HomeMy WebLinkAboutResolution 5618
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RESOLUTION 5618
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
A RESOLUTION AUTHORIZING A JOINT POWERS AGREEMENT
WITH RAMSEY COUNTY FOR ELECTIONS SYSTEMS
WHEREAS, the Ramsey County Board of Commissioners adopted
Resolution 2001-283 approving a Joint Powers Agreement for Election System
Replacement; and
WHEREAS, efficient ballot generation and the timely accumulation of
election results depend upon the use of the same vote tabulation system throughout the
County, and the use of a consistent voting method for all elections enhances election
judge and voter understanding of the voting process and helps to provide equitable
treatment of all voters, regardless of the type of election; and
WHEREAS, the County and municipalities have reached agreement on 1)
the need to replace existing elections equipment and to implement new elections
equipment throughout the County as soon as possible, and 2) the funding for the new
elections equipment. '
NOW, THEREFORE, BE IT RESOLVED the Mounds View City Council
approves the attached Joint Powers Agreement between the City of Mounds View and
Ramsey County for the purchase of election equipment, and
BE IT FURTHER RESOLVED that the City of Mounds View will purchase
five voting machines (tabulators) over a five year period at an estimated cost of $9,021
in 2002 and $8,260 annually for 2003-2006.
Adopted this 24th day of September, 2001.
s:?~
Richard Santerre, Mayor
ATTEST:
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K~tHleen Miller, City Administrator
SEAL
Motion by:
Second by:
Santerre
Quick
Stigney
Marty
Thomas
Quick
Thomas
Aye
Aye
Aye
No
Aye
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Resolution
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Board of
Ramsey County Commissioners
Presented By
Attention:
Commissioner Haigh Date August 14,
Budgeting and Accounting
Dorothy McClung, Property Records and Revenue
2001 No. 200l-2E
WHEREAS, By Resolution 2001-129, the Ramsey County Board authorized
the County Manager to work with the cities and school districts to develop a joint
powers agreement that provides for reimbursement to the County based on the
number of vote tabulators used in each city; and
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WHEREAS, Staff from Property Records and Revenue and the County
Attorney's Office worked on a draft joint powers agreement (JPA) incorporating the
Board's direction; and
WHEREAS, The draft Joint Powers Agreement was sent to city managers,
city administrators, city clerks and city election clerks; and
WHEREAS, Staff met with the municipal officials to review the draft, and
based upon discussion, the Joint Powers Agreement was amended; Now,
Therefore, Be It
RESOLVED, The Ramsey County Board of Commissioners hereby
approves the Joint Powers Agreement for Election System Replacement; and Be It
Further
RESOLVED, The Board authorizes staff to send copies of the approved
Joint Powers Agreement to each Ramsey County Municipality requesting their
approval.
RAMSEY COUNTY BOARD OF COMMISSIONERS
. I3:l1uctt YEA NAY aTIIER
X Rafacl E. O~a, Chair
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L.n.": HaIgh )f- ---.- ~' '-;7
Jim McDonough --
Rafael Ortcga X -- . -'.
---" - I30lUlic C. ~ely
Victoria Rcinhardt X --
- -- Chicf CI&UlltY Board
J auicc Rcttman X ---.-
Jan Wicssncr _X__ - _._--
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REQUEST FOR RAMSEY COUNTY BOARD ACTION
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Type of Agenda:
D Policy
[8] Administrativc
D Consent
D Information
D Public Hearing
D Ordinance
Requesting Department: Property Records & Revenue
Committee:
Committee:
Mecting Date:
Meeting Date:
County-Wide Ramifications ~
or
Affected Commissioncr District(s) it:
Board Meeting Date: 8/14/01
Board Meeting Date:
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SUBJECT Joint Powers Agreement for Election System Replacement
EXECUTIVE SUMMARY
.BY Resolution 2001-129, the County Managcr was authorized to work with the cities and school districts to
develop a joint powers a!:,rreement that provides for reimbursemcnt to the County bascd on the number of vote
tabulators used in cach city. Staff from Property Records and Rcvcnuc and thc County Attorney's Officc
worked on a draft joint powers agreement (JP A) incorporating thc dircction in Resolution 2001-129.
The draft JP A was sent to city managers, city administrators, city clerks and city election clerks on July 30,
2001. On August 2, 2001, Dorothy McClung and Chris Samuel met with thc municipal officials to rcview thc
draft. Qucstions werc raiscd about perfonnance measurcs. In rcsponsc, the draft JP A was amendcd to include
Clause XI that provides for :.ll1 arumal rcview process. All participants are eager to measure thc perfom1ance of
thc new election equipment but we need to give more thought on what will be measured and how.
Upon County Board approval o[the Joint Powers Agreement, it will bc sent to each Ramsey County
Municipality for their approval.
ACTION REQUESTED
1) Approve the Joint Powers Agrcement for Election System Replacement; and
2) Authorizc staffto send copics of the approved Joint Powcrs Agrecment to each Ramsey County
Municipality requesting thcir approval
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Kev Elements of the Joint rowers A\:rcclllcllt
. Timing - Equipment and support will be in place to allow Maplewood, New Brighton, Roseville and
White Bear Lake to conduct 2001 elections on the new equipment. All other cities will
implement in 2002.
. Equipment Financing - The County provides upfront financing for tabulators and system hardware
and software acquired in 2001 and 2002. The Cities reimburse the County for these costs
either through a lump sum payment in 2002 or, if a city so chooses, in five equal yearly
installments commencing in 2002. Cities that pay ovcr time also reimburse the county for any
debt issuancc costs or intercst incurred by the County.
. Backup tabulators - The County acquires backup tabulators for the entire county thereby reducing
the total number of tabulators needed. Thc County works with the cities to make sure that
adequatc backups are in placc on Election Day. The current estimate is that backups will
make up 10% of the total number oftabulators.
. Cost Allocation -- A City will pay for the tabulators requested by that City. Special requests will be
billed to the requesting city. The costs for administrative hardware and softwarc, backup
tabulators, training and other implementation serviccs, tabulator maintenance, software scrvic
agrecment and other post-implementation services will all be allocated to cities bascd on the
number of tabulators (cquested by that city relative to the total number oftabulators requested
by all cities. Consequently, costs arc allocated based more on service demand. This was the
method selected by the County Board ,md favored by most city managers as an alternative to
the value-based allocation that would occur if the county paid for the costs and which would
result in tax burdens disproportionate to services received. Costs will be rcduced for all cities
if statc or federal financing is secured to buy down the costs of the project.
. Ownership - The cities will own the tabulators that thcy rcquest, once they are paid for. The Count:
will own the backup tabulators and systcm hardware and software.
. Tabulator Maintcnance - Before the expiration of the warranty, the County, with input from the
cities, \vill determine whether ongoing maintenance should be providcd on a fixed fee or a
time and materials basis. This decision applies to all tabulators in the County.
. Ballot Generation -- The County agrees to provide ballot generation services for all elections
(previously this only applied to even year elections or to the City of St. Paul due to the
contract the County has with that city). The County also agrees to accumulate election result
for all elections and to return an election results electronic data file or report based on the
city's needs.
. Term - The agreement is for ten years.
Steps that bave alrcadv becn takcn
. Tabulators and administrative hardware and softwarc have been ordered and delivered in order to conduct
elections this Fall in Maplewood, New Brighton, Roseville and White Bear Lake on Global election
equipment.
. Operator training in tabulator functionality, testing and election operations has occurred for county and cit:
staff that have elections this Fall. Additional operator training is scheduled for all cities in August.
. County staff have attended training in the GEMS election software used for generating ballots,
programming memory cards and accumulating and displaying election results.
. Election judge training on the new equipment is scheduled in August.
. Some cities have conducted new equipment demonstrations using famous names ballots at local communi
events.
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Steps that have already been taken (continued)
.. Negotiations have commenced with the City of S1. Paul on needed modifications to the existing contract for
election services between the City of S1. Paul and Ramsey County.
· Alternative state and federal funding sources have been monitored.
Next Steps
1. Get Cities' approval onjoint powers agreement.
2. Return to County Board with suggested modifications to St. Paul contract.
3. Take steps necessary to apply for state or federal funding.
4. Return to Cornlty Board with a suggested equipment financing package based on each city's projections for
numbers of needed tabulators and determination of cities that wish to pay for equipment over time.
5. Place order for additional equipment onee prior steps have been completed.
Rccommcndations
· Approve joint powers agreement for election systems replacement.
· Authorize the County Manager to get approval from cities in Ramsey County for the joint powers
agreement. _
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SUBJECT: Joint Powers Agreement for Election System Replacement
. ATTACHMENTS:
I. Draft Joint Powers Agreement for Replacement of Elections System
2. County Board Resolution 2001-129
PREVIOUS ACTION:
Policy Discussion on March 27,2001
Policy Discussion on April 17,2001
County Board Resolution 2001-129
COUNTY MANAGER COIVIMENTS:
The Board has previously discussed !he issue of Elections System replacement. A Joint Powers Agreement
needs approval by the County Board. The County Manager recommends approval.
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SUBJECT: Joint Powers Agreementfor Electio1l System Replacement
: Origi,IliltiD.g;n.erlartmeiltRequcst:~Authorizcd Signature,
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n ud gctillg:&: Acc,o,u'n ting,':'":"Au thorized' Signature. ,Date-
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Property Management;- A~thoriZcd: S~gnature
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Information;Scrvices - Authorized Signature
Date
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Other -:- Authorized Signat,urc ,
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DRAFT RESOLUTION
WHEREAS, By Resolution 2001-129, the Ramsey County Board authorized the County
Manager to work with the cities and school districts to develop a joint powers agreement that
provides for reimbursement to the County based on the number of vote tabulators used in each city;
and
WHEREAS, Staff from Property Records and Revenue and the County Attorney's Office
worked on a draft joint powers agreement (JPA) incorporating the Board's direction; and
WHEREAS, The draft Joint Powers Agreement was sent to city managers, city administrators,
city clerks and city election clerks; and
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WHEREAS, Staff met with the municipal officials to review the draft, and based upon
discussion, the Joint Powers Agreement was amended; Now, Therefore, Be It
RESOLVED, The Ramsey County Board of Commissioners hereby approves the Joint Powers
. Agreement for Election System Replacement; and Be It Further
RESOLVED, The Board authorizes staff to send copies of the approved Joint Powers
Agreement to each Ramsey County Municipality requesting their approval.
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JOINT POWERS AGREEMENT FOR REI>LACEMENT ELECTIONS SYSTEM
'nlis Agreement is made by and between Ramsey County, through its Department of Records and
Revenue (hcrcinaftcr "County") and the cities of Arden Hills, Falcon Heights, Gem Lake, Lauderdale,
Little Canada, Maplewood, Mounds View, New Brighton, North Oaks, North St. Paul, Roseville, St.
Paul, Shoreview, Vadnais Heights, and White Bear Lake and the Town of White Bear (collectively
referred to as the "Municipalities").
WHEREAS, County and the Municipalities are "governmental units" as defined in Minn. Stat. S471.59;
and
WHEREAS, pursuant to Minnesota Statutes S471.59, the County and the Municipalities, through actions
of their governing bodies, are authorized to enter into a joint powers agreemcnt for the exercise of
conunonly held or similar powers; and
WHEREAS, the County provides ballots and accumulates election results for national, state, county and
even year local elections for County residents and, through written agreements, for odd year local
elections for the City of Saint Paul and Independent School District 625; and
WHEREAS, the Municipalities hire and train election judges and a number of the Municipalities provide
ballots and accumulate election results for odd year local elections; and
WHEREAS, efficient ballot generation and the timely accumulation of election results depend upon the
use of the same vote tabulation system throughout the County, and the use of a consistent voting method
for all elections enhances election judge and voter understanding of the voting process and helps to
provide equitable treatment for all voters, regardless of the type of election; and
WHEREAS, the County and the Municipalities have reached agreement on 1) thc need to replace existing
elections equipment and to implement new elections equipment throughout the County as soon as
possible, and 2) the funding for the new elections equipment;
NOW, THEREFORE, in consideration of the mutual undertakings and agreements hereinafter set forth,
the parties agree as follows:
I. PURPOSE
This Joint Powers Agreement has been executed by the parties for the purpose of establishing the
roles and responsibilities of the parties in connection with the acquisition, implementation, and
ongoing support of new election equipment throughout Ramsey County, including equipment
that will be used by the County and equipment that will be used by the Municipalities.
II.
COUNTY SCOPE OF WORK-SYSTEM IMI>LEMENTATION
A. General
I. The County will provide all services, materials, and equipment
necessary to implement a replacement elections system ("System") in
Ramsey County, including software, hardware, materials, ballot printing,
and other services as further described in this Agreement. Services may
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be provided directly by County staff or by outside vendors, as
determined by the County.
The System will have the following fWlctionalities:
. 'Il1e ability for the County to create ballot styles for each precinct
based on the appropriate contests and candidates and to generate
ballots by either creating a print file that may be sent to a vendor or
by printing ballots on demand in the County offices;
. The ability for the County to program memory cards for each
precinct for an election that will, when inserted into an ACCUVOTE
optical scan vote tabulator, properly record the votes on ballots cast
in that precinct, will reject ballots that are not from that precinct or
which do not have the proper validation marks, and retum to the
voter ballots which contain an overvote or a crossover vote;
. Ollle ability to count absentee ballots at a central location in the
County or at each precinct and to generate reports noting the number
of absentee ballots counted at each precinct;
. onIe ability to accumulate votes on an ACCUVOTE optical scan vote
tabulator located in each precinct, to protect voted ballots in a scaled
ballot box which automatically separates write-in ballots frolll non-
write-in ballots for further review by election judges, to generate
paper tapes of election results for review and certification by election
judges, and to transmit election results by modem line to the County;
and,
. TIle ability to accumulate electiori results from electronically
transmitted files from each precinct, through use of the memory card
which recorded votes at the precinct and/or from the election resulls
tape, to create an election results database that may be used for
displaying results on an Intemet website, and to generate needed
reports for certification of election results.
System Implementation will take place in accordance with the provisions
of this Agreement.
The County will provide implementation project management services
through a Project Manager. Joe Mansky, or his designee, shall serve as
Project Manager for the County.
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B. Timeline
By August 3 1,2001, the System will be implemented and ready for use by the
County and the following Municipalities: Maplewood, New Brighton, Roseville,
and Whitc Bear Lake; and by August 31, 2002, for the County and all of the
M unicipali tics.
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Systcm Equipmcnt
111e County will purchase System hardware and software (collectively
refelTed to as the "System Equipment") as needed for use of the System by the
County and the Municipalities. The System Equipment to be purchased by the
County for implementation of the System under the terms of this Agreement is
listed in the System Equipment List, attached hereto and made a part of this
Agreement as Appendix A.
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D.
Scrvices
Thc County will provide scrvices, including training, relatcd to the
implcmentation of the System by the County and thc Municipalities, as
described in Implementation Services, attachcd hcreto and madc a part of
this Agreement as Appendix n.
III. COUNTY SCOPE OF WORK-})OST IMPLEMENTATION
A. General
Following System implementation, the County will provide Systcm
administration; warranty and post-warranty hardware and softwarc
maintenance; retraining and training for new employees; and ballot
printing scrvices, as describcd in Post-Implemcntation Serviccs, attached
hereto and madc a part of this Agreement as Appendix C. Such serviccs
may be provided directly by County staff or by outside vendors, as
determined by the County.
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B. System Administration
lbe County will provide elcction programming ncedcd to generate ballots,
program memory cards that allow the vote tabulators to correctly record votes,
and accumulate and report election results cast on ACCUVOTE tabulators.
c.
Warranty Services
Warranty serviccs will be provided by the Systcm Equipment vcndors in
accordance with the warranties contained in the contracts betwecn the County
and the System Equipment vendors.
D. Maintenance Services
1. Prior to expiration of the tabulator manufacturer's warranties, the
County, with input from the Municipalities, will decide whether tabulator
maintenance services will be provided on a fixed price or a time
and materials basis. 'nle County's decision shall be binding on all
of the Municipalities and shall apply to all System tabulators, whether
housed at the County or the Municipalities, including backups. Thc
County will enter into a contract with the vcndor for tabulator
maintenance services to be provided directly to thc County and to the
Municipalities.
2. The County shall also provide maintcnance for System Equipment other
than the tabulators.
E.
Ongoing Services
1. Thc County will provide tabulator testing and diagnostic services
for tabulators housed at the County, including backups.
2. Thc County shall purchase tabulators, in addition to those listed in
Appendix A, ifrequested by a Municipality following a final decision on
redistricting in Minnesota and thereafter throughout the term of this
Agreement, on written request from the municipality. Ifrequestcd in
2001 or 2002, payment for the additional tabulator(s) shall be invoiced in
accordance with the payment decision made by the municipality for the
initial tabulator purchase. If requested in 2003 or thereafter, payment for
the additional tabulator(s) shall be invoiced in the year of the request.
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IV. RESI'ONSIllILITIES OF TIIE l\lUNICIPALITIES
A. Implementation
1. Each of the Municipalities shall appoint a Project Manager with the
authority to make binding dccisions on bchalf of the Municipality.
2. Within thirty (30) days of execution of this Agreement by a
Municipality, the Municipality shall notify the County, in writing, ifit
wishcs to makc payment for thc acquisition costs of tabulators and
administrativc equipment ("Equipn~cnt Costs") on a onc-time
rcimbursement basis or ovcr a five-year period. A Municipality may not
revoke its decision at any time after notice has been given.
B. Post-Implementation
Each of the Municipalities is responsible for testing and diagnostic services for
the tabulators located at the Municipality's site, including any backups. TIle
County is not liable for System failure or improper election results due to the
failure of a Municipality to test or diagnose its tabulators or to improperly test or
diagnose them.
C. Each of the Municipalities is responsible for payment in accordance with the
provisions of this Agreement.
V.
OWNERSIlIl'/SOFTW ARE LICENSE
A. The County will initially own all System Equipment.
B. Upon payment in full to the County in accordance with the terms of this Agreement, each
of thc Municipalities will own the tabulator(s) it pays for. The County will maintain
owncrship of backup tabulators, whether housed at thc County's site or at thc
Municipalities.
C. The County is the sole Licensee of the System software.
VI. WARRANTY
A. TilE COUNTY MAKES NO REPRESENrATIONS AND EXTENDS NO
WARRANTIES WIlli RESPECT TO TIlE USE OF THE SYSTEM OR
TABULATORS AND SPECIFICALLY DISCLAIMS ALL OTHER
WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED
TO, ANY IMPLIED WARRANTY OF MERCHANTABILITY, OR FITNESS
FOR A PARTICULAR PURPOSE.
B.
Vcndor Wananty
1. The County represents that the tabulator/sofhvare vendor has warranted
the tabulators/software for a period of two years after delivery and has
stated that, upon transfer of ownership of tabulators in accordance with
the provisions of Section V.B. herein, the warranty from the tabulator
vendor transfcrs to the purchasing Municipality.
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TIle County will obtain warranty services from the tabulator vendor as
requested by the Municipalities, whether or not ownership has
transferred.
The warranties for components of the host computer system shaIl
continue to be those offered by the original equipment manufacturers.
3.
VII. SYSTEM IMPLEMENTATION FUNDING
A. TIle County will provide initial financing for the costs of acquisition, installation,
and implementation of the System ("Implementation Costs").
B. The County will pursue funding from federal and state sources for the
Implementation Costs. To the extent such funding is received, the funding will
be applied by the County as a setoff against the Implementation Costs.
C. To the extent the County incurs financing costs for the purchase, installation and
implementation of t~e Systcm Equipmcnt, the financing costs will be added to
the Implementation Costs for those Municipalities that elcct to pay for the
Equipment Costs over a five ycar period.
D. Each of the Municipalities will reimbursc the County for its proportionate share
of the Implementation Costs as set forth in Section VIII. hercin.
VIll. COST ALLOCATIONfl)AYMENT
A. Cost Allocation-Implementation Costs
I. Tabulators. Each of the Municipalities will reimburse thc County for the
cost of the number of tabulators requestcd by that Municipality in
accordance with the pricing in Appendix A. A list of the estimated
number of tabulators for each of the Municipalities and the percentage of
the total tabulator cost to be paid by each of the Municipalities is listcd in
the Cost Summary and Payment Schedulc, attached hcrcto and made a
part of this Agreemcnt as Appcndix D. This Paymcnt Schedule will be
updated after redistricting when thc total nwnbcr of tabulators rcquested
by each Municipality is known.
2. Other Imolementation costs. In addition to payment for tabulators, each
of the Municipalities will bc responsible for payment of its proportionate
share of other Implcmentation Costs:
a. 11le Cost of System Equipment as dcscribed in Appcndix A,
excluding thc tabulators;
b. The Cost of Implemcntation Services as dcscribed in
Appendix B.
c. For those Municipalities that havc elccted to pay for Equipment
Costs ovcr time, thc total amount to be paid will includc thcir
proportionatc share of any financing costs incurred by thc
County for thc purchase, installation and implcmentation of the
Systcm Equipmcnt, sharcd among those Municipalitics that have
electcd to pay over a fivc ycar period.
3. A Municipality's proportionatc sharc will be determincd using the
pcrcentage the total number of tabulators requestcd by the Municipality
represents compared to the total number of tabulators rcqucsted by all
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Municipalities under this Agreement. The current estimated percentage
for each of the Municipalities is listed in Appendix D. TIle
proportionate shares detennined after redistricting will be used for
allocating the Implementation Costs, both for equipment and
implementation services.
B.
Cost Allocation-Post Implementation Cost
1. The cost of Post-Implementation Services, as described in Appendix C,
will be allocated among the Municipalities based on the number of
tabulators requested by each Municipality as compared to the total
number of tabulators requested for all Municipalities. "I1le current
estimated percentage for each of the Municipalities is listed in Appendix
D.
2. The allocation of costs wiII be adjusted during the tenn of this
Agreement to reflect any changes made in the number of tabulators
requested by each of the Municipalities and/or the total number of
tabulators.,"
3. In July of each calendar year, the County will calculate the
proportionate payment due from each of the Municipalities for the
current calendar year after applying any changes in allocations due to
changes in the number of tabulators used for allocating costs or situations
where the cost estimates for Implementation Services or Post-
Implementation Services for the prior year varied from the actual costs
for those services. Where the final cost for the current year is not yet
known, estimates for Implementation or Post-Implementation Services
will be used. !fa Municipality has paid in excess of what is due,
the excess will be credited against the amount estimated to be due by the
Municipality in the current year. If a Municipality has paid less than
what is due, the County will invoice the Municipality for the shortfall, or
add it to the following year's invoice, at the County's discretion.
4. If the County provides maintenance services through the tabulator
vendor on a time and materials basis, a Municipality that requires
maintenance services will contact the vendor directly, will be invoiced
directly by the vendor, and will be individually responsible for the cost
of the services received, with no right to reimbursement from the
County.
C. Payment
1.
The Municipalities will reimburse the County for 100% of the
Implemcntation Costs. A Municipality may clect to pay its share of the
Equipmcnt Costs on a onc-time reimbursemcnt basis, or over a five
ycar period of time.
The County will invoice each of the Municipalities for its share of
Implementation Costs following Final System Implcmentation. ^ single
invoice or multiplc invoices wiII be sent, depending on the Municipality's
decision regarding payment.
The Municipalities will reimburse the County for 100% of the Post-
Implementation Costs for the software service agreement, election day
SUPPOlt and a tabulator maintenance contract (if a fixed fee maintcnancc
contract is chosen instead of time and materials maintenance). Ballot
generation and printing costs will be allocated based on Minncsota
2.
3.
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3.
Statute and Secretary of State rules, independent from this Agreement.
Special testing or other additional services requested by a specific
Municipality, will be charged to the requesting Municipality.
Each of the Municipalities shall make payment to the County within
thirty days of receipt of an invoice from the County in accordance with
the provisions of this Agreement.
Payment of interest and disputes shall be governed by the
provisions of Minn. Stat. Section 471.425, the Minnesota Prompt
Pay Law.
4.
IX. PROJECT SCHEDULE
A. The System will be implemented and operational by August 31, 2001, for use by
the County and the following Municipalities: Maplewood, New Brighton,
Roseville, and White Bear Lake; and by August 31, 2002, for use by the County
and all of the Municipalities.
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B. A Preliminary Project Schedule is attached hereto and made a part of this
Agreement as Appendix E.
C. The County may change the schedule set forth in Appendix E as appropriate
based on changes in funding sources or the needs of the County.
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TERM
A. The tcrm of this Agreement is for a ten-year period from the date of final
execution by all parties, unless earlier terminated pursuant to the provisions of
this Agreement.
B. This Agreement shall be automatically extended for successive two-year terms, upon the
same or better terms, conditions and covenants, unless a majority of the Municipalities or
the County gives notice of their/its intent not to extend at least 180 days prior to
expiration of the initial or successive term.
XI. ANNUAL REVIEW PROCESS
At least once a year during the term of this Agreement, including any extensions, the County will
convene a meeting of city managers and elections officials from the Municipalities to review the
elections process and System operations. However, the County will not participate in any
discussions at these meetings that involve renegotiation of the financial provisions for the first
five years of this Agreement.
XII. INDEMNIFICATION AND INSURANCE
A Each party agrees that it will be responsible for its own acts and the acts of its
employees, elected officials, and agents as they relate to this Agreement and for
any liability resulting therefrom, to the extent authorized by law, and shall not be
responsible for the acts of the other party or its employees, elected officials, and
agents, or for any liability resulting therefrom. Each party's liability shall be
governed and limited by the Municipal Tort Claims Act, Minn. Stat. Chapter 466
and other applicable law.
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B.
Each party agrees to defend, indcmnify and hold harmless thc other party, its
employees, elected officials, and agcnts from any liability, claims, causcs of action,
judgmcnts, damages, losscs, costs or expenses, including reasonable attorneys fees,
resulting directly or indirectly from any act or omission of the indemnifying party, its
employees, elected officials, or agcnts, in the performance or failure to perform its
obligations under this Agreement.
C. Each party warrants that it is able to comply with the aforemcntioned indcmnity
requirements through commcrcial insurancc or a sclf-funding program.
D. Each of the parties shall insure the full replaccmcnt value of all Systcm
tabulators stored on the party's sitc.
E. All insurancc policies or self-insurancc cCliificates shall be opcn to
inspcction by each party and copies of the policies or certificatcs of self-
insurance shall be s!lbmittcd to a party upon written rcqucst.
XlII. RECORDS
A. Each party agrees that thc other party, the State Auditor, or any of their duly
authorized representatives shall, at any time during nonnal business hours, and as
oflen as they may reasonably deem necessary, have access to and the right to
cxamine, audit, excerpt and transcribe any books, documents, papers, records,
etc., which are pertinent to the accounting practiccs and procedures of
govemmental entities and which involve transactions relating to this Agreement.
XIV. NONASSIGNMENT
A. No party shall assign, subcontract, transfer or pledge this Agreement and/or
services to be perfonned herein.
XV. DIWAULT
A. If a Municipality defaults in the pcrformance of a provision of this Agreement,
and fails to remedy the dcfault within thirty days of receipt of noticc of the
default from the County, the County shall notify thc dcfaulting Municipality that
Post-Implementation Services under this Agreemcnt will no longer be providcd.
The defaulting Municipality will be liable for its full appropriate share of
Implementation Costs under the tcrms of this Agreement. 111c defaulting
Municipality will be liable for its appropriate share of Post-Implementation
Costs, up to the date the services are no longer provided.
XVI. TERMINA nON
A. 'Illis Agreement shall tel1ninate upon unanimous consent of the parties as
evidcnccd by a written resolution of thc governing body of each party or whcn
ncccssitatcd by operation of law or as a result of a decision by a court of
competent jurisdiction.
Elections lP ^
80[25
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B.
Effect of termination. Tcrmination shall not discharge any liability incurred by
any of the parties during the term of this Agreement prior to the effectivc date of
termination. Each party shall bc liable for its own acts to the extent providcd by
law.
XVII. PROPERTY DISPOSITION
A. Upon termination of this Agreemcnt, ownership rcmains as stated in
Article V.
B. A municipality will be given the option to make full payment for a
tabulator it has made partial payment for; such payment must be madc within 30
calcndar days.
C. If thc parties rcaeh consensus on the need to replace thc System, the
parties will negotiate a new agreement, which shall include the
disposition of the System Equipment.
XVIII. NOTICE
A. All notices, reports or demands given or made by a party under the tenns
of this Agreement or any statute or ordinance shall be in writing and shall be sent
registered or certified mail.
B.
All notices, reports or demands shall be sent to the representative designated in
writing by the party. Ifnone has been designatcd, notice to the party's chief
elected official shall be deemed adequate.
XIX. ENTIRE AGREEMENT/ALTERATION
A. It is understood and agreed that the entire Agreement between the parties is
contained herein and that this Agreement supersedes all oral agreements and
negotiations between the parties relating to the subject matter hereof.
B. Any alterations, variations, modifications, or waivers of provisions of this
Agreement shall only be valid when they have becn rcduced to writing as an
amendment to this Agreement signcd by thc parties hereto.
C. The parties may execute separate copies of this Agreement and the si!,l11ature
pages will be part of the original.
XX. SEPARATE EXECUTIONS
Each of the Municipalities may sign a separate signature pagc and all of the si!:,l11ature
pages taken together will constitute the original contract and will be as effective as if all
of the signaturcs werc on the same page.
Elections JP A
90f25
.
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Wherefore, the parties have executed this Agreement the last date set forth below.
COUNTY OF RAMSEY
By:
Rafael Ortega, Chair
Board of Commissioners
Date:
By:
Bonnie Jackelen, Chief Clerk
Board of Commissioners
Approval Recommended:
Dorothy McClung, Director '.
Department of Records and Revenue
Approved as to form and insurance:
Assistant County Attorney
Funds Available:
Fund II
Budgeting and Accounting
NAME OF MUNICIPALITY: M GU.n(/~S. YI€..vJ
By:
Its:
By:
Its:
~~l~~or)
~~(Gr~ A-oVy)(f\ls'~1lr)
Date:JQ11?-JQL
Elections JP A
100[25
.
Appendix A
System Equipment List
Tabulator Acquisition Costs
Quantity
193
DESCIUPTION
ACCUVOTE Prccinct Tabulators
Each Tabulator Includes:
Internal Unintcrruptable Power Supply and Battery
Two Memory Card with Internal Battery (128KB)
One Carrying Case
One Ballot Box
Internal 14.4 Baud Modcm with Phonc Cord
Ballot Box Wheels and Handle
UNIT
PRICE
$4,572
EXTENDED
PRICE
$882,396
216
50
41,688
9,650
193
193
193
Initial Servicing, In~entory, Testing and Loading
Delivery One Site and Insurance
Trade-In
Use Tax
Subtotal Tabulator Acquisition Costs
36
9
(100)
317
$5,100
6,948
1,737
(19,300)
61,257
$984,376
.
Quantity
Administrative Equioment Acquisition Costs
UNIT
DESCRIPTION }JRICE
EXTENDED
PIUCI~
1 GEMS Application Software Set, includes: $85,000 $85,000
Election Management Software
Jurisdiction Management
Ballot Layout
Memory Card Preparation
Results Accumulation and Reporting
Initial Site-License
POSTSCRIPT Ballot Feature - Camera Ready/Electronic Ballot
TELERESULTS Module
Media Results Display, One Display up to 75'
HTML, Text, PDF and Java Functionality
Ballot on Demand
Main NT Server to Include: (estimatc) 7,907 7,907
NT BackOffice
20 US Robotics 33.6 Extcrnal Modems and Cables 120 2,400
1 16 Port Digiboard and Cables 1,400 1,400
1 16 Port Add-on Digiboard and Cables 800 800
1 American Power SMART UPS, 560 560
. APC SU700XLNET
11 x 17 Postscript Printcr and Cable 1,920 1,920
1 Documcntation Manual Set Included Included
300 Precinct Ender Cards Included Included
Elections JP A 11 0[25
.
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Quantity
100
1
I
UNIT EXTENDED
PRICJi~ PRICE
Included Included
65 65
65 65
19 152
300 300
5,100 102,000
10,500 21,000
3,995 11,985
8.681
$244,235
$1,228,611 *
8
1
DESCIUI)TION
Diagnostic Ballots
Set Documentation - ACCU- VOTE Manuals
Set Documentation - ACCU- VOTE Ballot
Specifications
Demo Ballots, Famous Name (25 per pack)
Famous Name Mcmory Cards
20
Backup ACCUVOTE Tabulators
(IO% of cities' order)
2
Ballot on Demand Printers (Heavy Material)
3
AccuFeeds with Cassette
Use Tax
Subtotal Administrative Acquisilion Costs
TOT AL SYSTJl:M EQUIPMENT COSTS.
*Note: The number of tabulators estimated in this section is based on thc CUITcnt number of precincts in
each city with the exception of the City of Mounds View where 5 machines have been included for their
single precinct. The actual number of machines ordered may change due to redistricting in the Spring of
2002. Cities that are not in the totals include:
. Blaine (Ramsey County portion has no registered voters);
. S1. Anthony (coordinates election services through Hennepin County);
. Spring Lake Park (coordinatcs election services through Anoka County); &
. Gem Lake (small number of registered voters, tabulator provided from backup
supplies).
Elections JP A
120f25
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Appendix B
Implementation Services
The County will provide, either directly or through an outside contractor, the services shown below. The
cstimatcd costs shown assume that the services will be provided by the tabulator vendor (Global Elections
Systcms) through the existing state contract for election scrvices. Typical charges are $500 per person
per day, plus portal to portal expenses. The exact cost ofthese Implementation Services will be
determined upon Final System Implementation.
Quantity
1
UNIT
PIUCE
DESCRIPTION
ACCUVOTE Opcrator Training - 2 dayan-site
In accordance with training outline
shown below.
(Municipalities & County Staff - June & August, 2001)
$1,000
ACCUVOTE (TS/OS) Basics - Training Outline
REVIEW DIAGNOSTICS MODE
REVIEW PRE-ELECTION MODE
REVIEW ABSENTEE BALLOT MODE
PREPARING TEST DECKS
BALLOT TESTING
PREPARE ACCUVOTE (Ts&Os) FOR ELECTION
REVIEW ELECTION MODE
POST ELECTION MODE
REVIEW SUPERVISOR FUNCTIONS
2
GEMS Five (5) Day Training - McKinney, Texas $2,500
per training outline included at the end of
Appendix B.
(County Staff - July, 2001)
7
Additional On-site Pre-election Training, $500/day
Testing, Site Surveys
(Municipalities & County Staff & Polling
Locations - August, 2001) Includes review
and identification of thc data transmission site
in each polling location or best alternative
site, performing modem testing from the
polling location and final testing of the
transmission of election results.
2
Poll Worker Training, Develop Poll Worker $500/day
Manual, Open/Close Instructions
In accordance with the training outline
shown below.
(Municipalities Staff, Election Judges - August, 2001)
On-site Election Day Coverage per Contract 10,000
(Coverage for 2001 elections in Maplewood,
Elections lP A
EXTENDED
PRICE
$1,000
5,000
3,500
1,000
10,000
130[25
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.
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Elections JP A
New Brighton, Roseville, White Bear Lake)
'I11e tabulator vendor provides on-site Election Day coverage for the first election
for which a new customer uses the system. For purposes of this coverage, the
above-listed Municipalities will be considered one customer and services will be
provided to them during the same coverage period. 'I11is coverage
consists of a three-day on-site period, starting the Mond:1y beforc the election
through the Wednesday following thc election. A vendor tcchnician will be on-
site to assist in the last minute Elcction Day preparation and testing as required.
This person will provide the technical support required at election central for the
operation of the results server and provide teclmicaI assistance as required for
the precinct workers.
For those customers having 20 to 100 precincts, the vendor wiII assign a second
trained support person to be on-site for the three-day coverage period. For each
100 precincts above the initial 100, the vendor will assign an additional trained
support person for the full three days. Vendor's stafIwill provide ACCUVOTE
procedures. training for the customer's Election Day team, assist in organizing the
team and supervise coverage of all precincts throughout the day.
Each support person assigned will carry an extra ACCUVOTE, memory card,
ribbon and paper tape as he or she is dispatched to a precinct experiencing
tabulator operational difficulties. A coverage plan will be developed that
n0I111ally provides that each precinct is visited by a support person at least once,
if not twice, during the course of the day. This function is performed to answer
poll worker questions and to cnsure a lcvcl of confidence in the operation of the
new system.
Vendor will ensure that each customcr is staffed with trained personnel and cxtra
ACCUVOTES to adequately cover any contingencies.
For subsequent elections, the vendor offers Election Day support services
upon request by the customer. Since each customer's ongoing support
requirements will differ, a plan will be tailored to each customer's
individual requirements. The County currently anticipates having two of the
vendor's staff on-site on Election Day for subsequent elections.
ACCUVOTE Operator Training -- 2 day on-site $1,000
In accordance with training outline
shown below.
(Municipalities Staff - to be detellnined, 2002)
$1,000
ACCUVOTE fTS/OS) Basics --- Training Outline
REVIEW DIAGNOSTICS MODE
REVIEW PRE-ELECTION MODE
REVIEW ABSENTEE BALLOT MODE
PREPARING TEST DECKS
BALLOT TESTING
PREPARE ACCUVOTE (Ts&Os) FOR ELECTION
REVIEW ELECTION MODE
POST ELECTION MODE
14 of 25
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REVIEW SUPERVISOR FUNCTIONS
25
Additional On-site Pre-election Training,
Testing, Site Surveys; maximwn 7 days
(Municipalities Staff & Polling Locations
- JunelJuly/August, 2002)
Includes review and
identification of the data transmission site in
each polling location or best alternative site,
performing modem testing from the polling
location and final testing of the transmission
of election results.
20 Poll Worker Training, Poll Workcr Manual,
Open/Close ~nstructions
In accordance with the training outlinc
shown below.
(Municipalitics Staff, Elcction
Judges - August, 2002)
On-site Election Day Covcrage per Contract
Covcrage for 2002 Countywide elections
Ejections JP A
$500/day
$500/day
10,000
12,500
$10,000
10,000
150[25
.
.
.
Warranty scrvices NC NC
lbc vcndor affirms that routine maintenance is not necessary for satisfactory operation of
the ACCUVOTE equipment. There will be no charge for maintenance, if required,
during the first two years that the tabulators arc used. The two year period begins upon
delivery of the tabulators. Consequently, for municipalities that are using the new
tabulators for 200 I elections, the warranty for those tabulators starts in 2001. The
waITanties for the tabulators for all other municipalities will begin upon delivery of the
tabulators by the vendor in 2002.
'Ibe vendor will train the customer to perform the diagnostic routines built into the
ACCUVOTE operating system. Performance of these simple routines will identify
opcrational functions that require a technician's attention. For those customers that
acquire more than 70 ACCUVOTES, the vendor will dispatch a technician to the
customer's site to perfonn any repairs necessary. TIle customer is responsible for
transporting the units in question to a common site for the technician. Any maintenance
services performed.will be scheduled to accommodate the election activity cycle.
Ballot })rinting
The County will obtain printing services for the generation of optical scan ballots needed for the
tabulators. l11c County will make the contract for the printing of optical scan ballots available to
the Municipalities. The County will provide programming services for ballot printing, memory
card generation, and election results. 11le costs of ballot generation services will be detennined
and allocated as provided by Minnesota Law or Secretary of State rules, independent from this
Agreement.
Notes:
1.
2.
3.
4.
All training services shall bc provided by qualified personnel and in a professional manner.
11le County will make arrangements for all training for County staff and staff ii-orn the
Municipalities.
11le cost of scrvices listed above does not include reimbursement for expenses incurred by the
tabulator vendor related to the provision of services. TIle County will reimburse the vendor for
the actual cost of all expenses incurred in relation to the provision of Implementation Services.
Reimbursablcs are included in the System Implementation Costs. The Municipalities will be
responsible for reimburscment of their proportionate share of these expenses, in addition to their
share of the cost for Implementation Services as listed above.
All training will be providcd in such quantities and with such content as the County, in
consultation with the vendor, deems appropriate. 11le County makes no guarantees
regarding a level of competence after completion of a training program.
GEMS Software Trainiul! Outline
WINDOWS NT SERVER BASICS
BOOl1NG HIE SER VER
DESKTOP ENVIRONMENT
ALTERNATE SESSIONS
DIGIBOARDS & PORTS
ENABLE/DISABLE PORTS
BACKUP/SlIUlDOWN
Elections JP A
160f25
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GEMS Software Trainin~ Outline (continued)
GEJo.,fS JURISDICTION DEFINITION
GEMS OVERVIEW
BASIC GEAIS TERMINOLOGY DEFINITIONS
GEMS MENUS - FIELDS IDENTIFIED
PREPARING FOR GEMS
GtMS ADMINISTRA TION
CREATING USER ACCOUNTS
DEFINING PRINTERS - OFFSETS
DATABASE BACKUP
PREPARATION FOR ELECTION SETUP
GEAIS AIASTERFILE
CREATING THE MASTER FILE
CREA TING DISTRICT FILES
ENTERING DISTRICTS
POLITICAL PARTY DEFINITIONS
ENTERING POLITICAL PARTIES INTO GEMS
CREATING AND ENTERING BASE PRECINCTS
CREATING AND ENTERING REPORTING PRECINCTS
PIUNTING REPORTS AND PROOFING SET-UP
ELECTION CREATION IN GEMS
ELECTION TYPES
ACTIVATING DISTIUCTS
SETUP AIENU DEFAULTS FOR RACE, HEADINGS, BALLOT
RACE DEFINITION
CANDIDATE ENTRY
PRE-ELECTION REPORTS
ROTATIONS
PROOFING YOUR WORK
BALLOT CREA TION IN GEMS
LA YOUT OPTIONS
GENERATE BALLOT TYPES
BALLOT FIELD DEFINITIONS
WHA T CAN MY BALLOT LOOK LIKE
GEMS BALLOT FEATURES
SETTING BALLOT HEADINGS
SETTING RACE llEADINGS
SETTING QUESTION TEXT
GRAPHICS
NUMBERING - UNDERSTANDING GEMS
BALLOT VIEWING USING GEMS APPLICATION
EDITING A BALLOT
Elections JP A
17 of 25
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GEMS Software Trainilll: Outline (continued)
ADDING/DELETING A STYLE
GENERATE FINAL BALLOT FORMAT
POSTSCRIPT BALLOT GENERA710N
SELEC71NG A PIUNTER DRIVER
DEFINING A PRINTER
PIUNl1NG BALLOT-OPTIONS
PRINl1NG PROOFS
SET71NG OFFSETS
PIUNl1NG TO PRINTER OR FILE
PUTl1NG POSTSCRIPT BALLOT ON DISKE71E
VIEWING POSTSCRIPT ON-SCREEN (GIlOSTVIEW)
TRANSlIfIT PS BALLOn' TO PRINTER VIA EMAIL OR MODElIf
MEMORY CARTIUDGE CREATION FOR A CCUVOTE-(TS& OS)
DEFINE NUAfBER OF SPECIAL CARDS NEEDED
UPDATE VOTER REG TOTALS (OP710NAL)
GENERATE PRECINCT COUNTERS
SET ACCUVOTE PARAMETERS
DIGIBOARD/PORTS REVIEW
LOADING/LABELING MEMORY CAR TIUDGES
CREAI1NG DUPLICATE MEMORY CARTRIDGES
GEMS ELEC110N PREPARA710N
ELECTION NIGHT REPORTS SET-UP
ELECTION NIGHT MEDIA AREA SET-UP
ENTERING PRECINCTREGISTRATlON FIGURES
EARLY (ADVANCED) VOTING TRAINING (i(arJVlicable)
CABLING REQUIREMENTS/SET-UP
BUILD SECUIUTY CODES FOR SCREENS
CREATE BACKUP DATABASE
GEMS CENTRAL COUNT SCREENS
TELERESULTS TRAINING
HOST COMPUTER SET-UP/REVIEW
ENTEIUNG PIlONE NO. INTO ACCUVOTE ACCUMULATOR
CONNECTING ACCUVOTE ACCUMULATOR TO PHONE LINE
ACCUVOTE-7:f) ACCUMULATOR STEPS/MSGS TO TRANSMIT
I1?ANSMI111NG TII;ST RESULTS
GEMS TEST UPLOAD SCREEN
PRECINCT SURVEY & MODEM UPLOAD TESl1NG
Elections ]P ^
18of25
. GEMS Software Traininl! Outline (continued)
CENTRAL COUNT TRAINING
ACCUFEED SET-UP, CONNECTION TO HOST
GEldS CENTRAL COUNT SCREENS
CONDUCTING AN ELECTION
ADMINISTRATIVE PROCEDURES- OPENING
CLl--ARlNG COUNTERS/ZERO TOTALS REPORT
STARTING MODEMS PORTS FOR UPLOADS
LOADING ABSENTEE CAIWS
RESULTS SERVER DISPLAY
PRINTING ELECTION NIGHT REPORTS
ADMINISTRATIVE PROCEDURES -CLOSING
POSTELECTION _
VERIFYING RESULTS
PlUNTING FINAL GEMS REPORTS
ANALYSIS OF ELECTION
BACKUP ELECTION
.
.
Elections lP A
190[25
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Appendix C
Post-Implementation Services
The County will provide, either directly or through an outside contractor, the following services:
l\lailltenance
1. Prior to April, 2003, the County will, with input from the Municipalities, choose between the
following options for tabulator maintenance:
a. fixed fee: If the County enters into a fixed fee maintenance agreement with the
tabulator vendor, the vendor will establish on-site maintenance at a single site in
Ramsey County and will charge $125.00 per year per ACCUVOTE tabulator.
11le County and/or the Municipalities are responsible for transporting all thc
ACCUVOTE tabulators to the maintenance site. Maintenance services include all
parts and labor.
b. Time and Materials: If the County elects to maintain the ACCUVOTE tabulators
through the vendor on a time and materials basis, maintenance costs will include
shipping charges tOJhe vendor's repair facility in McKinney, Texas and payment
for parts and labor at the vendor's then current rate. TIle current rate is $125.00
per hour.
2. TIle County will maintain and support the Equipment software to ensure that it
performs in accordance with the Equipment software specifications.
3. The County will maintain and support all System Equipment to ensure that it
performs in accordance with the Equipment specifications.
4. Upon execution, the agreement bctween the County and the tabulator vendor will
be incorporated into and made a part of this agreement by reference. The County will
provide each of the Municipalities a copy of its maintenance agreement with the
tabulator vendor.
Software Support
GEMS annual sofiware support fee of $12,750.00) will be included in Post-Implementation
Costs beginning at the expiration of the two (2) year warranty period in 2003. This includes:
. Error Detection and Correction
. Software Enhancements and Updates
. Telephone Support
. firmware Upgrades
Ongoing Support Services
1. Election Day Support
The County will arrange to have Global Election Systems staff on-site on Election Day to provide
support for tabulators, the transmission and receipt ofclection results, and GEMS software. The
cstimated cost for those serviccs is $2,500 per election (2 staff@ $800 per day, plus expenses).
2. Ballot Printing
11le County will obtain printing services for the generation of optical scan ballots needed for the
tabulators. The County will make the contract for the printing of optical scan ballots available to the
Municipalities. 'I1le County will provide programming services for ballot printing, memory card
generation, and election results. The costs of ballot generation services will be detenl1ined and
allocated as provided by MiIUlesota Law or Secretary of State rules.
Elections JP A
20 of 25
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3. Testing
At the request of a Municipality, the County will obtain services from the tabulator vendor for the
creation of test decks and associated testing, as long as the vendor continues to offer those services.
TIle current rate under the state contract is $100 per precinct per election.
4. Additional Services
At the request of a municipality, the County will obtain additional services as offered by the tabulator
vendor. The current rates under the state contract for Global staff support arc $500 per person per
day, plus portal to portal expenses or $175 per hour for custom programming services. This item
includes arranging for additional refresher training or training of new employees on the use and
operation of the Equipment. It also applies to services for special elections that are not held in
conjunction with regularly scheduled state or local primary or general elections.
The County will not be liable for the cost of any additional services unless the County and the
tabulator vcndor have executed an amendment to their agreement regarding scope, schcdule,
and cost. 1be requesting Municip'ality will be liable for all costs for additional services
requested. .
Elections lP A
21 of25
.
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..
Appendix D
Cost Summary and Payment Schedule
Cost Summary and Pa}ment Schedule for Election Equipment Acquisition & Ongoing Support Costs
(Cos~ allocated based on nwnber of~hines in ~ach city)
--...----,-- . , :
: ; , _ ____.1.___._. fu 811512002 or in :
u..- -. -- --- -. .-- n_____ ------- -.--.- ',__'.h._ -..- ____<__.___.._n_._. --+--_. ..t'"---.----- .- --".. ..---- --- --. .'---'-'--- -_..--- ~;-_.--.---
-...---.-....--.-.--..--------.--.---~-+--__t_---..~i_-..--~----.--------~------ Five Eqnl Yearly Installments , Due Yearly
.. ----
; , , . ColTU1'1encing 811512002 Du:: 8/1512002 :iarting 8/1512003
..___u _______ ------. ___..___u__._.___._..._ _______________.._,...__.___h._._._..___
. . Estimated Net Election Est imated Est imated Est imated
:
-- -- no_ -- - -- ... --- --- -- -. --- -- -. -- __.--00- ---- .- --- ---- ------- --- ---..-. -- ----------...- --.---------- --..---- -.----.---- .--"-----.---.. ...--
; 1 ; Slare of Less: Fed:ral or ~~:m Yearly Cost Slare 0 f Slare of Post .
Orrent Est imated %ofTotal Est imated Mninistrative s.:.~~r~~~_~ ~pment _. __ ifpa~dov':::.. __I~E!~tal!~.~_ _!~~~~e~E!~~__
---" .n. ..-...--.-----. ...------- --------"-. .____u_ .-... _..____ .______h__. --.....---....----.---.. --
# of # of # of TaWator Costs _ Acquisiti~_ FlIlct Already AC4Ji~tion 5 years + S:rvice Service
ICDVERN-MENT AL UNlT-- -- ---- -- @$5,100.40 each - -'
Precincts Machines Machines Costs Paid Costs 4%on Balance CoSl.S Costs
,~. PAl.J1.._INon:...Airport) ___~_--'-_~_~2%' ----'____ $606,947: $149,819: ($357,000) $399,7661 $89,7981 , $44,719! $26,608'
~~~n--'----' -.----------i-----t--~-----.~~~f.-.-.-.+--.--.--.--~---. - ~~~.~!---------.-_{~--~~!---E~~t----~.--.--.~f---~-----.----.-~~:
~FAIRcroUl'iDS 0 0 0.000%: 01 0: a! a! 01: a! 0;
'F~t:XJ~..J:IEI<:HTS 2 ... i 2 ,__1..0~.~~~~1. .. .Jg,~~~! . _~,51_8l____. _ __~ i__.___. ___~,?_!~ !__2~8.5.?.i -----I ________?_~_:____ m ---.------.~2i
'CHvlU\KE 1 ,I 0.515%[ oj 1,258: 0: 1,258; 2831' 3751 223 [
,LAUDERDALE . ..__... ._L___._;.__ __~_____:__~2~~.~:.._ .______L___ ___._._..~,I 00 L__ _____1.25!'-________ . _ ... ~__..~!:___ _ ~~~!L_~ .____ .____375j__._______~EJ
ii:.ITTi:.EcA.~ADA------ _____._~__._,_.__~__. 1.546%: 15,3011 .______ 3,776L___gl__ 19,077: 4,285!! 1,127! 671;
:rvlAPLEWOOD 16 16 8.247%1 81,606, 20,142j 0; 101,748~ 22,8551 6,012: 3,577!
i~~~vlEW 1 5 2.577%i ~5~~0~i 6,29~: ..0: _}!.o.~~_6.!_.?,}~~L---,____._ ____J,~?2_: _}!!I_~:
iNB'IBRlGITON 7 7 3,608%: 35,703; 8,812: 0: 44,515: 9,9991 i 2,630: 1,565i
;NORTH OAKS 1 I 0,515%; 5,100: 1,258: a! 6,358! 1,4281 i 375; 223:
iNORTHsr.P~~__________-_~--- ! 4 I 2.062%: , .__ 20,4~L_._____ 5,036~-_-___~L---. 25,438: 5,7141 ,_ 1,503:____._ 894i
iROSEVlLLE : 10 : 10 ' 5,155%; , 51,004: 12,590' 01 63,594: 14,2851; 3,7581 2,236!
1____________._________ ........- ___h. n_' ._. n_.____.__ _____ ________.____.__.______________ ,___..___. .__.n ________._1._______ ------0.--.-----.----.----------.--.---' -----.. .-- .-. -------------
:sr. ANfOONY(PART) . I . 0 0,000%[ i 0; oj 01 0: 01: 01 01
!SHOREVlEW 6 6 3,093%: 30,602; 7,5541 OJ 38.156\ 8,571! 2,2551 1,342:
iSP_~GLAK.E ~K.(PART) 1 0 i _ .9.<XJSl%1 OJ. 91 ___~! _ __.___ 01 ____ ___Ot.__: __. __ ._____.9!__ gJ
!VADNAlSHEIGITS 4 4 i 2,062%: 20,4021 5,036! Or 25,4381 5,7141 i 1,503: 894;
,WI-nTEBEARl..AKE{PART) 6 6,3.093%; . 30.602: 7.554: oi 38,1561 8,571i! 2,255 [ 1,3421
._____..__ _.__._.. __ _ .~_. __ .. ,'n __n_.... ... .. ._~ ._______..____0._____... __ _____0______ . _. . __ _1______._ _ ._ .____..._0._. ___m___ _____l____.___ -------.-,.~ -- ---.-- ---...---.------...--'1
~T_~ BE:\R TOWl"!.__. ___.__.__. .n~ .___... ~. ___~.577%! __~.___~~E____h_ _6,29_4.L..______ 0: 31 ,796.~___~_J_ __ ____---.-.!,879l_____~
__... ... __,_._._ __._ .__.___.___._.. __.____.". _... .___.~_ .__ n. _ _....:._ .__._.____.._l_____.___~_ _...".._ .. ...______.. ____._. __.. _._ ....J. ___...__..____.J____.____n....__..l.__ .._______L____.~- ...-.---.1----..--------.-.~
CX>UNTYTOTAL ___~~ 194: '-loo~600%: :.----.$98-4:376'--- --$244,235:- ($'357~oooi- --- '$8'7-i,61-I;" i i - -$72:9001--.--------- --S43~i75-:
j . i __. L_ ;
* Please see notes on next page
Elections JP A
23 of 25
.
.
.
Appendix D
Cost Summary and I'ayment Schedule
Notes:
1. Number of machincs -- Thc numbcr of machincs uscd for allocating payments is based upon the
number of precincts in cach municipality with the exception of Mounds View whcre five machines have
becn included for thc single precinct containcd in that city. The actual numbcr of machines ordcrcd may
change due to redistricting in the Spring of 2002. Cities that are not in the totals include:
. Blaine (Ramsey County portion has no rcgistcred voters);
. St. Anthony (coordinates election serviccs through Henncpin County);
. Spring Lakc Park (coordinatcs e1cction services through Anoka County); &
. Gcm Lake (small number of registered voters, tabulator provided from backup
supplies).
2. Gem Lake - While Gem Lake has not becn allocatcd thc dircct cost for a tabulator, thc city has bccn
allocated proportionate shares of administrative equipmcnt costs, Implcmcntation Scrvices and Post-
Implcmentation Serviccs as if the city had purchased a tabulator.
3. Implementation Scrvices - Includes estimates for "portal to portal expenses" in addition to direct
staff costs as anticipatcd to be provided by the vcndor as outlined in Appendix B.
4. Post-Implemcntation Services - Includcs estimatcd costs for the software scrvicc agrcement, a fixed
price tabulator maintenance contract at $125 per tabulator, and Election Day support for two clections per
year. Special testing, training or spccial election support would be in addition to thesc costs.
Prcpared by: Ramsey County, Property Rccords & Rcvenuc, Local Govcmment (CAS) 7/30/01
Elections JP A
240f25
.
.
.
June 2001
June 2001
July 200 I
June 200 I-ongoing
July 2001
July 200 I
August 200 I
August 200 I
August 200 I
August 200 I
August 200 I
Sept. 2001
Sept. 2001
Oct. 2001
Nov. 2001
Late Fall 200 I to
Early Spring 2002
Spring 2002
June 2002
August 2002
August 2002
Sept. 2002
Nov. 2002
Elections JP A
Appendix E
Preliminary Project Schedule
Initial System Equipment Delivcry
Tabulator training for Municipalities and County
County to develop printing contract and secure vendor for new
ballot style
Conduct election equipment demonstrations in four MWlicipalities
and for cormnunity events
Election software training for county staff
Candidatc filings for cities with primaries
Tabulator training for cities and county
Poll worker training on tabulators
Site surveys to verify phone transmission of results
Prilll_ary Election ballots available for absentec voting
Tcsting of elcction network
Uniform Primary Elcction Day 9/11/01
Candidate filings for citics without primarics
General Election ballots available for absentee voting
Uniform Gcneral Election Day 11/06/01
Determine additional tabulator needs
Issue County Debt or otherwise provide funds for election
equipment
Place order for additional tabulators
Tabulator training for Municipalities
Site surveys to verify phone transmission of results
Tabulator training for Municipalities
Poll worker training for Municipalities
State Primary Election Day 9/10/2002
State General Election Day 1 1/05/2002
250[25
.' ,
Resolution
.
Board of
Ramsey County Commissioners
Presented Dy _ Commissioner wiessner
Attention:
Date _~pril ?4,
2001 No. 2001-12
Budgeting and Accounting
Dorothy McClung, property Records & Revenue
Chris Samuel, Property Records & Revenue
Page 1 of 4
WHEREAS, Voting is the most accessible way for citizens to participate in
government and is the foundation of our democratic form of government; and
WHEREAS, Recent l1ational events during the 2000 presidential election
have heightened voter interest and concern about how elections are conducted
and the aging equipment that is used to conduct elections, and that concern is
resulting in federal and state legislative proposals that would provide funding for
the replacement of aging election equipment; and
.
WHEREAS, The current optical scan election equipment used in Ramsey
County was purchased in 1986/1987 and is obsolete, and newer equipment is
now available on the market that would minimize service disruptions and should
have lower operating costs for equipment maintenance and ballot printing; and
WHEREAS, The County planned to replace the election equipment in 2003
and discussions with city officials have supported moving the initial
implementation of new equipment to 2001 because it would be a missed
opportunity if it was not purchased during 2001; and
WHEREAS, To allow this expedited timeframe, the County must provide
the funds to purchase the equipment and this provision does not preclude the
County from charging the cities for the new equipment and the cities have
expressed a willingness to negotiate such a charge; and
WHEREAS, A state contract, which expires on April 30, 2001, for
purchasing election equipment currently exists for the only two certified vendors
of new election equipment and the County Attorney has approved use of this
contract for purchasing new election equipment; and
-=EY COUNTY BOAIW OF COMMISSIONERS
YEA NA Y
- tknnctt
---- --_.-
,Ut ,igh
rim McDonough
~afacl Ortega
.; icturia Reinhardt
lanice Rettman
Ian Wiessner
OTll ER
Rafael E. Ortega, Chair
(Continued)
By ___0________-
BOIUlic C. Jackelen
Chief Clel k - County Board
. ..
. ~.
Resolution
.
Board of
Ramsey County Commissioners
Presented By
A. tten lion:
Commissioner Wiessner
Date April 24,
2001 No. 2001-129
Budgeting and Accounting
Dorothy McClung, Property Records & Revenue
Chris Samuel, Property Records & Revenue
Page 2 of 4
WHEREAS, The Ramsey County Election Equipment Task Force has
evaluated the vendor proposals under the state contract and has recommended
that Global Election Systems be awarded the contract; and
-
WHEREAS, Funds are available for the initial purchase of equipment and
the County will issue Capital Notes or otherwise provide for debt service of the
net amount not funded from federal and state sources; and
.
WHEREAS, New service alternatives exist in the areas of central absentee
ballot processing, touch screen voting for the blind and disabled and the
corporate recruiting of election judges and some of these alternatives may
require legislative changes before implementation; Now, Therefore, Be It
RESOLVED, The Ramsey County Board of Commissioners hereby
authorizes the County Manager to initiate the purchase of hardware, software
and training necessary for new optical scan voting equipment from Global
Election Systems under an existing state contract for election equipment prior to
April 30, 2001 or subsequent to this date if the contract is extended for an
additional period of time by the State of Minnesota and Global Election Systems;
and Be It Further
f1fEY COUNTY BOARD OF COMMISSIONERS
YEA NAY
knnett
-- ----.-.-
)Ut. ...igh ________ __ _____.
rim McDonough
~afacl Ortega
victoria Reinhardt
Ian ice Rettman
Ian Wiessner
OTII ER
(Continued)
Rafael E. Ortega, Chair
By
Bonnie C. Jackelcn
Chief Clerk - County Board
-'17
.
II.' ,
.
Resolution
Board of
Ramsey County Commissioners
Presented l3y _ Cormnissioner Wiessner
I\ttent.ion:
Date
April 24 L--__ 2001 No. _ 2001-12
Budgeting and Accounting
Dorothy McClung, Property Records & Revenue
Chris Samuel, Property Records & Revenue
Page 3 of 4
tfSEY COUNTY I30^RlLQLCOMMJS_SIONEJ~S.
YEA NAY
>cnllclt
---- -
) lit. ~igh
Jim McDonough
{afaclOrtega
victoria Reinhardt
lallicc Rcllman
lall W icssllcr
.
RESOLVED, There is hereby appropriated $357,000 from the city/school
district election contract fund for initial equipment purchase, and there is also
appropriated a temporary loan of $1,237,000 from the County fund balance to be
reimbursed by any available state and federal funding, with the balance of the
temporary loan to be repaid from proceeds of County capital notes to be issued
for the replacement of election equipment; and Be It Further
RESOLVED, The Board authorizes the County Manager to prepare the
necessary paperwork to issue five-year capital notes or to incorporate the net
amount needed after consideration of available state and federal funding into
other county debt issuance in order to finance election equipment replacement;
and Be It Further
RESOLVED, The Board authorizes the County Manager to work with the
Secretary of State and the Legislature to secure state and federal funding to
replace election equipment; and Be It Further
RESOLVED, The Board authorizes the County Manager to work with the
cities and school districts to develop a joint powers agreement that provides for
reimbursement to the County based on the number of vote tabulators used in a
given city for net costs for election equipment replacement, underlying
administrative hardware and software, backup tabulators and County costs for
debt issuance as well as ongoing election operational expenses and to return to
the County Board with this agreement by July 2001; and Be It Further
aT! IER
Rafael E. Ortega, Chair
(Continued)
By _.____.____._.__....._.__.._..____._____.____
Bonnie C. Jackelell
ChicfClerk - COllnty Board
...
~.. ... ..
Resolution
.
Board of
Ramsey County Commissioners
Presented By _ Commissioner Wiessner
Attention: Budgeting and Accounting
Dorothy McClung, Property Records & Revenue
Chris Samuel, Property Records & Revenue
Date
April 24,
2001 No. 2001-12'
Page 4 of 4
RESOLVED, The Board authorizes the County Manager to provide notice
to the City of St. Paul and the St. Paul School District of the need to renegotiate
the existing contracts for election service, to conduct such renegotiations and to
return such amended contracts to the County Board for approval; and Be It
Further
.
RESOLVED, The Board authorizes the County Manager to pursue
legislation that would allow for a central absentee ballot board to be created for
the entire County; and Be It Further
RESOLVED, The Board authorizes theDirector of Property Records &
Revenue to approach corporate and public employers in Ramsey County for the
purpose of recruiting election judges; and Be It Further
RESOLVED, The Board authorizes the Director of Property Records &
Revenue to work with the Secretary of State on a touch screen voting equipment
pilot project for special service needs at such time as touch screen equipment is
approved for use in Minnesota, with such proposal to be presented to the County
Board for approval before implementation.
_1SEY COUNTY BOARD OF COMMISSIONERS
YEA NAY
sennett X
)ut. ~igh --y--
lim McDonough _ X--~_ -
'{afae\ Ortega __lL__
\'ictoria Reinhardt~_
lanice Rettman _X__
Ian Wiessner _-x__.
OTHER
'\ ("':-