Department: County Clerk
Department Head: Teneshia Hudspeth, County Clerk
Regular or Supplemental RCA: Regular RCA
Type of Request: Investment Memo
Investment Memo Type: Change Investment Memo
Project Name: In-Bound Ballot by Mail Sorting System
Project ID (if applicable): MAIL_SORTER
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 Office
Incremental Authorization Requested: $195,998
Total Estimated Project Cost: $414,997
Request Summary:
title
Request for approval of a Change Investment Memo for the In-Bound Ballot by Mail Sorting System projects in the additional amount of $195,998 for a total authorization of $414,997 and request commercial paper funding for an additional $195,000 for a total allocation of $415,000.
end
Project Description:
The Harris County Clerk Election Division is in the process of acquiring an additional inbound ballot by mail sorting system. This system aims to enhance the provision of more timely and accurate ballot counts, thereby better serving the constituents of Harris County.
Project Scope:
The additional inbound mail sorter is to add another mailing system to the initial inbound system that was requested in 2023. The Tritek system is more reliable and has better functionality. Furthermore, the old Agilis system could not provide the essentials needed accurately and promptly because of the increase in ballot mail during the presidential and other elections, and they have been surplus.
Justification: The one Tritek machine cannot promptly complete the ballot by mail job. Because of the increase in mail ballots during the presidential and other elections, this additional system will be capable of carrying out all work requirements more quickly and effectively.
The mail sorter is critical for the Presidential and other 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 current Tritek mail sorters during the upcoming election. However, due to the anticipated increase in workload, it has become necessary to install an additional inbound mail sorter system to ensure that we can handle the increased volume efficiently and meet all deadlines.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Cost |
Estimated Completion |
|
In-Bound Ballot by Mail Sorting with Installation |
$178,180 |
September 2024 |
|
Contingency |
$17,818 |
- |
|
Total |
$195,998 |
- |
Alignment with Goal(s):
_ Justice and Safety
_ Economic Opportunity
_ Housing
_ Public Health
_ Transportation
_ Flooding
_ Environment
_X Governance and Customer Service
Previous Court Action:
|
Date |
Agenda Item # |
Action Taken |
|
8/29/2023 |
416 |
Approval of the RFP process for the in-bound ballot by mail sorting system. |
|
11/14/2023 |
142 |
Approval of the Final Investment Memo for the In-Bound Ballot by Mail Sorting System |
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Address: N/A
Precinct(s): Countywide
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Fiscal and Personnel Summary |
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Service Name |
In-Bound Ballot by Mail Sorting System |
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Current Fiscal Year Cost |
Annual Fiscal Cost |
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Labor |
Non-Labor |
Total |
Recurring Expenses |
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Funding Sources |
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Existing Budget |
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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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$ |
$ |
$ |
$ |
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Total Current Budget |
$ |
$ |
$ |
$ |
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Additional Budget Request |
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Commercial Paper |
$ |
$195,000 |
$195,000 |
$ |
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$ |
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$ |
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Total Additional Budget Request |
$ |
$195,000 |
$195,000 |
$ |
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Total Funding Request |
$ |
$195,000 |
$195,000 |
$ |
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Personnel (Fill out section only if requesting new PCNs) |
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Current Position Count for Service |
- |
- |
- |
- |
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Additional Positions Request |
- |
- |
- |
- |
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Total Personnel |
- |
- |
- |
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Anticipated Court Date: 8/27/2024
Anticipated Implementation Date (if different from Court date):
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 8/15/2024
Department Approval by: Yinka Antwi, Budget Director, 8/15/2024
OMB CIP Team Approval by: William McGuinness, Director-Capital Projects & Infrastructure, 8/15/2024
Commercial Paper Request (For OMB use only):
Receiving Department: County Clerk
Project PeopleSoft ID: MAIL_SORTER
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 project 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, Director, Financial Management, Office of Management and Budget