DEPARTMENT: Elections
FILE TYPE: Consent Action
TITLE
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Authorization To Award Bid And Execute Contract For Electronic Voting System
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PURPOSE/ACTION REQUESTED
Authorize the Public Services and Revenue Division Director, or their designee, to award bid and execute a contract with Election Systems & Software (ES&S) for an electronic voting system.
SUMMARY
By Resolution No. 25-142 (March 25, 2025), the County Board directed the Elections Department to move forward with executing cost-share agreements with election partners and initiate procurement of new voting equipment. All 45 cities, townships, and school districts have signed and executed a cost share agreement to contribute their respective portions of the new voting equipment costs.
A Voting Equipment Procurement Update was provided to the General Government and Policy Committee on September 9, 2025, and reviewed a synopsis of the equipment procurement process to date. The Elections Department released an RFP on May 9, 2025, and five vendors submitted proposals in response in June. The Department elected to see demonstrations from four vendors: all of the vendors currently certified in the state of Minnesota. Those demonstrations occurred in August and gave municipal clerks, election judges, and community members the opportunity to see how different systems work, ask questions, and provide feedback. Dozens of municipal clerks, their deputies and election judges were in attendance. We also invited accessibility advocacy groups and members of the disability community and had voters with visual and hearing impairments attend demonstrations. The input gathered helped to guide staff recommendation on which equipment best meets the needs of our voters and community.
This purchase includes all required equipment, including hardware, software, training, and support. Updating this equipment ensures that our elections continue to be secure, accurate, and efficient, while also meeting standards required by law.
The equipment will be first utilized at the August 11, 2026 State Primary Election. Prior to its use, the Elections Department will provide multiple opportunities for voters and interested stakeholders to test and experience the new system. The Department will also collaborate with the County Communications Team to share information broadly with the public, ensuring that voters understand how the new system works and where they can learn more information. Demonstration machines will be available for public use in the County Elections Office for six weeks leading up to the election.
Staff reviewed the proposals thoroughly, watched demonstrations, examined all equipment and recommend award of the contract to Election Systems & Software (ES&S), in an amount not to exceed $3,839,965 for an electronic voting system.
RECOMMENDATION
recommendation
Staff recommends a contract with Election Systems & Software (ES&S) for an amount of $3,839,965.
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EXPLANATION OF FISCAL/FTE IMPACTS
The cost of the 5-year contract with ES&S is estimated to cost $3,839,965. Funding for the purchase has been authorized in the 2025 elections budget. Cities, towns, and school districts will contribute their share of the costs. Dakota County will contribute 60% of the costs. Cities and townships will contribute 30% of the costs, and school districts will be responsible for the remaining 10% of costs. The cost-share applies to the initial equipment purchase, as well as ongoing licensing and maintenance costs. A 5-year, interest-free payback approach has been adopted to mitigate immediate budget impacts, with payments beginning in 2027.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, by resolution No. 25-142 (March 25, 2025), the Dakota County Board of Commissioners directed the Elections Department to move forward with executing cost-share agreements with election partners and initiate procurement of new voting equipment; and
WHEREAS, all 45 cities, townships, and school districts in Dakota County have signed and executed a cost share agreement to contribute their respective portions of the new voting equipment costs; and
WHEREAS, the Elections Department released an RFP on May 9, 2025, and five vendors submitted proposals in response in June; and
WHEREAS, the Elections Department provided the General Government and Policy Committee with an update on September 9, 2025; and
WHEREAS, the Department elected to see demonstrations from all the four vendors currently certified in the state of Minnesota; and
WHEREAS, those demonstrations gave municipal clerks, election judges, and community members the opportunity to see how different systems work, ask questions, and provide feedback; and
WHEREAS, dozens of municipal clerks, their deputies and election judges were in attendance, as well as members of the disability community and voters with visual and hearing impairments; and
WHEREAS, the input gathered helped to guide staff recommendation on which equipment best meets the needs of our voters and community; and
WHEREAS, this purchase includes all required equipment, including hardware, software, training, and support; and
WHEREAS, the equipment will be first utilized at the August 11, 2026 State Primary Election; and
WHEREAS, updating this equipment ensures that our elections continue to be secure, accurate, and efficient, while also meeting standards required by law.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby awards the bid and authorizes the Public Services and Revenue Division Director, or their designee, to execute a contract with an initial term of five years, for voting equipment for an amount not to exceed $3,839,965 from Election Systems & Software (ES&S), subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
25-142; March 25, 2025
ATTACHMENTS
Attachment: Vendor Selection Summary
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Michelle Blue
Author: Michelle Blue