HomeMy WebLinkAboutItem 06.cMay 24, 2011 Item No.
COOPERATIVE PURCHASE OF ELECTION EQUIPMENT
Proposed Action
Staff recommends adoption of the following motion: Approve resolution for the
cooperative purchase of election equipment.
This resolution represents a commitment by the City of Lakeville for the cooperative
purchase of election equipment with Dakota County.
Overview
Dakota County, its cities and townships, have been using the Accu -Vote tabulators
since 2000. The equipment is becoming obsolete and experiencing high failure rates
and increased maintenance costs. The County has Help America Vote Act (HAVA)
funds remaining from previous grants and also has applied for and received additional
grant funds for the purchase of new election equipment. The County anticipates going
out for bids for replacement equipment in fiscal year 2013. The new equipment would
be in place for the 2014 elections. Dakota County is asking cities to participate 50/50 in
the cost of the new equipment. The net per precinct cost is estimated at $4,000. This
estimate is based on the current precinct structure in Dakota County and will likely
change after redistricting.
County officials have indicated that they will honor the 50/50 cost share arrangement for
any new precincts added in 2012. However, the cost of any additional equipment
acquired after 2013 will be the sole responsibility of the City.
Primary Issues to Consider
➢ What happens if the City chooses to not participate in this cooperative purchase?
➢ What is the financial impact to the City of Lakeville?
Supporting Information
➢ Letter from Dakota County
➢ `resolution for cooperative purchase
Sharlene Friedges, City Clerk
Financial Impact: $44,600 Budgeted: Y/N Source: 2013 Elections Budget
Related Documents (CIP, ERP, etc.):
Notes:
Council Report - Election Equipment
Page 2
Analysis of Primary Issues
What happens if the City chooses to not participate in this cooperative purchase?
Existing equipment will become obsolete and will no longer be programmed or covered
for maintenance by Dakota County;
Increased cost to the City if we purchase new equipment at a later date, as we will no
longer be able to utilize grant funds.
What is the financial impact to the City of Lakeville?
The City of Lakeville currently has 14 polling sites. Based on current population, City
staff is recommending the City Council establish three additional polling sites. Large
cities are required to have an absentee ballot precinct, utilizing one additional tabulator.
18 units @ approx. $2,000 = $36,000
It is recommended that cities have back -up units on hand in the event a tabulator
malfunctions during an election. Dakota County has indicated that back -up units are
not included in this cost share arrangement.
2 units @ approx. $4,000 = $8,000
Total Financial Impact $44, 000
September 14, 2010
City of Lakeville
Attn: Char Friedges, City Clerk
20195 Holyoke Ave
Lakeville, MN 55044 8339
Should you have any questions regarding this matter, please feel free to contact Joel Beckman at
(651) 438 -4329.
Joel T. Beckman, Director
Property Taxation and Records
Dakota County Administration Center
1590 Highway 55
Hastings, MN 55033
Phone 651.438.4576
Fax 651438.4399
www.co.daketa. mn.us
Dear Ms. Friedges:
At their August 24, 2010 meeting, the Dakota County Board of Commissioners approved the concept of cost
sharing to replace the current equipment utilized to tabulate election results (the AccuVotes). We anticipate
going out for bids for replacement equipment in Fiscal Year 2013, for use during the 2014 elections. We are
giving you advance notice so that your jurisdiction can consider participating in this cost sharing
arrangement and have adequate time to plan for your applicable costs.
Dakota County currently has $215,000 in unspent Help America Vote Act (HAVA) funds, and will be
applying to receive the approximately $400,000 in funds from the State of Minnesota that are the remainder
of the unspentHAVA" funds. We anticipate this funding will reduce the overall cost to all jurisdictions
within Dakota County by approximately 50 %. We estimate the current cost of each machine (including
ballot box, hardware and software) to be $8,000 per precinct. With a current total of 141 precincts in Dakota
County, the estimated total cost is $1.128 million. Reducing that total by $615,000 with HAVA money
brings the estimated total cost to $513,000, or $3,640 per precinct. If we cost share this on a 50 -50 basis, this
means Dakota County will pay $256,500 of the total cost, and each local jurisdiction will be responsible for
approximately $1,820 per machine /precinct. I would also caution the total does not include sales tax, so to
be safe, I would actually estimate the cost closer to $2,000 per machine.
Also, it should be noted, Dakota County doesn't anticipate utilizing the cost share to purchase any extra
machines for local jurisdictions (and we would anticipate local jurisdictions would wish to purchase
additional machines as backups.)
Attached, please find a spreadsheet with the estimated costs based on the current precinct structure within
Dakota County. I realize this will be changing with redistricting corning up, but this gives us a rough idea of
the cost estimates. We also anticipate sending out a proposed resolution that your city council or town board
can adopt to join in this cooperative venture. We will need 100% participation to make this a success. We
are hoping that all jurisdictions will participate, so we can ensure we have consistent election programming
and machines throughout our entire county.
CITY OF LAKEVILLE
RESOLUTION NO.
RESOLUTION FOR THE COOPERATIVE PURCHASE
OF ELECTION EQUIPMENT
WHEREAS, it is necessary for all precincts within Dakota County to use the
same election equipment; and
WHEREAS, the election equipment is becoming obsolete and
experiencing high failure rates and increased maintenance costs; and
WHEREAS, Dakota County has Help America Vote Act (HAVA) funds
remaining from previous grants; and
WHEREAS, Dakota County has applied for and received additional HAVA
funds from the Minnesota Secretary of State.
NOW, THEREFORE, BE IT RESOLVED that the City of Lakeville hereby
supports the purchase of new election equipment for fiscal year 2013 for
implementation in election year 2014; and
BE IT FURTHER RESOLVED that the City of Lakeville hereby agrees to
participate in the purchase of said election equipment by paying 50% of the net
cost of the equipment after reducing the gross cost of said equipment by
utilizing HAVA funds received by Dakota County, provided Dakota County pays
the remaining 50% of the net cost of equipment.
ATTEST:
APPROVED this 6th day of June, 2011.
Charlene Friedges, City Clerk
CITY OF LAKEVILLE
BY:
Mark Bellows, Mayor