County approves new voter-registration and poll-book vendor; clerk says grants will cover much of recurring cost

The Champaign County Board approved a contract to replace its voter-registration and poll-book software with a suite from 10x Solutions, following a competitive RFP process in which the county’s incumbent vendor did not bid.

Why it matters: County election officials said the existing system experienced multiple outages in recent elections and that continuity of service and timely vendor support are critical for administering elections. The clerk’s office told the board that without a reliable vendor the county could face serious operational problems on election days.

Procurement and cost: The clerk recommended an award to 10x Solutions. The implementation and first-year total cited in board materials was about $414,005.80. The clerk’s office said some implementation costs — including $43,000 listed for implementation work in the vendor contract — and annual licensing (an $85,000 line in the vendor materials) are eligible to be covered by IVRS or other grants. The clerk’s office also said it expects to sell existing laptop poll books, which could recoup $40,000–$80,000, and savings from negotiated hardware purchases.

Discussion: Board members asked whether the incumbent vendor could provide a short extension; clerk staff said the incumbent already had a six-month extension and did not respond to the new RFP. Clerk staff and the chief deputy described a required transition and data-migration period of roughly 30–60 days, and warned that operating without a vendor past the contract end date would present legal and operational risks. The clerk’s office said it has already negotiated with vendors to lower the initial cost from higher market quotes.

Outcome: The board approved the award by voice vote; one board member asked to see the contract at the full board level and registered a “no” vote in the meeting before the clerk recorded the voice vote as passing.

What changes for voters: The clerk emphasized that ballots remain paper-based. The 10x product will introduce electronic poll books and signature-capture devices with the stated goal of reducing paper, speeding check-in and improving poll-worker tracking. Clerk staff said the system also includes an election-judge training and assignment tool.

Next steps: The clerk expects to finalize contract details and to schedule a transition so the new system is in place before the next major election. The board will see a budget amendment for the one-time costs on an upcoming agenda.