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AI- 41935

Commissioners Court

Meeting Date:	08/22/2016
FY17 Maintenance Contract Renewal for Votec VEMACS Software
Submitted By:	Greg Elliott
Department:	Information Technology
Request Type:	CONSENT	Agenda Area:	Contract Renewal

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 FY17 renewal will be budgeted as part of the non-departmental budget request. The estimated cost of the maintenance agreement is approximately $110,854.66.

This line item will be included as part of the regular FY17 maintenance request.

Purchasing Department Action

Request Commissioners' Court consideration and any action regarding approval to renew RFP 02376-09, Voter Registration and Early Voting Software with Votec beginning October 1, 2016 through September 30, 2017. cw

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

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 2017 Budget in Non Departmental Software Maintenance. Contract term is October 1, 2016 through September 30, 2017. General Fund (001).

Auditor's Office Action

Funds available in the General Fund. Budget anticipated to be approved for FY 2017.

Commissioners Court

Voter Registration and Early Voting Software (RFP No. 02376-09) with Votec Corporation to extend the contract for one (1) year through and including September 30, 2017, Information Technology.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

110,854.66

Unbudgeted:

Funds NOT Available:

Amendment:

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

Fund Transfers

Remarks:

Budgeted under the non-departmental maintenance budget account, 001-1001-411.75-03.

Attachments
Court Order
Memo-Updated
RENEWAL LETTER (UPDATE)
Letter from Votec
Invoice FY17-VEMACS Support
Invoice FY17-Software Support
Agreement
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