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AI- 43374

Commissioners Court

Meeting Date:	07/24/2017
FY18 Maintenance Contract Renewal Authorization for Votec Systems
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 FY18 renewal will be budgeted as part of the non-departmental budget request. The estimated cost of the maintenance agreement is approximately $130,000.

This line item will be included as part of the regular FY18 maintenance request.

Purchasing Department Action

Request Commissioners' Court consideration and any action regarding approval of Contract Amendment No. 7 to Contract No. 02376-09, Voter Registration and Early Voting Software for existing VEMACS Support (Votec Corporation) and VoteSafe Software for the following: 1) Approve to extend contract for the period of October 1, 2017 through September 30, 2018. 2) Approve purchase of 50 VoteSafe licenses to be added to contract in the amount of $40,000.00 (per attached quote). 3) Replace VOTEC System Warranty, Maintenance, and Support Fees 2017 and allow Purchasing Agent to execute same. Cw

Votec is the sole source provider for VEMACS Support and VoteSafe Software per Court Order 2016-288-05-02.

This contract provides software maintenance for the VEMACS (Voter Registration Software) and Vote Safe (Voter Lookup). This contract renews annually.

FY2018- $124,124.52 (SOS voter count 475,828)
FY2017- $110,854.66 (SOS voter count 425,273)
FY2016- $108,740.00 (voter count 431,883)
FY2015- $104,530.68 (voter count 413,584)
FY2014 - $99,655.83 (voter count 395,246)
FY2013 - $86,777.80 (voter count 388,778)

HR and/or IT Action

Budget Department Action

Budgeted funds available for VOTEC and VEMACS maintenance and support upon adoption of the FY 2018 Budget in the amount of $130,000 in Non Departmental County Wide Technology Maintenance. General Fund (001).

Auditor's Office Action

Funds available in the General Fund. Budget anticipated to be approved for FY 2018.

Commissioners Court

No. 7 to Voter Registration and Early Voting Software (Contract No. 02376-09) with VOTEC Corporation to make various changes to the contract, extend the contract for one (1) year through and including September 30, 2018 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:

130,000

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	001-1001-411.75-03

Fund Transfers

Remarks:

Attachments
Court Order
Court Memo
Court Order No. 2016-288-05-02 Sole Source
Amendment No. 7
Invoice FY18-VoteSafe Licenses
Invoice FY18-VEMACS Support
Invoice FY18-VoteSafe Support
Original Agreement and Schedule Fees
VOTEC 2017 Schedule Fees
1295 Form