To: Board of Supervisors
From: Clerk/Recorder
SUBJECT:
title
Approval of HART InterCivic Agreement and KNOWiNK Master Software License and Services Agreement
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors authorize the County Clerk, Recorder and Registrar of Voters, or her designee, to execute the attached agreement with HART InterCivic, and Master Software License and Services Agreement with KNOWiNK to carry out the purpose of the Board’s order.
Body
SOURCE OF FUNDING:
General Fund.
DISCUSSION:
Electronic poll books are designed to assist poll workers in processing voters who come to a polling location on Election Day. The poll book contains voter names, addresses, voting precincts, party preference, voter status, whether or not a voter has received a vote by mail ballot, whether or not a vote by mail ballot has been recorded as accepted by the elections official, and whether or not a voter’s identification must be verified. Electronic poll books also allow the elections official to update voters’ participation history electronically rather than scanning the information in manually one record at a time.
In 2013, the Office of Elections purchased electronic poll books (ePollBooks) through HART InterCivic and VR systems. At the time of purchase, the electronic poll books were not required to be certified by the California Secretary of State.
Election Code 2550(b), which went into effect January 1, 2016, states that an electronic poll book shall not be used unless it has been certified by the Secretary of State. At the time this code section went into effect, the Secretary of State’s office had not yet determined the criteria for certification of electronic poll books, and Humboldt County was given permission to use the HART/VR System for both the June and November 2016 Elections.
In the June 5, 2018 Primary Election, the Office of Elections conducted a pilot using the PollPad system. KNOWiNK, who has partnered with HART InterCivic to provide electronic poll books, was certified by the California Secretary of State on May 22nd, 2018. The Poll Pad system has additional features to assist poll workers checking in voters, and programing of the equipment is much faster than the previous system. The County Clerk, Recorder seeks to replace the system that can no longer be used with a newly certified system.
Approving the contract supports the Board’s Strategic Framework by fostering transparent, accessible, welcoming and user-friendly services.
FINANCIAL IMPACT:
The total cost of the replacement equipment including 70 Poll Pads and related hardware and software is $76,036.80. There will be an ongoing annual software and licensing fee of $8,750 beginning in year 2. Sufficient funds have been budgeted in the 2018/19 fiscal year to purchase the newly certified equipment.
OTHER AGENCY INVOLVEMENT:
Purchasing
Auditor
Risk Management
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The board could decide not to approve the contract. This alternative is not recommended as it would result in reverting back to processing voters and voter participation manually, and increase overtime and extra help staff hours.
ATTACHMENTS:
HART InterCivic Quote and Agreement
KNOWiNK Contract
PREVIOUS ACTION/REFERRAL:
Board Order No.: N/A
Meeting of: N/A