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HomeMy WebLinkAboutAgenda 06-17-2025; 8-g - Approval of Acquisition of ElectionWare 5.2.4.0 Election Management Software 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 17, 2025 Action Agenda Item No. 8-g SUBJECT: Approval of Acquisition of ElectionWare 5.2.4.0 Election Management Software DEPARTMENT: Board of Elections ATTACHMENT(S): INFORMATION CONTACT: Homeland Security Grant Program Grant Rachel Raper, Director of Elections, Award to County Boards of Elections 919-245-2351 for Unity Upgrade Resolution to Make a Final Recommendation to the BOCC on the Acquisition of Voting Equipment State Board of Elections Approval of Orange County Request for Replacement of County Voting System PURPOSE: To approve the acquisition of ElectionWare 5.2.4.0 Election Management Software from Election Systems & Software, LLC (ES&S), in accordance with North Carolina General Statute § 163-165.8 and as recommended by the Orange County Board of Elections. BACKGROUND: Orange County must replace its current election management software, Unity 3.4.1.1, as it no longer meets State-mandated security and support standards. The only compatible and certified replacement for the County's existing voting equipment is ES&S Voting System 5.2.4.0 ElectionWare. This transition is required under guidance from the North Carolina State Board of Elections (Numbered Memo 2021-01), which outlines statewide requirements for voting system upgrades. To support this effort, the State Board has secured Homeland Security Grant Program funding to help counties implement certified replacements. The upgrade will not affect the voter experience and ensures continued compliance with certification and security standards. The Orange County Board of Elections has completed all statutory steps required under N.C. General Statute § 163-165.9 for the replacement of the County's current election management software system: • Demonstration of multiple certified voting systems was conducted on April 15, 2025. • A preliminary recommendation to acquire the ES&S ElectionWare 5.2.4.0 voting system was made via a letter signed by the Board of Elections members. • The recommended system was tested in a simulated election on May 20, 2025. • The Board of Elections has determined that the ES&S Election Voting System 5.2.4.0 meets the requirements for use in Orange County. • The State Board of Elections approved the voting system replacement on May 21, 2025. • The Board of Elections is now seeking final approval from the BOCC to proceed with acquisition pursuant to N.C. General Statute § 163-165.8. 2 FINANCIAL IMPACT: With Homeland Security Grant Program funding of$3,007.14 administered through the NC State Board of Elections, the financial impact to replace Unity 3.4.1.1 with ElectionWare 5.2.4.0 is approximately $1,200. ALIGNMENT WITH STRATEGIC PLAN: This item supports: • GOAL 2: HEALTHY COMMUNITY OBJECTIVE 7: Invest in services and programs that improve the health and quality of life of the community. RECOMMENDATION(S): The Manager recommends that the Board approve the acquisition of ElectionWare 5.2.4.0 Election Management Software in accordance with North Carolina General Statute § 163-165.8 and as recommended by the Orange County Board of Elections. 3 MailingAddress: P.O. Box 27255, VOTE NORTH CAROLINA. (9 9) Raleigh, 4-0700 or l 522-4723 `�T' STATE BOARD OF ELECTIONS Fax)(919) 7 5-0135 TO: Alexander County Board of Elections Anson County Board of Elections Bladen County Board of Elections Clay County Board of Elections Dare County Board of Elections Franklin County Board of Elections Halifax County Board of Elections Northampton County Board of Elections Orange County Board of Elections Pamlico County Board of Elections Pitt County Board of Elections Sampson County Board of Elections Stokes County Board of Elections Watauga County Board of Elections FROM: Karen Brinson Bell, Executive Director DATE: January 30,2025 RE: Homeland Security Grant Program award to replace Unity 3.4.1.1 On September 1, 2024,the State Board of Elections was awarded $42,100 to improve election security by replacing outdated, Windows XP reliant Unity election management systems in counties through the Federal Emergency Management Agency(FEMA) Homeland Security Grant Program. As a county listed in this memorandum, the State Board of Elections shall pay for your county to upgrade/replace Unity 3.4.1.1, which has Windows XP as its operating system and is no longer supported.The grant award is evenly divided among the 14 identified counties, such that each county may apply$3,007.14 towards a new election management system per the North Carolina Elections Systems Certification Program and Numbered Memo 2021-01 (revised July 20, 2023). Payment will be made by NCSBE to the certified voting system company upon completion of the certification and procurement process defined in the Certification Program and the numbered memo. Laptops/desktops provided under this grant will be tagged as State-owned fixed assets, and counties will be required to maintain inventory records, reportable to the State Board of Elections annually in June. Questions or additional assistance should be directed to Neil Baddour,Voting Technology Certification Manager, at neil.baddour@ncsbe.gov. 4 A RESOLUTION TO MAKE A FINAL RECOMMENDATION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS ON THE ADOPTION AND ACQUISITION OF VOTING EQUIPMENT WHEREAS, the Orange County Board of Commissioners, with the approval of the Orange County Board of Elections, may adopt and acquire only a voting system of a type, make, and model certified by the State Board of Elections for use in some or all voting places in the county in accordance with G.S. 163-165.8; WHEREAS, the Orange County Board of Elections must recommend the adoption and acquisition of any voting system to the Orange County Board of Commissioners after completing the requirements in G.S. 163-165.9(a); WHEREAS, the Orange County Board of Elections must recommend to the Orange County Board of Commissioners which type of voting system should be acquired by the county, pursuant to G.S. 163-165.9(a)(1); WHEREAS, the Orange County Board of Elections has witnessed a demonstration, in the county or at a site designated by the State Board of Elections, of the type of voting system being recommended, and has also witnessed a demonstration of at least one other type of voting system certified by the State Board of Elections as required by G.S. 163-165.9(a)(2); WHEREAS, the Orange County Board of Elections has tested, during a simulated election, the proposed voting system, as required by G.S. 163-165.9(a)(3); WHEREAS, the Orange County Board of Elections has sought approval from the State Board of Elections prior to replacing any voting system, pursuant to G.S. 163-165.9(b)(3); WHEREAS, the Orange County Board of Elections would use Homeland Security Grant Program funds to cover part of the purchase of the new voting system, and would request additional funding from the Orange County Board of Commissioners; and THEREFORE BE IT RESOLVED that the Orange County Board of Elections hereby makes a final recommendation that the Orange County Board of Commissioners adopt and acquire the following certified voting equipment pursuant to G.S. 163-165.9(a)(1): Voting Type: ES&S EVS 5.2.4.0 Voting System Vendor: Election Systems & Software (ES&S) Jamie ox, Qair Jason Roberts, Secretary Clare Brennan, Member • May 20, 2025 David Kolbinsky, Member �Elvira Mebane, Member Date 5 Request for Replacement of County Voting System The Orange County Board of Elections("Board"),having met on May 20,2025 hereby seeks the approval of the State Board of Elections to replace its voting system,or a portion thereof.Before approving the adoption and acquisition of any voting system by the board of county commissioners,the county board of elections carried out the following steps,which are documented on this form. STEP 1: DEMONSTRATION The county board must witness a demonstration of the recommended voting system plus at least one other certified voting system not currently used in the county.The demonstration can take place in the county,at a site designated by the State Board,or by virtual means. I • The demonstration should be organized as part of a public meeting with invitations sent to the county board of commissioners,the county manager,the county attorney,and the political parties in the county. • The county board should give public notice of the demonstration and meeting,as it does for all other board meetings. • A majority of county board members voting on the recommendation must have witnessed a demonstration.All five members of the county board of elections should attend a demonstration if possible. —_ ........ ._._______...._.__... Demo BOE Office County Board member 1: Jamie Cox Location: pate:April 15,2025 Hart InterCivic Verity 2.2 ES&S EVS 5.2.4.0 F-1ES&S Unity 3.4.1.1 Voting Systems Reviewed: YN Hart InterCivic Verity 2.5 ❑ES&S EVS 6.3.0.0 Demo BOE Office April 15,2025 County Board member 2: Clare Brennan Location: pate: I Hart InterCivic Verity 2.2 5ZES&S EVS 5.2.4.0 �ES&5 Unity 3.4.1.1 � Voting Systems Reviewed: Hart InterCivic Verity 2.5 (_ ES&S EVS 6.3.0.0 Demo County Board member 3: David Kolbinsky Location: BOE Office Date: April 15,2025 Hart InterCivic Verity 2.2 rQES&S EVS 5.2.4.0 ES&S Unity 3.4.1.1 Voting Systems Reviewed: Hart InterCivic Verity 2.5 ❑ES&S EVS 6.30.0 Demo County Board member 4: Elvis Mebane Location: BOE Office ^� pate. April 15,2025 I Hart InterCivic Verity 2.2 �ES&S EVS 5.2.4.0 } Voting Systems Reviewed: ❑ ES&S Unity 3.4.1.1 Hart InterCivic Verity 2.5 ❑ES&S EVS 6.3.0.0 Demo —` County Board member 5: _. Location: Date: ❑Hart InterCivic Verity 2.2 ❑ES&S EVS 5.2.4.0 ES&S Unity 3.4.1.1 Voting Systems Reviewed: 1 Hart InterCivic Verity 2.5 ❑ES&S EVS 6.3.0.0 1 I JI I NCSSE 2023.07 I 6 STEP 2: PRELIMINARY RECOMMENDATION The county board must make a preliminary recommendation to the board of county commissioners as to which voting system should be acquired by the county. • Official action to preliminarily recommend can be taken as soon as the same meeting during which the demonstration is conducted,provided the meeting is properly noticed.Alternatively,the meeting to preliminarily recommend a voting system may be noticed prior to the demonstration as long as the meeting is held after the demonstration. • The Board can recommend by resolution,letter,presentation,or other official action. Following the voting system demonstration,the Board recommended: by resolution dated Jamie Cox,Jason Roberts,Clare Brennan, by letter dated April 15, 2025 signed by David Kolbinsky,Elvira Mebane by presentation given on by nature of an official action taken on that Orange County adopt and acquire the: 0 ES&S EVS 6.3.0.4 Voting System ES&S EVS 5.2.4.0 Voting System ES&S Unity 3.4.1.1 Voting System 0 Hart InterCivic Verity 2.5 Voting System STEP 3:TEST THE PROPOSED VOTING SYSTEM The county board must either:(1)test the proposed voting system in at least one precinct where the voting system would be used if adopted,or(2)test the proposed voting system in a simulated election. • County board staff must notify State Board voting systems staff via email(votin sqystemssboe@ncsbe.gov)of its intent to test the recommended voting system. • The voting systems election management system and the components of the system must undergo Logic& Accuracy testing prior to use in the test election. • After completing the test election,the county board must determine that the recommended voting system has met the requirements for voting in that county. • Simulated elections must be conducted in accordance with the Standards for Simulated Election policy. On April 24,2025 the county board staff notified the State Board of Elections voting systems staff of its intent to test the recommended voting system. _ May 2Q,2025Th The recommended voting system was tested on Ma . e voting systems I election management system and all of the components of the system were subject to logic&Accuracy E testing prior to use in the test election. i If tested during a real election,the recommended voting system was tested in one-stop absentee voting site(s)and/or Election Day precinct(s). _ The Board,having completed its election(real or simulated)in which the recommended voting system (� was tested, has determined that the recommended system meets the requirements for voting in the county. NCSBE 2023.07 7 STEP 4:SBE APPROVAL The county board must obtain the approval of the State Board before replacing any voting system,or any portion thereof. The County Board seeks the approval of the State Board of Elections to replace its current voting system,or a portion thereof,with the following voting system: I (� Hart InterCivic Verity 2.5 Voting System ❑ES&S Unity 3.4.1.1 Voting System ES&S EVS 6.3.0.0 Voting System �4LES&S EVS 5.2.4.0 Voting System The Board proposes to adopt and acquire the voting system's election management system(EMS)and the following components of the system: Component Type Model Quantity Precinct Ballot Tabulator(PBT) A II Central Ballot Tabulator(CBT) Ballot Marking Device(BMD) I BMD Printer + j Ballot on Demand(BOD)Printers {, I The Board proposes to use the ti b(n _Y ballot marking device and its accessible peripherals to 1 meet AOA requirements to allow for accessible voting. I i I 1 I I NCSBE 2023.07 i 8 Along with this request,the County Board is submitting the proposed vendor contract to permit the State Board of Elections to review and approve the terms of the vendors contract. THE COMPLETION OF THE FORGOING STEPS IS ATTESTED TO AND THE REQUEST FOR APPROVAL OF VOTING SYSTEM REPLACEMENT IS H EBY MADE BY: � f Board Chair: - Date: Board Secretary: Date: // // I Board Member: L �l iCfit.�-fit.`.- Date: �/�o/�S� /ZO Board Member: �' Date: ---- e Board Member: ^ i1 �'T,�t.[ d Date: U -- _ State acrd of Elections u only The pr os d v em replacement ©IS NOT approved. _moi � �_ _.. G Approved by: I Date: S' ff 4 STEP 5:ADOPTION AND ACQUISITION OF NEW VOTING SYSTEM BY BOARD OF COUNTY COMMISSIONERS Following SBE approval,the County Board understands that it may then proceed to ask its Board of County Commissioners for the approval and funding to acquire the recommended voting system.The board of county commissioners,with the approval of the county board of elections, may adopt and acquire only a voting system of a type,make,and model certified by the State Board for use in some or all voting places in the county at some or all elections.The board of county commissioners may decline to adopt and acquire any voting system recommended by the county board of elections but may not adopt and acquire any voting system that has not been approved by the county board of elections. i NCSBE 2023.07