HomeMy WebLinkAbout4.F.3. Purchase of New Election Equipment Consent Business 4. F. 3.
SHAKC)1 E
TO: Mayor and City Council
FROM: Lori Hensen, City Clerk
DATE: 10/20/2015
SUBJECT: Purchase of New Election Equipment (F)
Action Sought
The City Council is asked to authorize the purchase of new election equipment at a
total cost of$114,800, with two-thirds to be paid for from the City Clerk's budget
and one-third to be paid for from the City's unallocated budget for 2015.
Background
Around the year 2000, Scott County acquired election equipment for precinct ballot
tabulation and provided new equipment to enhance the voting experience for those
with assisted voting needs. The equipment's life expectancy was approximately 12
years. During the 2014 presidential election, while utilizing the out-of-date
equipment, many precincts experienced issues with ballots jamming or misreading
which resulted in precinct totals not balancing. County and City staff assisted with
the balancing to ensure accuracy, however, it was evident that the equipment
needed to be replaced by the next presidential election, if not sooner.
In 2013, Scott County partnered with Dakota County in a request for proposals
process. After submissions were received and demonstrations were conducted, it
was determined that none of the vendors had full state or federal certification of
their hardware, firmware, and software. The Counties made the decision that the
risk in acquiring uncertified hardware and software was too great to go forward with
acquisition at that time and to hold off until such time that fully certified equipment
was available.
In February of 2015, Dakota County and Scott County again partnered on an RFP
process. Four vendors responded. Following significant testing and demonstrations
and with input from city and township clerks, the County decided to go
with Dominion Voting Systems. The new equipment provides a single device to
replace what was previously two separate pieces of equipment. It also provides the
ability for each precinct to wirelessly transmit results to the county. This should
allow for faster election day results.
Each City is responsible for the cost of its own equipment. The City of Shakopee
will need to acquire 14 machines at a cost of$8,200 per unit, for a total of
$114,800. The 14 machines will allow us to equip each of our 12 precincts, and
provides one for growth and one for back-up use in case of a malfunction.
Budget Impact
The adopted budget for the City Clerk's Division contains enough funds to cover
two-thirds of the purchase cost ( $75,800). It is recommended that the remaining
$39,000 come from the unallocated section of the City budget. For 2015, a total of
$210,000 was budgeted for under "unallocated." To date, $73,700 of that amount
has been committed to fund the consulting costs of the west end study. This leaves
$136,300 available within the unallocated line prior to the purchase of election
equipment.
Relationship to Vision
This is a housekeeping item. (F)
Requested Action
The Council is asked to authorize the purchase of election equipment at a total cost
of$114,800.