Agenda 07/11/2017 Item #16J207/11/2017
EXECUTIVE SUMMARY
Recommendation to purchase EViD Edge electronic pollbooks from VR Systems, Inc.
OBJECTIVE: To purchase EViD Edge electronic pollbooks directly from VR Systems, Inc.
CONSIDERATIONS: The purpose of this Executive Summary is to obtain authorization for the Collier
County Supervisor of Elections to purchase additional electronic pollbooks (EViD Edge) directly from
VR Systems, Inc.
Electronic pollbooks allow election workers to electronically check voters in to the polling site during
Early Voting and on Elections Day rather than utilizing paper precinct registers. Electronic pollbooks
(EViD) were first designed after the 2004 General Election and were implemented in Collier County in
2006 with an initial purchase of over $100,000. The Supervisor of Elections office has made subsequent
EViD purchases since then amounting to over $750,000.
VR Systems, Inc., is the only vendor in the State of Florida that provides EViD electronic pollbooks.
Pursuant to Section Eight: Exemptions to the Competitive Process, sub-section 9 of the Collier County
Procurement Ordinance 2017-08, the Supervisor of Elections requests that the Board of County
Commissioners (Board) find that it is in the best interest of the county to maintain compatibility with
existing Collier County Supervisor of Elections systems by exclusively purchasing electronic pollbooks
from VR Systems, Inc., as a single source vendor for electronic pollbooks (reference Attachments 1 and
2).
FISCAL IMPACT: Funds will be made available in the FY18 Constitutional Officers Capital Fund
(301).
GROWTH MANAGEMENT IMPACT: None.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To approve the purchase of EViD Edge electronic pollbooks directly from
VR Systems, Inc.
Prepared By: Jennifer J. Edwards, Supervisor of Elections
ATTACHMENT(S)
1. Exemption 014 - 9 - VR Systems (PDF)
2. VR Systems EViD Sole Source 2017 (PDF)
07/11/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.J.2
Doc ID: 3466
Item Summary: Recommendation to purchase EViD Edge electronic pollbooks from VR
Systems, Inc.
Meeting Date: 07/11/2017
Prepared by:
Title: Executive Secretary to County Manager – County Manager's Office
Name: MaryJo Brock
07/01/2017 1:43 PM
Submitted by:
Title: County Manager – County Manager's Office
Name: Leo E. Ochs
07/01/2017 1:43 PM
Approved By:
Review:
Office of Management and Budget Susan Usher Additional Reviewer Completed 07/03/2017 10:05 AM
Office of Management and Budget MaryJo Brock Level 3 OMB Gatekeeper Review Skipped 07/01/2017 1:49 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 07/03/2017 11:25 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 07/03/2017 5:07 PM
Board of County Commissioners MaryJo Brock Meeting Pending 07/11/2017 9:00 AM
Instructions
The following procurement categories may be eligible for exemption from the competitive process based upon the determination
of the County manager or Designee that approval of such an exemption is in the best interest of the County.
Purchases greater than $50,000 will require final approval by the Board of County Commissioners.
Requester Name: Vendor Name:
Division: Item / Service:
Budget Year: Anticipated Cost per Fiscal Year:
One time purchase: Multiple Purchases: Requested Date Range: _______________________
1. Government Agency/Non-
Profit
2. Registrations/dues/
training
3. Subscriptions/periodicals/
printed materials
4. Advertisements
5. Utility services – subject
to government control
6. Education/academic
programs/trainers, speakers
7. Legal services 8. Purchases required by
grants/gifts
9.Compatibility/proprietary
with current systems
10. Shop estimates on
disassembled equipment
11. Personnel/recruitment
services
2. Works of art for public
display
13. Direct purchases 14. Financial instruments 15. Entertainment services
for County sponsored events
16. Management studies as
directed by County Manager
17. Resolution/BCC direction (Indicate resolution number and approval date):
Description of Purchase: Enter a description of the item(s) items that will be purchased under this exemption.
Purpose: Describe in detail, the purpose of the requested item(s).
Requested by: Signature: Date:
Division Director: Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director: Signature: Date:
For Procurement Use Only:
One time approval One year approval Multi-Year Approval: Start ____________ End ____________
Exemptions from the Competitive Process
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June 29, 2017
Melissa Blazier
Collier County Supervisor of Elections
3750 Enterprise Avenue
Naples, FL 34104
Ms. Blazier,
This letter is in response to your request for a Sole Source Justification for the
EViD Electronic Poll Book for VR Systems, Inc. Please see the information below.
2017 Sole Source Justification for Purchase of EVO Electronic Poll Books
EViD Product Introduction:
EViD streamlines voter verification and check-in, eliminating the need for bulky
paper registers. EViD communicates with the county's voter registration system
(Voter Focus) and other EViDs within the county, continuously receiving voter
activity. This prevents double voting and provides up-to-date status of the voter.
Sole Source Justification:
VR Systems is the only vendor providing electronic poll books that interoperate
with the County's Voter Registration and Elections Management database (Voter
Focus) so that voter records are updated in near real time with voting activity.
The EViD Electronic Poll Books update each other within the polling place with
voting activity within the polling location to prevent any possibility of double
voting.
These are the only Electronic Poll Books that receive data streamed from the
Voter Focus County Voter Registration System via a dedicated web site. Voters
moving in from other counties; address changes within the county from
Department of Motor Vehicles; move -outs to other counties and states are
streamed down to the EViD Electronic Poll Books.
VRX
No other electronic poll book on the market is capable of interfacing and
continuously updating the County Supervisor of Elections' voter registration
records on a near real-time basis with voting history both during early voting
and on Election Day.
The EViD System was designed, developed and patented by VR Systems, Inc.
Tallahassee FL. The EViD System is installed in 58 Florida counties. The EViD
System has been used successfully in Florida elections since 2005.
EViDs in "catch-up" mode. The EViD stations are loaded prior to the election
with the basic voter registration database and voting activity. The EViD stations
can be deployed to the polling locations several days before Election Day or the
commencement of early voting. When the units are switched on the EViDs pick
up recent voter record changes (such as address changes from Department of
Highway Safety and Motor Vehicles, libraries etc.) They also pick up, via the
dedicated EViD web site, recent voting activity such as returned mail ballots and
early voting activity.
The EViD units deployed at polling locations around the county collect recent
registration and voting activity streamed from the Supervisor's database through
the EViD web site. If the internet were to 'go down' for any reason, the EViD
stations can continue to function in stand-alone mode. The poll workers are able
to continue to check in voters and record voting activity. When internet
connectivity is restored the units send up and receive back any activity that
occurred while the internet or connectivity was interrupted. EViD stations can
also function as electronic poll books without updates for Election Day at polling
locations where an internet connection could not be established.
The EViD stations interface with all the ballot printers currently on the market
allowing a seamless transition from voter identification and verification to ballot
pickup.
Company Overview:
Founded in 1992, VR Systems provides elections management services focused
on the integrity of the registration and reporting processes. Following elections
overhaul legislation in Florida in the early 2000'x, VR Systems began expanding
its offerings across the state of Florida and today VR Systems serves elections
clients in many other states. The company, headquartered in Tallahassee, Florida,
with a regional office in Matthews, North Carolina, is 100 percent employee
owned (ESOP) by its 41 employees. Its suite of products and services include the
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EViD electronic pollbook, the Voter Focus elections management solution, VR
Tower website services and ELM election worker training.
Please let me know if you have any questions or concerns.
Sincerely,
c' 1-9. /�—
David A. Bennett
Financial Officer
2840 Remington Green Circle
Tallahassee, FL 32308
850-668-2838
dbennett@vrsystems.com