HomeMy WebLinkAboutResolutions - 2014.04.30 - 21312MISCELLANEOUS RESOLUTION #14096 April 30, 2014
BY: GENERAL GOVERNMENT COMMITTEE, CHRISTINE LONG, CHAIRPERSON
IN RE: CLERK/REGISTER OF DEEDS — ELECTIONS DIVISION —2014 QUALIFIED VOTER FILE (QVF)
ORACLE/EQUIPMENT UPGRADE PROJECT GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Michigan Department of State has awarded the Clerk/Register of Deeds —
Elections Division an equipment grant for the period of October 1,2013 through September 30, 2014; and
WHEREAS the Clerk/Register of Deeds — Elections Division was notified of available grant funding
via letter dated March 25th, 2014, requiring the signed agreement to be returned by April 4 th, 2014,
necessitating the need to expedite the acceptance process outside of the adopted grant procedures; and
WHEREAS this is the first year of grant acceptance for this program; and
WHEREAS the approximate value of the computer server received is $700 and there is no county
match required; and
WHEREAS the equipment infrastructure upgrade is necessary due to the migration from Windows
XP to Windows 7 and will provide the Elections Division with continued access to the State Qualified Voter
File; and
WHEREAS there are no new position requests or changes to current positions associated with this
grant; and
WHEREAS the grant agreement has been processed through the County Executive Contract
Review Process and the Board of Commissioners Grant Acceptance Procedures.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts
the equipment grant from the Michigan Department of State, with no county match, for the period of October
1, 2013 through September 30, 2014.
BE IT FURTHER RESOLVED there are no new position requests or changes to current positions
associated with this grant.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to
execute the grant agreement and to approve any grant extensions or changes, within fifteen percent (15%)
of the original award, which are consistent with the original agreement as approved.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any
future commitment.
Chairperson, on behalf of the General Government Committee, I move the adoption of the
foregoing resolution.
GENERAL GOVERNMENT COMMITTEE
GENERAL GOVERNMENT COMMITTEE
Motion carried unanimously on a roll call vote with Crawford and Hatchett absent.
GRANT REVIEW SIGN OFF — Clerk/Register of Deeds -
Elections Division
GRANT NAME: 2014 Qualified Voter File (QFV) Oracle/Equipment Upgrade Project - Help
America Vote Act (HAVA)
FUNDING AGENCY: State of Michigan
DEPARTMENT CONTACT PERSON: Joe Rozell; 452-2276
STATUS: Grant Acceptance
DATE: March 31, 2014
Pursuant to Misc. Resolution #13180, please be advised the captioned grant materials have completed
internal grant review. Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of Commissioners' Liaison Committee Resolution, the grant agreement/contract, Finance Committee
Fiscal Note, and this Sign Off email containing grant review comments) may be requested to be placed on the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Department of Management and Budget:
Approved. — Laurie Van Pelt (3/26/2014)
Department of Human Resources:
HR approved. —Lori Taylor (3/26/2014)
Risk Management and Safety:
Approved by Risk Management. Robert ErIenbeck (3/26/2014)
Corporation Counsel:
There are no outstanding legal issues with the above grant. — Joellen Shordey (3/28/2014)
COMPLIANCE
Help America Vote Act of 2002 (HAVA)
httn://wwwfec.gov/hava/hava.htm
Joe Rozell
From:
Sent:
To:
Subject:
Importance:
Admin6 <admin6@miqvforg>
Tuesday, March 25, 2014 1:01 PM
undisclosed-recipients;
QVF Windows 7 Upgrade/New Equipment-Grant Agreements
High
DATE: March 25, 2014
TO: QVF Replica Sites
FROM: Department of State, Bureau of Elections
SUBJECT: QVF Windows 7 Upgrade/New Equipment-Grant Agreements
New QVF Equipment: Over the next several months the Bureau of Elections (BOE), along with staff from the
Department of Technology, Management and Budget (DTMB), will upgrade the QVF Replica Servers and
moving to the Microsoft Windows 7 operating system and new version of the Oracle database software (version
11g). Both Microsoft Windows XP and Oracle lOg are older software versions that will no longer be fully
supported, so a move to newer versions of the software is required. As with past equipment upgrades, the State
of Michigan will using HAVA funds to purchase new equipment, so the timely completion of Grant
Agreements will be required. This equipment rollout is scheduled to begin in in early to mid-April.
Grant Agreement: In order for the State to purchase new equipment on your behalf using
HAVA funds, each jurisdiction must complete a Grant Agreement as soon as possible. The person who signs
the Grant Agreement must be authorized to do so, but the agreement does not require a separate Proof of
Authority. QVF replica sites (generally larger jurisdictions) must complete and return a Grant Agreement
before their new equipment can be provided by the State. You will receive an individualized Grant Agreement
for your county, city or township by separate email. The subject line of the email will be "QVF Equipment
Grant Agreement." Please complete the Grant Agreement form, and then return the signed document by mail to
the address provided on the Grant Agreement as soon as possible, but no later than April 4, 2014. Please keep
in mind that the purchase process cannot be completed until a grant agreement has been returned.
Windows XP Client Machines Not Being Supported: BOE will replace QVF servers, but QVF users
remain responsible for their client machines (if they have any). Because Microsoft will stop fully supporting
Windows XP, QVF users must phase out the use of Microsoft XP client machines and no additional Microsoft
XP clients will be allowed going forward for any reason. Please note that while Microsoft will no longer fully
support Windows XP, the company will continue to provide anti-malware updates. All current Windows XP
Clients will be permitted in a transition period to allow counties and jurisdictions to transition to the Windows 7
environment. Most counties and jurisdictions have already begun this process as required by their IT
Departments.
The Following are Specifications for New QVF Replica Equipment Provided by the State:
• Business Desktop (Dell OptiPlex 7010 Desktop)
• Core 15
• USB Mouse/Keyboard
• 4GB non-ECC DDR3
• DVDRW
• 2500B HD
• 6+ USB ports (4 on front)
It is important to note that BOE and DTMB are replacing only t
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www.MIchloan,covisos • (517) 373-2510
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STATE OF MICHIGAN
MICHIGAN DEPARTMENT OF STATE AND
OAKLAND COUNTY
GRANT AGREEMENT
QUALIFIED VOTER FILE (QVF) ORACLE/EQUIPMENT UPGRADE
PROJECT
FUNDED BY HELP AMERICA VOTE ACT (HAVA), TITLE II, SECTION 251
This Grant Agreement is between the Michigan Department of State ("Department") and
Oakland County ("Grantee"). This document shall constitute the Grantee's agreement for the
receipt of federal financial assistance provided to the Department under the provisions of Title II,
Section 251, of the Help America Vote Act (HAVA), CFDA 90.401. The Department refers to this
program as the QVF Oracle/ Equipment Upgrade Project.
The purpose of this grant is to upgrade the Qualified Voter File infrastructure to meet the
objectives of Michigan's HAVA State Plan. In order to meet this objective, the Department must
replace remote workstations for certain QVF local sites throughout the state and upgrade these
sites to a more current version of the Microsoft Windows Operating System as well as the
Oracle database management system. Both the current systems are facing end of life and are
no longer supported.
1. Grant Period:
Original Grant Agreements must be signed and returned by April 4, 2014. No photocopies,
faxed copies, or altered Grant Agreements will be accepted.
Grant Agreements should be returned to:
Zada Schriner
Michigan Department of State
Financial Services Division
430 West Allegan, 4th Floor
Lansing, MI 48918
2. Program:
This program provides a QVF system upgrade in.2014. A system upgrade consists of one QVF
server using the Windows 7 operating system, and Oracle database software. For a list of
technical specifications, please refer to the attachment A.
The equipment covered by this Grant Agreement will replace only current QVF system (s); any
non-QVF software that has been locally installed on the current equipment will not be replaced.
Although other uses are acceptable, the primary use of the equipment covered by this Grant
Agreement must be QVF related. If this equipment is no longer used for QVF activities, the
Grantee must request disposal instructions from the Department.
3. Eauipment:
This program is a one-time purchase of computer equipment used by certain jurisdictions to
access the QVF. This program includes only the equipment described in attachment A. The
purchase and maintenance of additional workstations, laser printers and other peripheral
equipment not included in this Grant Agreement remain the sole responsibility of each QVF site.
Maintenance of the equipment included in this program is the sole responsibility of each QVF
site once any applicable warranties expire.
4. Performance:
The Department will review and, once approved, provide the Applicant with a copy of a fully
executed Grant Agreement signed by a signatory from the Oakland County and the
Department of State. The Department and or a designated representative will process all
system orders. The Department will also coordinate the installation of these systems. Upon
installation the Grantee must confirm the completion of the installation on a form provided by the
Department.
5. Ownership:
Any equipment and software purchased pursuant to this Grant Agreement is the property of the
Grantee. The jurisdiction is responsible for removing all QVF related software as well as all
sensitive data prior to disposal.
6. Records Maintenance and Retention:
The Grantee will maintain a copy of all records pertaining to this program for a period of not less
than six years from the date of the Department's final expenditure report to the federal
government, or until any litigation or audit findings have been resolved. The Grantee must
perform a physical inventory of the property and reconcile it with property records every two
years.
7. Mandatory Conditions:
Laws
This is a State of Michigan Grant Agreement and is governed by the laws of the State of
Michigan. Any dispute arising as a result of this agreement shall be resolved in the State of
Michigan.
Validity
This Grant Agreement is valid upon approval by the State Administrative Board and approval
and execution by the Department.
Funding
This Grant Agreement is subject to and contingent upon the availability and appropriation of
federal funds and any necessary State appropriation.
Costs
The State will not assume any responsibility or liability for costs incurred in relation to this Grant
Agreement.
Cancellation
The Department may cancel this Grant Agreement upon failure to comply with the terms of the
grant.
Entire Agreement
This Grant Agreement shall represent the entire agreement between the Department and
Grantee regarding HAVA funding for QVF infrastructure upgrades, and supersedes any prior
oral or written agreements, and all other representations between the parties relating to this
subject.
Adherence to Terms
The failure of a party to insist upon strict adherence to any term (s) of this Grant Agreement
shall not be considered a waiver or deprive the party of the right thereafter to insist upon strict
adherence to that term, or any other term of the Grant Agreement.
8. Administration of Agreement:
Questions regarding the completion and submission of this Grant Agreement or the upcoming
purchase process should be directed to David Tarrant at (517) 373-2543 between 8 AM and 5
PM weekdays or by email at tarrantd2@Michigan.gov . •
The Grant Administrator on behalf of the Department for this glint application and the final
Grant Agreement will be:
Timothy Hanson, Director
Program Development Division
Bureau of Elections
P.O. Box 20126
Lansing, MI 48901-0726
HansonT@Michigan.gov
All questions, comments and correspondence regarding this grant process and this G
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Agreement must be submitted in writing to the Grant Administrator.
9. Certlfiroation/Sianature:
The following signatory certifies s/he is authorized to sign and bind the Oakland County to this Grant Agreement. Further, the person signing has reviewed and agrees to the co
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outlined in this grant, and has personally examined and is familiar with the informatio
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herein, as well as the requirements of the Help America Vote Act under which this gra
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been submitted.
For the (Oakland County):
.2-e9-Telai) S M67-715
Name (print) 6.. i
CiA.)4Pez.si\);
nee (print) VciAl6 c— COILVet (557494..44_
For the State of Michigan, Department of State:
Cindy Paradine
Date
Financial Services Division
ATTACHMENT A
QUALIFIED VOTER FILE INFRASTRUCTURE UPGRADE
TECHNICAL SPECIFICATIONS
Base PC:
Memory:
Keyboard:
Hard Drive:
Operating System:
CD/DVD-ROM:
Software:
Antivirus:
OptiPlex 7010 Desktop, Core i5-3470
4GB non-ECC DDR3 (1 Dimm)
USB Mouse/Keyboard
250GB HO
Windows 7 Enterprise 64-bit
DVDRW
Oracle Database Version 11g, QVF
Symantec Endpoint Protection
FISCAL NOTE (MISC. #14096) April 30, 2014
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: CLERK/REGISTER OF DEEDS — ELECTIONS DIVISION — 2014 QUALIFIED VOTER FILE
(QVF) ORACLE/EQUIPMENT UPGRADE PROJECT GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. The Michigan Department of State has awarded Clerk/Register of Deeds- Elections Division an
equipment grant for the period of October 1, 2013 through September 30, 2014.
2. The Clerk/Register of Deeds-Elections Division was notified of the available equipment rant via
letter dated March 251h , 2014, requiring the signed agreement to be returned by April 4 , 2014,
necessitating the need to expedite the acceptance process outside of the adopted grant
procedures,
3. The equipment upgrade is necessary due to the migration from Windows XP to Windows 7. It will
provide the Elections Division with continued access to the State Qualified Voter File (QVF).
4. The upgrade consists of one QVF server using Windows 7 Operating System and an upgraded
Oracle database management software.
5. The approximate value of the QVF server received is $700, with no county match required.
6. There are no new position requests or changes to the current positions associated with this grant.
7. A budget amendment is not required.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Taub and Crawford absent.
h
Resolution #14096 April 30, 2014
Moved by Taub supported by Quarles the resolutions (with fiscal notes attached) on the Consent Agenda
be adopted (with accompanying reports being accepted).
AYES: Gershenson, Gosselin, Hatchett, Hoffman, Jackson, Long, Matis, McGillivray, Middleton,
Quarles, Runestad, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bosnic, Dwyer. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent
Agenda were adopted (with accompanying reports being accepted).
HEREBY APPROVE THIS RESOLUTIO1v
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on April 30, 2014,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 30th day of April 2014.
Lisa Brown, Oakland County