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HomeMy WebLinkAbout5I Purchase of Election Equipment Report o� PO�P i~ u 4646 Dakota Street SE 40/vivEso* Prior Lake,MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: OCTOBER 26, 2015 AGENDA#: 51 PREPARED BY: JANET RINGBERG, ACCOUNTING SPECIALIST PRESENTED BY: DON URAM, FINANCE DIRECTOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING THE PURCHASE OF NEW ELECTION EQUIPMENT DISCUSSION: Introduction The purpose of this agenda item is to consider approval of a resolution approving the purchase of new election equipment. History In 2000 the City of Prior Lake, along with all other municipalities in Scott County, acquired election equipment for precinct ballot tabulation and assisted voting. The equipment's life expectancy was approximately twelve years. During the 2012 presidential election Scott County experienced several issues with equipment jamming and miscounting ballots which lead to precinct totals not balancing. County staff spent many hours on election night assisting with the balancing process to ensure accuracy leading to a delay in reporting election results. It became evident that the equipment had come to the end of its useful life and needed to be replaced by the next presidential election. Current Circumstances In February 2015 Scott County partnered with Dakota County in the request for proposal (RFP) process. The RFP outlined the scope of work required for the project and was based on Scott and Dakota County's requirements. A voting system replacement team, consisting of Scott and Dakota County staff, compiled a set of functional and technical requirements that included the following high level basic needs: • Meet all statutory requirements including all certifications • Automate as much of the processing as possible • Secure access • Election night reporting for the county website and reporting for balancing, auditing, and submittal to the state • Tabulator security with an auditing component • Enhanced voter experience • Remote transmission of results Four vendors responded to the RFP. Dakota and Scott Counties conducted demonstrations independent of each other so that each county could invite all city and township clerks to the demos. Scott County brought back the top vendor for a mock election in which all Scott county staff, city and township clerks were invited to participate. http://splashlteams/am/October4 2010/10 26 2015/Election Equipment Purchase Report.docx 1 Scott County staff, with input from city and township clerks, determined Dominion Voting Systems equipment met or exceeded most of the voting equipment needs. Dominion Voting Systems has been in existence since 2003. They currently serve 1,200 counties and municipalities nationwide with their new and legacy voting solutions. Both Scott and Dakota Counties have opted to purchase equipment from Dominion Voting Systems. Along with the precinct ballot counting equipment purchased by each city and township, Scott County is purchasing the software, firmware and service contracts needed to support the whole election process. Conclusion Scott County is integral to the election process for the City of Prior Lake. They provide all of the support needed to run an accurate and efficient election. If we choose not to purchase this new equipment, county support would no longer be provided. The new precinct ballot counters have the most up to date technology which includes the ability to transmit election results directly from the precinct locations, reducing the wait time to post election results, potentially by hours. This new voting equipment also incorporates the assisted voting module right in the ballot counter so there will no longer be a need for two separate pieces of equipment. FINANCIAL The 2015 budget includes funding for the purchase of new election IMPACT: equipment up to $75,000.00. The cost of each precinct ballot counter is $8,400.00. Ten ballot counters are needed at a total cost of$84,000.00 which includes a case for storing and transporting the equipment, and a ballot box for securely storing cast ballots on election day. Historically, the Prior Lake/Savage School District has shared the cost of elections with us and they have agreed to a 50% cost share of new election equipment, bring the City's cost to $42,000.00. ALTERNATIVES: 1. Motion and second adopting a resolution authorizing the purchase of new ballot counter election equipment jointly with ISD 719. 2. Deny the purchase of new ballot counter election equipment and provide staff direction regarding election administration. RECOMMENDED Alternative#1. MOTION: http://splash/teams/am/October 4 2010/10 26 2015/Election Equipment Purchase Report.docx 2 pRI04, tri4646 Dakota Street SE `ylivzmso Prior Lake,MN 55372 RESOLUTION 15-xxx A RESOLUTION TO CONSIDER APPROVAL OF THE PURCHASE OF NEW ELECTION EQUIPMENT Motion By: Second By: WHEREAS, As part of the 2015 budget, the City Council allocated funds for the purchase of new election equipment, and WHEREAS, The useful life of the City's current election equipment has ended, and WHEREAS, Scott County will only support new election equipment, and WHEREAS, Ten precinct ballot counters are needed in Prior Lake, and WHEREAS, Independent School District 719 is committed to paying one half the cost of the election equipment or$42,000. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Staff is authorized to purchase ten precinct ballot counters from Dominion Voting Systems at a cost of $8,400.00 each with the understanding that ISD 719 will pay one half the costs of the counters or approximately$42,000. 3. The funds for the purchase of new election equipment will be drawn from 101-41410.00-52400.10. PASSED AND ADOPTED THIS 26th DAY OF October 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Absent ❑ E ❑ ❑ ❑ Abstain ❑ ❑ E ❑ ❑ Frank Boyles, City Manager