Department: County Clerk
Department Head: Teneshia Hudspeth- County Clerk
Regular or Supplemental RCA: Supplemental RCA
Type of Request: Investment Memo
Investment Memo Type: Final Investment Memo
Project Name: Voting Machines
Project ID (if applicable): VOTING_MACHINES
Vendor Legal Name (if applicable): Hart InterCivic
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
Incremental Authorization Requested: $21,927,125
Total Estimated Project Cost: 28,967,125
Request Summary:
title
Request by the County Clerk for approval of the Final Investment Memo for the Voting Machines project for an incremental amount of $21,927,125 for a total authorization of $75,927,125.
end
Project Description:
The County Clerk’s Office would like to order additional polling place equipment to meet the county’s future needs while complying with state regulations regarding the number of polling locations required in county-wide elections. This equipment is needed for the 2024 general election and future elections with county-wide partners.
Project Scope:
The county clerk’s office would be purchasing additional ballot marking machines, controllers, ballot scanners, and related equipment to accommodate with upcoming elections in 2024. A detailed list of equipment to be purchased is in the Scope of Work table below.
Justification:
This equipment is necessary to meet future needs for county-wide elections while complying with new state requirements that have increased the number of polling locations needed for each election. It is estimated that we will need as many as 800 polling locations for November 2024, with an average of 17 voting booths in each location.
Alternatives and Engagement:
Not acquiring the necessary equipment will fail to comply with new state-mandated requirements and cause operational difficulties in the elections.
Anticipated Project Expenditures and Timeline:
|
Scope of Work |
Estimated Unit Cost |
Quantity Needed |
Estimated Cost |
Estimated Completion |
|
Digital Ballot Scanners |
$5,500 |
1,000 |
$5,500,000 |
|
|
Controllers for Polling Place Equipment |
$2,850 |
300 |
$855,000 |
|
|
Barcode Scanner Kits |
$499 |
300 |
$149,700 |
|
|
Ballot Marking Devices |
$2,600 |
6,000 |
$15,600,000 |
|
|
Standard Voting Booths w/ transport Bags and Privacy Screens |
$430 |
6,000 |
$2,580,000 |
|
|
Daisy Chain Power Kits |
$75 |
6,000 |
$450,000 |
|
|
Detachable ATI Modules for Use w/ Tablet |
$520 |
150 |
$78,000 |
|
|
Headphones for Accessible Units |
$20 |
150 |
$3,000 |
|
|
Portable Carriers with Thermal Printers |
$1,000 |
800 |
$800,000 |
|
|
Duo Cleaning Kits |
$50 |
1,000 |
$50,000 |
|
|
Verity Build Software w/ Data |
$50,000 |
2 |
$100,000 |
|
|
Verity Workstations w/ Software, Warranty, and Flat Panel Monitors |
$5,900 |
2 |
$11,800 |
|
|
Shipping and Handling |
|
|
$156,250 |
|
|
Subtotal |
|
|
$26,333,750 |
|
|
10% Contingency |
|
|
$2,633,375 |
|
|
Subtotal |
|
|
$28,967,125 |
|
|
Remaining Previous Authorization |
|
|
($7,040,000) |
|
|
Total Current Ask |
|
|
$21,927,125 |
|
No budget is being requested at this time. We expect to use debt funding for the majority of these expenditures, pending legal and auditing approval. Any expenses ineligible to use debt will use another appropriate legal funding source. In the interest of efficient use of County resources, OMB may use non-debt, appropriate, legal interim funding sources for this project’s encumbrances until actual expenses are made. OMB will return to Commissioners Court for any budget transfers necessary for this project.
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 |
|
1/26/2021 |
Supplemental. 2 |
Approval of capital funding up to $54 million to purchase a voting system. |
|
2/26/2021 |
97 |
Approval to reduce commercial paper funding for the Office of Elections Administrator voting machines project in the decreased amount of $43 million for a total CP funding of $11 million. |
|
6/29/2021 |
186 |
Approval of commercial paper funding for the Office of Elections Administrator voting machines project in the additional amount of $4,000,000 for a total CP funding of $15,000,000. |
|
7/20/2021 |
424 |
Approval of commercial paper funding for the Office of Elections Administrator Voting Machines project in the additional amount of $14,000,000 for a total CP funding of $29,000,000. |
|
1/25/2022 |
386 |
Approval of commercial paper funding for the Office of Elections Administrator Voting Machines project in the additional amount of $14,360,000 for a total CP funding of $43,360,000. |
|
10/31/2023 |
27 |
Approval of commercial paper funding for the County Clerk Voting Machines project in the additional amount of $3,600,000 for a total CP funding of $46,960,000. |
Address: N/A
Precinct(s): Countywide
|
Fiscal and Personnel Summary |
|
Service Name |
|
|
|
|
Current Fiscal Year Cost |
Annual Fiscal Cost |
|
|
Labor |
Non-Labor |
Total |
Recurring Expenses |
|
Funding Sources |
|
|
Existing Budget |
|
|
|
|
|
Commercial Paper |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Current Budget |
$ |
$ |
$ |
$ |
|
Additional Budget Request |
|
|
Commercial Paper |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Choose an item. |
$ |
$ |
$ |
$ |
|
Total Additional Budget Request |
$ |
$ |
$ |
$ |
|
Total Funding Request |
$ |
$ |
$ |
$ |
|
Personnel (Fill out section only if requesting new PCNs) |
|
|
Current Position Count for Service |
- |
- |
- |
- |
|
Additional Positions Request |
- |
- |
- |
- |
|
Total Personnel |
- |
- |
- |
- |
Anticipated Court Date: February 27, 2024
Anticipated Implementation Date (if different from Court date):
Legal funding compliance confirmed by: Paige Abernathy, Assistant County Attorney, 2/19/2024
Department Approval by: Teneshia Hudspeth, County Clerk, 2/20/2024
OMB CIP Team Approval by: William McGuinness, Director - Capital Projects & Infrastructure, 2/19/2024
Commercial Paper Request (For OMB use only):
Receiving Department: N/A
Project PeopleSoft ID: N/A
CP Series Description: N/A
OMB Financial Management contact: N/A