Title
Elections Department recommending the Board approve and authorize the Purchasing Agent to execute Agreement 4236 with Tenex Software Solutions, Inc., effective upon execution for a four year term, with a maximum obligation of $40,000 ($10,000 per year), for annual software license fees for the Department's asset and inventory management system.
FUNDING: Help America Vote Act Funds grant funds.
...Body
DISCUSSION / BACKGROUND
Tenex provides a new asset inventory management software license that will be used for tracking of the voting system and vote center assignments. This will meet the required level of tracking when using federal funds for voting system purchase. This software will help mitigate incorrect deployment and return of equipment and improve the efficiency of equipment check-out and check-in. The annual license fee will be fixed at $10,000 for four (4) years, totalling $40,000. It is projected that after the inital term the agreement will then be renegotiated and amended with an annual adjustment not to exceed 5%. This agreement is effective upon the execution of the agreement.
This new software will replace the outdated and unsupported Data ID software which was approved by the Board in 2006 (Legistar #06-0639).
ALTERNATIVES
The department can use an Excel Spreadsheet to track this equipment, but it is not as efficient with barcodes and grouping for vote center deployment.
PRIOR BOARD ACTION
N/A.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Information Technologies
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
This purchase is funded through HAVA grant funding.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Returned signed agreement to Elections Department.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Linda Webster, Assistant Registrar of Voters
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