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MEMO TO: MAYOR AND CITY COUNC <br />FROM: CLERK-ADMINISTRAT R <br />DATE: JUNE 5, 1989 <br />SUBJECT: ELECTION EQUIPMENT MAINTENANC8 <br />Over the past several months, an informal group of City <br />Clerks from the seven -county metro area have been <br />negotiating with .representatives of Business Records <br />Corporation, Inc., the supplier of the City's election <br />equipment, a maintenance agreement for the maintenance of <br />the optical scanning equipment sold by Business Records. <br />These negotiations have resulted in a variety of different <br />maintenance agreement options being made available to ciLlbS <br />in the teven-county area depending upon their needs and the <br />number of elections they have on an annual or every two year <br />basis. The most reasonable of these proposals for the City <br />Of Mounds View, considering the fact that we have only two <br />regularly scheduled election every two, years, is an <br />agreement that calls for the servicing of each'of our four <br />tabulating machines prior to each election at the cost of <br />$79.00 per machine including parts and labor. The contract <br />also provides that should any equipment fail during an <br />election, a loaner machine would be provided to the City at <br />® no additional charge as well as Business Records providing <br />technical service and advice using a toll free number on the <br />day of elections. The only obligation to the City of Mounds <br />View is, in addition to paying the $79.00 per machine cost, <br />to conduct a diagnostic test on each machine every o months <br />using software provided by Business Records. <br />I have included this item in the 1990 Budget in anticipation <br />of your approval of having maintenance done on these pieces <br />of equipment prior to each election. Further, Business <br />Records is requesting conformation of each city's intention <br />to enter into these agreements by July 1 in order that they <br />might finalize all contracts before the first of 1990. In <br />consideration of that request, I am requesting Council <br />approval of my advising Business Records of our intention to <br />enter into a contract for the $79.00 per election <br />maintenance agreement on our four machines for 1990. <br />DFP/M.JS <br />Attachments: <br />11 <br />