Subject: RE: CONTRACT_PROVISIONS_final 12-6-11
From: Eugene Yu <[email-masked]>
To: Beth Dlug <[email-masked]>
Cc: Laura Potter <[email-masked]>, Kevin Distelrath <[email-masked]>
Date: Wed, 7 Dec 2011 14:55:32 +0000

Hi Beth,

Here is our sole source justification factors for your kind consideration.

Recently, Hillsborough and Alachua Counties at Florida purchased PollChief® using the sole sourcing process. Hillsborough is located at Tampa, Florida with 682,000 registered voters. Alachua is located at Gainesville, Florida with 150,000 registered voters. They examined the available options and concluded that PollChief® is the only system that provides all the election features they need.  Since Konnech, Inc. is the manufacturer and sole distributor of the system, it can’t be obtained from any other source.

Listed below please find a list of unique functions and features only available through PollChief®.

FEATURE

UNIQUE ASPECT

1.    Integrate election location, worker, asset, inventory, help desk, communications, online training, and election night reporting.

No other program integrates all these different functions.

2.    An asset management system tailored to the activities unique to elections management with online communication platform integrated.

These election specific asset management features are:

*       Logic & Accuracy Tests.  Generate a Logic & Accuracy interactive checklist for each voting machine; interact with the list of existing memory devices to prevent assigning a device which is not on hand.  Create list of the machines assigned to an election that have not yet been tested, those whose tests are partially completed, and those that have been completely tested.  Generate reports of the inspections of all voting machines, including the identity of the inspector, the serial number of the machine, the memory device applied, and the security seal applied.
*       Packing Guide for Polling Places
*       Packing Guide for Precincts
*       Packing Guide for Poll Worker Titles
*       Election Night check-in lists
*       Election Night critical item return alerts
*       Voting machine archive.  Archive must sort by

ü  Election history

ü  Repair history

ü  Testing history

*       Generate reports of all malfunctions, repairs, software updates, and inspections of voting machines.
*       Sensitive item service archive
*       Lading monitor with color coded error alerts
*       Security seal and memory device attachment annotation
*       Interactive notification of mis-assignment of machines to precincts and memory devices to machines.  Preclude the chance of assigning one piece of equipment to two separate places.
*       HAVA (Help America Vote Act) compliant property management records
*       Ballot listing
*       Automatic chain of custody emails.  Generate an email to the voting system manager whenever a voting machine is marked as needing a repair or service of any kind.
*       Create a chain-of-custody audit trail of movements, inspections, malfunctions, and repairs for each voting machine.
*       Assign voting machines and other items to a polling place and a precinct

No other asset management program includes these specific election needs, i.e., L&A tests, poll worker/place/precinct packing guides, election night check-in lists, election night critical item return alerts, voting machine archives, voting machine reports, sensitive item service archive, lading monitor, Interactive notification of mis-assignment, HAVA compliant records, polling place and precinct assignment of voting machines.

No other asset management programs include the online communications.

3.    Comply with HAVA (Help America Vote Act) property management rules, specifically:

1.      Percentage paid by HAVA funds, state funds, and local funds
2.      Source of the property
3.      Acquisition date
4.      Acquisition cost
5.      Usage for activities other than elections
6.      Equipment Disposition
7.      Equipment Condition
8.      Equipment Description
9.      Serial Number or other identification
10.     Equipment Location
11.     Calendar to remind of biennial inventory inspection.
12.     Track voting equipment as set forth in the Federal Management Regulation (FMR).

No other system complies with all these specific HAVA requirements.

4.    Offer four levels of access--Supervisor, Staff, Trouble-shooter/Expert, and operator.

Other asset management programs have only two or three levels.

5.    Build multiple elections simultaneously.  Allow the administrators to toggle between the elections.

Other asset management programs don’t toggle between elections.

6.    Set an election to default.  This means that every page that shows the election name at the top of the page will display the data for the election that is set as default.  This helps to keep focused on just one election at a time.

Other asset management programs don’t default to the chosen election.

7.    Provide a visual image of each asset.

Other systems do not provide the image.

8.    Generate reports of each problem called in from each polling location.

Other systems do not do this.

9.    Use previous elections as a template to create new election to preclude the need to create an election again from scratch

Other systems generate these templates.

Generate reports from previous elections or generate a new report from a previous election

Other systems do not distinguish between elections for reporting purposes.

Send mass emails to large groups, small groups, or individuals incorporating a reply capability that builds in a spreadsheet in the system.

Other systems do not have the mass email and reply capability.

Send mass phone calls to large groups, small groups, or individuals incorporating a reply capability that builds in a spreadsheet in the system.

Other systems do not have the mass telephone and reply capability.

Track precinct assignments to locations, displaying the numbers of registered voters and percentage of turnout, broken down by political party.

Other systems do not display registered voter, turnout, and party affiliations by precincts and locations.

Display the precinct outlines and building assignments on a map.

Other systems do not display this.

Display available buildings in list form in addition to a profile of each location, a photo of each location, an attachment of the election day layout of each building, the map point, the communications log, and 40 items of information about each building.  List the delivery constraints of each location and feed that information over into the dispatcher section.  List the specific equipment and supply needs for each polling place and feed that information into the election day packing guide.

No other single system includes all these particular capabilities, i.e., the map and photo, the communications log, and the delivery constraints and supply needs feeding into the dispatch and packing sections.

List, profile, and report for polling places, training locations, and regional election centers.

Other systems do not list , profile, and report training locations and RECs.

Enable poll workers to go online to enroll and dis-enroll, volunteer to serve, change their own contact information, re-read all the communications that have been sent to them (or listen to the message if it was a phone call), change their response to a message, review their payroll history, watch videos, take online classes and quizzes at a secure website.  Create both classroom and virtual online training classes for poll workers

No other program allows the poll workers to manage themselves online.

Display a map pinpointing the home of the poll worker in relation to all the surrounding polling places, with staffing needs at the polling places.

No other program does this.

Include a help desk that pre-populates the assigned poll workers, polling places, mobile phone numbers, precincts, and voting machines.  Automatically call trouble shooters that are appropriate for particular types of trouble calls.  Display previous calls from a polling place to prevent dispatching a duplicate trouble shooter.  Automatically telephone trouble shooters’ mobile phones to follow up if a trouble call stays open more than 30 minutes.

No other program does this.

Display a calling voter’s identification data, home address, home precinct, and polling place.  Display a map displaying both the voter’s home address and the voter’s polling place, with driving directions.

No other program does this.

Smartphone Mobile Applications for iOS and Android operating systems related to Elections Inventory, Equipment Tracking, and Call Center applications.

Patent Pending application for Mobile App feature (USPTO 61/627,945).  No other program does this.

Thanks,

Eugene

From: Beth Dlug [mailto:[email-masked]]
Sent: Tuesday, December 06, 2011 11:17 AM
To: Eugene Yu
Cc: Laura Potter; Kevin Distelrath
Subject: RE: CONTRACT_PROVISIONS_final 12-6-11

Thank you for visiting with us yesterday.  I will get this contract to the right people for their review and continue our deliberations on the feasibility of implementing this program in time for next year’s Election.

I will be back with you one way or the other within the next two weeks.

  _____

From: Eugene Yu [mailto:[email-masked]]<mailto:[mailto:[email-masked]]>
Sent: Tuesday, December 06, 2011 11:09 AM
To: Beth Dlug
Cc: Laura Potter; Kevin Distelrath
Subject: CONTRACT_PROVISIONS_final 12-6-11

Beth,

It was very nice to meet you and your staffs related to PollChief.

Attached please find our draft of contract for your consideration.

Please do not hesitate to make change if needed.

We look forward to having it ready so you can use it for your Primary Election.

Thanks,

Eugene

President

Konnech Inc.

517 381-1830 Ext 203