Department: County Clerk
Department Head: Teneshia Hudspeth, County Clerk
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: In-Bound Ballot by Mail Sorting System
Project ID (if applicable):
Vendor Legal Name (if applicable): N/A
MWDBE Contracted Goal (if applicable): N/A
MWDBE Current Achievement (if applicable): N/A
Justification for 0% MWDBE Participation Goal: N/A - Goal not applicable to request
Managing Entity: County Clerk’s Office
Incremental Authorization Requested: $218,999
Total Estimated Project Cost: $218,999
Request Summary:
title
Request for approval of the Final Investment Memo for the In-Bound Ballot by Mail Sorting System for an initial authorization of $218,999 and request for approval of initial commercial paper funding in the amount of $220,000.
end
Project Description:
Harris County Clerk’s Office Elections Division is in the process of purchasing a in-bound ballot by mail sorting system that will better serve Harris County constituents with more timely and correct ballot counts.
Project Scope:
To replace the Agilis system with a system that is more reliable and with better functionality. Furthermore, the old system will be incapable of providing the essentials needed accurately and timely because of the increase in ballot mail during the Primary and Presidential elections.
Justification: The current Agilis Mail Sorter is being replaced with a Tritek machine that is more accurate and efficient because the Agilis Mail Sorter cannot perform the required mail sorting work. Because of the increase in mail ballots during the primary and presidential elections, this system will be capable of carrying out all work requirements more quickly and effectively.
The mail sorter is critical for the Primary and Presidential elections because:
• It will be an ideal solution for high speed mail sorting for both incoming and outbound applications.
• The system will provide for a signature recognition election software that allows for auto endorses the envelope with time, date, and sequence numbering.
• The system will be able to scan and sort the exceptions like envelope missing signature, wrong ballot for the election.
Alternatives and Engagement:
The alternative is to use the current Agilis Mail Sorters. Agilis Mail Sorters do not allow sequence numbering to prevent the envelope from being processed multiple times, so the potential errors would cause a delay in the processing time.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
|
In-Bound Ballot by Mail Sorting with installation |
$199,090 |
December 2023 |
|
Contingency (10%) |
$19,909 |
- |
|
Total |
$218,999 |
- |
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
x_ Governance and Customer Service
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
08/29/2023 |
416 |
Approval of the RFP process for the In-Bound Ballot by Mail sorting system |
|
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Address: N/A
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
|
Service Name |
|
|
|
FY 24 |
FY 25 |
Next 3 FYs |
|
Incremental Expenditures (do NOT write values in thousands or millions) |
|
Labor Expenditures |
$ |
$ |
$ |
|
Non-Labor Expenditures |
$220,000 |
$ |
$ |
|
Total Incremental Expenditures |
$220,000 |
$ |
$ |
|
Funding Sources (do NOT write values in thousands or millions) |
|
Existing Budget |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Total Current Budget |
$ |
$ |
$ |
|
Additional Budget Requested |
|
Commercial Paper |
$220,000 |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
|
Total Additional Budget Requested |
$220,000 |
$ |
$ |
|
Total Funding Sources |
$220,000 |
$ |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
Current Position Count for Service |
- |
- |
- |
|
Additional Positions Requested |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
Anticipated Court Date: 11/14/2023
Anticipated Implementation Date (if different from Court date): N/A
Legal funding compliance confirmed by: Paige Abernathy Assistant County Attorney, 11/3/2023
Department Approval by: Teneshia Hudspeth, County Clerk
OMB CIP Team Approval by: Wanwei Tang, 11/3/2023
Commercial Paper Request (For OMB use only):
Receiving Department: County Clerk
Project PeopleSoft ID: TBD
CP Series Description: CP Series Description: Commercial Paper Series D-2 can be used for (1) construction of public works, (2) the purchase of automobiles, equipment and machinery, including computers, materials and supplies for the operation of the County’s precincts and departments (3) Professional services, including services provided by engineers, architects, attorneys, auditors, financial advisors, and fiscal agents, in connection with the contractual obligations described in (1) and (2).
Commercial Paper is being requested for the In-Bound Ballot by Mail Sorting System and is expected to be repaid within the next three fiscal years either through bonds, budgetary means or pay-as-you-go sources.
OMB Financial Management contact: Amy Perez, Deputy Executive Director, Office of Management and Budget