HomeMy WebLinkAboutK. HART INTERCIVIC - PURCHASE ELECTRONIC POLL BOOKSCity of Port Arthur, Texas
Mayor and City Council Communication
DATE: REFERENCE SUBJECT: PAGE
12!10/2009 NUMBER Authorizing The Purchase Of Electronic Poll Book 1 of 1
From Hart InterCivic
RECOMMENDATION:
The City Secretary's Office recommends that the City Council approve the purchase of
eleven (11) ePollBook, Hardware Kits, ten (10) ePollBook Software .Seats, One (1)
Software Manager, ten (10) Barcode Scanners, one, (1) JBC Interface, one (1)
EPoIIBook Service Package, License and Support and eleven (11) First Year Licenses
and Support in the amount of cost $32,235.83 from Hart InterCivic.
BACKGROUND:
The City Secretary's Office has purchased forty (40) eSlate- Electronic Voting Machines
and twenty (20) Judge's Booth Controllers (JBC) from Hart lntercivic in the amount. of
$111,200.
The City of Port Arthur has the capability of donducting.its' own Municipal Elections.
The Municipal Elections are held jointly with the- Port Arthur and the Sabine Pass
Independent School Districts, the Port Arthur Navigational District and the Sabine Pass
Port Authority.
The ePollBook is a riew product offered by Hart InterCivic that vvould enhance the usage
of our eSlate Electronic Voting Equipment by providing secure,-easy and reliable means
to quickly locate and accurately update a voter's record. This system would reduce Poll
Worker errors and ensure that each voter is given the correct ballot style:
The City provides seven (7) early. voting and ten- (10) election day, locations. The
ePollBooks would. provide real time voting updates at each location, eliminating the
possibility of duplicate voting.
Therefore, if is the recommendation of the City Secretary's Office to purchase the
electronic poll book system from Hart InterCivic to streamline the voting process. This
purchase is a sole source purchase and is' exclusive to our current electronic voting
equipment.
BUDGET/FISCAL IMPACT:-
This item is pending approval of a budget amendment.
SUMMARY;
Requesting City Council authorization to purchase Electronic, Poll Books (ePollBooks)
from Hart Intercivic in the total amount of $32,235.83. _
rah Echols, Finance Director hawna Tubb urchasing Manager
De
bo
/
/
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Valetta Tizeno, ting City Attorney Terri Hanks, City Secretary
PREPARED BY: THanks DISPOSITION OF COUNCIL PROCESSED BY
APPROVED BY: ( ) Approve ( )Other City Secrets
City Manager Date:
HART
to tercirit'~
Pricing Quote
Date December 7, 2009
Customer City of Port Arthur, TX
Customer PO (ifapplicable)
System Version HVS 6.2.1-
Adtlitional Notes
Requested Delivery date ~ December 2009
'Iterh: Descri tion~":=- -:-0~. -a; Unit Price 'Ext.-Price-.- RemarHs~ - --
1 ePollbook software seats 10 $575.00 $5 750.00
2 ePollbook Mana er software 1 $575.00 $575.00 '
3 ePollbook hardware kits 11 $1,200.00 $13,200.00 Contains ru9gedized Dell netbook with touch screen
and 6 hr battery, 3 track magnetic sMp reatler for
` ~ Driver's Licenses, label printer and two rolls of labels,
and hard-sided molded carrying and storage case;
ground shipping included
4 Barcode scanners, with stands 10 $180.00 $1,800.00 Far VR cabs; ground shipping included
5 ePollbook-JBC Interface 1 $5,000.00 $5,000.00 -
6 Smart barcode scanners ~ 10 $360.00 $3,600.00 For ePollbook-JBC Interface precinct labels
7 Basic ePollbook services package 1 $7,500.00 $1,500.00 Includes predeploymentconsultations, data
management and confguration work, on site stag
-' orientation, and follow up remote webinar lrainirig
First year license and suppod for 1 $1,000.00 $583.33 Prorated - ,
ePollbook-JBC Interface (prorated -
for 7 months to align with contract
anniversary)
First year license and support fir 11 $30.00 $192.50 Prorated
ePollbook and ePB Manager
software (prorated for 7 months to
ali n with contact anniversa
Subtotal $32,200.83
Shi in and handlin $35.00
Total $32,235.83
Terms and Conditions:
Prices are effective for 30 days from date of quote.
r
City of Port Arthur
444 4th Street, 4th floor
Port Arthur, TX 77640
409-983-6175
Hart Management AOOroval: /~-~
Shi"- id Address ~ahd Phone -: ~-~ _. _..:' -. .
Terri Hanks, Cify Secretary
City of Port Arthur
444 4th Street, 4th floor
PortArthur, TX 77640
409-983115
Shi-~ in 1nstNctions
Name: Ken Trethewey Title: ' Sales Representative
Customer Approval:
Name: