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AI- 46821
Commissioners Court
Meeting Date: 08/05/2019  
FY20 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 FY20 renewal will be budgeted as part of the non-departmental budget request. The estimated cost of the maintenance agreement is approximately $211,000.

 

This line item will be included as part of the regular FY20 maintenance request.

Purchasing Department Action
Request Commissioners' Court consideration and any action regarding approval of Contract Amendment No. 9 to Contract No. 02376-09, Voter Registration and Early Voting Software for existing VEMACS Support (Votec Corporation), VoteSafe Software, and BallotBoard Software for the following: 1) Approve to extend contract for the period of October 1, 2019 through September 30, 2020. 2) Approve VEMACS Licenses and Support in the amount of $99,729.48 per voter fee per attached schedule. 3)  Approve Addition of VoteSafe Licenses and Install in the amount of $40,800. 4) Approve VoteSafe Support in the amount of $45,000. 5) Approve BallotBoard Licenses and Support in the amount of $25,047.48 per voter fee and allow Purchasing Agent to execute same. cw 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). This contract renews annually.

FY2020- $210,576.96 (SOS voter count 504,748)
FY2019- $162,635.44 (SOS voter count 468,944)
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 upon adoption of the FY 2020 Budget for Contract Amendment No. 9 to Contract No. 02376-09, Voter Registration and Early Voting Software for existing VEMACS Support, VoteSafe Software, and BallotBoard Software. New term is October 1, 2019 through September 30, 2020. General Fund (0001)
Auditor's Office Action
Funds available in the General Fund. Budget amendment will be processed upon approval. Budget anticipated to be approved for FY 2020.
Commissioners Court
No. 9 to Voter Registration & Early Voting Software (Contract No. 02376-09) with VOTEC Corporation to provide various changes to the contract and extend the contract for one (1) year through and including September 30, 2020, Information Technology.

Budget Information
Information about available funds
Budgeted: Funds Available: Adjustment: Amount Available: 211000
Unbudgeted: Funds NOT Available: Amendment:
Account Code(s) for Available Funds
1: 0001-10001-0001-41-30-0000-637503
Fund Transfers
Remarks:
Amount is budgeted as part of the FY20 budget process.
Attachments
Court Order
Court Memo
Court Order No. 2016-423-06-20 Sole Source-VEMACS & VoteSafe
Court Order No. 2017-528-07-24 Sole Source-BallotBoard
Contract Amendment No. 9
Invoice FY20 VEMAS Support
Invoice FY20 VoteSafe Licenses & Install
Invoices FY20 VoteSafe Support
Invoice FY20 Ballotboard
Voter Fee Schedule
Software and Maintenance Support Agreement
Form 2252
1295 Form - Redacted

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