this Joint Powers Agreement is to establishand describethe roles and
responsibilities of the County and the Municipalitiesin connection with the acquisition,
implementation, and operationof anew voting systemfor use throughout Ramsey County
(“Project”), including equipment that will be owned and operatedby the County and equipment
that will be owned and operated by the Municipalities.
II.COUNTY ROLES AND RESPONSIBILITIES-SYSTEM IMPLEMENTATION
A.General
The County will provide theservices, materials, and equipmentnecessarytoprocure and
implement a replacement votingsystem ("System") in Ramsey County, including
software, hardware, materials, ballot printing,and other services as further described
in this Agreement. Services may be provided directly by County staff or by outside
vendors, as determined by the County.
B.System Description
1.The System will have the following functionalities:
Thecapability to create ballot styles for each precinct based on the
appropriate contests and candidates and to generate ballots by either creating
a print file that may be sent to a vendor or by printing ballots in the County
offices;
The capability to program memory devicesfor each precinct for an election
that will, when inserted into a ballot counter or ballot marking device,
properly record the votes on ballots cast in that precinct, reject ballots that
are not from that precinct or which do not have the proper validation marks,
return to the voter ballots which contain an overvote or a crossover vote, and
perform all other actions required by the Minnesota election law;
The capability to count absentee ballots at a central location in the County or
at one or more Municipalities, at the option of each of theMunicipalities,
and to generate reports noting the number of absentee ballots counted for
each precinct;
The capability to accumulate votes on ballot counterslocated in each precinct
on election day,at other locations prior to election day,and from absentee
ballot counting centers, to protect voted ballots in a sealed ballot box;to
generate paper tapes of election results for review and certification by
election judges;and to electronically upload or transmit election results to the
County; and
The capability to compileelection results from electronically transmitted
files from each precinctthrough use of the memory devicewhich recorded
votes from the precinct and/or from the election results tape;to create an
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election results database that may be used for displaying results on the
Countywebsite;and to generate needed reports for certification of election
results.
2.The System mustbe certified by the Minnesota Secretary of State in accordance
with the provisions of Minn. Stat. §206.57, subd. 1 and Minnesota Rules chapter
8220.
C.System Equipment
The County will purchase System hardware and software (collectivelyreferred to as the
"System Equipment") as initially needed for use of the System by theCounty and the
Municipalities. The System Equipment to be purchasedbytheCountyfor
implementation of the System under the terms of this Agreement is listed as the System
Equipment Costs –Total in the System Equipment List, attached hereto and made a part
Appendix A.
of this Agreement as
D.Implementation Services
1.The County will provide services, including training, related to the
implementation of the System by the County and the Municipalities, as described
Appendix B-Implementation Services
in , attached hereto and made a part of
this Agreement.
2.The County will provide implementation project management services through a
Project Manager. Joe Mansky, or his designee, shall serve as Project Manager
for the County.
3.The goal is to have the System implemented and ready for use by the County and
the Municipalities in time for the 2014 state primary. At the discretion of the
County, the implementation of the System may be delayed for initial use at the
2015 city and school district elections.
III.COUNTY ROLES AND RESPONSIBILITIES-POST IMPLEMENTATION
OPERATING SERVICES
A.General
Following System implementation, the County will perform the duties described in
SectionsIII. B.through E.(collectively, “Operating Services”)either directly by County
staff or by outside vendors, as determined by the County.
B.System Administration
The County will:
1.maintain all licenses and agreements from the vendor(s)necessary to operate the
System;
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2.obtain and implement all required software updates needed to operate the System
in compliance with the requirements of the Minnesota election law;
3.perform diagnostic testingofballot counters and ballot marking devices to ensure
the proper functioning of all equipment;
4.provide election programming needed to generate ballotsandprogram memory
devicesthat allow the ballot countersto correctly record votes;and
5.accumulateand report election results cast on theballot countersfor all elections.
C.Warranty Services
1.Warranty services will be provided by the System vendor(s) in accordance with
the warranty provisions contained in the contracts between the County and the
System vendor(s).
2.The County shall obtain and enforce all System warranties, including warranties
on equipment owned by the Municipalities paid for under the terms of this
Agreement. All requests for warranty services shall be made by the
Municipalities to the County.
3.The warranties for components of the host computer system shall continue to be
substantially those offered by the original equipment manufacturers.
D.Post-Warranty Maintenance Services
Maintenance services will be provided following expiration of the warranty period(s) in
accordance withthe provisions of the maintenance agreement(s)between the County and
the System vendor(s).
1.Prior to expiration of the Systemmanufacturers’warranties, theCounty, in
consultation with the Municipalities, will decide whether System maintenance
services will beprovided on a fixed price or a time and materials basis. The
County's decision shall be binding on all of the Municipalities and shall apply to
all System hardware and software, whether housed at the County or the
Municipalities, including backups.
2.The County will enter into a contract with the System vendor(s)for System
maintenanceservices to be provided directly to the County and to the
Municipalities. The County may, in consultation with the Municipalities, provide
some or all maintenance services directly.The County will manage the provision
of maintenance services for the Municipalities.
3.Maintenance services shall include, at minimum, the following:
a.Preventative Maintenance:inspect and clean all ballot counters and
ballot counting devices, including the read heads, printers, motors and
other related components.
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b.Repairs:make basic repairs to ballot counters and ballot marking devices
as needed; the Countywill maintain or obtain spare parts for this
purpose.
c.Equipment Replacement:replace ballot counters, ballot marking devices
and related hardware and components on an as needed basis in the case
of complete or un-repairable equipment failure.
E.Ongoing Services
1.The County will provide the Municipalities with a set of test ballots (also known
asthetest deck) and pre-audited test results for each precinct in every election.
2.The County will provide ballot layout, printing and memory device programming
as follows:
a.Ballot layout –no cost to Municipalities for all elections
b.Ballot printing
1)State and county elections –no cost to Municipalities
2)Other elections –printing cost attributable to Municipal and/or
School District offices and questions paid by Municipalities
and/or School Districtsusing cost formula provided by the
Secretary of State
c.Memory device programming –no cost to Municipalities for all elections
3.The County will provide each Municipality with the hardware and software
necessary to administer absentee votingfor all elections. Each Municipality will
have the choice of one of the following options:
a.make arrangements for the County to accept/reject, process and count all
the absentee ballots for the Municipality;
b.accept/reject its own absentee ballots and make arrangements for the
County to process and count theabsentee ballots for the Municipality;
c.accept/reject, process and count its own absentee ballots.
4.The County will provide the Municipalities with the County’s costsfor options3.
a.and b.(above)no later than 24 weeks before the first election forwhich the
System will be used and no later than 16 weeks before the date established in
state law to begin absentee voting in subsequent years.Each Municipality shall
inform the County in writing of its initial choice no later than 20 weeks before
the first election forwhich the System will be used. Each Municipality shall
notifythe County in writing of any changes desired for its choice in subsequent
years no later than 12 weeks before the date established in state law to begin
absentee votingfor a primary in a given year. The Countywill allocate the costs
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for providing absentee voting services to the Municipalities as illustrated inthe
Appendix C
spreadsheet, attached hereto and made a part of this Agreement.
The County will provide inspection and replacement of consumable supplies.
5.
6.Election day technical support for the Systemwill be provided by the voting
system vendor (up to three days per election), as requiredby the County.
a.Programming and system administration operations
b.Ballot counter operations
c.Ballot marking device operations
7.Subject to approval by the County, during the term of this Agreement including
any extensions, the County shall lease or purchase ballot counters, ballot marking
Appendix
devices, and other hardware and software in addition to those listed in
A
, on written request from a Municipality. Payment to the County by the
requesting Municipality shall be made within thirty (30) calendar days from the
date of the invoice from the County following delivery of the hardware and/or
software to the requesting Municipality.
8.During the term of this Agreement including any extensions, the County may
lease or purchase any additional hardware and software that is necessary for the
System to comply with the provisions of the Minnesota Election Law or that the
County deems necessary to meet demand from the voters.
IV.ROLES AND RESPONSIBILITIES OF THE MUNICIPALITIES
A.Implementation
1.The individual who administers elections for the Municipality shall serve as the
Municipality’s project implementation liaison with the County. Each
Municipality shall provide the name and contact information forthe liaison
within ten (10) calendar days of final execution of this Agreement.
2.Within thirty (30) calendar days of execution of this Agreement, each
Municipality shall notify the Countyin writing of its plans for payment ofthe
acquisition costs ofthe ballot counters, ballot marking devices and any other
administrative equipment ("Equipment Costs").Each Municipality may choose
from one of the following payment options: a) a one-time reimbursement of costs
or b) reimbursement of costs over two or more years, not to exceed a maximum
of five years. A Municipality may notrevoke its decision at any time after notice
has been givento the County.
B.Post-Implementation/Ongoing
1.The Municipalities shall verify that ballots and memory devices tested by the
County function accurately in the ballot counters and ballot marking devices that
will be used in each election. If a Municipality identifies an error, the County
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shall correct the error within ten (10) calendar days of notification of the error, if
practicable.
2.The Municipalities shall also perform all public accuracy testing provided by law
for each election and may request the County’s assistance in conducting these
tests, at no charge.
3.The Municipalities may not lease or purchase any additional hardware and
software during the term of this Agreement or any extensions without the prior
approval of the County.
4.Each of the Municipalities shall lease or purchase at least one ballot counter,a
ballot marking device, and aballot box for each precinct in the Municipality.
C.Payment
Each of the Municipalities is responsible for payment in accordance with the provisions
of this Agreement.
V.OWNERSHIP/SOFTWARE LICENSE
A.The County will initially own all System Equipment.
B.Upon payment in full to the County in accordance with the terms of this Agreement, each
of the Municipalities will own the ballot counters,ballot marking devices, and related
equipmentthat were originally purchased by the Countyunder this Agreement; this
provision shall not apply toequipment leased by the County.The County will maintain
ownership of backup ballot counters and ballot marking devices, thecentral count ballot
counters and any precinct ballot counters that are needed for counting absentee ballots,
the memory devices for allballot counters and ballot marking devices, and the computer
hardware and software needed to operate and administer the System.
C.The County is the sole Licensee of the System softwareand the Municipalities are users.
VI.WARRANTY
The County makes no representations and extends no warranties with respect to the use of the
System and specifically disclaims all other warranties, express or implied, including but not
limited to any implied warranty or merchantability orfitness for a particular purpose.
VII.SYSTEM IMPLEMENTATION FUNDING
A.The County will provide initial financing for the costs of acquisition, installation, and
implementation of the System ("Implementation Costs").
B.As part of the initial financing of the Implementation Costs, the County will apply state
grant funds receivedunder the Help America Vote Actand required County matching
funds as a setoff against the Implementation Costs.
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C.The Municipalities will provide the fundsto reimburse the County for the System
Appendix A
Equipment identified as the responsibility of the Municipalities in .
VIII.COST ALLOCATION/PAYMENT
A.Cost Allocation-Implementation Costs
1.Each of the Municipalities will reimburse the County for thecost of the number
of ballot counters, ballot boxes,and ballot marking devices required by that
Appendix A
Municipality in accordance with the pricing in . A list of the
estimated number of ballot counters, ballot boxes,and ballot marking devices for
each of the Municipalities and the percentage of the total cost for ballot counters
and ballot marking devices to be paid by each of the Municipalities is listed in
Appendix C
.The total number and each Municipality’s percentage ofballot
counters and ballot marking devices may be adjustedthroughout the term of this
Agreement including any extensions.
2.For those Municipalities that have elected to pay for the ballot counters, ballot
boxes, and ballot marking devicesover time, the total amount to be paid will
include their proportionate share of anyfinancing costs incurred by the County
for the purchase, installation and implementation of the System Equipment,
which financing costs will be shared among those Municipalities that have
elected to pay over a periodfrom two to five years.
B.Cost Allocation-Post-Implementation/Operating Services
1.There will be no charge to the Municipalities for ballot layoutfor all elections,
ballot printing for State and county electionsor for memory device programming.
2.The Municipalities will pay the County’s costs for Operating Serviceson an
annualbasis.
3.The cost ofOperating Services will be calculated to include costs for theitems
listed in Section III.B.-E. of this Agreementand, until repaid in full,the
Implementation Costsdescribed in SectionVIII.A.2.
4.Except as identified as the responsibility of a Party to this Agreement, annual
costs forOperating Serviceswill be allocatedas follows:
a.using the percentageofthe total number of ballot counters requested by
theMunicipality as a proportion of the total number of ballot counters
requested by all Municipalitiesfor 80%,andusing the percentage of the
total number of absentee ballots accepted by each Municipality during
the three most recent state general elections as a proportion of the total
number of absentee ballots accepted in the Countyfor 20%.
b.The allocation will take into account any changes in the number of ballot
counters requested by each of the Municipalities and/or the total number
of ballot counters.
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C.Payments
1.TheCounty shall invoice a Municipality after the initial delivery of County-
tested ballot counters, ballot boxes, and ballot marking devices to the
Municipality. Ifa Municipality will pay over a period of 2-5years, the County
will invoice the Municipality its appropriate annual sum along with the invoice
for annual operating costs. Payment shall be made within thirty (30) calendar
days of the date of the invoice.
2.On or about June1of each calendar yearduring the term of this Agreement
including any extensions, the County will invoice the Municipalities for their
share ofOperating Costs for the next calendar year.The total amount of the
invoices will be calculatedbased on the actual OperatingCosts incurred by the
County in the previous calendar year, with adjustments made to account for
increases or decreases in anticipated operating costs.The Municipalities shall
make payment tothe County withinthirty (30) calendardays of the date of the
invoice.
3.If the County provides maintenance services through the System vendor on a
time and materials basis, a Municipality that requires maintenance services will
contact the Countyfor the servicesand the County will contact the vendor.The
requesting Municipality will be invoiced directly by the vendor, and will be
individually responsible for the cost of the services received, with no right to
reimbursement from the County.
4.If requested by a Municipality, the County shallinvoice the School District(s)to
pay a proportionof the Municipalities’ annual cost for Operating Servicesusing
either:a) the cost-sharing methodologyprovided in the Minnesota Election Law;
orb) anothermethodologydeveloped by the County, in consultation with the
Municipalities.The County will invoice the School District(s)for their
proportion of the costs and payments will be made directly by theSchool
District(s)to the County.
5.Payment of interest and disputes shall be governed by the provisions of Minn.
Stat. § 471.425.
D.Proceeds from sale or lease of old equipment
The County shall determine if any existing voting equipment, including but not limited to
ballot counters, ballot marking devicesand related hardware will be sold or leasedin
conjunction with the purchase of the System.The County shall apply the proceeds of any
sale or lease of existing voting equipment, including but not limited to ballot counters and
ballot marking devices, toward the Municipalities’ payment of Implementation Costs or
Post-Implementation Costs.
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IX.PROJECT SCHEDULE
A Preliminary Project Schedule is attached hereto and made a part of this Agreement as
Appendix DAppendix D
.The County may change the schedule set forth in as appropriate based
on changes in funding sources or the needs of the County.
X.TERM
A.The term of this Agreement is for a fourteen-year period from the date of final execution
by all parties(“Initial Term”), unless earlier terminated pursuant to the provisionsof
this Agreement.
B.This Agreement shall be automatically extended for successive two-year terms
(“Renewal Terms”), upon the same or better terms, conditions and covenants, unless a
majority of the Municipalities or the County gives notice of their/its intent not to extend
at least 180 days prior to expiration of the Initial Term or the then-current Renewal Term.
XI.ANNUAL REVIEW PROCESS
At least oncea year during the term of this Agreement,including any extensions,the County will
convene a meeting of elections officials from the Municipalities to review the elections process
and System operations.
XII.INDEMNIFICATION AND INSURANCE
AEach party agrees that it will be responsible for its own acts and the acts of its employees,
elected officials, and agents as they relate to this Agreement and for any liability resulting
therefrom, to the extent authorized by law, and shall not be responsible for the acts of the
other partiesor theiremployees, elected officials, and agents, or for any liability resulting
therefrom. Each party’s liability shall be governed and limited bythe Municipal Tort
Claims Act, Minn. Stat. Chapter 466 and other applicable law.
B.Each Party agrees to defend, indemnify and hold harmless the other Parties,their
employees, elected officials, and agents from any liability, claims,causes of action,
judgments, damages, losses, costs or expenses, including reasonable attorneys fees,
resulting directly or indirectly from any act or omission of the indemnifying party, its
employees, elected officials, or agents, in the performance or failure to perform its
obligations under this Agreement.Nothing herein shall be deemed a waiver by any Party
of itslimitations on liability, defenses or immunities under Minnesota Statutes, Chapter
466, or other state or federal law.
C.Each Party warrants that it is able to comply with the aforementioned indemnity
requirements through commercial insurance or a self-funding program.
D.Each of the Parties shall insure the full replacement value of all System equipment
stored on the Party's site.
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E.All insurance policies or self-insurance certificates shall be open to inspection by the
other Partiesand copies of the policies or certificates of self-insurance shall be submitted
to a Party upon written request.
XIII.RECORDS
Subject to the provisions of Section XIV.,eachParty agrees that the other Parties, the State
Auditor, or any of their duly authorized representatives shall, at any time during normal business
hours, and as often as they may reasonably deem necessary, have access toandtherightto
examine, audit, excerpt and transcribe any books, documents, papers, records, etc., which are
pertinent to the accounting practices and procedures of governmental entities and which involve
transactions relating to this Agreement.
XIV.DATA PRACTICES
The Parties shall comply with the provisions of the Minnesota Government Data Practices Act,
Minn. Stat. Ch. 13, or any other applicable state statutes, any state rules adopted to implement the
Act and statutes, as well as federal statutes and regulations on data privacy.
XV.NONASSIGNMENT
NoParty shall assign, subcontract, transfer or pledge this Agreement and/or services to be
performed herein.
XVI.USE OF VOTING SYSTEM
The County shall only implement and support a single, uniform voting system throughout
the County that must be used in every election conducted in the County. Each
Municipality must use the ballot counters, ballot boxes and ballot marking devices
provided in this Agreement for all elections conducted in the Municipality.
XVII.TERMINATION
A.This Agreement shall terminate upon unanimous consent of the Parties as evidenced by a
written resolution of the governing body of each Party or when necessitated by operation
of lawor as a result of a decision by a court of competent jurisdiction.
B.Effect of termination. Termination shall not discharge any liability incurred by any of the
Parties during the term of this Agreementincludingany extensionsprior to the effective
date of termination. Each Party shall be liable for its own acts to the extent provided by
law.
XVIII.PROPERTY DISPOSITION
A.Upon termination of this Agreement, ownership remains as stated in Article V.
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B.Upon termination, aMunicipality will be given the option to make full payment for the
ballot counters, ballot boxes,andballot marking devicesfor which it has made partial
payment. Such payment must be made within thirty (30)calendar daysof the date of
receipt of the noticeof terminationfrom the County.
C.If the Parties reach consensus on the need to replace the System, the Parties will negotiate
a new agreement, which shall include the disposition of the System Equipment, whether
owned by the County or the Municipalities.
XIX.NOTICE
A.All notices, reports or demands given or made by a Party under the terms of this
Agreement or any statute or ordinance shall be in writing and shall be sent registered or
certified mail.
B.All notices, reports or demands shall be sent to the representative designated in writing
by the Party. If none has been designated, notice to the Party's chief elected official shall
be deemed adequate.
XX.ENTIRE AGREEMENT/ALTERATION
A.It is understood and agreed that the entire agreement between the Parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between
theParties relating to the subject matter hereof.
B.Any alterations, variations, modifications, or waivers of provisions of this Agreement
shall only be valid when they have been reduced to writing as anamendment to this
Agreement signed by the Parties hereto.
C.The parties may execute separate copies of any amendment to this Agreement and the
signature pages will be part of the original.
XXI.VOTING SYSTEMS ADVISORY COMMITTEE
The County shall establish a Voting Systems Advisory Committee(“Committee”) tofacilitate
the administration of the System. Any Party to this Agreement may request to become a member
of the Committee. Approximately ten years following final execution of this Agreement, or at
such earlier time as the Parties may agree,the Committee shall begin planning for the acquisition
of a successor voting system.
XXII.SEPARATE EXECUTIONS/EFFECTIVE DATE
Each of the Municipalities may sign a separate signature page and all of the signature pages taken
together will constitute the original contract and will be as effective as if all of the signatures
were on the same page. This Agreement shall be effective as to a Party upon execution by an
authorized representative of that Party.
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Wherefore, the Parties have executed this Agreement as of the last date writtenbelow.
COUNTY OF RAMSEY
By:______________________________
Rafael Ortega, Chair
Board of Commissioners
By:______________________________
Bonnie Jackelen, Chief Clerk
Board of Commissioners
Date:_____________________________
Approval Recommended:
_________________________________
Mark Oswald, Director
Department of Property Records and Revenue
Approved as to form and insurance:
_________________________________
Assistant County Attorney
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NAME OF MUNICIPALITY:
By:______________________________
Its:______________________________
By:______________________________
Its: ______________________________
Date:_____________________________
Joint Powers Agreement for New Voting System –2013 Page 14of 19
Appendix A
System Equipment List
Note: prices are estimates pending the selection of a specific voting system
1.Voting and administrative equipment -County
UnitTotal
QuantityDescriptionPricePrice
18Backup ballot counters$4,043$72,774
18Ballot counters for absentee voting$4,043$72,774
36Ballot boxes$382$13,752
18Backup accessible ballot marking devices$4,550$81,900
828Memory devices$66$54,648
5Central count ballot counters for absentee voting$26,030$130,150
2Ballot on demand printers$8,960$17,920
1Operating software$137,976$137,976
1Staff training –hardware and software operations$140,000$140,000
Freight and delivery (estimate)$20,000$20,000
Subtotal for Equipment Costs -County $741,849
2.Voting equipment –Municipalities
171Ballot counters for polling places$4,043 $691,353
171Ballot boxes$382$65,322
171Accessible ballot marking devices for polling places$4,550$778,050
Subtotal for Equipment Costs –Cities$1,534,725
System Equipment Costs -Total $2,276,574
Joint Powers Agreement for New Voting System –2013 Page 15of 19
Appendix B
Implementation Services
The County will provide, either directly or through a contracted vendor, as determined by the County,the
Implementation Services shown below. The information provided below istentative, pending the
selection of a Systemvendor(s).
Training and instructional materials
1.Training for Municipal elections officials and staff
a.Operation of the ballot counter
b.Operation of the ballot marking device
c.Processing and counting absentee ballots (where applicable)
2.Training for election judges
a.Operation of the ballot counter
b.Operation of the ballot marking device
3.Development of training and informational materials -printed
a.Ballot counter operations guide and quick start guide
b.Ballot marking device operations guide and quick start guide
c.Opening and closing the polling place
d.Providing instructions to voters
4.Development of training and informational materials for County website
a.Election judge training video
b.Public information videos
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Appendix C
Spreadsheet
(included as a separate attachment)
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Appendix D
Preliminary Project Schedule
(Dates are tentative)
2013
Oct 25Complete city approval of joint powers agreement
Dec 3County board approval of joint powers agreement
Dec 30Publication of request for proposals for voting system
2014
Jan 15Pre-bid conference for vendors submitting proposals
Jan 31Closing date for proposals from vendors for voting system
Feb 11Complete scoring proposals submitted by vendors
Feb 14Task force recommendation to county board
Feb 25County board approval of new voting system acquisition
Mar 10Publication of RFP for ballot printing 2014-2015
Mar 17Place order with vendor for new voting system
Apr 7-11Software training for county staff
Apr 21-25Hardware training for county staff
May 2Complete delivery of new voting system components
May 20First day to file for office
May 23Complete check-in and preliminary testing of voting system components
May 28-30Simulated election with new voting equipment
May 30Complete training and informational materials for use of voting system
Jun 16-20Hands-on training for city elections staff
Jun 27Begin absentee voting
Jul 7-Aug 1Hands-on training for election judges serving at the state primary
Aug 12State primary
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Oct 6-24Hands-on training for election judges not serving at the state primary
Nov 4State general election
Nov 17Post-election review of voting system
Joint Powers Agreement for New Voting System –2013 Page 19of 19
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