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Supplemental Agenda
3.Consent Agenda
3.26* Contract Approval and Budget Adjustment for Agilis Ballot Sorting and Signature Recognition
System - The County Clerk-Recorder/Registrar of Voters recommends approval of a contract
agreement with Runbeck Election Services for the Agilis Ballot Sorting System with automatic
Signature Recognition System, for processing returned voted ballot envelopes. The current system
worked well for many years, but became inoperable and could not be used in the 2014 Primary
Election. By 2016 the County must prepare for impact of new legislation that allows voters to
register and vote in the Elections Office from the 14th day before an election up through the close
of polls on Election Day, which will further increase the manual processes if no new system is in
place.
In order to replace the old system, the Department issued a competitive solicitation to which two
vendors responded. The vendors included Bell & Howell ($309,008.75) and Runbeck Election
Services ($273,050). The Runbeck system offers the same capabilities as the system used in the
past, but adds envelope sorting and opening as components. The new system will create greater
operation efficiencies and will fully automate the time-consuming manual process of sorting out
envelopes with no signature, irregular signatures, or double thickness, as well as sorting ballots
that are good to precinct level and opening them.
The maximum amount of the contract is $273,050, reimbursable under the Help America Vote Act,
and the term of the contract is from the date executed by the County through June 30, 2017. The
FY 2014-15 payment of $242,412.50 is for purchase of the system (capital asset), with a second
payment for maintenance and licensing of $30,637.50 in 2016 - action requested 1) APPROVE
AGREEMENT AND AUTHORIZE THE CHAIR TO SIGN SUBJECT TO REVIEW BY COUNTY COUNSEL AND
AUDITOR-CONTROLLER; 2) APPROVE PURCHASE OF CAPITAL ASSET; AND 3) APPROVE BUDGET
ADJUSTMENT (4/5 vote required). (Clerk-Recorder/Registrar of Voters)
SA 0 ¦¤ 1 ®¥ ΐ September 23,2014
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