HomeMy WebLinkAboutCOD-006-06
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
January 23rd, 2006
Report #: COD-006-06
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a By-Ia"! #f! (J fJ. A- i) 1'3:,
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Subject:
RFP2005-19 - Supply of Automated Count Process for Municipal
Elections.
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report COD-006...f>6 be received;
2. THAT Dominion Voting Systems Corporation, Toronto, Ontario with a total bid in the
amount of $61 ,452.00 (Plus GST), being the lowest, most responsible bidder meeting all
terms, conditions, and specifications of RFP 2005-19, be awarded the contract for the
Supply of Automated Count Process for Municipal Elections as required by the Municipal
Clerk's Department;
3. THAT funds required in the amount of $61,452.00 (plus GST) be drawn from
Account # 100-19-193-10190-7101; and
4. THAT the attached By-law marked Schedule "A" authorizing the Mayor and the Clerk to
execute th~sary agreement be approved. )
SUbmittedb../ .p - Reviewedb~ ~-'-~
~rie Marano, H.B.Sc., C.M.O. Franklin Wu,
Director of Corpor te Services Chief Administrative Officer
./
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REPORT NO.: COD-006-06 PAGE 2
________________________________________________________________________________
BACKGROUND AND COMMENT
During the 2003 Municipal Election, the Municipality utilized Vote-By-Mail with a hand count of
the returned ballots. At that election, 18,766 ballots were returned, resulting in approximately
150 people being hired to perform the count which took approximately 4 hours to complete.
Because of the number of electors in the municipality and the onerous task of counting the
ballots by hand, it is the Municipal Clerk’s intention that an automated counting process be
implemented for the 2006 Municipal Election.
A request for proposal was advertised and issued to supply automated count process
equipment for the Municipal Elections for the Municipality of Clarington.
Subsequently, only one bid was received that was compliant to the specifications issued.
As stipulated in the proposal documents, proponents were evaluated based on the following
criteria:
?
Previous experience with mail-in ballots
?
Previous experience with Ontario Municipal Elections
?
Hardware maintenance replacement protocol
?
Response time of on-site and telephone support
?
Ballot design and process simplicity
?
Price
?
Ability to complete projects in accordance with Schedule
?
Completeness of proposal
?
Value Added Service available
?
References
Upon completion of the review by the selection committee the decision was to award the
contract to Dominion Voting Systems Corporation.
The total project cost for this project will be provided from the 2006 Current Budget Account
#100-19-193-10190-7101 and is within the total recommended budget allocation.
REPORT NO.: COD-006-06 PAGE 3
________________________________________________________________________________
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to department needs, specifications, etc., should be
referred to the Municipal Clerk.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T(905)623-3379 F (905)623-4169
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2006-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and Dominion
Voting Systems Corporation, Toronto, Ontario, to enter into
agreement for the Supply of Automated Count Process for
Municipal Elections.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS
FOLLOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the
Corporation of the Municipality of Clarington and seal with the Corporation Seal, a
contract between, Dominion Voting Systems Corporation, Toronto, Ontario, and
said Corporation; and
2. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of , 2006.
By-law read a third time and finally passed this day of , 2006.
___________________________
John Mutton, Mayor
__________________________
Patti L. Barrie, Municipal Clerk
Schedule “A”
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 2006-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and Dominion
Voting Systems Corporation, Toronto, Ontario, to enter into
agreement for the Supply of Automated Count Process for
Municipal Elections.
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS
FOLLOWS:
1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the
Corporation of the Municipality of Clarington and seal with the Corporation Seal, a
contract between, Dominion Voting Systems Corporation, Toronto, Ontario, and
said Corporation; and
2. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this day of , 2006.
By-law read a third time and finally passed this day of , 2006.
___________________________
John Mutton, Mayor
__________________________
Patti L. Barrie, Municipal Clerk