To: Martin L. Cousineau, Finance Committee Chairperson
From: Domonique Clemons, Genesee County Clerk & Register of Deeds
title
RE: Election Equipment Purchase
recommendation
BOARD ACTION REQUESTED:
Approval of a resolution to purchase additional election equipment to implement additional Security standards and result transmission.
BACKGROUND:
As the State of Michigan and Genesee County continue to innovate and move toward new systems to promote safe and secure elections. There is periodically a need to order new election equipment. This is further demonstrated this year, especially with the implementation of Proposal 2 that allows for 9 days of early voting. Genesee County has contracted with HART Intercivic as our Vendor for election equipment and are in the middle of a 10-year contract. The office of the Clerk/Register is requesting funds to purchase the new HART Transmit system for election processing. This is a purchase under our current contract with HART which is attached.
DISCUSSION:
This resolution would include the purchase of 28 (twenty-eight) Secure transmission devices for Verity Relay. These units will be deployed to each municipality to be used to more securely transmit election data and election night results for reporting by the county. The one-time purchase of these devices ensures that election results are accurately reported and securely transmitted. This system also creates redundancy in our election system as a 3rd data point to cross check election results and ensure all processes are handled appropriately with no tampering. This proposal also includes 28 V Drives - The data memory card that is used in all HART election equipment, and 1 new County Workstation, as well as professional set up and support. Finally, to support this purchase and ensure the highest level of cyber security this resolution includes additional Hardware, training and support for out IT division. IT is requesting the purchase of Palo Alto Devices to support this project.
IMPACT ON HUMAN RESOURCES:
This election system creates additional security to our election process, as well as allows for results to be reported significantly quicker. Meaning Genesee County Election staff would likely not have to work as long into the night. Our Human Resources team will be glad for the reduced stress on county staff during the election process.
IMPACT ON BUDGET:
This would require an appropriation of $228,637.21 from the General Fund; fund balance. $170,210.00 to be placed and spent from the elections’ equipment line item 1010-215.00- 978.000. The remaining $58,427.21 is for IT needs for this project under the following line items, 1010-228.01-978.006 - Hardware (SHI quote minus the training-This invoice spans 1 year. The portion related to FYE 2025 will be recorded in 1010-000.00-123.000 in the requisition for FYE 2024) 1010-228.01-910.005 - Training (SHI from training) 1010-228.01-801.004 - Service Contract General (Trace3 invoice)
IMPACT ON FACILITIES:
With a more secure election and earlier election results, County staff and the public will need to spend less time in our building on election night. This will positively impact the Facilities team as it limits the late hours of overtime and additional building use.
IMPACT ON TECHNOLOGY:
This is a technological purchase, and while the vast majority of support will be provided by HART Intercivic, our IT department will be involved in continuing to keep our network secure and make sure the equipment is compatible with our county infrastructure. They are actively engaged in this process, and a portion of this funding is going directly to the IT department for equipment needs.
CONFORMITY TO COUNTY PRIORITIES:
This major advancement in our election process will have impact and conforms to several of our county priorities. Our first listed priority is a Healthy, Livable, and safe community. Elections are the cornerstone of democracy and play a huge role in the health, livability, and safety of our community. Having a transparent, secure, and efficient election system keeps public trust and accountability. Having election results transmitted timely and securely can help reduce potential unrest in the community as they could grow angry and frustrated waiting for election results. As a democratic republic, in order to have health, livability and safety we must vote on officials and policies that promote those ideals. The election system is the means of doing that. Furthermore, an inclusive, collaborative culture necessitates a robust election system. This sets the county up to be a leader in election processing, helping to eliminate barriers in our election process, and make information more readily available and digestible to community members of all backgrounds. The security of our elections is an equity issue, as well as a measure towards government transparency and accountability. Finally, all of the aspects mentioned throughout this memo will directly affect the community growth priority as setting Genesee County as the example and leader in election integrity. Residents and future residents will be proud to know they have a County Clerk that is committed to securing our election process and a county Board of Commissioners that support this important work.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
WHEREAS, all counties in Michigan are required to administer elections, provide oversight of the process, ensure security and integrity, and promote election access; and
WHEREAS, Hart Intercivic is currently the contracted election system vendor for Genesee County; and
WHEREAS, there is a need to purchase additional election equipment to adequately meet security standards and transparency expectations of our election process.
NOW, THEREFORE, BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the County Clerk/Register to authorize an allocation of General Fund fund balance and make an expenditure, in an amount not to exceed $228,637.21, to purchase election equipment and IT hardware from various vendors under the current agreement presently in place at the County Clerk’s office and the 28 cities and townships within Genesee County, is approved (a copy of the memorandum request and supporting documents being on file with the official records of the June 5, 2024 meeting of the Finance Committee of this Board), and the Chief Financial Officer is directed to record the attached budget amendment.