HomeMy WebLinkAboutAgenda - 08-23-1994 - VIII-B 1
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ORANGE COUNTY
BOARD OF COMMISSIONERS ACTION AGENDA
` ACTION AGENDA ITEM ABSTRACT ITEM NO. •8
MEETING DATE AUGUST 23, 1994
SUBJECT: BID AWARD; VOTING TABULATORS FOR ORANGE COUNTY BOARD OF ELECTIONS
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DEPARTMENT: PURCHASING AND CENTRAL SERVICES PUBLIC HEARING YES _X—NO
ATTACHMENT(S) : INFORMATION CONTACT: PAM JONES
EXT: 2650
BID TABULATION
COPY OF MINUTES PHONE NUMBERS: HILLSBOROUGH 732-8181
HILLSBOROUGH 732-9361
CHAPEL HILL 967-9251
MEBANE 227-2031
DURHAM 688-7331
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PURPOSE: To consider awarding a bid for the purchase of forty-five (45)
Optical Scan Voting Tabulators for the Orange County Board of
Elections Department.
BACKGROUND: Funds have been allocated in the CIP budget for the purchase of
new voting tabulators for the Board of Elections Department.
Orange County's needs were identified and specifications were
developed by County Staff and the Board of Elections. Bids were
solicited from vendors certified by the State Board of Elections
to sell optical scan tabulators in North Carolina. Bids were
received from both vendors on July 28, 1994.
Business Records Corporation of Clemmons North Carolina
submitted the lowest responsible bid at a total delivered cost
of $220,600.00. A tabulation of the bid is included. Bids were
also solicited for three hundred voting booths. However, due to
a discrepancy in the specifications no award is to be made at
this time. Orange County will re-advertise for the booths and
bring the bid award for the booths back to the Board at a later
time.
The equipment has been tested by and the bids have been reviewed
by the Orange County Board of Elections. The Orange County
Board of Elections at their meeting on August 2, 1994
recommended accepting the bid submitted by Business Records. A
copy of the minutes from the Orange County Board of Elections
meeting is also included.
Third party financing will be obtained at an approximate cost of
$52,800.00 per year.
RECOMMENDATION: The Manager recommends award of the bid to Business Records
Corporation of Clemmons North Carolina for a total cost of
$220,600.00 for forty-five (45) Optical Scan Voting Tabulators.
BID TABULATION 2
BID NUMBER: l8s r
BID FOR: Vo BID AWARDED TO:
CLOSING DATE: 7"�� GI Qy BID PRICE:
CLOSING TIME: .3-O O /. M• BUDGETED AMOUNT:
ys ✓ot'�y eta T��d< Tofd l
VENDOR p e"f�✓7 o r 64t
St�� f�b✓l�to�
jlobal ��7��0^'3 �'�8/,�5"0 S 1.21000 169 7sr.m
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Received 3
ORANGE COUNTYl� OF ELECTIONS AUG 1 - 1994
Am= 2, 1994
The Board of Elections for the County of Orange met at 4:00 ap
August 2, 1994, in the Board office at 110 East King St. in Hillsborough.
Present: Diane D. Brown, Chair
Rosetta A. Moore, Secretary
Raymond L. Montgomery, Member
Absent: None
Others Present: Russell Sloss, Business Records corporation
Representative,
Robert Pickett, Global Election Systems
Representative,
Pam Jones, Purchasing Director
chair Brown called the meeting to order and announced that the first order
of business was to review the bids from Business Records Corporation and
Global Election Systems for the purchase of forty-five (45) Optical Scan
Vote Tabulators and associated peripherals and for two-hundred-fifty-eight
(258) Voting Stations. She noted that the Board, pursuant to GS 163-161 ,
must approve one of the voting systems and give a recommendation to the
county commissioners on awarding Bid ##185. She stated that both voting
systems have been tested in Orange County during an election and were on
display prior to the May 3rd Primary in the Board office. She informed the
Board that since there was a large discrepancy in the bids for voting
Stations, the vendors were asked to display them for comparison.
Chair Brown invited Mr. Sloss and Mr. Pickett to comment if they wished to
do so. Mr. Pickett requested permission to demonstrate a portion of the
Accu-Vote systems in which changes have been made since it was tested in
Booker creek Precinct on May 3rd. After the demonstration, Mr. Sloss spoke
briefly on the capabilities of the Optech III-P system.
After the presentations and discussion, Purchasing Director Pam Jones, was
asked what options the Board has regarding the bids. She stated that they
can submit a recommendation to the Board of County Commissioners to accept a
bid for the tabulators and request that the voting stations be rebid.
Discussion ensued.
Mr. Montgomery moved to approve the Optech III-P Eagle optical Scan System
and to recommend that the Board of County Commissioners consider awarding a
bid for forty-five (45) optical scan vote tabulators and associated
peripherals, excluding voting stations, but including all software necessary
for the systems operations, to Business Records Corporation for a sum not to
exceed $220,600.
The motion was duly seconded by Ms. Moore and carried unanimously.
Ms. Jones informed the Board that it is anticipated that the Board of County
commissioners will consider awarding the bid at their August 23, 1994
meeting.