Board flags discrepancies in vote-machine invoices, agrees to review contracts and solicit quotes

The election board reviewed its ongoing consultant contracts for vote machines and poll pad services and asked staff to reconcile invoices and solicit competitive quotes.

Board members raised discrepancies between invoices received for 2024 and contract Exhibit B for RBM (vote machines) and NoInk (poll pads). A board member said the invoice amounts did not match the contract exhibit and requested staff to collect all 2024 invoices, compare them to contract Exhibit B and report any inconsistencies. The discussion noted the contract rolls year-to-year but that the county has a 60-day window before year-end to act on maintenance agreements.

Representatives from RBM explained that in off years the vendor provides maintenance services, typically including a summer maintenance trip to service machines and install firmware and software updates. RBM's representative said the maintenance visit spans multiple days; staff explained the vendor provided a pre-quoted base maintenance amount intended to stabilize budgeting across years. Board members questioned figures included in vendor letters estimating election-year and off-year costs; staff said they paid invoices received in 2023 and did not have prior contract details when preparing the 2024 budget.

One board member volunteered to lead a solicitation process and to review invoices; the board asked staff to request bids from other vendors and reconcile payments against contract terms. No formal sealed-bid requirement was triggered because the services were characterized as professional; the board recommended soliciting competing proposals as sound stewardship of funds.