1h. Joint powers optical scan voting equipment low bid approved by Carver County CITYOF --
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690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 2 61 41 2 937 -1900 • FAX (612) 937 -5739 C
MEMORA P UM
TO: Mayor and City Council
FROM: Don Ashworth, City Manager Se 7_1S
i
DATE: June 22, 1992
' SUBJ: Approve Opti -Scan Equipment Bids, Including Resolution Authorizing the Use of
that Equipment in the 1992 Election
Staff members have assured me that this item will not remain on the consent agenda - -I hope that
they are wrong. This item was presented at the last Council meeting. When the decision was
made that we should re -look at the decision to use opti-scan equipment, I must admit that the
vision of seeing "the last tree drop" became all too vivid. [Flashback: 25 years ago I was the
Administrator for the City of Vermillion, South Dakota. Responding to parking complaints, we
received approval for a plan to increase parking via angular on- street parking. A row of Chinese
' Elms needed to be removed to accomplish the plan. Removal began that Thursday. Late
Thursday afternoon I had approximately 10 residents in my office protesting the tree removal.
The crews had stopped, and I invited the residents to meet with the City Council that evening
J (regular meeting date). By 7:30 p.m., the numbers had grown to 20 or 30, and a new twist was
injected - -each of the trees had been planted in memory of a World War I casualty. Not
surprisingly, the Council's vote was to cease removal operations. As I was driving into work
reasonably early the next morning, a frantic message came across the radio requesting that I meet
the Mayor at Prentise Park as soon as possible. A horrifying thought crossed my mind- -when
was it that the street crew was going to move to summer hours? As I turned the corner, I saw
the Mayor's car turning from the opposite block, and 15 housewives in bathrobes and hair nets
all watching "the last tree drop. "] I apologize for the "flashback," but a decision to reject optical
scan voting equipment for the 1992 elections would create a devastating position very similar to
the one I faced that beautiful Friday morning 25 years ago. Background on this item includes:
1988: The legislature authorizes cities in Hennepin County to use opti scan
equipment. Results of subsequent elections were highly positive, i.e. citizen
response favorable, no spoiled ballots, and results were virtually available at the
close of the polls.
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1.417 PRINTED ON RECYCLED PAPER
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Mayor and City Council
June 22, 1992
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1990 -91: Election personnel within the seven county area established a goal to
see the seven county area move to opti-scan by 1992. The goal has become true
in that all seven counties will be using opti-scan for the 1992 elections.
' - Summer, 1991: A demonstration of the voting equipment was held for the City
Council prior to one of our regular meetings. Jean thought that the responses
were positive.
1 - Fall 1991: Quotes were taken by Carver County for the equipment to be used
throughout the county (county equipment as well as counters to be used in
' individual cities). Although beneficial for budgetary purposes, Chanhassen
requested that the county reject the quotes and re -bid as prices appeared high.
1 - November, 1991: The 1992 budget was approved including funds for opti-scan.
December, 1991: The county did re -bid and received two bids versus the previous
' one. Cost savings for our city were approximately $6,000 to $8,000. The County
Board accepted the low bids, including the guarantee that cities could purchase at
that same low bid price.
' - February, 1992: The state legislature extended sales tax to cities (6.5% or
approximately $3,000 additional dollars if purchase and delivery was not
1 consummated prior to June 1).
' - March /April, 1992: The low bidder was informed to prepare the necessary
purchasing documentation as well as to process the specific order for Chanhassen
to ensure delivery occurred prior to June lst. The order was signed in late May
' and delivery occurred at that same time.
June, 1992: The City Attorney rules that the City Council needs to authorize the
purchase even though Carver County had formally bid and accepted those bids.
[Note: A point of confusion still exists in my mind in that the city has previously
been able to use state and Hennepin County bids for gravel, salt, sand, etc.,
through Joint Purchasing Agreements without formal award processes.]
June 22, 1992: ? ?? (On both bended knees, I humbly hope that approval occurs.)
Recommendation
•
' This office recommends that the City Council authorize the purchase of opti-scan equipment for
the 1992 elections from Business Records Corporation at a unit cost of $6,210.00 (total
equipment cost of $37,260.00). We would also request that a resolution authorized approving
the use of opti-scan equipment for the 1992 elections.
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pcciliac o� Ligo carbonless TRIP 1
PURCHASE ORDER ORDEN NO
08611
1
TO Business Records Corporation SHIP TO City of Chanhassen II
ADDRESS ADDRESS 690 Coulter Drive 1
CITY CITY Chanhassen, MN 55317
I FOR REQ. NO. HOW SHIP DATE REQUIRED TERMS ' DATE
II
--41 01:166 - O lumin Zimivto - ' ! -_ -- . SUPPLY ITEMS LISTED BELOW " - - - - °._ - .RICE UNIT
F 1 6 Optech III PE
2 6 Memory Pack
3 6 Steel Ballot Box
C
i 4 6 Extra Memory Pack
i 6 2 year Hardware Maintenance Agreement
. S 6 2 your EloctioR Support Agroomont
6 6 Election & Diagnostic Software 40,009 69
4;4. - . - .. . -,i ce. PORTANT : .
1
OUR ORDER NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, PLEASE SEND COPT YOUR INVOICE WITH ORIGINAL BILL OF LADING
ETC.
PLEASE NOTIFY US IMMEDIATELY IF YOU ARE UNABLE TO SHIP COM-
PLETE ORDER BY DATE SPECIFIED. PURCHASING AGE
REDIFORM• 15 144 — ORIGINAL
POLY PAK (50 SETS) 1 P 144 1
- - -_- — 1
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PROPOSAL L
Precinct Counters
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Optical p Scan Voting System
County of Carver, Minnesota
II _
111 Honorable Chairman and Board of Commissioners
County of Carver
1 Chaska, Minnesota
I I Business Records Corporation, the undersigned as bidder, hereby proposes and agrees to
enter into a contract with the County of Carver, Minnesota, on a consortium basis
according to these specifications and the following proposal.
1 Nc -
Optical Scan Precinct Voting System / v N J. _
I System Name: OPTECH III -PE 'or III -P L r J $ 6,500.00 e �A�•
Per Unit Bid - 5 to 15 units each r ,, . r .�
Extra Memory Pack (State Law) $ 315.00 each
NET $ 6,815.00 each
1 Less trade -in of City owned Vote Recorders ..
— (Chaska 40, Chanhassen 60, Waconia 12) ($ 920.00)
TOTAL BID
15.895 each
"" BRC will allow $106.00 credit per Vote Recorder
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