2013 Electon Equipment JPA signed JOINT POWERS AGREEMENT FOR
NEW VOTING SYSTEM ACQUISITION AND OPERATION
This Agreement is made by and between Ramsey County, through the Ramsey County Elections Office
(hereinafter "County"), and tY►e cities of Arden Hills, Falcon Heights, Gem Lake, Lauderdale, Little
Canada, Maplewood, Mounds View, New Brighton, North Oaks, North St. Paul, Roseville, St Anthony,
St. Paul, Shoreview, Vadnais Heights, and White Bear Lake and White Bear Township (collectively
referred to as the °Municipalities").
WHEREAS, the County and the Municipalities ("Parties") are "governmental units" as defined in Minn,
Stat. �471.59; and
WHEREAS, pursuant to Minn. Stat. §471.59, the Parties, through actions of their governing bodies, are
authorized to enter into a joint powers agreement for the exercise of commonly held or similar powers;
and
WHEREAS, the Parties entered into a Joint Powers Agreement in 2001 for the purchase and operation of
a new voting system, with a ten year term and automatic two year extensions; and
WHEREAS, pursuant to the provisions of the 2001 Joint Powers Agreement, the County prepares ballots
and compiles election results for all state, federal, county, municipal and school district elections for the
Municipalities; and
WHEREAS, efficient ballot preparation and the timely compilation of election results depend upon the
use of a uniform voting system throughout the County, and the use of a uniform voting system for all
elections enhances election judge and voter understanding of the voting process and helps to provide
equitable treatment for all voters, regardless of the type of election; and
WHEREAS, Congress mandated the use of an assistive ballot marking device in all polling places and in-
person absentee voting locations for use by voters with disabilities, through enactment of the Help
America Vote Act of 2002 ("HAVA"); and
WHEREAS, the Minnesota Legislature mandated the central counting of all absentee ballots under
uniform state laws and procedures in Laws of Minnesota 2010, Chapter 194, effective in 2010; and
WHEREAS, the Parties have reached agreement on 1) the need to replace the existing voting system and
to implement a new voting system throughout the County in time for use for the 2014 state elections; and
2) the funding formula for the new voting system; and
WHEREAS, state funds for the acquisition and operation of voting systems originating from grants
received by the County under the Help America Vote Act must be expended by the County no later than
March 31, 2014, or be retumed to the State of Minnesota;
NOW, THEREFORE, in consideration of the mutual undertakings and agreements hereinafter set forth,
the parties agree as follows:
Joint Powers Agreement for New Voting System—2013 Page 1 of 19
I. PURPOSE
The purpose of this Joint Powers Agreement is to establish and descnbe the roles and
responsibilities of the County and the Municipalities in connection with the acquisition.
implementation, and operation of a new voting system for use throughout Ramsey Count}�
("Project"), including equipment that will be owned and operated by the County and equipment
that will be owned and operated by the Municipalities.
11. COUNTY ROLES AND RESPONSIBILITIES-SYSTEII I11PLE�ti1ENTATION
A. General
The County will provide the services, materials, and equipment necessary to procure and
implement a replacement voting system ("System") in Ramsey County, including
software, hardware, materials, ballot printing, and other services as further described
in this Agreement. Services may be provided directly by County staff or by outside
vendors, as deternuned by the County.
B. System Description
1. The System will have the follo���ing functionalities:
• The capability to create ballot styles for each precinct based on the
appropriate contests and candidates and to generate ballots by either creating
a print file that may be sent to a �-endor or by printing ballots in the Count��
offices;
• The capability to program memory devices for each precinct for an election
that will, when inserted into a ballot counter or ballot marking de�•ice,
properly record the ��otes on ballots cast in that precinct, reject ballots that
are not from that precinct or which do not have the proper validation marks,
return to the voter ballots which contain an o��ervote or a crossover vote, and
perform all other actions required by the Minnesota election law;
• The capability to count absentee ballots at a central location in the County or
at one or more Municipalities, at the option of each of the Municipalities,
and to generate reports noting the number of absentee ballots counted for
each precinct;
• The capability to accumulate votes on ballot counters located in each precinct
on election day, at other locations prior to election day, and from absentee
ballot counting centers, to protect voted ballots in a sealed ballot box; to
generate paper tapes of election results for re��iea� and certification b}�
election judges; and to electronically upload or transmit election results to the
County; and
• The capability to compile election results from electronicall}• transmitted
files from each precinct through use of the memory device w�hich recorded
votes from the precinct and/or from the election results tape; to create an
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election results database that may be used for displaying results on the
County website; and to generate needed reports for certification of election
results.
2. The System must be certified by the Minnesota Secretary of State in accordance
with the provisions of Minn. Stat. §206.57, subd. 1 and Minnesota Rules chapter
8220.
C. System Equipment
The County will purchase System hardware and software(collectively referred to as the
"System Equipment") as initially needed for use of the System by the County and the
Municipalities. The System Equipment to be purchased by the County for
implementation of the System under the terms of this Agreement is listed as the System
Equipment Costs —Total in the System Equipment List, attached hereto and made a part
of this Agreement as Appendix A.
D. Implementation Services
1. The County will provide services, including training, related to the
implementation of the System by the County and the Municipalities, as described
in Appendix B-Implementation Services, attached hereto and made a part of
this Agreement.
2. The County will provide implementation project management services through a
Project Manager. Joe Mansky, or his designee, shall serve as Project Manager
for the County.
3. The goal is to have the System implemented and ready for use by the County and
the Municipalities in time for the 2014 state primary. At the discretion of the
County, the implementation of the System may be delayed for initial use at the
2015 city and school district elections.
III. COUNTY ROLES AND RESPONSIBILITIES-POST IMPLEMENTATION
OPERATING SERVICES
A. General
Following System implementation, the County will perform the duties described in
Sections III. B. through E. (collectively, "Operating Services") either directly by County
staff or by outside vendors, as determined by the County.
B. System Administration
The County will:
1. maintain all licenses and agreements from the vendor(s) necessary to operate the
System;
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2. obtain and implement all required softa�are updates needed to operate the System
in compliance with the requirements of the Minnesota election la��;
3. perform diagnostic testing of ballot counters and ballot marking devices to ensure
the proper functioning of all equipment;
4. provide election programming needed to generate ballots and program memory
devices that allow the ballot counters to conectly record votes; and
5. accumulate and report election results cast on the ballot counters for all elections.
C. Warrantv Services
1. Warranty services will be pro��ided by the System �endor(s) in accordance �rith
the warranty provisions contained iil the contracts behreen the Count�� and tlle
System vendor(s).
2. The County shall obtain and enforce all System w�arranties, including ���ananties
on equipment owned by the Municipalities paid for under the terms of this
Agreement. All requests for ��arranty sen�ices shall be made by the
Municipalities to the County.
3. The warranties for components of the host computer system shall continue to be
substantially those offered by the original equipment manufacturers.
D. Post-Vb'arranh�Maintenance Ser��ices
Maintenance services will be provided following expiration of the warranty period(s) in
accordance with the provisions of the maintenance agreement(s) between the County and
the System vendor(s).
1. Prior to expiration of the System manufacturers' warranties, the Count��, in
consultation with the Municipalities, will decide whether System maintenance
services will be provided on a fixed price or a time and materials basis. The
County's decision shall be binding on all of the Municipalities and shall apply to
all System hardware and soft��are, whether housed at the County or the
Municipalities, including backups.
2. The County will enter into a contract with the System vendor(s) for System
maintenance services to be pro��ided directly to the County and to the
Municipalities. The County may, in consultation with the Municipalities, provide
some or all maintenance services directly. The County will manage the provision
of maintenance services for the Municipalities.
3. Maintenance services shall include, at minimum, the following:
a. Preventative Maintenance: inspect and clean all ballot counters and
ballot counting devices, including the read heads, printers, motors and
other related components.
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b. Repairs: make basic repairs to ballot counters and ballot marking devices
as needed; the County will maintain or obtain spare parts for this
purpose.
c. Equipment Replacement: replace ballot counters, ballot marking devices
and related hardware and components on an as needed basis in the case
of complete or un-repairable equipment failure.
E. Ongoing Services
1. The County will provide the Municipalities with a set of test ballots (also known �
as the test deck) and pre-audited test results for each precinct in every election.
2. The County will provide ballot layout, printing and memory device programming
as follows:
a. Ballot layout—no cost to Municipalities for all elections �
b. Ballot printing
1) State and county elections—no cost to Municipalities
2) Other elections—printing cost attributable to Municipal and/or
School District offices and questions paid by Municipalities
and/or School Districts using cost formula provided by the
Secretary of State
c. Memory device programming—no cost to Municipalities for all elections
3. The County will provide each Municipality with the hardware and software
necessary to administer absentee voting for all elections. Each Municipality will
have the choice of one of the following options:
a. make arrangements for the County to accept/reject, process and count all
the absentee ballots for the Municipality;
b. accept/reject its own absentee ballots and make arrangements for the
County to process and count the absentee ballots for the Municipality;
c. accept/reject, process and count its own absentee ballots.
4. The County will provide the Municipalities with the County's costs for options 3.
a. and b. (above) no later than 24 weeks before the first election for which the
System will be used and no later than 16 weeks before the date established in
state law to begin absentee voting in subsequent years. Each Municipality shall
inform the County in writing of its initial choice no later than 20 weeks before
the first election for which the System will be used. Each Municipality shall
notify the County in writing of any changes desired for its choice in subsequent
years no later than 12 weeks before the date established in state law to begin
absentee voting for a primary in a given year. The County will allocate the costs
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for providing absentee voting services to the Municipalities as illustrated in the
Appendix C spreadsheet, attached hereto and made a part of this Agreement.
5. �I'he County will provide inspection and replacement of consumable supplies.
6. Election day technical support for the System will be provided by the voting
system vendor(up to three days per election), as required by the County.
a. Progranuning and s��stem adininistration operations
b. Ballot counter operations
c. Ballot marking device operations
7. Subject to approval by the County, during the term of this Agreement including
any extensions, the County shall lease or purchase ballot counters, ballot marking
devices, and other hardware and software in addition to those listed in �ppendix
A, on written request from a Municipality. Payment to the County by the
requesting Municipality shall be made a�ithin thirty (30) calendar days from the
date of the invoice from the County follo���ing deli��en� of the hard��are and-or
software to the requesting Municipalit��.
�
8. During the term of this Agreement including am extensions, the Count� ma�
lease or purchase any additional hard��are and sottH�are that is necessary for the
System to comply with the provisions of the Minnesota Election Law� or that the
County deems necessary to meet demand from the voters.
+ IV. ROLES AND RESPONSIBILITIES OF THE 11l'tiICIPALITIES
A. Implementation
1. The individual who administers elections for the ':�Iunicipalit}' shall ser�e as the
Municipality's project implementation liaison ��ith the County. Each
Municipality shall provide the name and contact information for the liaison
within ten(10)calendar days of final execution of[his Agreement.
2. Within thirty (30) calendar days of execution of this Agreement, each
Municipality shall notify the County in writing of its plans for payment of the
acquisition costs of the ballot counters, ballot marking devices and any other
administrative equipment ("Equipment Costs"). Each tilunicipality may choose
from one of the following payment options: a) a one-time reimbursement of costs
or b) reimbursement of costs over two or more years, not to exceed a maximum
of five years. A Municipality may not re��oke its decision at am�time after notice
has been given to the Count�•.
B. Post-Implementation/Ongoing
1. The Municipalities shall verity that ballots and memory de�ices tested b� the
County function accurately in the ballot counters and ballot marking devices that
will be used in each election. If a Municipality identifies an error, the County
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shall correct the error within ten (10) calendar days of notification of the error, if
practicable.
2. The Municipalities shall also perform all public accuracy testing provided by law
for each election and may request the County's assistance in conducting these
tests, at no charge.
3. The Municipalities may not lease or purchase any additional hardware and
software during the term of this Agreement or any extensions without the priar
approval of the County.
4. Each of the Municipalities shall lease or purchase at least one ballot counter, a
ballot marking device, and a ballot box for each precinct in the Municipality.
C. Payment
Each of the Municipalities is responsible for payment in accordance with the provisions
of this Agreement.
V. OWNERSHIP/SOFTWARE LICENSE
A. The County will initially own all System Equipment.
B. Upon payment in full to the County in accordance with the terms of this Agreement, each
of the Municipalities will own the ballot counters, ballot marking devices, and related
equipment that were originally purchased by the County under this Agreement; this
provision shall not apply to equipment leased by the County. The County will maintain
ownership of backup ballot counters and ballot marking devices, the central count ballot
counters and any precinct ballot counters that are needed for counting absentee ballots,
the memory devices for all ballot counters and ballot marking devices, and the computer
hardware and software needed to operate and administer the System.
C. The County is the sole Licensee of the System software and the Municipalities are users.
VL WARRANTY
The County makes no representations and extends no warranties with respect to the use of the
System and specifically disclaims all other warranties, express or implied, including but not
limited to any implied warranty or mercllantability or fitness for a particular purpose.
VII. SYSTEM IMPLEMENTATION FUNDING
A. The County will provide initial financing for the costs of acquisition, installation, and
implementation of the System("Implementation Costs").
B. As part of the initial financing of the Implementation Costs, the County will apply state
grant funds received under the Help America Vote Act and required County matching
funds as a setoff against the Implementation Costs.
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C. The Municipalities will provide the funds to reimburse the Count}� for the System
Equipment identified as the responsibility of the �lunicipalities in Appendix A.
VIII. COST ALLOCATION/PAYMENT
A. Cost .�llocation-Implementation Costs
1. Each of the Municipalities will reimburse the County for the cost of the number
of ballot counters, ballot boxes, and ballot marking de�ices required by that
Municipality in accordance with the pricing in :�ppendix A. A list of the
estimated number of ballot counters, ballot boxes, and ballot marking devices for
each of the Municipalities and the percentage of the total cost for ballot counters
and ballot marking devices to be paid by each of the Vlunicipalities is listed in
Appendix C. The total number and each Municipality's percentage of ballot
counters and ballot marking devices may be adjusted throughout the term of this
Agreement including any extensions.
2. For those Municipalities that have elected to pay for the ballot counters, ballot
boxes, and ballot marking de��ices over time, the total amount to be paid will
include their proportionate share of any financing costs incurred by the County
for the purchase, installation and implementation of the System Equipment,
which financing costs will be shared among those Municipalities that have
elected to pay over a period from two to fi��e ��ears.
B. Cost Allocation-Post-lmplementation/Operating Ser��ices
1. There will be no charge to the Municipalities for ballot layout for all elections,
ballot printing for State and county elections or for memory device programming.
2. The Municipalities will pay the County's costs for Operating Services on an
annual basis.
3. The cost of Operating Services will be calculated to include costs for the items
listed in Section III.B.-E. of this Agreement and, until repaid in full, the
Implementation Costs described in Section VIII..A.�'.
4. Except as identitied as the responsibility of a Pam� to this Agreement, annual
costs for Operating Services will be allocated as follows:
a. using the percentage of the total number of ballot counters requested by
the Municipality as a proportion of the total number of ballot counters
requested by all Municipalities for 80%, and using the percentage of the
total number of absentee ballots accepted by each Municipality dunng
the three most recent state general elections as a proportion of the total
number of absentee ballots accepted in the County for 20%.
b. The allocation will take into account any changes in the number of ballot
counters requested by each of the Municipalities andior the total number
of ballot counters.
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C. Payments
1. The County shall invoice a Municipality after the initial delivery of County-
tested ballot counters, ballot boxes, and ballot marking devices to the
Municipality. If a Municipality will pay over a period of 2-5 years, the County
will invoice the Municipality its appropriate annual sum along with the invoice
for annual operating costs. Payment shall be made within thirty (30) calendar
days of the date of the invoice.
2. On or about June 1 of each calendar year during the term of this Agreement
including any extensions, the County will invoice the Municipalities far their
share of Operating Costs for the next calendar year. The total amount of the
invoices will be calculated based on the actual Operating Costs incurred by the
County in the previous calendar year, with adjustments made to account for
increases or decreases in anticipated operating costs. The Municipalities shall
make payment to the County within thirty (30) calendar days of the date of the
invoice.
3. If the County provides maintenance services through the System vendor on a
time and materials basis, a Municipality that requires maintenance services will
contact the County for the services and the County will contact the vendor. The
requesting Municipality will be invoiced directly by the vendor, and will be
individually responsible for the cost of the services received, with no right to
reimbursement from the County.
4. If requested by a Municipality, the County shall invoice the School District(s) to
pay a proportion of the Municipalities' annual cost for Operating Services using
either: a) the cost-sharing methodology provided in the Minnesota Election Law;
or b) another methodology developed by the County, in consultation with the
Municipalities. The County will invoice the School District(s) for their
proportion of the costs and payments will be made directly by the School
District(s)to the County.
5. Payment of interest and disputes shall be governed by the provisions of Minn.
Stat. § 471.425.
D. Proceeds from sale or lease of old equipment
The County shall determine if any existing voting equipment, including but not limited to
ballot counters, ballot marking devices and related hardware will be sold or leased in
conjunction with the purchase of the System. The County shall apply the proceeds of any
sale or lease of existing voting equipment, including but not limited to ballot counters and �
ballot marking devices, toward the Municipalities' payment of Implementation Costs or
Post-Implementation Costs.
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g Y 3 Page 9 of 19
1X. PROJECT SCHEDULE
A Preliminary Project Schedule is attached hereto and made a part of this Agreement as
Appendix ll. "The County may change the schedule set forth in Appendix ll as appropriate based
on changes in funding sources or the needs of the County.
X. TERM
A. The term of this Agreement is for a fourteen-year period from the date of final execution
by all parties("Initial Term"), unless earlier terminated pursuant to the provisions of
this Agreement.
B. This Agreement shall be automatically extended for successive two-year terms
('`Renewal Terms"), upon the same or better ternls, conditions and covenants, unless a
majority of the Municipalities or the County gives notice of their/its intent not to extend
at least 180 days prior to expiration of the Initial Term or the then-current Renewal Term.
XI. ANNUAL REVIEW PROCESS
At least once a year during the term of this Agreement, including any extensions, the County w�ill
convene a meeting of elections officials from the Municipalities to re��iew� the elections process
and System operations.
XII. 1NDEMNIFICATION AND INSC�RAIVCE
A Each party agrees that it will be responsible for its own acts and the acts of its employees,
elected officials, and agents as they relate to this Agreement and for any liability resulting
therefrom, to the extent authorized by law, and shall not be responsible for the acts of the
other parties or their employees, elected officials, and agents, or for any liability resulting
therefrom. Each pam's liability shall be governed and limited by the ivlunicipal Tort
Claims Act, Minn. Stat. Chapter 466 and other applicable la��.
B. Each Party agrees to defend, indemnify and hold harmless the other Parties, their
employees, elected officials, and agents from any liability, claims, causes of action,
judgments, damages, losses, costs or expenses, including reasonable attorneys fees,
resulting directly or indirectly from any act or omission of the indemnifying party, its
employees, elected officials, or agents, in the performance or failure to perform its
obligations under this Agreement. Nothing herein shall be deemed a wai��er by any Pany
of its limitations on liability, defenses or immunities under '�linnesota Statutes, Chapter
466, or other state or federal law.
C. Each Party warrants that it is able to comply with the aforementioned indemnity
requirements through commercial insurance or a self-funding program.
D. Each of the Parties shall insure the full replacement ralue of all System equipment
stored on the Party's site.
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E. All insurance policies or self-insurance certificates shall be open to inspection by the
other Parties and copies of the policies or certificates of self-insurance shall be submitted
to a Party upon written request.
XIII. RECORDS
Subject to the provisions of Section XN., each Party agrees that the other Parties, the State
Auditor, or any of their duly authorized representatives shall, at any time during normal business
hours, and as often as they may reasonably deem necessary, have access to and the right to
examine, audit, excerpt and transcribe any books, documents, papers, records, etc., which are
pertinent to the accounting practices and procedures of governmental entities and which involve
transactions relating to this Agreement.
XIV. DATA PRACTICES
The Parties shall comply with the provisions of the Minnesota Government Data Practices Act,
Minn. Stat. Ch. 13, or any other applicable state statutes, any state rules adopted to implement the
Act and statutes, as well as federal statutes and regulations on data privacy.
XV. NONASSIGNMENT
No Party shall assign, subcontract, transfer or pledge this Agreement and/or services to be
performed herein.
XVI. USE OF VOTING SYSTEM
The County shall only implement and support a single, uniform voting system throughout
the County that must be used in every election conducted in the County. Each
Municipality must use the ballot counters, ballot boxes and ballot marking devices
provided in this Agreement for all elections conducted in the Municipality.
XVII. TERMINATION
A. This Agreement shall terminate upon unanimous consent of the Parties as evidenced by a
written resolution of the governing body of each Party or when necessitated by operation
of law or as a result of a decision by a court of competent jurisdiction.
B. Effect of termination. Termination shall not discharge any liability incurred by any of the
Parties during the term of this Agreement including any extensions prior to the effective
date of termination. Each Party shall be liable for its own acts to the extent provided by
law.
XVIII. PROPERTY DISPOSITION �
A. Upon termination of this Agreement, ownership remains as stated in Article V.
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B. Upon ternunation, a Municipality will be gi��en the option to make full payment for the
ballot counters, ballot boxes, and ballot marking devices for ��hich it has made partial
payment. Such payment must be made within thirty (30) calendar days of the date of
receipt of the notice of termination from the County.
C. If the Parties reach consensus on the need to replace the System, the Parties will negotiate
a new agreement, which shall include the disposition of the System Equipment, ��hether
o�ti�ned by the County or the Municipalities.
X1X. NOTICE
A. All notices, reports or demands gi��en or made by a Party under the terms of this
Agreement or any statute or ordinance shall be in writing and shall be sent registered or
certified mail.
B. All notices, reports or demands shall be sent to the representative desigr►ated in writing
by the Party. Ii none has been designated, notice to the Party�'s chief elected official shall
be deemed adequate.
XX. ENTIRE AGREEMENT/ALTERATION
A. It is understood and agreed that the entire agreement bet���een the Parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations bet��een
the Parties relating to the subject matter hereot:
B. Any alterations, variations, modii7cations, or �ti aivers of provisions of this Agreement
shall only be valid when they have been reduced to wnting as an amendment to this
Agreement signed by the Parties hereto.
C. The parties may execute separate copies of any amendment to this Agreement and the
signature pages will be part of the original.
XXI. VO'1'ING SYSTEMS AD�'ISORY C0:�111I'I'TEE
The County shall establish a Voting Systems Advisory Committee ("Committee'') to facilitate
the administration of the System. Any Party to this Agreement may request to become a member
of the Committee. Approximately ten years following final execution of this Agreement, or at
such earlier time as the Parties may a�-ee, the Committee shall begin planning for the acquisition
of a successor voting system.
� XXIL SEPARATE EXECUTIONS/EFFECTI�'E DATE
Each of the Municipalities may sign a separate si=nature page and all of the si�nature pages taken
together will constitute the original contract and �ti ill be as effective as if all of the signatures
were on the same page. This A�-eement shall be effective as to a Party upon execution by an
authorized representative of that Party.
Joint Powers Agreement tor tiew�Voting System—2013 Page 12 uf 19
I
Wherefore, the Parties have executed this Agreement as of the last date written below.
COUNTY OF RAMSEY
By:
Rafael Ortega, Chair
Board of Commissioners
By:
Bonnie Jackelen, Chief Clerk
Board of Commissioners
Date:
Approval Recommended:
Mark Oswald, Director
Department of Property Records and Revenue
Approved as to form and insurance:
Assistant County Attorney
Joint Powers Agreement for New Voting System—2013 Page 13 of 19
NAME OF MUNICIPALITY:
Saint Paul
By: .�.�� �`1�
Its: City Clerk
Date: {�0�'e.��`�f ��� �01.3
, , �
li i
�-, '�%�.�,-���
By� -..�./L�� ' � u _
Its: De�e}ty City Attorney ��� �' � %1
Date: l�� /�' � l'
,
By: �_���� ��
Its: Director of Financial Services �
Date: 1 — I
�
By:
Its: Deputy Mayor
Date: �// ��
TT
Joint Powers Agreement for New Voting System—2013 Page 14 of 19
Appendix A
System Equipment List
Note: prices are estimates pending the selection of a specific voting system
1. Voting and administrative equipment -County
Unit Total
uanti Descriqtion Price Price
18 Backup ballot counters $4,043 $72,774
18 Ballot counters for absentee voting $4,043 $72,774
36 Ballot boxes $382 $13,752
18 Backup accessible ballot marking devices $4,550 $81,900
828 Memory devices $66 $54,648
5 Central count ballot counters for absentee voting $26,030 $130,150
2 Ballot on demand printers $8,960 $17,920
I Operating software $137,976 $137,976
1 Staff training—hardware and software operations $140,000 $140,000
Freight and delivery(estimate) $20,000 $20,000
Subtotal for Equipment Costs- County $741,849
2. Voting equipment—Municipalities
171 Ballot counters for polling places $4,043 $691,353
171 Ballot boxes $382 $65,322
171 Accessible ballot marking devices for polling places $4,550 $778,050
Subtotal for Equipment Costs—Cities $1,534,725
System Equipment Costs-Total $2,276,574
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I
Appendix B
lmplementation Ser�ices
The County ���ill proride, either directly or through a contracted �endor, as determined by the Count�, the
Implementation Services shown below. The inforniation provided below� is tentative, pending the
selection of a System vendor(s).
Training and instructional materials
1. Training for Municipal elections officials and staff
a. Operation of the ballot counter
b. Operation of the ballot marking device
c. Processing and counting absentee ballots (where applicable)
2. Training for election judges
a. Operation of the ballot counter
b. Operation of the ballot marking de�ice
3. Development of training and informational materials -printed
a. Ballot counter operations guide and quick start guide
b. Ballot marking device operations guide and quick start guide
c. Opening and closing the polling place
d. Providing instructions to voters
4. Development of training and informational materials for County website
a. Election judge training video
b. Public information videos
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Appendix C
Spreadsheet
(included as a separate attachment)
Joint Powers Agrecment for New Voting System—2013 Page 17 of 19
Appendix ll
Preliminary Project Schedule
(Dcites are tentutii�E�/
2013
Oct 25 Complete city approval of joint po�rers agreement
Dec 3 County board approval of joint powers agreement
Dec 30 Publication of rec�uest for proposals for�otin� s�stem
2014
Jan 15 Pre-bid conference for �endors submitting proposals
Jan 31 Closing date for proposals from��endors for voting system
Feb 11 Complete scoring proposals submitted by vendors
Feb 14 Task force recommendation to county board
Feb 25 County board approval of new voting system acquisition
Mar 10 Publication of RFP for ballot printing 2014-2015
Mar 17 Place order with vendor for new �oting system
Apr 7-1 1 Sottware training for county staff
Apr 21-25 Hardware training for county staff
May 2 Complete delivery of new voting system components
May 20 First day to file for office
May 23 Complete check-in and preliminary testing ot�otin� s��stem components
May 28-30 Simulated election with new ��oting equipment
May 30 Complete training and informational materials for use of voting system
Jun 16-20 Hands-on training for city elections staff
Jun 27 Begin absentee voting
Jul 7-Aug 1 Hands-on training for election judges serving at the state primar��
Aug 12 State primary
Joint Powers Agreement for tiew Voting System—2013 Page 123 uf 19
Oct 6-24 Hands-on training for election judges not serving at the state primary
Nov 4 State general election
Nov 17 Post-election review of��oting system
Joint Powers Agreement for New Voting System—2013 Page 19 of 19
��_� �� City of Saint Paul
��r' ; City Hall and Court
?+ 1 �* House
�� � �x�i�ni � � 15 West Kellogg
� ' - � Signature Copy Boulevard �
� ~ Phone:651-266-8560
.,,.
Resolution: RES 13-1734
File Number: RES 13-1734
Approving the Joint Powers Agreement with Ramsey County for Election System
Replacement.
WHEREAS, current election equipment was purchased in 2001 and is at the end of its useful life;
and
WHEREAS, efficient ballot preparation and timely compilation of election results depend upon the
use of a uniform voting system throughout the county,
WHEREAS, the parties have reached agreement on the need to replace the existing voting system
and to implement a new voting system throughout the County; and
WHEREAS, the Joint Powers Agreement estimates that the cost to the City of Saint Paul for the
replacement of the election equipment will be approximately $870,575;
WHEREAS, the City has accumulated approximately $300,000 in credits from the annual contract
between the City and Ramsey County for election services which has been applied by Ramsey
County to the City account for election system replacement, thereby leaving a total of
approximately up to$570,575 to be paid by the City reimbursement of costs over two or more
years, not to exceed a maximum of five years.
RESOLVED, that the Council of the City of Saint Paul, does hereby approve the Joint Powers
Agreement for Election System Replacement.
At a meeting of the City Council on 11/13/2013, this Resolution was Passed.
Yea: 5 Councilmember Bostrom, Councilmember Khaliq, City Council President
Lantry, Councilmember Stark, and Councilmember Thune
Nay: 0
Absent: 2 Councilmember Brendmoen, and Councilmember Tolbert
Vote Attested by Date 11/13/2013
Council Secretary Trudy Moloney
City of Saint Paul Page 1 Printed on 11H9H3
File Number. RES 13-1734
A roved b Ma or C/�'"+ � 11/18/2013
PP Y Y �� Date
Chris Coleman
City of Saint Paul Page 2 Printed on 11/19H3