Title
Resolution to Approve a Purchase Order for Annual Voting Equipment Maintenance from Hart InterCivic for 2025 ($79,327.00) and Appropriate Funds ($30,455.00) (8 Votes Required)
Memorandum
Attached is a resolution to accept and approve a purchase order for annual maintenance on the City’s existing voting equipment tabulators, high-speed absentee scanners and software, and accessible vote marking terminals. The annual maintenance for the equipment must be paid per the State contract for Years 6-10 of the equipment’s life. The City has been paying annual maintenance for several years, but 2025 is the first year that the high-speed absentee scanning equipment has reached the required maintenance payment (Year 6) resulting in an increase in total cost of the invoice. The original Hart Election Day tabulators were acquired in late 2017 and the Absentee Count Board high-speed scanning equipment was added in 2020 in response to the ongoing shift in voter behavior to absentee or early voting as opposed to voting in person on Election Day.
Budget/Fiscal Impact: Partial funding of $48,872.00 was budgeted and is available for the required voting equipment maintenance; therefore, the additional $30,455.00 of the total cost of $79,326.17 must be appropriated to the Clerk’s FY 2026 operations and maintenance budget.
Approval of this resolution is requested as Years 6-10 maintenance agreements are required per the existing State of Michigan voting equipment agreement with Hart InterCivic.
Staff
Prepared by: Jacqueline Beaudry, City Clerk
Reviewed by: Marti Praschan, Chief Financial Officer
Reviewed by: Mariah Walton, Assistant City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The City of Ann Arbor’s voting equipment is Hart Verity by Hart InterCivic;
Whereas, The Washtenaw County Clerk previously selected Hart InterCivic as the vendor for County election equipment, including vote tabulators, accessible voting terminals, and high-speed tabulation equipment;
Whereas, The City is responsible for the ongoing maintenance and support agreement for the equipment in Years 6 through 10 of the contract; and
Whereas, The City of Ann Arbor added additional high-speed scanning equipment for absentee vote processing in 2020;
RESOLVED, That City Council approve the purchase order for calendar year 2025 for ongoing voting equipment service and preventive maintenance ($79,327.00);
RESOLVED, That $30,455.00 be appropriated from the General Fund fund balance to the FY26 Clerk’s Office General Fund budget for the 2025 election equipment annual maintenance; and
RESOLVED, That the City Administrator and City Clerk be authorized to take all necessary actions to implement this resolution.