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Approve a contract with KNOWiNK, LLC for $182,750 for continued use of existing electronic rosters for a term of July 1, 2019 to December 31, 2020; and Authorize the County Administrator to execute the contract and any subsequent amendments not to exceed 10% of the total contract amount
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Published Notice Required? Yes _____ No __X___
Public Hearing Required? Yes _____ No __X___
DEPARTMENTAL RECOMMENDATION:
The Registrar of Voters (ROV) recommends that the Board:
1. Approve a contract with KNOWiNK, LLC. (formerly Election Administrators) for $182,750 for continued use of existing electronic rosters; and
2. Authorize the County Administrator to execute the contract and any subsequent amendments not to exceed 10% of the total contract amount.
SUMMARY/DISCUSSION:
In March of 2013, the ROV entered a contract with Election Administrators to provide electronic rosters (e-rosters) for use during elections. The e-rosters have proven successful in speeding up the check-in process for voters, which helps to diminish wait times and long lines. Additional benefits from the e-roster program include a reduction in provisional voting processes, faster upload of voting history post-election, greater accuracy for the canvassing of totals and more accurate information for election observers.
The ROV has been working to improve all poll place operations and continues to expand election efficiencies as well as reduce post-election canvass processing time. In 2018, Election Administrators was purchased by KNOWiNK, LLC. KNOWiNK continued to provide support services, software upgrades to the existing erosters to ensure the ROV would be successful. The original contract expires at the end of Fiscal Year 2018/19.
The new contract includes support for all existing hardware, annual upgrades, election day support and training through the 2020 election cycle, with one-year term extensions for five years after the 2020 elections. This would allow all poll locations to employ the same processes, reduces manual check-in of voters, reduces wait times during high-volume elections and provides flexibility for future election process changes.
The ROV’s existing e-roster system has proven to be very successful for the county. The ROV has experienced improvements in poll place operations by utilizing e-rosters including faster voter check-in times. The use of e-rosters has also led to a 70% reduction in the number of provisional ballots for each election. Voters have experienced a direct impact by the implementation and continued use of e-rosters. Poll workers have found the system intuitive to use and have provided feedback that the ROV has implemented over time to make the product better. Finally, through our partnership with Election Administrators and KNOWiNK, the system has been expanded to be adaptable for Same Day Registration, Early Voting locations, and possibly Vote Centers in the future.
FINANCIAL IMPACT:
The total cost for this contract is $182,750 for use of existing electronic roster software, printers, related software licenses, supplies and professional services for support and training. The ROV’s FY2019/20 Recommended Budget includes $182,750 for continued use of electronic rosters at polling places.
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2018/19 Budget
ALTERNATIVES:
The Board may choose not to approve this contract, however, that is not recommended. The ROV would return to implementation of paper rosters at all poll places. This would directly impact the voter experience with an increase in provisional ballots, potential delays at some polling places, and extend the canvass process resulting in delayed election returns.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION