Item R2 BOARD OF COUNTY COMMSSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 21, 2013 Division: Supervisor of Elections
Bulk Item: Yes _ No _ Staff Contact Person/Phone#: Joyce Griffin
292-3416
AGENDA ITEM WORDING: Approval for the Supervisor of Elections(SOE)to enter into contract
negotiations with Dominion Voting Systems, who was the lowest and most responsible respondent to an RFP
for Voting Tabulation System Hardware and Software. The Cost for the system will come exclusively from the
SOE budget.
ITEM BACKGROUND: The Supervisor of Elections is concerned that present equipment, while fully
functional, is regularly in need of repair and new equipment is necessary for the future, therefore a Requests for
Proposals was advertised for the new voting tabulation equipment. The RFP was opened by the County
Purchasing Department on August 6, 2013. Subsequently the SOE reviewed the proposals and ranked them.
Dominion Voting System was the least expensive and was determined to be the equipment best suited to the
needs of the SOE.
PREVIOUS RELEVANT BOCC ACTION: On July 17, 2013 the BOCC approved the advertisement for an
RFP regarding the purchase of new voting tabulation equipment for the Supervisor of Elections.
CONTRACT/AGREEMENT CHANGES: none
STAFF RECOMMENDATIONS: N/A
TOTAL COST: $608,541 from the SOE budget INDIRECT COST: -0-BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE: N/A
COST TO COUNTY: no additional cost over SOE approved budget SOURCE OF FUNDS: SOE budget
REVENUE PRODUCING: Yes_ No X AMOUNT PER MONTH Year
APPROVED BY: County Atty_ OMB/Purchasing Risk Management
DOCUMENTATION: Included Not Required
DISPOSITION• AGENDA ITEM#
Revised 7/09
�D�Ots C%it R.JOYCE GRIFFIN
Y• :' Supervisor of Elections
o 'sue
9d,• Monroe County,Florida
�'��1f•Of��� -.+ry+M1v.keys-elections.ol�
August 12, 2013
Board of County Commissioners
500 Whitehead St.
Key West, FI 33040
Dear Commissioners:
I am requesting that you accept the response by Dominion Voting System to the RFP for voting Tabulation
System, including hardware and software.The responses were opened by the County Purchasing Department
on August 8w,2013. Dominion Voting System submitted a quote for$608,541.00.The other respondent
submitted a quote for$633,130.00. 1 reviewed and ranked the two respondents and concluded that Dominion
Voting System was the lowest and most responsible vendor for the needs of the County. I would like to begin
negotiating a contract with this vendor. Dominion Voting System has offered the most desirable and current
equipment. This equipment will be purchased out of the Supervisor of Elections budget and no additional
funds from the county will be required.
Dominion Voting System has two systems currently certified in Florida;their quote is on their most current and
up to date technology. By comparing the two I find that Dominion's system is the most current on the market
and the only system that insures that the voter with a disability is voting a secret ballot. In addition their
absentee scanner is the only system that will capture an image of each ballot and under that image it will
record how each individual ballot was tabulated. Dominion's system can be used by both voters with or
without a disability. In addition,this system allows my office to have a back-up system in each precinct in case
a unit does not operate for some reason.
The Dominion quote includes a new required server to run the election management software.The Dominion
System hardware is certified to the highest Election Assistance Commission standards. EAC is the federal
agency that is charged with oversight of voting systems at the federal level. Dominion's quote for 76 units,
each unit having the capability to vote both voters with or without disabilities.
The other respondent has two voting systems currently certified for use in Florida. They are purposing that we
purchase their older system instead of their current system. The reason for this could be the cost of their new
absentee tabulators.Those tabulators currently cost roughly$100,000.00 apiece. Unfortunately,the system
they propose is comparable to the system we currently have. I am seeking a more updated system. In addition,
their device for voters with disabilities is much like the touch screens voters with disabilities are currently using.
This device is separate from the unit being used by voters without disabilities,which could compromise the
secrecy of the ballot for disabled voters. The technology for this device is approximately 12 years old and my
research shows that it may be at the end of its technical life span.
Key West Office:530 XA1itehead Street#101•Key West.Florida 33040-047•(305)`?Q1_1-3416
1latalhon Office(NEM 50.5): Marathon Gmernment Annex•490 63H St.,Ocean,Suite 130•Marathon,Florida 33050•(305)28S-6017
Keay Largn(Ohre(M M 102):Murrav\eburi Center•103050 cverseas Hutt#137•Key Largo,Florida 33037-4785•(305)453-8740
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With respect to absentee ballots,I believe that the absentee scanner proposed by the second respondent is
not as useful for this County as the one proposed by Dominion Voting System,as it does not record how each
individual ballot was tabulated. The suggested tabulator is also old technology and they do not propose plans
to upgrade this hardware or to incorporate it into their more current systems. The second respondent does not
include in its quote a required new server to run the election management software. The quote is for 76 units
for voters without disabilities and 43 units for voters with disabilities which is insufficient back up for voters with
disabilities.
I hope you agree with me that the Dominion Voting's, RFP,would be the best choice for the voters of Monroe
County. I purpose that we purchase the least expensive equipment that happens to also be most up to date
technology.
s
t Sincerely,
7
R.Joyce Griffin
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