Agenda Item No. 10

ADOPTED – APRIL 25, 2017 AGENDA ITEM NO. 10

Introduced by the County Services and Finance Committees of the:

INGHAM COUNTY BOARD OF COMMISSIONERS

RESOLUTION TO AUTHORIZE THE INGHAM COUNTY CLERK TO ENTER INTO A GRANT AGREEMENT WITH THE MICHIGAN DEPARTMENT OF STATE AND WITH VENDORS TO PURCHASE NEW ELECTION EQUIPMENT

RESOLUTION # 17 – 156

WHEREAS, the Ingham County Clerk wishes to enter into a grant agreement with the Michigan Secretary Department of State to purchase a new voting system, which includes a precinct tabulator, an accessible voting device (ADA) for use by individuals with disabilities, related Election Management System (EMS) software, and service and maintenance for five years, from Dominion Voting Systems; and

WHEREAS, the grant funding would pay for the County Clerk to acquire one precinct tabulator, one accessible voting device, necessary software, and service and maintenance for five years; and

WHEREAS, the local city and township clerks will enter into their own separate agreements with the Department of State to purchase new, compatible voting equipment; and

WHEREAS, the County Clerk wishes to purchase additional hardware and necessary transmission equipment for an amount not to exceed the cost of $30,000 and additional website coding & programming for election night reporting for an amount not to exceed the cost of $5,000; and

WHEREAS, the County Clerk is asking for a $15,000 contingency for any unforeseen circumstances that may arise during the purchase, installation, training, and implementation; and

WHEREAS, the County Clerk desires to complete the purchase in time to utilize the new equipment for the August 8, 2017 Primary Election; and

WHEREAS, the County Clerk has $3,336.19 in additional revenue received from the November 2016 Presidential Recount and desires to utilize those remaining funds towards the purchase of the new voting system; and

WHEREAS, the remaining costs shall come from a line item transfer of the monies budgeted for the OnBase Imaging Project and be transferred to the County Clerk’s election budget.

THEREFORE BE IT RESOLVED, the Board of Commissioners authorizes the County Clerk to enter into a grant agreement, approved as to form by County Attorney, with the Michigan Department of State to purchase and acquire one precinct tabulator, one accessible voting device, necessary software, and service and maintenance for five years the cost of which is to be paid in full by the State in accordance with the grant agreement.

BE IT FURTHER RESOLVED, the Board of Commissioners authorizes the County Clerk’s Office to enter into a purchase agreement that is in compliance with and made subject to the STATE OF MICHIGAN VOTING SYSTEM HARDWARE, SOFTWARE, AND SERVICES CONTRACT TERMS, with a vendor approved by the Michigan Department of State to acquire the items authorized by the grant agreement with the understanding that the State, not the County, shall pay the vendor for the items specified in the grant agreement at the cost level specified by the State for the vendor.

BE IT FURTHER RESOLVED, the Board of Commissioners authorizes the County Clerk’s Office to purchase from Dominion Voting Systems, Election Source, and other State approved vendors of election hardware, software, and services, the additional required hardware, transmission equipment, and website coding & programming not to exceed total amount of $50,000, effective upon the adoption of this resolution.

BE IT FURTHER RESOLVED, the remaining costs shall come from a line item transfer of the monies budgeted for the OnBase Imaging Project and be transferred to the County Clerk’s election budget.

BE IT FURTHER RESOLVED, that the Controller/Administrator is authorized to make the necessary budget adjustments required as a result of this resolution.

BE IT FURTHER RESOLVED, the Ingham County Board of Commissioners authorizes the County Clerk to sign any necessary contract documents that are consistent with this resolution and approved as to form by the County Attorney.

COUNTY SERVICES: Yeas: Celentino, Crenshaw, Grebner, Sebolt, Maiville Nays: None Absent: Nolan, Koenig Approved 4/18/2017

FINANCE: Yeas: Grebner, Tennis, Hope, Anthony, Schafer, Case Naeyaert Nays: None Absent: McGrain Approved 4/19/2017