Title
Elections Tabulation System Services - Maricopa County Contract 190265 (Ordinance S-46829)
Description
Request to authorize the City Manager, or his designee, to enter into a cooperative participating agreement through Maricopa County Contract 190265 for elections tabulation system equipment, maintenance and support services with Dominion Voting Systems. The aggregate contract value shall not exceed $1,336,116 (including applicable taxes), with an estimated annual expenditure of $267,223. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
This contract will provide a centralized ballot tabulation system, including maintenance and support services, for the tabulation of Early Ballots, Voting Center Ballots, and Provisional Ballots for City elections. The City's voter registration count is over 797,000, with over 580,000 of those registered voters on the Permanent Early Voting List (PEVL). PEVL voters automatically receive a ballot in the mail approximately 27 days before an election.
The City has 125 voting precincts and uses 28 voting centers to conduct in-person voting. With voting centers, voters can go to any location to cast their ballot over a three-day period (Saturday, Monday and Election Day Tuesday).
The current elections tabulation system, purchased in 1995, has become obsolete and parts of the system are no longer supported. This authorization would ensure that city voters will continue to benefit from reliable voting services without interruption, by proving a high speed central count solution for processing the volume of ballots the City expects to receive based on anticipated voter turnout.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, a participating agreement is required when the City uses a cooperative agreement from another public agency. The contract was awarded through a competitive process consistent with the City’s procurement processes, as set forth in the Phoenix City Code, Chapter 43. The contract was awarded on June 26, 2019.
Contract Term
The five-year contract term will begin on or about July 1, 2020.
Financial Impact
Expenditures against this contract shall not exceed $1,336,116, including applicable taxes, with an estimated annual expenditure of $267,223. Funds are available in the City Clerk Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the City Clerk Department.