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Authorizing an Agreement with Hart Intercivic for the Upgrade of the Kane County Voting System, Hardware, Software, and Related Services and Corresponding Budget Adjustment
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WHEREAS, the Kane County Clerk’s Office is responsible for the voting and elections systems and service in the County of Kane; and
WHEREAS, Kane County Board resolution 05-211 authorized the purchase of the election system and services from Hart InterCivic, Austin, Texas; and
WHEREAS, the Kane County Clerk’s Office has maintained and operated the election system through the maintenance and services of Hart InterCivic for eighteen years and the current voting system requires upgrading; and
WHEREAS, the Kane County Clerk’s Office recommends the upgrade of the voting and election systems including hardware, software, and related services to enhance voting services and maintain the election systems and services; and
WHEREAS, Hart InterCivic proposed to upgrade the voting system, hardware, software, and related services at a cost of $7,061,405; and
WHEREAS, Hart InterCivic proposed to provide License and Support services for the voting system for five-years at a cost of $225.734 per year with an annual increase not to exceed four percent; and
WHEREAS, Hart InterCivic proposed to provide an Extended Warranty for the voting system for five-years at a fixed price of $104,280 per year; and
WHEREAS, Hart InterCivic proposed a five-year agreement to upgrade the Kane County voting system, hardware, software, and related services at a total cost of $8,805,453.16; and
WHEREAS, Kane County code section 2-216 provides that the purchase of computer software, computer hardware, and computer databases that have been competitively procured and that require additional proprietary licensing, software integrations, software development, software maintenance, software support services, database support services and computer hardware support services are not suitable for competitive procurement and may be authorized for purchase. Purchases over thirty thousand dollars ($30,000.00) must be authorized by the County Board.
NOW, THEREFORE, BE IT RESOLVED by the Kane County Board that the Chairman thereof is authorized to enter into a five-year agreement with Hart InterCivic, Austin, Texas for the upgrade of the voting and election system including hardware, software, and related services in an amount not to exceed $8,805,453.16 with $7,391,419 to be paid in fiscal year 2023 from fund line item 500.800.801.70120 Special Purpose Equipment; and
BE IT FURTHER RESOLVED by the Kane County Board that the agreement with Hart InterCivic for the upgrade of the voting and election systems including hardware, software, and related services is contingent upon Hart InterCivic’s compliance with state and federal requirements, certifications, and approvals for elections and voting in the County of Kane, State of Illinois; and
BE IT FURTHER RESOLVED by the Kane County Board that the following budget adjustments be made to the fiscal year 2023 budget to cover first year costs in an amount not to exceed $7,391,419 with the remaining annual costs of license and support and extended warranty for fiscal years 2023 through 2028 paid from the Kane County Clerk’s operating budget.
357.800.673.99500 Transfer to Fund 500 +7,319,419
357.800.000.39900 Cash On Hand +7,391,419
500.800.801.70120 Special Purpose Equipment +7,391,419
500.800.000.39357 Transfer from Fund 357 +7,391,419
Passed by the Kane County Board on August 8, 2023.
_________________________ _________________________
John A. Cunningham, MBA, J.D. Corinne M. Pierog MA, MBA
Clerk, County Board Chairman, County Board
Kane County, Illinois Kane County, Illinois
Vote: