HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9184494Proposed Solution
Voter Magic Upgrade
May 2018
Prepared For
City of Fort Collins
Rita Knoll
City Clerk’s Office
Submitted By
Force Business Intelligence
Gregory Houston
6834 S University Blvd., Suite 416, Centennial, CO 80122 / 303-832-3970 / info@ForceBI.com
May 7, 2018
Rita Knoll
City of Fort Collins
City Clerk’s Office
300 LAPORTE AVE
FORT COLLINS CO 80521-2719
Reference: Voter Magic Enhancements
Dear Rita,
We appreciate the opportunity to discuss the upgrade of the Voter Magic application to the most current
tools and programming languages, and to add several new enhancements to the application. Because
of additional functionality added over the years, we agree that it would be good practice and time to
reorganize the underlying code to make it more readable, structured and organized. Additionally, by
upgrading to the latest tools, this will extend the supportable life of the application many more years.
Based upon our discussions we estimate the re-write and upgrade of the Voter Magic application
to take 180 hours. The table below includes the tasks and related cost estimates.
Force Business Intelligence will also deliver to the City of Fort Collins City Clerk’s Office, a copy of
all Source Code for this most current version of the Voter Magic Application after it is completed.
TERMS AND CONDITIONS
Gregory Houston will assume project manager responsibility for this engagement and will be
assisted by other members of our consulting staff as needed. We can begin work on this
engagement after we receive a signed copy of this proposal.
The fees for the programming and consulting services outlined this engagement letter will be
performed at the rate of $95.00/hour and total approximately $17,100. We determine our fees by
actual time spent and bill for our services weekly.
If, during the course of the engagement, we determine circumstances are such that substantially
greater work is required than estimated, we will discuss it with you and gain your approval before
proceeding.
This executed proposal letter is to serve as a contractual agreement between the parties included
herein. The State of Colorado governs the legality of this proposal letter.
6834 S University Blvd., Suite 416, Centennial, CO 80122 / 303-832-3970 / info@ForceBI.com
Item Functionality
1 Update codebase to Visual Studio 2017
2 Database logic - change out imbedded data sources and make compatible
with all versions of SQL Server from 2008 - 2017
3 New Category - Pending (In addition to Accepted, Rejected)
4 Control Sounds for specific actions and messages
5 Add VoterAddDate on Importing
6 Any time someone issues a ballot or scans a ballot, we need a pop up
message/reminder that says something to the effect “Should a comment
be assigned?” This pop up would not be needed for scanning
undeliverables; but the option to enter a comment should still remain on
the screen. NOT FOR BATCHING JUST. ACCEPTED BALLOTS IN THE
MAIL DON'T NEED A COMMENT.
7 Add DEFAULT COMMENT on import coming from a daily file
8 Modification to Menu Choice Batching. Change text to 'Scanning' Have the
following choices under Scanning: 1. Scan Accepted Ballots 2. Scan
Rejected Ballots 3. Scan Undeliverables 4. Scan Pending 5. Unscan a
Ballot 6. Admin Voids (Filter the Batch ID selection combo based upon the
Menu Choice) Only One Scan type windows open.
9 Need to be able to see unit numbers in the search results grid.
10 Need to be able to run reports in different ways. (Cumulative or Daily) For
example, the cumulative batch file is designed to be just that. But I also
use it to see what we did on a specific day. It would be good to be able to
run the report as the cumulative result, but also to be able to run the report
for the whole period selected, but on a daily basis, i.e. it would run
Monday, then Tuesday, then Wednesday, then Thursday, etc. without
having to cue each one individually. Group by date. (different report)
Report option is group by day
11 Need a new report for Rejected Ballots that gives Voter ID, Ballot #, Voter
Name, Residential Address, and Comment. It should probably sort by
Voter Name, as one voter could have multiple rejected ballots. That way
they would display together. Add this to Accepted ballots to Excel report.
12 Some of the ballots that we are rejecting because they need to go to
signature verification, will not unscan. We often have to unscan an earlier
ballot. Must be able to reject, unscan and then scan.
6834 S University Blvd., Suite 416, Centennial, CO 80122 / 303-832-3970 / info@ForceBI.com
13 Currently, there is no data capture of whether or not an replacement
application is required. It only appears as a choice when printing a
label. Can we capture that data, and then when a ballot is scanned that
has Application Required set to yes, VM will return an error message that
says “This ballot requires that a Replacement Ballot Application be
included with the ballot.” There needs to be two choices: Scan it
now or Set Aside for Rejection.
14 At the time of scanning, tied to the ballot, if an app is required, message
box to say "This ballot requires an application.
15 Can we have the ability to force the order that the choices appear in the
Batch Maintenance table? In other words, can I I assign the Batch ID
number so that they appear in order by number rather than alphabetically
by batch name? Batch ID would be a sort order determination. (Low
Priority)
16 Create Super-User Level (Rita & ?). They have EDIT authorization on the
Voter Maintenance screen. 1. Residential Addresses 2. Mailing Addresses
3. Upper section except for Name 4. Precinct information 5. Replace Ballot
Tab Edit should write to Audit Table
17 In the Voter Search window, make the Voter ID field type defaulted to
Begins With, which should, in turn, make the value field “active” and ready
for input.
18 Remove the language “ID req’d” from the label report.
19 In the report, Ballot Processed (by District), can you force a page break
after each District so that I can provide individualized reports to each
District tabulation station?
20 Have the search results grid display the ballot status to the right of ballot
number.
21 Fix the ability to scan by ballot number (current) OR voter ID # . Two fields
instead of one. Example: (So I have hundreds of voters that have become
ineligible to vote since we mailed our ballots. Primarily because they no
longer live in Fort Collins. )
22 Ballot Scanning and Unscanning write to Historical Table for Audit Trail
23 Validate Voided batches and counts - stored procedure mod.
24 Report to print labels (Avery Address Labels 5160), based on 1. Date
Voter was Added 2. Date an Address Change was done 3. Date a ballot
was rejected due to missing signature
6834 S University Blvd., Suite 416, Centennial, CO 80122 / 303-832-3970 / info@ForceBI.com
CUSTOMER ACCEPTANCE
City of Fort Collins agrees to all pricing, terms, and other conditions specified in this proposal.
Accepted by: City of Fort Collins Accepted by: Force Business Intelligence
By: By:
Title: Title: President
Date: Date: May 7, 2018