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AI- 48774

Commissioners Court

Meeting Date:	08/17/2020
FY21 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 FY21 renewal will be budgeted as part of the non-departmental budget request. The estimated cost of the maintenance agreement is approximately $263,816.50

This line item will be included as part of the regular FY21 maintenance request.

Purchasing Department Action

Request Commissioners' Court consideration and any action regarding approval of Contract Amendment No. 10 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, 2020 through September 30, 2021. 2) Approve VEMACS Licenses and Support in the amount of $104,466.41 per voter fee per attached schedule. 3) Approve Addition of VoteSafe Licenses and Install in the amount of $80,000. 4) Approve VoteSafe Support in the amount of $54,180. 5) Approve BallotBoard Licenses and Support in the amount of $25,170.09 per voter fee and allow Purchasing Agent to execute same. KG
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.
FY2021 - $263,816.50 (SOS voter count 517,009)
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 2021 Budget in the amount of $263,816.50 for Amendment No. 10 to Contract No. 02376-09, Voter Registration and Early Voting Software for existing VEMACS Support, VoteSafe Software, and BallotBoard Software. Contract extention for the period October 1, 2020 through September 30, 2021 and various other changes outlined in the amendment. General Fund (0001).

Auditor's Office Action

Funds available in the General Fund. Budget anticipated to be approved for FY 2021.

Commissioners Court

No. 10 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, 2021, make 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:

263,816.50

Unbudgeted:

Funds NOT Available:

Amendment:

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

Fund Transfers

Remarks:

This will be budgeted as part of the FY21 mantenance budget.

Attachments
Court Order
Memo
Court Order No. 2016-423-06-20 Sole Source - VEMACS & VoteSafe
Court Order No. 2017-528-07-24 Sole Source - BallotBoard
Contact Amendment No. 10
Invoice FY21 VEMACS Licenses & Support
Invoice FY21 VoteSafe Licenses
Invoice FY21 VoteSafe Support
Invoice FY21 Ballotboard
Voter Fee Schedule
Software and Maintenance Support Agreement
1295 Form - Redacted
2252 Certification