SUPPORTS ITEM NO. 2
CS&B COMMITTEE AGENDA
JUNE 27, 1996
ADMINISTRATIVE REPORT
Date: June 13, 1996
File No. Crep055.cov
TO: Standing Committee on City Services and Budgets
FROM: City Clerk and Manager of Purchasing Services
SUBJECT: Tender No. 28-96-03 -
Optical Scan Vote Tabulation System
RECOMMENDATION
THAT Council approve the award of a contract to Global Election
Systems Inc. for the supply of 160 Optical Scan Voting machines,
related equipment and software, at a cost of $798,000, plus the
7% Goods and Services Tax (less any municipal rebate received)
and the Provincial Sales Tax. Source of funds to be a loan from
the Capital Financing Fund, with repayment from the City Clerk's
Department future operating budgets, beginning in 1997.
COUNCIL POLICY
The policy of Council is to award contracts for the purchase of
equipment, supplies and services that will give the highest value
based on quality, service and price.
Contracts with a value over $200,000 are referred to Council for
award.
PURPOSE
The purpose of this report is to recommend the purchase of a new
Optical Scan Voting System from Global Election Systems Inc. to
replace the City's existing voting equipment, for use in the 1996
General Local Elections.
BACKGROUND
In a report dated February 7, 1996, the City Clerk advised Council of
concerns related to the poor reliability record of the City's existing
automated voting equipment, based on the experience of its use during
the last three general local elections (1988, 1990 and 1993). The
City Clerk recommended, and Council approved, that the existing system
be replaced for use in the 1996 General Local Elections.
The City Clerk and General Manager, Corporate Services were instructed
to report back to Council to seek final approval of the proposed
vendor, acquisition costs and financing of the recommended purchase.
There are currently only two major companies which market and support
optical scan voting equipment in Canada:
Business Records Corporation, based in Dallas, Texas; and
Global Election Systems Inc., based in Vancouver, BC.
Both companies were contacted and invited to submit bids to replace
the City's existing equipment.
DISCUSSION
Tenders were received from the above noted companies by the Manager
of Purchasing Services on May 1, 1996. Bids were submitted as
follows:
Business Records Corporation: $761,760.00
Global Election Systems Inc.: $790,120.00 (Plus $7,800 for
related optional
equipment)
Both bids provide for the acceptance of the City's existing automated
voting equipment in trade.
A copy of the tabulation of bids is on file in the Purchasing Services
Division. The Goods & Services Tax (less any municipal rebate
received) and the Provincial Sales Tax are in addition to prices
quoted in this report and in the tabulation.
A committee, consisting of a Buyer from the Purchasing Services
Division, Deputy City Clerk, Senior Elections Clerk and a Senior
Technical Specialist from the Information Services Division evaluated
the bids and respective equipment based on the criteria set out in the
original bid documents. The evaluation criteria considered were as
follows:
- the equipment: reliability, design, ease of preparation,
maintenance and testing, ease of operation, ease of transport and
storage, ease of software set-up, ease and flexibility of ballot
design, report feature and adapt-ability to future needs;
- the company: reputation and experience, technical credibility,
after sales service and support, financial resources and
stability, and environmental responsibility; and
- costs: initial purchase and on-going support costs.
The ratings of the criteria were based on a 1 to 5 scale, 1 being
unacceptable and 5 being superior, for a maximum of 100 points. In
the final evaluation, Global Election Systems received 83 points,
Business Records Corporation received 64.5 points.
The Evaluation Committee rated the Global Elections Systems equal or
superior to the Business Record Corporation system in all areas
considered. While both systems were determined to be equally
reliable, the Global Elections System was considered to be superior in
the areas of unit design, ease of preparation, maintenance and
testing, ease of operation by election staff and adaptability to
future needs.
Reference Checks
An extensive and detailed reference check was conducted of the
references provided by the two bidders, as well as other cities known
to have had experience working with the proposed equipment. All
references contacted regarding the Global Elections System were
positive, for both equipment and support services. Responses from the
BRC references were mixed, with some indicating they were dissatisfied
with the service and equipment provided. Some references currently
using the Global Elections Systems equipment had previously used BRC
equipment and had chosen to switch to the Global Election Systems due
to design considerations.
The evaluation documents are on file in the Purchasing Services
Division Office.
Conclusions
Although the price to purchase the Global Elections Systems equipment
is approximately $28,000 higher than the bid submitted by Business
Records Corporation, the Evaluation Committee has concluded that the
Global bid provides the highest value to the City and will better meet
the City's current and future election administration needs.
The Committee therefore recommends the acceptance of the bid from
Global Elections Systems Inc. for the supply, installation and support
of their Optical Scan Voting Equipment for use in the City's 1996
General Local Election, at a cost of $798,000, plus applicable taxes.
The Comptroller of Budgets and Research advises that the funds for
this purchase, if approved by Council, will be provided in the form of
a loan from the Capital Financing Fund (Solid Waste Capital Reserve).
Repayment will be made from future City Clerk's Department operating
budgets starting in 1997, at a rate of approximately $111,000 per year
(dependent upon prevailing interest rates).
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