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Home My WebLink About20011704.tiff • Contract for Software and Services between VOTEC Corporation and Weld County, Colorado Updated 5/8/01 Contract for Software and Services THIS CONTRACT,made this I S day of J�n e , 2001 by and between Weld County, a body politic and corporate of the State of Colorado, hereinafter referred to as COUNTY, and VOTEC CORPORATION, a corporation with a place of business in San Diego, California, hereinafter referred to as VENDOR. WITNESSETH: WHEREAS, in consideration of the covenants mutually exchanged, the parties desire to agree that the VENDOR shall provide Elections/Voter Registration licensed software and associated support services, and; WHEREAS, the parties desire to reduce this agreement to writing. HOW THEREFORE, for the consideration hereinafter stated the parties to this agreement agree as follows: SECTION I -VENDOR AGREES: To install, in a professionally competent manner, VEMACS Elections/Voter Registration System modules: • Voter Registration • Street Index • Absentee Voting • Early Voting • Candidate Filing • Poll Workers • Polling Locations • Campaign Finance • Petition Tracking • Election Imaging VEMACS will meet the specifications in two installations. Functional specifications from the VOTEC RFP response necessary to operate voter registration and conduct the November 2001 election will be installed and operating by July 15, 2001. Functional specifications from the VOTEC RFP response necessary for early voting and poll worker management will be operational by July 15, 2001. Candidate filing, FCPA, polling place inventory, and ballot inventory will be installed and operating by December 31, 2001. To update the id card report to print on card stock acquired by the County. To appoint a VENDOR project coordinator to work with COUNTY throughout the implementation and acceptance process. Page 1 of 1 C R ooif 7�" A j 2001-1704 D� Contract for Software and Services between VOTEC Corporation and Weld County, • Colorado Updated 5/8/01 To adhere to COUNTY and State requirements for Elections in fulfilling contract services. Standards will be made available to the VENDOR by the COUNTY. To handle all information made available by COUNTY in a confidential manner and in strict accordance with laws and COUNTY procedures. To convert data from the Oracle database format provided by the COUNTY to the new required format. To, following data conversion, provide the COUNTY with system reports necessary to assess the accuracy and completeness of the converted data. To provide the COUNTY with listings of inconsistencies in the data files and a statement of potential impact on system operations. To format reports to print on HP IV or newer HP laser printers. SECTION II - COUNTY AGREES: To pay VENDOR, according to the payment schedule set forth below, for documented competent services rendered and accepted by COUNTY within thirty (30) days of invoice receipt. The maximum compensation payable under and by virtue of this contract shall not exceed One hundred eighty three thousand seven hundred and seventy dollars ($183,770). Payment is to be made according to the following schedule: Conversion of files and delivery of test database $ 30,000 Transfer of daily operations to VEMACS $ 76,885 Completion of November 6, 2001 Election $ 46,885 Completion of FCPA and Ballot Inventory Modules $ 30,000 Total Software $183,770 The term "Accepted by COUNTY," as used herein, means that the test criteria set forth in Attachment"A" for the given component, that the Weld County Clerk and Recorder has verified the delivered component functionally meets State of Colorado election requirements, and that all documented issues have been resolved. To provide computer access and on-site working space to support VENDOR employees assigned under this agreement. To appoint a COUNTY project manager to work with VENDOR throughout the Term of this contract. To dedicate appropriate COUNTY personnel to the specification, installation, testing, training, and operation of the licensed software. Page 2 of 1 Contract for Software and Services between VOTEC Corporation and Weld County, • Colorado Updated 5/8/01 To adhere to the VENDOR's license agreement as submitted with the original VOTEC proposal. To order, install, test, and maintain all hardware and operating system software including data backup software. To promptly notify VENDOR of changes proposed or being made to the network hardware and/or software during the term of this Contract. To provide the VENDOR a download to an Oracle export or >DMP file of all existing voter data. A data dictionary must be provided. To review all data conversion reports and correct, or provide direction to the VENDOR as to how to handle any inconsistencies or apparent errors in the data. To provide support for remote communications by the VENDOR with the network, including resolving technical communications problems occurring on site in the COUNTY. Access shall be on a dedicated PC under control of the COUNTY utilizing PCAnywhere supplied by VOTEC. Access shall also be permitted during non-business hours using password controls established by the COUNTY. Remote access from external offices to the server is the responsibility of the COUNTY. To provide system level access on the network to the VENDOR for system installation and testing. This includes "supervisor" access in order to load Oracle software and RCONSOLE or similar Windows NT privileges for software/data file maintenance after installation. SECTION III - BOTH PARTIES AGREE: When providing the above-stated services for the COUNTY, it is expressly understood that VENDOR shall defend, indemnify, and hold harmless the COUNTY, and the officers and employees of the COUNTY from and against all losses, liability, damages, injuries, claims, demands, costs, and expenses arising out of and in connection with the performance of services. With regard to establishing final specifications: COUNTY shall certify that all requirements are consistent with COUNTY's understanding and application of all applicable laws. See Attachment "B". In the event of a conflict between this agreement and the terms and conditions of the attached Appendices, the terms and conditions of this agreement shall govern. With regard to system installation: All hardware and all software provided by the COUNTY will be installed and tested Page 3 of 1 Contract for Software and Services between VOTEC Corporation and Weld County, • Colorado Updated 5/8/01 before the VENDOR installs VENDOR provided software. All operationally essential system modifications will be tested by the COUNTY,with converted COUNTY data, and determined to be functioning in accordance with specifications prior to using the VEMACS software for daily operations. COUNTY will assist in the installation of the system by providing prompt responses to any hardware or communications problems that arise on site and by identifying any apparent inconsistencies between the installed system and the specified requirements. VENDOR will provide weekly email status reports during installation, customization, testing, and for the first four weeks after COUNTY begins daily operations on the VEMACS software. The frequency of subsequent status reports will be negotiated. This agreement shall remain in force until modified or terminated as set forth herein. The agreement may be modified at any time with the mutual written consent of both parties, executed by the persons signing hereunder or their successors. The agreement may be terminated by either party upon thirty(30) days written notice to the other party. In the event of a material breech, the terminating party shall be responsible to provide services paid for or pay for services provided. This is a Colorado Contract and shall be construed and interpreted in accordance with the laws of the State of Colorado. Any controversy or claim arising out of or relating to this Contract or the breach thereof shall be adjudicated in Weld County, Colorado. Notwithstanding anything to the contrary contained in this Contract, COUNTY shall have no obligations under this Contract, nor shall any payment be made to VENDOR in respect of any period after any December 31 of each calendar year during the term of this Contract, without an appropriation therefore by the COUNTY in accordance with a budget adopted by the Board of COUNTY Commissioners in Compliance with the provisions of Article 25 of Title 30 of the Colorado Revised Statutes, the Local Government Budget law (C.R.S. Section 29-1-101 et seq.), and TABOR Amendment (Constitution, Article X, Sec. 20). No portion of this Agreement shall be deemed to constitute a waiver of any immunities the parties or their officers or employees may possess,nor shall any portion of this Agreement be deemed to have created a duty of care which did not previously exist with respect to any person not a party to this Agreement. The parties hereby agree that neither has made or authorized any Agreement with respect to the subject matter of this instrument other than expressly set forth herein, and no oral representation, promise, or consideration different from the terms herein contained shall be binding on either party, or its agents or employees, hereto. This Agreement embodies all Agreements between the parties hereto and there are no promises,terms, conditions, or obligations referring to the subject matter whereof other than as contained herein. Page 4 of 1 Contract for Software and Services between VOTEC Corporation and Weld County, • Colorado Updated 5/8/01 If any term or provision of this Agreement, or the application thereof to any person or circumstances shall,to any extent,be held invalid or unenforceable, the remainder of this Agreement, or the application of such terms or provisions,to a person or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected, and every other term and provision of this Agreement shall be deemed valid and enforceable to the extent permitted by law. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. IN WITNESS WHEREOF, the parties executed this agreement on the day and year first written above. �-y� Weld County: i'// i." Name and Title Ij// $/p/ Date VOTEC Corporation: 3:,, (t1.7 P••�:a—�� Name and Title II14O0 Date Page 5 of 1 a. Testing of Converted Data in Test Database and Production Database ATTACHMENT A How Report is Date Completed VOTER ALPHA LIST (options to include produced. for Production - printout, mailing label, voter card, polling Tested By place change) Vemacs whole alpha list at once Vemacs whole alpha list by precinct Vemacs order by entity (district, party, wards, commissioner, senate, house, city) Crystal Reports range of voterids Crystal Reports confidential (for office use only) Vemacs additional registrations beyond cutoff date Crystal Reports additional registrations beyond cutoff date excluding absentee and early voting Vemacs order by residence address (range or ranges) Vemacs order by mailing address (range or ranges) Vemacs order by registration date or dates (on or before / on or after) Crystal Reports order by registration date or dates in a specific entity Crystal Reports order by partycode alpha (with or without an affiliation date) Crystal Reports order by partycode precinct (with or without an affiliation date) Crystal Reports specific last name, first name, middle name, birthdate Crystal Reports party caucus lists Crystal Reports order by range of birthdate Crystal Reports order by range of birthdate and entity (town or area) • Vemacs order by zipcode or zipcodes Vemacs order by streetname and range of house numbers Vemacs order by status (choice of active or inactive) How Report is Date Completed LABELS produced. for Production - Tested By Vemacs/Crystal options to include: use residence address, Reports include voterid, include precinct, Vemacs/Crystal include ballot style, household: Reports How Report is Date Completed VOTER INFORMATION CARDS produced. for Production - Tested By Vemacs option for polling place change How Report is Date Completed JUDGE PRECINCT CERTIFICATE produced. for Production - Tested By Crystal Reports option for how many copies How Report is Date Completed JUDGE REPORT produced. for Production - Tested By Vemacs alpha (choice of active, pending, refused or all) Vemacs by precinct Vemacs missing judge by precinct How Report is Date Completed JUDGE PAYROLL produced. for Production - Tested By Vemacs for polling place on election day How Report is Date Completed JUDGE LABELS produced. for Production - Tested By Crystal Reports option for how many copies Crystal Reports option for adding phone number Crystal Reports option of printing only supply judge or all How Report is Date Completed JUDGES OATH produced. for Production - Tested By Crystal Reports individual only Crystal Reports all print at once How Report is Date Completed JUDGES LIST produced. for Production - Tested By Vemacs alpha for judges school Vemacs alpha (choice of active, pending, refused or all) How Report is Date Completed JUDGES PUBLIC LIST produced. for Production - Tested By Vemacs/Crystal suppress ss#, comments and phone numbers Reports How Report is Date Completed ABSENTEE REPORTS (option of names produced. for Production - only) Tested By Vemacs include only absentee (does not include early voting) Vemacs issued by ballot style (count and alpha) Vemacs issued by party affiliation Vemacs issued by date Vemacs issued by entity (district, commissioner, house, senate) Vemacs issued by precinct Crystal Reports error report for missing information How Report is Date Completed ABSENTEE COUNT REPORTS produced. for Production - Tested By Vemacs count by mailed (daily and total) time? Vemacs count by handcarried (daily and total) time? How Report is Date Completed ABSENTEE LABELS INDIVIDUAL PC produced. for Production - Tested By Vemacs option for 2 or 3 How Report is Date Completed VOTED IN OFFICE REPORT produced. for Production - Tested By Vemacs include only early voting (does not include absentee) Vemacs by alpha Vemacs by precinct Vemacs by day How Report is Date Completed VOTED IN OFFICE COUNTS produced. for Production - Tested By Vemacs count by day Vemacs total count for election How Report is Date Completed VOTED REPORT produced. for Production - Tested By Vemacs alpha list Vemacs alpha list by precinct Vemacs counts by precinct Vemacs counts by precinct including affiliation How Report is Date Completed LOCATOR REPORT produced. for Production - Tested By Vemacs numeric-alpha Vemacs by town/city Vemacs by jurisdiction/district How Report is Date Completed STATE VOTED TAPE produced. for Production - Tested By Vemacs must include all new changes How Report is Date Completed ABSENTEE LABELS FOR CANDIDATES produced. for Production - Tested By Vemacs by party Vemacs by entity (district, commissioner, house, senate) How Report is Date Completed COUNT REPORTS produced. for Production - Tested By Vemacs number of activate and inactive voters in each precinct Vemacs total registered by precinct Vemacs/Crystal affiliation counts in each precinct and overall Reports total Vemacs/Crystal entity counts in each precinct Reports Vemacs counts of all entities for each precinct and overall total Vemacs/Crystal counts by precinct with cutoff date Reports Vemacs/Crystal count by commissioner district or Reports senate/house district Vemacs/Crystal count by commissioner district or Reports senate/house district by party Vemacs ballot count by style and precinct Vemacs entity count by party by precinct Vemacs/Crystal monthly report of how many added, changed, Reports purged and imaged Vemacs registrations by site Vemacs count by party Vemacs count by party by precinct Vemacs/Crystal purged records by date Reports How Report is Date Completed ERROR REPORTS produced. for Production - Tested By NA someone missing an image NA gender is wrong or missing NA null dates (affiliation or registration date) How Report is Date Completed ELECTION PARTICIPANTS produced. for Production - Tested By Vemacs/Crystal list of participants for each election Reports Vemacs/Crystal list of participants for each election by ballot Reports style How Report is Date Completed NVRA COUNTS produced. for Production - Tested By Vemacs total duplicates Vemacs total registrations Vemacs total changes Vemacs total purges Vemacs total active Vemacs total inactive How Report is Date Completed REGISTRATION FORM produced. for Production - Tested By Vemacs register voters at the counter How Report is Date Completed AFFIDAVITS FORM (for voters at the produced. for Production - counter to change their address) Tested By Vemacs affiliation Vemacs name Vemacs address How Report is Date Completed SEQUOIA FILE produced. for Production - Tested By Vemacs file for printing signature cards and tabor notices How Report is Date Completed WHO VOTED DISCS produced. for Production - Tested By Vemacs voting history of voters (can this be done to show multiple elections at once for each voter?) How Report is Date Completed MISC produced. for Production - Tested By Vemacs registration certificate Vemacs absentee application Vemacs state update tape , /- ac h mend- + A4DTEC Functional Specifications VOTER REGISTRATION SYSTEM SPECIFICATIONS FORM VOTER REGISTRATION APPLICATION SPECIFICATIONS: 1. Does the voter registration system proposed comply with the voter registration mandated by the United States National Voter Registration Act (NVRA)? Vendors shall clearly state how their proposed solution, when installed and operational, is in compliance with all data management and data reporting requirements of these laws. NO EXCEPTIONS ALLOWED VEMACS is fully compliant with the tracking and reporting requirements of the United States National Voter Registration Act. Elector records cannot be added or updated without the entry of the NVRA source. This process provides for 100% tracking of all applications received in the local election office. VEMACS allows the option of batch entering the number and NVRA source of applications or entering the source at the beginning of each transaction. VEMACS internally tracks whether a new record is added, existing record is updated, or an exact duplicate of an existing record has been received. Pursuant to the NVRA, the source for an individual record is not displayed to users after the transaction has been committed to VEMACS. Local election officials have standard audit reports available to track NVRA counts. .XUP15W9 vH SuY Ive1 N�TFiW 'PNiMA SYb G4RT? VETERANS ADMINISTRA11ON ci b�8 01/0914001- 1i r .J {1001 02 319809 .NfmM 11 •...4i tb MVnr 1 .01 _ 2 , C k3. f6 yegT1 U MYri DALNPE SMMF.vev, f aCorr' 1„y,, FRAM i NOEI » '-Fonom,T7Vv5", soy. DALLAS S TX 75413 VeNF•'N'ANINT40,COL FRED JOHNSON Jf,° 'SaNA AFria 59. BANS ' + TqP '0t BPX M1M 9NN . { S ,# Y11 n,. 6'4*I GOIFVIEWr_ iiii 409 PROJECT COORIDIN�TOii Ty 1, , RI 'Op70480 Mti Q° PFnw 31d-I6T 8054] V, ?f i 1 W4u 1.4.,. An-0 II 11MENi OF HUMAN SVC5 Ib n� :,:L �. s�, AMi si n 82 yisgTVM. ; 4'144.�1,.. `� ' yy� PO BOX 4352 , ,9PN61(M tv. ,,._ , . 11,2„1< 41,111,n p AUSTIN T%Term ,.� y 111,111111' DP „n; o.�icxrr v G;M,11M BRUCE OMPSON S }� ByPMOP0910911989 AINNf 10109/1999 NG�W0 910 9119 9 9 MoNtln 1010911999 11 TEAM 1-1F31 J BH µm:514 X41 t43T + 76:74,074.1 'i74r,. �fw nN-"-._ ai i u } y..Waxkiyl808EYR., .„a(np6sM 2. Does the voter registration system proposed allow data entry personnel to key information into a voter registration screen? This screen must allow data entry personnel to add, modify, delete, reactivate voters, and inquire by name, address number and other data fields available. NO EXCEPTIONS ALLOWED Page 9 of 71 IfIDTEC Functional Specifications Data entry begins with a query screen to search for duplicates. The query screen allows for searches by any name combination, address, or unique id number. The proposed search query is last name, first name, and birthdate. Possible existing matches are presented to the operator for selection. lt`no existing records match the search criteria, a new record is created. Data entry for new or existing records is accomplished on the same screen. Push buttons across the top of the voter entry screen allow one click or hot key access to additional features including registration history, voting history, districts and elected officials, and polling place lookup. of Wail* et,'Irtitzticdsvl ,y�.:wammasnrma na 66nNisi +' xvs t {Sarefi kSASS !1 +Y � a ck'9cf�d't 55098 maA ,1+.�M1..49mo. � _ �<�9neN. n6n�rse,:.'yisA ana �[N r+ ltad�,�,��1�19,$�,.,h � emlae ,, n l9)2 PEPIFU.3.5 9 IOYJ1n95s 193531.1d�AY5?-,5 30pPE/CRULBYVIItlM1BGTMFfOFR&WM'HO'h" ONO'10W:`' VpM� . an, . . ,¢- •rOH s {#'.'`s.9`v PATRICK 6020PYN}Ep CANYON CT LAS VEGAS NV 881)0 59M1995 6,Ce9OHENt ix9p 8905]PEACEF SH E 5EPs 4' ``.: iw9 W ....na •• �q OY3H1065. � �A , '+4 5198)0)23 PI0 .p.i e..O911n1999 tliC#09r10/1099't i'Self Ot2QO1,MtatalLe,Osl39r20o1 y' 1. � a �� rin i74W M"! i5.Qi .,1 4#riM1OneaNk a/„�� #Rn.�9>.�tur_.m.fttaWmurizanM::. .M.:11.1:75!;.;::;;;I;;:1::;; I;;: I,v L 3 oz's e...1.,Xd u.. L.....I Page 10 of 71 VYC Functional Specifications 3. Does the voter registration system validate on every field as is it entered, giving the data entry personnel an error message while listing the closest match to the voter in question? Exception VEMACS applies validation against table lookups where applicable. Field values are available to the user by pressing[F9]or double clicking in the field. Validation does not occur in free form fields such as first name, middle name, etc. Validation does occur in standardized field such as NVRA source, street type, sex, street prefix, etc. Partial entries in fields requiring validation will be auto- completed by VEMACS and the user notified by a screen message when applicable. As an example, if a user enters a partial spelling for a street name such as "Green"and the validation process finds a matching name in street file for"Greenbusch"the entry will be updated and the user notified. I' �+ Nb®'�>•..{1� =aW d91 "6 . "S$1a W:r 9.1x1. [ '�p s,�iy [[}}t"�WiYW�A Lwe0,41w Irnjone on,1bNr f omM,U WItaliMple . 9.1W Y.{ � fl!Far as w1 {x'141$`" 'A,. ENIFtstM. N, prrm1r 1NM5 w4. .. N D Y.MM.. slo, Pr.d.d SOD DENT! WPAS )DnEupnIE.1:& T� `N.yMI . ., / Cy SW DENf1 tY _ .. 01ro94001 ,}+? 4 1947# 3 of 2<909 n at/ow2oori�, �wt� u, or_g aNeo9 r -- rBEAR _S )..1.H f m.r c 2: R91xr 1Nen BEARD '.FNaNK .eWENOELL . =1`1 BEARD FRANK �V.ENOELL i •' pp NNaiaY 9ntl 01. 3 +1w. Dk-OWTm 16.01 '� 1 ,BtrE...N aF, Dl, W k8 N 11 '�Dlf 1T fi Y 1111 209 11111 N8 RD i 209 --mncs n- N.; H@. tRa .s .. _fPY01 ^"'"" II dry lap nM+l"Mrr�.r*;• oBW�Ty Ca4KA 21r Hasa 10,17 Fog P9w k+re ..: YN{aNfn ,4..a PF 0001N1a1191a LYI NN - i to ar :rz ,NY ..f i e10 iNN '+ at ta a sl 'I . gYr,NiNl� �J.,1 O,iblDl) aY ., , 9r ' ° DpWWq .�tY` rat- ay, NiWbww 09/09/1999 m.o.,.10/09/1999 Tnmh,O1N9/2001 'C. En.N.02/0&2001 py.eWw09N9/1989 {rypu 10/0&1909 ITN.rM01/0011001 7rfr 09n 02/08/2001 u.tx.M „. ,_, _ Mafdtiluae4-on tolodtai PDW4M a WSW.060 P. 4. Does the voter registration system proposed allow for customizable changes that will occur throughout the life span of the voter registration system? Such changes may include, but are not limited to, the validation of new fields that may be added to the screens and changing of field names if necessary. Provide documentation for Weld County's programming rights on these fields. Exception: VEMACS provides forms for populating validation or lookup tables. The County will populate these tables to meet office procedures and standards. VEMACS provides system parameters that allow the local system administrator to determine which optional fields appear on various screens. Because VEMACS is used in 9 states, the elector entry screen has a number of optional fields that may not be currently used in Colorado, but may be required in the future. Only fields used for Colorado voter registration appear on the voter entry form, absentee entry form, etc. VEMACS provides for the customization of field names on most forms. As updates are completed in the future, all forms will allow for county re-naming. VEMACS provides for some customization of field locations. VEMACS does require a standard order to the voter entry sequence to qualify and execute background rules. For example, the street range entry must be completed in a standard sequence to allow for an accurate comparison to the street file. System parameters allow for the selection of some tab-stop locations throughout the form. VEMACS allow the County to determine which fields are required and which fields are not required, but a warning should be give to the user. Additionally, any field on the voter entry screen can be used in conjunction with a voter registration rule or notice. The local rules are written by the local administrator in forms provided with VEMACS. For example, a local rule can be written to automatically create a notice for applicants without a party designation or birthdate. Changes in office procedures or state law are changed by the local system administrator and do not require hardcode changes from VOTEC. VEMACS is an Oracle database and tables and views can be queried, copied or extracted at the discretion of Weld County. Page 11 of 71 IV iDTEC Functional Specifications For your information, the optional VEMACS warranty agreement allows for the support of new and amended state or federal voter registration laws or procedures. Under the warranty agreement, changes in entry forms as a result of changes to the Colorado Election Code or standard applications-are fully supported by VOTEC. 5. Provide documentation defining the rights of Weld County and the 'source code' of the voter registration system in the event of vendor company dissolution. NO EXCEPTIONS ALLOWED VOTEC offers to deposit source code with the County storage conditions limiting access to management personnel within the price of the contract. Procedures for monitoring the sufficiency of the stored code shall be specified with the County. VOTEC offers escrow services from Data Securities International at their then current rates plus an annual VOTEC escrow maintenance fee and additional charges for custom software modules. The advantages of the first option are lower cost and verifiable timeliness. All current VOTEC customers have selected the first option. The proposed VEMACS Software License Agreement is submitted with this proposal. 6. Does the voter registration system proposed link the add process with NVRA Source management to capture NVRA information at the time of the voter entry? Please provide a description of this feature. NO EXCEPTIONS ALLOWED VEMACS is fully compliant with the tracking and reporting requirements of the United States National Voter Registration Act. Elector records cannot be added or updated without the entry of the NVRA source. This process provides for 100% tracking of all applications received in the local election office. VEMACS allows the option of batch entering the number and NVRA source of applications or entering the source at the beginning of each transaction. VEMACS internally tracks whether a new record is added, existing record is updated, or an exact duplicate of an existing record has been received. Pursuant to the NVRA, the source for an individual record is not displayed to users after the transaction has been committed to VEMACS. Local election officials have standard audit reports available to track NVRA counts. a Val I - . nI I { MI W''.: V MRAi PFYSYMM1L. 3u IA...A 69KTll "A0 ygan.H, VETERANS ADMINISTRRDON - q, ;' 0110912001 xtkh,X l S ; ' 2 324900 M ti,✓ 1? }t7 +YfL'1LS i(Va k aJ. t0 a . kk"6" v`#iez i 1pµ'..1 213 GUADALUPE S.1 I b/FN k e t.; Fyy .. 4.$ Yyy ak Iugraiui 0 9uis `3L ,� a DALLAS TX M212 yh � L I [FRANK WENDELL. E. �§,. 4GT NNE COL.FRED JOHNSON SI 1 ..FS 3Ipta.F1M' GOLFVIF WOO,W a - v " ''I it: PROJECT COORIDINATOR Y'Lh °i"' $ so.;— yr yy,'�,�,,{,, `-C 0-- 214-0919977] '"1 b k '� y EA{FI ', ]7499 kNaON+NNple #1 - .� "tit-E,:. i 4'`i.i$Fi*s t t> .p a T s3R i i' eRJa2'ik Y f1il As.. r r .. I17417oni,N' AY+ 17 NT A r c. ..: t LSSVww s} _— - i`'}`€ X1 1 "+PO80x2(72 Su1RPM}ei x i'3 }`� _.. [¢ t --; S 1$AU TW T%T9101.�., �... d )( I. W - f �0 .- }s �.S �piM iL�310, l� I� d CUMWp9pµssA BRUCE THOMPSON ..�n T�l� '*9 ..09A19/1999 PYyN 10/09/1999 �iw1�n0910911999 e�,yt`n 9MA1A10/O9'1999 r° �',.' 'f . '12 M21E23/ 4f,_4u, s.r<.K." '__.,."rvt hip{ a',+Yhk 'iiL, .qi i .CsanA4 ≥J.�'„4O1;iEti- ac J�i.tf.. -ri€ -s 4.al ":r5:.,. :::::177.:_ ? 4.....,--.7.-.1:1:c n:2.4,.,;:44Kia.:::.:.1.4:.:,,..- m._.. . ,: . . _ Aw.::. 7. Does the voter registration system proposed validate the voter's address against the street locator and provide a mechanism that displays information from the street locator? This mechanism will assist the data entry personnel in determining the correct address and correcting any errors within the data entry Page 12 of 71 VicyC' Functional Specifications due to misspellings of street names, street suffix and/or street aliases. Describe this and the field requirements for addressing. Exception: VEMACS has the strongest Mapping module available. The mapping module includes a number of features including precincting by apartment unit, designating street ranges as an alias for another street range, designating commercial addresses, requiring unit numbers for apartment complexes, and import and processing of GIS centerline files. All address entries in the voter entry screen are validated against street ranges in the Mapping Module. If partial street information is entered and the Mapping module can complete the address information, a screen message as illustrated in number 3 above will display. If the partial street information matches a variety of street ranges, the system will display a list of street ranges for selection by the operator. If the entered street does not match any streets in the mapping module, the operator can complete the record entry and save the record for further research or immediately send a notification letter. « '-%1 , to 1" *1� I. ,rsi.,N1 - OM✓SI"MWd be .0. .m Iy IGENtt+ Egnq b kfa<1HIa M� L 1 a i a# 10,r- ^k._I•"Is r aa-4.'" iii 37. Cl. •14W"I s .n 9vtm390t P7aal t #aw,t MI i ".uM� ..A ,.. „".� t�w�`"m .mf=w. I. 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E `M€07 3 i, "V"5f9u... ,i, '�'£OM.l,I 0.I °+ ISO0 1., CORK ICORNECIION5) O4I0CR001 ")(I ; It, �4 t:{¢+„€ 4 050169 CORRICORRECTIONS) 0410/13001 di 050169 T . ,aa4.ni*i' 'w,.S..Nvars' '₹ :. y ‘"r.<t,.,t.0'.1-r''.ho. ", ,4 +`5 s@ 4..°wI.-> ,.ii1. -=r(1 t 4AN, .Am :}""" 0edl.� .ffi'i'l*'"`anew w ..•';ii ssCYIImT'}j; "1...tt- .,R'�' ,4tata. +yWi� l4 0.....t ctielCa =. MOONS f S JOHN PATRICK S ¢ MOORS .IOHN PATRICK t t 5 ;rut, otiAS TI..4RA99=':.*13.x499 U.N. ' '° .I •• xt 71110 55 ChI }�yh zi`°' dig 1Meh.. US' ,; 405 V IST P.1 1 +Alin I y''' ray.--; O01o05 L{9901E IM"�5. NE-;, y f iI*E*' Ly.EAN 511010*00,4 jo,#v'e-ix li ..am. RNERuwF 'II ..5- .:•rrtNYeylrs �� ti '„h4 our, �y --kki „ }, . ''‘'. ..1Y x4elb Witt: I y: Or — 4flfzele..105 Ism, I 5�� ,4�' ; Y art�{�y� g �-i 1 �� ,'yl nE. T y" 91'tq��°' I aY } �Y .Nwll..0a1a1999 voi4io9nu1199e .`,TN..N"OC/0413001 a HN...O4104f001 al 9.y.I.a.09nW199e ebWN09110/i59a I I 001 ',¢ EnilWowan001 t'l coral.Iw;',i t` .`iii 1.1.1,"t11,,Y1 4ernel LPYxs,IsnhK,a v,WvSIM4043 uu945e4;, n"+I'''"t".Al"ilr+"t1Iri""S rrt eabl44"3:rSI9a n r'a•:t.Ib4II4o ETI37 FMr 8. Does the voter registration system proposed maintain a history of every voter change that takes place and allow election personnel to view prior changes of every voter? Please describe. Exception: VEMACS maintains history on virtually every transaction that occurs in all modules including election setup, street ranges, absentee processing, and voter entry. The VEMACS voter database can be reinstated to any point in history. This feature is especially useful during redistricting years in which new lines have been "thrown out"by the courts and counties are ordered to use previous district lines. In voter entry, registration history is used in calculating NVRA numbers. VEMACS Page 13 of 71 • • r SEC Functional Specifications tracks the changes made to a record, date and time, and operator. The registration history form is opened from the elector entry form. The image history for a record is opened from the registration history screen. In the registration history screen, changes to a voter record from previous dates are highlighted in blue for easy comparison. ® as _ L 1 FIND I fast ( 'I l ._ CRIn!NYVwrbpofMl e� ra so� F_ E2 Goi FKFQWl• IrAfi9i .ri1Y VOIER15G611N1101amoo'm il �.RbMYu - E I i/ vi PMe1sM o-,�. "§.ak wwawrrr .wiN� a .•• ul wawa.,travur9 Ni m..M,RxMnFwNM, OMN. INI ur`_.•Srak mnlimm 1 Nr14,M64 6?i ^_3>� baa'�4* `.fi1.St'' ��^r:�I� tyP •�nrrrst ••—�_••'•r ®nor sac re _,is tfcM y� x5 CNMM e..v�..'.'r�.:: ==ATV k*jaH ---, ra .28.4 YVOLI.0 .ew oaVE Y L.I"NaN � y �"^•�.5rr �r r*—....s,.r. +`-.- u W _!'YIM{ dl!!r fl' S I.bn l r...r�...r w Cl�•ir.�i...ITIXw O.r•r. II '1]3.1281! r' r t erbs w.w Fb.r V.s lr j t� r1iAM - 4P.� w T."'nN�-�w.. t— X 1n�� •}L r OPo-IY Foni i;Ik.MM.Mls4.i n4Pduldkko-udr�`�zli n_ .rr..M....rrr...r.�. 9. Does the voter registration system proposed provide and document a software solution for checking duplicate registrations at the time of creating a new voter record? Describe this and the process for correcting should a duplicate registration occur. NO EXCEPTIONS ALLOWED All voter entry operations begin with a query for matching first and last names or matching first names and birth dates. The first names and birth date query is successful in finding applicants with last name changes to due to a change in marital status or simply a previously misspelled last name. Possible duplicates are listed before the operator is allowed to enter a new record. If birth date is not used in the initial query, VEMACS will complete a duplicate check following the entry of the birth date. VEMACS also searches and provides a list of possible duplicates following the data entry of unique identifiers such as social security number or drivers license. VEMACS includes a form to cancel duplicate records. This process combines records and transfers voting history and poll worker information to the remaining active record. w G01 " y3�YnI 5'lF" I,{I if i :SVV 1,: ''1Ye NM�`•0tj 4a.��NESO . fib WIIA '�I'14 OA5tl.ik m Y Fll k. �t MW tC'L'h a}w. .aF NVRA RFMFN MM WnW I P yd '_CEIMda≥J.y SMITH `"u (GREG 1 4y n ovulaam . Gkt�7 Pak Y SMITH a" c s I !Li ,d,.nS: ,. VWiN o . .flb ti:S}�.. YNFM` .d.n.k d11`e01M28 kY u� ig4FYe,6�t., yWtribM��y� q' MITH FRED ... _ .... `-' VN..r lOWINENJ 1 P,`Y;��v`tl4;ri''`g wGREGORY LfCKHART' iN4 Y*If �hC"�"^'iGO � KflA % u5IXIP `.30 Y R . Nez FIFN 18234 SOYe UNf11M Usk Vi t l J20 PECAN HEIGMSS ; PN vMlt�Mw. ,G44a34;47/41.00 M i x eu.0":;: sw"""-.`1" .l Oka ow pN ,�R y! } ;`",7`7-1":;:"r" R r PHS s 3MIX GRscoPY GGYO£ 23160006060E MMI88pMI GRY nW 11�..'^tCSL >,yl9Y)9 f10`A.Y 65 '� N� �� ,x a. r rI 19+3 CC 31M0N,GREGORY PNIL 16 PENNY GREEN SI SIfiW4NG M'1Y19F9 ' r r :SR£ A SMITH.GREGORY ROBERT YII RORANO PMKIH VAIY N IF]1239'190 1 g F' r 961] A 51110 GREGORY 5NMi 1X53 KsMNEOON OR SUGR WC5702111.) k x `Maw .. l-4xht• r r 167413 3 6MIN.GREGORY iHOMPSOn13156111ERSOSOLl.MLXMIFJ 0]0007!160 M T1 124* C W N.YR S ERRY .150 WA 6Y]I/1%121454703M r C DEPPEI'SVCNOOM NR RE '101®/1 911 113 1 6 5111 PV I R R 1+31 E9111 6MM,IMKE5/KNELL ,A ML 11/INR3123105745 F 0i9d".6 - Ir r 391N 5MM.FR rs ELVIS ,A FR 0R/Ny112-155111F- L. sMOI'REO .....__. yyCyl AC MOWN, 1mSflY F1N $MTI JOHN KVHJR a MC AD99)B I1Y1561HIM' '. 4'�vtk 'I 2R `li YF Page 14 of 71 •riliDTEC Functional Specifications 10.Does the voter registration system proposed contain a defined and documented software solution through which a unique registration number is generated for each voter? Please describe. NO EXCEPTIONS ALLOWED VEMACS assigns a unique idnumber to each elector record. The idnumber is assigned when the elector record is committed to the system. The idnumbers are assigned sequentially and are used to uniquely identify the elector record. The elector idnumber is used in absentee processing, poll worker transactions, candidate qualifying, petition processing, and return mail processing. In addition to creating a unique idnumber for each new elector record, VEMACS can create a file number for each transaction. VEMACS also assigns unique notice idnumbers to each notice or letter created by the system. 1 NUDA 6 Yt $+ 1 Try' E 4ti y 4 (IYMYN ='CnHi! 'Nida C..&!.'� ULld4f�"r. emend„",.f(♦4 Cdi nLr,. t�LtlillVtlBCNT#.6Na(iNiN .. J I]59 1 gy19A CEX! NEN l.nhl'A DinA'jfl 'n DEL 11.Describe how voter cancellation and certificate of registration issuances are handled. NO EXCEPTIONS ALLOWED Voter records are cancelled from the elector entry screen. The operator chooses a cancel reason from a list of values and has the ability to enter a free form comment. All elector notices can be created by local rules established by the local system administrator. VEMACS commonly creates a certificate of registration following the entry of a new elector record or the update of an existing record. Additionally, VEMACS can automatically create notices from return mail processing or buttons on the notice history screen. .,nml ftn n1CITZ �FiON 1r14CN °eA (+#.'�r .rcm exe0wtexrs, .+' t cT�F F'r SadC3i�.. a `'+k4 �Si . t 1 brow iY�I GP E 11 1 5 P crq � '` "t,+ i ' ' r';�#'' �' dt ,�s#'5 s g`9 i • ,16.44,4t.:00147,44#• t � ' ..c,...r p.,.`,` r, .,,. ,•3F� .. thrYi•'�fif��,�... y rt �,�'�:��A:. a. >—,Y .1�.a..tf r. 12.Does the voter registration system proposed contain a defined and documented solution to capture electronic and paper documents and signatures for voter registration and verification? Describe. Exception: VEMACS contains an Imaging Module which can capture images for any record contained in the database. Common captured images include elector transactions, poll worker correspondence, and candidate filing. All images are saved as TIFF files within the VEMACS database. VEMACS Page 15 of 71 JOTEC Functional Specifications captures images utilizing a desktop sheet fed Visioneer Paperport Scanners attached to each workstation. The operator can set defaults for signature location on forms and can adjust the signature clip box from record to record. Signatures are clipped from the elector application by the operator during data entry tying the images directly to the voter record and greatly increasing efficiency and accuracy. 1_ak sc `11,1.:, m E, a; ix X ge ® eazP' a en s rt11pmiae 5 s�9rs n ��* � :n : �3 asr..a-•s �� x�oo-�anue�Hlv�� 7S'� d'� MiaY NrWvwNu i ia,� r ai na s "wF >+ iw.: _ 4 5�ti xvnns.e o.x sw mw 1 650 a5. �' °� &'�v „Lk s rR to..�� HTO� 650169 F"'K s7a x a r[° lab! �, ,. ,.. . 't i4i 8Y'py MOORS JOHN ',PATRICK '�mr — Qf..J.�,� �«t6rii -+• tl4W Thy N . 2 Tan 1al tW4tT*. UW# E....(.1 «1 [. N.+Iw. ♦ a Y� ,V740" PEACEFUL SHADOWS CT ' 1914 -CI9HEN Zip 89052_�•'iAw tEa999a9A Pet,' 69oF.soo 1.401.. %19ac.t' E0£MI « _ 11 K O••.�.ar �.�� Z fs�-��— Z •'.D19 tlf"Lii�jr. tltl l {00903/31/1965 - I iwCA — p 2 VP� Sa96Tm23 - Qa p� ,... =^r ,��, Air r,47, 51.1. exlanny �.; 1, K at.I N n_....C_"'_ .inner �r n eiLW �a 1.i. n. p1aci P M!(I. ®© Tw o as 4ytl Place 91 reUtlellDe and Farm no other place a6 my .naHa.x.+09/: fir• II001 . 101ne._ (" '..,�./ or*49 PM 13.Does the voter registration system maintain an elector's voting history? Describe field capabilities and any limitations that may exist. Exception: VEMACS capture voting history following an election from two sources. Absentee and early voting transactions are batch updated in VEMACS. Election day history is captured utilizing bar code scanners. The election code, election description, political party, and vote type (Election day, absentee voting, etc.) are established by the local system administrator. :R t €e₹ s 1544 '{x.414' 4,41•614;0411.41-4,, E t�l «: : V ::'ar,t5L Eleclioo Oats • Saa. adlea 0paiptan ;T,.•. , s.wDnl H.n.. rPnA P.er +`4(4, 00/04(2001 1101 Pont 0300 4(3/12/1999 E R C OJ PRIMARY ELECTION r.aye 1199 11/03/1999 P 1990 GENERAL RA ELECTION CTY OF HOUBTOa r.y { t s 'L agwY ID> .`:1198 11/13/1936 P 1998 PRIMYRUNOFFE : I I t' Y ,:0398 03/10/1996 P R 1996 PRIMARY RUNOFF ELECTIONse.mrao -1196 1/05/1996 P R 1996 GENERAL EI RY ELECTION g y `gyp lAe �ja1 ,Vs:aF115+7, pM h«Fe J7439 11 t 1 ..1196 11/05/1996 P 1996 ELECTION a. iArwm- pIEPPYy. :1 ,0yd 1Y ewNp I}}1¢4 , i 411 / Ndi�j44 tti NAPPOWMEAp4� '0.T 1$ a • T - s i t 331 h ?iTwifiu 4„99, «` a sy it" I sh t i} p'wmxaM.b s .y�. �" `{F' 1 *` :vrti'. ` t. h o a£? („ .tifu ant u: 1 t �. 9Stit'c�'@{,'ih€' t.� d d : `�r .La a"- Pp'.. yS- :'Y § c.«y;a ,._- ._ . . ' " "-fie ,...u..._.� .J Page Page 16 of 71 ATEC Functional Specifications 14.Does the voter registration system proposed provide a solution that will under any circumstances prevent the issuance or return of more than one ballot? Please-provide description. NO EXCEPTIONS ALLOWED VEMACS identifies each absentee transaction with a unique request number. This unique application number is printed as a barcode on by-mail labels. An elector cannot receive a second ballot without canceling the first request and ballot. Returned absentee ballots are tracked by the unique request number and the operator is informed of cancelled requests by pop-up screen messages. notlgl .v,.E a itakti s `BMx0 Water" MmrYui FW SF a Bi k SlMTct. awem n.wn ^ . ti OK 01/142001 t1o1 .i F'y7 nefMR ,'E: Can rlyV ^ 0 6m X Y B pP !�M1' F �TrPiwR�.i:R•'�,X' -S+^ ?gamma M1UFM1 ,� souB Cat t;oe.;h"*' &bY3"Z?^- k"✓ "Ss..5Wap: "Sti,IYBWatl.AF2:l! rc? te'LF Aaow Future ReN .AoanwnaMrMm EPWIrtu. S Snce w WY . mW k'j,MK JW2OI]Og0 � �FF ;, (UNPoV.r.I eM L BellorR W CLeta Id• y Sj•.1 J. {CxtlM 1'.WW W1ule RMuar :S SHs IM I., (pplFn..; ltn L ,°, NR Nol R<eb' - tIAR1f P�W1MBqu Ni14m YIWmON :.�ONAY . . .,.. • '41. (R Lbuabll GMP FWw.Raa..r eon Inver I P MB S de etl N Poll Vole ([.'LARK YIW$W]B00 r o au >tMt 'F .i !'aapxJl furor e.umR > yA5s.ww�iu+..4w++Mu. t�,� :J'V: ......: .- S`. ' iler j t arse ML;: X�YQI�UOU 1 3 re.�l rMl F Me t.T i u MB rave a unrii; rebl CLARK loppsg000€f t�, ' 1"'tw 1YN fI➢MfWF GM q ! y:. ARf!ie.4*±!pR*41' fo-' 5., ... ✓„,,,;F.'�, ,x�,.....tom, .-.��.vu�' 15.Does the voter registration system proposed generate lists and reports for information cards, continuation cards, poll books, confidentiality accounting, and statistics of entry by location and operator and other reports as needed? Provide reporting capabilities. NO EXCEPTIONS ALLOWED VEMACS includes a standard library of over 250 reports. VOTEC designs reports to fit a large number of criteria and options. As part of the conversion process, Weld County will provide a sample of required reports. Because of our support of a large number of users in 9 states, our last 4 conversions required VOTEC to add only 7 reports to our library. VOTEC provides Crystal Reports for ad hoc reporting but users can access VEMACS with any reporting software that uses Oracle ODBC drivers. 47; irr17.7.777.77:47,1r la 6" ,J.J tale ,x"P xA. . uta.t..a" ' i .,r'y'e ayi{° 'T3' r 2 r r€3 k .1,•t 4S w s ®®sk ,, y�y t .' __ Wi 3 rt, .:,> J.�� _. Page 17 of 71 ATEC Functional Specifications 16.Describe file exportation and media requirements along with file limitations. NO EXCEPTIONS ALLOWED VEMACS exports fixed length text files in a number of functions. Exports for poll book printing, voter lists, and outside notice printing and mailing are currently supported. Exports are designed to execute in blocks and export sizes are only limited by user hardware. Current customers utilize CD writers, zip discs, email attachments, and floppy discs as distribution media. Additionally, all VEMACS reports can be output in a variety of formats such as PDF, RTF, and HTML. The following screen captures are an example of the standard voter file export function for candidate purchases. ,. 4 .e 5 t o .;.° rie° ... ..w ',,...'. m gigs t d{. '` s y,8t `, `'( y° ° fi r >y ,} .mr=R k�"r .Sakt .wrfrw.Ma��akr py ° r ' .. } , ACN 4.91piWhtpEtlb �{ en. w m e noramio¢ Y" 4 .c 4 J 4PM+ bia.rt r° i...,auai 0 ..,.. ,. O tii 4t' Y+ r t S i ii r i. c Pws d. i I ,p§4:,,,,, rot p�ey�j� YiY 5 {Y iK � Y , Psfvse ma ti b Y 4 n '14602 ? 1 14 t₹'IRPn' k14.6.c '^ f ��, '4.'7 �;e ' vn°*,v'n � '�sa=C₹'�egtir�d,'�S'� ft�. 'dz xxA�w`�+ : Page 18 of 71 • , I AfIDTEC Functional Specifications 17.Describe ballot style settings and elector assignment of such. What reporting capabilities exist with this? NO E4CEPTIONS ALLOWED Ballot styles can be created from generated lists of offices up for election or by entering district information and party. Ballot styles are then generated by the system and the user has the option of renaming the ballot style to match the printed ballots. Additional color and comment sections are provided for each ballot style. VEMACS includes a large number of standard reports that allow ballot style assignments__to be printed any number of ways includinggyprecinct, style, and district. 4 f1i1,5�' "ex; ' '�sl ifilMO:f Ir�T ^F.'B �pi'1 0g IV 3Rei'kiVi >soeu, sr 4l-th;x., bra JN:tarI �a...ti&P r5, .-mt hP t' a s ee a d:,l .Ink ^.v,rr yet q K L ` : b� WI I fl2Iuip1 n liveecancylEI cOaktoy kd]2`g e^l;;;-4/..-••=4:0,), p ehF 1 1 f !N A .6p F • rt31 . * J C{'s a"n d "Y 1. Y ,'""Wi'.!! .u.d4 L Law:a.z.:;x �. mRw R sy �&;+ a 177:4777W70771.03777,7, Dwu+kwmw xt r r PA"akwa 3/ 'a:eb. .�*_` , z ff d a „�* .. ; 1 .`tea-d;FORT+ ,D a.na3�:=.z^�-�,. k c lscawa°1 r,. 01 01 D "FORT BEND COUNTY A�-01 }A ESTATE TBSEN TORNTY 3 03 17 ;0 "FORT BEND COUNTY 03 A] 7D -STATECINAT1 DISTRICT 17 03 1] 90 SENATORIALi'3TATEI4CTI DISTRICT 17 ' 07 1 q PRECINCT T' U] vI R t�PRECNCT1 1 :D] �1 R ,JP PRECINCTI 0] i'1 !ddR ;A PRECINCT '01 3 GS JP PRECINCT 3 t7 0] 3 PR SJP PRECINCT 3 137 08 2 .D 7CONSTABLE PRECINCT 2 ei �''•;: .'5.. .?x. 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Each election is assigned a unique election code which is then used when creating ballot styles, enter by-mail requests, originating petition processing, candidate filing, etc. A list of available elections appears when entering all related forms. 1 -: 14' iµ Y R {E t„„te C08i 1001 4 ii'li �p Y 11 .ni;.erM 64 } aM L- * ,11 t ' ' '-47- :. e i '`v s 0eS c 0 la 2 1141 w s r wfur6w ra :too drTnp z:k'�''' , d, , + ..,�,a��liM�a� >{ �4��, r9Nderalabu29m " b1 F'�a ;neLI ., 1110112001 1101 G 1 010 9120 01 THE L Fin"-, R [ (tyt 4oj 198f5P 1120 CONS➢TUTIONAL }s 3 16/0112001 1001 G 01101/2001 SPECIAL CONSTITUTIONAL ;:e,�st I 0,4),*T(n�y *01A1112001 C A ( I tl ti�OBgelL000 0008 P 0)10812001 BIG ONE i � k x9'1 -+ 1110)12000 00G G 10/061000 2000 GENERAL ELECTION I 10911{iOS�Wi¢',4+1iL1.b�Y6��0]12512001 ys�w,a— i ii3+u 4,4:0':. 09105/2000 21; P 00105/2000 2000 PRIMARY ELECTION P is F IAOY ibt,5 tlos.1 213112 0 01 I+4` 5. ,..f A 5+} yj 08101/2000 005 5 0)122512090 1999 GE E RAL ELECTION 01 r ,,,,,,4,-,—,-8,40 Ra�'.t ^066 12/3112001 i t ph16�MwEl P ryv I ^ 0612011909 99S 1999 GENERAL ELECTION ,,FAAA, Egry^ pa0�l1P46 00/1512001 2 i' °lrf £u.G?:�"..$ ; ' I. %` 0511011999 995 5 1909 PRIMARY ELECTION H 9510011 909 980 0 1998 GENERAL Y E ELECTION P tic, 14 0 4L 9409/30511001 i y,� / t ''G"t i+ f".' t 1169311890 98G G 1998 GENERAL ELECTION 7` v SiiiI�� s �'?� ` 99101/1990 960 P 1999 PRIMARY ELECTIN PI f } k'� p yyN�� t, I �+ � 04,,,,i,,,,-* 06/051189) 91G G 199)GENERAL ELECTION r }} 2 S" �,� 2,r'''ii £try r' } N '"Ni IA •05/051199? 9)P P 1991 PRIMARY ELECTON 1 ff M1 aiii.iI949ir.{,wk t 931' "f t t ( 9.444„44,,,,4",4-,s L 4 H103/t998 98G G 1996 GENERAL ELECTION i a h pig i; ?4 15t**, ., ,41 0Fi I ar i iI 'r 1 x x�` t, I i t I f 7. {T,tS-lig.1.D+ V YK tR h.,4,,,tf`-nftt. I= i r- x ." +. 4,4,2 'ig lvq,i( ,,,k4,,--, `- i°te't l L Li" .It ' pt NITt...yq ,..,.�P?.aylNll �"r S 'Y�y:T,; ;> ,5'+ ` ;11,;,, y P 6 a± �3yY I te .a .a ... A £,j_;A:.:.:1• h }CS 1) A' ", 1 E m Vii.iiji ily tt*Ssk is ..fl P 34 q1 7:..-,.x. L 1103,x - P Mt MAIL BALLOT VOTER PROCESSING AND MANAGEMENT: 1. Does the voter registration system proposed provide a solution to manage mail ballot voters? This should include the managing of requests for mail ballots, the mailing out of the mail ballots, and recording of mail ballot returns. Describe how your system assures that mail ballot voters receive the correct ballot type style, that mail ballot voters do not cast ballots on the actual election day and that mail ballot voters participate in the correct political party's primary and runoff elections. Exception: VEMACS has a proven mail ballot processing module that is used in customers as large as 1,000,000 electors. VEMACS is "driven"by the election setup entered by the local system administrator. Ballot styles created in the election setup are assigned to the elector based upon the residence precinct and party affiliation. When the application is entered into VEMACS, the ballot style is initially assigned to the transaction. System parameters determine whether the electors party designation can be entered or overridden by mail entry clerks. The election setup Page 20 of 71 TEC Functional Specifications allows the local system administrator to determine election type, participating political parties, and related runoff election. The ballot style is not finally committed to the record until the mailing labels are generated. Mail voters are flagged in the poll book file used to print poll books. Screen messages bloc k early voting workers from voting by mail voters without a supervisor override. .9 Mlsa +Xv44'Xx4:'.1 4£NR3 E 3'P.- on de 1261 13 angle Lion v (`u3 •, 5 W i° e P Y t} i t 1 bn 23933 d BHI eT '1, C 1)X'. `Y'C3 '.T 6 �}[dQM1tle { t Y t nw,w?. i - plc 12m erenye o0 � y vqa r � } �g S ; on$' 1Ve[en 001 coon Pol Dist 22 i5 g3' fl k' 5YNF65 ,`₹""�ti" (��!P ds k .gt t. In of "'4 -° n �a a• �.-�: k vii X,llnt e e t 11)01/2001 j, j3y� } sn w RM BY L I iSa �s{sc, se 111115)260-11.0r 1)01)2001 i 1 aiG an al. ,s Milal wt wee � k e lb3wiw� wbt,g�Op n 11)11/2061 etliro'ea,piuim'1 n tEleF@""v�`₹ 5 � i .��. �t 3230 E- OPAO.fl StXF t1a 1` � la"� SS.Eil,?33 97 FE6�{J o6 0� 1115/2161 X1. F r ? iMM GW(3236 eti DOR Y TX 7745 (^'' 44:543` ?d 4r f�5 �X ��i�MISSOURI Cltt TX 21959 � ,ignS 9 }�Y}4 �� 1`aNkt5y.PettVY "" ti$C n 6a P BA7 P}3, , + 1` 3 a '^ 2 1 missP1 R dx {� ri '� IAse4Uklul hfXntAbYa�',� YC1ng ::156414nu1Y OIRer s, y w.gifkAie'"t ,J fi'`'"I W4� K� 4i� � E '5.r'�`R N $'d3 fRa S R MwN•&' siltt9lwu k4 ' K �- a (( E.�-.u' � m3y' n�" �" tax"`. 1• } 7 41gIN oAr .rf..T.R' ( 1" .t4itaiE§d#i gh PWMIN.1Cli-fi -lX & P�,�x dM i`3 m4 N �4n h- r fit` T `M1eRtinutwan e v •ri}�`„h 11 tl"»^s 'ut'�, !. ri3 3 s� SORT p 5l200I RR � a.l 02)49„,,r, P 2. Does the voter registration system proposed provide a solution to allow election personnel to move directly from the voter registration application to the mail ballot voter application and back without having to exit either application? Please describe. Exception: VEMACS and Oracle allow multiple forms and modules to open concurrently. By mail entry for a selected voter can be launched using p button on the data entry form. FPCA non-registered applicants can be entered in the elector entry form with immediate access to the mail ballot form. Additionally, by mail entry can be operated as a stand-alone module allowing entry clerks only access to by mail functions. Page 21 of 71 • • TEC Functional Specifications 3. Does the voter registration system proposed provide a solution capable of tracking request for mail ballots, to issuance and return of mail ballots using bar code scanning and manual key entry? NO EXCEPTIONS ALLOWED VEMACS creates mailing labels or printed envelopes for by mail requests. The mailing labels are barcoded for efficient and accurate processing. Bly mail id numbers and voter id numbers can also be manually entered if the barcode is not available. paot``ilEh 41 £''ti(: twow.iruanr.� y 3 P4an5jWr 011151 il01 Y TtnY [Uifi 4Po t Y nvtsnaot '� tmt t G "' .. 23433 ` ) { Aimq fP,03433 , ,`� r� .�N i "g j 1RU4)EE!kEN j '°ry' Y i b ^ $s brike L oi`a;: �oo :.anus. upe .� x ox w: $T1V %6mIFB MEIm P Yaynnw P `� !'xllue 1114ni, EE £ ! Ilia • 4. Does the voter registration system proposed provide a solution that supports the customization of mail ballot mailings? Exception: VEMACS reports and notices can be exported to a fixed length text file or sorted to print by selected criteria. Additionally, out of state by-mall requests can be processed first and ballot numbers from the by-mail vendor can be imported into VEMACS. 5. Does the voter registration system proposed provide a solution for where in the mail ballot process a voter is made active? (Application or return of the ballot.) Please describe. NO EXCEPTIONS ALLOWED System parameters allow the local system administrator to configure VEMACS to support the update of a voter's status from a by mail update. 6. Does the voter registration system proposed provide a solution which tracks and alerts election personnel to the voter's eligibility upon the entry of a mail ballot request? NO EXCEPTIONS ALLOWED System parameters allow the local system administrator to configure VEMACS to block by mail processing or provide a pop-up message to the entry clerk is ain a'mss 1x unfiabraprtn€�k'��r��d�r.�L.56m3°°��, i dp v_f)ti l t ; +7 jF3 i i i }. ',i` y t to 1L 6. ti} y 3{t, W + �. br 4 �"tt�r' A4c "" Y� 't ` Rn+[` ti { r :. t,,, wa ', F Page 22 of 71 DTEC Functional Specifications MAIL ELECTION PROCESSING AND MANAGEMENT: 1. Does the voter registration system proposed provide a solution that will autom@te mass ballot mailings and record the returns and undeliverable ballots? Please describe. Exception: VEMACS is built for large county batch processing. VEMACS can create an export file for use by an outside printing vendor and then import ballot number back into the by-mail processing module. Smaller mailings are handled as a batch process with labels or envelopes sorted by zip, ballot style, or type. Return mail is also handled in a batch mode allowing for scanning. All notices, including by mail labels, are barcoded with a unique notice number specific to the notice and voter idnumber. Additionally FPCA voters and mailing precincts can be batch loaded in VEMACS. FromvasrP11.ftino.e iiO QQf Mm , i 'To rnMaF.NaxMk i $ ( ,F !TWja' Re,1PS. Il M. Tmr bt«dN rMarx, B8 FPCA FROM REGISTE, 3 1201 1 Sp.cl IM I coon. '. t t : { r qq"a P VM.AW .cs o H. 0h d.ff i r 2.Unch.ckrry abyor(..M"WIP $ rajil! Ulb MTYp. r 4w r0w. n.Da.ntpr.; `-L EP E 41EREGW-E0. �j t I₹ MAIN !3� } P M Cw FROM NON.REGISIEREDE WiEN j'[ µ 4 J 1 PPn GEPNWBd Fi'.(T VGIEP5 Ss �r0.p.up i MgAMM QW}MY'', PAN Pmr MNwG wEC Ott -F rMA.ROMNON-R O.S,sw r1Wryn...foNY.ri { ' 3FR FPCA FROM NON-REG 3 A 'u (�N'Y (grxl S ( f( c r i t p (tjy.llM.ulf M LNrtNr.MNF61` f k T 4 r ar z S i P.vNq RPM( Ni.r Wa.wwN + Ywn+w�r*.4°!'M{. e�s, .1R" { 3.ChtliB.pM f ,j S MI FPCA FROM NOKREG 3 A fF# FF P. ;, { r`ow n, x1 P vanAN. CnN..1 M r a 1"{✓a S �y,y, ,ta t R.o�Prnca..J, a { y riWAR.li•bT1.. F • o ( PM PERMANENT ABSENIF O A H, 1 " . ;, x a ( �' b C+ �ukrRPh M§F rON,stop ( '' �! fa° oF.,. w.LFORT pU.6ip001 2. Does the voter registration system proposed provide a solution for electors not receiving a ballot? Please describe. Exception: VEMACS supports the cancellation and reissue of a second by mail ballot. Additionally, VEMACS supports sending corrected or updated ballots to by mail registrants. 3. Does the voter registration system proposed provide a solution for verifying a mail ballot returned and updating voter history to avoid duplicate votes? Please describe. Exception: VEMACS maintains a pollbook file for each election. Absentee voters am flagged in the pollbook file either when a by mail ballot is sent or when the ballot is returned as countable. VEMACS can either block the voter history scanning of by mail voters or produce a list of possible duplicate voters for investigation. Page 23 of 71 ATEC Functional Specifications STREET LOCATOR APPLICATION: 1. Does the voter registration system proposed provide a solution capable of eliminating misspelled street names, invalid house numbers and missing street directions? It must be capable of placing the voter in their correct precinct assignment automatically, integrate with standard GIS systems (please list GIS compatibility), permit "pseudo" numbering for rural addresses and provide for street alias maintenance. Please address with special attention to streets with dual addresses. Exception: All street names in voter entry are verified against the Mapping Module. Partial spellings are completed and the operator notified of the update. VEMACS provides the transfer of voters to a new street name and the creation of an alias street name. Alias address are permanently attached to the preferred street name through reprecinting, street splitting, and the creation of additional alias addresses. When an alias address is entered in elector entry, the address is automatically updated and a pop up message displays. VEMACS also provides for the street exception of voters with a residence address that does not match an existing street range in the Mapping Module. The applicant, depending on their existing status (Active, Inactive, or New) will move into a pending status until resolution of the street issue. If the address cannot be located, the system can generate a notice to the voter requesting further information. Additionally, addresses may be given precinct restrictions to block registration and create a notice. Precinct restrictions are typically given to commercial addresses or commercial mailbox facilities. •� 9 xr Nrr9 s r evq,r..iwme,.e -� <r-5 i h t y._FIN �'MMMNk ty wt Synths' Tr k .M ST LN.jwn Fu-a. r1Ytld 1 r £Fy j h"" ' ,"f., �gaTu"'llse doe" t irliZi V FTT ��o N qY N � Ti om.t idij 1 IYN�ir.`,' N': !"."," b 'L'aarvait$ r c M[H • 5 , MAIN5ff$T -#m. ST SL 7747 "' ' �i ,�4,$4;W KEV./45,' —' �ID2 MAIN ST SL i14]B t� s l �$1 NAN ST NE ryM1G3 01 , �_ry `a' 1� E NVN ST NS 7744 frees i ry i E2 ..qtrtr rao sue E MAIN ST IN ll3W lam 9 .. •* "M'...'IMir M .F�4Ya' 4",.., '''t iv*,X ,.:".4'44-,e'-'1;4:,.,' r I'— eyu LI � 5 ':` 4 u�. '.uNYn Y'�W sb r4b9.M1{.w ,w r i il _.. ;,.,. .p�7�1 ne i a k e� Elan SF-- �'y'�'��'R��Nkw " fi# 'a xr P` , +' r_ i!. —,,,Fi P t e r rT da"IT.- _^. . z . ,'�;i:V#s (I.. p4pka.mm_vlrPorn t.e ,kcsro n. x V t,eiIIIsfi[WJf7;_ " /r~ ]I K.ti 1i vl5rzaol�%"' �'. � �"eiA9e• °`"a y S +a ' Alli's53' sn9rH ... .. ¢ as '. . .�'g �3>'.. 6 ii5prZ my .' t x n 'air ':,,J,„;‘,-r„,..:,1 FN`�`nsas '7,t s 1Y,M 1 ,:,'„,„,,,,„-;.`—€01N . �.''YJ'h��+• ' .' 62 13,1,_,,,L-7:xis'z' y',tlAi''psy ; ,r ' w. %uina. 02/05/1911_B NNW.02105/1991..`2 '111512001, 3I'',Lelkbaee 02414/2001 Syr, , 2. Does the voter registration system proposed provide a solution for Page 24 of 71 ATEC Functional Specifications integrating the street locator application with the voter registration application? Please describe. NO EXCEPTIONS ALLOWED The Mapping Module and Voter Module are fully integrated. Elector's may not be precincted without matching on a street range in the mapping module. Non-matching records can be saved for further review or a notice created requesting additional address information from the applicant. Additional features allow for precincting by apartment unit, block registration at commercial addresses, automatic transfer of alias addresses, and produce screen messages for specified addresses. 3. Describe the process of adding/changing special district boundaries and at what point in the election process can this be accomplished. NO EXCEPTIONS ALLOWED Street ranges are assigned to precincts and precinct-subs. Precincts and precinct subs are assigned to districts. Additional or new districts are added to the precinct subs and are then reflected in the street range assignment. The street range assignment is linked to the voter record. An update to the district configuration in a precinct-sub is automatically carried through to the street ranges and on to the voter records. � .. .. 4 AM 4E4 sOOe I t ‘PntladN1111/ r IT"— i. 11 ,IOMMM OP4 1001 M*"G 9e Me rrtlLU D:.s'da S&A14 TA IOW moo igl)IIMIn�btt�� 'y- I' Abkea*loa 4T4910110 9191, ;f MW Oat.PMsss Grape (*Mow 4 l m� k Y Y kltAyy. 1 M+ are + rt ryry , 02 22 I CONGRESSIONAL DISTRICT 22 CONG 22 ABORSI!�JNMf1899 $5G MW 9MA °_ , I r ,PRw rt rN p1 YPF yy T' 03 13 STATE SENATORIAL DISTRICT I3 SEN13 — A�ORSlJ6lO4118D9 m1O M s I z— 03 1T STATE SENATORIAL DISTRICT 17 SEN 1J^ 'MADORST[ &09F1809 r,. 002m 1001 ,s t 03 18 STATE SENATORIAL DISTRICT 18 SEN 18 kRSORST[D814411999 `. 03 1001 ;q p ,s04 26 STATE REPRESENTATIVE DISTRIC REP 26 p3ASORSTfl38$4T1694 r, 1001 1442„.11/44.5 a 04 1 27 STATE REPRESENTATIVE DISTRIC REP 27 AB 109hi4i$9O9 .05 4001 Y � 1105 1 (COMMISSIONER PRECINCT I COMM 1 _�A90R I@e444'1499J V -O) ?tool , =. h � 1r1 �I05 2 COMMISSIONER PRECINCT 2 COMM2 .,..,.pit *woo* '. I05 3 COMMISSIONER PRECINCT 3 COMM 3 'k{AQOR�`I[gd{VOM.j9D8 °091.72-- 18 loop y 4®4 ly p 09 1001 (,r FO y 05 d COMMISSIONER PRECINCT DISTRICT COMM4 ktABOpStEtJS40411999. t tort ...� 10014 ry 1 lu OB 10 STATE EDUCATION DISTRICT 10 SBOE 10 ,kABO TI B$W1 11 1001 w IAn I :108 A STATEEDUCATIDNDISTRICTd SBOE9 Rt'ApBR.,BTjr04ft999 13 �,� 1001 X09 9 FT 08 8 STATE EDUCATION DISTRICT 8 SBOE a BAIIRRST{1001044 99 44 14 T.1 #1� �r01 1 I JP PRECINCT i JP 1 A8011ST; t999,;i. 6 gyp' XaaIN MNipa ACTV 3255+.1 f 01 2 JP PRECINCT 2 JP 2 ASOR T;I6100IABB Jffp2"d'N8 .x r._,.r -. ;.. .. I" 41-- !'a..:mot .{ ri. ' ;""<`,A a.✓., .i c.� flr 0 N I. 1 e.rl;uOl El ZailalleakagaM bd ii d +b^ Ayy',I' 12 +42 !,'15.7aTSX41;51P'l 'C[5P.d I -75-1: aT'T alhslita D'�m'diy.7'k 9' sTzwrva hA ita=t fi14 I " Ar T 1F ,I a₹ Page 25 of 71 4DTEC Functional Specifications POLLING AND ELECTION PERSONNEL APPLICATON: 1. Does the voter registration system proposed provide a solution for flagging registered voters who are poll workers, track attendance of training sessions by election personnel and poll workers, and track work performed by poll workers in order to prepare payment records that interface with other county departments (Payroll, Finance)? NO EXCEPTIONS ALLOWED VEMACS fully supports the selection, class assignment, class history, work assignment, work history, payment processing, and payment history for poll workers. VEMACS poll worker management is utilized to process 6,300 workers per countywide election in Cuyahoga County, Ohio. '*5.14,221 4iy... F - }c i�,N lerie� ' [fti MPI-',.k.7L t-tr `y 'wm7 4sv� t . d�ex� nf��Ae ' 4hW S�..3;.1201" x .Ny1 1001 APu-c.. ys•.4.., t y..'`�;3 eru F aJ ea J FTS es"—'-' SWYPP'pWL(f ., ¢SJNI 10 �ia t h 3k E Y'a ✓�roFo ..1. m WeCL P Y(Mk. 12001 YaY�1 {K j�q A,I Pw 1008 Ts . I' FVT G CARRIL ,AN•TA AGAN CL R Y 0111581001 1"$f FF „y £5 ,f 14F #, CARRILLO.ANiA CL T 011151200i. t n H6PU WMke 5 5110 LILA CL R N 0111582001' F fy _ PF V01 yA��4IyLJDGU 0�, g OHO ERAS CL R N 01HY100L i N �N `x & 4,r7/„. 001 a s s,� � gyp-n r."4 IRYn 5`+j1i1 x} �i g # w' f. i 8N.v H3111fY . a a L 4 b 111 ca ping .vHALL R„9a6r rTTAWWI -1 .w., SM111 ALGIE HALL i6'Gs M • Y fyy'i JNIM LOREtiA WWI A PJ 0. r ! Yj kM1�' i M P 0 BOX 330055 . + I x` 5011WLPSNAJR4111 M 0. A n 6 ! 11001 ly ��" ^w3WTi5vP"i =re- Ale HOUSTON TX 77233 C000 w PLD? ♦ Er P xut N1584 ytt�n .5... stn. Aw un n< ^ x,? 261 BA5 1544., *sut .323 45Ai88 it . "'i- ''AA.... �,x ' /1M2$1 63s 1514 I{I t ` P'r . xFV,9MN.b+:! 3 aM A�'`�YYr6,^' � ,� ,�y t(`a �3,x ew n - r r A _ ft '.'�.,:...,.v g ; 9. ^�an`' aivn.uimwronMraafwatc.,.k?k khn-z�+2. •`k'^ ) "2/'+! J .•Nd A a-1 ey ''�'iv;l Gitisratrappc.mtaivemsimAITTawcorr, w.. .<" y R PWCL7 UP CL 01102/2001 E' bJt�hR'rtttt. 'x""14 iYl { 'b I :. , SP,wry°f 1011 p, . . a 1.0,1 ,g�, p� yp _ R c X�c ?9 11'as A Sa rt Iq� ICINillwri�w- b - � I11�1 .o01 d I1M lad.p0n 0tsA i .? wC=' "'"•t-ear Jw VAR2 �k + 4 .araZ7+iPa N s �, . �yki S ,ft —444-irrair-4244 a7144411 .:SS 114714 Tarrty,yrr thy. w. `�§ 2;,441P)::1 x ,t25df1+m3 " `. Iy14 P"liiiiP F'dti'.1", ri 12a. 1++ Y wltt �.�.w ,.,... . .,.� 'gym .. �� ter m_ JAL -� I .. PRECINCT AND DISTRICT MANAGEMENT APPLICATION: 1. Does the voter registration system proposed provide a solution for managing precinct and district information? This solution should define/include ease of use, comprehensive database, and ability to produce statistical reports with listing all registered (active/inactive) voters by precinct and district. Describe any limitations as well as above including fields, changes, additions or deletions. NO EXCEPTIONS ALLOWED Page 26 of 71 v Yn'c Functional Specifications Precinct and district information is accessible from one button lookup from both the street index form and the elector entry form. New precincts and precinct subs can be created manually and validating against field values or batch copied from existing precincts. A full library of precinct, district, with-voter counts is available. ) 333 3- 33 a'y.3_ #331,V;;;311/43:r. tPOM 0NS?F.9�NAL Ns1RICT 20 „' Die1[ic4 g w s E r s Elwla .453! ;C3`.33`53C,. nt.m+l Type,. Codas,DMNc Name:. ,„-grylcial x. . . - amt. r r ..m-per fE+~A a. .lF3 't`.e!r` .RrNll65 COUNTY 01 FORT BEND COUNTY vx�, i, i ST SEN 17 STATE SENATORIAL DISTRICT 17 REP 26 STATE REPRESENTATIVE DISTRICT 26 COMM 4 COMMISSIONER PRECINCT4 , ST EDU 10 STATE EDUCATION DISTRICT 10 _ Cwfalt,..a.ebrolnddxl.h i.tl.Men JP&C 4 JP PRECINCT4 , l� A4dnn1O7Ot foryom0a 5/e=118 t €s; a (CONST 4 CONSTABLE PRECINCT 4 � p P y2 1; i Y + a T T + � ISO FB FORT BEND ISD , CITY MC CITY OF MISSOURI CITY s" �`4It31S h. t2B1-24 3T00 CCII MCD CITY OF MISSOURI CITY COUNCIL OISF 0 ��`9 ` MUD FM PALMER PLANTATION MU01 t I A + t f ro g a.f` ,OI , ,Sr 5.'i A �� {1j�r l'`ftw`i`i,'tm�e- '?e,-, JhAlalo C' W�t j 2. Does the voter registration system proposed provide a solution for integrating the precinct and district management application with the voter registration application? NO EXCEPTIONS ALLOWED Precinct and district information is tied to the voter record from the street range assignment. Precinct and district information is accessible from one button lookup from both the street index form and the elector entry form. Elected official information is accessed from the district information screen. NVRA MANAGEMENT APPLICATION: 1. Does the voter registration system proposed provide a solution that will support the management of documents and reporting needs? This must be capable of providing customized statistical reports regarding registration activity, process return responses as a result of NVRA mailings; maintain information on every registration clerk and organization that registers voters; tag individuals for specific NVRA mailings, and develop customized mailings to meet the reporting requirements of the NVRA legislation. Please describe. NO EXCEPTIONS ALLOWED VEMACS fully supports the tracking, processing, and reporting requirements of the National Voter Registration Act. VEMACS includes a strong notice creation component. Notices are created based upon record creation, returned mail, record inactivity, record update, and record cancellation. The creation of each notice is controlled by voter registration rules adopted by the local system administrator. Rules also produce annual or semi-annual mailings based upon local processes. Return mail processing updates the elector record based upon local rules and the type of notice returned. An NVRA source must be entered before an elector record can be created, updated, or cancelled. 2. Does the voter registration system proposed provide a solution for integration of the NVRA and voter registration application? Please describe. NO EXCEPTIONS ALLOWED An NVRA source must entered before an elector record can be created, updated, or cancelled. VEMACS tracks each elector transaction by NVRA source and determines if a new record was Page 27 of 71 • TEC Functional Specifications added, duplicate received, or record updated by comparing against registration history. VOTER HISTORY MANAGEMENT APPLICATION: 1. Does the voter registration system proposed provide a solution that will support the management of the voter history files? This application must allow election personnel to determine how to update the history of who voted and who did not vote. It must provide customized reporting, store unlimited number of elections and use bar coding technology. Exception: VEMACS will track an unlimited number of election history transactions. VEMACS tracks party and vote type (election day, early voting, by mail) for all elections and allows the option of updating only voting electors or both no-voting and voting electors. Election day voter history is captured using bar codes while early voting and by mail voters are batch updated from within VEMACS. 393939910.34,34331133109'. r' Gs q +9 PItt•wd "P '3' � 1{� °. " i�,3 tt�f..y`#'F" 1/19!2001 1002 111,}1'y-^.f'}"d P D p -e , k1 q ,xi�,��- . 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Does the voter registration system proposed provide a solution for integration with the mail ballot management application? Please describe. Exception: The by mail module is a fully integrated function of VEMACS. Absentee requests are verified against the elector database. The elector address information is defaulted from the elector record but can be overridden for a temporary by mail address. The ballot style for by mail records is retrieved from the VEMACS election setup module. y� „a It��Y � ....'" „� . F3 " .: -. .. �., �a .,.4eM` `s. �am , yy . .: _. $ _ 3 iu rra. c iea I`x� as 0$ v x OMm A ;213,INN1&YlFM¢f� eX22337245 D it 8Y.CARSON WAYNE NEWTON 'fi• M , ' '•" :F § 6 4f S ° ,..i P +P` 4 . ,113+1,;„?‘ I�wF w 1128 t00 t. " 4 1: 1 H� 4v 3' 199] Tr4N 0313012001 0373032001 0W1511992. .vMrx.N 1.1,1%. vt ra"�2 1A M �r "ego .eaw uW'�5x�b°�F+ 'w.i41M.Y xd �. � -� �,�' l ' `1F4 NszeeelYe2 �i`�2392N5 sNEWfON CARSON ¢WAYNE >.e „ii "1 Zr I.:1.7z .n` •i,. 15I ?ei i f ? PEACEFUL SHADOWS C1 HENOERSON NV 89062 3200 r..i. n CEFULT.SHADOWS CT = 1 t''''..44°r .. .. '• I1µ �� ,i. OdrHEN 89052 ' $. uYd .NfiNd. 'O, 2N1 f 9M Os-331n F 3. 4;1'77' L ��1 07.' �3‘.1 . 93 43 MNMYM. ,an O4/-PS42 VA ir, 2 *S. r .1 'x1 l ,° 31BNBINN2 M .�i. 2M;19 ; *RESIDENCE M °'•ly �. 131 m3WeY '-939,;19111A -;1102 1 RMM R RESIDENCE eN.set iiaHI when lilt MO K ],..,3 SPNIM :.� �f1101 1 RY M P 9ESI9ENCE.M...l Mn.IYY•nf ON IIy 2.rr FIYCKV MY� 'b. °S i....rv, {i 091 X RM N FESRIENCE.•J..I�i..IYY M• ONnl . RiM•�IEN$10911511992y'cNNi.0911511992 03/3032001 - 0Y3012001�4'M '- -l. y [Y..•sBF'" 54zIN` 'M6lN' ei d @.. i. S ' ,tRM M R RESIDENCE d&sot w9N label plltl ON 9 I A n.0 9 e Page 28 of 71 TEC Functional Specifications ACCOUNTING PAYMENT AND BUDGETING APPLICATION: 1. Does the voter registration system proposed provide a solution that will support the needs for election workers payment and budgeting? Please describe. NO EXCEPTIONS ALLOWED VEMACS is used by a number of our customers for the payment processing of election workers. VEMACS allows the local system administrator to set pay maximums, assign local accounting codes, set pay level defaults by job assignment, and can use assigned vendor idnumbers for each worker. VEMACS is designed for large county operation optimizing speed and efficiency in the election worker module. F�y�n Hkk 'Witt ` um..MM�u x pt. e.. sw . wo..+. aw l h ,imot lX 77p. 's 10 4.ro ua 1 xap .wit Mm Ma..x Wxytr.axolx.n.m #' " dvnuiw;e-+om, _ . .... we.u.cool ... ._ —h.' Arlan l .. ✓s 1l� .i' 'a�'ly ..s tlrm Nw!*tT rr+': • y SSIF�19Fb61q 4: pWtl5 iS -4 wino rsi,c '. ; a� A1d4d�1aS N F stcSI xl YxSr s aw �.1.1 awY�xix41 PYal.u1+ Maw.n..s Pis ftn. kis ter t TA Soh I III Y' B OTTO t� 4 raga-, 1010 8A1 RICHMOND98& 12]9 �� ft j T ]]468 AIM IS , Iv r-- �r� t.S L 3 S 4 sa?y?a P1111 y.,r0s ix� . , y�4 ' M f1 X"r•— DqulB $6 77=A , i t y3 Mf'A+v+liw.i TwrPni 'an at, TIL:r.7217. 2. Does the voter registration system proposed provide a solution for integration with Banner software? Please describe. Exception: VEMACS creates payroll export files for import into county payroll systems. The file layout must be specified during the contracting process. VEMACS also creates audit reports for each payroll export file created. The payroll export file function can be executed multiple times following an election allowing payroll to be submitted in batches. System parameters in VEMACS allow the local system administrator to set pay maximums, limit hourly maximums, and attach pay type to specified job descriptions. 3. Describe how the payroll section provides for the entry of personnel who are not registered voters. How is this accomplished for tracking such election personnel? Please describe. Exception: VEMACS supports the entry of non-registered electors as election workers. All election workers am assigned unique poll worker id numbers. Address and contact information is entered for each poll worker. Registered elector information is linked to the poll worker module by their voter id number and all fields am populated. Non-registered voter contact information is manually entered into the poll worker entry form. A unique poll worker id number is assigned to all poll worker records and used for class assignments, work assignments, and payroll. Page 29 of 71 v r'TEC Functional Specifications FAIR CAMPAIGN PRACTICES ACT: 1. Does the voter registration system proposed provide a solution that meets current Fair Campaign Practices Act (FCPA) requirements? Please describe. NO EXCEPTIONS ALLOWED VEMACS supports candidate filing for both local and state certified candidates. VEMACS creates lists of available offices based upon election date and election type. Candidates are qualified for office based upon rule sets established by the local system administrator. All candidate filing information can be imaged and attached to the candidate record. Candidate filing information can be exported as a flat file for import into tabulation and ballot layout systems. VOTEC has contracted with Larimer and Douglas Counties to deliver a FCPA module that will track filings, generate notices to non-filers, and allow images of the filing to be saved in the database. lJu, el M np[a 1111 ryry ��y1111}::1:; .�C� l4 p y y �� nA:Mntl✓tYeam'.�G . a F > t 3 474 C.MM F �j :Z;.�t._ ,� *'' COMMI .IONh P" N, n .%.A •untyC mmissi.nor 1 "M.aY S W' Y s ,tetra ywpuii Nad 9h0+wekcaw}agN{}up,1fw fWert. • 4 1 17 b 4 y..:A4'J6d , v.t ichm n TX �-,x„75252 "` x 261-341 73 1{2t,411347 t2141 clerk en0• us A a 1, la Sit "47;t 1 it KornN � 55 �aeizoi 1v9rmvt1i Rr � I ` 's 04. ,�cr cot T i b,�"�' Yt..4� _ 4-art-Os,. 4c w „-. a..rs F • !,,;,s' .„_,2_4",,c mt jpe^ _ • •. A' wm a s..0.finm ter,C0041Y 9L M Plp0 1 WM 0 'bin µrw Y e "5lµ4ti4 Vote For rz..x�{g¢ McR011 �^ {{{py,..p ' { VOF 1, v.... ,_. �._. M Incaneumbent mo"° u �' { '' at."= x7 . .." '5 ^m.. vt "' ^cam inn, ^' c ev m. `ax.. ,.� WILSON . I.VIE 55132 h ;� Yopr " � k �4NF3200 Chester �.1S4d7.ld5v�a � �` " i war Sdh 120 01 TO "{ 'LJh 0,Richmond UTX .u.. 75055 m $ i°35. ,aa k giy ° "' �� 2513/4123/ 201301-123s 's4.�4 + .3*"�J dulls n@i'o county wend ory ' • 44f4' '4424212iof F01 4 fT"^i ^i' ryxs a 360 9�W 601 R 01 1 2. Describe FCPA accounting methods. NO EXCEPTIONS ALLOWED The module offered with this proposal will track candidate filings, generate notices to non-filers, and save the images of filed reports. VOTEC is willing to offer a more in depth FCPA module outside the scope of this contract. Weld County would need to "spec"out the system before a price could be offered by VOTEC. Page 30 of 71 Y DTI' Functional Specifications 3. Describe electronic filing capabilities. Exception: VOTEC is not offering electronic filing with this proposal. Weld County would need to "spec"out the system before a price could be offered by VOTEC. PETITION CHECKING: 1. Does the voter registration system proposed provide a solution that allows citizen initiative petition checking and tracking? Describe boundaries, qualification settings, image comparison and reporting capabilities. NO EXCEPTIONS ALLOWED VEMACS fully supports petition checking and tracking. VEMACS allows for the entry of rule sets that can be applied by office code or district. Rule sets include petition circulator, page requirements(Notary stamp, solicitor signature, date, etc.), residence district, registration date, signature comparison, and restrictions against the number of petitions a voter can sign. The petition rule sets also allow for random percentage samplings and subsequent random samplings of a petition. Signatures are launched following the voter query. VEMACS includes a large number of standard reports including reporting by operator and rejection reason. 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V WOm1j19N4/2000 enNIU19fO0t 'Yi.nm w ll �.a", ° ' 1 01 4 1u. �i t ,59k3 i`'+rr ` t4`d440791 IA4iiri 1289 0s x42040 vi141693 a9a..1in 2368'102.1M, fY P 1`$P' i wpy,4} W"u: il6w,4F! 4 ileW w &< slaw' �IKeMRl4N',..t f'" f t&' "yro, NOBO rt x.n994.w.n«! k'�tMn999.ia.nn � P 7�'nl'�� l- oa Z44;G%LMG+ 20:04A w!I f "t7Mawdrwm 4di41 P w A9" 0_-.. A44nn ¢ F �} ,Ry #'' i i n k' �. 4,!714 4w, YP ^4,= : ,'�� AT 4,r ':` p r K K !c a o, °� ',(<414'g .0 2. Is the petition checking function fully integrated with the voter registration Page 31 of 71 ATEC Functional Specifications system? Please describe. NO EXCEPTIONS ALLOWED The VEMACS Petition Module is fully integrated with the voter registration, mapping, and candidate filing modules. The rule set established for each petition grouping can check registration dates, residence districts, party affiliation, and limit the number of petitions a voter can sign. EARLY VOTING SITE MANAGEMENT: 1. Describe the systems' process for issuing, canceling and tracking ballots at early voting sites. NO EXCEPTIONS ALLOWED The VEMACS early voting module tracks voter by ballot style, precinct, date and time, and early voting location. Our early voting module is an extremely user-friendly system currently utilized in 2 states. VEMACS allows for both a user login at each voting location and a supervisor override login at each location. The supervisor override is used to cancel by mail requests and cancelled ballots. Reports print available, cancelled, and used ballots by location and date. VOTEC is under contract with Larimer and Douglas Counties to develop ballot tracking at early voting locations and this feature is included in this proposal. a ftllttt w €tiarritatiar ¢ e.awliVpl wblY]6491 y iPtIM,.la1Ns*IRTA I1TftOPA4) PASS t nk tM'S. a 't yy'� ARcou EvsRE o, w @6(gmYuct 9GWIE Evs� '�, ..a n `s f pica a u 1,, 4.3:+ H W GNASEINOGD EVSITE O'>''calm> ?i'df ° 1 1aofmn , g r cnvse000 TP I , iam'MMw sego A0 FBI5p AOMIN EVSRE - �N � gp�� EArtM0W5ci E' �� ttoLO 'I"17,:11,,a FCOLONY EVSRE �;' ' i MUC. FDrSNEAR EVSRE �... ' `" 4' pvuE GARCIA �' EVSRE �t'PG EIEM � sr MA + t W ^' 'C E {=v '��' '+: HENDIEDMI EVSRE A0 '$ 1 ( s,cmwu r�PW R&Rt ut LGISO AMAIN ENSUE _". 7T"er'b' (ayi, E 9 ,;b...MII ..5, I' ��--�q I ,£JSEN E �:.,a Li } B WWeweo a yY toe }tADS", DV uJXhWrom4T Tr ° • � uQWW°E t E I 2. Explain ballot range application and the limitations imposed by system configuration. Exception: VOTEC has contracted with Larimer and Douglas Counties to deliver a ballot inventory system for early voting and election day. This feature will automatically assign the next ballot number for the voter's style, allow an operator override, track cancelled or spoiled ballots, and assign ballot stock to election day locations. This function is included in this proposal for Weld County. DATA CONVERSION: 1. Please state in detail the vendor's ability and methods used to convert existing customized data and databases from existing VOTE+ system to the new voter registration system. Weld County is currently running Oracle 7.3.2. NO EXCEPTIONS ALLOWED Weld County will be responsible for exporting the user under which the voter registration schema owned. VOTEC converted Guadalupe County last year from an Oracle database to VEMACS. Page 32 of 71 NAITEC Functional Specifications VOTEC has developed several programs to thoroughly scan, digest, and report on each file provided by a customer for conversion. The programs are capable of the following: 1. determine the minimum and maximum length of data in each field 2. parse names and addresses into separate fields 3. generate the table definition for the source data and parsed data 4. generate the Oracle loader script for the source data and parsed data 5. list the unique values in designated fields with the frequency of each 6. fist of any punctuation characters found in any field with the frequency of each 7. substitute values where indicated for standardization 8. produce kickout files based on numerous criteria for further examination. Criteria include data length, specific dates, specific punctuation, specific numerical values 9. determine if any field which is supposed to be unique has any duplicate values The above programs can be set up in several hours and run against a million voters in several hours. 2. Please state in detail the vendor's ability and methods used to convert existing 500,000 images in current format and directory structure from current system. Format is TIF4 and directory structure is Year— Month — Day —Voterid — Tif4. NO EXCEPTIONS ALLOWED Images are tied to records in the VEMACS database such as voter registration, poll worker, candidate fileng, etc. The VEMACS conversion process includes a program to load TIF4 images stored in a file structure such as that described. VEMACS maintains images in the Oracle database. The "load"function copies the images from the file storage to rows in the database keyed by Voter ID. The program works from an ASCII text file containing three fields per line. 1. Voter ID (required) 2. Image File Path (required) accessable from the PC running the program 3. Activity Date/Time (optional) this will be associated with the image as a comment HARDWARE SPECIFICATIONS: 1. Does the proposed voter registration system include a network configuration? Please describe. Exception: VEMACS is an Oracle database utilizing client server technology. Our customers are currently utilizing Oracle 8.16. 2. Weld County currently has CATS wiring in the main courthouse and utilizes a 10/100base-T Topology. Does the proposed voter registration system application utilize this type of wiring configuration? Please describe. NO EXCEPTIONS ALLOWED 10/100base-T is the preferred configuration for VEMACS. The full hardware specifications follow this section. 3. Weld County has established Windows 2000 as a standard computer operating system and Novell as a server operating system. Does the proposed system match this standard? Please describe. Exception: Windows2000 for the client workstations is fully supported in the Oracle environment. VOTEC has received notice that Oracle will no longer support Oracle products on Novell servers. VOTEC has notified our current Novell database customers and conversions are being made to NT or Unix. Page 33 of 71 • • • • ATEC Functional Specifications 4. The vendor must provide a defined and documented recommendation of server/servers specifications that will state optimal application performance. NO EXCEPTIONS ALLOWED Full hardware specifications follow this section. 5. The vendor must provide a defined and documented solution for connectivity to early voting sites throughout Weld County. These sites will function as a voting site and must have the capabilities of the complete voter registration system? Please describe. NO EXCEPTIONS ALLOWED VEMACS client can exist anywhere a network node can be established. Various methods to establish the node are possible as long as the client can make a TCP/IP connection to the database server. Examples include Microsoft Dial-up networking, VPN via the intemet, a WAN connection, or a LAN connection. All VEMACS software can be placed on the client workstation to reduce network traffic. The resulting traffic is data only. The connection method is Weld County's choice as it will be maintained by the County. 6. The vendor must provide a defined and documented recommendation for workstation specifications that will state optimal application performance. NO EXCEPTIONS ALLOWED VEMACS Hardware Specifications VEMACS is an Oracle client/server database application. VEMACS was built from the ground up using Oracle RDBMS. To further strengthen VEMACS, Oracle's Developer 2000 client is used as the user interface for screen forms and reports. This tight integration allows the full use of every Oracle technology. Oracle Corporation is the world's leading supplier of software for information management, and the world's second largest independent software company. Oracle offers its database, tools and application products, along with related consulting, education, and support services, in more than 145 countries around the world System Requirements Network • 100-base-T bandwidth or above within Elections Department Database Server • Pentium PC server running Windows NT 4 or UNIX • CPU—XEON processor and maximum affordable speed and cache • 512 MB main memory(RAM) • Monitor, keyboard, mouse, serial port,printer port,floppy disk drive • CD/ROM • Network connection per customer standard • 6-8 GB of usable disk depending on County size(mirrored drives) Data Entry Workstation (required) • Pentium PC running Windows 95, 98, NT 4, or 2000 • CPU—Pentium II or above Page 34 of 71 • ATEC Functional Specifications • 64 MB main memory(RAM) • Keyboard, mouse, serial port,printer port,floppy disk drive • Network connection per customer standard • 1/2 GB disk • 17"-19"super VGA monitor with minimum 1280 x 960 display for imaging. Voter data screens are written to fit 800 x 600 display screens. Batch Update, Reporting, Batch Image Scanning Workstations • Pentium PC running Windows 95, 98, NT 4, or 2000 • CPU—Pentium 500 MHz(or faster) • 128 MB main memory(RAM) Data, Program, and Image Backup and Restore (required) Capability must be planned with Elections Department to define maximum time to recover in conjunction with fall-back mechanisms such as data copies on CD or in print. Fail-safe operation is a multi faceted design situation. Hardware and software required for tape backup such as tape drives and backup software shall be the responsibility of the County to purchase and install. Report Printers (required- number to be determined) Hewlett Packard series 4 or later laser printers. VOTEC will work with other brands of printers but will charge for printer driver problem resolution when required. Label Printer (optional) Dymo Labelwriter printers attach to individual PC's. Printers have a small 5.5"x 7"footprint. Printer handles 1"or 2"high labels. Print quality satisfactory for bar coding. Bar Code Scanners (required) Any keyboard wedge scanner that works with County PC's. Determined by County IS. Personal Image Scanners (required for desktop imaging) (for scanning of documents associated with anything tracked by the VEMACS database) Visioneer Paperport Strobe with Visioneer Paperport 5.1 or later software—small 2"x 11"footprint—6 seconds per page monochrome scanning at 200 dpi WARRANTY AND MAINTENANCE: 1. The vendor shall provide a description of the warranty on software, labor and services that is purchased by Weld County. Consumable supplies can be excluded from this warranty. Exception: The proposed VEMACS software license is included with this proposal along with deliverables and functional specifications. 2. Does the voter registration system proposed provide an optional maintenance contract to begin at the expiration of the warranty period? If "Yes", does it provide both remedial and preventative maintenance services? This contract shall include at minimum: all labor, all parts (except consumables which must be listed below), any and all software support required to maintain the system in compliance with the State of Colorado Page 35 of 71 • 1O1TC Functional Specifications Revised Statues (CRS) and the Colorado Secretary of State Rules, and all generally released enhancements to the software. EXCLUDED CONSUMABLES: If Weld County purchases and installs Oracle, Weld County will be responsible for maintaining the Oracle licensing fees. Exception: VOTEC offers two tiers of warranty support and the proposed costs. The proposed warranty agreement is included with this proposal. 3. Does the vendor guarantee the cost of the maintenance contract will not increase by more than the annual percentage increase in the Consumer Price Index (CPI) as published the month before the anniversary of the contract? Please describe. Exception: Yes, included in the proposed warranty agreement. 4. Does the vendor provide any upgrades in the product at the vendor's cost plus a reasonable percentage markup? Please give a description and include upgrade timeline. MAXIMUM MARKUP: Exception: Unknown, all deliverables are VOTEC work products. 5. What provisions for upgrade notification exists? NO EXCEPTION ALLOWED VOTEC provides an annual review of the VEMACS system. This annual review includes updating data models and delivering any revised forms and reports. Additionally, updated forms correcting known "bugs"or needed for timely processes (Example: New election day lookup form) am delivered via email to the local system administrator. Additionally, the County can submit a VOTEC Action Requests(VAR) concerning specific enhancements or needs. 6. The successful vendor must provide maintenance for all products purchased, the agreement for which shall include the following: 1. Provision for annual renewal. 2. Around-the-clock support by telephone, using a toll-free 800 number. 3. On-site support within 48 hours of notification of need. 4. Provision of software upgrades at no additional cost for a minimum of 2 years. Exception: VOTEC accepts these requirements with one exception. Our standard purchase agreement includes a one-year warranty agreement. For this proposal, the cost of the second year's warranty has been added to the software cost. Hart Intercivic will provide any necessary on-site support. The majority of our software support is provided through access to the database sewer and client workstation utilizing PCAnywhere or the County's virtual private network. Page 36 of 71 • JD7'Ec Functional Specifications Functional Specifications for 7/1/01 Installation This document is part of the VEMACS software specifications for contractual purposes. All functioris offered shall operate in a reliable and efficient manner when used according to VOTEC instructions. Voter Registration Voter Data Entry Registration Data • Query by Name or portion of a name • Query by Address or street range • Query by Voter ID number • Query by other ID number (Driver's license or SSN) • Query by combination of name and address • Query by combination of name and birth date • Storage of voters electronic mail ID • Duplicate search will use birth date if entered • Provide immediate count of possible duplicate voters • Order list of possible duplicate voters by name (default) or address • Allow immediate flagging as NVRA duplicate • Generate Voter ID number for new voter • Generate file number for precise document storage • Associate with NVRA source on screen or via batch number • Determine zip code from street and municipality • Automatically precinct voter • Record un-precinctable address for future resolution • Maintain USPS approved street types, unit types • Maintain zip+4 • Update voters with USPS approved zip+4 tables • Maintain separate mail address with municipality and zip+4 for US addresses • Maintain separate NCOA address • Maintain separate forwarding address • Maintain separate recent registered address • Accept previous out of county address for courtesy notice to previous county • Accept current out of county address for courtesy notice to would be registrant • Prepare mailing labels for"Resident" at address from which a voter has moved • Accept/Require first name, last name, middle initial, suffix birth date, birth place, party, race, sex, driver's license#, SSN, citizen, phone as defined by state law • Maintain status and reason codes covering eligibility, age, notices sent, notices returned, inactivity, cancellation, ... • Maintain permanent or semi-permanent absentee status • Maintain operator ID and date of last update to voter record • Maintain registration history of registration record changes - initiated by voter or by election administrative changes • Allow override of registration date Page 37 of 71 • TEC Functional Specifications • Maintain privacy flag to suppress addresses, phone number, other identifiers for designated public servants • Coordinate data entry with imaging • Save image of entire document • Cancel voter with a reason code and a comment • Re-instate canceled voter • Send notice of cancellation • Automatically set inactive after four years of inactivity • Automatically cancel military registrants at end of year • Automatically send letters requesting missing registration information • Automatically generate verification and confirmation notices • Maintain voting history for unlimited number of elections - include voting method, party of ballot selected, eligible but didn't vote when appropriate • Input voting history via bar code wand or"hand held" scanner • Correct voting history on screen • Provide one button display of registration history - highlight changes • Provide one button display of polling place information • Provide one button display of district (electing entity) information • Provide one button display of officeholder information • Provide one button display of absentee information • Provide one button display of election roles (poll worker, candidate, ...) • Provide one button access to absentee request • Provide one button display of history of notices Reports • Daily Audit of adds, changes, cancellations highlighting what changed • Statistical reports on registration activity by categories • Voters by status by precinct • Voters by status by districts • Poll books with annotation for absentee status, need to show identification • Walking lists with voting history • Poll books • NVRA reports for state Data files • Public voter file or portion thereof on magnetic media, floppy disk or CD • Secretary of State required data Returned Voter Mail Processing • Automatic generation of notices including ID cards • Queue notices for printing at scheduled times • Bar code notices with voter ID and notice ID • Scan returned mail by how returned (undeliverable, non-forwardable, by voter, with forwarding address, ...) • Automatically update voter status and reason codes • Automatically generate next notice when appropriate Page 38 of 71 [ IIDTEC Functional Specifications • Report statistics on returned mail • Check for voter activity to prevent false noticing Reports _ • Daily absentee requests by district and/or precinct • Statistical report of absentee activity Mail Ballot Elections • Prepare labels or magnetic media, floppy disk or CD for mailing company • Manage absentee requests and voter cancellations between selection of voters and mailing of ballots by preparing pull and replace instructions along with new mailing labels • Sort mailing by zip code within ballot style or ballot style within zip to support tradeoff between ease of stuffing envelope and cost of postage • Add to voting history as absentee upon request or return per state law • Scan bar coded return envelope - flag duplicate return • Print label identifying precinct, ballot style, party, voter, whether first or later request • Identify duplicate requests • Query voter using name, address Mapping I Streets / Districts • Maintain District file • Allow conversion of voter record intact if record does not match existing street ranges • Maintain Precinct file with splits when appropriate • Maintain street segment file with street range, precinct, precinct split, postal municipality, zip code • Segments can be odd numbers, even numbers, or both • Split street segments and automatically update voters • Combine street segments and automatically update voters • Show voter counts by street segment • Prevent overlapping street segments • Prevent deletion of street segments with voters assigned • Track special addresses — optionally prevent precincting voter at address • Print street index • Accept GIS centerline file • Share data with Arcinfo, Mapinfo— custom programming may be required Election Initiation • Enter an election code to identify election • Specify type and date of election • Default important dates with override capability (candidate filing, close of books, ...) • Default offices on ballot by election type • Default jurisdictions participating by election type • Add offices and jurisdictions having special elections • Specify which political parties are participating • Manage precinct consolidation Page 39 of 71 • TEC v Functional Specifications • Manage polling place consolidation • Determine ballot styles • Produce ballot order • Pre-load polling place assignments • Pre-load poll worker assignments NVRA List • Maintain master list • Track documents allocated and returned • Produce notification letters PC Desktop Imaging • Fast, small footprint scanners on each desktop • Attach images to any person, place, or thing whose data is maintained by VEMACS • Print images on laser printers • Combine images for 2-sided or multi-page documents • Signature capture of images System Requirements Per Colorado Statute • Generate monthly NVRA report for Colorado Secretary of State. • Accept Input for individuals who will be eighteen years on or before next election. • Accept input to capture "native-born" or naturalized citizen. • Input last four digits of SSN and incorporate the last four digits of SSN into a computer generated number. • Input complete SSN or last four digits of SSN if provided by elector. • Ability to "block" SSN from public viewing an reports. • Provide "date moved" variable field in Early Voting and Absentee module. The Compare actual date to critical date, IF actual date moved is less than or equal to critical date field THEN calculate new ballot type, store new address for validation and address update by permanent election staff member. IF actual date moved is greater than critical date, THEN do not calculate new ballot type but store new address for validation and address update by election division staff member. • Secretary of state reports in a media format acceptable to the SOS and within the time prescribed by the SOS... • Correspondence (In addition to core components) o Voter Information Cards (VIC) o MOS Card (Residential Address Change "moved out of state") o RDI Card (Residential Address Change "in county") o RDO Card (Residential Address Change "out of county") o Confirmation Card (Continuance Card) • Precinct Numbering as required by statute • Signatures on the petitions - For partisan petitions, each signer shall be affiliated with the major political party named in the petition for at least twenty nine days...and that the signer has not signed any other petition for any other candidate for the same office. "...all electors shall sign their own signature and shall print their, the city or town, the county, and the date of signature". • Capture ballot serial numbers for absentee, mail and early voting. • Track voided, spoiled and reissued ballots by Ballot Style and Ballot Serial Number. Page 40 of 71 • ATEC Functional Specifications Functional Specifications for 12/31/01 Installation Early Voting By Personal Appearance • Real time update to voting record to block double voting • Look up by ID number or name • Scan bar code from voter ID card • Multiple elections available concurrently at any site • Restrict elections by site • Print voter information at voting site Mail And In-Office Absentee Requests And Returns Absentee data entry • Automatic preparation of permanent absentee materials • Identify early absentees - overseas, out of state, military • Scan Voter ID from bar coded request form • Show outstanding ballot requests • Record state mandated information for request - how requested, by whom, • Allow different absentee address for each request, each election • Allow multiple election requests to be entered at the same time • Send registration form with absentee request or absentee ballot as specified by law • Select ballot by party, precinct, split, full or short ballot • Manage early voting by personal appearance at designated sites • Allow ballot cancellation upon notification of intent to vote at polls • Print request and return information on poll books and on supplemental pages for election day delivery Reprecincting / Redistricting • Make temporary copy of database including streets, precincts, districts, and voters • Create new precincts and districts • Alter assignment of precincts to districts • Alter street segment assignment to precincts • Report on new districts, precincts, streets with voter counts • Transfer new districts, precincts, streets to live data at scheduled time • Auto update voters with new precincts and districts Polling Place Management Polling Place master list • Maintain list of sites • Maintain contact information • Maintain accessibility information • Maintain capacity information • Maintain history Page 41 of 71 • �TEC Functional Specifications Election specific list - coordinates with election initiation • Select sites for specific election • Assign working precincts • Prepare request to use letter, contract • Maintain supply requirements by polling place and assigned precincts • Support ballot order • Support payment vouchers Poll Worker Management Worker master file • Maintain worker profile with preferred work assignment • Maintain work history • Allow entry prior to registration • Maintain name worker prefers to be called instead of registered name • Maintain second language information • Maintain class history • Automatically assign to class per customer rules • Prevent assignment to more than one job per election Election specific list - coordinates with election initiation • Default assign workers to precincts and polling places • Allow assignment only if a registered voter • Assign specific job • Assign extra duties • Show partisan balance where appropriate • Report by precinct and polling place • Report vacancies by precinct and polling place • Assign classes • Produce notices • Track class attendance • Default pay computation by duties and class attendance • Compare against maximum allowable pay • Produce payroll trial balance • Produce pay vouchers or export file Page 42 of 71 •+ C Functional Specifications System Specifications Required specifications include: 1. Data mapping 2. Early voting access method 3. Standard report changes and additions 4. Voter status and noticing rules 5. Petition rules 6. Customer parameters 7. Menus 8. Security—job categories and associated data access 9. Public data access restrictions 10. VOTEC access constraints/release procedures 11. Weld County pre-production test capabilities 12. Weld County source code management 13. Documentation formats and content level 14. Training class curricula and training aids 15.Screen, report, and process changes to match Colorado law 16.Screen, report, and process changes to match Weld County traditional customer service • Page 43 of 71 Hello