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COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS
TO BE REVIEWED BY THE COURT.
MADE BY: Jannett Pieper
MEETING DATE: April 11, 2005
SUBJECT: (Please Be Specific)
OFFICE: Count~Clerk
TIME PREFERRED:
Presentation, Discussion and Approval of Hart Intercivic eSlate Electronic Voting
System in accordance with the HAVA requirements.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON):
NAME OF PERSON ADDRESSING COURT: County Clerk/Gary
Gand,, /may Ray
ESTIMATED LENGTH OF PRESENTATION: 1 Hour
IF PERSONNEL MATTER -NAME OF EMPLOYEE
Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5,
Chapter 551 and 552, Government Code, is as follows:
Meeting schedule for Mondays: 5:00 P.M. previous Tuesday
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON:

All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has
been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation
will be appreciated and contribute towards your request being addressed at the earliest opportunity. See
Agenda Request Rules Adopted by Commissioners' Court, Court Order No. 25722.
HART
i n t e r c i v i c
Janet Pieper
Kerr County Clerk
700 Main Street
Kerrville, TX 78028
March 25, 2005
Dear: Janet Pieper
Enclosed please find information on Hart InterCivic and the eSlateT"" Electronic Voting Solution. The
eSlate Solution is cert'rfied for use in Texas elections and most recently was chosen by Orange County,
California as their new electronic voting system. I respectfully request you consider the enclosed informal
proposal as you prepare updating your current equipment. I would enjoy visiting with you about your
election needs and providing you with more information, or scheduling a demonstration in your city.
The eSlate Electronic Voting Solution is the most comprehensive electronic voting system in the industry,
offering Texas election officials the best value on the market today. The eSlate solution is an integrated
suite of hardware and software, that supports all aspects of managing today's elections -from ballot
preparation, vote recording at the precinct and absentee, tabulation and reporting to equipment storage
and maintenance. The eSlate has also won acclaim for its ease of use, efficiency, accuracy, and
accessibility to disabled voters and has been selected for the largest electronic voting system installation
in the nation's history.
Hart InterCivic is also proud to offer the Ballot NowT"" Digital Ballot Imaging System, a fully integrated
ballot-by-mail system offering unprecedented ease of use and economy. Ballot Now uses commercial off-
the-shelf components for ballot printing and scanning, reducing the overall cost of the system and supporting
each counts long term ability to maintain the latest technologies without having to undertake a large scale,
complex system procurement. In addition, Ballot Now's groundbreaking on-screen resolution feature offers
election officials a powerful tool for increasing the efficiency of the resolution process.
For nearly a century, Hart InterCivic has provided election products and services to cities and counties
throughout the nation. With a solid reputation for business integrity and customer service, Hart InterCivic
has supported every major election system on the market today. We are pleased to be able to offer you
state-of the-art-technology with the lowest total cost of ownership available in our industry.
Should you have any questions or concerns, please contact me at (800) 223-4278 ext. 6495 or
ggandy~ hartic.com. I will also coordinate all of our activity with Randy Ray, your Territorial Sales
Representative at Hart InterCivic. You can also visit our Web site at www.hartintercivic.com. Thank you
for your consideration, and I look forward to answering any questions you may have or to arrange a
demonstration of our election solutions for you.
Sincerely,
~~
Gary Gandy
Regional Sales Manager
Elections Solutions Group
Hart InterCivic, [nc. P.4. Box 80649 Austin, TX 78708-0649 800.223.HART Fax 800.831.1485
info@hartic.com www.hartinterciviccom
TABLE 4F CO-NTENTS
A New Voting System for Kerr County ......................................................................................... 2
eSlate System Overview ................................................................................................................. 3
Advantages of The eSlate System ................................................................................................... 8
Accessible ........................................................................................................................... 8
Accurate .............................................................................................................................. 8
Secure .................................................................................................................................. 8
Easy to Use ......................................................................................................................... 9
Durable .............................................................................................................................. 11
Low Cost of Ownership .................................................................................................... 12
eSlate System Election Process .................................................................................................... 13
Early Voting ...................................................................................................................... 20
Services and Support ..................................................................................................................... 23
Project Management ......................................................................................................... 23
Implementation ................................................................................................................. 23
Training ............................................................................................................................. 23
Voter Education and Outreach .......................................................................................... 24
Continuing Technical Support .......................................................................................... 24
Warranty ........................................................................................................................... 25
About Hart InterCivic ................................................................................................................... 26
Installations ................................................................................................................................... 27
Budget Planning ............................................................................................................................ 29
A NEW VOTING SYSTEM FOR KERR
COUNTY
The challenges faced by election officials today are not new. But now the
traditional challenges are intensified by closer public scrutiny, additional
federal and state interaction, new procedure and equipment standards,
and demands to assure accuracy and security of the voting system
technology. These increased challenges have caused your decision
process to become even more critical, complex, and visible.
Procurement of a new voting system gives you an opportunity to take a
fresh perspective and find new, better ways to face these demands. As
you consider your new system, keep in mind that Hart InterCivic and the
eSlateTM Electronic Voting System give you an election solution that is:
^ Accurate
^ Secure
• Easy to use
^ Accessible for all voters
^ Built on proven technology
^ Supported by an experienced staff
^ Economical to purchase, use, and maintain
Hart's eSlate System is a fully featured voting solution, including both a
direct recording electronic (DRE) voting system and a by-mail (paper
ballot) component, as well as a full range of software for election data
management, ballot formatting and generation, tabulation and reporting,
and data archiving and asset management.
When reviewing this information, we ask that you evaluate and consider
the many services and innovations we offer Kerr County, as well as the
depth, experience and stability of our solution and team members. We
are committed to offering you the most up-to-date services, equipment,
and technology available in the industry at fair and competitive prices.
You have our commitment to:
^ Understand your needs
^ Be sensitive to your budget
^ Become a dependable complement to your staff
^ Deliver services as promised
^ Be accountable for services provided.
Your business is valuable to Hart InterCivic. We look forward to
continuing to work with Kerr County in the future.
eSLATE SYSTEM OVERVIEW
The eSlateTM Electronic Voting System is amulti-faceted direct
recording electronic (DRE) voting system supported by four key
components -project management, training, service/support, and voter
outreach (Exhibit 1). With the eSlate System, Kerr County can be
assured of a secure, accurate, and durable DRE voting system that is easy
to use for both voters and election officials while offering a low total cost
of ownership.
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Exhibit 1. Hart InterCivic's total election solutions give Kerr County the
tools needed to conduct elections with accuracy, security, and efficiency.
The hardware and software required to successfully implement direct
recording electronic (DRE) voting equipment makes the eSlate System
the ideal choice for Kerr County. Using eSlate, voters can independently,
securely, and accurately cast their ballots at the polling place either by
Early Voting or on Election Day. The hardwaze components of our
solutions are detailed below.
eSlateTM
The eSlate is the device that voters use to view,
vote, and cast their ballots at the polling place. The
eSlate's distinctive PrecisionVote~ design uses a
rotary optical encoder (ROE) as its primary voter
interface. Many state-of-the-art consumer and
commercial products, including surgical
equipment, appliances, and palmtop computers,
use optical encoders. This type of interface, which
as been employed by companies such as Apple,
Bang & Olufsen, GE Medical, Sony, and BMW, is
exceptionally durable, unfailingly accurate, and
easy to use. Unlike touch screens that can suffer
from false touches, imprecise target zones,
eSlate Voting Unit
variable pressure requirements, ballot misalignments, and other technical
issues, the R4E interface provides 100-percent positional accuracy
at all times.
eSlate's PrecisionVote ballot navigation system includes:
^ SELECT Wheel, utilizing astate-of-the-art rotary optical encoder
interface.
^ Tactile, uniquely shaped, clearly marked buttons.
^ High-resolution, full-color display.
^ Hard, polycarbonate cover protecting the display.
The eSlate's lightweight (5.2 pounds without batteries, 7.7 pounds with
batteries, and 32 pounds in the voting booth/storage case) reduces the
burden of transporting and handling the system in all phases of logistical
activity.
Disabled Access Unitr""
Standard eSlate units can be easily converted to
provide disabled access through the addition of a
simple Disabled Access Unit (DAU) console to
the back of the unit. The original functionality of
the standard eSlate device is retained when a
unit is upgraded with the DAU console, thereby
allowing the unit to be used in either role (and
thus enhancing polling place efficiency). An
eSlate outfitted with a DAU console is virtually Disabled Access Unit
indistinguishable from a standard eSlate unit.
Yet, the eSlate's DAU interface accommodates voters with even the
most severe disabilities. All disability features can be used
interchangeably with the eSlate's standard interface, allowing the voter
to overcome whatever challenges he or she might face in casting a vote
privately and independently.
The DAU console includes a PC card to read audio tracks recorded in the
Translation Recording and Normalization Software (TRANS) and then
imported into the Ballot Origination Software System (BOSS). The
console also has an audio output jack to receive standard stereo
headphones, an external speaker, or a neckloop so that voters with
hearing impairments or literacy challenges may listen to a human voice
that provides recorded operating instructions and ballot content
information. Recordings can also provide languages other than English,
as required by a local jurisdiction.
Finally, the DAU console includes another accessory jack for adaptive
devices that provide alternatives to the SELECT Wheel. Voters with
severe mobility impairments may use large control buttons (jelly
switches) and breath-controlled ("sip-and-puff') devices.
Judge's Booth Controllerr"'
Through the Judge's Booth Controller (JBC),
election officials have access to a centralized,
secure, and efficient command center for polling
place operations. The JBC manages the power and
communications for multiple eSlate units in the
polling place. The election judge or other poll
official also uses it to manage the voting process.
The JBC supports all opening, closing, printing,
audit, and provisional ballot functions for the
polling place through menu-driven screens.
Judge's Booth Controller
Weighing only 6.9 pounds, the JBC's technology and design were
developed to provide ease-of-use in the polling place and to assure the
accuracy and security of each vote cast. A single power cord to the JBC
allows the JBC to manage AC power and data transfer (through a serial
cable) for as many as 12 eSlate units in a daisy-chain configuration. This
configuration allows each Cast Vote Record (CVR) to be instantly stored
in three physically sepazate locations: in the eSlate's internal memory, in
the JBC's internal memory, and on the Mobile Ballot Box (i.e., PC
memory card) installed in the 3BC. Creating this triplicate original of the
CVR provides maximum security for voted ballots.
Unlike other voting systems that require expensive smart cards,
"electronic keys," or other programmable devices that can compromise
security, the eSlate System uses randomly generated four-digit Access
Codes printed on a slip of paper, or "ticket," to regulate voters' access to
electronic ballots. The JBC operator controls the issuance of Access
Codes to qualified. When a voter enters the Access Code into any eSlate
unit, the proper electronic Ballot for that voter's precinct is displayed.
There is no association of this code with the voter's identity (indeed, no
specific voter information is ever entered into the JBC), and thus the
voter's privacy and anonymity is preserved.
Mobile Ballot Boxr""
The Mobile Ballot Box (MBB) is eSlate System's reusable, portable PC
card. The MBB is used to store election information and transport that
data to and from the polling places. Because the MBB uses solid-state,
nonvolatile flash memory storage, no batteries or constant power
supplies are required to maintain data. Each MBB is uniquely serialized
for each election and tracked by the BOSS and Tally softwaze
applications. Election database information and CVRs can only be
written to or read from MBBs with appropriate components of the
electronic voting system.
The MBB is the link among all components of the electronic voting
system. Its use in the system gives greater flexibility to the staff setting
up the election, promotes the redundant and secure storage of cast votes,
and is the seamless interface for by-mail and Election Day tabulation and
reporting.
eSlate Voting Booth
The eSlate Voting Booth houses the voting unit, provides a private
voting space, and serves as the unit's storage and transport case. The
eSlate Voting Booth's unique design makes it the ideal booth for voters,
poll workers, and elections office staff. In addition to offering a private,
comfortable voting space for all voters, it is easy to store, transport, set
up, and disassemble.
As the largest component of the eSlate System, the eSlate Voting Booth
measures just 25.75" x 24.75" x 6.5" (unassembled). It may be moved
with ease through regular door openings into polling places and storage
areas of various sizes. This design weighs just 32 pounds with an eSlate
unit and battery pack installed. The Voting Booth, with the eSlate inside,
can be secured with atamper-proof locking mechanism while it is being
stored and transported.
Ballot Origination Software SyseemT"^
The Ballot Origination Software System (BOSS) application manages all
the jurisdiction- and election- and jurisdiction-specific data, defines and
creates the ballot formats, and writes the multiple Mobile Ballot Boxes
(MBBs) for deployment throughout the jurisdiction.
BOSS is designed for robust functionality and ease-of--use for the
elections office staff. Data entry is a one-time event through BOSS, and
flows through to all components of the eSlate System. Jurisdiction and
election information prepared for one election is saved as an
administrative database to be used as a starting point for the next,
eliminating redundant data entry. New data may be entered into the
application through intuitive data entry fields and drop-down menus or
may be imported using BOSS' flexible data import capability.
BOSS will accept ballot content in up to eleven languages. Currently
these languages are English, Spanish, Chinese, Japanese, Korean,
Vietnamese, Russian, Armenian, Cambodian, Tagalog, and Ilocano.
Ballot Now T"'
The eSlate System's by-mail capability is provided through Ballot Now,
Hart InterCivic's digital-scan paper ballot system. Ballot Now manages
the printing, scanning, and resolution of by-mail paper ballots. It also
extracts and records the electronic CVRs for tabulation.
Because Ballot Now retrieves ballot information from the same MBB
that was written in BOSS, it provides election officials with a highly
scalable by-mail solution, fully integrated with the eSlate System.
Ballot Now ballots can be printed on-demand by commercial, off-the-
shelf printers, or they may be written to an electronic PostScript file and
provided to third-party print vendors for volume ballot production.
Ballots are printed on standard paper stock and are mailed to voters in
standard-sized envelopes according to the voting jurisdiction's
requirements. Importantly, Ballot Now can be customized to interface
with legacy or competitor systems to allow for automatic printing of
ballots in batch from an import file.
Returned by-mail ballots are processed using commercially available
scanners. Processing includes ballot scanning, cast vote data extraction,
and Cast Vote Record (CVR) delivery on the same election's MBBs) to
Tally for tabulation.
Unlike other systems, Ballot Now does not require ballots to be printed
on templates for specific precincts or ballot styles, eliminating the need
for County election officials to forecast and manage an inventory of
ballot shells. Ballot Now ballots also do not require special preformatted
"ovals" or other target marks that may or may not conform to a particular
ballot's requirements. Ballot Now supports in-house printing of by-mail
or in-person ballots on standard paper that requires no preformatting.
TallyT"'
Tally is the eSlate System software application that reads, stores, and
tabulates the Cast Vote Records (CVRs) from the Mobile Ballot Boxes
(MBBs) and provides a flexible reporting engine. Tally assures the
election official that tabulation is a simple, straightforward, and, most
importantly, accurate process. At the close of polls on Election Day, all
MBBs (including those used for Early Voting and/or by-mail voting) are
returned to the central counting location. The Tally database is initialized
using the finalized Ballot Origination Software System (BOSS) database
that was used to create the election. This initialization creates a
tabulation database in Tally that contains all election-specific
information (e.g., contests, options, districts, precincts, etc.).
Tally reads the CVRs from the MBBs, and tabulates all Early Voting,
Election Day, and by-mail votes. The integration of results from these
various voting options is seamless because all CVRs are structured
identically and originate from the same BOSS election database, which is
written to the MBBs.
By-mail ballots follow a similar process, in that they are held for
scanning and tabulation until a determination of eligibility is made. Tally
also efficiently handles the processing of provisional ballots.
System for Election Records and Verification OperationsT"'
The System for Election Records and Verification Operations (SERVO)
software provides an election records archiving and asset management
system for the eSlate System. The SERVO software application tracks
the jurisdiction's eSlate System equipment and assists in archiving CVRs
and managing election data. SERVO's primary purpose is to maintain
ongoing equipment history and to manage election records as required.
SERVO is used to back up CVRs and audit logs from eSlate units and
Judge's Booth Controllers (JBCs) used in an election. The backed-up
data can then be used to provide reports on CVRs, audit logs, and
equipment used, and to provide recount data to Tally, if necessary.
ADVANTAGES OF THE eSLATE SYSTEM
The eSlate System automates almost all aspects of election management.
Election officials can quickly set up and prepare polls, open polls, manage
early voting and Election Day voting, close polls, integrate absentee ballots
and results, and perform other activities necessary to effectively manage a
successful election. Lightweight and portable components make
transporting and storing the eSlate System easy.
Accessible
From the eSlate's PrecisionVoteTM ballot navigation system to voting
booths specially designed to accommodate voters in wheelchairs, the
eSlate System was designed with accessibility in mind. eSlate allows
all voters, including voters with physical disabilities, visual impairments,
and literacy challenges, to use the same system to cast a vote. The
eSlate's SELECT Wheel interface, large control buttons, audio ballot
reader, and connections for personal assistance devices ("sip-and-puff'
and jelly switches) enable all voters to vote independently and privately.
We are proud that the eSlate is rated as the highest-ranked voting system
in terms of accessibility in the November 2002 issue of AccessWorld
magazine, a publication of the American Foundation (AFB). Testers at
the AFB Technology and Employment Center based this ranking on a
review of DRE voting systems.
Accurate
The eSlate's distinctive PrecisionVote ballot navigation system provides
a level of accuracy and flexibility that competitive systems cannot match.
The equipment is based on the newest technology, purposefully
bypassing older-generation touch-screen interfaces, which have a higher
maintenance cost and other associated risks. Unlike touch screens, our
"tough screen" eSlate voting unit has clearly defined target zones,
maximum accessibility for voters with special needs, maximum
flexibility in ballot design, and no illumination issues. In addition, the
eSlate does not need to be recalibrated and screen clarity does not reduce
over time due to surface abrasion.
With the eSlate's SELECT Wheel and control buttons, Kerr County
voters do not need to worry about hitting a small target area or pressing
the screen with sufficient force (as touch screen systems require) to
record their vote accurately. Instead, a simple turn of the wheel and a
touch of the ENTER button precisely registers each choice.
Secure
From the e5late's embedded, real-time operating system at the polling
place, to the Access Code method of activation, to the System's unique
polling place control and management features, the eSlate System has
been designed for security.
The eSlate System includes both physical and electronic intrusion
detection controls, such as locking devices or security seals on the JBC's
MBB compartment, as well as the voting booth, and time-stamped
transaction logs that record every system action related to the voting
process. The operating system for the eSlate and JBC is a true embedded,
real-time system that is configured specifically for the intended election
functions and is not based on any consumer-available software product.
The database structure is proprietary and is protected by encrypted
passwords, protecting the database from unauthorized access during the
election set-up process.
All information managed by the voting equipment is saved in three
physically separate devices (in the eSlate voting terminal, in the JBC,
and on the MBB), providing backup in the event any one of the
components malfunction. This is a significant advantage over standalone
systems that may lose cast votes as a result of a malfunction. The
equipment has 18 hours of battery backup to protect against power
failures and lost data. All information storage devices are solid state, and
thus are not susceptible to magnetic fields, abusive handling, or loss of
power.
All components of the eSlate System create an audit record anytime they
are accessed or information is changed. All audit records can be
extracted and printed in hard copy. All audit reports, trail documents,
databases, and final reports may be archived in hard copy and/or saved
electronically to CD-ROM, as needed.
Easy to Use
The eSlate System's unique polling place management features,
lightweight efficient architecture, and a simple voting machine interface
make it the leader in ease-of--use for election officials, poll workers, and
voters.
Election officials are spared the complexity and potential confusion of
multiple activation devices, individual machine programming, harvesting
votes from standalone machines at the end of voting, and individually
deactivating each machine. There is no need for additional election
officials to initialize the voting unit for each individual voter, resulting in
significant cost savings.
Designed for voter ease and comfort, the eSlate includes the large,
clearly marked SELECT Wheel and control buttons, as well as the high-
resolution screen that displays the ballot pages. These features enable the
voter to review the ballot and cast votes effortlessly and with absolute
accuracy. In an exit poll conducted during the City of Allen, Texas
election in May 2001, 98 percent of the voters responding rated the
eSlate System "easy to use," "very easy to use," or "extremely easy to
use."
Portable
The very simple configuration, small physical dimensions, and
lightweight of the eSlate equipment make placement and setup of system
components easy for all elections workers. Curbside voting, in particular,
may be administered by virtually any poll worker, regardless of age or
physical strength.
Simple to Assemble and Operate
Polling place setup with the eSlate System is quick and easy. It does not
require special technical skills, physical strength, or unique facility
features due to the eSlate equipment being lightweight, compact, durable,
and easy to install. A typical polling place, (using one JBC, five eSlates,
and one DAU), may be readied for voting in less than 20 minutes by two
or three poll workers.
Once the polls aze open, poll workers continue to benefit from eSlate's
design. All buttons and options on the JBC screen aze clearly marked and
easy to read. Authorized options/actions on the JBC screen will be
visible and available to poll workers only at the time they should be
performed. Any unauthorized or out-of-sequence function attempts are
rejected immediately, thereby helping every poll worker perform duties
correctly and efficiently.
Simple Election Preparation
Preparing for an election begins by entering information into the Ballot
Origination Software System (BOSS). Data entry is as easy as filling in
an electronic form or template, or importing previously collected
information. There is no programming required. Choosing options for
ballot styles and formatting is as simple as checking a box. Election
officials use a familiaz point-and-click computer interface, through which
special requirements such as multiple languages, audio recording, and
ballot rotation can be managed.
Fast Last-Minute Ballot Changes
As Election Day nears, the eSlate System helps reduce worries about the
difficulty of last-minute ballot changes. Key factors supporting eSlate's
ability to accommodate last-minute ballot changes quickly and efficiently
include:
^ Every MBB contains all ballot styles for the election.
^ Every MBB is universally assignable to any precinct or polling
location.
^ Every individual voting machine does not have to be re-programmed
to incorporate ballot changes.
Automated Processing of Provisional Voters
Tally efficiently handles the processing of provisional ballots.
Provisional ballots cast on the eSlate are assigned a Retrieval Code that
can be used to identify a specific ballot in Tally. To process these ballots
cast on the eSlate, before tabulation, the election official selects the
option in Tally indicating that provisional ballots should not be included
in the count. After reviewing each provisional ballot, election officials
view the list of Retrieval Codes in Tally. The individual Retrieval Codes
are then accepted or rejected depending on the authorized disposition.
Using the Retrieval Code prevents access to the actual ballot contents at
any time during provisional ballot processing, preserving voter privacy.
Not only does the eSlate system support provisional voting in the polling
place, it does so as well for by-mail voting. Provisional ballots returned
by the voter (with the appropriate provisional voter affidavit or other
10
local documentation) remain sealed in their jacket envelopes and stored
in a secure location until the time for processing. Documentation
recording the serial or identification number of provisional ballots also is
stored securely in case this information is required to retrieve a
provisional ballot. The only ballots scanned are for those voters whose
registration to vote is cleared.
Easy Recording of Write-In Votes
The eSlate System accommodates write-in voting as an integral part of
the electronic voting process. The system not only ensures accuracy, it
also streamlines the vote counting process by electronically recording,
storing, and tabulating all write-in votes.
When designing the ballot for a given election in BOSS, the elections
staff simply needs to select the appropriate number of write-in options
for each contest. At the polling place, the voter viewing the ballot on the
eSlate unit then may select "Write-In" when it is presented as an option
for a specific contest. On Election Day, voters use the eSlate unit to
insert the name of their write-in candidate. That information is processed
automatically by the eSlate system and included as part of the Cast Vote
Record.
The voter viewing the ballot on the eSlate unit selects "Write-In" when it
is presented as an option for a specific contest. After the write-in option
is selected, aneasy-to-navigate electronic keyboard appears on the
screen. The voter rotates the SELECT Wheel to highlight a letter, presses
the ENTER button to record that letter, and repeats the process to spell
out the name of a write-in candidate. When the write-in process is
complete, the voter's ballot will reappear with the name the voter entered
displayed under the write-in option.
Complete audio instructions are provided to voters via the audio ballot
feature.
The Ballot Now application also accommodates write-in voting.
Furthermore, it electronically records and stores write-in votes.
Before scanning the ballots, the elections staff enters in Ballot Now the
names and any acceptable initials, nicknames, or aliases for the certified
write-in candidates. Part of the ballot resolution process is then to accept
or reject the voter's write-in choice, according to the list of certified
candidates. With this method, all selections, including write-ins, are
recorded electronically in Ballot Now. These records are written to the
MBB as Cast Vote Records, as they are for the polling place units.
During tabulation, Tally reads the CVRs from all the MBBs, including
absentee, by-mail, and precinct voting. The write-in votes are
automatically integrated in the tabulation process. The names of write-in
candidates are displayed in reports with the annotation "(W)."
Durable
The eSlate is built to last -able to absorb the intense use typical of the
election environment while requiring no special storage or handling in
the periods between elections. It is the most durable, rugged and low
maintenance electronic voting system on the market today.
~7
The eSlate's full-color, high-resolution display is protected by a tough,
inexpensive polycarbonate cover, rendering it virtually indestructible.
Unlike more expensive touch screen displays, the eSlate's display can
easily withstand harsh storage conditions, frequent movement, and use
by the public.
The eSlate unit will provide years of reliable service. Mechanical and
electronic components of the eSlate System were selected, designed, and
constructed for long product life. To ensure reliability, the eSlate has
been tested in temperature extremes through hot-cold chamber testing
and salt fog testing, and is water resistant.
Low Cost of Ownership
The eSlate voting system is ideally suited to help Ken County achieve an
efficient, economical election process. The eSlate's design and _
constriction make it rugged and easy to maintain. The County is required
to invest less of their valuable resources for upgrades, replacements, and
maintenance.
Upfront Pricing
We include all the essential products and services, including project
management, training, installation, and the initial supply of consumable
items, in the product pricing to avoid any unexpected expenses. If
circumstances in Kerr County warrant supplemental training or extended
product warranties, those items are priced separately. You buy only what
you need.
Ease of Maintenance and Updates
All maintenance is performed without opening the voting-booth storage
case except for wiping the screen, testing the charge level of the battery,
and replacing paper in the JBC. No other maintenance is required.
Through the port located on the outside of the eSlate voting booth,
election officials can download election data for archiving, create asset
management data files, reset equipment in preparation for the next
election, and update system firmware.
No Complex and Costly Storage Requirements
eSlate Voting Booths double as lightweight, durable storage and
transportation cases for the voting units. As a result, storage and
transportation costs are reduced to a minimum. The durable design and
components of the voting units and booths do not require special storage
conditions (climate controls or power accommodations).
12
eSLATE SYSTEM ELECTt4N PR©CESS
The following discussion presents an overview of the election process
using the eSlate System. It is not intended to be an exhaustive review of
all possible procedures or activities. Rather, this overview is designed to
produce a basic understanding of eSlate System's operation.
Election Preparation
Preparing for an election begins by entering information into the Ballot
Origination Softwaze System (BOSS). Typically,,}urisdictional
information, such as precinct and polling place names, is entered before
an election cycle. When an election cycle begins, election-specific
information (contest and candidate names, proposition text, etc.) is
entered into BOSS. Ballot content is proofed using the reports produced
by BOSS. After the content is verified and text and audio translations
have been entered into BOSS, ballot generation produces the electronic
data file that contains all the ballot styles necessary for the election. This
file is copied to the MBBs, which are then installed in the JBCs and the
Ballot Now by-mail application. Audio wave files are also copied to
flash memory cards used in DAU-equipped eSlate units for the audio
ballot reader.
Because all possible ballot styles are stored on the MBB (and not the
individual voting units), each JBC and eSlate may be used at any
location, greatly simplifying the distribution and delivery of equipment.
Polling place units do not require programming for each election. The
firmware in each precinct component remains the same from election-to-
election, so the only preparation tasks for eSlate voting devices are to
reset the internal memory to remove any old election data; complete a
"button check" to insure that all controls are operating properly; inspect
the unit to insure it is clean and in sound working order; and install a
backup battery pack, if required.
Judge's Booth Controllers also do not require programming. Resetting
the JBC's internal memory is accomplished with the same utility
program that is used for the eSlate reset. "Button check" and physical
inspection are similar to the eSlate steps.
Equipment Distribution and Polling Place Setup
A delivery company, warehouse staff, or poll workers transport the
eSlate units, JBCs, and MBBs to the polling place. For ease of
transportation, the voting units are placed in the specially designed eSlate
Voting Booths, which also serve as compact, sturdy storage and
transportation cases. At the determination of local elections
administrators, the MBBs may be installed and secured in the JBCs at the
warehouse, or the MBBs may be installed at the polls. In either case,
after the MBB is installed, the JBC is initialized for the appropriate
polling place, thereby making available only the correct precincts and/or
ballot styles for the polling place.
At the polling place, the JBC is the host for adaisy-chain configuration
consisting of one JBC and the eSlates (standard or equipped with DAUs).
13
From one to 12 eSlate voting devices may be connected to the JBC in
any combination, with the exact number used based on the size of the
precinct and the anticipated turnout of registered voters. Because of the
system's daisy-chain nature, only one electrical outlet is required to
power the voting equipment.
The power cables plug-ins and their associated receptacles on the polling
place equipment are uniquely shaped to ease setup and reduce confusion.
The plug-ins are shaped so that the cables can be inserted only one way,
thereby minimizing poll worker errors.
Opening the Polls
After the physical set-up of the equipment is complete (i.e., remove the
JBC from its carry case and assemble the eSlate Voting Booths), the JBC
is connected to an AC power outlet. This action causes the internal
software to run apower-up self-test. Additionally, a check is performed
for the presence of the MBB. The JBC reads the MBB and verifies that it
contains the proper election and ballot data.
Next, the poll workers, according to directions on the JBC screen, input
the polling location into the JBC and electronically assign booth numbers
(up to 12) to the eSlate units. Assigning booths is accomplished merely
by pressing the ENTER button on each connected eSlate. At this point, a
Zero Tape Report is printed from the JBC, confirming that no votes have
been cast on the equipment. The Zero Tape Report is placed in an
envelope and secured according to instructions provided by the Elections
Office.
After the Zero Tape Report is printed, the poll worker, again following
the on-screen instructions, selects "Open Polls" by pressing the
appropriate arrow button on the perimeter of the JBC screen. Through
BOSS, election administrators have the option to encode passwords that
may be required to open the polls. After the polls are open, each
connected eSlate is available to voters, indicated by the green color of
the JBC's status light for that unit. At this time, the JBC creates an audit
log of the time polls were opened. This audit log includes the serial
numbers of all eSlate units connected to that specific JBC.
To protect against operator error, only after the Zero Tape Report is
produced does the JBC display the option to open the polls.
Obtaining Authorization to Vote
To begin the voting process, a voter presents the necessary identification
to the poll worker for validation of eligibility to vote. The poll worker
looks up the voter's name in the voter registration records, which
generally associates an alphanumeric ballot style or precinct number with
the voter. If a given precinct includes only one ballot style, the JBC will
automatically produce the proper electronic ballot, thereby minimizing
procedural steps for poll workers and facilitating ease of use for the JBC
operator. In polling places with more than one ballot style, the
appropriate ballot style or precinct number may be input into the JBC
directly by the poll worker or may be selected from a list provided by the
JBC through a set of menu screens.
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After the required data are entered, the JBC responds with a randomly
generated four-digit Access Code that is displayed on the JBC screen and
printed on a slip of paper, or "ticket," by the JBC printer. The poll
worker tears off the Access Code ticket, gives it to the voter, and directs
the voter to the next available voting booth. The Access Code is linked to
the ballot style that is correct for that voter. Once the voter enters the
four-digit Access Code into the eSlate unit, the JBC delivers the proper
electronic ballot for display. The only purpose of the Access Code is to
prompt the system to present the correct ballot on the screen. No link
e~rists between the Access Code and the identity of the individual
voter.
Provisional Ballots
For those voters whose eligibility to vote is in question and who must
cast a provisional ballot, the procedure is simple with the eSlate System.
The JBC guides poll workers through the process by offering an on-
screen option to encode a ballot as "provisional."
If the JBC operator selects the provisional option, in addition to
generating the four-digit Access Code, the JBC also generates a Voter
Provisional Stub that contains a Retrieval Code number. The voter must
print his/her name and sign the stub, which must then be returned to the
poll worker to be sealed in the envelope provided and held for later
review and eligibility determination by elections officials. No link
between the Access Code or the Retrieval Code and the identity of
the individual voter.
The Retrieval Code will be used in the Tally tabulation and reporting
application to accept or reject a provisional ballot cast by a voter later
deemed ineligible by elections officials. The Tally operator may also
initially select the option to "exclude" all provisional ballots from
tabulation as a default.
Voting
At the polling place, the unique features of the eSlate System come
together to provide the voter a secure, private, and reliable method of
voting. A very simple interface, consisting of a large wheel and buttons,
makes it easy for all voters to move through the ballot and make
selections. These integrated features allow independent voting by
persons with visual impairments, physical disabilities, and literacy
challenges. The eSlate also provides the voter with a clear visual
confirmation of the ballot choices selected.
Ballot Navigation Tools
The lower portion of the eSlate includes a set of distinctly shaped control
buttons and the SELECT Wheel. These features enable the voter to
review the ballot and cast votes effortlessly and with absolute accuracy.
^ SELECT- Turning this wheel moves the "cursor" or "highlight bar"
through the ballot.
^ ENTER -When a selection is highlighted, pressing this button causes
a highlighted selection to be recorded as a vote.
^ NEXT -Takes the voter to the next page of the ballot.
15
PREV -Takes the voter to the previous page of the ballot.
HELP -Provides the voter with context-sensitive operating
instructions (if pressed once) and signals a poll worker that
assistance is requested (if pressed twice).
CAST BALLOT -When pressed from the Ballot Summary, this
button confirms a voter's selections and places the completed ballot
into the electronic ballot box.
Assistance for Voters
At any time during the voting process, the voter may press the HELP
button to receive on-screen instructions. Each Help page has context-
specific information relevant to the segment of the voting process in
which the voter is engaged (e.g., Access Code entry; ballot navigation,
etc.). Pressing the HELP button twice causes the status light for that
booth to flash red and green on the JBC, indicating to the JBC operator
that the voter in that booth has requested personal help.
Entering the Access Code
Jurisdictions have the option to provide ballots in English only or in
additional languages, in accordance with the local Election Code. If
ballots in languages other than English will be available, the voter first
must first select the language preference from the choices presented on
the screen before entering the Access Code. If only English ballots are
available, the voter begins by entering the Access Code. The voter uses
the SELECT Wheel and the ENTER button to highlight and move
through a numerical display and select the appropriate digits. When all
four digits of the Access Code have been correctly entered, the eSlate
voting unit validates the Access Code with the JBC, loads the correct
ballot style, and displays the first page of the ballot. Simultaneously, the
booth status light on the JBC turns red, indicating that the booth is in use.
1~!!aking and Confirming Selections
Each page of the ballot is displayed consecutively as the voter moves
through the ballot. Using the SELECT Wheel and the ENTER button, the
voter moves the highlight bar through the ballot and marks selections for
each contest as desired.
The eSlate will not accept a CAST BALLOT command until the voter
has viewed all contests on the ballot, as shown on the Ballot Summary.
In other words, it is impossible for a voter to cast a ballot without first
having been given the opportunity to review selections and make
changes, if desired. The Ballot Summary is displayed after the voter
votes in the last contest on the last page of the ballot, or if the voter
presses the NEXT button after viewing the last page of the ballot. The
Ballot Summary also appears if the voter presses the CAST BALLOT
button from an active ballot page.
The Ballot Summary displays acontest-specific list of ballot selections,
including contests in which the voter has made no selection (i.e.,
undervoted). Undervoted contests are indicated by the phrase "No
Selections," which appears in red type. After reviewing the selections,
the voter is given the opportunity to select any contest(s) in which the
voter wishes to change a selection. By scrolling the SELECT Wheel to
16
highlight the desired contest and then pressing the ENTER button, the
voter goes from the Ballot Summary directly to the specific contest on
the ballot, allowing the voter to make a choice or a change in a previous
selection.
When finished making selections, the voter presses the CAST BALLOT
button. At that instant, the ballot is electronically recorded as a Cast Vote
Record (CVR) in three physically separate locations (the eSlate voting
unit, the JBC, and the MBB) for security. The voter is free to make
changes to any selection until the CAST BALLOT button is pressed
from the final Ballot Summary page.
Protections Against Unauthorized Voting and Overvoting
A voter is prevented from voting twice in the same election by the
regular methods to validate, process, and sign in voters. Additionally,
after a voter uses an Access Code, it cannot be reused because the JBC
invalidates it. Security is further enhanced by the fact that the Access
Code is valid only for a limited time. Elections officials may set the
expiration time in BOSS. The default is 30 minutes after the JBC prints
the Access Code ticket.
The eSlate will not allow a voter to select more choices than are allowed
for each contest or ballot issue. If a voter attempts to overvote a contest,
the eSlate system will, in a contest that requires a single vote, deselect
the first selection, and replace it with the second selection the voter
chooses. In a contest where the voter may vote for multiple candidates
for an office (e.g., school Board of Trustees), the eSlate System will not
accept more votes than are allowed. The voter is required to delete a
previous selection before adding one that would exceed the maximum
allowed.
Multiple Language Capability
The eSlate System provides alternative language accessibility in
accordance with the requirements of Section 203 of the Voting Rights
Act of 1965. Hart has deployed DRE systems in many jurisdictions
requiring multiple languages on the ballot. We have provided ballots in
up to five languages, and have the capability to provide up to eleven
languages for a given election. To date, Hart has provided ballot text for
English, Spanish, Chinese, Japanese, Korean, Vietnamese, Russian,
Armenian, Cambodian, Tagalog, and Ilocano. After the voter selects a
language on the eSlate, all further operating instructions and ballot
content information are in that language-both the ballot text on the
eSlate and the audio track. All the ballots are stored electronically on a
single Mobile Ballot Box (MBB) memory card; our system does not
need sepazate memory cards for each language.
Private, Independent Voting for Persons with Disabilities
From its inception, eSlate has been designed to meet the needs of persons
with disabilities. As a result, the eSlate System is the most accessible
voting system on the market. Its PrecisionVoteTM wheel and large,
uniquely shaped control buttons enable all voters, regardless of their
disability type, to vote independently and privately.
17
Voters with physical disabilities vote on units that are virtually
indistinguishable from those used by non-disabled voters. This capability
is possible with the Disabled Access Unit (DAU), which is created by
installing a nearly undetectable, special module on the underside of a
standard eSlate unit.
Voters with Visual impairments or Blindness
At the polling place, voters with visual impairments or who are blind are
qualified to vote and receive an Access Code in a procedure identical to
that for other voters. For safety and comfort-level reasons, a poll worker
then escorts the voter with severe visual impairments or who is blind to
the eSlate voting booth. The voter can choose to be told their Access
Code when they are qualified to vote (allowing them to input it privately
while in the booth), have the Access Code read aloud to them after being
escorted to the booth in order to enter it independently, or have the poll
worker enter the Access Code for them. The poll worker also provides
the voter with severe visual impairments or who is blind a brief overview
of the eSlate System interface, helps the voter understand how to operate
the control buttons, and assists the voter in positioning the headphones
and adjusting the volume for the audio ballot reader, if necessary. The
voter can then cast a ballot privately and independently.
After the Access Code is entered, ballot navigation is accomplished with
the SELECT Wheel. To assist a voter with visual impairments or literacy
challenges, the DAU-equipped eSlate plays a complete recording of all
ballot instructions and ballot text. The audio component uses a human
voice (not acomputer-generated one) of the election administrator's
choice, and all audio strings are recorded in BOS5 at the time the ballot
styles are generated. This personalization permits the audio to reflect
local pronunciation patterns and accents. As the voter rotates the
SELECT Wheel, highlighted text strings on the ballot will be "read" to
the voter through the headphones. The noticeable click of the wheel as it
rotates further orients the voter's movement through the ballot.
Each time the ENTER button is pressed, the audio reader confirms the
choice recorded by the voter and the system automatically advances to
the next contest. As with the standard operation of the eSlate, the voter
with visual impairments, who is blind, or has literacy challenges is
prevented from overvoting any race. The voter has the opportunity to
review choices as the audio reader confirms them on the Ballot
Summary. The voter may return to the ballot and make or change choices
as many times as desired.
Other Physical Disabilities
Because of the SELECT Wheel design, the eSlate is the most accessible
system for voters with mobility impairments. Whereas voters with
limited dexterity (e.g., senior citizens and others with severe arthritis,
persons who have suffered a stroke, or persons without fine motor
control) may find touching a precise target zone on a touch screen
difficult or impossible, the SELECT Wheel facilitates independent
navigation because it is large and it rotates with a light touch. This
facility offers voters with a wide range of mobility impairments the
ability to move the SELECT Wheel in a manner comfortable for them.
18
For example, voters with mobility impairments have cast independent
votes on the eSlate System using mouth straws (pointing devices), feet,
and even partial limbs.
Each eSlate, when upgraded with a DAU console, allows multiple means
of auxiliary input by persons with disabilities. These include two
optional, large, externally mounted controls (jelly switches) that permit
operation of the unit by people lacking fine motor skills or digital
dexterity. The red input switch allows the voter to navigate through the
ballot, similar to the SELECT Wheel. The green input switch is similar
to the ENTER button that allows the voter to make selections.
The DAU console also supports use of standard medical accessible
switches, such as "sip-and-puff' devices sometimes used by persons with
severe disabilities to operate their wheelchairs. When the voter with
disabilities is qualified for voting, the sip-and-puff switch may be
disconnected from the wheelchair and plugged into the DAU. The voter
then may vote independently, using only breath controls (and not hands)
to navigate through the ballot. "Sipping" moves the highlight bar in a
manner similaz to the SELECT Wheel, while "puffing" is similaz to
using the ENTER button. For health and sanitary reasons, any voter who
requires the use of a "sip-and-puff' device provides their own when
using the eSlate to vote.
The eSlate System allows voters with hearing impairments to use their
own amplification devices through a standard neck loop (assuming that
the hearing-impaired voter uses adual-mode hearing device). Voters
with literacy challenges may also use the audio ballot reader to support
their understanding of the ballot intent.
Curbside Voting
The highly portable eSlate readily accommodates voters who cannot
enter the polling place. Poll workers, regardless of age or physical
strength, will be able to assist curbside voters, as the eSlate weighs less
than 8 pounds when fully equipped with the special access features for
voters with disabilities and the battery pack.
Procedures used for curbside voters follow those for other voters. After a
curbside voter's qualification to vote has been established, the voter is
assigned an Access Code in the prescribed manner. Next, an election
official enters that Code into an eSlate unit on the end of the daisy-chain
network (usually aDAU-equipped eSlate with a battery pack). The
official then detaches the network cable and takes the eSlate to the voter,
instructs the voter on the operation of the unit, and allows the voter to
complete the voting process in the privacy of the vehicle. The voter's
ballot is immediately stored on the eSlate.
When the voter has cast the ballot, the election official returns the voting
unit to the polling place and reconnects the network cable. At that time,
the voter's CVR is recorded in the JBC and MBB just like all the other
ballots cast in the polling place.
19
Closing the Polls
Once voting is complete, the polls are closed using atwo-step process to
protect the integrity of the election information:
1. The eSlate units are shut down so that they cannot be accessed again
for voting.
2. The final public and private counter of the JBC, time of closing, and
the electronic serial numbers of all devices and ballot types are
stored and copied to the MBB. After this action, the MBB is closed.
The JBC automatically performs these two steps. After the polls are
closed, they cannot be reopened. In Polls Closed status, the JBC can print
an unofficial Tally tabulation if authorized in BOSS during ballot setup
and if authorized by local law or procedure. The MBB may then be
removed and transported to a tabulation center or transmitting substation.
Multiple security features protect the ballot information. After the MBB
is removed from the JBC, a copy of the data remains intact in the JBC as
a backup. Each individual eSlate unit also retains a record of all votes
cast on that particular voting device. During poll closing, the JBC can
also print an Access Code report summarizing the number of Access
Codes issued, voted, expired, and canceled.
Early Voting
With the eSlate system, JBCs may be configured in Early Voting mode
so that voters from any precinct in Kerr County may vote at any voting
site. This flexibility is possible because each MBB produced for an
election contains data for every precinct and ballot style in that election.
A single MBB can store tens of thousands of different ballot styles, thus
providing a tremendous amount of flexibility to elections officials.
Voting activity throughout the Early Voting period may be monitored
easily on a daily basis. At the close of polls after each day of Early
Voting, a Suspend Polls Report is printed. This report contains daily and
cumulative summaries of Access Code activity and detailed precinct-by-
precinct listings of how many voters from each precinct voted at that
location.
Once Early Voting concludes, all JBCs and eSlate units deployed to
Early Voting locations may be converted easily and quickly for use on
Election Day, if desired. To facilitate this, the CVRs and other data
stored redundantly in the JBCs and eSlate voting units may be backed up
using the SERVO application and then copied onto electronic storage
media, such as a CD-ROM. This media can be secured as a backup for
the respective MBB, which remains the master record of voting.
The MBBs are removed from the JBCs and secured for later use with
Tally to tabulate Early Voting results at the appropriate time. The
equipment is reset using SERVO so that all CVRs are removed from the
voting units' and the JBCs' internal memories. A new MBB may then be
inserted into each JBC to be used on Election Day. During subsequent
poll opening procedures on Election Day, a new Zero Report Tape will
be generated.
20
Backup and reset procedures may be accomplished in approximately
15 minutes per JBC. Multiple processes may be completed
simultaneously.
By-Mail Voting
Ballot Now, Hart InterCivic's by-maiUpaper ballot application, gives the
elections staff the option to produce paper ballots either in-house and on-
demand, or printed off-site through athird-party vendor. As a result,
Ballot Now provides elections officials with a highly scalable solution,
fully integrated with the eSlate Electronic Voting System.
The process begins when Ballot Now reads ballot information from the
election data on the MBB created with BOSS. Ballots, which are printed
on common-sized papers, are mailed to voters in standard envelopes.
When voters return the marked ballots, the ballots are digitally imaged
using commercially available scanners. Scanning occurs without
interruption as the Ballot Now system electronically queues ballots
requiring review by an elections official; the imaging process does not
need to be stopped each time a decision on voter intent is required.
Resolution of questions regarding voter intent occurs through Ballot
Now's unique on-screen resolution feature, as allowed by local election
law. Elections officials may examine a digital image of each ballot
requiring resolution, with the color-coded contests to identify the nature
of the resolution issue (e.g., yellow for undervotes, orange for
overvotes). A pull-down menu provides options to resolve each item
(e.g., accept write-in vote). This approach has the important added
advantage of not requiring any modification to the original paper ballot.
After ballots are scanned, cast vote data is saved as CVRs on the same
election's MBB(s). This MBB carries the CVRs to Tally for tabulation.
To enhance the security of the voting process, Ballot Now electronically
records CVRs in two separate locations, the Ballot Now database and the
MBB. Additionally, the paper ballot may be retained as a third record of
the cast vote.
Tabulating Votes and Reporting Results
Voting results may be transmitted directly from the polling place to any
other location (after the polling place is closed) by simply removing the
MBB from the JBC and transporting it to the assigned location. The
MBB used in Ballot Now operations also may be transported in this
manner. Official results are obtained by reading the MBBs into the Tally
tabulation software application.
Tally produces several standard reports, any of which may be exported in
PDF, HTML and other standard formats, for dissemination electronically
or in paper copy. An integration utility also may be used to allow
jurisdictions to import voting results from other systems into Tally.
Recounts
A complete, electronic recount of an election is easily accomplished with
the eSlate System by rereading each MBB for the specified election into
a "fresh" Tally database. This process duplicates the one used in the
21
original tabulation, and provides the same results reports, audit trails, and
backup options.
Another option is a manual recount. One way to accomplish a manual
recount is to extract CVRs from the eSlate and/or JBC and view them
electronically. Another way is to print paper copies of all CVRs in order
to reconstruct the election and count votes ballot-by-ballot. The random
manner in which individual CVRs are recorded at the time each vote is
cast allows this detailed reconstruction to be accomplished while
maintaining complete voter anonymity.
Finally, the combination of eSlate architecture, triple redundancy, and
the SERVO asset and data management application provide an additional
and powerful recount alternative. SERVO uses the triple redundancy
features of the eSlate Electronic Voting System to their fullest advantage.
Election results are initially generated from the direct reading of MBBs
into Tally. SERVO-generated recount data from JBC and eSlate
memories can be used to compare against the MBB results, creating a
distributed, closed-loop process that provides redundant cross-
verification of election results. This makes the ability to recount election
results a seamless option for every election cycle, increasing system
reliability and security.
Post-Election
Throughout all phases of operation, -all eSlate System components
maintain complete audit logs. All audit reports, audit trail documents,
databases, and final reports may be archived in hard copy and/or saved
electronically to CD-ROM, as needed.
Following Election Day, data and equipment are managed through the
SERVO software component of the eSlate System. SERVO is used to
back up the duplicate original CVRs and audit logs from the eSlate units
and the JBCs used in an election. If needed, the backed-up data can then
be used to print the CVRs, verify the MBB-generated tabulation results,
and provide reports on CVRs, audit logs, and equipment used for the
election.
22
SERVICES AND SUPPORT
Hart InterCivic provides a comprehensive service and support program.
Our unparalleled reputation for customer service and absolute integrity
has been built through nearly a century of service to county government.
The services provided to Kerr County will vary depending on the
County's needs.
Project Management
A key part of our proposal is the selection of a dedicated Account
Manager who is responsible for project performance, tasks, and subtasks,
and deliverables. The Account Manager ensures compliance to the
contract agreement and is available to meet and confer with the County's
Project Director regularly. The purpose of these meetings is to review
project progress and ensure close project coordination. These meetings
are held at mutually agreeable times and locations.
Implementation
Our implementation strategy is based on a clear understanding between
the Hart InterCivic and the County regarding how the new eSlate
Electronic Voting System will be deployed and implemented to meet the
requirements of the County.
We provide a Hart technician at the County's warehouse on the day the
equipment is delivered. The technician tests every piece of equipment to
verify it works properly. ff there is a problem, the technician either
replaces or repairs the unit. All equipment that is stored in your
warehouse is in 100-percent working order. We also offer comprehensive
troubleshooting manuals so your employees can conduct basic technical
support should the need arise.
Training
Hart InterCivic has trained more than 15,000 election staff on the eSlate
Electronic Voting System. Our training concentrates on the transfer of
knowledge and skills. Our goal is for the customer to be able to operate
successfully and independently when conducting eSlate System
elections. We designed our curriculum based on the tasks that the user
must master. In order to deliver this level of training, Hart InterCivic's
eSlate Training Services Team actively:
^ Assesses the training needs of our customers.
^ Plans training with specific goals and objectives to meet customer
needs.
^ Delivers precise training based on instructional goals and objectives.
^ Applies hands-on and multi-media training methods.
^ Achieves trainee mastery of all instructional goals and objectives.
eSlate System training is presented by professional staff with experience
in elections procedures, instructional technology, software application
training, working with adult learners, and training for diverse educational
backgrounds. The training play is customized to meet Kerr County's
needs.
23
Voter Education and Outreach
The best voting system and highest trained elections staff are of little use
if voters fail to vote or, if when they do vote, they do not operate the
voting system correctly. Recognizing this fact, Hart InterCivic offers
customized voter education and outreach (VEO) programs to maximize
the value of the investment in a new voting system while providing
competent and confident voters. A basic VEO program is included in the
cost of the eSlate System. Additional outreach components are available
at an additional cost.
The Hart voter education and outreach program is designed to:
^ Be proactive and inclusive, reaching out to all voters, including
underrepresented communities
^ Leverage local resources through community-based partnerships
with advocacy organizations, trade and professional organizations,
chambers of commerce, political subdivisions, and others
^ Communicate a consistent message across jurisdictions, coordinated
with voter registration and Get Out The Vote (GOTV) efforts. The
program employs multiple tools to reach the target audience of
voters, including an Internet home page, posters, direct mail, public
service announcements, advertising, and special events.
Because each community is unique, our voter education program
includes an initial community assessment to determine the special needs
and resources of each jurisdiction. Hart InterCivic's VEO manager uses
that assessment to create a customized VEO plan for you, recommending
a variety of voter education tactics matched to your community,
experience, and resources.
Continuing Technical Support
Ongoing support continues throughout the initial three-year warranty
period.
A 24-hour hotline for technical support is available when scheduled in
advance during the election cycle. This hotline is staffed with qualified
technical personnel who are able to assist with any problems that the
counties might encounter during the system transition and the pre-
election timeframe. Outside of election cycles, the Help Line is available
during regular business hours. Contact is also available through a-mail,
and a Web page for general posting is available to all project team staff.
The County may also participate in the eSlate Users Group, where
customers share ideas, benefit from each other's experience, and offer
valuable feedback and suggestions that help us achieve our goal of
continuous improvement. Each year, Hart InterCivic hosts an annual
User Group Conference. We look forward to including Kerr County at
the next eSlate User Group Conference.
Hart InterCivic also provides technical support a-mail and fax.
Additionally, we offer Internet support with a tracking program called
TeamTrackTM. Customers with IDs and passwords may submit electronic
"tickets" with questions or issues to Hart over the Internet.
24
Warranty
The Judge's Booth Controller, eSlate voting terminal, Disabled Access
Unit, and voting booth are covered by a standard three-year
manufacturer's warranty.
The warranty period begins upon delivery of equipment. While under
warranty, Hart will correct any existing function that does not perform
per the specifications of that product. Malfunctioning hardware will be
returned for repair or replaced with a serviceable unit. Standard post-
election repair/replacement response time is no more than 10 business
days, plus shipping time. This warranty, however, does not cover damage
resulting from abuse or use outside of prescribed operation.
Hart will provide product release upgrades to the licensed Hart InterCivic
products. These upgrades are produced as a result of changing federal,
state, or local requirements, a request of customers, or the addition of
features and functionality that will improve the product.
Extended warranty plans for years four and five are available beyond the
initial warranty period. Services during the extended warranty period
continue at the same level as those in the original warranty.
In all cases, Hart InterCivic is committed to ensuring that the
jurisdictions' equipment and software will be fully operational during all
election cycles while under warranty, and cost depends on the number of
units covered and the length of the extension period.
Third-party software and equipment that Hart InterCivic sells to the
jurisdictions to support the eSlate System is warranted by the respective
manufacturer. Hart InterCivic passes through to the jurisdictions any
warranties given by the manufacturer, to the extent permitted by the
manufacturer.
Extended warranties for third-party software and equipment would be
available as provided by the manufacturer.
25
ABOUT HART INTERCIVIC
For over 90 years, Hart InterCivic has provided election products and
services to hundreds of counties and thousands of other government and
private-sector customers nationwide and has supported every major
election system on the market today. Hart's solid reputation for customer
satisfaction and business integrity has been built through nearly a century
of quality service to county government. Beginning in 1912, Hart has
been a supplier of ballots and other election products, has sold and
supported optical scan voting equipment to over 200 counties, and has
provided turnkey election services in multiple states, including ballot
formatting and generation, polling place set-up, pre-Election Day and
Election Day equipment support (including multi-county Election Day
Support Command Centers), tabulation room management, integration of
multiple voting systems, and much more.
Having helped counties administer elections for decades, Hart
understands the tremendous diversity of county governments. We print
paper ballots for Loving County, Texas -the nation's smallest county
with just 67 residents. At the same time, we provide Absentee and
Election Day voting equipment and associated services to Harris County,
Texas -the third largest county in the nation with more than 3,400,000
people.
Hart InterCivic has been an active participant in the leading
organizations that serve the elections industry, including the Election
Center, the National Association of County recorders, Elections Officials
and Clerks (NACRC), International Association of Clerks, Recorders,
Elections Officials, and Treasurers (IACREOT), the National
Association of Secretaries of State, and others.
Our People
When a county buys the eSlate System, we know that they are buying not
just our products and services, but the combined knowledge and
expertise of our personnel. We know that the county will count on us to
ensure the smooth installation of the eSlate System and its continued
operation through the life of our relationship. Not only did we build the
voting equipment to provide superb performance for many years to
come, we've built a support team to ensure the highest quality customer
service and technical support. At Hart InterCivic, we pride ourselves on
being a valued business partner for our customers.
Our Customer Focus
Hart InterCivic recognizes that through working with you we aze serving
many customers -you and your staff, the other governing agencies, the
poll workers and many others who support your election process, and the
voters of Kerr County. We take this responsibility seriously and make it
the focus of our organization.
2s
INSTALLATIONS
In all its endeavors, Hart is leading the way in developing cost-effective
voting solutions suited for the unique needs of America's diverse
governments. The eSlate Electronic Voting System is one of the most
widely used electronic voting systems in the nation. Since introducing
the unique eSlate System in 2000, Hart InterCivic has sold more than
26,000 eSlate units to jurisdictions representing over 9 million voters.
First used in live elections in 2000, millions of votes have since been cast
accurately and securely on the eSlate System. Hart InterCivic has
successfully installed the eSlate System in jurisdictions of varying sizes,
including two of the nation's five largest counties (Harris County, Texas,
the nation's third most populous county, and the County of Orange,
California, the nation's fifth most populous county). These installations
include:
^ Harris County (Houston), Texas
^ Tarrant County (Fort Worth), Texas
^ Travis County (Austin), Texas
^ Brazos County (College Station), Texas
^ Arapahoe County (Littleton), Colorado
^ Boulder County (Boulder), Colorado
^ County of Orange (Santa Ana), California
^ Catawba County, North Carolina
^ Skamania County, Washington
^ State of Hawaii
^ Cities of Terrell, Texas; Alexandria, Virginia; Charlottesville,
Virginia; and Philadelphia, Pennsylvania
The skill of the Hart team was demonstrated in Harris County, Texas.
Although undertaking one of the largest electronic voting equipment
installations in the nation's history, the eSlate System -and the Hart
Team -won raves. Beverly Kaufman, Harris County Clerk, has said,
"The system was met with substantial positive response from voters of
all description. Furthermore, Hart InterCivic's careful and capable project
management and can-do attitude has resulted in a very positive process
for all involved. In addition to effective project management and
technical services in support of the implementation, Hart InterCivic
designed and managed a comprehensive voter education and outreach
program, contributing significantly to a 152-percent increase in Early
Voting in-person in November 2001 over the most recent comparable
elections. Hart InterCivic also provided excellent training support
through its team of professional trainers."
Robert Parten, Elections Administrator for Tarrant County, Texas, has
been equally laudatory about his experience with the eSlate System and
the Hart Team. Parten pointed, in particular, to the very short three-week
period allowed for implementation of the Early Voting system once a
contract was signed. According to Parten, "Our success in this effort is
due to the close working relationship between Hart and the County,
27
along with Hart InterCivic's excellent project management and expertise.
Hart InterCivic supported every aspect of the implementation, including
developing a strategy on Election Night to integrate results from the
County's Election Day voting system with those from the eSlate systems
used in Early Voting."
Skamania County, Washington, is a rural county with a population of a
little over 10,000 people (5,800 registered voters) located in the heart of
the Columbia River Gorge. In November 2003 Skamania County chose
Ballot Now as its mail ballot solution for all elections, with two eSlate
voting units equipped with DAUB (connected to a JBC) available in the
main elections office for independent, private voting for voters with
special needs. Hart InterCivic installed the equipment for all by-mail,
provisional balloting, in-person absentee, and Election Day voting, and
provided Voter Education and Outreach. We successfully trained the
County elections staff on Ballot Now, BOSS, Tally, SERVO, and eSlate
Precinct Voting System so that they could independently prepare and
execute all elections tasks, including ballot production through
tabulation. Ballot availability was expedited by Ballot Now's on-demand
ballot printing functionality, eliminating ballot production delays-and
in turn producing ballots that were easier for the voters to mark. The
County experienced faster, more accurate, and more secure tabulation of
election results.
With only about 20,000 registered voters in 9 precincts, the City of
Charlottesville, Virginia-home to the University of Virginia-is a
fairly small, yet forward-thinking community. Charlottesville chose the
eSlate Voting System to replace its existing punch card system.
Equipment purchased by the City included 60 eSlate voting units
equipped with Disabled Access Units (DAUB) and voting booths, and 10
Judge's Booth Controllers. The City also purchased Ballot Now and the
Ballot Origination Software System (BOSS) and Tally software
applications, as well as the associated hardware. Per the City's
expectation, Hart InterCivic delivered and implemented in less than one
month, and on budget. We also provided all the necessary project
management, support, and training services for the elections staff, as well
as a voter education program to successfully administer the November
2002 General Election. The City experienced increased voter turnout that
was attributed to interest in the new electronic system and the voter
education program. Sheri Iachetta, General Registrar for the City of
Charlottesville, Virginia, states, "We were very pleased with the eSlate's
performance, and both poll workers and voters have given us a strong
vote of confidence on this system....Ballot setup was very intuitive, and
results were tabulated quickly."
Additionally, we have used the eSlate System in numerous live elections
for purposes of demonstration or completing state certification
requirements, and have used out the Ballot Now by-mail application to
support the State Bar of Texas and Texas Young Lawyer's Association
Board of Directors elections.
2a
BUDGET PLANNING
Entire County with eSlate System Installed
Option 1(Software data input to be completed by Kerr County)
2s
* Professional Services include training, including pollworkers for five
days, and project management, including one day on-site for the first
election, for 12 days.
Budget Planning -Entire County with eSlate System installed
Option 2 (Software data input to be completed by Hart lnterCivic)
~• ~ . ~		.-.
Hardware		
eSlateTM 21
.	$2,495
........ _ _...	$52,395
___ _-_
_...._._ _. _ ......__ . __.. _ _. ___.
Disabled Access UnitT"' (DAU) Upgrade 21	t
$500	$10,500
_ __ . _._
Judge's Booth ControllerT"' (JBC) 21
..	
i $2,495	
$52,395
_.
Mobile Ballot BoxesT"" (MBBs) 21
..... _....,...... .. ....._...
....	Included
... .........,,.. _........ .. . .. .........
..	N/C
....__.
:
.................. ._.._._._........
Audio Cards 21	i
, Included	N/C
_.._....
Voting Booths 21	Included	N/C
Software		

TallyTM 1	t
`	
$24,000
___
System for Election Records and
~	
'
Included	

N/C
Verification Operations TM (SERVO)		
Additional Hardware		
PC Workstations ~ 2	$3,000	$6,000
Printer, laser 1	$5,000	$5,000
Printer, dot matrix 1	$500	$500
Scanner 1	$5,200	$5,200
(for use with Ballot Now)		
__.
Acquisition Cost (1•time) -
_ _.._		155,99
Service and Support
_ _ _. _..	
.._	
_.. ~ ._. __.
__
Ballot Programming Estimate Per election	i	$1,500/election
Professional Services*		$16,500
Training		
_. _ .._
--
Staff	

$750/half day	

TBD
~._
Pollworkers '	$1,500/class
_ _	TBD
_ _.._.
Election Day Technicians	
, $75 per man hour	
TBD
Annual eSlate Software License and		$7,530
Maintenance		
Extended Warranty (per year for years 4 '		$2,100/year
and 5)		
		
* Professional Services	include training, includ	ing pollworkers for three
days, and project management, including one d	ay on-site for the first
election, for eight days.		
30
Lease to purchase financing is available for various terms, based on
interest rates at the time of formal quote.
Quote is subject to credit review and approval of the County for the
amount financed. Rate quote is valid for 30 days. After 30 days, rate is
subject to change equal to the change in like term Treasuries.
This Budget Planning information is based on 21 precincts and 32,000
registered voters. Pricing includes redeployment of Early Voting
equipment for Election Day. Pricing is provided to assist Kerr County in
planning for the acquisition of the eSlate Electronic Voting System. The
proposed budget includes one eSlate equipped with a Disabled Access
Unit and one JBC per precinct in order for the county to be compliant
with the requirements of the Help America Vote Act of 2002 (HAVA).
This budget is not considered a complete or final quote; we will be glad
to provide a formal quote when Ken County is ready to pursue that
option.
31