Sponsor: Property Tax, Records & Election Services
Title
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First Amendment to Professional Services Agreement with Hart InterCivic, Inc. for Elections Voting System
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Recommendation
recommendation
1. Approve the amendment to the agreement with Hart InterCivic to renew the agreement for the period from November 10, 2020 through November 9, 2025, and to make the following changes to the agreement:
a. Change the agreement from a not to exceed contract to a rate setting contract;
b. Specify that professional services or extended warranties requested after November 10, 2020 will be subject to additional fees; and
c. Establish a separate limitation of liability applicable to new purchased made after November 10, 2020.
2. Authorize the Chair and Chief Clerk to execute the amendment.
3. Authorize the County Manager to execute change orders and amendments to agreement in accordance with the County’s procurement policies and procedures, provided the amounts are within the limits of funding.
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Background
background
The Ramsey County Elections Office is responsible for administering state and county elections for the County. Minnesota Statutes section 206.58 provides for the County Board to provide for the use of an electronic voting system, and for Ramsey County municipalities to adopt the use of the same electronic voting system.
County Board Resolution (B2015-315) approved the selection of Hart InterCivic to provide its Verity election voting system for the period of November 10, 2015 through November 9, 2020, at a not to exceed amount of $2,750,000. The resolution also authorized the County Manager to approve and execute amendments to renew the term of the original agreement for an additional five years, with all other terms and conditions remaining the same. The resolution did not authorize the County Manager to execute additional amendments and change orders to the agreement.
County Board Resolution (B2016-021) approved the Joint Powers Agreement for New Voting System Acquisition and Operation with participating municipalities for use of the Hart InterCivic electronic voting system, for a ten-year term from April 26, 2016 through April 25, 2026.
The Property Tax, Records & Election Services department (PTRES) is requesting to renew and amend the agreement’s terms and conditions so that the Ramsey County Elections Office can continue to hold elections in a secure and efficient manner, continue in its commitment to the Joint Powers Agreement with participating municipalities for use of the Hart InterCivic electronic voting system, and utilize a rate-setting contract to more efficiently make future purchases covered by the agreement’s terms and pricing.
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County Goals (Check those advanced by Action)
☐ Well-being ☐ Prosperity ☒ Opportunity ☒ Accountability
Racial Equity Impact
By renewing the agreement with Hart InterCivic for the electronic voting system, Ramsey County will continue to provide a secure and efficient voting experience to its residents. The electronic voting system enables Ramsey County to provide its residents with multiple avenues for voting (no-excuse early voting by mail, early voting in-person, and in-person voting on election days), and ensures that votes are counted accurately and securely, and reported in an efficient manner. With these voting options and assurances, Ramsey County can continue to provide high-quality election services while reducing wait times for voting, which have been shown to disproportionately impact minority communities.
Community Participation Level and Impact
No direct community participation. Information about this action is made available through County Board documentation published on the County’s website at <https://www.ramseycounty.us/your-government/leadership/board-commissioners/board-meetings-information>.
☒ Inform ☐ Consult ☐ Involve ☐ Collaborate ☐ Empower
Fiscal Impact
The additional cost of utilizing the Hart InterCivic electronic voting system over the next five years represents an initial amount of $575,763 for license and support fees, payable in annual installments over the five-year renewal period. The annual license and support fees ($96,887 in year one of the renewal) are paid from the Elections project budget for the voting system, which is funded via payments received from the County’s municipalities as defined in the Joint Powers Agreement for New Voting System Acquisition and Operation. For the current voting system, the County and municipalities have made an initial equipment investment of approximately $2.2 million. The County owns all equipment needed to administer the voting system, prepare ballots for each election and to count all absentee ballots. The County also owns all backup equipment needed to support the polling place operations. Existing equipment was purchased during the initial term of the agreement and is fully paid for.
County Manager Comments
County Board approval is required for this amendment, and County Manager authority is required for future amendments and change orders to the agreement.
Last Previous Action
On January 19, 2016, the County Board approved the Joint Powers Agreement for New Voting System Acquisition and Operation with the cities of Arden Hills, Falcon Heights, Gem Lake, Lauderdale, Little Canada, Maplewood, Mounds View, New Brighton, North Oaks, North Saint Paul, Roseville, Saint Anthony, Saint Paul, Shoreview, Vadnais Heights, White Bear Lake and the White Bear Township for the acquisition and operation of the new Hart InterCivic voting system for a ten year term (Resolution B2016-021).
October 13, 2015, the County Board approved the selection of Hart InterCivic as vendor to provide the new voting system, and authorized the execution of an agreement for the period of November 10, 2015 through November 9, 2020, at an amount not to exceed $2,750,000. The board authorized the County Manager to approve and execute amendments to renew the term of the agreement for an additional five years, with all other terms and conditions remaining the same (Resolution B2015-315).
May 5, 2015, the County Board authorized the issuance of a Request for Proposal to acquire a new voting system for use in all elections conducted in the County in accordance with County policies and procedures on RFPs, with direction to staff to return to the county board with a recommendation for selection of a vendor (Resolution B2014-144).
Attachments
1. First Amendment to Professional Services Agreement with Hart InterCivic, Inc.
2. Professional Services Agreement with Hart InterCivic, Inc. dated November 10, 2015