Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Elections Poll Pads topic
No spam. Unsubscribe anytime.
County election staff review poll-pad replacement options, licensing costs and vendor quotes
Summary
Election staff presented competing quotes for replacing poll pads and discussed licensing and support costs from Motec and VR Systems, potential purchase and license timelines, and feedback from IT and the secretary of state's office; the transcript records cost figures and vendor names but does not show a final procurement decision.
Election staff briefed the commission on options to replace in‑precinct poll pads and related licensing costs, presenting quotes and timelines for implementation and noting consultations with the county’s IT staff and an attorney from the secretary of state’s office.
The elections staff member said the county would need approximately 20 poll pads for 16 locations, with two units to be used at early voting at the election office. She described a vendor package that would include bulk packs and cases and said the vendor would supply transportation and storage cases. The staff member said one vendor’s offering would include a loan for $6,800 and that annual election support and licensing would be $5,000 that would not start until two years after purchase, producing a combined near-term cost of $11,800 for the loan plus the deferred license start; she also cited a total price figure of $28,000 for the hardware package and said the county could reduce the immediate cost by $5,000 because the license would not start for two years.
The staff member also discussed the county’s existing arrangements. She said Motec’s annual license and support was $5,420 and is due September 2025. She told the commission she had reached out to an alternative vendor, identified in the transcript as VR Systems, which currently handles the county’s mail‑ballot processing and quoted 20 full pads; she said the county currently pays VR Systems $2,704 annually for a related license.
Staff said they had demoed one of the newer tabulation/poll devices and that county IT recommended a particular vendor because of compatibility with existing systems. She also said she had consulted an attorney in the secretary of state’s office about reimbursements related to Motec’s bankruptcy; the transcript records the staff member describing that conversation but does not include written legal guidance or a binding determination.
Commission members asked procedural questions and suggested members review the vendor contracts. No formal procurement vote or award is recorded in the provided transcript excerpt. The item was presented as "discussion and possible action regarding the new mobile ad system for elections" in the agenda language; the transcript shows discussion and cost figures but does not show a final decision to purchase or a motion to award a contract.
If the commission decides to replace the county’s poll pads, staff will need to resolve vendor compatibility, licensing start dates, annual support obligations and whether any existing contracts or bankruptcy proceedings affect reimbursements and legal obligations.
