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Consideration of request by the City Clerk for waiver of the competitive bidding process and authorization to enter into a sales order agreement with Election Systems & Software for a high-throughput ballot scanner and tabulator in the amount of $62,665.00
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Submitted by:
Steven Braatz, City Clerk
Zach Kessler, Management Analyst/Deputy City Clerk
Department:
City Clerk
A. Issue
The City Clerk’s Office is seeking a waiver of the competitive bidding process and authorization to enter into a sales order agreement with Election Systems & Software (ES&S) for the procurement of a DS450 high-throughput ballot scanner and tabulator machine.
B. Background/Options
The purchase of a DS450 high-speed ballot tabulator machine was approved in the 2024-2028 Capital Improvements Program (Project No. 9988). The City Clerk’s Office is now ready to execute the sales order agreement with Election Systems & Software, the sole manufacturer and distributor of this equipment. Additionally, the City of Wauwatosa has an agreement with Milwaukee County which requires the use of ES&S equipment to conduct elections. For these reasons, we are requesting a waiver of the competitive bidding process for this device. Lastly, the sales order agreement amount is over the $25,000 threshold for a single purchase, thereby necessitating Common Council approval.
C. Fiscal Impact
The sales order agreement of $62,665.00 includes the machine itself, associated equipment, delivery and installation, and a training day with ES&S. The machine was included and approved in the 2024-2028 Capital Improvements Program.
There will be an annual expense of $3,985.00 for firmware licensing and hardware maintenance. These funds are included in the Elections General Services budget.
D. Recommendation
If acceptable, recommend the Common Council waive the competitive bidding process for the procurement of this proprietary piece of equipment, and authorize appropriate City staff to enter into a sales order agreement with Election Systems & Software for the DS450 high-throughput ballot scanner and tabulator device in the amount of $62,665.00.