Fiscal Note
The proposed resolution authorizes the purchase of $84,640 in election equipment from Elections Systems & Software, LLC for the 2022 election cycle. Funding is included in the 2021 Adopted Budget for the Clerk's Office. No additional appropriation is required.
Title
A resolution authorizing a noncompetitive purchase of goods from Elections Systems & Software, LLC ("ES&S") as a sole source provider of voting equipment for the City of Madison Clerk.
Body
The proposed resolution authorizes a non-competitive purchase from Election Systems & Software, LLC ("ES&S") for $84,640 for the purchase, shipping, and installation of 16 voting equipment units, carrying cases, and ballot boxes. The Clerk's 2021 Adopted Operating Budget includes $100,000 for this purchase.
A resolution authorizing a noncompetitive purchase of goods from Elections Systems & Software, LLC ("ES&S") as a sole source provider of voting equipment for the City of Madison Clerk.
WHEREAS, the Dane County Clerk has standardized the voting equipment used throughout Dane County and solely uses ES&S equipment; and
WHEREAS, the City of Madison already exclusively uses ES&S equipment because the City must use voting equipment that is compatible with equipment used by the Dane County Clerk; and
WHEREAS, because the City of Madison uses ES&S equipment, the City's voting equipment may be programmed by the Dane County Clerk rather than by an outside contractor; and
WHEREAS, ES&S equipment uses a proprietary software system that is not compatible with the voting equipment of other manufacturers; and
WHEREAS, due to redistricting, the City of Madison has need for more polling places and therefore has a need to purchase 10 Model DS200 Precinct Scanners and 6 ExpressVote Ballot Marking Devices for elections to be held in 2022 and beyond, at a cost of $5,750 each and $3,325 each, respectively; and
WHEREAS, the City of Madison also has need to purchase a modem for each DS200 scanner and a carrying case for each ExpressVote at a cost of $300 each and $175 each, respectively; and equipment installation and shipping will cost $1,780 and $1,360, respectively; and
WHEREAS, funds for the purchase of these goods from ES&S have been appropriated in the 2021 City of Madison Operating Budget; and
WHEREAS, for the reasons explained above and in the attached Noncompetitive Selection Request Form, ES&S is the only vendor that can provide equipment for the specific needs of the City of Madison; and
WHEREAS, MGO 4.26(2) requires goods to be purchased using a competitive process approved by the Finance Director, and under the Finance Director's Purchasing Guidelines, Common Council approval is required to purchase goods of $50,000 or more without a competitive process;
NOW, THEREFORE, BE IT RESOLVED, that the Common Council authorizes the purchase of goods as described above.