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HomeMy WebLinkAboutResolutions - 2006.03.22 - 28199MISCELLANEOUS RESOLUTION: 06056 March 23, 2006 BY: General Government Committee, William R. Patterson, Chairperson IN RE: Clerk/Register Of Deeds -Elections Division - 2006 Help America Vote Act - Qualified Voter File (HAVA-QVF) Equipment Grant Agreement TO: The Oakland County Board Of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS, the Oakland County Board of Commissioners adopted Miscellaneous Resolution #05036 to apply to the Michigan Secretary of State for a Help America Vote Act (HAVA) Grant to purchase optical scan voting system and related Election Management System (EMS) software to comply with the Help America Vote Act; and WHEREAS, this is the second phase of the federally funded HAVA grant that is being administered through the Michigan Secretary of State; and WHEREAS, the 2006 Help America Vote Act - Qualified Voter File (HAVA-QVF) Equipment Grant Agreement provides new computer hardware and software for Qualified Voter File (QVF) infrastructure upgrades that will allow for the transfer of digitized signatures from the Secretary of State's Drivers License File to the QVF database in order to comply with election consolidation and HAVA; and WHEREAS, the Michigan Secretary of State has awarded Oakland County with a HAVA-QVF grant that provides the computer hardware and software infrastructure upgrades to comply with the Help America Vote Act (HAVA) and Michigan's election consolidation; and WHEREAS, the equipment acquired through this grant will include one base personal computer, along with keyboard, video card, hard drive, operating system, modem, CD/DVD- ROM drive, sound card, speakers, software and bar code reader; and WHEREAS, no county match or additional positions are required; and WHEREAS, the Oakland County Cleric/Register of Deeds recommends the acceptance of this grant; and WHEREAS, the grant agreement has been approved by the County Executive's Contract Review Process. NOW THEREFORE BE IT RESOLVED, that the Oakland County Board of Commissioners approves the 2006 Help America Vote act - Qualified Voter File (HAVA-QVF) Equipment Grant award from the Michigan Secretary of State that provides computer hardware and software for infrastructure upgrades. BE IT FURTHER RESOLVED, that the Board Chairperson, on behalf of the County of Oakland, is authorized to execute said agreement as attached. Chairperson, on behalf of the General Government Committee, I move adoption of the foregoing resolution. GENERAL GOVERNMENT COMMITTEE GENERAL GOVERNMENT COMMITTEE: Motion carried unanimously on a roll call vote. Connie Spak From: Greg Givens [givensg©co.oakland.mi.us] Sent: Thursday, February 23, 2006 3:18 PM To: Doyle, Larry; Spak, Constance; Rozell, Joe Cc: Frederick, Candace; Smith, Laverne; Mitchell, Sheryl; Pardee, Mary; Hanger, Helen; Wenzel, Nancy; Johnston, Brenthy; Worthington, Pam Subject: GRANT REVIEW — Clerk/Register, Elections Division GRANT REVIEW - Clerk/Register, Elections Division GRANT NAME: 2006 Help America Vote Act - Qualified Voters File (HAVA-QVF) Equipment Grant FUNDING AGENCY: Michigan Department of State DEPARTMENT CONTACT PERSON: Constance Spak / 8-0560 STATUS: Acceptance DATE: February 23, 2006 Pursuant to Misc. Resolution #01320, please be advised the captioned grant materials have completed internal grant review. Below are the comments returned by review departments. 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 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 of Management and Budget: Approved.- Laurie Van Pelt (2/22/2206) Department of Human Resources: Approved. - Jennifer Mason (2/22/2206) Risk Management and Safety: Approved By Risk Management - Andrea Plotkowski (2/23/2006) Corporation Counsel: There are no outstanding legal issues concerning the above grant. - Joellen Shortley (2/16/2006) 1 DATE: TO: FROM: SUBJECT: STATE OF MICHIGAN TERRI LYNN LAND, SECRETARY OF STATE DEPARTMENT OF STATE LANSING February 7, 2006 QVF Sites Department of State, Bureau of Elections New QVF Equipment/Grant Agreements RECEIVED FOR FILING DAliLA.:011..NTY CLERK NB FEB i 0 P I: b DEPUTY GOU,; TY CLERK • New QVF Equipment: Over the next several months we will implement some exciting changes that will greatly improve the administration of elections in Michigan. The Help America Vote Act (HAVA) and election consolidation bring both opportunity and new demands on the QVF. The first of several positive changeá you will see in coming months is the rollout of new QVF servers to all State funded QVF sites. This rollout will begin in late February or early March. The new equipment signifies the beginning of our effort to transfer digitized signatures from the Secretary of State's Drivers License File to the QVF database. The equipment will also allow us to offer some new training options through the use of DVDs. Each server will include a DVD drive. We will also include a new I9-inch fiat screen monitor to more conveniently accommodate additional QVF fields and to easily display digitized signatures. We will also provide new barcode scanners. In addition to the rollout of these hardware enhancements, the Bureau of Elections is also making preparations to offer a new remote QVF technology to sites that do not have their own QVF equipment. Grant Agreement: In order for the State to purchase new equipment on your behnlf using HAVA funds, each jurisdiction must complete a Grant Agreement. This is similar to the process required for the recent purchase of voting equipment, with one helpful exception. 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 sites must complete the attached Grant Agreement form before their new equipment order can be placed. Please complete the Grant Agreement form, and then return the signed document to the address provided on the Grant Agreement as soon as possible, but no later than February 22, 2006. Please keep in mind that the purchase process cannot begin until a grant agreement has been returned. Windows 95 Client Machines Obsolete: Our recent upgrade to Oracle 140g (the QVF''s database management software) adversely affects all sites that currently employ QVF clients operating on the Windows 95 Operating System. Since Windows 95 client machines will not work effectively with anticipated enhancements to the QVF, jurisdictions should consider their options for the replacement of these client machines. One good option is to replace a current Windows 95 client with your existing Windows 2000 server as the rollout process takes place. Sites with more than one Windows 95 client may wish to order additional machines using the State contract to take advantage of our pricing. Please contact the QVF Helpdesk for details on placing orders through the State contract. If you wish to place a separate order, we are recommending the following standards for replacement client machines: BUREAU OF ELECTIONS TREASURY BUILDING • 1ST FLOOR • 430 W. ALLEGAN • LANSING, MICHIGAN 48918 www.MIchlgan.govisos • (517) 373-2540 New QVF Equipment/Grant Agreements February 7, 2006 Page 2 • Windows 200Q or higher. • 128 + MB RAM (or higher) • 19" monitor [17" optional] • 1024 X 768 graphic resolution (or higher) • CD or DVD Burner [optional] • 2+ USB ports If you have recently replaced your QVF client machines, we recommend that you ensure that the specifications meet the following minimum standards: • Windows 2000 or higher. • Pentium Processor running at 200 Mhz • 32 MB RAM • 1 GB free disk space • 17" monitor • 800x600 graphic resolution • CD reader • 2 USB ports We will provide additional details on the new QVF equipment rollout in coming weeks. As always, if you have any questions, please call the QVF Helpdesk at 1-800-310-5697. • STATE OF MICHIGAN MICHIGAN DEPARTMENT OF STATE AND COUNTY OF OAKLAND GRANT AGREEMENT QUALIFIED VOTER FILE INFRASTRUCTURE UPGRADE HADED larillLTS1 FUNDED BY HELP AMERICA VOTE ACT (HAVA), TITLE It, SECTION 251 This Grant Agreement is between the Michigan Department of State ("Department") and County Of Oakland ("Grantee"). This document shall constitute the Grantee's agreement for the receipt of federal financial assistance provided to the State 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 HAVA Digitized Signature - Qualified Voter File (QVF) Refresh Project The purpose of this grant is to upgrade the Qualified Voter File infrastructure to meet the digitized signature objective 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 Oracle database management system. 1. Grant Period: Original grant agreements must be signed and returned by February 22, 2006. No photocopies, faxed copies, or altered Grant Agreements will be accepted.. Agreements should be returned to: Carri Simon 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 2006. A system upgrade consists of one QVF server using the Windows XP 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 Department must be notified. of the equipment included in this program is the sole responsibilitfã 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 County of Oakland 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 jurisdiction. 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. 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 - • - 11.-.4 ,1 • - • - 3. 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 onsibilitv of each QVF site. Maintenance This Grant Agreement shall represent the entire agreement between the State and Grantee regarding HAVA funding for QVF infrastructure upgrades, and supercedes any prior oral or written agreements, and all other representations between the parties relating to this subject. waherence .ffi-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 Brian Ciloskii at (517) 241-2547 between 8 AM and 5 PM weekdays or by email at CiloskiB(a,Michican.00v. The Grant Administrator on behalf of the Department for this grant 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 Grant Agreement must be submitted in writing to the Grant Administrator.' Date 8. Certification/Signature: The following signatory certifies s/he is authorized to sign and bind the County of Oakland to this Grant Agreement. Further, the person signing has reviewed and agrees-to-the-conditions_as_outlined in this grant, and has personally examined and is familiar with the information submitted herein, as well as the requirements of the Help America Vote Act under which this grant has been submitted. For the (COUNTY/JURISDICTION): (71.(eA c-/( Name (print) c6 Title (print) 06- vi•Zer j/ Signature For the State of Michigan, Department of State: Joseph P. Pavona Chief Financial Officer Date ATTACHEMENT A QUALIFIED VOTER FILE INFRASTRUCTURE UPGRADE HAVA DIGITIZED SIGNATURE PROJECT TECHNICAL-SPECIFICATIONS Base PC: OptiPlex GX620 Desktop, PentiumD 82012.8GHz, Dual Core, 2X 1M 800FSB (221-9192) Memory: 2.0GB, Non-ECC,533MHz DDR2 4x512, OptiPlex GX620 (311- 5018) Keyboard: USB Enhanced Multimedia Keyboard, English, OptiPlex (310- 6611) Monitor: Dell UltraSharp 1905FP Flat Panel with Height Adjustable Stand, 19.0 Inch VIS, OptiPlex Precision and Latitude (320- 4109) Video Card: Integrated Video, GMA950 Dell OptiPlex GX620 (320-4269) 'Hard Drive: 80GB S+TA, 7200 RPM, Hard Drive with Data Burst Cache Dell OptiPlex GX620 or GX520 (341-2283) Operating System: Window .XP Professional Service Pack 2, with Media, Dell OptiPlex , English, Factory Install (420-4850) Modem: V.92, PO, Data/Fax Modem, Full Height, OptiPlex GX620 or GX520 Desktop or Mini-tower (313-3323) CD/DVD-ROM Drive: 40(32 CDRW/DVD-Combo, with Cyberlink Power DVD, Dell Optplex GX620 or GX520 Desktop or Mini-tower (313- 3337) Sound Card: Integrated AC97 Audio, OptiPlex (313-8170) . Speakers: Dell AS501 Sound Bar for all Ultra Sharp Flat Panel Displays for OptiPle) (313-3434) Software Oracle Database Version 10g, QVF. Bar Code Reader Metrologic MS 9540 Voyager CG Barcode scanner handheld 72 line/sec /decoded USB REPORT TO: THE CHAIRPERSON, OAKLAND COUNTY BOARD OF COMMISSIONERS BY: Fiscal Services Division IN RE: CLERK'S OFFICE - FY 2006 QUALIFIED VOTER FILE (QVF) INFRASTRUCTURE UPGRADE GRANT AGREEMENT The Fiscal Services Division has reviewed the above referenced grant agreement and finds: 1) This is the 2nd year of grant funding with the State of Michigan, Department of State, under the Help America Vote Act (HAVA). The grant provides funding to upgrade the QVF hardware and software used in election administration. 2) The grant period is January 1, 2006 through December 31, 2006. 3) The QVF hardware and software will be purchased and installed by the State. No grant dollars will be receipted or expended directly by Oakland County. No local match is required. 4) Immediate signature by the Board Chair is requested. The grant agreement deadline is February 22, 2006. 5) Application and acceptance of this grant agreement does not obligate the county to any future commitment and continuation of the grant agreement is contingent upon continued future levels of funding. Informational Copy: General Government Committee Finance Committee FISCAL NOTE (MISC. 106056) March 23, 2006 BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON IN RE: CLERK/REGISTER OF DEEDS/ELECTIONS DIVISION - 2006 HELP AMERICA VOTE ACT - QUALIFIED VOTER FILE (HAVA-QVF) EQUIPMENT GRANT AGREEMENT 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 State of Michigan, Department of State, has awarded the Clerk's Office an equipment grant for hardware and software infrastructure upgrades related to the QVF database. 2. No funds will be receipted or expended directly by the county. 3. The equipment, valued at roughly $2,500, will become County property. The County will be responsible for the maintenance of the equipment. Funds are included in the FY 2006 budget. 4. No County match or additional positions are required. 5. A budget amendment to the FY 2006 budget is not required. FINANCE COMMITTEE FINANCE COMMITTEE Motion carried unanimously on a roll call vote. 7/04 Resolution #06056 March 23, 2006 Moved by Scott supported by Gregory the resolutions (with fiscal notes attached) on the Consent Agenda be adopted (with accompanying reports being accepted). AYES: Coleman, Coulter, Crawford, Douglas, Gregory, Hatchett, Jamian, KowaII, Long, Melton, Middleton, Molnar, Moss, Nash, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Wilson, Woodward, Zack, Bullard. (24) NAYS: None. (0) A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the Consent Agenda (with accompanying reports being accepted) were adopted. 9MEND I EERY APPROVE THE FOREGON RESEIUMON STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Ruth Johnson, 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 March 23, 2006, 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 23rd day of March, 2006. Rutr(Johnson, County Clerk