| Item Title: | Information Technology Department - Contract No. 2023-0762 | VOTEC Corporation - VEMACS & VoteSafe Software / Maintenance, Warranty, and Support Services Agreement / Yr 2023-2027 | | Submitted By: | Art Nevarez, Director, Information Technology Department (915) 255-0748 | | Subject: | Approve and authorize the County Judge to sign this agreement between the County of El Paso and Votec Corporation for the Sole Source Purchase of VEMACS and VoteSafe Support for the Elections Department for the total amount of $541,905 for the next four (4) years. Funding is available in GF-ITD-MAINT/REP-SOFTWARE. (Contract No. 2023-0762) | | Background: | The County of El Paso’s Information Technology Department (ITD) is committed to supporting robust and functional IT solutions. To achieve this goal, ITD dedicates resources focused on understanding and maintaining organizational technological solutions. ITD strives to consolidate our IT solutions to leverage institutional knowledge, focused training, and more efficient support.
Because the County of El Paso Elections Department manages over four hundred thousand and close to half a million registered voters it is critically important to utilize data management system software to efficiently process these records aiding in the ability to respond to voting requirements.
Data management system software provides the ability to electronically manage documents and records throughout the records life cycle. These systems are used to store, process, and manage records to efficiently traverse the specific nature of a business process normally mitigated using paper.
The County of El Paso licenses the use of data management system software aimed for elections purposes by the name of VEMACS complimented by Votesafe from the vendor Votec Corporation. The Elections Department uses VEMACS to manage the elections data and maintain compliance. This software serves as a repository for all the County voter records and facilitates the registration process necessary to the elections management process. Also used is Votesafe which is implemented in designated polling places. This module facilitates the use of poll books providing the ability to serve as a remote election management tool enabling poll workers to retrieve voter records to confirm voter status, precinct designation, ballot style, and voting history.
ITD is requesting that the Court approve and authorize the County Judge to sign this agreement for the continued use, support, and maintenance of this software. This agreement has been reviewed and approved by the County Attorney’s Office, and the Purchasing Department. ITD recommends approval.
| | Fiscal Impact: | Funding for the next four (4) year will be available in the following account for the total amount of $541,905.00:
GF-ITD-MAINT/REP-SOFTWARE
COGF-1000-0000000-431-10-11140-0001-00000-600654-
Year 1: $128,911.00
Year 2: $132,180.00
Year 3: $137,589.00
Year 4: $143,225.00
Grand Total: $541,905.00
| | Recommendation: | Approve and authorize the County Judge to sign this agreement between the County of El Paso and Votec Corporation for the Sole Source Purchase of VEMACS and VoteSafe Support for the Elections Department for the total amount of $541,905.00 for the next four (4) years. Funding is available in GF-ITD-MAINT/REP-SOFTWARE. (Contract No. 2023-0762) | | Prior Action: | On October 23, 2023, Commissioners Court approved the Sole Source Purchase of VEMACS and VoteSafe Support for the Elections Department from Votec Corporation in the grand total of $541,905.00 under agenda item #4-V.
| | Strategic Plan: | .. | | Strategic Plan Information: | |
| |