Department
Registration & Elections
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
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Request approval of a statewide contract - Registration & Elections, #47800-SOS0000037, Master Solution Purchase and Services Agreement in the amount of $163,575.00 with Liberty Vote USA, Inc (formerly Dominion Voting System Incorporated) (Denver CO) to purchase four (4) Central Scanning Absentee / Vote By Mail Hardware (ICC G2140 Kits) and three (3) Image Cast Central Scanner - DR-G2140 with annual Image Cast Central Annual Firmware License and Image Cast Central Annual Hardware Warranty. Effective upon BOC approval through December 31, 2026.
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-462, requests for approval of statewide contracts of more than $100,000 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: This request seeks approval to purchase four (4) Central Scanning Absentee / Vote-By-Mail Hardware units (ICC G2140 Kits) and three (3) Image Cast Central Scanners with the required Image Cast Central Annual Firmware License and Annual Hardware Warranty. These resources are essential to support ballot processing needs for the General Primary / Nonpartisan Election and Runoff Elections, as well as the General Election / Special Election and associated runoffs. The additional scanners will expand capacity, reduce processing delays, and ensure that absentee and vote-by-mail ballots can be managed efficiently and securely throughout multiple high-volume election cycles.
Scope of Work: The scope includes procurement, delivery, installation, and configuration of four ICC G2140 units and 3 ICC scanners. It also encompasses activation of the annual firmware license, application of the hardware warranty, systems integration with existing ballot-processing workflows, and any necessary testing or staff training. These steps ensure the equipment is fully functional and compliant with the department’s operational requirements before election periods.
Community Impact: Improved scanning capacity enhances the voter experience by supporting timely, accurate processing of absentee and vote-by-mail ballots. Faster throughput helps the County meet statutory reporting timelines, strengthens public trust, and reinforces confidence in the integrity and reliability of election administration. Ensuring adequate equipment also reduces potential delays in finalizing election results.
Department Recommendation: The Department recommends approval of the purchases.
Project Implications: Approval of this purchase will increase operational resiliency, decrease dependence on aging or limited equipment, and reduce the risk of breakdowns during critical election periods. They included firmware license and warranty help ensure ongoing technical support, system performance, and secure operation. This investment positions the department to meet demand for both current and upcoming election cycles.
Community Issues/Concerns: Some community members may express concerns about how absentee and vote-by-mail ballots are processed or how equipment is maintained. Transparent communication about security, accuracy, and the role of scanning technology can help address questions and reinforce public confidence. Emphasizing the purpose and safeguards associated with these scanners can help mitigate misconceptions.
Department Issues/Concerns: Timely procurement and deployment are essential to avoid operational gaps prior to election deadlines. The department must coordinate installation, testing, and staff readiness. Storage, maintenance scheduling, and integration with existing systems must also be planned. The warranty and annual licensing help reduce long-term maintenance burdens and ensure consistent performance.
Contract Modification: New Procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
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Exhibits Attached
Exhibit 1: Master Solution Purchase and Services Agreement
Exhibit 2: Quotes
Contact Information (Type Name, Title, Agency and Phone)
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Nadine Williams, Director, Registration and Elections, 404-612-7020
Contract Attached
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Yes
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
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Previous Adjustments: |
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This Request: |
$163,575.00 |
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TOTAL: |
$163,575.00 |
Grant Information Summary
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Amount Requested: |
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Match Required: |
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In-Kind |
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Approval to Award |
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Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
100-265-2653-1410: General, Registration & Elections, Equipment - $135,050.00
Funding Line 2:
100-265-2653-1118: General, Registration & Elections, Office Supplies - $28,525.00
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Key Contract Terms |
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Start Date: Upon BOC approval |
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Cost Adjustment: |
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OVERALL Contractor Performance Rating: N/A