June 15, 1999

To:Administration Committee

From:Chief Administrative Officer and Acting Commissioner, Corporate Services

Chief Financial Officer and Treasurer

City Clerk

Subject:Request for Proposal No. 3412-99-01464 for the Acquisition of 2,000 Optical Scan Vote Tabulators and 100 Touch Screen Voting Units

Purpose:

The purpose of this report is to present the results of Request for Proposal No. 3412-99-01464 for the acquisition of 2,000 optical scan vote tabulators and 100 touch screen voting units and request City Council's approval to award the contract for the supply and delivery of the said equipment to Election Systems & Software Inc.

Source of Funds:

On March 2, 3 and 4, 1999, City of Toronto Council adopted Clause No. 1 of Report No. 3 of The Strategic Policies and Priorities Committee, approving the 1999-2003 Capital Works Program and the 1999 Capital Budget. The Capital Works Program contained $13.05 million for the purchase of a vote counting system for the 2000 municipal election ($1.0 million in 1999 and $12.05 million in 2000).

Recommendations:

It is recommended that:

(1)the City Clerk be given authority to enter into a contract with Election Systems & Software Inc., being the proponent with the highest evaluated score, for the acquisition of the necessary optical scan vote tabulators and touch screen voting units, including all necessary support and service agreements, at a capital cost not to exceed $13.05 million ($1.0 million in 1999 and $12.05 in 2000), such contract to be in accordance with the Request for Proposal and the Proposal submitted, and on terms and conditions satisfactory to the City Clerk, and in a form satisfactory to the City Solicitor; and

(2)the appropriate City officials be authorized to take the necessary action to give effect thereto.

Council Background/Reference/History:

On March 2, 3 and 4, 1999, City of Toronto Council adopted Clause No. 1 of Report No. 3 of The Strategic Policies and Priorities Committee, which provided, in part:

"(3)The Clerk's Program be directed to prepare a comprehensive report by April 1999 on the process for Election 2000, including the updated costs of a recommended voting and vote tabulation system for Council approval;

(4)The recommended 1999 expenditure of $1.0 million be subject to Council's direction on the Election 2000 process, and approval of a specific voting and vote tabulation system; and

(5)That the above-mentioned report discuss, in detail, the costs and benefits of alternative voting and vote tabulation options, both financial and other, permissible within the new legislation governing municipal elections."

On June 9, 10 and 11, 1999, Toronto City Council adopted Clause No. 25 of Report No. 6 of the Corporate Services Committee, which provided:

"(1)Council approve the use of voting place vote-counting machines in the City of Toronto elections.

(2)Council approve the use of touch screen voting machines in the City of Toronto for institutional voting and the advance voting program.

(3)the City Clerk report on the results of the Request For Proposal together with recommendations on the award of contract to the Administration Committee meeting in July 1999; and

(4)authority be granted to introduce the necessary bill in Council to give effect to Recommendations Nos. (1) and (2)."

This report addresses item (3) as noted above.

Comments and/or Justification:

Six firms were invited to submit proposals and the Request for Proposal was advertised on the City's Internet web site. Five proposals were received from the firms listed below for the acquisition of 2,000 optical scan vote tabulators and 100 touch screen voting units.

1.Election Systems & Software Inc.

2.Global Elections Systems

3.Sequoia Pacific Systems

4.Shoup Voting Solutions Incorporated

5.Unilect Corporation

An Evaluation Committee was established, with representatives from:

-Corporate Services Department:

-City Clerk's Division, Elections Section;

-City Clerk's Division, Information and Technology Section;

-Information and Technology Division;

-Finance Department:

-Purchasing and Materials Management;

-Budget Services Division; and

-Local Government Policy Branch, Ministry of Municipal Affairs and Housing.

Unilect Corporation did not respond to the specific requirements of the Request for Proposal. The company did suggest two alternative approaches for the consideration of the Evaluation Committee, which were deemed as unsuitable for the City of Toronto's municipal elections. Unilect Corporation was notified of this on April 13, 1999 and its submission was removed from the evaluation process.

The remaining four submissions were evaluated in accordance with pre-determined technical and functional criteria. Each proponent was required to provide a fully working piece of equipment, complete with a coded election, sample ballots, instructional manuals and all relevant materials necessary for the Evaluation Committee to conduct independent system evaluations.

t.e.s.t., an engineering firm, was retained to conduct an independent analysis of the technical operation and capability of the optical sensing element of each of the four optical scan vote tabulators.

During the review of the written proposals and equipment testing, proponents were requested to provide further written clarification to their answers and the operation of the equipment. In addition, interviews were conducted with the proponents, either in-person or via conference calls.

The Evaluation Committee then met to complete the technical and functional evaluation and concluded the proposal submitted by Election Systems & Software Inc. was the best proposal in all categories to meet the needs of the City of Toronto in conducting municipal elections.

Election Systems & Software Inc. have warranted that their equipment and software is Year 2000 compliant in accordance with the detailed requirements contained in the Request for Proposal.

The Manager, Fair Wage and Labour Trades Office, has reported favourably on the proponent recommended.

Conclusion:

It is recommended that the contract for the acquisition of the necessary optical scan vote tabulators and touch screen voting units be awarded to Election Systems & Software Inc. The equipment is intended for use in conducting municipal elections in the City of Toronto for a fifteen year period.

Contact Names:

John Hollins, Director of Elections, City Clerk's Division

Telephone No. 392-8019E-mail: jhollins@city.north-york.on.ca

Lou Pagano, Director, Purchasing and Materials Management Division

Telephone No. 392-7311

Novina Wong

City Clerk

Michael R. GarrettW. A. Liczyk

Chief Administrative Officer andChief Financial Officer and Treasurer

Acting Commissioner, Corporate Services