Title:
Procedure for the Purchase of New Voting System
Summary
ACTION:
Receive update on procedure to purchase new voting equipment and systems
Staff Contact: Michael Dickerson, Director of Elections
Presentation: Yes
BACKGROUND/JUSTIFICATION:
Before any piece of election equipment can be used in North Carolina elections, it must be certified by the N.C. State Board of Elections. This ensures that voting systems remain reliable, accurate, user-friendly, accessible to persons with disabilities, and capable of secure operation.
On August 23, 2019 the North Carolina State Board of Elections met and certified 3 vendors' voting systems for use in North Carolina. Prior to approving the adoption of any new voting system by the Board of County Commissioners, the County Board of Elections must witness a demonstration of the voting systems. The current voting system will be decertified on December 1, 2019.
To comply with the legal requirement, the following steps are to be followed:
Step 1: Witness a demonstration of the certified type of voting systems. The demonstration will be organized as part of a public meeting with invitations sent to the Board of County Commissioners, the County Manager, the County Attorney, and the political parties in the county.
Step 2: A preliminary recommendation will be made to the Board of County Commissioners as to which type of voting system should be acquired by the county.
Step 3: The County Board of Elections must instruct the County Board of Elections staff to test the proposed voting system in at least one precinct. The voting system test must take place during an election.
• County Board of Elections staff must notify State Board voting systems staff 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 canvass, the county board of elections must determine that the recommended voting system has met the requirements for voting in that county.
Step 4: Obtain State Board approval to replace the current voting system. The County Board of Elections cannot replace any voting system, or any portion thereof, without approval of the State Board.
Step 5: Make a final recommendation to the Board of County Commissioners. The Board of Commissioners can decline to adopt or acquire any voting system recommended by the County Board of Elections, but it cannot adopt and acquire a voting system that has not been approved by the County Board of Elections. The public contracting and procurement statutes do not apply to the purchase of a certified voting system.
Along with the final recommendation, the County Board of Elections must submit the proposed vendor contract to the State Board of Elections for review and approval.
An invitation was sent to the Board of Commissioners from the Mecklenburg County Board of Elections to witness a demonstration of the recommended type of voting system, plus at least one other certified type of voting system. Demonstrations will occur on September 23rd at the Valerie C Woodard Center, from 9am-11am, 1pm-3pm and 7pm-9pm.
PROCUREMENT BACKGROUND:
N/A
POLICY IMPACT:
N/A
FISCAL IMPACT:
Funding for the equipment was included in the adopted FY2020 Operating Budget, $9.856 million.