TITLE
title
AUTHORIZE EXECUTION OF CONTRACT WITH ELECTION SYSTEMS & SOFTWARE AND ACQUISITION OF ANCILLARY EQUIPMENT AS RECOMMENDED BY THE BOARD OF ELECTIONS IN AN AMOUNT NOT TO EXCEED $2,000,000 FOR THE PURCHASE OF NEW VOTING MACHINES AND VOTING BOOTHS
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SPONSOR
sponsor
Charlie Collicutt
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BACKGROUND
background
North Carolina state law has recently mandated an upgrade of voting machines throughout the State. The current machines owned by Guilford County no longer fit the requirements outlined by the State. The Board of Elections reviewed the products of three distinct vendors all utilizing paper ballot systems, and selected Election Systems & Software. The recommendation of the Board of Elections involves the purchase of several Model DS200 Precinct Scanners (approximately 220), Model DS850 High Speed Digital Image Scanners, and several AutoMARK Voter Assist Terminals. The recommendation also includes the purchase of approximately 2,000 voting booths. The projected net cost to the county of the system is approximately $2,000,000 (including trade in credit for existing machines). The selection of this style of voting machine will save the County approximately $6,000,000 in upfront capital costs, from the original $8,000,000 planned for this capital project. The unused $6,000,000 can now be used by the County for other fiscal needs. However, the selection will require an annual operating purchase of approximately $500,000 in paper ballots, as well as approximately $185,000 in licenses, maintenance, and warranties. The operating expenses for FY20 will only be approximately $220,000, as less ballots are needed this year and many of the license, maintenance, and warranty costs do not initiate until after the 1 year warranty expires.
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BUDGET IMPACT
budget impact
Capital Project Ordinance
Voting Machines Replacement FY 2019-20
County Building Construction Fund
$2,000,000 Increase in Appropriated Fund Balance
$2,000,000 Increase in Voting Machines Replacement 2019
Budget Ordinance Amendment
General Fund
$220,000 Decrease in Transfer to County Building Construction Fund
$220,000 Increase Appropriation to Elections
County Building Construction Fund
$220,000 Decrease Transfer from General Fund
$220,000 Decrease Reserve for Future Capital Needs
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REQUESTED ACTION
requested action
Authorize the County Manager to enter into a contract with Election Systems & Software for the purchase of approximately 220 Model DS200 Precinct Scanners and attendant system maintenance, Model DS850 High Speed Digital Image Scanners, AutoMARK Voter Assist Terminals, and implementation services. Contract also includes the purchase of approximately 2,000 voting booths from authorized vendors as recommended by the Board of Elections. Establish a Capital Project Ordinance for the purchase of voting machines and voting booths for a total amount not to exceed $2,000,000, funded via an appropriation of County Building Capital Fund fund balance. Approve a Budget Ordinance Amendment reducing the General Fund transfer to the County Building Construction Fund by $220,000 and increase the appropriation to Elections by the same amount, and decrease the County Building Construction Fund transfer from the General Fund by $220,000 and decrease the Reserve for Future Capital Needs by the same amount.
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