Agenda

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AI- 52688

Commissioners Court

Meeting Date:	09/12/2022
FY23 Maintenance Renewal Authorization for VOTEC
Submitted By:	Greg Elliott
Department:	Information Technology
Request Type:	CONSENT	Agenda Area:	Amendment

Information

Department Action

At the request of the Purchasing Department, Information Technology is requesting Commissioner Court to authorize the renewal of the current maintenance contract with VOTEC Corporation for Field System Software Support and VEMACS Support. The FY22 renewal, budgeted as part of the non-departmental maintenance budget, is $229,867.

Purchasing Department Action

Request Commissioners Court consideration and any action regarding approval of Contract Amendment No. 13 to Contract No. 02376-09, Voter Registration and Early Voting System with VOTEC Corporation to: (1) to extend contract for the period of October 1, 2022 through September 30, 2023; (2) approve VEMACS Licenses and Support in the amount of $119,868.05 per voter fee per attached schedule; (3) Approve BallotBoard License in the amount of $25,939.65; (4) Approve VoteSafe Support in the amount of $72,180.00; (5) Approve Mail Ballot Activity Portal (MBAP) in the amount of $11,879.30 per voter fee and allow Purchasing Agent to execute same. mlm
Note: Votec is the sole source provider for VEMACS Support and VoteSafe Software per Court Order 2016-426-06-20. Votec is also the sole source provider for BallotBoard Signature Verification Software per Court Order 2017-528-07-24. This contract provides software maintenance for the VEMACS (Voter Registration Software), BallotBoard and Vote Safe (Voter Lookup).

HR and/or IT Action

Budget Department Action

Budgeted funds available upon adoption of the FY 2023 Budget in the amount of $229,867 for Contract Amendment No. 13 to Contract 02376-09, Voter Registration and Early Voting System. General Fund (0001).

Auditor's Office Action

Funds available in the General Fund. Budget anticipated to be approved for FY 2023.

Commissioners Court

No. 13 to Voter Registration & Early Voting Software (Contract No. 02376-09) with VOTEC Corporation to extend the contract for one (1) year through and including September 30, 2023, provide various changes to the contract and further authorize the Purchasing Agent to finalize and execute same, Information Technology.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

229,867.00

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	0001-10001-0001-41-30-0000-637503

Fund Transfers

Remarks:

Budgeted as part of the FY23 non-departmental maintenance budget.

Attachments
Court Order 2022-834-09-12
Court Memo
Amendment
Invoice BallotBoard Licenses & Support
Invoice Mail Ballot Activity Portal License & Support
Invoice VEMACS Support
Invoice VoteSafe Support
Voter Fee Schedule
Software and Maintenance Support Agreement
1295
2252
Court Order No. 2016-423-06-20 Sole Source - VEMACS & VoteSafe
Court Order No. 2017-528-07-24 Sole Source - BallotBoard
2022 State Certification of Votec Poll Book.pdf