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Approve a purchase order with Hart Intercivic for $151,752 to replace computers used in voting; Approve a purchase order with KNOWiNK, LLC. for $161,365 to replace Electronic Pollbooks; and Authorize the County Administrator or designee to execute the purchase orders
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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 of Supervisors:
1. Approve a purchase order (PO) with Hart Intercivic for $151,752 to replace computers used in voting; and
2. Approve a PO with KNOWiNK, LLC. for $161,365 to replace Electronic Pollbooks; and
3. Authorize the County Administrator or designee to execute the purchase orders.
SUMMARY:
The ROV administers fair and impartial federal, state, local and school elections for more than 275,000 registered voters in Solano County. The ROV entered into contracts with Hart Intercivic and KNOWiNK on July 1, 2024 and July 1, 2025 respectively for software upkeep and licensing for voting equipment. The ROV would now like to replace specific hardware components for both systems that are approaching end of life, or no longer supported for system and security upgrades. The total cost for both Hart Intercivic and KNOWiNK is $313,117. The ROV plans to offset the costs of these purchases with a 3:1 state matching grant of $212,425, resulting in a remaining net County cost of $100,692.
Included in this item are the following PO’s:
1. Hart Intercivic for 21 replacement computer components of the voting system used to scan ballots.
2. KNOWiNK LLC for 275 replacement electronic roster tablets for use at polling places during elections.
FINANCIAL IMPACT:
The total cost for both Hart Intercivic and KNOWiNK purchases are $313,117. ROV plans to offset the purchases with the Voting System Replacement state grant 18G30148 approved by the Board on January 28, 2020 and has an expiration date of August 31, 2026. The grant provides up to a 3:1 match for the purchase of new voting equipment. These purchases will draw down the remaining $212,425 of the grant, reducing the net County cost to $100,692 for both PO’s.
Department funding for these purchases is included in the department’s FY2025/26 Working Budget. ROV is primarily funded by the General Fund.
DISCUSSION:
Hart Intercivic
The ROV has successfully used the current voting system since 2019 to administer seven Countywide elections and eight smaller district elections. The system is an integral part in preparing voting materials delivered to voters, often creating complicated ballot artwork for over 100 different combinations of contests in General Elections. The system has also been successfully used by volunteer pollworkers serving in remote locations. ROV staff have all been trained to support and operate all components of the system to require no on-site support from the vendor to operate the system. The system is composed of several components, including software, computers, proprietary scanners, accessible voting devices, and ballot printers. Hart Intercivic is the only vendor who can provide the computer components that run some of these components.
The computers used for the current system are now 6 years old. While still supported, the aging technology should be replaced now to be compatible for future system updates and to ensure our mission critical system continues to operate successfully.
Voting systems are required to be certified by both the California Secretary of State and the Federal Election Assistance Commission standards before use in Solano County. The ROV has confirmed that the upgraded computers will be compatible with a future release certified to the latest Federal and State Standards in 2028. The system is solely owned and supported by Hart. Hart is the only vendor approved by the State of California to provide remote support and maintenance of the system. Without this system, ROV would not be able to provide voting services in accordance with Federal and State requirements.
KNOWiNK, LLC.
Since March 2013, the ROV has utilized electronic pollbooks (e-rosters) for use at polling places during elections. The e-rosters have proven successful in improving the in-person voting experience by speeding up the check-in process for voters, provide opportunities to update registration data, locates correct polling places for voters at wrong location, allows for same day registration, and cancels outstanding vote by mail ballots for voters who vote in-person on election day. Additional benefits from the e-roster program include a reduction in provisional voting, faster upload of voting history post-election, greater accuracy for the canvassing of totals and more accurate information for election observers. The e-roster system is comprised of software, iPad tablets, printers, cases, stands and protective covers.
The current version of e-rosters are from 2018. The software cannot be upgraded on the tablets, and the tablet hardware is at end of life. The PO includes updating the current tablet hardware for ROV’s e-rosters to support future updates sent from the vendor. Approval would allow the ROV to update existing tablets and cases prior to the Primary Election on June 2, 2026 with no interruptions.
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.
ALTERNATIVES:
The Board of Supervisors could choose not to approve these PO’s; however, doing so would prevent future support from the vendors for existing aging components, lack of possible updates to software and security as well as possible equipment failures on critical election computers.
OTHER AGENCY INVOLVEMENT:
County Counsel reviewed for ROV compliance with existing contracts.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION