Agenda 07/27/2010 Item #16J11Agenda Item No. 16,111
July 27, 2010
Page 1 of 4
EXECUTIVE SUMMARY
Request that the Board of County Commissioners authorize expenditure of
budgeted 301 funds for the purchase of additional electronic poll books for the
Supervisor of Elections Office from VR Systems, Inc., a sole source vendor, in the
amount of $673,875.
OBJECTIVE: To obtain authorization for the expenditure of budgeted 301 funds for the
purchase of additional electronic poll books (EViD's) from VR Systems Inc., a sole
source vendor, in the amount of $673,875.
CONSIDERATIONS: The purpose of this Executive Summary is to obtain
authorization for the Supervisor of Elections to purchase additional electronic poll books
(EViD's) with existing budgeted 301 Funds. The cost to purchase the additional EViD's
from VR Systems, Inc., a sole source vendor, is 5673,875 (see attached Invoice and
related documents). Section V.0 of the Collier County Purchasing Policy, Exemption for
Single Source Coimnodities, allows for the purchase of commodities from a single source
vendor where: (l) the item to be purchased is the only one available that can properly
perform the intended function, and (2) the recommended vendor is the only one ready,
willing and able to meet the County's requirements. Due to the unique nature of the
EViD's, VR Systems Inc. is the only vendor available to provide this item. Under the
Purchasing Policy, the Board is authorized to exempt the purchase of this item from
formal competition. The money required to make this purchase is currently budgeted in
301 funds.
FISCAL IMPACT: The net fiscal impact to purchase the EViD's is 5673,875. The
Collier County Supervisor of Elections has money budgeted and available for this
purchase.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the
County Attorney's Office and is legally sufficient for Board action —SRT.
GROWTH MANAGEMENT INPACT: None
RECOMMENDATION: That the Board authorizes the expenditure of budgeted 301
funds and waive formal competition so that the Supervisor of Elections may purchase
additional electronic poll books (EViD's) from VR Systems Inc., a sole source vendor, in
the amount of 5673,875.
Submitted by: Jennifer J. Edwards, Supervisor of Elections
Agenda Item No. 16J11
July 27, 2010
Page 2 of 4
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number: 16J11
Item Summary: Authorize expenditure of budgeted County Wide Capital Project Fund (301) money for the
purchase of additional electronic poll books for the Supervisor of Elections Office from VR
Systems, Inc., a sole source vendor, in the amount of $673.875.
Meeting Date: 7/27/2010 9:00.00 AM
Approved By
OMB Coordinator
County Manager's Office
Office of Management & Budget
Date
711912010 1:12 PM
Approved By
Susan Usher
Management /Budget Analyst, Senior
Date
Office of Management &
Budget
Office of Management & Budget
7/19/2010 3:20 PM
Approved By
Leo E. Ochs, Jr.
County Manager
Date
County Managers Office
County Managers Office
71912010 3:31 PM
WR **
agenda Item No. 16J11
July 27. 2010
Page 3 of 4
SUPPLEMENT TO EViD SYSTEM SALE AND LICENSE AGREEMENT
Addemdum for Purchase of Lot 3
JUL 14 2010 Pm12:1
Customer: Collier County, Supervisor of Elections
3301 Tamiami Trail E.
Naples, FL 34112
Reference Agreement: September 19, 2005
VR Systems, Inc. ("VRS"), 2840 Remington Green Cir., Tallahassee, Florida, 32308, and the Customer agree
that, when this Supplement is signed by the Customer and by VRS, the following terms and conditions will
apply to the products designated in the Schedule of Products. Under these terms and conditions, VRS will (a)
furnish the EViD Stations, EViD Software and Third -Party Software designated therein to Customer, (b) sell
the EViD Stations to Customer, (c) grant Customer nontransferable, nonexclusive licenses to use the EViD
Software, and (d) provide certain services related to the licensed EViD Software, all as described in the
Reference Agreement between VRS and Customer.
Schedule of Products
Quantity Description Refer To Unit Price Total Price
225 EViD units Exhibit B of Reference Agreement $2995 $673.875
Total Addendum $673,875
Payment Terms: 50% upon execution of this Addendum; balance within 15 days of acceptance of units.
Delivery of units is approximately 12 weeks from receipt of signed Addendum.
Annual software maintenance for individual EViD units on this addendum will be up to $121 for 2011 renewals
due on anniversary of delivery of units. Annual software maintenance fee for the EViDNR Systems Interface
License is referenced in the Reference Agreement of September 19, 2005
*It should be noted that Customer becomes liable for final payment of EViD Shipment when Customer
takes receipt of Shipment.
If Customer defaults under this Agreement then VR Systems' Bank has the legal right to pursue payment.
"Customer acknowledges that VRS has granted to Capital City Bank ( "Bank ") a security interest in and an
assignment of this Agreement and all payments which are due and all payments which become due to VRS
under this Agreement. Customer consents to such security interest and assignment, which secure certain
obligations VRS owes to Bank."
Customer and VRS each acknowledges that it has read this Supplement and the Reference Agreement,
understands them, and agrees to be bound by their terms and conditions.
Agreed: Collier County, Supervisor of Elections
M
Supervisor of Elections
Date:
Agreed: VR Systems, Inc.
By:
Jane M. Watson, President
Date: L
VR
S Y S T E M S
VR Systems, Incorporated
Agenda Item No. 16J11
July 27, 2010
Page 4 of 4
Invoice
Date Invoice #
7/12/2010 2151
zts4u xermngton Ureen Cir Ship To
Tallahassee, FL 32308
Supervisor of Elections Office
(850) 668 -2838
Attn.
3301 Tamiami Trail E.
Bill To Rev. Dr. MLK, Jr. Building
The Hon. Ms Jennifer Edwards Naples, FL 34112 -4907
Supervisor of Elections
Collier Govt Cntr MLK Bldg
3301 Tanuami Trail East
P.O. Number
Naples FL 34112 -4907
Quantity
Description
Price Each
Amount
225
EViD Station
2,995.00
673,875.00
50% ($234,787.50) due upon execution of the
addendum, which occurred 7/6/10. An
invoice for the balance will be sent after the
units arrive. Thank you.
J
! 14 2010 r�112:1
Total $673,875.00
Phone #
Fax #
E -mail
Payments /Credits $0.00
850- 668 -2838
850- 668 -3193
gcox@)vrsystems.org -F
Balance Due $673,875.00
'EIN NUMBER 59- 3135736