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Home My WebLink Aboutord2004-033WHATCOM COUNTY COUNCIL AGENDA BILL NO. 2004 -197 CLEARANCES kidall Do Date Received in Council Ofi7ce Agenda Her Assigned to: Originator. brecurice office Z L �/ APR 2 7 2004 WHATCOM COUNTY �, COUNCIL 05104 Intro Dro ;s ;on Heaa: 05118 Finance Committee, Council Dept. Head: AS Dept Prosecutor Parahasi "gie„dg" 4ela / 04 Executive: Pete greaten 31 SUBJE CT. • 2004 Sudget Requ est #5 ATTACHMENTS: Ordinance, Memoranda & Budget Modification Requests SEPA review required? ( ) Yes ( x ) NO SEPA review completed? ( ) Yes ( x ) NO Should Clerk schedule a hearing ? ( ) Yes ( x ) NO Requested Date: SUMMARYSTATEMENT.• Supplemental #5 requests funding from the General Fund: (1) To appropriate $3,130 in the Jail to fund replacement ofa commercial clothes dryer. (2) To appropriate $45,233 in Planning and Development Services to fund Special Projects Manager position (I FTE) from increased land use fee revenue. (3) To appropriate $16,510 in Non - Departmental tofund replacement of Parks Department phone system. (4) To appropriate $15,146 in Non - Departmental to fund Treasurer's Office prox lock system. From the Rural Sales Tax Fund: (5) To appropriate $93,036 to fund a Design and Construction Manager (l FTE) position and a.5 FTE assistant to manageloversee several major upcoming consonaction projects. From the Election Reserve Fund: (6) To appropriate $60,000 to fund purchase ofnew voter registration database and election management system. Fundingfrom BAVA grant. 2004 -/97 5/4/2004: Introduced 5118/2004. Adopted 5 -0, Nelson, McShane absent, Ord #2004 .033 Distribution Indicate those who should receive Liu spectic names to the right. Request a copy after Council action. ADSFacilides Managemau ADSF/nance Brad Bennett ADS Human Resources ADS Info Services Assessor Auditor CooperativeEnension District Court E,,od,e Linda Kasper Dewey Desler Health HearingEsam;ner Jail Juvenile Parks Planning Prosecutor Public Works Sheriff Superior Court Treasurer Ordinance or Reso[ ti (this item): on Number Z 3 SPONSORED BY: Consent PROPOSED BY: Executive INTRODUCTION DATE: 05104/04 ORDINANCE NO. 2004 -033 AMENDMENT NO. 5 OF THE 2004 BUDGET WHEREAS, the 2004 budget was adopted November 5, 2003; and, WHEREAS, changing circumstances require modifications to the approved 2004 budget; and, WHEREAS, the modifications to the budget have been assembled here for deliberation by the Whatcom County Council. NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that the 2004 Whatcom County Budget Ordinance #2003 -056 is hereby amended by adding the following additional amounts to the budgets included therein: Additionally, Exhibit B to the 2004 Budget Ordinance entitled "Authorized Positions" should be amended to include the following FTE in Planning and Development Services: 1 Special Projects Manager, Land Use Division and the following FTEs in Rural Sales Tax Fund: 1 Design and Construction Manager .5 Assistant Of Mav .2004. ••� J�F %$HAT••vy's WHATCOM COUNTY COUNCIL ATTE43T. - +Ll r? WH TCOM COUNTY, WASHINGTON Dana Brown -Da . JQWW j•• terk•••• Laurie Caskey- Schreiber, Vice Chair le `•• 1: \BUDGET \SUPPLS \2004 SOPPL \Supplemental #5.doc Expenditures Revenues Net Effect General Fund Jail 3,130 0 3,130 Planning and Development Services 45,233 45,233 0 Non-Departmental 31 756 0 31 756 Total General Fund 80 119 05.233) 34 886 Rural Sales Tax Fund 93 036 0 93 036 Election Reserve Fund 60,000 (65,000) 5. 000 Total Add'I Supplemental Additionally, Exhibit B to the 2004 Budget Ordinance entitled "Authorized Positions" should be amended to include the following FTE in Planning and Development Services: 1 Special Projects Manager, Land Use Division and the following FTEs in Rural Sales Tax Fund: 1 Design and Construction Manager .5 Assistant Of Mav .2004. ••� J�F %$HAT••vy's WHATCOM COUNTY COUNCIL ATTE43T. - +Ll r? WH TCOM COUNTY, WASHINGTON Dana Brown -Da . JQWW j•• terk•••• Laurie Caskey- Schreiber, Vice Chair le `•• 1: \BUDGET \SUPPLS \2004 SOPPL \Supplemental #5.doc APPROVED ASS TO FORM: 4L /L Civil Deputy Prosecutor Zpproved( ) Denied Pete KremefaCounty Executive Date: S 4'0 WHATCOM COUNTY Summary of the 2004 Supplemental Budget Ordinance No. 5 Department/Fund Descri Lion Increased Expenditure (Decrease) (Increased) Revenue Net Effect to Fund Balance (Increase) Decrease General Fund Jail To fund replacement of commerical clothes dryer. 3,130 01 3,130 Planning and Development Services To fund Special Projects Manager (1 FTE) position from increased land use fee revenue. 45,233 45,233 0 Nor-Departmental To fund Parks phone system. 16,510 0 16,510 Non-Departmental To fund Treasurers Office prox lock system. 15 246 0 15 246 Total General Fund 80 119 45 233 3434 886 Rural Sales Tax Fund Constriction Management To fund design and construction manager (1 FTE) and .5 FTE assistant to manageloversee upcoming construction projects. 93.036 Q 93.036 Election Reserve Fund Registrations To fund new voter registration database and election management sytem. Funded by HAVA grant. 6000o 6( 5.000) 5000 Total Add9 Supplemental 233.155 1 I:\BUDGET\SUPPLS\2004—SUPPL\SupplementaI #5.doc Whatcom County Budget Modification Request Department Whatcom County Sheriff's Office, Jail Requested by Wendy Jones Chief of Corrections The following budget modification is requested: (check one) _._.. Budget Transfer` -V Budget Supplemental" Source: (Accounts to transfer FROM or funding source for supplemental) Cost Center Axt NUrnber Desm"on Mount OOL 2910 Ending Puna Balance 3,129.94 $3,129.94 Accounts to Increase: - - -- Gast Gente Number Descriisbo9 Anrount 7410 Equipment, Outlay 3,129.94 $3,129.94 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) On 04/04/04 there was a fire in one of the commercial clothes dryers in the jail. Although the fire wee quickly extinguished, considerable amount of damage was done to the machine. Mike Russell, Facilities Supervisor, worked with the single company within Washington State who repairs and sells these types of dryers. lie received an estimate to repair the existing machine of $2141.18, and an estimate to replace the machine with a new dryer, including a 3 -year warranty, for $3129.94. The difference between these two options is $ 988.76. Given the heavy use the dryers receive, due to high jail populations, the most cost effective option is the new, warrentied machine. There are not sufficient uncommitted funds in the existing jail budget to cover this coat. Authorizations: Department Head f; v X Date Executive's Office Date Posted By M ' Transfers affecting salaries, benefits, or spiral accounts must be au fiarized by to County Exeafive. Transfers aaerbnng other objects do not need Executive approval. Supplemental budget requests, if approved by the Executive sill be forwarded to the county council for auarorbation. Budget modificatlon.xle 2/29/99 ea 04/07/2004 WED 1u:" rat 4z04o,o100 Washington Automated, Inc. WASHINGTON 800422 -0380 OREGON 6600 Merrill Creek Parkway, Ste. 204 27501 SW 95th Ave.,Ste 900 Everett, WA 98203 -7006 Wilsonville,OR 97070 -6781 425 -743 -7388 • Fax 425 - 407 -0108 503- 655 -0904 • FAX 503 -570 -3351 03 -Den -157 April 7, 2004 Dryer Whatcom County Administrative Services 311 Grand Ave. Suite 108 2,956.00 Bellingham, WA Discount (739.00) Attn: Facilities Manager Factory Freight 150.00 Repair DT0350SRG Dryer SIN 0101007854 Delivery/ Installation I EA 70222101p Basket 71815 1 EA 70176503 Door 211.21 1 EA 70290401 Lint Screen 6.17 1 EA 70123301P Fan 79.90 2 EA 70052601P From Rollers 23.88 47.76 1 EA 702768801P Motor 46OA80V 328.04 1 EA 70276202P Belt 58.08 1 EA 70289101P Panel Gasket 10.00 1,459.41 525.00 1,984.41 Tax 56.77 Total 2,141.18 1 EA DT0350SRG Dryer Microprocessor Computer 460/480/3 phase 2,956.00 Discount (739.00) Factory Freight 150.00 Delivery/ Installation 550.00 2,917.00 ail 00 ,10, Tax 94 Total 3,129.94 uZ L 1 Zak w ..washingtonautnm ttedcom Specializing in Ins0lullonal and Coin Laundry Equipment Sales and Service Whatcom County Budget Modification Request Department Planning & Development Services Requested by Hal. H. Hart, AICP, Director The following budget modification is requested: (check one) _ - Budget Transfer' I Budget Supplemental" Source: (Accounts to transfer FROM or funding source for supplemental) Cost Center Acct Number Descdpb'on Amount .820 _ -. 4.345....8930 LDP ...._._Review ......... -- .__45123 -3 20 - --- Accounts to Increase Cost Center Acct Number Descrnpbon Amount 820 6110 Salaries 36,722.00 820 6210 Retirement 514.00 820 6230 Social Security 2,809.00 820 6245 Medical Ins. 3,850.00 820 6255 Other H &W Benefits 790.20 820 6259 Workers Comp 364.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) Add to the above: 620 6269 Unemployment 184.00 TOTAL $45,233.2D Transfer of funds to support a Special Projects Manager eff. 6/6/04 Authorizations: Department Head Date y 2�1-oY Executive's Office IMMM Date Posted By Transfers affecting salaries, benefits, or capital accounts must be authorized by the County Executive. Transfers affecting other objects do not need Executive approval. '• Supplemental budget requests, if approved by the Executive will be forwarded to the County Council for authorization. Budget mcdifieacion.xls 2/24/99 sa WHATCOM COUNTY PLANNING & DEVELOPMENT SERVICES 5280 Northwest Drive Bellingham, WA 98226 �pOM CO P L 3r t3 �95hirvOt02 MEMORANDUM TO Pete Kremen County Executive FROM: Hal Hart, A.I.C.P., Director Aw Planning and Development Services DATE: April 20, 2004 RE: Special Projects Manager Supplemental Budget Request Hal H. Hart, A.I.C.P. Director Attached is a 2004 budget supplemental request for a Special Projects Manager. This position will be responsible for the completion of a variety of significant projects including the Lummi Island Water Study, Point Roberts Pier, Birch Bay Berm Project, Low Impact Development Standards Project and other projects assigned as identified in various planning, economic and capital facility documents or as assigned by the PDS Director. Background and Purpose Whatcom County has experienced a significant increase in comprehensive plan project requests, sub area community development projects, and community based economic development projects which have placed considerable strain on the Department's ability to complete existing work programs in both the planning and land use Divisions. This request is to hire a Special Projects Manager for the purpose of facilitating the above identified projects as well as other projects currently being contemplated. Funding Source Funding will come from the General Fund. Office (360) 676 -6907 County (360) 360 -6110 FAX (360) 73 8-2493 WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: AS- Facilities Requested By: Michael Russell AS Facilities Supervisor The following budget modification is requested: Budget Transfer X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 01.2910.1000 Fund Balance $ 15,246 ACCOUNTS TO INCREASE: 4540.7410 Equipment Capital Outlay $ 15,246 PURPOSE OF TRANSFER OR SUPPLEMENTAL: This request is to add a prox lock system in order to meet the current security needs for the Treasurer's Office. Authorized By: Department Head: Vr Date: 7/p Executive's Office: Date, Date Posted: kf- c/misdformskutl motl .. By: WHATCOM COUNTY ADMINISTRATIVE SERVICES �< Whatcom County Courthouse 311 Grand Avenue, Suite 108 Bellingham, WA 98225 -4083 DDesler@co.whatcom.wa.us DEWEY G. DESLER Director MEMORANDUM TO: Pete Kremen, County Executive FROM: Mike Russell, Facilities Supervisor RE: Supplemental Budget Request DATE: April 23, 2004 FACILITIES MANAGEMENT Follie Street Annex 316 Lol6e Street Bellingham, WA 98225 -4010 Facilities @m.whatcom wa.us Facilities Management is requesting supplemental funding in the amount of $15,246.00 including WSST to cover the cost for the purchase and the installation of a Prox -lock systems for the Treasures Office. MICHAEL RUSSELL Facilities Supervisor Background The installation of this system will give the Treasure the ability to record all after hour entries and add a level of security needed for the function of this office. Funding The funding source for this project will be from the General Fund Please contact Michael Russell, at extension 50575, if you have any questions or concerns Administration Facilities Management Finance/Accounfing Human Resources Information Services County Residents (360) 6766717 (360) 676 -6746 (360) 676 -6734 (360) 676 -6802 (360) 676 -7684 (360) 398 -1310 Fax (360) 676 -6775 Fax (360) 676 -6789 Fax (360) 738 -4553 Fax (360) 738 -2521 Fax (160) 676 -7 72 7 TTY (360) 738 -45$5 WHATCOM COUNTY BUDGET MODIFICATION REQUEST Department: AS - Information Services Requested By: George Reid The following budget modification is requested: Budget Transfer * X Budget Supplemental ** SOURCE: (Accounts to transfer from or funding source for supplemental) 01.2910.1000 Fund Balance $ 16,510 ACCOUNTS TO INCREASE: 4540.7410 Equipment Capital Outlay $ 16,510 PURPOSE OF TRANSFER OR SUPPLEMENTAL: The telephone system currently installed in the Parks Office is failing. We have a temporary fix in place to allow employees to hear the phone ring. We cannot find parts available or trained technicians on this equipment to repair this or any future problems with the system. We are requesting a one -time capital expenditure to replace this system. Authorized By: Department Head: IU DI Date: ' 11a-7114 Executive's Office: Date: Date Posted: krcImisdforms /butl motl By: tpom co WHATCOM COUNTY P ° ADMINISTRATIVE SERVICES tr , �{ INFORMATION SERVICES Whatcom County Courthouse Whatcom County Courthouse 311 Grand Avenue, Suite 108 ayq op 311 Grand Avenue, Suite B -06 Bellingham, WA 98225 -4083 SHlri o" Bellingham, WA 98225 -4038 DDesler@co.whatcom.wa.us greid @co.whatcom.wa.us DEWEY G. DESLER GEORGE REID Director Manager TO: DEWEY DESLER Finance/Accoundng DEPUTY ADMINI5 TOR FROM: GEORGE REID. (360) 676 -6717 AS - INFORMATION SE VICES MANAGER SUBJECT: Supplemental Budget Request — Park's Office Phones DATE April 19, 2004 Attached please find a supplemental budget request to replace the failing analog key phone system at the Parks office. We have been experiencing failures with this system on and off and currently have a temporary fix in place to allow front office employees to hear the phones ring when receiving outside calls. Parts are extremely hard to find for this antiquated system and finding someone who is trained to repair the equipment has not been successful. We are requesting a one -time capital expenditure to replace this system with a digital system compatible with the County's PABX system. Thank you for your consideration toward this request. Please let me know should you have any questions or need additional information in this regard. cc:Mike McFarlane Administration Facilities Management Finance/Accoundng Human Resources Information Services County Residents (360) 676 -6717 (360) 676 -6746 (360) 676 -6734 (360) 676 -6802 (360) 676 -7684 (360) 398 -1310 Fax (360) 676 -6775 Fax (360) 676 -6789 Fax (360) 738 -4553 Fax (360) 738 -2521 Fax (360) 676-7727 TN (360) 738 -4555 George Reid - ACM25 Prlcing 032204 xis XNorstans ACM 25 w/T1 Whatcom County ale. 3/]Z200d MID _ Wlreaeaiz IIO _ re ared By C eMicYael E. City Produ tNumber Descrt tion UnitL lPrice Ext Li (Price Unit le Price ExlS ePrice ERICS ON 1 Er1 n MD110 _ $ 2 658.40 15 58.89 IMPLEMENTATION ,480.00 4,480.00 40 LA 3OR Switch _ installation 112.00 480.00 112.00 4,480.00 ADD ON ITEMS _ 1 ,178.40 10]78.89 1 EN3 PKG 19 Com ct Ents rise ACM25 with T1 Trunks 6178.40 1 ,178.40 10,778.89 1 ON- NORSTAN MD a lication link RTU 1 Ethernet session 0.00 0.00 0.00 I 0.00 31 ON- NORSTAN MD di hal extension RTU 1 ort 0.00 0.00 0.00 0.00 24 ON-NORSTAN MD di hal trunk line CAS RTU 1 rt 0.00 0.00 0.00 0.00 1 IN ON- NORSTAN MD int rce lion RTU 1 Ethernet session 0.00 0.00 0.00 1 0.00 1 ON- NORSTAN MD o rator console RTU 1 rt 0.00 0.00 0.00 0.00 1 IN ON- NORSTAN MD vs mail RTU 1 Ethernet session 0.00 0.00 0.00 0.00 1 ON- NORSTAN Music n Hold 0.00 0.00 0.00 0.00 31 ON- NORSTAN Onil di hat voice or data Extension 0.00 0.00 0.00 1 0.00 1 IN ON- NORSTAN Case r /Atlendant Extensions 0.00 0.00 0.00 0.00 16 ON- NORSTAN Stand rd Anal us Extensions 0.00 om 0.00 0.00 10 ON- NORSTAN Virtual tension 0.00 0.00 0.00 0.00 1 N ON- NORSTAN Cable arm BFU2 -MDF 0.00 0.00 0.0 0.00 1 ON- NORSTAN Coe ct Ente rise ACM25 w/Ti 6,178.40 1 ,1]8.40 10778.89 10778.89 8 ON- NORSTAN Mal(, Trunk Loo 0.00 1 0.00 0.00 0.00 1 IN ON- NORSTAN CT Atl iptaur, TAU -D 0.00 1 0.00 0.00 0.00 20 ON- NORSTAN Dialog 4222 0ffice Telephone Set, Dark Grey 0.00 1 0.00 0.00 0.00 6 N ON- NORSTAN Dialog 4223 Professional Telephone Set Dark Grey 0.00 0.00 0.00 0.00 24 ON- NORSTAN Digital Trunk CAB 1.51vibit 'Grey 0.00 0.00 D.W 0.00 10 ON- NORSTAN Ke P net Unit Dark 0.00 0.00 0.00 0.00 16 ON- NORSTAN MD anfloque extension RTU 1 port 0.00 0.00 0.00 0.00 8 ON- NORSTAN MD an dogue external fine RTU 1 part 0.00 0.00 0.00 0.00 Total 15,258.89 Cost$avin 5 WHATCOM COUNTY 3rP'`LOM < Pete Kremen EXECUTIVE'S OFFICE '� County Courthouse County Executive 311 Grand Avenue, Suite #108 h. ? Bellingham, WA 98225 -4082 9s„rrt MEMORANDUM To: Council Chair Dan McShane Whatcom Cou Council Members From: Dewey Desler / ' Date: April 27, 2004 Subject: Budget Supplemental for Design and Construction Manager Whatcom County has a series of significant, upcoming construction efforts that are associated with major buildings including the proposal to construct a minimum security facility on Division Street. Further decisions that come out of our Master Facilities Plan will be executed with modifications to current buildings as well as possible construction of new buildings. We would propose acquiring the services of a Design and Construction Manager in order to adequately support these important implementation efforts. Among other things, the duties of the manager will include coordinating the bidding process for approved capital and special projects and repairs, negotiating contract terms and overseeing the preparation of contracts, providing project management, overseeing design and permitting processes, ensuring needs of users are being met within the design budget and schedule guidelines, prioritizing work activities, managing financial activities of projects and project budgets, developing and maintaining a system for proper evaluation, control and documentation of projects ensuring compliance with local, state and federal laws. The funding for this position will initially come from the Rural Sales Tax Fund as it is directed at public facilities Please consider approval of this request so that we may move forward expeditiously. If you have any questions, please feel free to call me. Office (360) 676 -6717 County (360) 384 -1403 FAX (360) 676 -6775 TDD (360) 738 -4555 Whatcom County Budget Modification Request Department Administrative Services Requested by Dewey Dealer The following budget modification is requested: (check one) _ Budget Transfer' �(_ Budget Supplemental" Source: (Accounts to transfer FROM or funding source for supplemental) Cost center Acct Number Description Amount 332 2910.1000 Fund Balance 93,036.00 $93,036.00 Accounts to Increase: cost Center Acct Number Description Amount 6110 Regular Salaries & Wages 56,225.00 3= 6230 Social Security 3,842.00 �i2t20 6210 Retirement_ _903.00 6245 Medical _ 7,700.00 ixna 6255 Other H & W Benefits 1,316.00 3T717(7 6259 Workers Comp Inter£und 498.00 $70,284.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) To pay for the expenses associated with the hiring of a Design and Construction Manager and a part -time assistant to manage /oversee several major upcoming construction projects in Whatcom Couny including: jail and juvenile controls replacement and jail exiting updates; courthouse dryvet investigation and repair; minimum security jail, mental health triage and storage buildings; master plan building projects; One -Stop Shop; new buildings at Central Shop; and other significant projects requiring renovation or demolition. Authorizations: Department Hea fr-� Date r U Executive's Office Date Date Posted By Transfers affecting salaries;: benefits, or capital accounts must be authorized by the County Executive. Transfers affecting other objects do not need Executive approval, "Supplemental budget requests, if approved by the Executive vdl'be forwarded to the County Council for authorization. 0udget modificatio ,xls 2/24/99 EB Whatcom County Budget Modification Request Department Administrative Services Requested by .Dewey Dealer The following budget modification is requested: (check one) __ Budget Transfer" �(— Budget Supplemental" Source: (Accounts to transfer FROM or funding source for supplemental) cost Center Acct Number Description Amount SEE PAGE 1_ _ Accounts to Increase: Cost Center Tot in 332] _ 33vp 332121 332M C Acct Number Descnptlon Amount _ 6269 Unemployment Interfund 252.00 6320 Office Supplies 1,000.00 6719 Postage Interfund 100.00 6780 Travel /Education 11000.00 6510 Tools & Equipment 3,000.00 7420_ Computer Capital Outlay 3,500.00 $8,852.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) SEE PAGE 1 Authorizations: Department Head Date Executive's Office Date Date Posted a ' Transfers affecting salaries, benefits, or capital accounts must be authorized by the County, Executive. Tmnsfers affecting other objects do not need Executive approval '• Supplemental budget requests, if approved by the Executive will be forwarded to the County Council for authorization. Budget moairication.xls 3/29/99 ee Whatcom County Budget Modification Request Department Administrative Services Requested by Dewey Dealer The following budget modification is requested: (check one) ___. Budget Transfer* _V_ Budget Supplemental ** Source: (Accounts to transfer FROM or funding source for supplemental) Cost Center A= Number Desrnptim Amount SEE PAGE 1 Authorizations: Department Head Date Executive's Office Date Date Posted By ` Transfers affecting salaries, benefits, or capital accounts must be authorized by the County Executive. Transfers affecting other objects do not need Executive approval. Supplemental budget requests, if approved by the Executive will be forwarded to the County Council for authorization'. euaget modification.xls 2/24/99 6e $0.00 Accounts to Increase: -- Cost center Aont Number Description Amount 3= 6520 Software 1,500.00 6920 Telephone _ 1,800.00 6790 Travel _ _ 500.00 6630 Professional Services 10,000.00 6870 Space Rental 1,500.00 1271 T") 6659 Building Maintenance 4,000.00 $19,300.00 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) SEE PAGE 1 Authorizations: Department Head Date Executive's Office Date Date Posted By ` Transfers affecting salaries, benefits, or capital accounts must be authorized by the County Executive. Transfers affecting other objects do not need Executive approval. Supplemental budget requests, if approved by the Executive will be forwarded to the County Council for authorization'. euaget modification.xls 2/24/99 6e Whatcom County Budget Modifieation Request Department Auditor Requested by s. Forslof 11 The following budget modification is requested: (check one) __. Budget Transfer" ✓ Budget Supplemental" Source: (Accounts to transfer FROM or funding source for supplemental) Cost Center Acct Number Description Amount 10906 4333.3910 HAVA 65,000.00 ... _. _ �. $65,000.00 Accounts to Increase: Cost Center Acct Number Description Amount m 10906 7420 DFM Purchase - _$3.2.2.192___ 10906 7420 Hardware Upgrade 27, 80 B. 00 .. — _$60,000 Purpose of Transfer or Supplemental: (If more room is necessary attach additional sheet.) For the purchase and first year's maintenance fee of a new voter registration database and election management system for Whatcom County. We received four responses to our RFP ( #04 -27) and DFM Associates was the clear choice. We received input from my staff, IB- Admin, the Secretary of State's Office and other counties in making this decision. This request includes the amount required to make the required hardware upgrades to maximize our use of the new system. Additionally, the request reflects a conservative (50%) estimate of the portion of the cost that the Secretary of State's Office will reimburse Whatcom County through monies made available through the Help America Vote Act. Please see attached for additional details and discussion. Authorizations Department Head✓ , Date e Executive's Office Date Date Posted By eudget modification.xle 2/24/99 es Whatcom County Auditor's Office Voter Registration System Supplemental Budget Request Summary It is important to note that this request is for a voter registration system not a new voting system. This change is also required by HAVA to ensure compatibility for a state -wide voter database. The selected voter registration system will work with any of the voting systems we select and can be utilized administering poll or mail only elections. Cost Summary DFM Associates $ 99,074 see attached. Sales Tax 8,118 107,192 2004 Budget 75 , 000 $L9.i ®g Hardware $ 34,374 see attached. Available TR &R 6,566 $ 27,808 Whatcom County Benefits 1. Ensures compliance with HAVA. 2. Ensures compliance with Secretary of State requirements for compatibility of state -wide database. 3. Alleviates IS -Admin staff time because DFM is responsible for all system maintenance. 4. Improves customer service by expanding the number of available reports and report formats. 5. Improves staff efficiency by reducing input time related to absentee ballots, voter registration cards, etc. 6. The system is well equipped to handle the possibility of vote by mail elections and regional polling places. 7. Reduces storage requirements by allowing scanning of entire voter registration card. )fact Timeline Mid May 2004 Initial conversion, installation and training June 2004 Training and system modifications for Washington State July 2004 Go live with new system. COUNTY AUDITOR, ELECTIONS DIVISION WHATCOM COUNTY WASHINGTON 1 COST SUMMARY EIMS® Application Fees: YEAR 1 Conversion, Installation, and Training fee $50,000.00 Annual Maintenance Fee ($4,000 /Month) $48,000.00 3' Party Software required for EIMS Semaphore Corp ZP4 - $79 x 6 CDs /year - Annual Fee $474.00 LeadTools Imaging License Fee $600.00 Year 1 Total: $99,074.00 YEAR 2 Annual Maintenance Fee ($4,000 /Month) Semaphore Corp ZP4 - $79 x 6 CDs /year - Annual Fee Year 2 Total: Vj-;f_L•lu? Annual Maintenance Fee ($4,000 /Month) $48,000.00 Semaphore Corp ZP4 - $79 x 6 CDs /year - Annual Fee $474.00 Year 3 Total: $48,474.00 YEAR 4 Annual Maintenance Fee ($4,000 /Month) $48,000.00 Semaphore Corp ZP4 - $79 x 6 CDs /year - Annual Fee $474.00 Year 4 Total: $48,474.00 YEAR 5 Annual Maintenance Fee ($4,000 /Month) $48,000.00 Semaphore Corp ZP4 - $79 x 6 CDs /year - Annual Fee $474.00 Year 5 Total: $48,474.00 Grand Total (Years 1 - 5) $292,970.00 'See Pricing Assumptions /Notes on next pages DFM ASSOCIATES PAGE 1 -1 DFM HARDWARE CONVERSION PRICING ITEM NUMBER COST NOTES IBM 8671 GAX Server 1 $ 5,200.00 SOL IBM 864847X Server 1 $ 2,685.50 DATA IBM P4 2.5Ghz 512 MB 7 $ 7,700.00 replaces 7 P200 GI-3001s - prox RAM upgrades 10 $ 1,200.00 upgrade to 512MB all other Wks Kodak i260 Scanner 2 $ 12,400.00 MSRP $6,200 ea. noted web prices at $3,966 ea. DFM recommends 1 at each Wks DYMO LabelWriter 330 4 i $ 719.96 1$179.99 ea. From DYMO on -line HP Laserjet 4300 1 $ 1,849.00 1 only it noeded as to replace 4M Monitor replacements 6 $ 1,800.00 based on 4 CRT's & 2 LCD's VXA -2 80 /16OGB tape drive 1 1 $ 819.18 Ilbackup tape drive for Veritas software Total = $ 34,373.64 e pdces quoted are approximate depending on the final desa-ed setup for Whatcom County. RAM upgrades can be minimized by using 256MB's on the temp machines and using the 128 sticks from 2 machines to make 1. HP 4300 is only necessary If we wish to upgrade the current 4M+ which I don't believe is necessary. quotes, such as RAM prices, are highly volatile and could go down or up by purchase date. DFM hardware pricing.xls 4/21/2004 WHATCOM COUNTY Elections AUDITOR'S OFFICE TTY Whatcom County Courthouse SHIRLEY FORSLOF 311 Gand Avenue, Suite 103 360 -676 6744 AUDITOR Bellingham, WA 98225 -4038 RICHARD GRIFFITH 360 - 676 -6741 CHIEF DEPUTY Email: 360938455E Intemeb www.co.wha[com.wa.us/auditor nvvv.Co,Whatcom.wmus /aud Memorandum TO: Dewey Dealer, Deputy Adminstrator Forslo FROM: Shirley f, Auditor DATE: April 15, , 2004 2004 RE: Voter Registration and Election Management System Update We have concluded our initial steps in the RFP process to select our new Voter Registration and Election Management System and are very excited about the results. We had 4 vendors respond to our RFP and we reviewed their submissions and participated in vendor demonstrations last week. Based on this we have identified DFM Associates as our choice. They submitted the most thorough and impressive RFP response and followed it up with the strongest performance in the vendor demonstrations. They are headquartered in Irvine, California and have 24 installations, primarily in California, but also including Oregon, Arizona and Illinois. In addition to the proposals and demonstrations we have performed a number of reference checks and inquired of other county elections departments and auditors about all four of the vendors. DFM is the clear winner in this process. Before I tell you more about them let me give you a brief summary of the vendors we did not select. DIMS /Diebold — Initial Cost $76,630 with annual maintenance in subsequent years of $47,157 The DIMS system was judged to be the least preferred by our staff. Specifically, as we continue to investigate vote -by -mail for Whatcom County and the possibility of increasing the number of precincts this system was cumbersome at best when doing the required tasks to change precinct boundaries or make adjustments to the street file. Additionally, the parent company of DIMS, Diebold, is the manufacturer of the voting systems that are garnering so much negative attention due to the apparent security failures in their ballot tabulation equipment. ES &S — Initial Cost $110.000 with annual maintenance in subsequent Years of $25,800 ES &S is our current provider and we have had numerous examples of poor customer service and support during our current relationship with them. Their presentation was below expectations and the system navigation and feel were lacking compared to DFM. Strikes two and three for ES &S are an Oracle platform which IS is not in favor of and the fact that Thurston County selected them one year ago and has expressed a high level of regret to both myself and my staff. LicensinglRecording Elections Administrationllnternal Audit TTY FAX 360 -676 6744 360 676 6740 360 - 676 -6741 300. 676 -6740 ext 50065 300 - 7384555 360938455E Memo to Dewey Dealer April 15, 2004 Page Two Votec's response to the RFP was incomplete and its presentation was minimal at best. Many of the questions were not adequately addressed. In their presentation they had difficulty showing us anything that the system could do. They also carry the strike of being Oracle based. I share those quick snapshots of the vendors not selected so you could see that I believe that DFM Is our one and only clear choice. We spoke to Multnomah County, Oregon, Marin County, California and Mohave County, Arizona in our vendor reference checking and each county raved about the service and support they received. Speaking to the counties outside of California allayed our concerns that being outside of California would be a negative. Internally, we invited the IS department to sit in on the presentations and I am appreciative of the time Chuck invested in the process and have included his positive recommendation as an attachment to this memorandum. Also, my Elections Supervisor, Pete Griffin, who has many years experience and has participated with the Secretary of State on the statewide voter database project, recommends DFM and I have attached his recommendation as well. Funding We received funding in the 2004 budget in the amount of $80,000 for an election management system. I am requesting your support in putting forth a supplemental budget request for an additional $ 50,000 which will cover the additional $28,000 (includes sales tax) plus any hardware needed (not covered by TR &R). Please note that while I have no hard promises from the Secretary of State's Office yet, I am comfortable telling you that Whatcom County should receive significant help through HAVA. It should allow us to be reimbursed for all of the supplemental increase and perhaps a portion of the original budgeted amount. Additionally, we will be billing the cities annually for election costs, which would cover approximately 50% of the maintenance fees. Thank you for your time and please call me if you have any questions. Licensing /Recording Elections Administrationllnteroal Audit TTY FAX 360 676 -6744 360 - 6766740 360676 -6742 360 -676 6740 ext 50065 360 - 7384555 3607384556