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AI- 3875   4. A. 8.    
Commissioners Court - Special Meeting
Meeting Date: 11/16/2012  
RFID Asset Management Software
Submitted By: Diana Barrera, County Clerk
Department: County Clerk  

Information
RECOMMENDATION
Discuss and considering entering into a Letter agreement with Independent Professional Management, Inc., (IPM) for the purchasing of an RFID asset management tracking software and hardware for use in County Clerk Voting Equipment Warehouse.
BACKGROUND
IPM Asset Solution’s Radio Frequency Identification Asset Management Program (RFID) is a wireless inventory system that will be used to track Nueces County Voting equipment. This system uses RFID tags and barcode labels to track and create associations between pieces of equipment. A database of all election assets will be hosted on IPM Servers. This allows for a streamlined equipment check-in and checkout process, accurate inventory records, and more efficient warehouse procedures.

Currently the county owns 433 eSlates, 252 Disabled Access Units (DAU’s) and 252 Judge Booth Controllers (JBC’s). These 937 units are housed in a warehouse facility until they are assigned to early voting or Election Day sights. Universal passive RFID tags will be placed on all 937 pieces of equipment as well as 87 equipment caddies and will be read using an RFID scanner (two of which will be provided). Additionally, barcode tags will be placed on all Mobile Ballot Box (MBB) memory cards.

This will allow the county to assign voting equipment to specific voting location, associate JBC, eSlates, DAUs, caddies and MBBs for tracking and inventory purpose, track any equipment that may be needed for replacement or emergency needs, and to verify that ALL equipment is returned to the warehouse after an election.

This equipment will be purchased with Help America Vote Act (HAVA) monies which will expire on December 31, 2012.

Hosting costs after the first three months will be covered by the HAVA grant monies as well. 
DISCUSSION

Budget Information
Information about available funds
Budgeted: Funds Available: Adjustment: Amount Available:
Unbudgeted: Funds NOT Available: Amendment:
Account Code(s) for Available Funds
1:
Fund Transfers

Attachments
RFID Contract

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