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5.0 Requirements & Requirements Response

1. 4 Capacities According to the federal Elections Assistance Commission EAC ballot styles are at minimum different from one another in content and under some definitions they may additionally differ by size of type graphical presentation language used or method of presentation e g visual or audio Define which aspects such as content language rotation or any other aspect are included in your software as a ballot style The EMS has numerous options that support the ballot requirements of a jurisdiction which may have an effect on the ballot styles generated in an election The software uses the following aspects when creating ballot styles Partisan or non partisan ballot e Combination of offices and candidates by AD ED e Rotation candidate and group e Language e By ED or By Style election a unique ballot style is created for each ED or a ballot style can be applied to one or more EDs ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 39 of 126 The Board of Elections in the City of New York December 17 2008 EMS Specifications Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 5 Based upon this definition respond to the following a What is the maximum number of ballot styles supported by the proposed EMS and for the Pollsite hardware b What is the maximum number of translated ballot styles supporte
2. ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 30 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device into importing the totals into the reporting system as an interim step A central scan solution that meets all of the Board s requirements is currently under development at ES amp S with expected entry into certification in the early summer of 2009 27 Audit Logs Describe the logging capabilities of the EMS system a Which applications have event logging b What types of events are logged c How are logs managed d Are the logs circular e How is log size controlled f What log reports are available g Are logs encrypted h Are there different logs for system issues vs logs for particular election All of the applications in the Unity suite include audit log functionality The application modules log all user and system initiated activities Audit logs are maintained in both the Windows Event Log Viewer and an application specific audit logging database Log events are classified as Fatal Error Warning Informational and Verbose Any database write action user response to warnings relevant user actions like opening an election switching to a different module exiting the application etc are logged Verbose event
3. ES amp S AutoMARK Operations Courses This course introduces the selected hardware and voting system The participant gains the knowledge skills and abilities to operate the system It includes an in depth overview of the system Pre Election Day preparation requirements and Election Day operations and troubleshooting The audience for this course includes BOE staff election officials voting system technicians and training consultants adjunct trainers Product Train the Trainer Course Optional This course of training shares the training techniques surrounding the selected voting system solution The participant gains the knowledge skills and abilities to train others on operating the varying components of the voting system Topics include how to best train adults pre training preparations an overview of the system Election Day operations including poll opening and closing and voting procedures troubleshooting procedures and practice training The audience for this course includes election officials city and election district trainers and training consultants adjunct trainers This course can be ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 86 of 126 The Board of Elections in the City of New York December 17 2008 Staff Training Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device for this course includes
4. ElectionWare is an integrated application that uses a single Postgres database for all of the election functions that comprises it This database is initially populated from the files produced by EDM and the initial information is then Each template contains default font font size alignment and data elements for each of the ballot ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 21 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device components such as e Office e Party e Candidate e Write in e Headings ElectionWare reads the ballot style election definition created by EDM and applies the selected template to automatically lay out the DS200 ballot All ballot styles defined in the election can now be viewed and printed Every piece of information that is printed on the ballot can be modified to allow for manual adjustments Changes can be made on a global scale or fora specific ballot style For instance with one edit you can change the font size of an Office Title on every ballot style on which it appears or you can change the Office Title on one specific ballot style Party integrity is maintained during manual changes because ElectionWare Paper Layout was created specifically to lay out NYC ballots It has been programmed to adh
5. AutoMARK ballot marking device has never been denied certification 5 8 2 Reference Jurisdictions Reference Jurisdictions Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Vendor Voting System References Provide five 5 references including name amp size of jurisdiction type amp number of voting systems date of first election Reference 1 Collier County FL Registered voters 194 439 Precincts 94 Reference 1 Wayne County MI Registered voters 1 4 million Precincts 1 198 ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 109 of 126 The Board of Elections in the City of New York December 17 2008 Reference Jurisdictions Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device contact information including name title phone number address and email Voting system 120 DS200s 120 ES amp S iVotronic ADAs and 2 Model 650 central counters First election use August 26 2008 Contact name Jennifer Edwards Supervisor of Elections Contact phone E mail 239 252 8450 jenniferedwards colliergov net Reference 2 Lee County FL Registered voters 287 203 Precincts 171 Voting system 240 DS200s 240 ES amp S iVotronic ADAs and 3 Model 650 central counters First election use August 26 2008 Contact name Sharon Harrington Supervisor of
6. contribute to the development of our project implementation strategy Phase 1 Initiating the Project Every project begins with our responsibility to demonstrate that we understand your specific needs and are prepared to deliver a voting system that meets expectations When NYC selects ES amp S as its election partner we work with you to quickly fine tune our thinking and formulate contract terms that define project expectations throughout the implementation process Phase 2 Planning the Project Next we formalize a project specific project plan striving to ensure a successful project implementation ES amp S project plans include specific milestones for the execution of logistics training testing and election project support The plan details the project objectives scope schedule risk and resources and recommends a communications structure designed to maintain open and clear communication Once the client approves the project plan we hold a critical kick off meeting with all key stakeholders to review the details and solidify our partnership Phase 3 Executing the Project From the moment ES amp S begins an implementation our project management team minds the details and methodically executes the tasks agreed upon in the project plan Key milestones include e Delivery of any necessary equipment e Program acceptance testing e Installation of any necessary software and or IT networks e Training administrativ
7. which includes the total number of ballots processed for the life of the terminal appears in the DS200 initialization report that prints automatically when the terminal is turned on and in the terminal s configuration report printed from the DS200 administration menu The ES amp S AutoMARK is not a tabulator and does not contain a public counter There is a life cycle counter that counts every ballot ever processed through the device 9 Electrical Requirements Detail the electrical requirements of the components of the Pollsite Voting System For each component supply the following a Average Load Describe the average load in amps drawn by each component b Peak Load Describe the peak load in amps drawn by each component and the circumstances under which the peak load is required c Charge Load Describe the load in amps during battery charging Current draw for the ES amp S DS200 a Average Load 1 7A b Peak Load 2 1A c Charge Load unit powered off 800mMA Current draw for ES amp S AutoMARK a Average Load 1 5A b Peak amps at boot up 1 8A c Charge Load from a 120VAC line is approximately 0 5A rms when unit is charging a discharged battery 10 Heat Requirements Detail the amount of heat in British Thermal Units generated by each device of the PVS during use storage and charging The maximum heat output of the DS200 is 233 BTU when
8. ES amp S does not have access to any records that could validate locations where disabled voters utilized a head switch to mark their ballot on the ES amp S AutoMARK BMD 10 Voting Tables Describe the feasibility of using the proposed Voting System in conjunction with ADA approved Voting Tables a Describe which voting table if any are recommended for use with your proposed Voting System b Describe any additional special needs or considerations for the BOE in using ADA approved Voting Tables The DS200 is mounted on top of a ballot box Jurisdictions using the DS200 normally provide ADA approved voting tables or booths to voters for the purpose of marking their ballot a There are many ADA voting booths contained within our OGS price list that are recommend for use b Considerations to selecting a voting booth or table would be available marking surface weight portability construction plastic steel etc The use of a voting table is feasible but not required as the NYC BOE has already procured and deployed an ADA voting table with the ES amp S AutoMARK inside 11 Write ins Describe the capabilities and suggested procedure of the proposed Pollsite Voting System that provides the voter with an easy and clear method of casting a write in vote a What is the write in method i Keyboard QWERTY or Alphabetic order ii Keypad QWERTY or Alphabetic order NYC voters
9. List jurisdiction where your proposed voting system is currently used Include in the list the number of registered voters number devices and languages used for each of these jurisdictions ES amp S has provided DS200s to 14 counties in the United States Information including customer names number of registered voters where data is available and number of devices for each client is listed in Appendix D 10 DS200 language use in Florida is Spanish English and Creole ES amp S has provided ES amp S AutoMARKs to more than 1 100 counties in the United States Information including customer names number of registered voters where data is available and number of devices for each client is listed in Appendix D 10 ES amp S AutoMARK language use is decided individually by our clients ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 111 of 126 5 8 3 Election Experience Election Experience Subcategories The Board of Elections in the City of New York December 17 2008 Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Organizational Capability ES amp S employs approximately 300 full time and contract personnel a Describe your organizational With skills ranging from system programmers and ballot layout iJi artists to Project Directors and on site election technical specialists capability San fi oe Every member of our staff is a specialist
10. Vendor Response Ballot Marking Device operation at any facility normally used as a polling place Polling places should be wired for electricity or have emergency power backup available The DS200 uses standard AC voltages and has a battery backup capability of approximately 2 hours standard AC voltages 2 Open Polls Describe the capabilities of the proposed Pollsite Voting System that enables it to be easily set up both physically and electronically by pollworkers on Election Day while still maintaining security What device if any is used in the process The DS200 can be programmed to power up when the LCD screen is raised The pollworker simply needs to unlock the lid of the DS200 raise the LCD screen and wait a few moments for the system to initialize When the OPEN POLLS screen appears the pollworker presses the OPEN POLLS button on the screen Depending on options set for the election definition the DS200 will automatically print a status report a zero totals report and or a zero certification report Once the start up reports are complete the pollworker closes and locks the switch door and secures the key in a safe place The DS200 is ready to receive Election Day ballots The ES amp S AutoMARK integrates closely with elections management software and optical scan hardware streamlining the setup and testing process before an election At the polling place election workers simply u
11. 0 015494 cm Smoothness 130 Sheffields Moisture 5 5 percent Opacity 97 0 Brightness 92 to 94 PPI 338 13 Printing Specifications Describe in detail the requirements for printing ballots to be used with this Pollsite Voting System The ballots will be printed in accordance with all state and local requirements and will be printed to meet all ES amp S tabulator specifications These specifications are defined in the ES amp S Ballot Production Manual and will include but are not limited to 1 Correct paper stock 2 Proper ink density 3 Registration of ballot image on paper 4 Front to back registration 5 Finishing requirements All printers that produce a ES amp S ballot must complete a authorization process which includes demonstrating their ability to produce a ballot that meets the ES amp S standards 14 Ink Specifications Describe in detail the requirements for the ink used to print ballots Are some ink colors not recognized by the scanner Are there colors other than black which may be used For ballots to be read by ES amp S optical scanners no limitations on color apply and any commercial grade ink may be used However there are limitations on how dark the shading can be and on how close the lines shading and graphics can be to active voting positions Ink density must remain between 1 15 and 1 25 flat ink should always be used and powder should not be used when printing
12. A grant of immunity for any business related conduct constituting a crime under federal state or local governmental law including but not limited to fraud extortion bribery racketeering price fixing bid collusion or any crime related to truthfulness and or business conduct comment on the Secretary s intention to seek administrative relief against ES amp S for allegedly deploying uncertified AUtoMARK ballot marking devices The administrative hearing took place on October 15 2007 ES amp S is currently challenging the administrative hearing process conducted by the Secretary of State on this matter ES amp S filed a petition for a writ of mandamus claiming that the Secretary s administrative hearing on this matter was deficient ES amp S has appealed a lower court ruling in favor of the Secretary of State on the administrative hearing process and this matter is currently scheduled to be heard in March of 2009 In addition to and subsequent to conducting the public hearing of October 15 2007 the California Secretary of State issued a Statement of Findings and Decision on November 19 2007 and on that same date filed a civil lawsuit against ES amp S alleging that ES amp S provided certain counties within the State of California with federally certified and now California certified hardware modifications to certain Ballot Marking Devices that were not properly certified according to California statutes The lawsuit does no
13. Ballot Marking Device 5 Election Setup Describe the step by step operation of the EMS for the setup of an election Detail the differences between a_ primary election and a general election The Election Data Manager EDM is used to enter the election definition which will be used by the DS200 and AutoMARK systems Election information can be manually entered or imported into EDM Typically a master election database is created one time and contains all election districts political districts and election district and political district relationships This master file is then used to build each election to which election specific contests can be manually added or copied from a previous election file Next candidates and propositions are added to the election manually entered or imported Note that some jurisdictions import the entire election definition each election and choose not to create elections from the master election database Once the election definition process is completed and proofed ballot styles are created and assigned to the respective Election Districts The ballot style information is now used by the various Unity modules and vote tabulation devices Paper Ballot DSIM DS200 ElectionWare AUtoMARK and ERM EDM has the ability to print all required reports of Election Districts political districts district combinations contest ballot style listing etc The EDM module generates ballot
14. But there is nothing more important than project management expertise and account managers who instinctively understand the tasks required to achieve a trouble free election That is what sets the ES amp S project management methodology apart from other vendors ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 97 of 126 5 6 7 Public Education Assistance Subcategories The Board of Elections in the City of New York December 17 2008 Public Education Assistance Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device BOE in NYC has found that dedicated voter demonstration equipment is useful in performing road shows to various community groups Does your proposal include pollsite voting systems dedicated to this purpose How many 5 7 On Going Support 5 7 1 Warranty Services 1 Voter Education Programs Just as it is important to build into any new system implementation Describe the proposed approach and training for those who will administer the system and run methodology for participating in voter elections it is equally important to ensure that the voters come to education the polls well educated about the change ES amp S is well prepared to assist in the development and execution of a smart effective and strategic public awareness campaign ES amp S is capable of supporting voter education needs in a variety of fashions based upon the degree level o
15. ES amp S provides new releases upgrades or maintenance patches to the ES amp S proprietary software except for upgrades or new releases that are required due to changes in state law at no additional charge In addition since ES amp S is constantly engaged in research to enhance our current products ES amp S will make available to the ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 106 of 126 The Board of Elections in the City of New York December 17 2008 Support Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device using entity and or the State such equipment upgrades add ons or new products as they become available on terms acceptable to both parties 12 Support Contact ldentify one technical support contact that BOE in NYC system administrators can use to directly communicate technical issues Vicki Crosby will act as single point of contact for technical issues Mike Mankin will be the contact person for all other project related matters ES amp S employs a team of technical experts to provide specialized product support 13 Maintenance Period Specify an offer for annual maintenance services for 1 3 and 5 years after voting system warranty period ES amp S offers post warranty maintenance and support programs for our equipment and software The pricing of these programs will be ES amp S then current fees at the time a program is
16. Phase 5 Closing the Project After a successful implementation ES amp S conducts a closing meeting to review our initial commitments and ensure each project objective has been fulfilled to your satisfaction At ES amp S we see the conclusion of a successful project as a first step in an important and long term partnership with our customer 2 Quality Assurance Describe your proposed quality assurance and testing practices Explain your internal quality management program This should include reference to the use of any specific methodologies as well as the receipt of any quality certifications ES amp S is proud of our long record of delivering high quality products and services and successful elections We continue to identify potential improvements however in order to further our quality management practices in e Manufacturing process e Selection of ISO 9000 certified manufacturers and facilities e Extensive incoming quality assurance e High quality documentation and defined unit acceptance criteria e Pre defined system acceptance testing e Software process e Extensive and robust internal test lab e External test resources e Well established test scripts with more than 20 election types e Ballot production and election programming e Documented ballot specification production requirements and test fixtures e On site supervision of high risk third party production e Specific data gathering a
17. Pollsite Voting System Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device b The AutoMARK has three logs One is an operation log that keeps track of voter events and menu events ballot inserted ballot marked test menu entered etc The scanner log records any problems reported by the scanners The service log keeps track of any hardware failures of the unit c Logs are stored on the compact flash memory card that was used to load the election data onto the AutoMARK d AutoMARK audit logs are circular If the allocated amount of space is exceeded the first entries will be overwritten The amount of space is much larger than is typically used in the course of an election e The VAT audit logs are limited to 10 MBs 277 777 entries since they are stored on the compact flash card f The AutoMARK has an operation log a scanner log and a service log The operation log keeps track of all voter operations The scanner log keeps track of any problems reported by the scanners The service log keeps track of any hardware failures of the unit g Each AutoMARK will have its own audit log 5 2 3 Election Management System EMS Functionality EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 EMS Functionality Describe the key functions that the EMS performs and what is
18. Templates exist to match the ballot layouts used in NYC elections including listing parties across the ballot as used in General elections There are a number of ballot formats and sizes that can be used with the ES amp S AutoMARK All can meet the State full face ballot requirements All ballots are 8 1 2 in the short dimension There are 4 sizes in the long dimension These are 11 14 17 and 19 Each ballot has a matrix of potential voting targets that can be organized in row and column for party and contest presentation and can be presented in either portrait or landscape There are a total of 22 ballot templates 11 for portrait use and 11 for landscape use The matrix for all templates has 24 positions on the shorter side The number of positions in the matrix for the long side of the ballot is 38 or 50 ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 42 of 126 The Board of Elections in the City of New York December 17 2008 PVS Specifications Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device The ballots created by NYC for the 2008 elections using ES amp S s Unity software can be used with the proposed DS200 Pollsite Voting System for the 11 ballot 41 50 or 65 for the 14 ballot 50 62 or 81 for the 17 ballot 56 70 or 91 for the 19 ballot The full partisan ballot can be presented on one side with t
19. an overview of the system Election Day operations including poll opening and closing and voting procedures troubleshooting procedures and practice training The audience for this course includes election officials city and election district trainers and training consultants adjunct trainers ES amp S AutoMARK Poll Worker Training This course will introduce pollworkers to the voting system The participant gains the knowledge skills and abilities to operate the voting systems Topics include an overview of the system Election Day operations including poll opening and closing and voting procedures and troubleshooting procedures The audience for this course is pollworkers ElectionWare and Unity Software Training selected modules This course will introduce EMS staff to the individual modules within ES amp S ElectionWare and Unity suite software The participant gains the knowledge skills and abilities to perform basic system functions and to build maintain and store related information in one database The participant will also gain the knowledge to create an election ballot program election hardware with election specific information and reporting While ES amp S has developed a standard curriculum approach we believe a key element in a successful implementation is the appropriate customization and integration of our training to incorporate the laws regulations and procedures unique to the state and to the jurisdic
20. below Election Overview Partnering With and Converting to ES amp S Course This course provides a high level overview of a typical election ES amp S hardware and software and typical procedure and process methodologies ES amp S DS200 Operations Courses These courses introduce the selected hardware and voting system The participant gains the knowledge skills and abilities to operate the system They include an in depth overview of the system Pre Election Day preparation requirements and Election Day operations and troubleshooting The audience for this course includes BOE staff election officials voting machine technicians and training consultants adjunct trainers Product Train the Trainer Course Optional This course of training shares the training techniques surrounding the selected voting system solution The participant gains the knowledge skills and abilities to train other on operating the varying components of the voting system Topics include how to best train adults pre training preparations an overview of the system Election Day operations including poll opening and closing and voting procedures troubleshooting procedures and practice training The audience recommends for BMD are listed below ES amp S will work with the BOE staff to customize these programs for their needs and will continue to modify them based upon lessons learned and a full solution implementation
21. d Explain how Sip amp Puff and Rocker Paddle voters are able to perform a write in without assistance ballot b Regardless of language it is physically written on the ballot c Not applicable d Not applicable voter approves the ballot summary and marks the ballot the ES amp S AutoMARK prints the write in candidate name in the appropriate space on the paper ballot b amp c Currently the write in keyboard is displayed in English only d Voters can use either sip amp puff or rocker paddles to perform write in votes by scrolling through the alphabet and selecting letters to spell a candidates name 12 Time to Vote with Disability Describe the capabilities of the proposed solution in terms of input and output modes for the voter Give an estimate of the average time to vote using each mode Indicate if the voter is able to enter a write in in each mode with complete privacy and without assistance a Display Output amp Touch Input b Audio Output amp Touch Input c Audio Output amp Keyboard Key Pad Input d Display Output amp Sip amp Puff Input e Audio Output amp Sip amp Puff Input f Audio Output amp Rocker Paddle Input The DS200 quickly scans both sides of the ballot when recording results Once a ballot is marked on the ES amp S AutoMARK it should take less than 5 seconds to scan the ballot and confirm that the votes have been tabulated Time
22. required during ballot navigation and marking for any cast mode Voters with profound mobility issues may require assistance when transporting a ballot from the ES amp S AutoMARK to a ballot ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 70 of 126 The Board of Elections in the City of New York December 17 2008 Voter Assistance Devices Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device box or pollsite scanner An optional ballot secrecy sleeve is available to ensure that the paper ballot remains secret during this transfer Also optional would be the use of the AutoCast feature which allows the voter to designate whether he or she desire the ballot to return or be placed in a secure container in the rear of the ES amp S AutoMARK 9 Support for Other Assistive Devices Can the voter use any other two position switch assistive device such as a head switch that has a standard 3 5 mm mono plug interface Cite a county in which such device has been used in an election Not applicable for the DS200 If the voter requires the use of a voter assistive two position switch they should be directed to the ES amp S AutoMARK voter assist terminal to mark their ballot and then insert the marked ballot into the DS200 for tabulation Yes a two position head switch with a standard 3 5 mm mono plug interface will work with the ES amp S AutoMARK
23. these languages All listed languages are supported The ES amp S AutoMARK includes out of the box audio and display support for eight languages Five languages English Spanish Chinese Korean and Japanese are automatically supported with display text and synthesized voice translations generated by the system s Eloquence speech engine The software includes built in translated ballot text for Tagalog Vietnamese and Haitian Creole Additional languages can be added by creating custom bitmaps for the visual prompts for non Latin based languages and custom audio files for the audio prompts All instructions and ballot information are provided to the voter in each listed language 3 Ballot Presentation and Cast Modes List all the ways in which a ballot may be presented i e screen synthesized audio recorded audio printed on paper and all the ways in which a ballot may be cast i e touch screen QWERTY keyboard alpha keyboard keypad telephone keypad sip amp puff rocker paddle etc a Can every presentation mode be used with every cast mode b If not which combinations cannot be used c If so can the voter vote completely without assistance The DS200 provides the voter the opportunity to cast a paper ballot The voter is able to view their ballot in printed form as well as see any errors with their ballot on the DS200 touch screen These messages are available
24. 3 The procedure for confirming number of votes cast for both a general and primary election is the same The DS200 election results tapes print upon the closing of the polls at 9 p m and include vote totals by contest candidate party undervotes overvotes and so on The total number of votes may be reconciled with the total number of voters who checked in with the ED AD poll workers Not applicable The ES amp S AutoMARK marks voter selections on paper ballots for tabulation on separate equipment The system does not record votes report results or store ballot images and does not affect the City s recanvass procedure 18 3 Audit What procedure do you recommend for the required manual tallying of Voter Verified ballot selections and the audit of the electronic results against those manual tallies See Section 5 4 1 There are a few ways to tackle this depending on how the state finalizes the rules on this event 1 The PMD from Election Day can be zeroed and the ballots rerun The results tapes are simply compared side by side to the actual Election Day results tape 2 Anew PMD is programmed for that polling location the ballots are rerun and the results tapes are compared Not applicable to the ES amp S AutoMARK ballot marking device ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 126 of 126
25. EMS and the PVSes ES amp S offers refresher training for new staff and when upgrades are made available The ongoing training is available for all of courses and varying roles This training can be provided at the then contracted rate In addition to availability of instructor led refresher training ES amp S has product DVDs that are sold and used by many clients to accommodate turnover within their staff 5 7 3 Pollworker Training Poll Working Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 9 Ongoing Poll Working Training Support Describe available ongoing training support for pollworkers in the following areas a Refreshing pollworker skills of existing staff on existing equipment and processes b Training pollworkers on new processes developed over the life of the EMS and PVSes c Training pollworkers on upgrades and expanded Similar to staff training ES amp S offers refresher training for new poll workers and when upgrades are made available The ongoing training is available for all of courses and varying roles This training can be provided at the then contracted rate In addition to availability of instructor led refresher training ES amp S has product DVDs that are used by many clients to accommodate turnover within their staff ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 103 of 126 The Board of Elections
26. Elections Contact phone E mail 239 533 8683 sharrington leeelections com Reference 3 Lake County FL Registered voters 177 195 Precincts 102 Voting system 130 DS200s 130 ES amp S iVotronic ADAs and 2 Model 650 central counters First election use August 26 2008 Contact name Emogene Stegall Supervisor of Elections Contact phone E mail 352 343 9734 elections lakecountyfl gov Reference 4 Martin County FL Registered voters 96 837 Precincts 53 Voting system 75 DS200s 75 Voting system 800 ES amp S AutoMARKs and 1 200 Model 100 pollsite ballot counters First election use August 2005 Contact name Cathy Garrett County Clerk Contact phone E mail 313 224 0200 cgarrett co wayne mi us Reference 2 Will County IL Registered voters 350 000 Precincts 462 Voting system 462 ES amp S AutoMARKs and 502 ES amp S Model 100 pollsite ballot counters First Election Use March 2006 Contact Name Nancy Schultz Voots County Clerk Contact Phone E mail 815 740 4615 nvoots willcountyillinois com Reference 3 City of Detroit MI Registered voters 639 053 Precincts 620 Voting system 400 ES amp S AutoMARKs and 746 ES amp S Model 100 pollsite ballot counters First election use November 2006 Contact name Daniel Baxter Director of Elections Contact phone E mail 313 876 0190 E mail address not available Reference 4 Lake County IL Registered voters 4
27. NYC and State OGS Contract During the warranty period ES amp S will repair or replace any of our proprietary equipment or software that is defective in material or workmanship or otherwise fails to perform substantially in accordance with our documentation The warranty shall not include the repair or replacement of any ES amp S equipment components that are consumed in the normal course of operating the equipment including ink cartridges paper rolls batteries removable memory devices PCMCIA Cards ink pads or other consumable items used in the operation of the ES amp S equipment Any repaired or replaced item of ES amp S equipment or ES amp S software shall be warranted only for the unexpired term of the warranty period All replaced components of the ES amp S equipment or ES amp S software will become the property of ES amp S This warranty is effective provided that 1 BOE promptly notifies ES amp S of the failure of performance or defect and is otherwise in compliance with its obligations under the resulting Agreement II the ES amp S equipment or ES amp S software to be repaired or replaced has not been repaired changed modified or altered except as authorized or approved in writing by ES amp S Ill the ES amp S equipment or ES amp S software to be repaired or replaced is not damaged as a result of accident disaster theft vandalism neglect abuse use which is not in accordance with instructions or specifications furnished b
28. The DS200 produces an audible alarm at a frequency and volume level that may be heard without being disruptive Audio ballot functions are executed using the ES amp S AutoMARK Voters using the ES amp S AutoMARK are offered many audio ballot options ES amp S has worked with disability groups to determine the clarity of the audio messages feedback and instructions ES amp S will work with the BOE to develop audio ballots that meet New York voters language and comfort needs Key features of the ES amp S AutoMARK audio presentation include e Audio presentation in either synthesized speech or real voice files e Ballot and voter instruction message presentation in the language selected by the voter both in audio and visual formats All listed languages are provided Note that write in names are limited to use of the English alphabet ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 7 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Poll Site Scanner Vendor Response for Ballot Marking Device e Tempo and volume controls for adjusting audio ballot presentation e Pause resume audio capabilities e Multiple ballot navigation and selection methods including touch screen Braille embossed keypad sip amp puff tube foot pedal or any other two position swit
29. Unity Election Data Manager An XML file containing the election definition is created by EDM and imported by ElectionWare Once this information is in the ElectionWare database the user can design ballots and program media for all ES amp S tabulation products Initialization Election workers run ES amp S software from a compliant Windows based PC Each software module is password protected and records all system events by date time and user to a comprehensive audit log Refer to Appendix C and D 5 for more details on ES amp S Election Management System software ElectionWare Configure e BMD media creation and burning using ElectionWare Process and Package modules Note These new ElectionWare modules replace the AutoMARK Information Management System AIMS which was used in the NY 2008 Primary and General elections Initialization Election workers run ES amp S software from a compliant Windows based PC Each software module is password protected and records all system events by date time and user to a comprehensive audit log Refer to Appendix C and D 5 for more details on ES amp S Election Management System software 2 User Friendly Describe the user friendliness functionality of the proposed EMS Unity software follows the standard Windows model for user interaction ensuring that novice users can get up to speed quickly Each module includes a comprehensive Help fi
30. a user friendly ballot marking device that requires minimal effort to setup and operate at the poll site Once the device is powered up on Election Day no further action is required by the poll worker other than providing the disabled voter with his or her ballot and ensuring the voter is comfortably seated The pollworker may also need to ensure the voter understands how to navigate through the ballot either audibly or on the touch screen Operations The ES amp S AutoMARK provides secure independent ballot marking assistance for voters with disabilities The system marks standard paper ballots that are processed with the jurisdiction s tabulation system Configuration and Size The ES amp S is portable device that can be easily integrated into any polling site configuration The unit weighs less than 50 pounds and is enclosed in the NYC BOE transport cart for easy delivery and set up Staffing The ES amp S AutoMARK is easy for poll workers to learn and use and requires no additional polling place staffing Environment The ES amp S AutoMARK was designed for operation at any facility normally used as a polling place Polling places must be wired for electricity The device uses ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 59 of 126 The Board of Elections in the City of New York December 17 2008 Pollworker Activity Subcategories Vendor Response Poll Site Scanner
31. business days of receipt of PO See Note 1 amp 2 100 Units Delivered to Albany within 10 business days of receipt of PO See Note 1 amp 2 500 Units Delivered to Albany within 15 business days of receipt of PO See Note 1 amp 2 1 000 Units Delivered to Albany within 15 business days of receipt of PO See Note 1 amp 2 10 000 Units See Note 1 and 2 for DS200 manufacturing run rate and timeline for additional DS200 units Note 1 ES amp S has reserved 1 500 DS200 pollsite scanners within our Omaha inventory to accommodate a potential New York City order In addition ES amp S has taken further steps to initiate the manufacturing process for additional DS200 scanners that would be required to fill a New York City order resulting from a contract award under this RFI Specifically on 12 3 2008 ES amp S directed REI to manufacture 5 600 DS200 pollsite scanners REI requires a 17 week lead time to commence production of this order REI has estimated it will be able to deliver 500 units per business week commencing 4 1 09 The final shipment of the 5 600 order is estimated to occur 20 Units Not applicable Units already delivered to NYC 50 Units Not applicable Units already delivered to NYC 100 Units Not applicable units already delivered to NYC 500 Units Not applicable Units already delivered to NYC 1 000 Units Not applicable Units already delivered to NYC 10 000 Unit
32. date Proposal Submission Subcategories Vendor Response Describe actions the firm will take to keep the proposed voting system supplied to the BOE in NYC in compliance with all applicable election laws and regulations During the warranty period and thereafter so long as the City has paid for and is receiving ES amp S Hardware Maintenance Services and ES amp S Software Maintenance and Support Services the equipment and licensed software shall be maintained or upgraded by ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 1 of 126 The Board of Elections in the City of New York December 17 2008 Proposal Submission Subcategories Vendor Response ES amp S in such a way as to remain compliant with all applicable state election laws and regulations related to accessibility including all current and future requirements necessary to remain certified for use in the State of New York Maintained or upgraded shall mean only such changes to individual items of the licensed software but not equipment as are technologically feasible and commercially reasonable in ES amp S discretion The City shall be responsible for the cost of all replacements retrofits or modifications to the ES amp S equipment that may be developed and offered by ES amp S in order for such ES amp S equipment to remain compliant with applicable laws and regulations City shall also be responsible for i the cost of any third p
33. for Broad technical staff who will be responsible for administering testing and setting up the proposed voting system s software prior to the Primary amp General Elections in 2009 ES amp S training instructors will conduct requested classes on the applicable EMS Unity and ElectionWare modules to the BOE technicians This training will complement the training previously provided We will make every effort to utilize resources who have previously worked with EMS staff These individuals have become very familiar with NYC current systems and usage 8 Training Technicians Describe in detail the classes you will provide for Voting Machines Technicians responsible for setting up testing deploying and maintaining the proposed ES amp S training instructors will conduct requested VMT classes on ES amp S DS200 and AutoMARK operations and other courses and training activities requested by the BOE ES amp S previously worked with the BOE to customize a VMT Technician program that meets the needs of a BMD solution and implementation pollsite voting system prior to the We would provide a similar effort in customization and Primary amp General Elections in 2009 implementation of courses and technician training for the poll site scanner solution 9 Training Pollworkers When the Board is conducting classes for more than 40 000 pollworkers how do you plan to provide a corps of qualified trainers to conduct hands on t
34. implementation of courses and technician training for the poll site scanner solution 12 Training Pollworkers When the Board is conducting classes for more than 30 000 pollworkers how do you plan to provide a corps of qualified trainers to conduct hands on training directly on your equipment for each pollworker See Section 5 6 3 ES amp S training instructors will conduct requested poll worker classes on ES amp S DS200 and AutoMARK operations and other courses and training activities requested by the BOE We have prior experience on resourcing large implementations like NYC 13 Pollsite Voting System Boot Time What would be the boot up time for the Pollsite Voting System based on the number of lots recorded voice for office candidate names and instructions for five languages in keeping with the volumes shown in Appendix A and including all other factors that would affect boot up time for BOE See Section 5 2 6 The DS200 will generally boot to the user screens in less than one minute Depending upon It is anticipated that the maximum boot up time for the indicated election would be 10 the size of the election the DS200 will process the election definition data and complete the open routine in less than one minutes This improvement is due to a change in audio file format and handling of verification minute as well It is possible to create an extremely complicated election and include e
35. in one or more aspects of managera an inancial O automated elections successfully provide the requisite products and services ES amp S corporate headquarters is in Omaha Nebraska The to the BOE in NYC for the 2009 company maintains eight facilities across the United States ES amp S Ee has a client base of more than 2 500 jurisdictions including more eee poner and sGenetal than 1 700 county jurisdictions ES amp S does business in 41 U S 3 states Canada and several other countries around the globe b For the 201 0 Primary and As the world s largest provider of election equipment software and General Elections services ES amp S is fully staffed to meet the City of New York s implementation and support requirements in 2009 and beyond 2 Qualif ied and Experienced Staf f Election Systems amp Software focuses solely on elections Because Indicate the number of full time we do not split our resources among multiple industries each of permanent staff dedicated to voting our full time associates and every member of our contract staff is and elections systems in the US For qualified to provide the highest quality election support available each such staffer person indicate We understand the industry s risks and are acutely mindful of the number of elections they have unforgiving deadlines inherent to any election and we support each supported of our clients with an entire company of professionals prepared to respond to
36. in the City of New York December 17 2008 Poll Working Subcategories Vendor Response Ballot Marking Device Vendor Response Poll Site Scanner capabilities over the life of the EMS and the PVSes 5 7 4 Ongoing Support Services Support Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device 1 Pre election Number amp Skills of ES amp S is capable of supporting this requirement Our company will Support Staff On Site Off Site Describe the number and skill levels of proposed full time permanent vendor staff that will support show on site and off site separately BOE in NYC prior to a Election Day for the Primary in 2009 b Election Day for Primary Run off in 2009 14 days after Primary c Election Day for the General Elections in 2009 d And for any other Elections that once again commit sufficient resources to meet all your pre election election day and post election support needs to implement the DS200 throughout the five boroughs of NYC This would be true for the 2009 Primary 2009 Run off 2009 General as well as any other elections for the term of the contract ES amp S will provide both technical and project management staff to each borough to ensure that each meets its deadlines for receipt acceptance testing and election preparation of the DS200 pollsite scanner and ES amp S AutoMARK BMD the resources and services you will provi
37. made to comply with a change in election law would NYC staff roles and typical be released with the timeframe governed by the law We typically timelines release other enhancements every year During the warranty period and while the client continues to pay for and receive software maintenance and support ES amp S provides new releases upgrades or maintenance patches to the ES amp S proprietary software except for upgrades or new releases that are required due to changes in state law at no additional charge 7 Warranty Period a For each component of the PVS when does the Proposer consider the 5 year guarantee on parts and service to begin b BOE in NYC requires that for security reasons all access for system support be on site The warranty period for proposed election equipment begins at the completion of acceptance testing for the number of units per each separate order placed by the BOE and after all required acceptance documentation has been completed Acceptance testing will be provided to the Board of Elections for the City of New York according to the negotiated pricing terms and conditions contained in the State of New York Contract The parties shall mutually agree ona common warranty start date for the initial purchase of equipment by the BOE provided such warranty start date occurs no later than thirty 80 days after final delivery and acceptance of the initial ES amp S Requirements Response_01 09 09_FINA
38. point the customer is routed to the appropriate technician who will assist the caller with resolving the issue Customers may also send a Help Desk request through our dedicated e mail address technicalservices essvote com and receive a reply or callback within 1 business day On Election Day ES amp S increases the number of technical support staff at the Help Desk Support hours are unlimited on Election Day On Election Day the Help Desk is available until all elections are complete Customers use the same toll free number to receive this support 7 Escalation Procedure Describe If an ES amp S Help Desk technician cannot resolve the issue the issue the proposed escalation procedure is escalated to a development staff member for resolution Once a to handle support calls and assure resolution is determined the Help Desk technician will contact the timely resolution of support and customer and provide the resolution maintenance TeguesIs If an issue requires a maintenance event the ES amp S Help Desk will notify the Field Services group of the request and provide all necessary information to perform a maintenance event 8 Help Desk Reporting Describe ES amp S uses call tracking software to manage customer Help Desk the software used at your Help Desk calls Issue and resolution reports may be made available to track problems reported Do you according to the terms of the contract at the request of the BOE agree to
39. prevent the interconnection of contents and the election identifier foreign devices with contained in the definition before it accepts the USB media for use components of the proposed The DS200 does not allow other voting system i e prevention of devices to be mounted USB device attachment to pollsite voting system b The DS200 does not allow the connection of a projector Screen b Ability to connect a projector to shots are available for inclusion demonstration and training into PowerPoints and other training machines is desirable presentations ES amp S encourages hands on training with equipment i How would this be for optimum results on election controlled day Equipment used for training N and demonstration is the same as ii Do you offer training the equipment used during a live machines election iii In what ways do they differ from standard machines and are they interchangeable through configuration Can BOE do these conversions iv Are there simulation machines a External device connections include an audio jack for playing of sound accessibility device connector for sip amp puff users and a removable memory device compact flash slot for the election definition The removable memory device slot is secured behind a locked door The audio jack and accessibility device connectors do not allow the introduction of commands or data to the system b The proposed ES amp S equipme
40. put in place For the purposes of responding to requirement 5 7 4 13 our estimated fees for 1 3 and 5 years of post warranty maintenance services for the DS200 pollsite scanner are as follows 1 Year Hardware Preventative Maintenance and Support 213 00 unit Firmware Maintenance and Support 91 00 unit 3 Year Hardware Preventative Maintenance and Support 672 00 unit Firmware Maintenance and Support 288 00 unit 5 Year Hardware Preventative Maintenance and Support 1 178 00 unit Firmware Maintenance and Support 505 00 unit 14 List of Past Upgrades Provide a list of past software upgrades so that BOE in NYC can discern the history frequency and scope of change to the proposed voting system ES amp S Requirements Response_01 09 09_FINAL for Web doc An extract of the NASED federal certification listing showing the history of certifications for the ES amp S AutoMARK can be found in Appendix D 9 Also included in the appendix is a copy of the State of Florida certification letter dated August 7 2007 for the DS200 Page 107 of 126 5 7 5 1 Testing Testing Subcategories Ongoing Testing Support in addition the Post Election Activities amp Periodic Testing and Receipt amp Acceptance Testing referenced else where in this section describe the ongoing testing support offered for the following situations a Problem Detection amp Resolution Recertification a
41. required to initialize it The Unity Election Management System software suite provides end to end election management Key functions and modules include e Election database creation and maintenance using the Unity Election Data Manager EDM The Unity Election Management System modules which support our DS200 Poll Site Scanner are also used to support the AutoMark Ballot Marking Device e BMD configuration using ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 18 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device module e Election ballot layout creation using ElectionWare Paper Ballot DSIM but now integrated into the ElectionWare suite of applications e Election equipment configuration using ElectionWare Configure e Election equipment media creation and burning using ElectionWare Process and Package e Election results accumulation and report generation using the Unity Election Reporting Manager The Unity software election database application greatly reduces the workload for election administrators District relationships are set up once making election setup for future elections extremely efficient The user simply highlights the active election districts and enters contest and candidate information into the
42. results from the portable memory devices may be gathered and The Unity ERM module is used to upload ED results from the portable memory devices aggregate them and then use Not applicable The ES amp S AutoMARK is not a voting system tabulator No changes to New York City s ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 55 of 126 The Board of Elections in the City of New York December 17 2008 Post Election Activities amp Testing Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device uploaded into the BOE in NYC S Elect system them in all reports ERM may generate a standard ASCII file which can easily be formatted for export and uploaded in the NYC S Elect system PMDs can either be directly read by ERM at the central BOE location or if permitted read at regional sites and results transmitted or manually moved on media to the BOE location where they can be uploaded into ERM Also if permitted ED results may be directly sent by the DS200 to the BOE central site for use by ERM current reporting system are required 6 Canvass Re canvass Describe the The procedure for confirming Not applicable The ES amp S procedure you recommend to balance number of votes cast for both a AutoMARK marks voter voter and ballot counts at the general and primary election is selections on paper ballots conclusion of an elec
43. scanning a ballot in a powered on state 120VAC Heat output during storage not The maximum heat output of the ES amp S AutoMARK in BTUs when fully powered on is 700 BTU Heat output in non operational states would be ambient ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 44 of 126 The Board of Elections in the City of New York December 17 2008 PVS Specifications Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device powered up is 0 BTU Heat output when charging the battery 120VAC is 66 BTU 11 Ventilation Requirements Detail the ventilation requirements of each device of the PVS during use storage and charging List any dangerous chemicals that could be out gassed during any of these stages The ES amp S DS200 is designed for storage and operation in any enclosed facility ordinarily used as a warehouse or polling place Between elections and to prepare for the next election you must always charge the battery on the ES amp S DS200 No dangerous chemicals are out gassed during storage or operation The ES amp S AutoMARK is designed for storage and operation in any enclosed facility ordinarily used as a warehouse or polling place No dangerous chemicals are out gassed during storage or operation 5 3 Board Operations Requirements 5 3 1 EMS amp Pollsite Voting System PVS Maintenance EMS amp PVS Maint
44. system software The Open SSL tool is used it is FIPS 140 2 certified ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 81 of 126 The Board of Elections in the City of New York December 17 2008 Software Security Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 7 Data Recovery Protection ___ The DS200 stores all votes and Describe how the proposed voting election configuration files to an system detects and recovers lost external USB memory stick up to data in any component 8 GB If a terminal fails poll workers simply transfer the stick to a backup unit and seamlessly continue voting The DS200 backup memory and power supply ensure that no votes are ever lost due to power loss or equipment failure Results storage to an external USB memory stick prevents power surges or terminal malfunctions from affecting recorded results The system stores all election and ballot information on a non volatile compact flash memory card No data is lost in the event of a terminal failure Election workers simply remove the card from the current terminal and insert it into a spare unit to continue ballot marking without interruption The ES amp S AutoMARK does not tabulate results or store vote totals 8 Device Interconnection Security a The DS200 validates the media a What protections are provided type the digital signature on its to
45. templates has 24 positions on the shorter side The number of positions in the matrix for the long side of the ballot is 38 or 50 for the 11 ballot 41 50 or 65 for the 14 ballot 50 62 or 81 for the 17 ballot 56 70 or 91 for the 19 ballot The full partisan ballot can be presented on one side with the ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 119 of 126 The Board of Elections in the City of New York December 17 2008 Key Considerations Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device back side of the ballot used for referenda if space is not available on the front The layout can meet the required format of a matrix of parties and candidates in the General Election and still be used listing contests sequentially in the Primary Election 2 Languages Supported Does the proposed voting system provide text and audio in the following languages English Spanish Mandarin Chinese Cantonese Chinese and Korean Can all instructions and ballot information be provided to the voter in each of these languages See Section 5 2 1 The Unity EMS supports the following 13 languages e Chinese e Creole e Dutch e English e French e German e Italian e Japanese e Korean e Portuguese e Spanish e Tagalog e Vietnamese Instructions and ballot information provided to the voter can be displayed in each of
46. testers product line engineers and certification specialists Any non de minimus improvements requiring recertification by NYSBOE will be submitted to the State in accordance with NYS Election Law d ES amp S provides hardware and software support Help Desk toll free 1 877 ESS VOTE to resolve issues experienced during periodic maintenance election setup and election use Issue reporting and resolution procedures are detailed in our response to Section 5 7 1 3 Ongoing testing to support resolution of any issues detected during periodic maintenance is supported by an experienced team of software developers quality assurance testers product line engineers and certification specialists e ES amp S conducts an aggressive continuous sustaining engineering program to combat end of life components EOL When EOL components are identified Engineering Change Orders will be written and then approved by NYSBOE before implementation 5 8 Vendor Strength amp Experience Requirements 5 8 1 Certification 2002 amp 2005 Subcategories Certification 2002 amp 2005 Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Certification to 2002 Federal Guidelines Indicate which proposed voting system components are certified to federal 2002 Guidelines Provide dates and evidence of when software hardware and firmware received certification The proposed State of NY version of the ES a
47. the pollsite can accommodate to mark ballots simultaneously The DS200 can scan a typical ballot in 8 to 15 seconds depending upon the size and complexity of the document Marking a ballot with the ES amp S AutoMARK can take several minutes depending on the size and complexity of the ballot and the input method selected by the voter audio display rocker paddle or sip amp puff One of the advantages of having a separate device for ADA voters is that it in no way interrupts the service of the DS200 being utilized by the rest of the polling place voters 6 Ease of Pollsite Voting System Modification amp Re certification Describe the proposed plan by which the proposed Pollsite Voting System can be modified and recertified by the NYS BOE if needed to meet the needs of BOE in NYC for implementation for the September 8 2009 Primary Election 7 Multiple Election Districts Describe how each proposed Pollsite Voting System can handle multiple Election Any system modification requires NYSBOE recertification ES amp S will be required to submit the system to the qualified voting system testing lab for testing and qualification prior to submitting the modification to the NYSBOE The NYSBOE will then review the test results and certify the system or recommend additional modifications The amount of time required to modify and certify the proposed system depends on a variety of factors including the
48. the City of New York Vendor Response Poll Site Scanner The background colors fonts and messages are precisely defined in the adminscreens_xx_XX xml the messages_xx xml files sysobjects_xx xml and votermessages_xx xml where the xx and XX represent the two letter abbreviation for the language and its subcategory For example adminscreens_en_US xml holds the information for US style English ES amp S can modify the colors shapes fonts and messages used on all screens by modifying the adminscreens_xx_XX xml file the messages_xx xml file sysobjects_xx xml the votermessages_xx xml and the graphics files png format used for the backgrounds to suit a specific jurisdiction December 17 2008 Vendor Response Ballot Marking Device The ES amp S AutoMARK supplies voters with vision and mobility disabilities with the tools to privately cast a paper ballot The terminal s zoom and high contrast display options audio ballot and Braille embossed keypad provide full support for voters with vision impairments A port for a sip amp puff device foot pedal or other two position switch facilitates unassisted voting for voters with mobility issues Selections are recorded on the same type of paper ballot used by standard voters ensuring privacy and anonymity during ballot counting 2 Contrast Selection Describe the capabilities and suggested procedure of the proposed Pollsite Voting System for cont
49. the NYC 2008 elections These 2009 individuals have gained specific client knowledge that would assist b Election Day for Primary Run off in future NYCE elections in 2009 ES amp S will work with NYC BOE to define the specific number of c Election Day for the General individuals needed in each borough and call center as the 2009 Elections in 2009 elections near In addition we can supply necessary resources for d Election Day thereafter 2009 and beyond 3 Repair Due to Trucking Describe ES amp S will provide the BOE with an accounting of all costs that are incurred in providing repair services for those units of ES amp S equipment which have been damaged during transport to and from the poll site Since the cost of repairing a unit due to damage as a result of transporting such unit to and from the poll site is not covered under ES amp S warranty or post warranty maintenance and support services ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 104 of 126 The Board of Elections in the City of New York December 17 2008 Support Subcategories Vendor Response Ballot Marking Device Vendor Response Poll Site Scanner repair should they not be under program the BOE shall be responsible for all costs associated with warranty such repairs 4 Replacement of Accessories Not ES amp S will work with the BOE and our supply vendors to replace any Returned on Election D
50. the correct order the number of ballot style are as expected rotated contests and candidates are accurate etc The ES amp S Unity election software provides many places to help audit and validate election data to ensure that ballot styles are generated accurately Software validation processes can be run which analyze relationships defined by the entered data and look for incomplete or inaccurate data which can cause incorrect ballot styles to be generated Some of these processes can identify e Whether ED to political district relationships are defined accurately e Contests without candidates e Candidates without parties e Offices without active districts e Polls without EDs assigned The ES amp S Unity election allows for review of the display and recorded audio for all ballots via a standard desktop PC This system allows users to proof and review all election information before programming the individual compact flash memory cards Proofing can be done at the individual ballot element level or at the ballot style level For instance you can listen to every candidates name in the candidate list or you can review each candidate s name by walking through each ballot style ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 122 of 126 The Board of Elections in the City of New York December 17 2008 Key Considerations Vendor Response Poll Site Scanner Vendor Respon
51. the following required languages a English b Spanish c Korean d Chinese The DS200 pollsite scanner is designed to meet all the Common Standards of the Accessibility requirement in VVSG Volume 1 Section 2 2 7 1 In addition to these accessibility requirements the DS200 design includes a large LCD screen to improve voter feedback and a touch screen interface to simplify voter interface Situations that require voter interaction are displayed clearly in plain text and are supplemented with an audible warning signal A confirmation screen provides clear feedback to the voter that their ballot has been successfully tabulated Voter messages are displayed in the language chosen by the voter All other messages are displayed in English All listed languages a d are supported by the ES amp S AutoMARK The ES amp S AutoMARK provides visual feedback through the terminal s 15 inch diagonal screen Voter messages are displayed in the language chosen by the voter All other messages are displayed in English All listed languages a d are supported by the ES amp S AutoMARK 8 Audible Messages Describe how the proposed voting system audible device provides clear messages feedback and instructions to voters that require this type of assistance Are messages available in all of the following required languages a English b Spanish c Korean d Cantonese Chinese e Mandarin Chinese
52. them for the purpose of vote tabulation and reporting ES amp S designs all election systems to exceed the 22 month federal requirements for election data retention Election records do not expire automatically and can be maintained as long as the BOE requires ES amp S has many years of experience implementing secure and authenticated transmission of election results in large jurisdictions across the country The ES amp S Model DS200 optical scanner can be configured with either a landline based or wireless modem for the purpose of transmitting pollsite level election results to a central office The transmission of pollsite level election results utilizes open SSL on the DS200 to initiate the secure transfer of election results The results bundle is transferred utilizing a VPN to a secure FTP server at the central office The Election Reporting Manager of Ballots voted on the ES amp S AutoMark ballot marking device are fed into and tabulated on the poll level optical scanner s at each respective poll site These results are then captured along with all other ballots cast and tabulated on each DS200 optical scanner and become intermingled with the results bundles transferred from either the polling place of regional collection center ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 29 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcatego
53. to receive Election Day ballots Closing Polls Once the polls are closed and voting has ended the pollworker unlocks the access door then presses and holds the CLOSE POLLS button for approximately 5 seconds Once the CLOSE POLLS button is released the DS200 will close the polls and automatically print a Voting Results Report and any other reports set up to automatically print such as an Audit Log Report There are several ways to accumulate the results from the DS200 PMDs although NY law will not currently allow some of the methods to be utilized 1 Most simplistic Bring all PMDs back to borough BOE locations for downloading This Opening Polls The ES amp S AutoMARK integrates closely with elections management software and optical scan hardware streamlining the setup and testing process before an election At the polling place election workers simply unpack the terminal place the unit ona standard disability compliant voting table connect the system to an electrical outlet and turn the ES amp S AutoMARK control key to the ON position to prepare the system for voting The terminal s key activated administrative controls and election memory card are stored behind a locking panel to prevent unauthorized access Closing Polls Once the polls are closed poll workers simply turn off the control key unplug the unit and close and seal the doors of the transport cart The ES amp S AutoMARK
54. vibration or damage The transport cart was designed to safeguard the AutoMARK from shipping hazards 2 Receive Machines Describe the recommended procedures for receipt of Pollsite Voting System at Voting Machine Facilities post Election Only the DS200 USB memory sticks and results tapes must be transported to the location s where the results will be accumulated The DS200 can be stored at the pollsite overnight or returned to a VMF for check in and processing on Election Night There are several ways to accumulate the results from the DS200 PMDs although NY law will not currently allow some of the methods to be utilized 1 Most simplistic Bring all The ES amp S AutoMARK can be stored at the pollsite overnight or returned to a VMF for check in and processing The compact flash memory card can be left in the unit or removed and returned to Election Headquarters by the pollsite election official as directed by NYC BOE directives If post election simulations are required by New York City BOE we would recommend that you use the ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 53 of 126 The Board of Elections in the City of New York December 17 2008 Post Election Activities amp Testing Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device PMDs back to borough BOE locations for downloading This solution is the slowe
55. will be required to submit the system to the qualified Voting System Testing Lab for testing and qualification prior to submitting the modification to the NYSBOE The NYSBOE will then review the test results and certify the system or recommend additional modifications The amount of time required to modify and certify the proposed system depends on a variety of factors including the extent of required changes and the degree of system testing required by the NYSBOE The amount of time required to modify and certify the proposed system depends on a variety of factors including the extent of required changes and the degree of system testing required by the BOE 26 Absentee amp Affidavit Voting Results f BOE in NYC chooses to replace its current central count optical scan system do you have a central count system that reads the PVS ballots your are proposing Are you submitting this central count system for NY State certification ES amp S proposes that the Board of Elections continue to follow current procedures for central ballot tabulation at this time Totals from the City s current central scan system can either be manually added to automated totals generated by the ES amp S pollsite scan system or ES amp S may look Not applicable Implementing the ES amp S AutoMARK will have no impact on New York absentee and affidavit tabulation The ES amp S AutoMARK does not store vote totals or ballot information
56. will indicate their voting choices on a paper ballot If the voter desires to make a write in selection for a particular contest the voter simply fills in the write in designation on the ballot and fills in the oval adjacent to that designation The ballot is then inserted into the DS200 pollsite voting system where it is stored on the USB memory stick a Physically written on the a When a voter selects a write in target within an ES amp S AutoMARK contest the terminal displays an emulated QWERTY keyboard on the unit s touch screen Voters use this keyboard to input the name of their selected write in candidate The candidate name then replaces the write in line on the selected contest screen and in the audio and display ballot summary for the selected contest When the 1 Americans with Disabilities Act ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 71 of 126 The Board of Elections in the City of New York December 17 2008 Voter Assistance Devices Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device iii Paper scroll b Explain how write in voting is accomplished for voters using i Spanish ii Chinese iii Korean c Explain as an example how write in is accomplished for blind Mandarin Chinese only language voter i Does voter need to listen and select letters in alphabetic order Can voter skip through alphabet
57. 21 837 ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 110 of 126 The Board of Elections in the City of New York December 17 2008 Reference Jurisdictions Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device ES amp S iVotronic ADAs and 2 Model 650 central counters First election use August 26 2008 Contact name Vicki Davis Supervisor of Elections Contact phone E mail 772 288 5637 vdavis martinvotes com Reference 5 Pasco County FL Registered voters 276 669 Precincts 153 Voting system 185 DS200s 185 ES amp S iVotronic ADAs and 2 Model 650 central counters First election use August 26 2008 Contact name Brian Corley Supervisor of Elections Contact phone E mail 352 521 4302 bcorle ascovotes com Precincts 481 Voting system 300 ES amp S AutoMARkKs 397 ES amp S Model 100 pollsite ballot counters and 2 Model 650 central counters First election use October 11 2005 Contact name Cindy Pagano Chief Deputy Elections Contact phone e mail 847 377 2309 cpagano co lake il us Reference 5 Cuyahoga County OH Registered voters 1 053 232 Precincts 1436 Voting system 639 ES amp S AutoMARKs and 14 ES amp S Model 650 central counters First election use March 4 2008 Contact name Jane Platten Elections Director Contact phone E mail 216 443 6454 bejmp cuyahogacounty us 2 Current Use
58. 5 2 6 Election Management Systems EMS Specifications EMS Specifications Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 2 Data Elements Provide a list of data elements and database tables for ballot content and ballot layout include which elements are required and which are not and include field lengths and character types the be Languages Indicate if following languages can supported within the EMS a For Text English Spanish Chinese and Korean b For Audio English Spanish Sample database tables for the Unity Election system are located at Appendix D 11 The Unity EMS supports the following 13 languages in a Text environment All listed languages are supported The ES amp S AutoMARK e Chinese includes out of the box support for eight languages in e Creole audio and display formats ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 38 of 126 The Board of Elections in the City of New York December 17 2008 EMS Specifications Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device Mandarin Chinese Cantonese e Dutch Five languages English Chinese and Korean Spanish Chinese Korean w e English and Japanese are What additional languages are automatically supported with supported e French display text and synthesized If any of these langua
59. 6 D Operational 13 H x 14 W x 16 D Carrying Case Dimensions 8 H x 27 W x 24 D Metal Ballot Box Dimensions Operational 38 H x 25 W x 22 5 D Plastic Ballot Box Dimensions Operational 41 5 H x 24 W x 26 D b The DS200 component weights follow DS200 Unit Weight 23 pounds DS200 Carrying Case Weight 29 pounds Metal Ballot Box Weight 70 pounds Plastic Ballot Box Weight 34 pounds c If there is a requirement to move the DS200 within the pollsite after setup the ease of that movement depends on the configuration that that NYC BOE chooses to use with the machines on Election Day If the DS200 and plastic ballot box are used the unit is easily moved about as the ballot box has rollers on the bottom of the box The total weight of that configuration would be 86 pounds DS200 carrying case and plastic ballot box Alternatively the City could choose to place the DS200 plastic ballot box and any accessories into a transport cart This configuration would also allow easy movement of the pollsite voting system around the pollsite if required December 17 2008 Vendor Response Ballot Marking Device Dimensions Operational 17 6 H x 20 8 W x 26 0 D Closed 7 5 H x 20 8 W x 26 0 D Weight 48 lbs with internal battery Portability The unit is easily moved about the pollsite within the NYC steel transport table ES amp S R
60. 6 3 Staff Training Staff Training Subcategories 1 Training Types What types of training do you propose i e pollworker EMS etc Describe your approach to each type of training Vendor Response Poll Site Scanner When implementing a new election system training must be a primary consideration There are many different approaches to this challenge ES amp S measures the success of new installations by the ability of our clients to more efficiently manage their election process Vendor Response Ballot Marking Device The training provided for the BMD follows the same principles defined in the poll site scanner column We will complement the investment of training previously provided for NYC in 2008 The courses that ES amp S ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 85 of 126 The Board of Elections in the City of New York December 17 2008 Staff Training Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device using our systems Our comprehensive training program has been developed to promote a strong level of competency for all intended users We have developed a series of training modules that provide the skills to perform the necessary operations by each targeted segment of your election team The type of training recommended varies by product solution and client requirements Standard methodology appears
61. 9_FINAL for Web doc Page 9 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Poll Site Scanner Vendor Response for Ballot Marking Device system can be modified to use current BOE in NYC paper ballots styles can be supported however the Paper Ballot module DSIM code channel is required the Paper Ballot module DSIM code channel is required 17 Device Calibration Describe the nature and frequency of any requirements to calibrate any part of the pollsite voting system e g screens ballot counters audio features sip and puff features etc The DS200 is meticulously calibrated at the factory before shipment to a customer The touch screen and the scanner sensor have user accessible calibration routines but neither requires frequent calibration All settings should be tested during regular maintenance periods by the VMF technicians Touch screen and printer calibration are straightforward processes clearly defined in documentation This should be done as part of the pollsite setup for each election Scanner calibration is typically done only after a scanner is replaced and requires calibration ballots This process should be performed by qualified technicians 18 Environmental Requirements List the temperature F and relative humidity range in which the Polls
62. ES amp S RESPONSE NO n MacBride Fair Employment Principles A Yes or No If Yes describe rejection of a bid on a New York State contract or a lease with the State for failure to comply with the MacBride Fair Employment ES amp S Response Principles NO o Citation Violation Order Pending Hearing or Proceeding A citation violation order pending administrative hearing or proceeding or determination issued by a federal state or local government for violations of i health laws rules or regulations ii unemployment insurance or workers Yes or No If Yes describe ES amp S RESPONSE NO ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 116 of 126 The Board of Elections in the City of New York December 17 2008 Litigation Subcategories Vendor Response compensation claim requirements ERISA Employee Security Act human rights laws federal U S Citizenship and Immigration Services laws vi Sherman Act or other federal anti trust laws coverage or Retirement Income p Voluntary Exclusion from Contracting Entered into an agreement to a voluntary exclusion from contracting with a federal state or local governmental entity Yes or No If Yes describe ES amp S RESPONSE NO q r MBE WBEA Decertification Revocation or Forfeiture Denial decertification revocation or forfeiture of Women s Business Enterprise Minority Business Enterprise or Dis
63. ES amp S are compatible with the current NYC BOE preferred Server OS Windows 2003 Server All ES amp S client applications are certified to run under Windows XP Pro 3 Other Third Party Application Software Describe the specifications of the EMS Server other third party software Can these be acquired by BOE in NYC directly from the manufacture or must they be acquired bundled in this procurement ES amp S has included all specifications for the EMS Server in Appendix D 4 Third party application software is available for purchase through ES amp S but may be directly acquired by the City The EMS server recommended for the poll site system will also service all requirements for the Ballot Marking Device 4 Setup and Data Distribution to Boroughs Describe the EMS portion of the Election setup and the methods of data distribution to the boroughs Please see the response to question 6 below 5 Vendor s System Architecture Provide a high level description and attach a diagram of the overall Vendor s System architecture that clearly illustrates the proposed components and their interrelationship ES amp S has included a proposed system architecture diagram as Appendix D 5 6 Networking of EMS As mandated by the State of New York due to security concerns any product that counts votes or configures voting systems is not permitted to reside on a network Therefore the curren
64. GB compact flash memory card containing ballot data e Headphones e Sip amp puff device e Switch paddle device e Ballot privacy sleeve e Power cord e Keys NYC unique access door key silver and power key gold e ES amp S AutoMARK Ink cartridges 14 Additional Equipment Necessary Describe what additional equipment beside Pollsite Voting System if any will be required before during or after Election Day No additional equipment is needed to operate the ES amp S DS200 No additional equipment is required to operate the ES amp S AutoMARK 15 Ink Specifications Can the Ballot Marking Device mark ballots in colors other than black If so which Not applicable No The ES amp S AutoMARK uses an inkjet printer to mark an optical scan ballot with black ink only The printing technology is an HP Inkjet cartridge 16 Reading of Ballots f the pollsite voting system is optical scan system describe the kinds of ballots that the pollsite voting system currently uses and indicate if the pollsite voting The DS200 pollsite voting system is capable of reading either portrait or landscape ballots in lengths from 11 to 19 All BOE in NYC ballot The ES amp S AutoMARK is capable of reading either portrait or landscape ballots in lengths from 11 to 19 All BOE in NYC ballot styles can be supported however ES amp S Requirements Response_01 09 0
65. L for Web doc Page 102 of 126 The Board of Elections in the City of New York December 17 2008 Warranty Services Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device unless specifically agreed to by BOE in NYC Whenever remote support is provided this must be under strict supervision of BOE in NYC Describe your approach to meeting this requirement purchase of the equipment by the BOE For equipment purchased by the BOE after the initial purchase the warranty period shall commence upon completion of acceptance testing Any contract requiring full time on site personnel would have to be structured to pay for any such resources that are or are not located in NYC A process could be created for these dedicated resources to communicate with home office resources for additional help 5 7 2 Staff Training Staff Training Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 8 Ongoing Staff Training Support Describe available ongoing training support for staff in the following areas a Refreshing skills of existing staff on existing equipment and processes b Training new staff on existing equipment and processes c Training new and existing staff on new processes developed over the life of the EMS and PVSes d Training new and existing staff on upgrades and expanded capabilities over the life of the
66. Response_01 09 09_FINAL for Web doc Page 123 of 126 The Board of Elections in the City of New York December 17 2008 Key Considerations Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device system See Section 5 6 3 10 Training EMS Describe in detail the classes you will provide for Broad technical staff who will be responsible for administering testing and setting up the proposed voting system s software See Section 5 6 3 ES amp S training instructors will conduct requested classes on the applicable EMS Unity and ElectionWare modules to the BOE technicians This training will complement the training previously provided We will make every effort to utilize resources who have previously worked with EMS staff These individuals have become very familiar with NYC current systems and usage 11 Training Technicians Describe in detail the classes you will provide for Voting Machines Technicians responsible for setting up testing deploying and maintaining the proposed pollsite voting system See Section 5 6 3 ES amp S training instructors will conduct requested VMT classes on ES amp S DS200 and AutoMARK operations and other courses and training activities requested by the BOE ES amp S previously worked with the BOE to customize a VMT Technician program that meets the needs of a BMD solution and implementation We would provide a similar effort in customization and
67. S amp S urges our clients to implement facility and software access security issues and show how control policies based on industry best practices and the the proposed solution will jurisdiction s unique requirements These recommendations include handle potential problems activating applicable operating system controls user and password management and audit logging locking down storage facilities with keypad or swipe card locks and performing background checks on all personnel responsible for the storage and handling of election equipment 2 Flexibility to Modify Product for Security Should BOE in NYC identify security issues with the proposed product how will you address those issues Describe the security protections employed during system modification that ensures the integrity of the system Should the BOE require changes for the security aspects of the proposed DS200 solution ES amp S will work with the BOE to define and implement changes to meet the security needs of the City Updates that are required due toa change in the jurisdiction s security requirements shall be provided at an additional fee to be mutually agreed upon by the parties if they constitute a material change to ES amp S proprietary software and or require a substantial amount of time by ES amp S to complete Upgrades to the ES amp S AutoMARK are made by trained technicians using a password to authenticate credentials prior to all
68. The Board of Elections in the City of New York December 17 2008 5 0 Requirements amp Requirements Response 5 1 Administrative Requirements 5 1 1 Proposal Submission The following section must be completed by two members of the Proposer s Executive Team 1 We affirm that the firm s authorized representatives have read and understand all applicable Federal State and local election and information technology laws and regulations 2 We affirm that the firm s authorized representatives have read understood and agreed to comply with the requirements of New York State Election Law 3 We affirm that the proposed voting system and functionality provided by the election management system and all voting devices shall comply with all provisions of Federal State and local election and information technology laws and regulations and future modifications to those laws and regulations ES amp S RESPONSE ES amp S will exercise all commercially reasonable efforts to make any technologically feasible modifications to its proprietary voting devices and election management system software as may be required in order to comply with applicable relevant federal state and local election laws and regulations including New York state voting system standards as may be required in order to certify such voting system for use by the City of New York Specifically during the warranty period and thereafter so long as the City is receiving ES amp S Ha
69. The ES amp S AutoMARK is delivered in an airtight durable carrying case that can be locked and transported without additional packing The sturdy construction of these cases render them capable of withstanding impact shock and vibration loads accompanying surface and air transportation to and from the voting poll sites Many jurisdictions typically use county staff and or moving companies to transport the units to the poll sites and complete set up prior to Election Day The cases can be stacked five 5 high during transport or storage Case Width 26 inches Depth 34 Inches Height 14 Inches Weight 60 Ibs including unit The storage case is equipped with durable and a telescoping handle to aid transport 3 Multiple Ballot Formats Describe how the proposed Pollsite Voting System will handle all of the required ballot formats for all New York City Elections including listing parties across the ballot in the General Election ES amp S s Pollsite Voting System the DS200 is designed to accept ballots in any format The DS200 does not care if the ballots are portrait or landscape as long as the ovals are in the specified grid pattern This allows for unlimited ballot format designs To support NYC elections ES amp S in coordination with NYC BOE EVS designed a desktop publishing WYSIWYG application ElectionWare Paper Ballot specifically designed to conform to NYC ballot layout rules
70. Training Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device a typical election ES amp S hardware and software and typical procedure and process methodologies ES amp S AutoMARK Operations Courses This course introduces the selected hardware and voting system The participant gains the knowledge skills and abilities to operate the system It includes an in depth overview of the system Pre Election Day preparation requirements and Election Day operations and troubleshooting The audience for this course includes election officials voting system technicians and training consultants adjunct trainers ES amp S DS200 Operations Courses This course introduces the selected hardware and voting system The participant gains the knowledge skills and abilities to operate the system It includes an in depth overview of the system Pre Election Day preparation requirements and Election Day operations and troubleshooting The audience for this course includes election officials voting system technicians and training consultants adjunct trainers Product Train the Trainer Course Optional This course of training shares the training techniques surrounding the selected voting system solution The participant gains the knowledge skills and abilities to train other on operating the varying components of the voting system Topics include how to best train adults pre training preparations
71. able to view their ballot in printed form as well as see any errors with their ballot on the DS200 touch screen These messages are available in the voter s language of choice All other presentation and cast modes are available on the ES amp S AutoMARK bar allows the voter to visually see where they are on the ballot This can be done as fast as the voter can see and respond The ES amp S AutoMARK includes the following ballot presentations and cast modes e Display ballot Voters can navigate the ballot using the ES amp S AutoMARK touch screen The ballot display includes full support for high contrast display Zoom and simultaneous audio display e Audio ballot Voters who require an audio only ballot use the navigation keys on the ES amp S AutoMARK control pad to navigate the ballot and indicate selections The ES amp S AutoMARK audio ballot includes full support for volume and tempo adjustments and an option to blank the screen while voting to ensure voter privacy e Two position switch device The ES amp S AutoMARK includes an input port for any two position switch device including a sip amp puff tube and two position switch pedal Voters can use this input to navigate and cast a ballot in either audio or display format The voting process remains the same for each ballot selection method Every ballot presentation mode may be used with every cast mode No poll worker assistance is
72. advantaged Business Enterprise status MBE WBEA Violation A rejection of a low bid on a federal state or local contract for failure to meet statutory affirmative action or Minority or Women s Business Enterprise or Disadvantaged Business Enterprise status requirements on a previously held contract Yes or No If Yes describe ES amp S RESPONSE NO Yes or No If Yes describe ES amp S RESPONSE NO s Non responsibility Finding Under Exec Order 127 A finding of non responsibility by an agency or authority due to the intentional provision of false or incomplete information as Yes or No If Yes describe etc f ES amp S RESPONSE required by Executive Order 127 NO 2 Past Performance Issues Describe any past issues regarding the performance of your proposed ES amp S RESPONSE EMS or voting devices including delivery issues N A support services issues or de certification issues 5 8 5 Manufacturing amp Delivery Capacity Manufacturing amp Delivery Capacity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 the 2 per Manufacturing Site s List the sites address in which manufacture of occur Peak Production Provide the peak production capacity in units evidence of when this capacity was their square footage amp proposed voting system shall month for each site Show Manufacturi
73. age 43 of 126 The Board of Elections in the City of New York December 17 2008 PVS Specifications Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 8 Counters a Public Counter Describe how the Pollsite Voting System can keep a running total of the number of ballots cast or marked by the device for a given election divided by party for a Primary b Spoiled Ballots Describe how the Pollsite Voting System can control the number of times a voter can re do a ballot c Protective Counter Indicate if the Pollsite Voting System has a protective counter that keeps a running total by the device over its life and at what specific event in machine s process causes the increment of the counter and which component of the PVS is the subject of the counter i e which component if replaced resets the counter Public Counter After the DS200 scans and securely stores a marked paper ballot the system displays a confirmation message for the voter and increments the public count to confirm that the ballot has been counted and the totals have been added to system memory Spoiled Ballots The system imposes no mechanical limitation on the number of times a voter can spoil and edit a ballot for recasting If the BOE requires a limit on recasts pollsite workers must enforce this limit procedurally Protective Counter The DS200 protective count
74. age record of each card The option to display all precinct or accumulated results in real time is provided Election Reporting Manager can also print all required Election District and accumulated results reports All subsystem activity is tracked in the system log including the number of ballots accumulated from each Election District Election Reporting Manager processes each USB memory stick in a matter of moments The system can print unofficial totals reports as cards are processed Not applicable The ES amp S AutoMARK is not a voting system tabulator Its primary function is to mark the paper ballot for the disabled voter No vote totals are recorded on the device PMD ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 54 of 126 The Board of Elections in the City of New York December 17 2008 Post Election Activities amp Testing Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 4 Produce Reports Describe the capabilities and suggested procedures by which the proposed EMS will allow BOE in NYC to customize and produce ad hoc reports Official or unofficial reports consisting of any combination of vote data and presented in any available format can be produced at any time during the tabulation of votes or thereafter Election Reporting Manager offers the capability to produce reports that meet the above requirements These req
75. aining programs and the individuals that deliver this training Our staff possess various certificates and degrees related to adult education and training Depending on the member of the team we have certifications from American Society of Training and Development ASTD bachelor s and master s degrees in adult and continuing education and various certificates from individual subject line content We begin our internal certification process with a thorough selection process Prior to joining the team individuals must possess a minimum of two years experience as a trainer Training experience in a technical product subject area is preferred They must demonstrate the basic instructor techniques well rounded written and verbal communication skills including presentation skills and proficiency in skills in Microsoft productivity suite applications We also look for knowledge of instructional system design methodology in the candidates we select In addition we have a team of individuals who provided training ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 88 of 126 The Board of Elections in the City of New York December 17 2008 Staff Training Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device through out the boroughs in 2008 They have become familiar with specific customization borough desires and terminology used by the City These experienced individ
76. alized the code can be written to the ES amp S AutoMARK compact flash card in seconds The user can create pollsite specific compact flash cards put the entire election onto the cards or place groups of polls such ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 25 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device as boroughs on compact flash cards Once an original card is created using ElectionWare users can cut and paste the election definition from this initial master card to multiple additional cards using standard Windows cut and paste procedures 13 Write ins Describe how a write in vote is defined in the EMS The EMS defaults the number of write ins for a contest to be equal to its Vote For number For instance a contest that allows voters to select two candidates Vote For 2 would automatically have two write in lines The EMS also allows the BOE to override the number of write ins that are associated with a contest For instance the BOE can change the number of write ins associated with a Vote For 30 contest to a number less than 30 if the BOE wants to minimize the amount of space taken by the write ins on the ballot Write ins can be turned on and off at the contest level Write ins and the number of write ins can be set when im
77. along with Best Practices Security Seals and Locks document in Appendix D 7 e The ES amp S AutoMARK ballot marking device itself it is a single purpose sealed unit with a touch screen and ballot scanner marker It only recognizes selections made on the screen or through the assistive devices no direct input is available e Assistive device Toggle pad sip amp puff joy stick recognizes scroll and select commands only There is no direct input ability e Audio headset Plays sounds only no input is possible e Removable memory device A memory card with the election definition it is locked behind a door physical key lock to prevent tampering 6 Serial Number Security Describe Each DS200 is externally labeled Each ES amp S AutoMARK is how the components of the witha unique serial number externally labeled with a proposed voting system are secured Device serial numbers are also unique serial number Device through the use of physical and stored electronically in the system serial numbers are also electronic serial numbers stored electronically in the system 7 End to End Process Security As referenced in the response to question 1 above the proposed Describe the proposed approach tO security audit should include the facilities systems and procedures assessment and recommendations used to protect the proposed solution including the protection of the for process end to en
78. amp S in order for such ES amp S equipment to remain compliant with applicable laws and regulations City shall also be responsible for i the cost of any third party items that ES amp S notifies City are hereinafter required in order for the equipment and licensed software to remain compliant and certified and ii City s pro rata share of the costs of any future state certifications or recertifications and any mandated modifications to the equipment and or licensed software that may result therefrom that are not otherwise required as a result of any changes or modifications voluntarily made by ES amp S to the licensed software or equipment licensed and sold hereunder City s pro rata share of such certification or recertification costs and any mandated modifications to the equipment and or licensed software that may result therefrom shall be determined at the time by dividing the number of registered voters in the City s jurisdiction by the total number of registered voters in all New York cities and counties to which ES amp S has sold and or licensed the equipment and licensed software purchased and licensed by the City Updates that are required due to a change in such laws and regulations shall be provided at an additional fee to be mutually agreed upon by the parties 10 Requested Upgrades Describe the process of providing software updates for enhancements requested by BOE in NYC in accordance with the State BOE rules an reg
79. any election emergency While the number of elections supported by each of our staff members varies the average ES amp S associate has more than four years of experience with the company ES amp S supported more than 7 000 individual elections in 2008 alone with all of our U S clients requiring some level of service and support for the U S General Election on Tuesday November 4 This volume of support is not an exception ES amp S has supported more than 19 000 elections in the last three years 3 Indicate Names amp Titles Indicate the names and titles of staff that will be assigned and the names and numbers of staff that will be dedicated to BOE in NYC for 2009 primary amp general elections Mike Mankin State of NY Project Manager and Vicki Crosby ES amp S Project Manager for New York City will be the main contacts for the NYC BOE staff Supporting staff in Omaha will include key staff members familiar to the BOE including Colleen Haack Training Joe Waldron EMS Al Moraczewski and Kurt Deckelman Maintenance and Sheri Menges Election Support ES amp S will work with the BOE to determine staffing requirements for supporting the 2009 NYC Primary and General elections and will meet all of our resulting commitments to the BOE Due to the nature of elections and until ES amp S finalizes project requirements with the BOE additional names of assigned staff are not included in this RFI response ES amp S Re
80. arty items that ES amp S notifies City are hereinafter required in order for the equipment and licensed software to remain compliant and certified and ii City s pro rata share of the costs of any future state certifications or recertifications and any mandated modifications to the equipment and or licensed software that may result therefrom that are not otherwise required as a result of any changes or modifications voluntarily made by ES amp S to the licensed software or equipment licensed and sold hereunder City s pro rata share of such certification or recertification costs and any mandated modifications to the equipment and or licensed software that may result therefrom shall be determined at the time by dividing the number of registered voters in the City s jurisdiction by the total number of registered voters in all New York cities and counties to which ES amp S has sold and or licensed the equipment and licensed software purchased and licensed by the City Print Name Title Thomas F O Brien CFO Signature Print Name Title Matthew E Nelson Senior Vice President of Sales Signature 5 2 Voting System Design Requirements As shown in the Glossary BOE in NYC defines Voting System as the total combination of mechanical electro mechanical or electronic equipment and any ancillary equipment and all ES amp S Requirements Response_01 09 09_ FINAL for Web doc Page 2 of 126 The Board of Elections i
81. ash memory card can be programmed in a matter of seconds 8 Pre Election Supply Packaging amp Transporting Describe the capabilities and requirements of the proposed Pollsite Voting System for the packaging of Election Day supplies the transport of Pollsite Voting System to pollsites and the protection features designed to prevent damage or loss Describe recommend transport methods and procedures that are in keeping with State rules and regulations The DS200 comes complete with a durable carrying case that can be locked and transported without additional packing Its sturdy construction incorporates space for the power cord AC adapter and control keys The DS200 carrying case is also utilized as the top section of the plastic ballot box during storage or operation It can be removed and transported separately from the plastic lower ballot bin and includes rollers and a telescoping handle Additional pollsite scanner supplies used during Election Day operations official ballots emergency ballots spare seals marking device pens etc can be transported to the pollsite in the lockable lower ballot bin of the DS200 and removed prior to poll opening Approximately 3 500 ballots fit into the lower ballot bin In accordance with New York State election rules and regulations found in New York State Rules of the Board of Elections 6209 9 ES amp S recommends that the pollsite voting system be transported
82. ategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device a Support both automated and manual ballot layout design b Flexibility to allow modifications and corrections to the ballot layout Describe which formatting factors can be modified such as ballot layout and orientation graphics can be quickly and easily placed and changed using this module The system can make universal changes that carry over to all ballot styles or permit edits to individual ballot elements on one ballot style a Templates can be used for automatic layout design The user can also change the template settings if a manual layout is desired b ElectionWare allows the user to use a true ballot typesetting system for ballot layout and changes The typographic attributes font font size alignment etc of all ballot elements contest title candidate name party name props etc can be modified by the user The ballot layout capabilities of the system were demonstrated to the BOE in NYC during the 2008 primary and general elections 11 Screen Navigation Describe how a voter navigates through the screen of the pollsite voting system moves back and forth between screens between contests etc If user input is required the DS200 presents the voter with a message and choices represented as buttons on the display touch screen The ES amp S AutoMARK s touch screen controls and keypad b
83. atteries can be checked and charged without turning the unit on The battery obtains its charge automatically from the system s power supply and no poll worker intervention required to switch from AC to DC power The DS200 s internal battery supplies a minimum of two hours of continuous use in the event of power failure The unit s backup In the event of a power outage the ES amp S AutoMARK is equipped with an internal battery pack that provides sufficient capacity to allow two hours of voting The power supply automatically switches from the 12 VDC provided by the brick s supply to battery power when AC power is lost ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 15 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 11 Audit of Voting Tabulation Describe how the proposed voting system s central tabulation hardware and software is capable to efficiently consolidate vote results from each Election District and performing a full audit i e a re tabulation of the total vote count for purposes of determining the official election results within a satisfactory time after the election as determined by the BOE in NYC Discuss how the process is protected in emergency situations memory and power supply ensure that no votes ar
84. ay accessories not returned to the BOE on Election Day The BOE Describe the resources and services shall be responsible for all costs associated with the replacement of you will provide to replace these items accessories such as keys power cords extension cords head phones and rocker paddles that are not returned on Election Day 5 Spare Parts amp Accessories and As long as the City is under contract with ES amp S for maintenance Supplies Indicate if and which and support spare and replacement parts with the exception of spare parts accessories and consumable supplies and instances of abuse damages shall be supplies must be purchased and provided at no additional charge kept nt inventory al BOE In NYG All accessories and consumables are listed on the OGS contract Facilities Confirm that all of these price list However every component that makes up the ES amp S items are listed in your OGS voting system is not currently listed on the OGS price list due to Contract Price List these items being covered by the warranty 6 Help Desk Describe your Help ES amp S Help Desk support personnel are located in Omaha Desk and the procedures and Nebraska Customers requiring assistance call into our Help Desk problem resolution approach toll free number 1 877 377 8683 Monday through Friday 8 a m proposed for BOE in NYC to 5 p m Central time and select the appropriate prompt specific to their issue At that
85. ay and audio presentations The resulting marked ballot is then compared to the expected selections to ensure that each ballot position is marked accurately ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 45 of 126 The Board of Elections in the City of New York December 17 2008 EMS amp PVS Maintenance Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device mechanical scanning functions during Logic and Accuracy testing by feeding an audited stack of pre marked ballots called a ballot test deck through the scanner and comparing the resultant scanner totals to the expected test totals 2 Staff Level of Expertise Required Clients can perform most ES amp S DS200 and AutoMARK to Maintain amp Repair Describe preventative maintenance tasks with minimal training from ES amp S the suggested staffing levels and but only qualified ES amp S technicians should perform some advanced skill sets required of BOE in NYC maintenance activities ES amp S maintenance guidelines ensure that staff to maintain and repair the all personnel follow comprehensive consistent and thorough proposed Pollsite Voting System maintenance procedures Describe the level of such ES amp S requires that all jurisdiction maintenance personnel receive maintenance and repair and what training from ES amp S and read system maintenance manuals level should rema
86. ay supply items If desired our sales team will work with you to design and acquire this capability No additional equipment is required to operate the ES amp S AutoMARK 9 aoe ae ciate WoW See ca The DS200 will return any paper The ES amp S AutoMARK isa cleanly and clearly handle any exception ballots with exceptions without ballot marking device No while still maintaining the systems data recording any election data The votes or ballot records are system generates audible and stored or vote total visual alerts for the voter maintained The official Error messages are either ballot inserted to activate ae i voting records all vote descriptive or numeric both selections Once printing of message types have vote selections is completed rece mmended user CorrEciye the ballot is removed for actions featured in the system tabulation elsewhere Any user manuals Exceptions do not exceptions that occur during affect recorded election totals this process are identified on the display screen and audibly if applicable with instructions for recovery Logs of all exceptions are maintained in non volatile memory for diagnostic use 10 Power Outage amp Vote Tabulation The DS200 uses an Discuss what happens during a power outage or in case of other disasters at the pollsite with focus on the preservation of the vote counts environmentally friendly internal lithium ion battery that requires no special maintenance B
87. basic report formats all reports can be generated in ASCII format for export to Excel Access and many other standard formats for user customization HTML and ASCII reports are generated by selecting the appropriate menu option No third party software is required to generate standard reports The Unity EMS uses Crystal Reports to generate reports from our front end Election Data Manager EDM All information that can be entered into EDM will have an associated report for instance Election District political district contest and candidate reports can be used to validate data entry and imported data Crystal Report provides built in features to allow reports to be created and saved in various formats such as HTML Excel Word etc The BOE can use Crystal Reports to create ad hoc reports 19 Error Logs Describe the capabilities of the proposed EMS to maintain produce and print out error logs ES amp S Requirements Response_01 09 09_FINAL for Web doc The EMS applications maintain complete event and error logs that record the date and time of each user action and error condition encountered by the system The Unity EDM and ERM applications use the Windows log for all log message recording These logs are accessed using Windows provided methodology ElectionWare maintains its own log and is accessed through ElectionWare menu selections Page 28 of 126 The Board of Elections in the City of New York Decemb
88. battery c Transportation and Storage The DS200 is unlikely to fail when properly stored and transported in the included carrying case The lockable case is capable of withstanding slight impact shock and vibration loads accompanying private ground transportation The systems must also be stored correctly in a controlled environment to minimize failure d If stored in an uncontrolled environment the DS200 should be kept in its portable carrying case Units can be stacked five 5 high when stored in this case e The DS200 pollsite voting system size and dimensions a Environmental Storage 50 to 104 degrees Fahrenheit Between 10 and 85 non condensing humidity b Electrical Charging The ES amp S AutoMARK contains a built in power supply that operates from standard AC line voltages It also includes batteries with sufficient capacity to allow the unit to continue to operate for at least 2 hours after loss of AC power Specifications e Input power voltage 93 264 VAC e Input power frequency 45 66 Hz e North American line cord 6 feet e Battery Hd up Time min 2 hours c Transportation and Storage The ES amp S AutoMARK should be transported to the pollsite in the NYC transport cart to minimize any damage from impact shock or vibration loads during the transit The ES amp S AutoMARK can also be transported to the pollsite in an optional durable carrying case that can be loc
89. ber 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device when the second file reaches 4K it creates the third file When the third file reaches 4K it rolls over and overwrites the first file An audit event report by election is available All reports are by election and the user can choose a date range event type s and if the report is to be sorted ascending or descending The primary logger is encrypted and protected by the database security itself The fallback logger is digitally signed since it resides external to the database All the audit events get logged to the same repository However there are provisions to filter the events by election and by event type In addition to application event logging ES amp S has journal logging on all tables Every table in the database has a journal table which has history of all events that happened in that table 28 Ballot Style Number Management As contests and candidates are added and deleted during the petitioning period and subsequent court challenges how are ballot style numbers and code channels maintained between previously printed ballots for unaffected pollsites and the ballot definitions for the BMD If the number of ballot styles does not change then the EMS maintains the ballot style numbers and code channels between the old and new ballot definitions The BOE wou
90. c reports as required by BOE in NYC Also list a All of the files and reports that can be produced and in what format HTML XML XLS etc b The steps required to produce these files and reports in the various formats c The version of formats used to produce files if applicable d Any third party software that BOE will need to use with the proposed software to generate reports Election Reporting Manager ERM produces a wide array of election reports and election results displays Poll level and accumulated totals reports provide a quick and effective means of accommodating candidate and media requests for election results and are available upon demand ERM also generates various public displays printed reports and links to the media The display program scrolls automatically through the live results with a user definable time delay All reports can be printed on demand as well as printed to disk for display on television or computer monitors Multiple free standing PCs overhead displays or large screen video monitors attached to the reporting PCs provide very effective dissemination of election results ERM generates HTML reports that can be posted on a Web site so the public and media can obtain the results via the Internet All reports types and option settings are selectable from drop down tabs and subsequent option buttons and option forms made available when a report is selected Although the user cannot alter
91. cannot be powered evident seals can be P up without the control key applied e Tamper evident seals can be e The device cannot be applied to the case itself to powered up without the prevent malicious entry control key Please reference the Best Please reference the Best Practices Security Locks and Practices Security Locks Seals document in Appendix D 7 ang Seals document in for a complete description of the Appendix D 7 fora tamper evident seals and locks complete description of the available for use on ES amp S voting tamper evident seals and equipment locks available for use on ES amp S voting equipment 4 Security Controls on Firmware amp Procedures for the DS200 include All three controls described Software Describe the different validation of the firmware software below must be compromised levels of security that would have to against the secure hash signatures to present a threat to the be bypassed in order for a person to for the authorized software They ES amp S AutoMARK gain access to firmware or software also include automated digital O code in any proposed voting system signature validation for the election Physical Security component Describe how each definitions prior to loading and e Access to the devices and device of PVS can only be fees them a the cone With the facilities where the programmed by a copy of the EMS t259 Proceoures in place no devices are stored unauthorized softwa
92. ce standard for certification the trainer will recommend the candidate for certification to the Training Services Director 4 Initial Certification The ES amp S Training Services Director will observe each candidate during a training event and certify the individual as a trainer if her she demonstrates the required performance standard for certification 5 Annual Observations The ES amp S Training Services Director will observe each certified trainer periodically and at least once every 12 months Recertification will be required where appropriate BOE Depending on the role played ES amp S recommends that each election official attend the Election Overview course applicable Product Operations courses and the ElectionWare and Unity Software Training The curriculum gives the individual a strong foundation in typical procedures and processes as well a strong overview of hardware and software solutions utilized by the city Trainers optional ES amp S will work with the BOE to provide a Train the Trainer program that complements the NYC Train the Trainer program Our typical recommendation is that each individual selected by the client to train others on their behalf become certified Varying with the curriculum that the trainer is going to support 3 5 days of training will be required to become certified The initial training is the completion of operations training for each piece of equipment on which they will train T
93. cess the ES amp S AutoMARK has passed the 1 5 million mark test ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 4 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Ballot Marking Device Vendor Response for Poll Site Scanner ES amp S designed the DS200 to meet or exceed the Maximum Acceptable Value MAV error rate of 1 part in 1 000 000 and the Nominal Specification Value NSV which is 1 part in 10 000 000 The DS200 reads only properly marked ballot targets that appear in the scanner s designated read area ES amp S configures the scanner s optical thresholds to ignore erasures and improperly marked targets and to read only marks that meet the strict requirements to be considered a valid vote and converted into digital data for vote accumulation Reliability and accuracy are also determined by identifying Percentage of Up Time POUT which is the probability the system will respond to an operational demand DS200 election audit trails provide the supporting documentation for verifying the accuracy of reported election results They present a concrete indestructible archival record of all system activity related to the vote tally and are essential for public confidence in the accuracy of the tally for recounts and for evidence in the event of criminal or civil li
94. ch e Continuous Audio prompts as to next actions available such as Press the right arrow to move to the next contest All pollworker functions are visually provided via the touch screen 9 Ease of Adding Languages Describe how the proposed voting system enables a jurisdiction to add additional languages for voters What additional languages have been used by other jurisdictions on the proposed voting system All voter messages are contained in a messages_xx xml file where the xx stands for the two character abbreviation for the language For example the messages _fr xml file would contain the voter messages in French So long as a TrueType font exists for the language a jurisdiction requiring a new language need only construct an additional messages_xx xml file with the proper translations and add it to the machine using the existing update process The DS200 has displayed Creole and French in addition to the required languages for New York City The ballot marking system currently supports the following languages English Spanish Mandarin Chinese Cantonese Chinese Korean Vietnamese Japanese Tagalog and Creole Customers have also used Lakota and Navaho languages on the AutoMARK To add a language that is not part of the supported list a set of translation files and graphic files are substituted for one of the supported languages not used in that election ElectionWare currently has
95. ch the EMS allows the jurisdiction to modify instructions messages alerts etc presented on or by the PVS in form and content The EMS allows the jurisdiction to change instructions that appear on the ballot Voter messages that appear on the DS200 cannot currently be changed in the EMS All voter messages are contained in a messages_xx xml file where the xx stands for the two character abbreviation for the language used A jurisdiction requiring a modification to a message need only change the messages_xx xml file with the desired text and add it to the machine using the existing update process The jurisdiction can change voter messages in ElectionWare if required by importing them via a spreadsheet 12 PMD Writing Describe how the ballot data is written onto the Portable Memory Devices PMDs Pre Election DS200 ballot definitions are generated by ElectionWare and written to DS200 USB memory sticks from a management screen Election Day The DS200 stores election totals to the inserted USB memory stick as ballots are scanned on Election Day Pre Election ES amp S AutoMARK ballot definition files are formatted and written to compact flash memory cards using ElectionWare software Election Day The ES amp S AutoMARK does not scan ballots or tabulate results No information is written to the scanner s memory card during Election Day operation Once the ballot definition is fin
96. codes based on information entered by the user Ballots can be coded with the following information e Ballot style ID e Election District number e Split number e Party number or ballot type The DS200 Paper Ballot DSIM and BMD can now support more than 26 000 uniquely identified ballot styles There are no differences in the system between a primary and general election Each type of election can be set up manually or using the import facilities of EDM Using the Copy Election function within EDM does allow for an easy transition from a primary to general election You can use the primary election as the basis when creating a general election and simply delete any contests and candidates that will not appear in the general 6 Ballot Layout Process Manual Over ride Describe the capability of the proposed EMS to provide automatic ballot layout functionality while still allowing manual changes in order to maintain party integrity for General Elections a Describe the ability of the system to retain previously defined formats for ballot layout ElectionWare contains a desktop publishing WYSIWYG application specifically designed to create NYC election ballots Templates exist to design the three ballot layouts used in NYC elections Democratic primary Republican primary and Landscape general ElectionWare automatically creates BMD page layouts by using its Paper Ballot template information
97. confidence that the systems they use work accurately and reliably For ES amp S to certify a system each solution must be capable of passing rigorous testing by certified Voting System Testing Lab VSTL ES amp S test standards meet or exceed all voting system industry standards As a standard practice ES amp S tests all systems at the factory before delivery to ensure that each product conforms to the requirements of the local authority Before Election Day the BOE with the assistance of the assigned ES amp S Account Manager tests the systems again in the presence of political party representatives to complete an official L amp A test before the systems are sealed 3 Project Methodology BOE in NYC expects that Project Management Institute project management and control methodologies or their equivalent will be used ES amp S Project Managers are experienced election specialists who bring a solid record of success to any new voting system implementation The majority of our account managers are certified Project Management Professionals PMP through the Project Management Institute PMI a leader in cultivating best of breed project execution in the United States With more than 39 years in the elections business ES amp S has completed more than 2 000 voting system installations projects of every size and complexity Written plans and execution tools are important pieces of a successful implementation equation
98. crewdriver e Cleaning spray e Lint free cloth Standard maintenance tasks include cleaning optical sensors and adjusting belt tension ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 75 of 126 The Board of Elections in the City of New York December 17 2008 Technician Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device e 2 Philips screwdriver e T 10 screwdriver with a security center pin 5 5 Security amp Privacy Requirements 5 5 1 Security Strategy amp Physical Security Physical Security Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Facilities Assessment for ES amp S would recommend hiring an independent security auditor to Security Describe your approach complete the facilities security assessment Utilizing an independent to facilities security assessment auditor to complete the assessment will ensure complete integrity and confidentiality for any finding The audit would include the a How do you propose to perform system facilities and processes The audit report would include a facilities security assessment findings and proposed recommended mitigation for any of the five 5 borough voting vulnerabilities discovered ensuring the confidentiality integrity and machine facilities availability of the proposed system b How will you identify any E
99. ction in either the durable carrying case plastic ballot box enclosure or in an optional integrated transport cart ES amp S recommends that the City consider the acquisition of NYC specific transport carts to store and transport the DS200 during election and non election cycles The DS200 is provided with a protective enclosure rendering the equipment capable of withstanding the transportation and storage requirements outlined in the VVSG Volume l section 3 subsections 3 3 3 Transport and Storage of Precinct Systems and 3 2 2 14 Environmental Control Transit and Storage In accordance with New York State election rules and regulations found in New York State Rules of the Board of Elections 6209 9 ES amp S recommends that the pollsite voting system be transported in vehicles and containers that will adequately protect the voting system from damage while being transported from the VMF to the pollsite and returned ES amp S recommends that NYC BOE utilize air ride trailers with appropriate locking rails to minimize shock vibration or damage to the equipment December 17 2008 Vendor Response Ballot Marking Device Post election the ES amp S AutoMARK and associated supplies will be transported from the pollsite to the VMF in the NYC BOE transport cart The BOE has developed extensive procedures and shipping safeguards to ensure the carts and enclosed BMD devices are protected from shock
100. ction system Examples of data that can be imported include e Election Districts e Political Districts e Offices e Candidates e Pollsites e Jurisdictional specific data that is printed on the ballot Input files can be formatted as fixed length fields or can be delimited Both ASCII and Unicode formats can be imported which provides support for multi byte character languages such as Chinese Header rows can be used to define the table and field names of the information contained in the import files The Unity EDM also contains an Automatic Import feature which provides a one click process to import all election data needed to create an election Simply put all your import files into a single disk folder browse to that folder and click Auto Import EDM imports all the files and automatically performs all tasks necessary to create the election The Import Wizard eliminates the need for duplicate data entry and reduces errors in the election process The election definition needed to support the BMD is created from the same data as the PSS thus it does not require any additional election definition import functionality The BMD does allow for the importing of audio files ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 20 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response
101. d by the DS200 The DS200 will generate the number of copies the NYC BOE chooses method for storing supplies and returning equipment to storage upon closing the polls 13 Voters per Machine What is the maximum and typical number of voters that can vote on the proposed voting system in 15 hours on Election Day 14 Pollsite Operation Breakdown Describe the capabilities and suggested procedure of the proposed Pollsite Voting System for its ease of It is the experience of ES amp S that this number is typically one of physical capacity of the ballot box and not throughput of the DS200 Depending on the length of the ballot and the ballot box being utilized the DS200 can accommodate from 3 500 to 5 000 voters Pollworkers simply lower the LCD screen and close the lid of the DS200 to power down the unit then lock the lid If necessary the Estimated throughput for the ES amp S AutoMARK depends on the selected input method Voters who exclusively use the touch screen typically take between three and five minutes to vote and mark a ballot Voters who use ballot audio which includes all ballot instructions and candidate listings could take up to 15 minutes if the voter listens to all audio files associated with the ballot ES amp S estimates the maximum real world throughput rate of the system where voters use only the touch screen input at about 20 ballots marked per hour or 300 ball
102. d by the proposed EMS and for the Pollsite hardware c What is the maximum number of contests per ballot style supported by the proposed EMS and for the Pollsite hardware d What is the maximum number of candidates per contest supported by the proposed EMS and for the Pollsite hardware e What is the maximum number of ED ADs which are supported by the proposed EMS and for the Pollsite hardware f What is the maximum number of political parties independent bodies that are supported by the proposed EMS g What is the maximum number of code channels supported by the proposed EMS a 26 000 ballot styles can be supported by the Unity EMS b 26 000 translated ballot styles can be supported by the Unity EMS c This is not limited by the EMS It is limited by the physical ballot i e the number of candidates in the contests the number of response positions required by these candidates and the physical space required for the text of the contests and candidate using a font that meets presentation requirements d This is limited to 200 candidates in a contest e Currently 9 999 ED ADs are supported by the Unity EMS f The EMS can handle 62 parties g There is one code channel that can support more than 26 000 ballot styles 6 Pollsite Voting System Boot Time What would be the boot up time for the Pollsite Voting System based on the number of lots recorded voice for office candidate names and in
103. d of Elections in the City of New York December 17 2008 Physical Security Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device alteration of the cumulative count of votes c Detail which locks are unique to particular units and which are common across all like devices from the Proposer ballot compartment doors b The barrel key locks all operation of the DS200 In addition there are places for the use of tamper evident and locking seals c The DS200 keys are common across all like devices or vote counting feature Therefore there is no vote count to compromise on this device c The two keys are different but each is the same for all like devices However the key for the steel transport table is unique to a particular unit 9 Voting Device Tamper Prevention Describe your proposed product s ability to preclude tampering or damage related to an election The ES amp S DS200 election definition is stored on a USB memory stick that is inside a locked compartment The memory stick itself can employ a wire type seal to add tamper evidence The compartment door remains locked throughout the election day and the memory stick can remain sealed in the DS200 until the time to download results Both prior to and after use additional seals can be used to secure the DS200 itself as well as all ballot box compartments Details on recommended sec
104. d security for confidentiality integrity and availability of the proposed solution BOE in NYC ES amp S urges our clients to implement facility and software access control policies based on industry best practices and the jurisdiction s unique requirements These recommendations include activating applicable operating system controls user and password management and audit logging as well as locking down storage facilities with keypad or swipe card locks and performing background checks on all personnel responsible for the storage and handling of election equipment 8 PVS Locks a There is one key lock to a Describe all locks of the PVS b Each PVS that tabulates votes must include a lock or locks the use of which locks all operation of the tabulation element of the PVS and which absolutely prevents i e seals the a The DS200 scanner utilizes a barrel key to be able to raise the screen and to provide access to the PMD power and close poll buttons as well as the back compartments The ballot box uses a standard key to lock the DS200 into place and secure the top to the bottom and lock the turn on the unit and another unique key lock to open a panel to access the compact flash memory card that contains the election definition b Not applicable The ES amp S AutoMARK is a Ballot Marking Device and has no tabulation ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 78 of 126 The Boar
105. d without additional packing Its sturdy construction incorporates space for the power cord AC adapter and control keys The DS200 carrying case is also utilized as the top section of the plastic ballot box during storage or operation It can be removed and transported separately from the plastic lower ballot bin and includes rollers and a telescoping handle Additional pollsite scanner supplies used during Election Day operations official ballots emergency ballots spare seals marking device pens etc can be transported to the pollsite in the lockable lower ballot bin of the DS200 and removed prior to poll opening Approximately 3 500 ballots fit into the lower ballot bin table All required components of the system the unit itself headphones AC power cord extension reel rocker paddles sip amp puff device and UPS battery pack fit neatly into the NYC BOE steel transport table 6 Clear and Concise Error Messages Describe how the proposed Pollsite Voting System will provide clear concise error messages for inspectors voters and technical staff Can the jurisdiction revise error messages to meet their procedures List all Inspector messages in Appendix D 1 List all voter messages in Appendix D 2 List all technical messages in Appendix D 3 The DS200 displays status and error messages on the terminal s 12 inch color screen Messages are displayed in full text or numeric format A
106. dd ons or new products as they become available by ES amp S on terms and conditions acceptable to both parties 5 Requested Upgrades Describe Custom programming or enhancements to ES amp S proprietary the process of providing hardware software and hardware are available to the City Upon ES amp S and software updates for receipt of a software or hardware enhancement request from the enhancements requested by BOE City ES amp S will review the enhancement request and determine if in NYC during warranty in ES amp S will develop such enhancement Upon ES amp S determination accordance with the State BOE that such enhancement will be developed ES amp S will meet with the rules an regulations City to outline the estimated cost and payment terms to provide the requested enhancement In addition ES amp S will outline to the City the proposed timeframes necessary for the design development testing certification delivery and implementation of the requested enhancement Upon the City s acceptance of the terms set forth by ES amp S ES amp S will provide the requested enhancement on a schedule determined by ES amp S 6 Periodic Upgrades Describe the ES amp S is constantly engaged in research to enhance current process of providing periodic products Hardware software and firmware enhancements are hardware and software updates engineered developed and tested on ongoing bases during warranty including BOE in Enhancements
107. de to repair or replace PVS devices damaged during transport to and from the poll site a Will you provide BOE with accounting for these costs to occur for the term of the contract 2 Election Day Support For ES amp S is capable of supporting this requirement and the numbers Pollworkers amp Technicians defined for 2009 Primary and General Election events Our BOE in NYC believes that it will company has more than three years of experience implementing need approximately one 1 and supporting more than 38 000 ES amp S AutoMARKs located in instructional support person for more than 1 100 counties in 29 states as well as more than 5 000 every 20 pollsites and one 1 DS200s in the State of Florida Required services will be provided technical support person for every to the Board of Elections for the City of New York according to the 40 poll sites Describe the number negotiated pricing terms and conditions contained in the State of and skill level of proposed full time New York Contract permanent vendor staff that will ES amp S Election Day support staff and technicians are required to support show on site and off site participate in specific training and testing prior to providing support separately BOE in NYC on for an election The training and testing are specific to their assigned products and clients ES amp S would make every attempt to a Election Day for the Primary in utilize the resources that supported
108. dic testing of the ES amp S AutoMARK requires the technician to run through a variety of test routines using a demo election These tests take about 15 minutes per device The battery should always be charged ona quarterly interval If the quarterly test coincides with the scheduled annual Preventative Maintenance PM inspection an additional 30 45 minutes is required to complete the additional testing and inspections The PM should be conducted by a certified technician Staff estimates can be calculated on the ability of the technician to complete 3 4 quarterly inspections per hour 10 Election Testing Describe the process for conducting both manual and automatic testing of the devices in accordance with State rules and regulations including all disability features and auxiliary components as follows a Pre qualification Before Election Day during device setup and after last minute changes have been made b Election Day On election day at the open and close of polls c Post election After Election Day through the canvass of the vote Pre qualification Tabulation of DS200 vote totals and accumulation processes are accomplished using data created during test voting of the entire system This information is processed using ES amp S Election Reporting Manager software Election reports are provided as part of the test The transmission and reporting process is the exact pr
109. does not tabulate results or store ballots ES amp S can provide recommended procedures for processing ballots if requested ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 125 of 126 The Board of Elections in the City of New York December 17 2008 Key Considerations Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device the described Election procedure will take in NYC See Section 5 4 1 Night solution is the slowest as it has to allow for drive time from all pollsites 2 Bring PMDs to regional sites such as police precincts for reading into a regional PC This solution shortens drive time and cuts down on the number of PMDs that are actually read into a single PC 3 Fastest Modem results directly from polling place using a landline or wireless modem solution This solution although extremely fast is illegal under current NY law For this reason DS200s will not be outfitted with modems of any kind 17 Canvass Describe the procedure you recommend to balance voter and ballot counts at the conclusion of an election e g voters number of ballots public counters rejected VVPATs fled voter no vote under votes etc Describe the procedure for both a General and a Primary How are all relevant numbers maintained for each party in a Primary Election Describe functions and reports that assist with the procedure See Section 5 3
110. e AutoMark ballot marking device is an integral part of our proposed EMS solution Unity NY 3 0 ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 33 of 126 The Board of Elections in the City of New York December 17 2008 EMS Server Environment Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device in the future allow for the use of secure network environments for Voting Systems elections then created for each of the boroughs This will enable the boroughs should it be the desire of the NYC BOE to prepare and L amp A test the tabulation system media for their specific election districts from a common Citywide election definition database 5 2 5 Ballot Display Ballot Display Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device Describe the capabilities of the proposed Pollsite Voting System to allow the voter and or administrator to adjust the ballot appearance the DS200 may be formatted with a variety of font colors and sizes offering many appearance options such as 1 Ballot Languages am Describe the The Unity EMS supports the All listed languages are language capabilities of the following 13 languages supported proposed Pollsite Voting System Which languages are supported Chinese a eee BOE in NYC currently requires Creole support audio and display Eng
111. e proposed EMS system Describe the suggested timeframes for these activities Do Language Translations amp Confirmation Describe the suggested procedures for language translation and translation confirmation for the proposed EMS system The ES amp S software suite can be installed in under 30 minutes If the NYC BOE intends to import election data from election to election the setup within the ES amp S suite is minimal It is important to become familiar with the record lengths within the ES amp S suite so data that is imported does not get truncated be printed in any of the 13 supported languages identified in section 5 2 5 Question 1 All language translations must first be entered into the Election Data Manager EDM EDM allows the user to identify each language required in an election For example a three language election may consist of English Spanish and Chinese Once each language has been identified EDM dynamically creates language specific data entry screens for all required election information For example the Candidate data entry area will consist of three dialogs one for English one for Spanish and one for Chinese Once all language specific data has been entered into the EDM it is seamlessly used by all other Unity and ElectionWare applications and the BMD The NYC BOE is responsible for all language translations and Paper ballots for the DS200 can The ElectionWare software
112. e City of New York December 17 2008 Litigation Subcategories Vendor Response f Suspension or Debarment A federal state or local government suspension or debarment from the contracting process Yes or No If Yes describe ES amp S RESPONSE NO g Contract Suspension or Termination A federal state or local government contract suspension or termination for cause prior to the completion of the term of a contract Yes or No If Yes describe ES amp S RESPONSE NO h Denial of a Lease or Contract Award A federal state or local government denial of a lease or contract award for non responsibility Yes or No If Yes describe ES amp S RESPONSE NO i Administrative Proceeding or Civil Action An administrative proceeding or civil action seeking specific performance or restitution in connection with any federal state or local contract or lease Yes or No If Yes describe ES amp S RESPONSE YES 1 Secretary of State of Indiana While ES amp S believes this matter is not directly responsive to this litigation subcategory nor any other litigation subcategory set forth herein as the Secretary of State of Indiana did not seek specific performance or restitution in connection with any federal state or local contract or lease in the interest of providing the City with full disclosure ES amp S provides the following information for review by the City In April 2006 the Secretary o
113. e an intuitive voting session Braille and printed text labels describe each key s function e Arrow keys are used navigate up down left and right e The square key serves as an enter key e The diamond shaped key turns the screen on and off for audio only voting e The round key repeats the last audio prompt e Two sets of long oval keys control the volume and tempo of audio files The audio speed can be easily adjusted by the voter The controls work with both synthesized and recorded audio ES amp S AutoMARK headphones are fully compatible with hearing aids The earpiece on the headset covers the entire ear canal The same model of headset is regularly supplied to hospitals and nursing homes 5 Device Positioning Describe the capabilities and suggested procedure of the proposed Pollsite Voting System that enable it to be positioned in an easy and The DS200 and ballot box are on wheels making it easy to place in the desired location of any The AutoMARK steel transport table already purchased by the NYC BOE ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 68 of 126 The Board of Elections in the City of New York December 17 2008 Voter Assistance Devices Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device safe manner to handle all voters a Can the voter place the keyboard in their lap b Does th
114. e audio voting ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 22 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device manually or imported Depending on the amount of translated data ES amp S recommends importing the language translations into the system Character language import files must be in Unicode format The jurisdiction is responsible for all language translations and entering them into EDM The software does not automatically translate English into foreign languages 8 Audio Preparation Describe the capabilities of the proposed EMS to provide an efficient method of preparing the audio ballots a Describe the types of voice files that can be used recorded synthesized or both along with the methods of sharing and storing voice files Is synthesized voice available for both Cantonese and Mandarin Chinese If not describe alternatives and what steps you will take to provide synthesized voice for both dialects Since the proposed system cannot be networked describe how the EMS allows BOE in NYC to verify both audio files and visual ballot elements both translated and non translated within a reasonable timeframe The DS200 does not have an audio component The ES amp S AutoMARK employs a removable compact flash m
115. e ever lost due to power loss or equipment failure The battery is floating on the system meaning the DS200 transitions to battery operation immediately without system impact When the battery gets low the system deactivates gracefully to ensure no ballots are being scanned or data is being written to the USB memory stick when it loses power completely When power returns a recovery procedure allows voting to continue where it left off The system s integrated ballot box includes an emergency ballot bin for temporary storage of voted ballots until power returns a The DS200 Audit Log report lists all events errors exceptions and user initiated functions that occur on the system from the time an election worker inserts the terminal s USB memory stick until the stick is removed Each event appears in the audit record with a date and time stamp The DS200 Ballot Status Accounting Report also includes the total number of write in votes cast the number of blank ballots the number of overvoted ballots and the number of crossover ballots processed by the system In addition the DS200 keeps an individual record of each ballot cast and exports these records onto the memory stick when the user closes the election on the unit These records are then available for retabulation as the jurisdiction might require Not applicable All votes are tallied on the DS200 12 Audit Logs Describe the logging capabi
116. e personnel on all facets of system operation e Logistical support usability testing managing ongoing training etc Throughout the process ES amp S implementation team will be available to answer questions and to quickly resolve problems ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 95 of 126 The Board of Elections in the City of New York December 17 2008 One time Other Services Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device Notification Process for Delivery of PVS Just as we did during the implementation and delivery of the BMD devices to NYC in 2008 ES amp S will conform with the delivery notification process mandated by NYC BOE Key individuals within the BOE and each borough will be notified at least 24 hours prior to the delivery of pollsite scanners from Albany Notification will occur by e mail and will be accompanied with a Bill of Lading and list of serial numbers for the shipment Phase 4 Controlling the Project ES amp S uses leading edge project management software solutions and industry best practices to keep projects on track and manage changes to implementation requirements At any time during an implementation we can generate custom reports to demonstrate our progress or pinpoint any roadblocks to success Our reliable and detailed tracking mechanism mitigates risk and provides the framework for communications with our client
117. e provided during acceptance testing d Repair Replacement Describe your repair or replacement policy during BOE in NYC testing State BOE requires that if a PVS leaves BOE custody it must be re accepted by the State BOE step by step check of all relevant equipment functionality that will be logged onto a BOE approved Acceptance Checklist form The form will be retained by the City for acceptance and signoff b Based on our experience in assisting you in conducting acceptance testing activities in the boroughs in 2008 as well as our extensive experience conducting testing for DS200s in Florida we estimate it will take a minimum of 30 minutes to thoroughly acceptance test a DS200 scanner in NYC c Just as we demonstrated in our support to you in 2008 acceptance testing of the BMD ES amp S technicians will be available to assist with acceptance testing tasks as needed by the boroughs d During testing and acceptance all non conforming equipment will be corrected and rectified by on site ES amp S technicians Any equipment that our technicians cannot repair on site will be returned to our Omaha repair facility and expeditiously returned for re acceptance by NYSBOE If NYSBOE activities in Albany have concluded when a repair and return are in progress ES amp S will coordinate the SBOE re acceptance to occur in Albany or at the NYC borough site as agreed to by NYSBOE NYCBOE and ES amp S 5
118. e provides a standard two position switch interface for screen navigation Clicking one side of the paddle cycles through options on the screen while clicking the other side of the paddle selects the highlighted option a Yes The no side of the paddle will scroll until the next button is highlighted and the yes side of the paddle will move to the next contest b The display is used as output where a highlighted ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 69 of 126 The Board of Elections in the City of New York December 17 2008 Voter Assistance Devices Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 8 Device Combinations _ Ballot Presentation and Cast Modes List all the ways in which a ballot may be presented i e screen synthesized audio recorded audio printed on paper and all the ways in which a ballot may be cast i e touch screen QWERTY keyboard alpha keyboard keypad telephone keypad sip amp puff rocker paddle etc a Can every presentation mode be used with every cast mode b If not which combinations cannot be used c If so can the voter vote completely without assistance including write ins using any combination of modes i If not which mode combinations require poll worker assistance The DS200 provides the voter the opportunity to cast a paper ballot The voter is
119. e the resources that supported the NYC 2008 elections These individuals have gained specific client knowledge that would assist in future NYCE elections ES amp S will work with NYC BOE to define the specific number of individuals needed in each borough and call center as the 2009 elections near In addition we can supply necessary resources for 2009 and beyond 15 Opening amp Closing Polls Describe the process for opening and closing polls and what device if any is used in these processes See Section 5 4 1 16 PMD Collection What procedures do you recommend on Election Night for the collection of portable memory devices containing the election results from each pollsite and the entry of said results into the system s software and reporting of same How long do you estimate Opening Polls The DS200 can be programmed to power up when the LCD screen is raised The pollworker simply needs to unlock the lid of the DS200 raise the LCD screen and wait a few moments for the system to initialize When the Open Polls screen appears the pollworker presses the Open Polls button on the screen Depending on options set for the election definition the DS200 will automatically print a status report a zero totals report and or a zero certification report Once the start up reports are complete the pollworker closes and locks the switch door and secures the key in a safe place The DS200 is then ready
120. e voting system require re positioning for voters in wheelchairs c Can the voting system be adjusted to avoid glare from ceiling lights polling place The throat of the machine is at a comfortable height for all voters a The DS200 does not require a keyboard b The DS200 does not require repositioning for voters in wheelchairs c The LCD screen can be adjusted to avoid glare from ceiling lights has wheels making it easy to place in the desired location a The AutoMARK does not require an external keyboard However the external devices such as the audio headset rocker paddle and sip amp puff device all have cords long enough to achieve the desired comfort b The AutoMARK steel transport table already purchased by the NYC BOE is at the proper height for wheelchair voters c The AutoMARK screen can be tilted as desired to avoid glare from ceiling lights 6 Sip amp Puff Describe the capabilities and suggested procedure of the proposed Pollsite Voting System that allows the voter to navigate the equipment with a sip amp puff device a Can the voter control navigation move from contest to contest as well as selection using sip amp puff b Can the voter use the display as output and sip amp puff as input Can this be done as fast as the voter can see and respond or is it dependent upon the audio speed of the device 7 Paddles Describe the capabilities and suggest
121. ect procedure for handling blank and or overvoted ballots These ballots can be predetermined to be returned to the voter or to be accepted into the unit without an alert message Ballots returned to the voter can be removed After the ES amp S AutoMARK marks a ballot the system emits an audible tone and displays a message instructing the voter to remove the marked ballot from the output slot or allow the AutoCast feature to drop the ballot out the back of the device into a secure container The ES amp S system resets for voting almost instantaneously The ES amp S AutoMARK includes built in error detection features and provides correction methods Error messages are displayed on the touch screen monitor when the ES amp S AutoMARK detects a critical condition that requires operator intervention to correct the problem before the voting process can be continued A listing of error messages presented to the poll inspector and voter are found in Appendix D 1 and D 2 ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 61 of 126 The Board of Elections in the City of New York December 17 2008 Pollworker Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device reviewed replaced with a new ballot and revoted or the voter may decide to keep the original ballot and condition and not make any changes This process vastly dramatically reduces t
122. ed carrying case The lockable case is capable of withstanding slight impact shock and vibration loads accompanying The ES amp S AutoMARK BMD has been tested and certified to meet all VVS standards for vibration and physical shock including system shake and drop tests The ES amp S AutoMARK system is unlikely to fail when stored and delivered in the NYC BMD transport cart or in an optional carrying case The NYC steel transport table was designed specifically for the City of New York BOE election use of the ES amp S AutoMARK BMD This lockable and sealable cart provides a durable enclosure to store transport and utilize the BMD and ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 3 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Poll Site Scanner Vendor Response for Ballot Marking Device 3 Reliability amp Accuracy Describe how the proposed Pollsite Voting System records the cast ballot reliably and accurately private ground transportation The systems must also be stored correctly in a controlled environment to minimize failure The DS200 pollsite scanner employs advanced image scanning technology to quickly process ballots formatted in a variety of lengths and accurately discriminate between valid voter selection marks and extraneous ballot
123. ed voter s ballot is marked the ballot is privately and independently transported by the voter to the DS200 for tabulation The ES amp S AutoMARK has only one system configuration When placed on an optional ES amp S AutoMARK voting table or within the NYC transport cart the system meets all HAVA and disability requirements for reach and accessibility 6 Visual amp Audio Indications Describe the capabilities of the proposed Pollsite Voting System that provide clear visual audibly indication that the current ballot has been cast and the equipment is ready for the next voter 7 Read Error Messages Describe the capabilities of the proposed Pollsite Voting System that provide error messages that are clear and understandable by the average inspector When a voter inserts a ballot into the DS200 the terminal scans the entire ballot front and back interprets voter selections and accepts the ballot adding votes to the system tally A confirmation screen provides clear feedback to the voter that their ballot has been successfully tabulated If there is an exception condition such as undervotes overvotes crossover votes or ballot mismarks the terminal displays a warning message on the terminal s large text 12 inch LCD display and plays an audible alert The DS200 then provides step by step instructions for resolving any ballot issue The jurisdiction is responsible for determining the corr
124. ed procedure of the proposed Pollsite Voting System that allows the voter to navigate the equipment with paddles a Can the voter control navigation move from contest to contest as well as selection using paddles b Can the voter use the display as output and paddles as input Can this be done as fast as the voter can see and respond or is it dependent upon the audio speed of the device Not applicable for the DS200 If the voter requires the use of a voter assistive sip amp puff device they should be directed to the ES amp S AutoMARK to mark their ballot and then insert the marked ballot into the DS200 for tabulation Not applicable for the DS200 If the voter requires the use of voter assistive rocker paddles they should be directed to the ES amp S AutoMARK voter assist terminal to mark their ballot and then insert the marked ballot into the DS200 for tabulation A sip amp puff device foot pedal or other two position switch can be attached to the system to facilitate unassisted voting for voters with mobility issues a Yes The sipping action is the scrolling function that allows a voter to move from contest to contest by highlighting the next button and the puffing action is the selecting function b The display is used as output where a highlighted bar allows the voter to visually see where they are on the ballot This can be done as fast as the voter can see and respond The paddl
125. election officials city and poll worker trainers and training consultants adjunct trainers This course can be modified to meet objectives of NYC and accommodation of tabulation and BMD solution ES amp S DS200 Poll Worker Training This course will introduce poll workers to the voting system The participant gains the knowledge skills and abilities to operate the voting systems Topics include an overview of the system Election Day operations including poll opening and closing and voting procedures and troubleshooting procedures The audience for this course is poll workers ElectionWare and Unity Software Training selected modules This course will introduce EMS staff to the individual modules within ES amp S ElectionWare and Unity suite software The participant gains the knowledge skills and abilities to perform basic system functions and to build maintain and store related information in one database The participant will also gain the knowledge to create an election ballot program election hardware with election specific information and reporting While ES amp S has developed a standard curriculum approach we believe a key element ina successful implementation is the appropriate customization and integration of our training to incorporate the laws regulations and procedures unique to the state and to the jurisdictions within ES amp S will work with election staff to develop a training produc
126. elements such as perforations smudges and folds The ES amp S DS200 has been tested and certified to sustain reading accuracy during the required operating period with a reliability level exceeding 99 999 percent Ballots are cast on the DS200 Reliability is measured by identifying the Mean Time Between Failure MTBF MTBF is the value of the ratio of operating time to the number of failures which have occurred in the specified time interval as per the United States Federal Election Commission FEC National Voting System Standards The higher the MTBF the more reliable the system Note For the purpose of defining system reliability a failure is defined as any event that results in the loss or unacceptable degradation of one or more of the system functions The MTBF for the DS200 exceeds 163 hours based on Federal certification testing Accuracy is measured by identifying the subsystem s Bit Error Rate in a four hour interval This rate is determined by the ratio of data bit errors to the total number of data bits processed at the nominal or designed rate of processing The bit error rate includes all errors from any source in the processing subsystem its accessories The cart has oversized wheels that provide additional durability during transport to and from the pollsite Not applicable The ES amp S AutoMARK is a ballot marking device only As part of the Federally mandated ITA testing pro
127. emory card that contains ballot style information All ballot style information is prepared using ElectionWare which uses data exported from the Unity Election Management System ElectionWare currently uses recorded audio and can support both Mandarin and Cantonese Chinese In addition to ballot style information the ES amp S AutoMARK has additional files necessary for HAVA compliance including audio ballot files ES amp S will provide and assist the City of New York with specific testing procedures for verifying the auxiliary files and their HAVA compliance The jurisdiction is responsible for translations for all system files i e instructions and warnings and entering them into ElectionWare The software does not automatically translate English into foreign languages Translations are entered by importing them into the application via a spreadsheet Ballots can be previewed and tested in ElectionWare prior to being written to removable compact flash memory cards that are inserted into the ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 23 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device ES amp S AutoMARK unit prior to opening the polls ElectionWare includes support for English Spanish Korean and Chinese Mandarin and Cantonese langua
128. enable a voter including voters with disabilities to cast their ballot with minimal assistance Voters can insert a ballot into the DS200 in any orientation Once the counter recognizes that a ballot has been inserted internal rollers gently input the ballot with no further action required from the voter A minimum amount of assistance may be required to feed a ballot into the system for voters with profound mobility issues Situations that require voter interaction exception messages provided to the voter are displayed clearly in plain text and are supplemented with an audible warning signal A confirmation screen provides clear feedback to the voter that their ballot has been successfully tabulated The ES amp S AutoMARK supplies voters with vision and mobility disabilities with the tools to privately cast a paper ballot The terminal s zoom and high contrast display options audio ballot and Braille embossed keypad provide full support for voters with vision impairments A port for a sip amp puff device foot pedal or other two position switch facilitates unassisted voting for voters with mobility issues Selections are recorded on the same type of paper ballot used by standard voters ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 13 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Functionality Subcategories Vendor R
129. enance Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Automatic or Manual Simulation Describe the capabilities of the proposed voting system to enable automatic and manual testing Upon activation the DS200 automatically performs a series of internal system diagnostic checks These checks are always executed on startup Automatic self tests include checking the scanner software checking the printer and other system checks There is no menu for this step but a report of the test results will be generated If the system fails any of the tests the menu system will jump to the main menu and the election definition will be removed This includes the automatic printing of the initial state report and zero report which provide all the information needed to verify equipment readiness If any of these systems tests fail or the unit fails to print the necessary reports the unit will not enter the vote mode BOE election staffs should test the ballot tabulation and The ES amp S AutoMARK automatically performs a series of diagnostic tests each time the system is activated The results of these tests appear on screen as each test concludes Election workers test the ballot marking and mechanical subsystem by feeding blank test ballots through the unit navigating contests and selecting and manually recording on screen selections from the ballot displ
130. environment for voters to mark a paper ballot If additional security is required the DS200 system includes an optional privacy sleeve that may be used to ensure ballot secrecy as the voter transports a ballot from the voting booth to the DS200 In addition the voter s privacy and anonymity are preserved during the process of recording verifying and auditing ballot choices The DS200 does not display any information that may reveal the identity of the voter or contents of the voter s ballot while reading verifying and auditing ballots The following system features ensure private ballot marking for voters with disabilities e Option to blank the screen during audio voting clears the terminal display to prevent onlookers from viewing ballot selections e Physical privacy screen shields the ES amp S AutoMARK display during voting e Optional ballot privacy sleeve may be used to transport the paper ballot from the ballot marking terminal to the polling place tabulator or ballot box without revealing selections e Marked ballots inserted into the ES amp S AutoMARK generate an audio and display ballot summary to confirm that ballot selections were marked as intended prior to casting e Selections are recorded on the same type of paper ballot used by standard voters ensuring privacy and anonymity during ballot counting 4 Amount of Assistance Required Describe how the proposed voting system will
131. equirements Response_01 09 09_FINAL for Web doc Page 41 of 126 The Board of Elections in the City of New York December 17 2008 PVS Specifications Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 2 Pollsite Voting System Case Provide the following information for the proposed Pollsite Voting System Case if applicable a Carrying Packing case design 5 Size Dimensions Weight Transport aids e g wheels handles etc a o The DS200 plastic ballot box comes complete with a durable carrying case that can be locked and transported without additional packing Its sturdy construction renders it capable of withstanding impact shock and vibration loads accompanying surface and air transportation The carry case is also utilized as the top section of the plastic ballot box during operation It can be removed and transported separately from the plastic lower ballot bin and includes rollers and a telescoping handle The carrying case is 8 H x 27 W x 24 D The DS200 carrying case weighs 29 pounds If NYC elects to purchase steel ballot boxes in lieu of the plastic ballot box the DS200 can be stored and delivered ina separate durable transport case that does not fit on top of the steel ballot box Its sturdy construction renders it capable of withstanding impact shock and vibration loads accompanying surface and air transportation
132. er It is important to make sure the chosen printer can meet the requirements to create a ballot within specifications 4 PMD Production Describe suggested procedures for production for the proposed system the PMD EMS ES amp S Requirements Response_01 09 09_FINAL for Web doc Pre Election DS200 ballot definitions are generated from the election merge file created with EDM and written to DS200 USB memory sticks using ElectionWare Pre Election ES amp S AutoMARK ballot definition files are formatted and written to compact flash memory cards using ElectionWare software audio ballot module Page 50 of 126 The Board of Elections in the City of New York December 17 2008 Pre Election Set up Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device Election Day The DS200 stores election totals to the inserted USB memory stick as ballots are scanned on Election Day Election Day The ES amp S AutoMARK does not scan ballots or tabulate results No information is written to the scanner s memory card during Election Day operations 5 Device Setup amp Testing Describe the capabilities and suggested procedures by which the proposed Pollsite Voting System allows BOE in NYC to set up and test all required functions in an efficient manner Testing the tabulation of vote totals and accumulation processes on the DS200 is accomplis
133. er 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 20 Aids to Manual Re canvass Describe how the proposed EMS will aid the BOE in NYC in the efficient conduct of a manual re canvass Best practices dictate that poll based optical scan customers utilize the Election District results reports available in the Election Reporting Manager of Unity and manually compare these reports to the poll tapes printed from each DS200 at the close of polls If the poll tapes from the DS200 cannot be found additional copies can be printed on any DS200 and then be used for this manual audit Ballots marked on the ES amp S AutoMark ballot marking device are fed into and tabulated on the poll level optical scanner s at each respective poll site These ballots are then audited in the same manner as all other ballots processed into the optical scanner 21 Control Mechanism for PMD Last Minute Ballot Change Describe the process for making last minute changes to a ballot that has already been loaded onto a voting system on Election Day 22 Automatic Update to EDs Affected by a Ballot Change Describe if and how the proposed EMS will automatically update all Election Districts affected by a ballot change DS200 USB memory sticks can be reprogrammed and or replaced at any time prior to the election should the BOE require a last minute change Howe
134. ere required by the VSS 2002 and VVSG 2005 Those documents require transmitted information to be protected by encryption VSS 2002 1 6 5 3 VVSG 2005 1 7 5 1 and 7 7 3 a Clients who use transmission will have their data encrypted when it is transmitted The ES amp S application software also uses encryption for some additional features beyond those The proposed solution uses physical media to move election definition data between the EMS and the ES amp S AutoMARK There is no capability for any electronic file transfer The output of the ES amp S AutoMARK is a paper ballot that is placed into the ballot box or AutoCast secure container and managed through the City s normal ballot box procedures a amp b Data is not encrypted Page 79 of 126 The Board of Elections in the City of New York December 17 2008 Software Security Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device transfer security but file transfer is secure as all files are signed using secure digital hash signatures created from a FIPS sanctioned algorithm and a signing key derived from a password entered at the NYC EMS for this purpose required by the VVSG The primary use is key management and protection The key exchange process between the EMS PC and the DS200 encrypts the keys exchanged between the devices to ensure their confidentiality b All of these features are alread
135. ere to all NYC ballot layout requirements during the ballot layout process Once a ballot has been designed and adjustments made for multiple languages long office and candidate names propositions etc these settings can be named and saved to a new template For example the template used for the 2008 General election can be used to lay out the 2012 General election used and added to by the application functions included in ElectionWare This includes paper ballot layout configuring all DS200 and AutoMARK options formatting the AutoMARK display screen creating all data files for the DS200 and AutoMARK providing the ability to integrate all audio files for the AutoMARK and creating the media for the DS200 and AutoMARK 7 Language Translation Input Describe the capabilities of the proposed EMS to input language translations The ES amp S Unity election system supports up to 13 Latin single byte and Character double byte languages throughout the system Language ballot translations are entered into EDM and used by all downstream modules Language translations are entered into the system the same way English ballot information is entered All ballot language information needed by the BMD is provided by the Unity EMS The BMD also contains import functionality for poll worker and voter information screens and for audio files which correspond to the election information and instruction to enabl
136. es Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device pollworkers for Election Day a Primary in 2009 b General in 2009 determined by the number of individuals who need the training We recommend that all adjunct trainers complete the DS200 and AutoMARK Operations courses and a Train the Trainer course The course descriptions are as follows ES amp S DS200 Operations Courses This course introduces the selected hardware and voting system The participant gains the knowledge skills and abilities to operate the system It includes an in depth overview of the system Pre Election Day preparation requirements and Election Day operations and troubleshooting The audience for this course includes BOE staff election officials voting system technicians and training consultants adjunct trainers This course is generally a half day depending on the size of the audience ES amp S AutoMARK Poll Worker Training This course will introduce poll workers to the voting system The participant gains the knowledge skills and abilities to operate the voting systems Topics include an overview of the system Election Day operations including poll opening and closing and voting procedures and troubleshooting procedures The audience for this course is poll workers This course is generally a half day depending on the size of the audience Product Train the Trainer Course This course of training share
137. esign ballots that meet all readability requirements 5 Ballot Format amp Orientation ElectionWare contains a desktop Whether the paper ballot is Describe the Capabilities of the publishing WYSIWYG application formatted in portrait or proposed Pollsite Voting System to specifically designed to create NYC landscape after showing the be flexible to allow BOE in NYC to election ballots Ballots can be ballot overview the ES amp S format ballots in either direction designed in either landscape or AutoMARK displays each landscape or portrait regardless portrait orientation Orientation can contest on a separate screen of the election type also be selected for each side of for voting selection This the ballot For example the front of allows flexibility of layout the ballot can be portrait and the choice on the physical ballot backside of the ballot can be landscape The flexibility of ElectionWare has been demonstrated to the BOE in NYC during the 2008 primary and general elections 6 Party Colors amp Logos Describe ElectionWare capabilities allow The ES amp S AutoMARK ballot the capabilities of the proposed paper ballots to be formatted using display was designed to Pollsite Voting System to allow for unlimited colors and logos to reflect the contents of the party colors and logos i e party designate political parties These inserted paper ballot as emblem or party graphic capabilities were demon
138. esponse Poll Site Scanner Vendor Response Ballot Marking Device From a system standpoint the election jurisdiction can enhance the voting experience for voters with disabilities by providing accessible voting privacy booths magnifiers or other ballot marking provisions to assist the voter in the marking of their ballot ensuring privacy and anonymity during ballot counting No poll worker assistance is required during ballot navigation and marking for any cast mode Voters with profound mobility issues may require assistance when transporting a ballot from the ES amp S AutoMARK to a ballot box or pollsite tabulator An optional ballot secrecy sleeve is available to ensure that the paper ballot remains secret during this transfer An optional privacy feature included with the AutoMARK is AutoCast The feature allows the voter to designate whether he or she desires the ballot to return or be placed in a secure container in the rear of the ES amp S AutoMARK NYC BOE chose to not use this feature in the 2008 election cycle 5 Time Required to Cast Votes Describe how the proposed voting system allows for a reasonable length of time for any voter including voters with disabilities to complete and cast his or her ballot Voters can take as much time as they need to mark their ballots in a conventional voting booth and then insert their ballot into the DS200 This method of voting allows as many voters as
139. evice that requires minimal effort to setup and operate at the poll site Once the device is powered up on Election Day minimal action is required by the poll worker other than possibly assisting voters as they insert their ballot into the unit for pollsite tabulation Operations The DS200 provides a secure and independent method for NYC voters to cast an official ballot by simply inserting their marked paper ballot in any orientation into the DS200 input slot and following the easy to read instructions displayed on the terminal s 12 inch LCD touch screen High voter turnout may require the poll worker to replace the unit s printer paper roll and or remove voted ballots from the lower ballot bin when the number of voted ballots exceeds 3 500 to 5 000 ballots Both of these actions are easy to accomplish and can be completed in less than 5 minutes Configuration and Size The DS200 is portable device that can be easily integrated into any polling site configuration The DS200 weighs less than 25 pounds and is enclosed in a hard shell carrying case mounted on top of the secure ballot box Wheels on the bottom of the ballot bin allow the poll worker to easily maneuver the pollsite scanner to a new location within the pollsite if needed Staffing The DS200 is easy for poll workers to learn and use and requires no additional pollsite staffing Environment The DS200 was designed for The ES amp S AutoMARK is
140. ew York December 17 2008 Voting Process Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device voter selections and either tallied accepts the ballot adding votes to the system tally or identifies and alerts the voter to any exception condition undervotes overvotes crossover votes or ballot mismarks with large easy to read system messages and audible alerts The DS200 provides instructions for resolving any ballot issue vastly improving voter oversight and accountability and dramatically reducing the number of invalid ballots cast during your election 2 Over Voting amp Under voting The DS200 can be programmed The ES amp S AutoMARK Describe how the Pollsite Voting to stop and return ballots to voters guards voters from selecting System prevents the voter from over who have made an error in more than the allowed voting and notifies the voter that they marking their ballot It can also be number of candidates or are under voting and how the voter programmed to detect overvotes ballot options for a contest can correct his or her ballot undervotes mismarked ballots System messages identify and crossover ballots any contests where a voter a Can the under voting alert be marks fewer than the When an incorrect ballot is fed into the DS200 the unit stops processing and emits an audible signal and displays a message describing the problem It also activates two butt
141. extent of required changes and the degree of system testing required by the NYSBOE The DS200 can handle as many Election Districts on a single machine in a poll site as the The ES amp S AutoMARK supports a theoretically unlimited number of ballot ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 14 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device Districts jurisdiction might find reasonable The absolute limit depends upon the size and complexity of the election and the capacity of the USB memory stick used to hold the election definition files The DS200 will produce a results tape for each of the election districts programmed for that polling location styles election districts and languages All election files including ballot audio are stored on the terminal s compact flash memory card Any size card may be used 8 Additional Equipment Necessary Describe what additional equipment beside Pollsite Voting System if any will be required before during or after Election Day No additional equipment is required to operate the DS200 ES amp S recommends that NYC BOE consider the acquisition of a transport cart to store and transport the DS200 unit plastic ballot bin ballots and any other BOE Election D
142. f Elections in the City of New York December 17 2008 Pollworker Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Close the polls to access the POLLS CLOSED screen and press RESULTS REPORT to reprint any automatic reports generated when the polls are closed The types of reports generated depend on your election definition settings 2 To print additional reports return to the POLLS CLOSED screen and select from one of the following report options e Precinct Report Media e Precinct Report Summary e Audit Log Report e Poll Report Media e Poll Report Summary e Election Configuration Report text to be easily understood by election staff 11 Collect PMDs Describe the capabilities and suggested procedure of the proposed Pollsite Voting System for the collection of portable memory devices containing the election results from each pollsite and the entry of said results into the system s software and reporting of same How long do you estimate the described Election Night procedure will take in NYC There are several ways to accumulate the results from the DS200 PMDs although NY law will not currently allow some of the methods to be utilized 1 Most simplistic Bring all PMDs back to borough BOE locations for downloading This solution is the slowest as it has to allow for drive time from all pollsites 2 Bring PMDs to regio
143. f State of Indiana instituted a proceeding pursuant to the Indiana Election Code respecting certain services provided by ES amp S ES amp S completely resolved this matter with the Secretary of State in July 2006 and ES amp S continues to provide election equipment software and services to numerous customers in Indiana ES amp S would like to emphasize for the City of New York that the proceeding in Indiana did not in any way involve any investigation of or allegations of any civil or criminal violations by ES amp S voting equipment or software Both the equipment and software provided to Indiana customers was not defective in any way or below industry standards for voting systems The matter was solely related to alleged services issues ES amp S would like to reiterate that at no time did this now resolved proceeding in any way affect ES amp S ability to deliver implement and support ES amp S voting systems nor will it in any way have any impact on ES amp S ability to deliver implement and support ES amp S voting systems proposed for use in the City ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 115 of 126 The Board of Elections in the City of New York December 17 2008 Litigation Subcategories Vendor Response of New York 2 On November 20 2007 ES amp S was served with a lawsuit filed by the City of San Francisco The lawsuit alleged that ES amp S breached its contract by providing al
144. f involvement that the BOE desires With a high involvement strategy we would work with you to develop a Voter Outreach Action Plan and work with you on implementing that plan On a lower involvement level similar to how we assisted with 2008 implementation we can work with the BOE group on a How to Vote DVD and provide support staff for public demonstrations We ve provided some examples and details of optional voter outreach materials 5 6 7 2 but a specific plan can be developed after the award of the contract 2 Voter Education Material Describe Examples of ES amp S voter education materials can be found in the proposed type and quantity of Appendix D 8 Materials can be provided to the NYC BOE ina voter education materials to be variety of languages and in the quantities needed provided 3 Voter Demonstration Equipment ES amp S will work with the BOE to provide an appropriate number of DS200 pollsite scanners to conduct road shows to various community groups ES amp S understands the importance of demonstrating the new pollsite voting system to the constituents of NYC and will work hand in hand with you to ensure you have sufficient systems available to conduct the demonstrations Warranty Services Subcategories Vendor Response Ballot Marking Device Vendor Response Poll Site Scanner 1 Warranty Start The warranty period shall start when all components of the voting system are accepted
145. f problem initial fix fix applied fix tested fix verified fix implemented to production etc system releases will identify which of these system defects are addressed in each new release Service requests are received through a toll free 800 number or by e mail normally by the Technical Services Department Hardware and Software All requests are logged to the ES amp S service database and assigned a work order number All technician warranty service is tracked by part and equipment serial number Work Management Systems Practices amp Processes In an effort to improve the Software Development Process for Workload Management the ES amp S Software Development organization implemented a corporate wide process for managing development efforts The objectives of this process are e Toimplement an efficient process for submitting enhancements e To develop a process to set priorities for all projects e To track and report the status of all projects e Toimplement an efficient process for submitting defects e To develop a process to set priorities for all defects e To track and report status of all defects This process is supported with two tools sharing a common database TeamTrack tTrack and TeamSupport tSupport TeamTrack TeamTrack for Defect and Issue Management is a Web designed defect and issue tracking solution that shares information among multiple team members and customers TeamTrack enables users to
146. fter repair c Recertification after upgrade d Periodic Maintenance e End of Life Processing The Board of Elections in the City of New York December 17 2008 Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device a ES amp S provides hardware and software support Help Desk toll free 1 877 ESS VOTE to resolve issues experienced during hardware and software setup use Issue reporting and resolution procedures are detailed in our response to Section 5 7 1 3 Ongoing testing to support resolution of any issues detected is supported by an experienced team of software developers quality assurance testers product line engineers and certification specialists b ES amp S is well staffed to support ongoing testing resulting from repairs bug corrections detected in the system s hardware firmware or software Ongoing testing to support resolution of any issues detected is supported by an experienced team of software developers quality assurance testers product line engineers and certification specialists Any non de minimus defects requiring recertification by NYSBOE will be submitted to the State in accordance with NYS Election Law c ES amp S is well staffed to support ongoing testing resulting from upgrades improvements enhancements to the system s hardware firmware or software Ongoing testing to support upgrades is supported by an experienced team of software developers quality assurance
147. ge the first design can be copied so it can be used by the other languages Space adjustments can be made for the different lengths of words required by certain languages The system also allows users to add multiple languages to the same ballot although there is a practical limit due to paper size restraints Language ballots are then printed to PDF and sent to the third party print vendor the same as English ballots The language translation and confirmation abilities of ES amp S s EMS have been demonstrated to the BOE in NYC during the 2008 primary and general elections ElectionWare software provides an emulation of the AutoMARK that allows for review of the display as well as listen to the audio ballot whether using synthesized or recorded speech All ballot styles may be selected and reviewed via a standard desktop PC This system allows users to proof and review all election information before programming the individual flash cards 3 Ballot Printing Describe suggested procedures for the ballot printing for the proposed EMS system As with any election related print job proofing prior to going to press is extremely important Once the proofing process is complete the ElectionWare Paper Ballot module formerly Digital Scan Image Manager allows the user to create PDF images for actual ballot production Ballots can be created in house using a ballot on demand solution or by a commercial print
148. ges are not German Voice translatigns generated rted please describe what by the system s Eloquence suppo Zal p e Italian speech engine The software steps will be taken to meet this includes built in translated requirement e Japanese ballot text for Tagalog Vietnamese and Haitian e Korean Creole Additional languages e Portuguese can be added by creating custom bitmaps for the visual e Spanish prompts for non Latin based languages and custom audio e Tagalog files for the audio prompts e Vietnamese Languages that are not supported by Eloquence synthesized speech must have custom files defined and added Instructions and ballot information provided to the voter can be displayed in each of these languages 3 Language Experience Which languages have been used in other jurisdictions Where when and to what extent ES amp S has extensive language experience supporting customers utilizing our optical scan tabulators DRE tabulators and ballot marking device The following list provides examples of our language experience e Spanish Southwest Dialect Texas ongoing e Spanish Castilian Florida Pennsylvania ongoing e Cantonese Chinese Boston 3 years San Francisco e Creole Florida 7 years Louisiana 2004 e Continental French Canada ongoing e Lakota South Dakota ongoing e Navajo New Mexico ongoing e Japanese 2007 e Tagalog Philippines 2008
149. ges in audio and display formats Additional languages can be added by creating custom bitmaps for the visual prompts for non Latin based languages and custom audio files for the audio prompts 9 Recorded vs Synthesized What are the advantages and disadvantages of using recorded voice versus synthesized voice and what is the impact on the voting process The DS200 does not have an audio component Both recorded and synthesized speech have been used successfully in voting applications Many jurisdictions prefer human recorded audio perceiving that it is more pleasant to hear The ballot is often recorded in two voices one for instructions and one for ballot content Synthesized speech may be simpler to prepare although phonics adjustments are usually required All languages may not be available for synthesized speech 10 Setting PVS Parameters Detail the PVS parameters that may be changed through the EMS and the process to do so i e closing polls over under alerts exception handling amp messages reporting The following parameters may be changed through the EMS for the DS200 Allow reopen polls yes or no Number of report tapes to print on close Number of zero tapes to print on open Poll or precinct level report Auto print audit log report on close yes or no Media or summary regular report format Query accept or reject undervotes Query accept
150. gram after the stick is processed d The Audit Log is not circular e The system warns the user when the storage device is full f amp g A user can print the contents of the Audit Log on the thermal printer built into the machine or from the Reporting Manager Software after a user has closed the election and transferred the data from memory device Keyswitch Run Mode Hour Print Report Printer Calibration Unrecognized Ballot Ballot Marked Successful Ballot Returned Unmarked Test Print Successful Printer Malfunction Printer Low On Ink Printer Ink Used Up Scanner Malfunction Paper Misfeed No Election Data CF Card Access Failure Loaded Ballot Id xxxx Marked Ballot Inserted Unit Locked Time Out Battery Low Running on Battery Power Running on External Power Login Successful Login Failure Date Time Change Battery Charged Eject Ballot From Test Mode Test Print Screen Service Print Cartridge Screen Manual Print Calibration Screen View Operation Log Screen Battery Status Screen Software Versions Screen Calibrate Touch Screen Unlock Flash Card Screen View Scan Service Log Screen Upload Firmware Screen Set Password Screen Set Date Time Screen Set Print Head Screen Loaded Election XXXXXXXXXXXX Print Head Missing Unknown Operation ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 17 of 126 The Board of Elections in the City of New York December 17 2008
151. h the system s memory cards ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 60 of 126 The Board of Elections in the City of New York December 17 2008 Pollworker Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 4 Activate for Voter Describe the capabilities and procedures that demonstrate the ease with which the proposed Pollsite Voting System can be activated for each voter What mechanism is used to activate the correct ballot for the voter The DS200 automatically activates when a voter inserts a marked paper ballot into the terminal s input slot Messages on the LCD screen guide the voter through the process and confirm that the ballot has been tabulated The ES amp S AutoMARK automatically activates when a voter inserts a blank paper ballot into the terminal s input slot A series of on screen and audio prompts guide the voter through ballot navigation and selections After the voter completes ballot selections the system summarizes selections and marks the voter s ballot 5 Voter with Disability Readiness Describe the capabilities of the proposed Pollsite Voting System that make it easy to place the machine into and return back from disability readiness for voter with special needs The ES amp S AutoMARK ballot marking device is designed to mark the ballot for voters with disabilities After the disabl
152. he back side of the ballot used for referenda if space is not available on the front The layout can meet the required format of a matrix of parties and candidates in the General Election and still be used listing contests sequentially in the Primary Election 4 Ballot Style Capacity Indicate A single DS200 terminal can The ES amp S AutoMARK supports a the number of ballot styles that scan ballots for up to 26 000 theoretically unlimited number of each pollsite voting system can ballots styles and 9 999 ballot styles election districts and support and provide some other Election Districts languages All election files measure of memory capacity including ballot audio are stored on the terminal s compact flash memory card Any size card may be used 5 Voting Session Capacity The DS200 thermal printer The ES amp S AutoMark is rated to be Indicate the total number of ballots requires no ink or user able to print a minimum of 100 each pollsite voting system can maintenance on Election Day ballots before an ink cartridge cast in one session before any Printer paper should be should be changed There are no manual intervention by a changed before voting begins if other consumables requiring poll pollworker is needed e g to necessary There is no reason worker intervention change ink toner etc to change printer paper during voting The DS200 plastic ballot box holds up to 3 500 paper ballo
153. he number of invalid ballots cast during your election ensuring that every ballot cast represents the voter s intent A listing of error messages presented to the poll inspector and voter are found in Appendix D 1 and D 2 8 Election Day Error Solutions Describe the capabilities of the proposed Pollsite Voting System that provide simple solutions for correcting Election Day errors Distinguish between those correctable by Pollworkers and those that would require a Voting Machine Technician The DS200 is capable of displaying images animation and video This allows pollworkers to visually see solutions instead of just reading which might not be as Clear For example a potential error message could be Memory device not found The Show Me button provides a picture of the memory device being inserted into the proper location Pollworkers can correct task related errors A voting machine technician should be called when an issue moves from task related to component failure The ES amp S AutoMARK generates a full complement of error messages in audio and display format ES amp S training documentation offers preliminary troubleshooting steps which often resolve errors including ballot jams feed errors memory card insertion errors and so on Functionality errors requiring the assistance of a technician are indicated by messages as well 9 Close Polls Describe the capabilities
154. hed using data created during testing of the entire system This ballot tabulation accumulation information is processed using ES amp S Election Reporting Manager software Election reports are provided as part of the test The transmission and reporting process is the exact process that is used on election night This level of testing ensures the integrity of the entire system Detailed Logic and Accuracy L amp A testing is performed to ensure that the election specific hardware and software is functioning correctly and accurately ES amp S recommends that all subsystems be physically tested Election workers should test the ES amp S AutoMARK by activating the system for Election Day operation and feeding blank test ballots through the unit Workers should mark several ballots using a mixture of audio and display ballot navigation and maintain an external record of selections as the ballot is marked After the ES amp S AutoMARK terminal process and marks the ballot the election worker should compare the marked selections to recorded ballot selections to ensure that the system accurately marks the ballot Another method of testing the device marking capability is to run the Print Test function The blank ballot is inserted into the ES amp S AutoMARK and Print Test is selected The test will fill in every oval on the ballot and print the candidate name on the election definition adjacent to the oval for ve
155. ial or workmanship The principle elements of this program are a Equipment requiring repairs must be sent to a location designated by ES amp S b Customer is responsible for freight to and from the designated ES amp S repair location c Repairs as a result of negligent care of the equipment are not covered under this program Firmware Maintenance and Support ES amp S shall provide maintenance and support services for the ES amp S Firmware to enable it to perform in accordance with its ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 99 of 126 The Board of Elections in the City of New York December 17 2008 Warranty Services Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device documentation in all material respects and to cure any defect in material or workmanship During the Firmware Warranty Term ES amp S shall provide updates in accordance with any update schedule determined by ES amp S Unity and ElectionWare Software Maintenance and Support ES amp S shall provide maintenance and support services for the Software a to enable the Software to perform in all material respects in accordance with its documentation as provided by ES amp S and b to cure any defect in material or workmanship The specific Software Maintenance and Support services provided by ES amp S and each party s obligations with respect to such services are set forth below D
156. ies Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device Additionally product owners may identify future enhancements for a product The Quality Assurance area as a part of testing and acceptance efforts may also identify defects or functionality gaps that require development support either prior to product rollout or as deferred work items for future release These items are directly entered into the tTrack system All development work items are then collected into tTrack and processed using an established ticket management workflow and methodology through final delivery 4 Upgrades During Warranty During the warranty period and thereafter so long as the City is Indicate to what extent the cost of currently subscribing and has paid for post warranty maintenance system hardware and software and support services ES amp S will provide upgrades new releases and upgrades are covered during the maintenance patches for ES amp S proprietary software without warranty period additional charge except for upgrades or new releases that are required due to changes in law ES amp S may provide such upgrades new releases and maintenance patches for ES amp S proprietary software along with appropriate documentation on a schedule defined by ES amp S ES amp S is constantly engaged in research to enhance our current products ES amp S will make available to the City such equipment upgrades a
157. iles are sent to ES amp S for validation ES amp S has worked with many jurisdictions to provide election results data in various file formats from Unity s ERM application Flat files ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 83 of 126 The Board of Elections in the City of New York December 17 2008 Interfaces Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device and XML files are the most used format The method is the same for developing interfaces back to the jurisdiction as it is from getting information from the jurisdiction Also jurisdiction IDs can be imported into the EMS and associated to ED s offices and candidates These IDs can be included in the results output file that is sent back to the jurisdiction 3 BOE in NYC interfaces Describe a S Elect An interface between the BOE s S Elect system and your approach to creating an Unity already exits The BOE creates election export files that are interface between the proposed imported into Unity with a single click Up to 95 percent of the voting system and the current BOE election definition can be imported with this process The process in NYC systems based on the has been demonstrated successfully in the 2008 primary and descriptions provided above of these general elections BOE systems and how long do you b amp c Fleet Management and Pollsite Management Systems e
158. in vehicles and containers that will adequately protect the voting system from damage while being transported from the VMF to the pollsite and returned ES amp S recommends that NYC BOE utilize air ride trailers with appropriate locking rails to minimize shock vibration or damage to the equipment Storage for supplies for the ES amp S AutoMARK is accommodated within the NYC BOE transport cart All required components of the system the unit itself headphones AC power cord extension reel rocker paddles sip amp puff device and UPS battery pack fit neatly into the NYC BOE transport cart The durability and transportability of the NYC transport cart was successfully proven during the 2008 election cycle ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 52 of 126 5 3 3 Post Election Activities amp Testing Subcategories 1 Post Election Supply Packaging amp Transporting Describe the capabilities and requirements of the proposed Pollsite Voting System for the packaging of Election Day supplies the transport of Pollsite Voting System from pollsites and the protection features designed to prevent damage or loss Describe recommend transport methods and procedures consistent with NYS Board rules and regulations The Board of Elections in the City of New York Post Election Activities amp Testing Vendor Response Poll Site Scanner The DS200 can be returned to the VMF post ele
159. in a vendor activity 3 Vendor Support Staff Describe Election Systems amp Software focuses solely on elections Because the process for ensuring all staff we do not split our resources among multiple industries each of our members who will provide support full time associates and every member of our contract staff is for the Proposer s voting system qualified to provide the highest quality election support available both hardware and software Each ES amp S associate is rigorously trained to operate ES amp S election functionality will be appropriately equipment and software and required to attend mandatory in house trained and preferably certified by refresher training courses prior election periods the Proposer 4 Maintenance Routines Describe the maintenance routines for the Pollsite Voting System Typical maintenance tasks for the DS200 include Typical maintenance tasks for the ES amp S AutoMARK include e Check ballot transport e Install and remove the compact f flash memory card e Check belt tension f e Install a new ink cartridge e Replace the ink stamp e Calibrate the printer e Make sure all screws and set screws are tight e Calibrate the scanner e Make sure that all bushing collar and Remove the top cleanout e Install and remove the terminal pulley side plate gaps are correct e Make sure the tensions for the rollers and springs are correct e Ensure all
160. in the voters language of choice All other presentation and cast modes are available on the ES amp S AutoMARK The ES amp S AutoMARK includes the following ballot presentations and cast modes e Display Ballot Voters can navigate the ballot using the ES amp S AutoMARK touch screen The ballot display includes full support for high contrast display zoom and simultaneous audio display e Audio Ballot Voters who require an audio only ballot use the navigation keys on the ES amp S AutoMARK control pad to navigate the ballot and indicate selections The ES amp S AutoMARK audio ballot includes full support for ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 120 of 126 The Board of Elections in the City of New York December 17 2008 Key Considerations Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device including write ins using any combination of modes d If not which mode combinations require pollworker assistance See Section 5 4 3 volume and tempo adjustments and an option to blank the screen while voting to ensure voter privacy e Two position switch device The ES amp S AutoMARK includes an input port for any two position switch device including a sip amp puff tube and two position switch pedal Voters can use this input to navigate and cast a ballot in either audio or display format The voting process remains the same fo
161. includes out of the box support for eight languages in audio and display formats Five languages English Spanish Chinese Korean and Japanese are automatically supported with display text and synthesized voice translations generated by the system s Eloquence speech engine Recorded speech can optionally be used in place of synthesized speech if desired The software also includes built in translated ballot support in both display and audio formats for Tagalog Vietnamese and Haitian Creole Additional languages can be added by creating custom bitmaps for the visual prompts for non Latin based languages and custom audio files for the audio prompts ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 49 of 126 The Board of Elections in the City of New York December 17 2008 Pre Election Set up Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device entering them into EDM The software does not automatically translate English into foreign languages Language translations can either be manually entered into the system or imported Depending on the amount of translated data ES amp S recommends importing the language translations into the system using the Import Wizard Character or double byte languages must be imported in Unicode format Ballots can be designed using one or more languages If each ballot contains only one langua
162. internal hardware and boards are secure e Check the printer assembly e Verify that no cable or wiring is stressed pinched cover Remove install the diverter support assembly Open and close the input tray Clean CIS scan modules ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 46 of 126 The Board of Elections in the City of New York December 17 2008 EMS amp PVS Maintenance Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device or obstructing the feed path or transport mechanisms e Apply power to the unit in battery mode to verify that it comes ready with no AC applied e Obtain a USB memory stick that is programmed with an election definition Insert the device into each of the USB ports one ata time to ensure all ports are operating correctly e Check the amount of paper remaining in the printer paper compartment and replenish the paper if necessary e Open the ballot transport mechanism and clean the contact image sensors e Check the battery and charge it if necessary 5 BOE Repair amp Maintenance Describe the type and extent of repair and maintenance work which will be permissible by BOE in NYC technical staff BOE and NYC technical staff can perform most DS200 and ES amp S AutoMARK preventative maintenance tasks with appropriate training and support from ES amp S Some advanced maintenance ac
163. into production and must cover both system function and performance The warranty period for proposed election equipment begins at the completion of acceptance testing for the number of units per each separate order placed by the BOE and after all required acceptance documentation has been completed Acceptance testing will be provided to the Board of Elections for the City of New York according to the negotiated pricing terms and conditions contained in the State of New York Contract The parties shall mutually agree ona common warranty start date for the initial purchase of equipment by the BOE provided such warranty start date occurs no later than thirty 80 days after final delivery and acceptance of the initial purchase of the equipment by the BOE For equipment purchased by the BOE after the initial purchase the warranty period shall commence upon completion of acceptance testing A detailed description of ES amp S warranty coverage is found in number 2 below ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 98 of 126 The Board of Elections in the City of New York December 17 2008 Warranty Services Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device 2 Warranty For each component of the PVS including batteries carts accessories etc describe the proposed terms of your warranty program and describe how they will meet the needs of BOE in
164. ite Voting Equipment operates Add any addition environment constraints Storage 4 to 140 degrees Fahrenheit no humidity requirement Operation 60 to 100 degrees Fahrenheit no humidity requirement If stored in an uncontrolled environment the DS200 should be kept in its portable carrying case Units can be stacked five 5 high when stored in this case Storage 50 to 104 degrees Fahrenheit Between 10 and 85 non condensing humidity Operation 50 to 104 degrees Fahrenheit Between 10 and 85 non condensing humidity If stored in an uncontrolled environment the BMD should be kept in its portable carrying case Units can be stacked five 5 high when stored in the case ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 10 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Poll Site Scanner Vendor Response for Ballot Marking Device 19 Voter Review of Choices Describe the jurisdiction s capabilities to control all aspects of the mechanism used by voter to review the ballot including font color messages time cycles etc The DS200 pollsite scanner includes a large touch screen display to provide clear feedback to the voter on the disposition of their ballot If any errors or irregularities as defined by the election jurisdiction are
165. ked and transported without additional packing The unit s sturdy construction renders it capable of withstanding impact shock and vibration loads accompanying surface and air transportation Units can be stacked five 5 high when stored in this case d During non election periods the ES amp S AutoMARK terminals should be stored in the NYC transport cart in a controlled environment e Dimensions Operational ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 48 of 126 The Board of Elections in the City of New York December 17 2008 EMS amp PVS Maintenance Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device follows Closed 5 5 H x 14 W x 16 D Operational 13 H x 14 W x 16 D Carrying Case Dimensions 17 6 H x 20 8 W x 26 0 D Closed 7 5 H x 20 8 W x 26 0 D Case 14 H x 26 0 W x 34 0 D Weight 48 Ibs with internal battery 8 H x 27 W x 24 D Metal Ballot Box Dimensions Operational 38 H x 25 W x 22 5 D Plastic Ballot Box Dimensions Operational 41 5 H x 24 W x 26 D 5 3 2 Pre Election Set up Pre Election Set up Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 2 Setup EMS Initial input amp On going Updates amp Confirmation Describe the EMS Setup procedures of th
166. l s outer coloring is integrated into the plastic to prevent chipping or scratching on the outside surface The ES amp S AutoMARK is designed with materials and assembly practices that exceed federal vibration shock and environment testing standards which are based on military testing standards As part of the federally mandated ITA testing process the ES amp S AutoMARK has passed the 1 5 million mark test environmental testing and standard functionality testing Additionally the System was subjected to and passed Florida State s 12 drop test ensuring the system will operate normally after such a drop Most significantly however the most compelling evidence of the ES amp S AutoMARKk s durability is its proven day in and day out use during elections across the country and abroad with more than 38 000 units in use 2 Durability Describe how the proposed Pollsite Voting System as a whole is durable and unlikely to fail when used throughout the Election Cycle as a result of use and transportation The DS200 is provided with a protective enclosure rendering the equipment capable of withstanding the transportation and storage requirements outlined in the VVSG Volume section 3 subsections 3 3 3 Transport and Storage of Precinct Systems and 3 2 2 14 Environmental Control Transit and Storage The DS200 is unlikely to fail when properly stored and transported in the includ
167. ld simply create the needed PDFs USB memory sticks and compact flash memory cards for the affected pollsites 5 2 4 EMS Server Environment EMS Server Environment Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Vendor Provided vs Off the Shelf Given NYC volumes describe the specifications of the EMS server Can the server be acquired by BOE in NYC directly from the manufacturer or must it be acquired bundled in this procurement ES amp S has included specifications for the EMS server in Appendix D 4 Third party items are available for purchase through ES amp S but may be directly acquired by the City Please respect the proposed hardware configuration should the City acquire this hardware themselves The EMS server recommended for the poll site system will also service all requirements for the Ballot Marking Device ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 32 of 126 The Board of Elections in the City of New York December 17 2008 EMS Server Environment Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 2 OS Requirements Describe the specifications of the EMS Server Operating System software Can this software be acquired by BOE in NYC directly from the manufacturer or must they be acquired bundled in this procurement All applications proposed by
168. le for instant application assistance ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 19 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 3 Setup of Election Describe the extent to which the proposed EMS has the flexibility to change the Election Set up to meet current and future BOE in NYC needs Unity software is proven robust end to end election management solution that met all BOE requirements for election setup configuration and BMD support in the 2008 Primary and General elections The proposed ES amp S solution has been enhanced to be a scalable system designed to accommodate increased growth and volume as well as modifications adjustments or additions based on changes in election law and client requested changes For example enhancements developed by the ES amp S allow for up to 13 languages in any election Ballot identification via the code channel has been increased to allow up to 26 000 uniquely identified ballot styles 4 Data Import Describe the capabilities of the proposed EMS to allow for different input file formats The ES amp S Unity election system contains a flexible Import Wizard which accepts election data from any source Every piece of election data needed to create ballots can be imported into the Unity ele
169. leged uncertified ballot marking devices to the City and sought as part of its demand restitution in connection with ES amp S contract with the City ES amp S denied the allegations brought by the City and vigorously defended the action On January 18 2008 the City and ES amp S settled the lawsuit and dismissed it with prejudice Neither the allegations included in the lawsuit nor the terms of ES amp S settlement of the lawsuit will in any way affect ES amp S financial or organizational ability to perform under the proposed contract with the City of New York j Willful Violation of Law or Regulation A Yes or No If Yes describe federal state or local determination of a willful violation of any public works or labor law or regulation ES amp S RESPONSE NO k Imposed Sanction A sanction imposed as a yes or No If Yes describe result of judicial or administrative proceedings relative to any business or professional license ES amp S RESPONSE NO I Consent Order A consent order with the New veg or No If Yes describe York State Department of Environmental Conservation or a federal state or local government enforcement determination ES amp S Response involving a violation of federal state or local laws NO m OSHA Notification An Occupational Safety yes or No If Yes describe and Health Act citation and Notification of Penalty containing a violation classified as serious or willful
170. lish Spanish Chinese support for eight languages Mandarin and Cantonese and e Dutch Five languages English Korean Can the proposed Pollsite 5 Enalish Spanish Chinese Korean Voting System support additional ee and Japanese are languages If so which ones Are e French automatically supported with all instructions and ballot display text and synthesized information provided to the voter German a a asia y the system s Eloquence a cach of these Italian speech engine The software i e Japanese includes built in translated ballot text for Tagalog e Korean Vietnamese and Haitian Creole Additional languages e Portuguese can be added by creating e Spanish custom bitmaps for the visual prompts for non Latin based e Tagalog languages and custom audio files for the audio prompts 2 vieinamgss All instructions and ballot Instructions and ballot information information are provided to provided to the voter can be the voter in each listed displayed in each of these language languages 2 Contests vs Font size D5200 Paper Ballot DSIM ES amp S AutoMARK Limitations _ Describe the Settings display limits capabilities of the proposed Pollsite i i Voting System to display all BOE in Minimum 6 pt Minimum font size 11 pt NYC contests while still Maximum 72 pt Max font size 26 pt maintaining the required font sizes 3 Appearance color font size Printed ballots to be tabulated o
171. lities of the pollsite voting system a Which components have logging of events b What types of events are logged c How are logs managed d Are the logs circular e How is log size controlled a The DS200 Audit Log holds entries from all internal components capable of producing an audit log entry These are the power management board the scanner hardware board and the election processing firmware b The Audit Log report lists all events errors exceptions and user initiated functions that occur on the system from the time an The ES amp S AutoMARK operation log captures all significant operations that occur on the scanner a The ES amp S AutoMARK operations log records the following terminal events e System Powered On e System Shutdown OK e Keyswitch Test Mode ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 16 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device f What log reports are available g Are the audit logs synchronized with the EMS election worker inserts the terminal s USB memory stick until the stick is removed Each event appears in the audit record with a date and time stamp c The log file is stored on the removable USB memory stick and is available to the Reporting Manager pro
172. ll DS200 error messages requiring intervention by an operator or poll official are displayed unambiguously in easily understood language text on the LCD display Depending on the language options set in election coding software the system will also support languages other than English ES amp S can modify the colors shapes fonts and messages used on all screens by modifying the adminscreens_xx_XX xml file the messages_xx xml file sysobjects_xx xml the votermessages_xx xml and the graphics files png format used for the backgrounds to suit a specific jurisdiction A full list of error message listings for inspectors voters and the BOE technical staff appear in Appendices D 1 through D 3 The ES amp S AutoMARK displays error messages on the terminal s 15 inch screen A full list of error message listings for inspectors voters and the BOE technical staff appear in Appendices D 1 through D 3 ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 6 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Poll Site Scanner Vendor Response for Ballot Marking Device 7 Visible Messages Describe how the proposed Pollsite Voting System display provides voters and pollworkers with messages feedback and instructions For messages to voters are messages available in all of
173. manage and resolve issues actively effectively and efficiently in a real time environment TeamSupport TeamTrack for Support Centers allows users to streamline customer support increasing the level of service and responsiveness to customers while lowering overall costs Issues can be escalated from TeamSupport based on analysis and become TeamTrack work items Processing Requests Requests come from two different paths as production issues through tSupport to tTrack or directly into tTrack through the Product Management process When a customer or internal coding center identifies a required enhancement or bug the request is captured in TeamTrack by the technical services specialist who receives the notification This technical services specialist performs preliminary analysis and data gathering Enhancements bugs or items that cannot be resolved at the entry level are promoted to the next level development review resource During these processes any workaround or manual alternatives are identified and communicated back to the customer internal or external If however a system defect is identified that needs to be fixed or a system enhancement is required the information is submitted through product owners into tTrack for review and prioritization ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 101 of 126 The Board of Elections in the City of New York December 17 2008 Warranty Services Subcategor
174. mber 17 2008 Post Election Activities amp Testing Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device The ES amp S AutoMARK automatically performs diagnostic tests each time the system is activated The results of these tests appear on screen as each test concludes for the ES amp S AutoMARK All manual testing should be completed before Election Day Post Election ES amp S recommends physically inspecting election hardware for damage during check in at the City s post election storage facility 11 Diagnostics _ Describe self diagnostics and testing capabilities of each component of the new voting system Upon activation the DS200 automatically performs a series of internal system diagnostic checks These checks are always executed on startup Automatic self tests include checking the scanner software checking the printer and other system checks There is no menu for this step but a report of the test results will be generated If the system fails any of the tests the menu system will jump to the main menu and the election definition will be removed This includes the automatic printing of the initial state report and zero report which provide all the information needed to verify equipment readiness If any of these systems tests fail or the unit fails to print the necessary reports the unit will not enter the vote mode The ES amp S Au
175. ment How often do other jurisdictions replace the proposed voting system equipment List the experience of at least five 5 large jurisdictions The DS200 is built to last up to 10 years with frequent use Historical replacement data is not available for the DS200 because it is new technology The ES amp S AutoMARK is built to last up to 10 years with frequent use Historical replacement data is not available for the ES amp S AutoMARK because it is new technology 9 Storing and Transportation Describe the storage and transportation requirements for the proposed pollsite voting system a Environmental requirements b Electrical Charging requirements c Transportation requirements for shipping the device safely to and from pollsites d Recommended Voting Machine Facility storage placement e Dimensions in the open and closed positions a Environmental Storage 4 to 140 degrees Fahrenheit no humidity requirement b Electrical The DS200 comes with a power supply that operates from standard AC line voltages It also includes batteries with sufficient capacity to allow the unit to operate for at least 2 hours after loss of AC power The maximum continuous current is 0 6A 120VAC Charging Each DS200 should be charged no more than 4 weeks prior to an election for up to 8 hours to ensure a fully charged battery A LED on the back of the unit indicates the charge state of the
176. mization and integration of our training to incorporate the laws regulations and procedures unique to the state and to the jurisdictions within ES amp S will work with election staff to develop a training program that is current and relevant to the City ES amp S training is designed to provide hands on instruction to the pollworkers ES amp S recommends conducting training in a ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 91 of 126 The Board of Elections in the City of New York December 17 2008 Pollworker Training Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device facility that allows attendees access to the system The optimum size of an equipment class is no more than 20 participants ideally with 2 3 individuals per piece of hardware ES amp S trainers would work in conjunction with NYC Adjunct Trainers to complete the training for pollworkers Courses could be designed in a number of different fashions to accommodate the full solution and varying roles at NYC polling places ES amp S would block off the appropriate number of resources necessary to complete training in a timely manner to support the election Each trainer would be prepped on NYC specific materials and use of product Scheduling would be completed in conjunction with NYC BOE and borough representatives to accommodate the training in a timely fashion 2 Timing of Trai
177. mp S AutoMARK Ballot Marking Device software hardware and firmware components have not been federally certified to the 2002 Guidelines Earlier versions of the ES amp S AutoMARK Ballot The proposed State of NY version of the ES amp S DS200 pollsite scanner software hardware and firmware components have not been federally certified to the 2002 Guidelines The DS200 is currently in federal certification under the 2002 Guidelines as Unity 3 2 0 0 and Unity 4 0 0 0 both versions ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 108 of 126 The Board of Elections in the City of New York December 17 2008 Certification 2002 amp 2005 Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device include DS200 firmware version 1 3 7 0 Marking Device software hardware and firmware components are qualified to the Federal Election Commission 2002 Voting System Standards by NASED and have received the following designations of approval e NASED N 1 16 22 22 001 2002 10 24 2005 e NASED N 2 16 22 22 002 2002 08 31 2006 e NASED N 2 16 22 22 003 2002 08 31 2006 2 Certification to 2005 Federal Guidelines Indicate which proposed voting system components are certified to federal 2005 Guidelines Provide dates and evidence of when software The proposed State of NY ES amp S DS200 pollsite scanner software hardware and fi
178. mply needs to unlock the lid of the DS200 raise the LCD screen and wait a few moments for the system to initialize When the Open Polls screen appears the pollworker presses the Open Polls button on the screen Depending on options set for the election definition the DS200 will automatically print a status report a zero totals report and or a zero certification report Once the start up reports are complete the pollworker closes and locks the switch door and secures the key in a safe place The DS200 is ready to receive Election Day ballots On site Corrections System messages identify any required maintenance task The Operator s Manual Preparing the ES amp S AutoMARK is a five step process 1 Connect AC power 2 Install the election definition on compact flash card 3 Install ink cartridge 4 Test printing 5 Test the touch screen interface and ADA functionality of devices After technicians at the Voting Machine Facility make sure the terminal properly marks all ballot positions they then secure the unit in its BMD transport cart for transport to the pollsite Pollsite Setup On Election Day the ES amp S AutoMARK can be readied for voting in less than five minutes Election workers simply remove the seals on the front and rear doors plug the unit into a standard three prong outlet and turn the gold control key to the ON position On site Corrections System messages identify an
179. n d Maximum number of ballot styles available for use in an election e Maximum number of pages per ballot f Maximum number of code channels a The Paper Ballot module template has a matrix of 1 680 70 by 24 potential choices for voting targets on each side of the ballot Actual availability will depend on the amount of text and the size of the text that is used for candidate and contest information b The DS200 and ES amp S AutoMARK BMD do not have physical lock out features c The maximum number of voters depends upon the size of the USB memory stick used and if the jurisdiction sets the machine to save ballot images In an Election Day scenario the DS200 can accommodate thousands of voters d The maximum number of ballot styles available in an election is 26 000 e The maximum number of pages per ballots is 12 each page contains a front and back f There is one code channel that can support more than 26 000 ballot styles 10 Ballot Layout Describe the capabilities of the proposed Voting System to support the following ElectionWare contains a desktop publishing module that manipulates the image of a ballot containing election information from the Unity Election Data Manager EDM database Ballot headings titles and ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 36 of 126 The Board of Elections in the City of New York December 17 2008 Ballot Display Subc
180. n The ES amp S BMD support grants voters full control over on screen ballot presentation Voters can select options to zoom the ballot text for individual contests and change the screen display ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 34 of 126 The Board of Elections in the City of New York December 17 2008 Ballot Display Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device e Font font size font color e Alignment left center right justify e Rotate 0 90 180 270 degrees e Left and right margins e Text wrap and text kerning from full color to a high contrast view white text on black background for voters with color blindness The ES amp S AutoMARK has been tested and certified to the usability and readability guidelines of the 2002 Federal Voting System Standards No testing specifically addressing whether multi page displays influence voter perception or readability has been performed 4 Ballot Clarity font Describe the The ballot design will influence the The BMD uses the Paper capabilities of the proposed Pollsite clarity of the ballot ElectionWare Ballot DSIM template for Voting System to ensure that the provides unlimited control of the ballot page display ballot is clear and readable to all appearance of text displayed on a voters ballot see question 3 It is up to the user to d
181. n the City of New York December 17 2008 software firmware and documentation required to program control and support the equipment all of which is used to define ballots cast and count votes report and or display election results and maintain and produce any audit trail information Similarly we define Pollsite Voting System PVS as that portion of a Voting System that is intended for use at a pollsite Therefore a PVS is both the scanner and the disability device when these are intended to be used in a pollsite When answering the questions below describe your scanner related capabilities in the column marked Precinct Scanner and your disability voting capabilities in the column marked Ballot Marking Device If your proposed solution is a combined scanner and BMD and there are shared resources note that fact so that it is clear that the resources in total are not over represented 5 2 1 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Poll Site Scanner Pollsite Voting System Mechanical Characteristics Vendor Response for Ballot Marking Device 1 Durable Material Describe how the proposed Pollsite Voting System is composed of durable materials and assembled in a durable fashion The DS200 s internal components are assembled in a rugged impact resistant GE C6600 Polycarbonate Acrylonitrile Butadiene Styrene ABS plastic housing The termina
182. nal sites such as police precincts for reading into a regional PC This solution shortens drive time as well as cuts down on the number of PMDs that are actually read into a single PC 3 Fastest Modem results directly from polling place using a landline or wireless modem solution This solution although extremely fast is illegal under current NY law For this reason DS200s will not be outfitted with modems of any kind The ES amp S AutoMARK does not tabulate results or store ballots ES amp S can provide recommended procedures for processing ballots if requested 12 Handle Supplies Describe the capabilities and suggested procedure of the proposed Pollsite Voting System for the handling of election supplies upon poll closing by pollworkers ES amp S Requirements Response_01 09 09_FINAL for Web doc The DS200 is capable and it is the suggested procedure to bring back the following upon poll closing 1 Both tabulated and untabulated ballots Election supplies can be stored in the ES amp S AutoMARK carrying case when the system is not in service for an election ES amp S will work with the BOE to determine the best Page 63 of 126 The Board of Elections in the City of New York December 17 2008 Pollworker Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 2 PMD within the DS200 3 Copy or copies of the result tapes generate
183. nd validation e Extensive internal test deck process for DRE and document based systems ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 96 of 126 The Board of Elections in the City of New York December 17 2008 One time Other Services Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device e Automated testing procedures for logic and accuracy e Election support services e Maintenance service forms e Extensive product training and skills assessment e Formalized review process customer survey and follow up e Regular client meetings e Review of closed Team Support call issues for improvement e Quality Incident Report form for any issue We are dedicated to continuing our quality improvements in all phases of our products and services As the leading innovator in developing election technology we have shown this commitment over our history As our clients continue to provide an ever increasing level of service to their voters we are well positioned to support them System Testing and System Standards All of the systems provided by ES amp S are tested to ensure that they meet the standards of election authorities prior to an election Our solutions have been used in more than 40 000 live binding government elections in the last decade and the results have to stand up to public scrutiny The voters and election administrators must have 100 percent
184. ng Sites Ricoh Electronics Inc REI 1100 Valencia Avenue Tustin CA 92780 200 000 square feet Production in Units per Month As many as 2 000 month This production level has been reached Production in Units per Month As many as 2 000 month This production level has been ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 117 of 126 The Board of Elections in the City of New York December 17 2008 reached during July August 2007 reached during May July 2008 3 Initial Delivery Indicate how Number of Business Days After Number of Business Days soon in business days after award After Award contract award can delivery of a copy of the proposed EMS T one One 1 Pollsite Scanner System Not applicable 1 798 ES amp S A ine a deli d to th DS200 and one 1 copy of EMS AutoMARKs were delivered to voting system be delivered to the can be delivered to NYC BOE in NYC BOE and boroughs in BOE in NYC less than one week after contract 2008 award 4 Subsequent Deliveries Indicate ES amp S can meet the DS200 how soon in business days after award the following numbers of voting systems can be delivered to the BOE in NYC delivery timelines outlined in the Key Dates schedule of this RFI Delivery Capacity 20 Units Delivered to Albany within 10 business days of receipt of PO See Note 1 amp 2 50 Units Delivered to Albany within 10
185. ning Pollworkers must ES amp S will work with the BOE and boroughs to schedule be trained as close to an election as classes close to the election to increase content retention possible How will the Proposer meet ES amp S has experience with large implementations and will work this requirement to have adequate qualified resources available to conduct the training in the weeks prior to the Primary and General elections 3 Hands On Training NYC experience ES amp S training is designed to provide hands on instruction to is that training is most effective when poll workers ES amp S recommends conducting training in a trainees have direct hands on training facility that allows attendees access to the system The on the voting system no more than 6 optimum size of an equipment class is no more than 20 trainees per machine How will the participants ideally with 2 3 individuals per piece of hardware Proposer meet this requirement To meet these requirements ES amp S would work with BOE and borough staff on scheduling and use of equipment 4 Trainer Qualifications NYC would like Our staff possesses various certificates and degrees related to the Proposer to provide qualified adult education and training Depending on the member of the certified trainers for training for the team we have certifications from American Society of Training initial election and Development ASTD bachelor s and master s degrees in adult and c
186. npack the terminal place the unit ona standard disability compliant voting table connect the system to an electrical outlet and turn the ES amp S AutoMARK control key to the ON position to prepare the system for voting The terminal s key activated administrative controls and election memory card are stored behind a locking panel to prevent unauthorized access 3 Handle Devices Cards Required Describe the Election Day pollworker activity during the course of voting What devices cards are required and by whom are they handled The DS200 is a user friendly pollsite scanner device that requires minimal effort to setup and operate at the poll site Once the device is powered up on Election Day minimal action is required by the poll worker other than possibly assisting voters as they insert their ballot into the unit for pollsite tabulation ES amp S recommended procedures call for the proper USB memory sticks to be inserted and sealed into the DS200 prior to delivering equipment to the polls Poll workers should have no contact with the system s memory sticks until poll closing when the PMD device could be removed from its sealed location to be transported to the accumulation location ES amp S recommended procedures call for the proper compact flash memory cards to be inserted and sealed into the ES amp S AutoMARK prior to delivering equipment to the polls Pollworkers should have no contact wit
187. nt does not currently support the ability to connect to a projector or alternate display Equipment used for training and demonstration is the same as the equipment used during a live election 5 5 3 Voter Privacy Voter Privacy Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Ballot Secrecy Describe how Voters mark their paper ballots in proposed voting system ensures the privacy of a voting booth and the end to end protection of the then place their ballots into a secrecy of each voter s ballot privacy sleeve to transport it to the DS200 The ballot is passed through the DS200 for tabulation then immediately is dropped into The following system features ensure private ballot marking for voters with disabilities e Option to blank the screen during audio voting clears the terminal ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 82 of 126 The Board of Elections in the City of New York December 17 2008 Voter Privacy Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 5 6 5 6 1 Interfaces the locked ballot box display to prevent onlookers from viewing ballot selections e Physical privacy screen shields the ES amp S AutoMARK display during voting Optional ballot privacy sleeve may be used to transport the paper ballot from the ballot marking terminal to the
188. o be deployed or assigned 7 Training Videos Will videos be developed on NYC pollworker training and deployed at each training session to ensure training consistency ES amp S will provide training materials participant training manuals handouts to the NYC BOE in sufficient quantities to support the required courses ES amp S can work with NYC to develop a customized video for poll workers Pricing for this project would vary with the amount of customization and number of videos developed and delivered 5 6 5 First Time Support First Time Support Subcategories 1 First Time Implementation Services What first time support services does the Proposer offer Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device Projected services provided to the BMD implementation NYC BOE by ES amp S for the support services were implementation of the pollsite provided to New York City scanner are detailed in our cost BOE and the five boroughs response Examples of support pursuant to the State of New areas that ES amp S would York Office of General recommend the City include in Services Contract No the City of New York BOE PC63810 Purchase Order follow Project management Acceptance testing support VMF facility assessment Pre election equipment setup Staff Board VMT and poll worker training EMS acceptance testing support EMS pre election support Election Day support VMT
189. oMARK are used as a test deck the DS200 could be tested and prepped for delivery in 15 minutes However outside of the machine preparation it is recommended that the portable memory device is downloaded into the reported system to complete the end to end testing process 2 Time Required to Prepare Equipment ES amp S ability to meet the key dates and timelines outlined in this RFI are dependent on the NYSBOE certification and acceptance testing schedule for the DS200 In order to meet the May 4 start date for receipt and acceptance testing of the DS200 NYSBOE certification must be complete by late April Central acceptance testing in Albany by the NYSBOE must begin immediately thereafter to meet the City s start date of May 4 for receipt and testing of the new pollsite voting system Key dates outlined in this RFI for EMS software integration poll worker and VMT training and election specific preparations can be supported by ES amp S Page 12 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 3 Degree of Voting Privacy Describe how the proposed voting system will enable a voter including voters with disabilities to cast his or her ballot in complete privacy and security ES amp S sells several types of voting booths that provide a private and secure
190. ocess that is used on election night This level of testing ensures the integrity of the entire system Election Day The DS200 automatically performs diagnostic tests each time the system activates The results of these tests appear on screen as each test concludes All manual testing should be completed before Election Day Post Election ES amp S recommends physically inspecting election hardware for damage during check in at the City s post election storage facility Pre qualification Election workers should test the ES amp S AutoMARK by activating the system for Election Day operation and feeding blank test ballots through the unit Workers should mark several ballots using a mixture of audio and display ballot navigation and maintain an external record of selections as the ballot is marked After the ES amp S AutoMARK terminal processes and marks the ballot the election worker should compare the marked selections to recorded ballot selections to ensure that the system accurately marks the ballot ES amp S recommends that NYC BOE include testing of disability accessories like sip amp puff paddles and a head pointer on a sampling of the ES amp S AutoMARKs to ensure the devices accurately respond to the inputs of the disability accessories Election Day ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 57 of 126 The Board of Elections in the City of New York Dece
191. of the proposed Pollsite Voting System that provide easy to close both physically and electronically while still maintaining security What device if any is used in the process 10 Reporting Describe the capabilities of the proposed Pollsite Voting System that provide clear readable reports for the Poll Worker Once the polls are closed and voting has ended the pollworker unlocks the access door then presses and holds the CLOSE POLLS button for approximately 5 seconds Once the CLOSE POLLS button is released the DS200 will close the polls and automatically print a Voting Results Report and any other reports set up to automatically print such as an Audit Log Report The DS200 generates a variety of results reports after the polls close Depending on the options configured for your election definition the scanner may automatically print reports when you close the polls Or you can manually select reports from the POLLS CLOSED screen Once the polls are closed poll workers simply turn off the control key unplug the unit and close and seal the doors of the transport cart The ES amp S AutoMARK does not tabulate results and is not configured to print automatic reports Election officials can print the system event log and scan log from the unit s administration menus All reports are printed in full ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 62 of 126 The Board o
192. ollowed the appropriate User Manual and or training directives Customer will be advised to begin the issue resolution process over by following the procedures identified in the User Manuals or by utilizing ES amp S Election Services The Customer may also be advised that additional training may be necessary to ensure the Customer has the appropriate level of issue resolution training 3 ES amp S will provide Technical Bulletins on a schedule to be determined by ES amp S regarding specific issues the Customer may be experiencing 3 Fixes During Warranty Describe the proposed methodology for reporting and tracking bugs and anomalies discovered during the warranty period Describe how you ES amp S publishes Technical Bulletins when required that identify system defects anomalies and other technical information These bulletins identify the system issue version or versions the defect applies to and the suggested work around until a system fix can be built tested certified and released to the end user Subsequent ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 100 of 126 The Board of Elections in the City of New York December 17 2008 Warranty Services Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device will notify BOE in NYC staff that a fix had been developed was applied and is ready for testing Do you track the date of each sub event report o
193. ons an ACCEPT button and a REJECT button configured to be turned off allowed number of selections If the voter chooses to mark a new ballot he she or the poll official would press the RETURN BALLOT button which sends the ballot out to be spoiled If the voter chooses not to mark a new ballot the COUNT AS MARKED button is pressed and the ballot is placed in the ballot box The City of New York will be responsible for determining the correct procedure for handling blank and or undervoted ballots These ballots can be predetermined to be returned to the voter or to be accepted into the unit without an alert message Ballots returned to the voter can be removed reviewed replaced with a new ballot and revoted or the voter may decide to keep the original ballot and condition and not make any changes 3 Independency Describe how the The DS200 allows for ballots to be The ES amp S AutoMARK ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 65 of 126 The Board of Elections in the City of New York December 17 2008 Voting Process Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device Pollsite Voting System will allow voters with disabilities to completely cast their ballot independently and in privacy deposited utilizing a secrecy sleeve which completely covers the ballot for ultimate privacy records selections on the same pape
194. ontinuing education and various certificates from individual subject line content ES amp S also certifies each trainer utilized on subject content product knowledge and adult learning principles We begin our internal certification process with a thorough selection process Prior to joining the team individuals must possess a minimum of two years experience as a trainer Training experience in a technical product subject area is preferred They must demonstrate the basic instructor techniques well rounded written and verbal communication skills including presentation skills and proficiency in skills in Microsoft productivity suite applications They must demonstrate defined product knowledge for each course they are certified on prior to any facilitation with clients We also look for knowledge of instructional system design methodology in the candidates we select 5 Types of classes s training provided in a single session or are there multiple classes equipment training procedure training simulated pollsite training The type of training recommended varies by product solution and client requirements Standard methodology appears below Election Overview Partnering With and Converting to ES amp S Course This course provides a high level overview of ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 92 of 126 The Board of Elections in the City of New York December 17 2008 Pollworker
195. oof spoken ballot information that is used on the BMD ElectionWare allows for review of the display and recorded audio for all ballots via a standard desktop PC This system allows users to proof and review all election information before programming the individual compact flash memory cards Proofing can be done at the individual ballot element level or at the ballot style level For instance the BOE can listen to every candidates name in the candidate list or each candidate s name can be reviewed by walking through each ballot style ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 26 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device and validate election data to ensure that ballot styles are generated accurately Software validation processes can be run which analyze relationships defined by the entered data and look for incomplete or inaccurate data which can cause incorrect ballot styles to be generated Some of these processes can identify e Whether ED to political district relationships are defined accurately e Contests without candidates e Candidates without parties e Offices without active districts e Polls without EDs assigned The ES amp S Unity election software provides numerous reports to proof and validate election data Every
196. or reject overvotes Most of the characteristics listed here are characteristics usually associated with a tabulation device not a ballot marking device The ES amp S AutoMARK will alert the voter if a contest is undervoted and will not allow a contest to be overvoted Default system messages and election specific messages can be changed by the user In ElectionWare Configure the user can also change the following settings on the AutoMARK settings screen e Alert the voter if not all contest choices are displayed on the screen e Force the voter to view all contest choices ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 24 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device e Query accept or reject blank ballots e Diverter installed yes no e Identify divert or stamp blank ballots e Identify ballots with marked write ins e Identify ballots with overvoted contests with write ins e Set jurisdiction image that appears on voter facing screens e Allow the write in keyboard to include numbers e Set the ballot margin properties e Set the write in line properties e Create a non audio election e Set the zoom percentage e Display party graphics 11 Modifications of Instructions Describe the extent to whi
197. ots processed in a 15 hour day Election workers simply deactivate the unit using the system s control key remove the ES amp S disassembly and preparation for DS200 can be removed from the AutoMARK from the shipping ballot box on which it rests and terminal s voting table place placed back into its carrying case the unit back in the carrying which will then be locked for case and lock the case for transport transport 5 4 2 Voter Activity Voting Process Voting Process Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Voter User Friendly Describe the capabilities and suggested procedure of the proposed Pollsite Voting System that enable it to be user friendly ES amp S Requirements Response_01 09 09_FINAL for Web doc To cast an official ballot on the DS200 voters simply insert marked paper ballots in any orientation into the DS200 input slot and follow the easy to read instructions displayed on the terminal s 12 inch LCD touch screen The terminal scans the entire ballot front and back interprets Easy to follow instructions on the ES amp S AutoMARK screen or audio ballot will guide the voter through marking the ballot Once the ballot is marked the voter will place the ballot into the privacy sleeve and take it to the DS200 then insert it so the ballot can be Page 64 of 126 The Board of Elections in the City of N
198. ould need to breach the physical security where the device is located and defeat the Windows administration security Using the recommend guidelines the system logs would be reviewed and catch any such system identified and removed attempt DS200 e The DS200 incorporates a Linux OS e a The DS200 disallows the attachment of a keyboard and disallows the entry to the native Linux environment when in the deployed state The device restricts use to the features presented by the application to the pollworker and or voter e b The Linux OS that has been stripped of all non utilized services and components Ballot Marking Device System The ES amp S AutoMARK OS is a Windows CE system configured by an authorized Microsoft partner to contain the functions and features required for AutoMARK hardware and functional compatibility It is preinstalled from a trusted copy of the one certified and conformance to the original is verifiable using hash checking The system is dedicated to the single BMD application function and no other applications can be invoked The OS cannot be changed without compromising the physical security of the AutoMARK comprised of locks and seals and is detectable and removing the covers and attaching an external USB keyboard Special procedures would then have to be used to break out of the application 5 ee ee rA a The DS200 has a hash checking The ES amp S AutoMARK has a hould rt of th ty port
199. ould be to use English as the default with clearly visible buttons displaying the other language options ES amp S feels that this method cuts down on clutter and more efficiently stored on a single machine for use with both audio and display ballot presentations Audio contents are presented in either synthesized speech or real voice recordings The voter selects the desired ballot language after inserting a audio processes voters ballot for marking a Yes the voter can select their Five languages are currently language of choice simply by supported with synthesized pressing a single button speech English Spanish b The audio ballot is handled by Chinese Korean and the ES amp S AutoMARK Japanese Real voice files can be formatted to support any ballot language 4 Audio Function Describe the These audio ballot functions are ES amp S AutoMARK audio capabilities and suggested procedure of the proposed Pollsite Voting System audio function is clear and easy for the voter to use a Can the volume of the audio ballot be easily adjusted by the voter higher lower b Can the speed of the audio ballot be easily adjusted by the voter faster slower c Do the audio controls work with both synthesized and recorded audio d Do the headsets provided include technology to prevent interference with hearing aids available on the ES amp S AutoMARK control keys are arranged and shaped to provid
200. owing updates Should the BOE require changes for the security aspects of the proposed solution ES amp S will work with the BOE to define and implement changes to meet the security needs of the City Updates that are required due to a change in the jurisdiction s security requirements shall be provided at an additional fee to be mutually agreed upon by the parties if they constitute a material change to ES amp S proprietary software and or require a substantial amount of time by ES amp S to complete ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 76 of 126 The Board of Elections in the City of New York December 17 2008 Physical Security Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 3 Ability to Secure Equipment external Security Features External Security Features Outside of BOE Facilities J d Describe the security features of the e The DS200 carrying case can e The ES amp S AutoMARK proposed voting system which be locked with a key aa avn A i protect it when it is not in a BOE e Numbered tamper evident seals eres a E facility in transport at pollsite may be applied to the shipping l before amp after election case e Numbered tamper evident seals may be applied to the e The media access door can be Transpor Table secured with tamper evident seals e The media access door can be locked and tamper e The device
201. p S Requirements Response_01 09 09_FINAL for Web doc ES amp S recommends that the BOE in NYC consider proofing It is equally important to proof spoken ballot information that is proofing for BOE in NYC including at multiple levels The first level used on the BMD ElectionWare Page 121 of 126 The Board of Elections in the City of New York December 17 2008 Key Considerations Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device displayed printed synthesized spoken ballots in English Spanish Mandarin Chinese Cantonese Chinese and Korean and including ballot rotation See Section 5 2 3 of proofing is to make sure that every piece of election information entered into the EMS is spelled correctly such as candidate names office titles AD ED names etc This will ensure that displayed and printed ballots are correct The EMS provides reports to add the proofing process Every piece of information that can be entered into the EMS can be printed out on a report for proofing purposes English and language translations both need to be proofed NOTE Data does not get modified or changed when moving from the BOE to ES amp S EMS when using the Import Wizard or Automatic Import features of the Unity EMS The second level of proofing is to make sure that generated ballot styles are accurate It is recommended that the BOE proof to make sure that offices are in
202. piece of information that is entered into the system can be printed on a report for auditing purposes In addition all information relating to the ballot style creation process is available in a report such as e Ballot styles assigned to election districts e Election districts assigned to ballot styles e Rotation by election district e Ballot style by poll 15 Moving from Primary to General Describe how the proposed EMS can enable the BOE in NYC to move from the Primary to the General Election with a minimum of effort The procedures for programming primary and general elections with Unity software follow the same path Each type of election can be set up manually or using the import facilities of the EMS Using the Copy Election function within EDM does allow for an easy transition from a primary to general election The primary election can be used as the basis when creating a general election Any contests and candidates that will not appear in the general election can simply be deleted 16 Ballot Rotation Describe the capabilities of the proposed voting system to comply with all ballot rotation requirements of NY State Law and BOE in NYC including candidate rotation and group rotation Unity ballot rotation algorithms meet all NYC requirements for rotation including provisions for candidate and group rotation as demonstrated in the 2008 Primary election Unity s EDM i
203. placement tasks e Replace the ballot scanner e Replace the backup battery e Replace the ITX power supply e Replace the power management board e Replace the motherboard The ES amp S AutoMARK s modular design facilitates quick diagnosis and repair of the unit ES amp S is committed to maintaining available spare parts and repair supplies for its tabulation systems Many of the key components provided in the ES amp S systems are proprietary in design and manufacture This ensures that we can control their life cycle and quality without being subject to rapid technological change prevalent in many other areas of the electronics industry We typically stock for our anticipated service requirements for a period of time sufficient to meet the lead times of the individual components utilizing safety stock levels to protect from any unexpected shortages As a result we can ensure adequate parts availability for our customers 3 Tools Required Describe any special hardware or software tools required for routine maintenance and or repair of the Pollsite Voting System The following tools are needed to conduct routine maintenance on the DS200 e Compressed air 10 oz can minimum e Isopropyl alcohol 70 16 fluid ounce bottle or more e Non lint based cloth e Static mat with wrist strap e 1 Philips screwdriver Routine maintenance requires the following equipment e TORX T 10 s
204. poll worker and call center ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 94 of 126 5 6 6 cH A TSreTsTaTtroaao x n x ne a a One time Other Services One time Other Services Subcategories 1 Project Management The Proposer shall Management Services for the project tasks under their control provide the following Project Project Reporting Project Scheduling amp Planning Change Management System Implementation Data Conversion Interface Implementation Testing Knowledge Skills Transfer Training System and Training Documentation Notification Process for Delivery of PVS The Board of Elections in the City of New York December 17 2008 Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device In nearly 40 years supporting elections ES amp S has installed more than 190 000 systems for election jurisdictions of every size and complexity Our staff of elections experts possesses unequalled on site project management expertise and our account managers instinctively understand the tasks required to achieve a trouble free election Our experience and disciplined approach sets the ES amp S account management team apart from other vendors ES amp S Project Management Approach Overview PROJECT PHASES Decades of successful ES amp S project management experience a critical benefit for a large scale implementation such as New York City
205. polling place tabulator or ballot box without revealing selections Implementation Services Interfaces Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device jurisdictions 1 Prior Jurisdiction Interfaces Describe voting system interfaces that your firm has done for other ES amp S has many years of experience interfacing with legacy systems in several large election jurisdictions across the U S and Canada Some examples of these are e City of Chicago e Cook County IL e Dallas County TX e Miami Dade County FL e Broward County FL e Hennepin County MN Minneapolis area e Allegheny County PA Pittsburg area e Toronto ON your method for 2 Interface Methodology Describe developing interfaces from the proposed voting system to other systems ES amp S has worked with many jurisdictions voter registration companies commercial printers and partners developing interfaces into and out of our EMS EDM s flexible Import Wizard is the only method to import data into the EMS An ES amp S representative works with the jurisdiction to guide them through the process of formatting their data files for import into EDM The process includes the following steps e ES amp S provides data specification and Import Wizard documents e Various meetings take place to walk through the process e Questions are answered by phone or e mail e Test f
206. porting contest data which eliminates manual steps when setting up an election 14 Ballot Proofing Describe your recommended approach to ballot proofing for BOE in NYC including displayed printed synthesized spoken ballots in English Spanish Mandarin Chinese Cantonese Chinese and Korean and including ballot rotation ES amp S recommends that the BOE in NYC consider proofing at multiple levels The first level of proofing is to make sure that every piece of election information entered into the EMS is spelled correctly such as candidate names Office titles AD ED names etc This will ensure that displayed and printed ballots are correct The EMS provides reports to add the proofing process Every piece of information that can be entered into the EMS can be printed out on a report for proofing purposes English and language translations both need to be proofed NOTE Data does not get modified or changed when moving from the BOE to ES amp S s EMS when using the Import Wizard or Automatic Import features of the Unity EMS The second level of proofing is to make sure that generated ballot styles are accurate It is recommended that the BOE proof to make sure that offices are in the correct order the number of ballot style are as expected rotated contests and candidates are accurate etc The ES amp S Unity election software provides many places to help audit It is equally important to pr
207. provide reports on request ES amp S Customer Relations will manage Help Desk reporting to the to BOE in NYC detailing the BOE problems reported and their open closed status 9 Mandated Changes Describe your provisions for upgrades to the software in a timely manner for changes required by law for the During the warranty period and thereafter so long as the City has paid for and is receiving ES amp S Hardware Maintenance Services and ES amp S Software Maintenance and Support Services the equipment and licensed software shall be maintained or upgraded by ES amp S in ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 105 of 126 The Board of Elections in the City of New York December 17 2008 Support Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device proposed voting system such a way as to remain compliant with all applicable state election laws and regulations related to accessibility including all current and future requirements necessary to remain certified for use in the State of New York Maintained or upgraded shall mean only such changes to individual items of the licensed software but not equipment as are technologically feasible and commercially reasonable in ES amp S discretion The City shall be responsible for the cost of all replacements retrofits or modifications to the ES amp S equipment that may be developed and offered by ES
208. quirements Response_01 09 09_FINAL for Web doc Page 112 of 126 The Board of Elections in the City of New York December 17 2008 5 8 4 Litigation Litigation Subcategories Vendor Response 1 WITHIN THE PAST FIVE 5 YEARS HAS THE VENDOR ANY PRINCIPAL OWNER OFFICER MAJOR STOCKHOLDER 10 OR MORE OF THE VOTING SHARES FOR PUBLICLY TRADED COMPANIES 25 OR MORE OF THE SHARES FOR ALL OTHER COMPANIES AFFILIATE OR ANY PERSON INVOLVED IN THE BIDDING CONTRACTING OR LEASING PROCESS BEEN THE SUBJECT OF ANY OF THE FOLLOWING a Conviction for a Crime A judgment or conviction for any business related conduct constituting a crime under federal state or local government law including but not limited to ES amp S Response fraud extortion bribery racketeering price fixing or bid collusion or any crime related to truthfulness and or business conduct b Criminal Investigation or Indictment A criminal investigation or indictment for any business related conduct constituting a crime under federal state or local government law ES amp S Response including but not limited to fraud extortion bribery racketeering price fixing or bid collusion or any crime related to truthfulness and or business conduct c Unsatisfied Judgment Injunction or Lien an unsatisfied judgment injunction or lien for any business related conduct obtained by any federal state or local government agency ES amp S Response including b
209. r ballot used by every voter at the polling place ensuring privacy and anonymity during ballot counting Voters who use the ES amp S AutoMARK s large LCD display to select their ballot options do so behind a standard privacy screen to prevent onlookers from viewing the ballot display If a voter is using an audio ballot the screen can be blanked to prevent onlookers from seeing the voter s choices Once the voter s ballot is marked by the AutoMARK and returned to the voter a privacy sleeve can be used by the voter to transport the completed ballot to the DS200 for tabulation at the precinct 4 Voter Verification Describe how the design of the voter verification feature makes it efficient to use a Does the voter review operate in such a manner that the jurisdiction can limit the time or cycles of review in order to ensure voter does not unduly slow the voting process Voters using the DS200 can review all their choices on their paper ballots before inserting it into the DS200 for scanning In the setup of the DS200 the NYC BOE will have the ability to set the reviewing criteria for the voters For example you can force a voter to view their overvote error before being able to cast ballot or you can allow them to cast their ballot right from the error notification screen There is software provision in the AutoMARK to limit the time or cycles of review Since this unit is primarily to support ADA
210. r each ballot selection method Every ballot presentation mode may be used with every cast mode No poll worker assistance is required during ballot navigation and marking for any cast mode Voters with profound mobility issues may require assistance when transporting a ballot from the ES amp S AutoMARK to a ballot box or pollsite scanner An optional ballot secrecy sleeve is available to ensure that the paper ballot remains secret during this transfer Also optional would be the use of the AutoCast feature which allows the voter to designate whether he or she desire the ballot to return or be placed in a secure container in the rear of the ES amp S AutoMARK 4 Audio Ballot Creation Describe your recommended approach to audio ballot creation for BOE in NYC See Section 5 2 3 The DS200 does not have an audio component Audio ballot capability is accommodated by the ES amp S AutoMARK ballot marking device The use of recorded speech or synthesized speech for audio use is strictly up to the jurisdiction Synthesized speech is what most jurisdictions use and has the benefit of requiring the least amount of setup labor lead time and cost as it is mostly derived from the text used in ballot display Exceptions are handled with entry of phonetic pronunciation when the speech directly produced from the text is not as desired 5 Ballot Proofing Describe your recommended approach to ballot ES am
211. rainers will then need to complete a two day Train the Trainer course The ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 89 of 126 The Board of Elections in the City of New York December 17 2008 Staff Training Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device Train the Trainer course trains election staff in complete equipment operations specific to the piece of equipment the trainer will be teaching others to use Trainers need only attend one Train the Trainer course although they may have completed multiple operations training for each piece of equipment on which they will train 6 Training Board Staff How do you plan to provide training for the Board s planning development managerial supervisory and training staffs so that they can plan develop manage supervise and train Board staff and pollworkers in the use of new procedures that will result from the use of the proposed new voting system prior to the Primary amp General Elections in 2009 ES amp S training instructors will conduct requested Train the Trainer courses to BOE staff trainers on ES amp S DS200 and AutoMARK operations and other courses requested by the BOE The timing of the delivery of these courses can be incorporated into the overall project plan to match the planning needs of the staff 7 Training EMS Describe in detail the classes you will provide
212. raining directly on the proposed voting system for each pollworker prior to the Primary amp General Elections in 2009 ES amp S training instructors will conduct requested pollworker classes on ES amp S DS200 and AutoMARK operations and other courses and training activities requested by the BOE We have prior experience on resourcing large implementations like NYC 10 Training Modifications Indicate the ways in which the vendor would be willing to modify its training program to accommodate the needs of BOE in NYC ES amp S will work with the BOE staff to share product and course knowledge to incorporate it with the NYC materials and objectives 11 Vendor Train the Trainer Support Indicate the types of classes and the number of vendor support staff and the number of hours or days of monitoring support the vendor will provide to monitor BOE in NYC led training of ES amp S can train individual staff to train poll workers or conduct the poll worker training in conjunction with NYC adjunct trainers Using a model similar to prior implementation we will work with the BOD to provide product knowledge and training to adjunct trainers to train certain roles while facilitating individual sessions The number of support staff involved is ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 90 of 126 The Board of Elections in the City of New York December 17 2008 Staff Training Subcategori
213. rast selection The background colors fonts and messages are precisely defined in the adminscreens_xx_XX xml the messages_xx xml files sysobjects_xx xml and votermessages_xx xml where the xx and XX represent the two letter abbreviation for the language and its subcategory For example adminscreens_en_US xml holds the information for US style English ES amp S can modify the colors shapes fonts and messages used on all screens by modifying the adminscreens_xx_XX xml file the messages_xx xml file sysobjects_xx xml the votermessages_xx xml and the graphics files png format used for the backgrounds to suit a specific jurisdiction High contrast white text on black background ballot presentation can be activated at any time while interacting with the ballot 3 Language Selection Describe the capabilities and suggested procedure The DS200 display screen has Multiple languages can be ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 67 of 126 The Board of Elections in the City of New York December 17 2008 Voter Assistance Devices Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device of the proposed Pollsite Voting System for language selection a Can the voter choose the language b Can the choice of language be done both visually and through the capability to utilize multiple languages The proposed method w
214. rdware Maintenance Services and ES amp S Software Maintenance and Support Services the equipment and licensed software shall be maintained or upgraded by ES amp S in such a way as to remain compliant with all applicable state election laws and regulations including all current and future requirements necessary to remain certified for use in the State of New York Maintained or upgraded shall mean only such changes to individual items of the licensed software but not equipment as are technologically feasible and commercially reasonable The City shall be responsible for the cost of all replacements retrofits or modifications to the equipment purchased under this RFI City shall also be responsible for i the cost of any third party items that ES amp S notifies City are hereinafter required in order for the equipment and licensed software to remain compliant and certified and ii City s pro rata share of the costs of any future state certifications or recertifications and any mandated modifications to the equipment and or licensed software that may result therefrom that are not otherwise required as a result of any changes or modifications voluntarily made by ES amp S to the licensed software or equipment licensed and sold hereunder 4 We affirm that our proposed voting system response to this RFI is true and correct 5 We affirm that the proposed costs in our response to this RFI will be valid for contract for 120 days from proposal due
215. re can be authorized by the BOE in NYC loaded to or used on the DS200 e Access to the keys to the All three controls described below devige must be compromised to presenta Logical threat to the DS200 e Access to the passwords Physical Security for the device e Access to the devices and the facilities where the devices are stored e Access to the keys to the device Logical e Access to the passwords for the device 5 Component Security Describe The ES amp S DS200 and ballot box how the various components of the proposed voting system are secured from tampering access or are secured with locking doors and covers The ES amp S AutoMARK system consists of the following components ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 77 of 126 The Board of Elections in the City of New York December 17 2008 Physical Security Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device alteration The ES amp S DS200 and ballot box were designed with multiple locations for wire type seals Additionally paper seals can be added at multiple locations for further tamper proofing The DS200 uses tamper proof security Torx head screws to attach the covers Details on recommended security practices can be found in the operator s manual Please reference the ES amp S Security Locks and Seals Document This was submitted to NYSTEC
216. recognized the voter has the ability to return the ballot for review or instruct the system to read it as is The background colors fonts and messages are precisely defined in the adminscreens_xx_XX xml the messages_xx xml files sysobjects_xx xml and votermessages_xx xml where the xx and XX represent the two letter abbreviation for the language and its subcategory For example adminscreens_en_US xml holds the information for US style English ES amp S can modify the colors shapes fonts and messages used on all screens by modifying the adminscreens_xx_XX xml file the messages_xx xmll file sysobjects_xx xml the votermessages_xx xml and the graphics files png format used for the backgrounds to suit a specific jurisdiction The messages appear on the screen until the user presses one of the options presented for a particular situation The DS200 meets the requirements of MIL STD 1472 Human Design Criteria The ES amp S AutoMARK touch screen follows the same operating principles as an ATM touch screen Intuitive menus dynamic selection highlighting and a comprehensive ballot summary provide voters the best possible environment to select desired candidates and ballot options without confusion The ES amp S AutoMARK supplies voters with vision and mobility disabilities with the tools to privately cast a paper ballot The terminal s zoom and high contrast display options audio ballot and Braille embo
217. requirements The system can process portrait and landscape ballots reading both sides simultaneously The DS200 reads the same ballot that has already been used for both of New York City s Primary and General Elections in 2008 The ballot used with the ES amp S AutoMARK meets New York State full face ballot requirements The ballot is organized in row and column for party and contest presentation and can be presented in either portrait or landscape The full partisan ballot can be presented on one side with the back side of the ballot used for referenda if space is not available on the front The ES amp S AutoMARK utilized New York City s full face ballot format in both the primary and general formats in 2008 12 Accessories Required List the accessories which are reusable from election to election that are required to support the pollsite voting system 13 Supplies Required List the supplies which are used in the election cycle throughout the year that are required to support the pollsite voting system In the operational mode the DS200 pollsite voting system is self contained Reusable accessories include e AC power adapter and cord e USB flash drive containing the election definition e Ballot privacy sleeve e Power cord e Keys e DS200 paper rolls In the operational mode the ES amp S AutoMARK ballot marking system is self contained Reusable accessories include e 1
218. ries Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device Unity monitors the presence of transferred election results and updates these results into the citywide results database for reporting and publication If regional collection centers are set up each center is equipped with a laptop PC and a secure USB port for the reading of the USB memory sticks from each DS200 optical scanner Each laptop is configured to attach to a secure VPN and transfer each results bundle to the FTP server at the Central Office The current practice of using the police precincts to assist with the collection of election results would fit very nicely with the concept of regional collection centers Regardless of the type of transfer chosen to deploy all results files transferred are digitally signed and then verified before the results are accumulated into the citywide totals Furthermore all remote connections to the FTP server are authenticated using election specific user IDs and passwords to further ensure that only privileged access to the FTP server is granted 25 Ease of EMS Modification amp Re certification Describe the proposed plan by which the proposed EMS Voting System can be modified and recertified by the NYS BOE if needed to meet the needs of BOE in NYC for implementation for the September 8 2009 Primary Election Any system modification requires NYSBOE recertification ES amp S
219. rification of the election definition and ballot marking capability 6 Testing the Ballot Once an election has been setup describe how all ballots can be viewed or listened to without allowing voting so as to not disturb the count or configuration and Sample paper ballots are typically printed and posted at the polling place allowing voters to familiarize themselves with the contents of the ballot before voting In addition many jurisdictions display sample ballots on the jurisdiction Web site to allow voters to peruse the ballot they will be issued on Election Day Sample ballots are usually printed with a translucent ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 51 of 126 The Board of Elections in the City of New York December 17 2008 Pre Election Set up Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device without requiring individual ballot activation watermark that reads SAMPLE or UNOFFICIAL 7 Cut off For Ballot Changes What lead time cut off date do you recommend for the finalization of ballot definitions to allow for ballot preparation using the proposed voting system ES amp S recommends the City finalize ballot definitions one month before final election setup of the DS200 and ES amp S AutoMARK Once a ballot change is made in the election management system an updated USB memory stick or compact fl
220. rmware components have not yet been federally certified to the 2005 Guidelines DS200 hardware and The proposed State of NY ES amp S AutoMARK Ballot Marking Device software hardware and firmware components have not yet been federally certified to the 2005 Guidelines The hardware and firmware received firmware version 2 0 3 0 are certification currently in NYSBOE certification hardware and firmware under the 2005 Guidelines 1 4 3223 are currently in certification with the NYSBOE 3 Certification in Any Other The DS200 with firmware version The ES amp S AutoMARK ballot Jurisdiction Indicate any other jurisdictions where the proposed hardware and software or similar has been certified List the type of 1 3 7 0 has been certified for use in the State of Florida and was most recently utilized in the 2008 Primary and General elections marking device has been certified for use in 30 states certification awarded and any The DS200 s predecessor the conditions or provisions M100 poll site scanner has been certified for use in 37 states 4 Certification Denied Or The proposed DS200 poll site The proposed ES amp S Decertification Indicate any other jurisdictions where the proposed hardware and software or similar has been refused certification or has been decertified List the type of certification awarded and any conditions or provisions scanner has never been denied certification
221. rocess and audio prompts guide the voter confirm that the ballot has been through ballot navigation and tabulated selections After the voter completes ballot selections the system summarizes selections and marks the voter s ballot 8 Interface How will you participate An interface between the BOE s S Elect system and Unity already in the development of the ballot data exists The BOE creates election export files that are imported into extraction procedures from the Unity with a single click Up to 95 percent of the election definition Board s existing computer systems can be imported with this process The process has been How long do you estimate this effort demonstrated successfully in the 2008 primary and general will take elections See Section 5 6 1 9 Training Board Staff How do you plan to provide training for the Board s planning development managerial supervisory and training staffs so that they can plan develop manage supervise and train Board staff and pollworkers in the use of new procedures that will result from the use of the proposed new voting ES amp S training instructors will conduct requested Train the Trainer courses to BOE staff trainers on ES amp S DS200 and AutoMARK operations and other courses requested by the BOE The timing of the delivery of these courses can be incorporated into the overall project plan to match the planning needs of the staff ES amp S Requirements
222. s Not applicable Units already delivered to NYC Remainder of Units ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 118 of 126 The Board of Elections in the City of New York December 17 2008 on 6 27 09 Note 2 All manufactured units for the NYC pollsite scanner contract would be shipped to Albany for NYSBOE centralized Acceptance Testing prior to being delivered to the applicable NYC boroughs Note 3 Manufacturing release date for DS200 plastic ballot box is pending the NYC contract award and a subsequent decision from NYC BOE on whether a customized lower metal bin is required instead of the current plastic bin The plastic ballot box manufacturer requires a multi week lead time to commence production at a rate of 800 boxes per week ES amp S does not maintain inventory of this product 5 8 6 Summary of Key Proposal Considerations These are key proposal considerations for BOE in NYC Each of them has been incorporated into the appropriate proceeding sections The questions should be answered in the appropriate section but the question is also shown here to ensure that particular attention is paid to answers to these questions Key Considerations Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 NYC Ballot Formats Describe how the proposed Pollsite Voting System will handle all of the required ballot formats for all New York Cit
223. s are details within a single user event like processing details There is a fallback audit logger which will log the last event in the situation when there is an error logging into the primary logging system The system will force the user to exit the application if the primary logger fails The fallback logger is the primary logger until a database connection is established Hence unsuccessful login attempts will be logged to the fallback logger All Audit Log information is designed to be retained for at least the required 22 month retention period ES amp S recommends external system backups along with all data from each specific election event so that all records regarding an election are properly archived The primary logger is limited only by the size of the database The emergency fallback logger is a rolling log There are three log files When the first one reaches 4K it creates the second file and The ES amp S Unity EMS provides election definition ballot layout and device media preparation for both the DS200 optical scanner and ES amp S AutoMark ballot marking device Audit logs for the preparation of these devices are inherent in the same database as described for the Poll Site Scanner Each of these two hardware devices maintains their own logs of audit events ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 31 of 126 The Board of Elections in the City of New York Decem
224. s no more than 20 participants per class Optimal class size for software training is a maximum of 10 per class 2 3 Training Materials Describe the type and quantity of training materials proposed including written video audio diagrams and equipment to meet the needs of BOE in NYC prior to the Primary amp General Elections in 2009 Trainer Certification ndicate the number and type of training certifications held by the proposed trainers on the proposed voting system ES amp S will provide training materials participant training manuals handouts to the NYC BOE in sufficient quantities to support the required courses While we have developed a standard curriculum approach we believe a key element in a successful implementation is the appropriate customization and integration of our training to incorporate the laws regulations and procedures unique to the State of New York and the City ES amp S would work with the BOE in NYC to modify materials to achieve mutual training objectives At ES amp S we know the successful implementation and continuous operation of any new voting system directly hinges on an effective training program for election personnel as well as the voters themselves Knowing that training stands as the most critical component of any installation and support plan for the election system ES amp S takes great pride in providing our clients extensive world class voter system tr
225. s responsible for creating the ballot styles containing candidate and group rotations All other downstream Unity modules and systems use this same ballot style information ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 27 of 126 The Board of Elections in the City of New York December 17 2008 EMS Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 17 Last Minute Ballot Changes Describe the capabilities of the proposed EMS to handle last minute ballot changes in an efficient and easy manner Last minute ballot changes are handled by the EMS in various ways depending on the types of changes needed Ballot changes that do not affect the position of a candidate or proposition response can be made easily in Paper Ballot module DSIM and a new PDF can be generated Ballot changes that do affect the position of a candidate or proposition response require the information to be updated in EDM and the Generate Ballot Style process must be run The new data must be brought into Paper Ballot module DSIM so new ballot PDFs can be created The new data must also be brought into EW Process so new DS200 USB memory sticks can be programmed Changes can be added to Unity and processed through the system in a matter of minutes 18 Reporting Capabilities Describe the capabilities of the proposed EMS to produce standard custom and ad ho
226. s the training techniques surrounding the selected voting system solution The participant gains the knowledge skills and abilities to train other on operating the varying components of the voting system Topics include how to best train adults pre training preparations an overview of the system Election Day operations including poll opening and closing and voting procedures troubleshooting procedures and practice training The audience for this course includes election officials city and precinct trainers and training consultants adjunct trainers This course can be modified to meet objectives of NYC and accommodation of tabulation and BMD solution This course is typically two days including a train back on the products 12 Ongoing Train the Trainer Support Indicate the proposed levels of support for elections thereafter ES amp S will work with the NYC BOE to meet future needs of training that may be needed due to turnover or future requirements The exact amount of training provided would be determined based upon the need 5 6 4 Pollworker Training Pollworker Training Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Pollworker Training Plan Describe your plan for training NYC s 40 000 pollworkers While ES amp S has developed a standard curriculum approach we believe a key element in a successful implementation is the appropriate custo
227. se Ballot Marking Device software provides numerous reports to proof and validate election data Every piece of information that is entered into the system can be printed ona report for auditing purposes In addition all information relating to the ballot style creation process is available in a report such as e Ballot styles assigned to election districts e Election districts assigned to ballot styles e Rotation by election district e Ballot style by poll 6 Ballot Cut off What lead time do ES amp S recommends the City finalize ballot definitions one month you recommend for the finalization before final election setup of the DS200 and ES amp S AutoMARK of ballot definitions to allow for palieect ASIII reparation of vour voting system in nce a ballot change is made in the election management system p p y 9 g Sy an updated USB memory stick or compact flash memory card can time for Election Day be programmed in a matter of seconds See Section 5 3 2 7 Ballot Activation What The DS200 automatically The ES amp S AutoMARK mechanism is used to activate the activates when a voter insertsa automatically activates when a correct ballot for the voter marked paper ballot into the voter inserts a blank paper terminal s input slot Messages ballot into the terminal s input See Section 5 4 1 on the LCD screen guide the slot A series of on screen and voter through the p
228. site Voting System to handle last minute ballot changes candidates on off the ballot What lead time do you recommend for the finalization of ballot definitions to allow for preparation of your voting system in time for Election Day ElectionWare Process is also used to re code the respective compact flash memory cards as required depending upon the BMD s affected by the change In order to make a system wide ballot change that involves the reprinting of ballots the user would modify the applicable office name issue in the Unity Election Data Manager Any change such as adding or deleting a name or office can be accomplished in less than five minutes After the change is made in the Election Data Manager the files must be re merged to create the ballot styles used for all downstream modules and equipment This is an automated process but can take 5 to 30 minutes in a large complex election ElectionWare can now be used to produce a new optical scan ballot to be reprinted ElectionWare can now create new memory devices for the DS200 precinct counters that have to be reburned This process would take less than one hour for 250 machines 9 Ballot Limitations Describe the following a Maximum number of columns rows and ballot positions of the pollsite voting system b Maximum number of lock outs on voting machine c Maximum number of voters each voting machine can accommodate per electio
229. ssed keypad provide full support for voters with vision impairments A port for a sip amp puff device foot pedal or other two position switch facilitates unassisted voting for voters with mobility issues Selections are recorded on a paper ballot used by any voter ensuring privacy and anonymity during ballot counting ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 11 of 126 5 2 2 The Board of Elections in the City of New York Pollsite Voting System Functionality December 17 2008 Pollsite Voting System Functionality Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device to Meet BOE in NYC Implementation Time Frame Describe the proposed plan for implementing the proposed voting system in time for the September 8 2009 Primary Election ES amp S Requirements Response_01 09 09_FINAL for Web doc 1 Ease of Set up a Describe how the A DS200 takes minutes to set up The ES amp S AutoMARK can proposed Polisite Voting System is easily Election workers simply remove be readied for use in a matter prepared for Election Day the scanner from its carrying case of minutes Pollsite a Vendors proposals shall give an if not already completed mount inspectors must simply cut estimate of the time required to set it on the ballot bin plug in the unit the seals on the transport up the individual DREs system and raise the top cover of
230. st as it has to allow for drive time from all pollsites 2 Bring PMDs to regional sites such as police precincts for reading into a regional PC This solution shortens drive time as well as cuts down on the number of PMDs that are actually read into a single PC 3 Fastest Modem results directly from polling place using a landline or wireless modem solution This solution although extremely fast is illegal under current NY law For this reason DS200s will not be outfitted with modems of any kind Once the City defines the location where post election receipt of critical election data will be delivered ES amp S will work closely with the City to detail procedures and processes that include delivery methods transmittal protocols accountability robust safeguards and accumulation methods for the associated results data same procedures as were conducted during pre election testing The ES amp S AutoMARK does not record voter selections and as such any simulations required could focus on the logic and accuracy of marking a ballot for a sampling of devices used on Election Day 3 Read PMDs into EMS Describe the capabilities and suggested procedures by which the proposed EMS will read PMDs Post election in an efficient manner Unity Election Reporting Manager is a Windows based application that carries out all of the operations required to read DS200 USB memory sticks and store a results im
231. stimate the effort will require Meetings with the BOE would be required so ES amp S developers a S Elect could learn the Fleet Management and Pollsite Management systems Subsequent to that meeting a data analysis would be b Fleet Management System performed and data requirements and an interface design would be created so all relevant election data Information could be c Pollsite Management System transferred ES amp S would work with the BOE to determine whether automated interfaces are necessary and the extent of required modification 4 Confirmation Reports Does the Yes The ElectionWare Package module has a Track Media report proposed system provide a which lists the type of media created the user who created it the confirmation report of what was sent affiliated pollsite the creation date and an event number i e burn and what was received especially in number 3 In addition the ElectionWare Process module includes downloads from EMS to pollsite a report of the files created both global and pollsite specific voting system 5 6 2 Receipt amp Acceptance Testing Receipt amp Acceptance Testing Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device Receipt amp Acceptance a test procedures b for a single unit Procedures Describe acceptance Timing Provide an estimate of time to conduct acceptance testing Support Indicate wha
232. strated to accurately as possible The the BOE in NYC during the 2008 system display mimics the primary and general elections colors and logos that appear on the paper ballot 7 Break by Party Ballot layout must display each party in its own column Describe how your solution will accommodate this requirement ElectionWare contains a desktop publishing WYSIWYG application specifically designed to create NYC election ballots The software has been programmed to ensure that ballot layouts display each party in its own column Overrides also exist if the BOE needs to combine multiple parties into a single column when space is limited on the ballot The paper ballot format in which each party appears in an individual column is mimicked in the initial ballot display when the ES amp S AutoMARK is activated The system then displays each contest on a separate screen for voter choice selection ES amp S Requirements Response_01 09 09_ FINAL for Web doc Page 35 of 126 The Board of Elections in the City of New York December 17 2008 Ballot Display Subcategories Vendor Response Ballot Marking Device Vendor Response Poll Site Scanner Both portrait and landscape ballot layouts support party column layouts These capabilities have been demonstrated to the BOE in NYC during the 2008 primary and general elections 8 Last Minute Ballot Changes Describe the capabilities of the proposed Poll
233. structions for five languages in keeping with the volumes shown in Appendix A and including all other factors that would affect boot up time for BOE The DS200 will generally boot to the user screens in less than one minute Depending upon the size of the election the DS200 will process the election definition data and complete the open routine in less than one minute as well It is possible to create an extremely complicated election and include every election district on a single machine In this case the open process could take substantially longer It is anticipated that the maximum boot up time for the indicated election would be 10 minutes This improvement is due to a change in audio file format and handling of verification ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 40 of 126 5 2 7 The Board of Elections in the City of New York Pollsite Voting System PVS Specifications PVS Specifications Subcategories 1 Portability Describe how the proposed Pollsite Voting System is portable in terms of size and weight a Size Dimensions of all equipment including peripherals such as printers sip amp puff devices etc Weight for all equipment Portability once system is set up at pollsite Vendor Response Poll Site Scanner DS200 Physical Dimensions a The DS200 pollsite voting system size and dimensions follows Closed 5 5 H x 14 W x 1
234. system ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 73 of 126 The Board of Elections in the City of New York December 17 2008 Technician Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device a Pollsite Setup Describe the ease with which voting technicians can set up test and deploy the proposed pollsite voting system b On site Corrections The ease with which problems with the new voting system can be diagnosed and repaired at the pollsite c Diagnostics Describe the self diagnostics and testing capabilities of each component of the new voting system Preparing the DS200 for an election includes the following steps as a minimum 1 Install new paper roll 2 Attach the DS200 to the ballot box 3 Prepare the scanner by charging the battery clearing the DS200 loading the election definition and checking the election definition for accuracy 4 Check the scanner s ability to scan a ballot and run a report to validate the scan results 5 Runa hardware configuration report to check the scanner settings 6 Change date and time settings 7 Calibrate scanner and touch screen 8 Test the thermal printer Pollsite Setup On Election Day the DS200 can be readied for voting in less than five minutes The DS200 can be programmed to power up when the LCD screen is raised The pollworker si
235. t and the proposed 2009 Election Management Systems EMS must exist as stand alone systems For the purpose of this RFI BOE in NYC asks each respondent to provide two 2 EMS configurations networked and stand alone in its response in the event that the State of New York determines it is acceptable for EMS systems to reside on a network Follow the current NYS restrictions and assume that no network may be used by the proposed EMS Assume that the NYS BOE will a In a networked implementation ES amp S recommends that the NYC BOE install the EMS applications on the current NYC BOE WAN that includes the NYC BOE and all borough BOEs and VMFs See Appendix D 6 ES amp S suggests the installation and use of a dedicated file server at the NYC BOE that will be used for all ES amp S data stores By running on the existing WAN all entities involved in the NYC election process may share a common database of the entire NYC election In a stand alone implementation ES amp S recommends the NYC BOE install a dedicated hardware platform at the BOE and also dedicated hardware platforms at each of the borough facilities This will allow the election definition to be completed and audited at a Citywide level and subsets of The ES amp S AutoMark ballot marking device will utilize the same networked and or stand alone hardware platform as the DS200 optical scan system and proposed ES amp S EMS The preparation of th
236. t seek specific performance or restitution in connection with any federal state or local contract or lease ES amp S believes the lawsuit is without merit and is vigorously defending it ES amp S has filed a motion for summary adjudication of some of the Secretary s claims and the parties are preparing for trial which is currently scheduled for April 2009 The facts in this matter clearly demonstrate the limited modifications made to the ballot marking device s hardware were extremely minor and had nothing to do with the operation or functionality of the voter assist terminal The California Secretary of State s office has not disputed that fact Further the hardware modifications were approved through the established process to review test and qualify voting equipment at the national level As a result the ES amp S AutoMARK in use across the country and in California has been tested and federally qualified for certification and now also certified by the California Secretary of State Neither the Statement of Findings issued by the California Secretary of State nor the allegations included in her subsequent lawsuit against ES amp S will in any way affect ES amp S financial or organizational ability to perform under the proposed contract with the City of New York Yes or No If Yes describe ES amp S RESPONSE NO ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 114 of 126 The Board of Elections in th
237. t that is current and relevant to the City ES amp S training is designed to provide hands on instruction to election staff responsible for the administration and management of the proposed system ES amp S recommends conducting training modified to meet objectives of NYC and accommodation of tabulation and BMD solution ES amp S AutoMARK Poll Worker Training This course will introduce poll workers to the voting system The participant gains the knowledge skills and abilities to operate the voting systems Topics include an overview of the system Election Day operations including poll opening and closing and voting procedures and troubleshooting procedures The audience for this course is pollworkers ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 87 of 126 The Board of Elections in the City of New York December 17 2008 Staff Training Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device in a facility that allows attendees access to the system for hands on instruction Providing training at the BOE and within the boroughs allows attendees to dedicate the recommended time to attend classes with minimal interruption Providing opportunities within the boroughs also offers peer group partnering and the sharing of ideas on how to best implement those changes within each area The optimum class size for equipment operations training i
238. t vendor 1 EMS Installation Receipt amp The ES amp S EMS can be installed by ES amp S or by the customer Acceptance Describe _ YOUr tis an easy to use installation package that follows standard recommended process and services for Microsoft procedures Once the system is installed the the installation receipt and acceptance software should be opened and reviewed to determine that the of the proposed EMS installation was successful ES amp S recommends having a person on site for 15 days during the Acceptance Testing procedure to ensure that all functionality is being performed properly and that both parties agree to the acceptance of the EMS 2 Pollsite Voting System Installation a NYC acceptance testing at This is not applicable each borough begins after completion of mandatory State acceptance testing in Albany The NYC testing includes physical examination of the delivered units as well as a specific test pattern exercise to be performed by BOE Voting Machine Technicians on the equipment The test pattern is a Acceptance testing of the ES amp S AutoMARK BMD was successfully completed in August 2008 ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 84 of 126 The Board of Elections in the City of New York December 17 2008 Receipt amp Acceptance Testing Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device support resources ar
239. tallies within a reasonable time frame There are a few ways to tackle this depending on how the state finalizes the rules on this event 1 The PMD from election day can be zeroed and the ballots are rerun and the results tapes are simply compared side by side to the actual election day results tape 2 Anew PMD is programmed for that polling location the ballots are rerun and the results tapes are compared ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 56 of 126 The Board of Elections in the City of New York December 17 2008 Post Election Activities amp Testing Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 9 Periodic Testing Describe the capabilities of the proposed voting system to enable periodic testing and provide estimates of the BOE in NYC staffing requirements for this activity Describe the suggested procedures for this activity ES amp S system documentation includes full procedures for acceptance and Logic and Accuracy testing Quarterly testing can be implemented for all equipment or a random sample of all units in stock The number of staff required to test the equipment depends on the number of units tested and the test scope testing for maintenance or election setup For the purposes of quarterly testing the BOE can determine a machine is functioning properly by feeding a single ballot Perio
240. te an audio ballot can be expected to take slightly longer than voters who use the keypad depending on the voter s familiarity with the sip amp puff system f Audio Output and Foot Pedal Input Ballot casting time for voters familiar with the foot pedal system is roughly the same as voters who use the sip amp puff input after voting has begun 13 Change Voting Mode Describe what steps must be taken if a voter wishes to change voting mode i e touch amp keyboard vs audio amp rocker Does not apply to DS200 The voter can use any of the terminal s voting modes at any time without change For example a voter may make selections on the touch screen and use the keypad to move to the next contest The only exception would be if the voter wanted to switch from the rocker paddle to sip amp puff or vice versa as they share the same port If this occurred simply unplug one and plug the other in its place 5 4 4 Technician Activity Technician Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device how the proposed the following 1 Technician User Friendly Describe Pollsite Voting System will be user friendly in terms of Pre Election Setup DS200 pre election setup procedures are detailed in the system Operator s Manual Pre Election Setup ES amp S AutoMARK pre election setup procedures are detailed in the
241. the function to add an audio language In the future ElectionWare will be able to add a screen language This will allow the BOE in NYC to show Chinese text on the screen and have ballots in both Mandarin and Cantonese audio languages 10 Ease of Ballot Revision Describe how the proposed Pollsite Voting System can enable flexibility for last minute ballot changes Setting up ballots for the DS200 allows for quick revisions DS200 ballot information is stored to a removable USB memory stick Once a change is identified and implemented using ES amp S election management software memory sticks can be updated in a matter of seconds Setting up ballots for use on the ES amp S AutoMARK is a process that enables quick revisions All ballot information is stored to a removable compact flash memory card Once a change is identified and implemented using the EMS software updated memory cards can be programmed in a matter of seconds ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 8 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Poll Site Scanner Vendor Response for Ballot Marking Device 11 Full Face Requirements Describe how the pollsite voting system meets the State New York full face ballot requirements The DS200 meets New York State full face ballot
242. the cart doors open the back controllers and or optical scan voting DS200 unit to automatically start door to gain access to the equipment to make them ready for the machine boot up process AC power cord plug the unit delivery to the polls for each The unit boots up in a matter of into a standard three prong component of the PVS and for both a minutes AC outlet and turn the Primary and a General Election using If the City elects to acquire a control key to the ON the Test Script of the State BOE transport cart to store and position Boot up time for the transport the DS200 the setup AN e process could be further simplified loaded on the An for the pollworkers Housing the DS200 and its associated compact flash memory card supplies within an integrated cart A oka ve eee would only require that the pollsite styles an t a Sve o aa inspector cut appropriate seals of the audio i es i e whether plug the device into a standard VOICE recording ef computer three prong AC outlet and then generated voice files are raise the top cover of the DS200 utilized to begin the automatic boot a Using the 14 ballot test process Boot time takes only a used in acceptance testing few minutes and does not require as an example the any further interaction by the poll AutoMARK could be tested worker to ready the machine for and ready to go deliver to the the first voter polls in approximately 30 a If the pre marked test ballots minutes from the Aut
243. tigation The DS200 was designed to meet or exceed all EAC VVSG 2005 requirements for system audits The system audit record can be printed from the internal thermal printer on the DS200 without interruption of any other reporting function 4 Mechanical Modifiability Describe how the proposed Pollsite Voting System can be easily modified from a mechanical perspective to meet the needs of BOE in NYC 5 Storage for Supplies Describe how the proposed Pollsite Voting System has storage space in or on the System ES amp S is committed to meeting the BOE s unique needs which includes the ability to make mechanical modifications The ES amp S solution is designed to accommodate increased growth and volume as well as modifications adjustments or additions based on changes in election law client requested changes or enhancements developed by the company The DS200 comes complete with a durable carrying case that can be locked and Storage for supplies for the ES amp S AutoMARK are accommodated within the NYC BOE steel transport ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 5 of 126 The Board of Elections in the City of New York December 17 2008 Pollsite Voting System Mechanical Characteristics Subcategories Vendor Response for Poll Site Scanner Vendor Response for Ballot Marking Device for current and future BOE in NYC Election Day supplies transporte
244. tion e g voters the same The DS200 election for tabulation on separate number of ballots public counters results tapes print upon the equipment The system rejected ballots fled voters no votes closing of the polls at 9 p m and does not record votes report under votes etc Describe the include vote totals by contest results or store ballot images procedure for both a Primary and a candidate party ees and does ee City s re General How are all relevant numbers overvotes and so on The total canvass procedure SA number of votes may be maintained for each party in a Primary reconciled with the total number Election Describe functions and of voters who checked in with reports that assist with the procedure the ED AD poll workers 7 Central vs Pollsite Scanning How the results from the current do you propose handling the ballots central scanning system can be currently canvassed by BOE central brought into the ES amp S Election scanning system Reporting Manager by importing or by the update election results manually feature which allows for hand keying results The other option is to merge both sets of results into the NYC BOE S Elect system 8 3 Manual Audit Describe the N A capabilities and suggested procedures by which the proposed new voting system will allow the BOE in NYC to manually count the required 3 of the paper ballots and audit the electronic results against those manual
245. tions within ES amp S will work with election staff to develop a training product that is current and relevant to the City ES amp S training is designed to provide hands on instruction to election staff responsible for the administration and management of the proposed system ES amp S recommends ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 93 of 126 The Board of Elections in the City of New York December 17 2008 Pollworker Training Subcategories Vendor Response Vendor Response Poll Site Scanner Ballot Marking Device conducting training in a facility that allows attendees access to the system for hands on instruction Providing training at the BOE and within the boroughs allows attendees to dedicate the recommended time to attend classes with minimal interruption Providing opportunities within the boroughs also offers peer group partnering and the sharing of ideas on how to best implement those changes The optimum class size for equipment operations training is no more than 20 participants per class Optimal class size for software training is a maximum of 10 per class 6 Training Sub contractor Will a sub contractor who is a specialist in training be included as part of the training program ES amp S utilizes both employees and contractors when providing training Any trainer completing training on ES amp S behalf employee or contractor completes a certification program prior t
246. titution is in the best interest of the City because it prevents ES amp S from having to build a cushion for such expenses into our pricing proposal Because such expenses are so unpredictable inestimable and often do not impact all of ES amp S customers similarly it is often in the best interest of all of ES amp S customers to pay such expenses when and if incurred rather than risk initially paying too large of a cushion up front 4 Operating System ACCESS Election Management System Security Describe the security features of the proposed EMS and pollsite voting system operating The proposed solution includes the deployment of Unity software in a properly configured PC with a hardened installation of the OS that limits OS functions to those required by the EMS This PC is ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 80 of 126 The Board of Elections in the City of New York December 17 2008 Software Security Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device systems a In what ways do they prevent unauthorized access b Are all unnecessary components of the operating maintained in a controlled environment Security is strong when the jurisdiction follows recommended configuration and installation guidelines including establishment of proper user credentials and roles To gain improper access to the software an individual w
247. tivities such as significant system upgrades and extensive corrective maintenance should be completed by ES amp S technicians An ES amp S certified technician is needed to perform the following hardware replacement tasks Replace the ballot scanner Replace the backup battery Replace the ITX power supply Replace the power management board Replace the motherboard 6 Can Board Become Vendor Independent in Five 5 Years Describe the requirements and process by which the BOE in NYC could become vendor independent over a period of time 5 years during the warranty period for all repairs Yes ES amp S will work with the City to establish vendor independence offering a technician certification program to City technicians 7 Repair Describe the requirements and process by which BOE in NYC staff could maintain and repair the proposed Pollsite Voting System BOE staff technicians will be able to maintain and repair the ES amp S Pollsite Voting Systems achieving vendor independence within the BOE s goal of five years once ES amp S Certified Technician training program has been taken and passed ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 47 of 126 The Board of Elections in the City of New York December 17 2008 EMS amp PVS Maintenance Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 8 Replace
248. to assure that NYS certified hash check port to assure that SNOUG Some pari gi ener egun ys firmware is being utilized NYS certified firmware is voting system find its way to NYC s being utilized instance of the proposed system DS200 devices that have not been i prepared by the jurisdiction will not Inadvertent use of another have the necessary key repository jurisdiction s power cord ear Any such device would not be able phones or accessibility would to validate the digital signature on be inconsequential in that the election definition media and they are all interchangeable would therefore not be able to be used for the election 6 Use of SHS for Software Integrity Describe the extent to which the proposed voting systems will enable the comparison of software installed on the delivered system to certified software via the use a Secure Hash Signature Standard SHS validation program contained in Federal Information Processing Standards Publication 180 2 issued by the National Institute Standards Technology The ES amp S solution provides utilities using third party open source methods to validate the software installed against the trusted Secure Hash Signatures for the system software The Open SSL tool is used it is FIPS 140 2 certified The ES amp S solution provides utilities using third party open source methods to validate the software installed against the trusted Secure Hash Signatures for the
249. to vote depends entirely on the length and complexity of the ballot and the familiarity of the voter with the selected input mode sip amp puff paddle switch etc The following estimates are intended to supply the BOD with a frame of reference rather than a guaranteed throughput rate a Display Output and Touch Input Voting an average length ballot using touch screen inputs typically takes 3 5 minutes b Audio Output and Touch Input Voters who use the system s audio output strictly to reinforce a touch screen input vote in about the same amount of time as voters who use only the touch screen 3 5 minutes c Audio Output and Keypad Input Voters who use a pure audio ballot which includes all instructions and ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 72 of 126 The Board of Elections in the City of New York December 17 2008 Voter Assistance Devices Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device candidate names take up to 15 minutes to vote an average size ballot d Display Output and Sip amp Puff Input Voters who use a sip amp puff input to vote a display ballot can be expected to take slightly longer than voters who use the touch screen depending on the voter s familiarity with the sip amp puff system e Audio Output and Sip amp Puff Input Voters who use a sip amp puff input to vo
250. toMARK executes automated diagnostic tests of all system functions and components when the system is activated The ES amp S AutoMARK Power on Self Test POST diagnostic on the motherboard examines RAM and peripherals Like any other motherboard the POST looks at the clock chip for the time If the battery is dead it loads the default time for the clock chip The motherboard is built to have the battery last for 10 years Other diagnostic tests include Test Ballot Print Intensity Measurement and Scanner Calibration The Test Ballot Print prints a candidate name on every oval location on the ballot from this the SBC can determine if it needs to calibrate the printer The Intensity Measurement option checks the health of the scanner and the Scanner calibration is available on the System Maintenance menu ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 58 of 126 The Board of Elections in the City of New York 5 4 Election Day Operations Requirements 5 4 1 Pollworker Activity December 17 2008 Pollworker Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Pollworker User Friendly Describe how the proposed Pollsite Voting System will be user friendly in terms of the following a Operations b Configuration amp size c Staffing d Environment climate control The DS200 is a user friendly pollsite scanner d
251. ts Election workers will be required to clear the ballot container if this capacity is exceeded 6 PMD Capacity Indicate the standard USB memory stick The ES amp S AutoMARK only marks storage capacity of the Portable size for the DS200 is 2 GB with ballots It stores no information Memory Device larger capacity devices stored related to ballot selections available The number of ballot Only a log record is added to the records that can be stored to file for each ballot voted so PMD this card depends on the size capacity is not impacted by the and complexity of the election number of ballots printed 7 Capacity Limitations Indicate The number of voters that can be any additional capacity limitations that the pollsite voting system has ES amp S designed the DS200 as a scalable solution for both large and small voting jurisdictions and to require minimal user intervention during Election Day use We believe that individual unit capacities ensure that any required user intervention shall be minimal during normal Election Day use processed on a unit will be limited by the time used by each voter In addition to the normal variation experience between individuals this will also depend on the size and complexity of the ballot and whether the voter is voting using the touch screen or using one of the ADA functions which is a lengthier process ES amp S Requirements Response_01 09 09_FINAL for Web doc P
252. uals would be utilized in this implementation 4 Trainer Certification Program Describe the type and number of hours required for a trainer to be certified by the Proposer 5 Trainee Certification Indicate the number and type of trainee certifications that will be offered to BOE in NYC staff on the proposed voting system Prior to completing any client training all ES amp S trainers complete a certification process The process is designed to prepare and certify ES amp S trainers who will possess the knowledge skills and abilities to provide ES amp S customers the highest quality product and service training available The length of time it takes to become certified can vary by product and the experience level that the individual brings Typically it takes 2 3 weeks to become fully certified on the hardware and 6 8 weeks to become certified on the software The certification program consists of five phases 1 Selection Defined above 2 Training Candidates attend a trainer preparation program The number and type of courses the trainer attends is dependent on products services and the versions that candidate will be supporting 3 Observation The candidate s performance during his her train back session will determine the quantity of field observation If required the candidate will accompany a certified trainer during an actual training event When the candidate demonstrates the required performan
253. uirements are met by special options in the coding of elections Election Reporting Manager produces a wide array of election reports and election results displays The poll level and accumulated totals reports provide a quick and effective means of accommodating candidate and media requests for election results and are available upon demand Election Reporting Manager also has the ability to provide various public displays printed reports and links to the media The display program scrolls automatically through the live results with a user definable time delay All reports can be printed on demand as well as printed to disk for display on the monitors Multiple free standing PCs overhead displays or large screen video monitors attached to the reporting PCs provide very effective dissemination of election results All of the Election Reporting Manager election reports can be printed in HTML format that can be posted on a Web server so the public and the media can view results via the Internet The basic format of reports cannot be altered by the user but all reports may be exported into Excel Access and many other standard formats for use in creating your own customized reports Not applicable The ES amp S AutoMARK is not a voting system tabulator No changes to New York City s current reporting system are required 5 Upload into S Elect Describe the capabilities and suggested procedures by which the
254. ulations Custom programming or enhancements to ES amp S proprietary software is available to the City Upon ES amp S receipt of a software enhancement request from the City ES amp S will review the enhancement request and determine if ES amp S will develop such enhancement Upon ES amp S determination that such enhancement will be developed ES amp S will meet with the City to outline the estimated cost and payment terms to provide the requested enhancement In addition ES amp S will outline to the City the proposed timeframes necessary for the design development testing certification delivery and implementation of the requested enhancement Upon the City s acceptance of the terms set forth by ES amp S ES amp S will provide the requested enhancement on a schedule determined by ES amp S 11 Periodic Upgrades Provide description of the proposed software enhancement program including schedule of regular software updates in accordance with the State BOE rules and regulations ES amp S is constantly engaged in research to enhance current products Hardware software and firmware enhancements are engineered developed and tested on ongoing bases Enhancements made to comply with a change in election law would be released with the timeframe governed by the law We typically release other enhancements every year During the warranty period and while the client continues to receive software maintenance and support
255. uring the Software Warranty Term ES amp S may provide new releases upgrades or maintenance patches to the Software along with appropriate documentation Updates on a schedule defined by ES amp S Customer is responsible for obtaining and installing any upgrades or purchases of third party hardware or software required to operate the Updates Customer shall install Updates in accordance with ES amp S recommended instructions or may request that ES amp S install the Updates ES amp S will charge Customer separately to a deliver the Updates b train customer on the use of such Updates and c provide maintenance and support on the Software which is required as a result of Customer s failure to timely install an Update Customer shall pay ES amp S for any Update which is required due to a change in state law Software Maintenance and Support Services Provided by ES amp S Under the Agreement 1 Telephone support ES amp S will provide support on procedural questions of a specific nature not covered in ES amp S User Manuals ES amp S will verify the appropriate steps to take to resolve issues identified by the Customer 2 Issue Resolution to be provided on a limited basis ES amp S will provide issue resolution on a limited basis once the Customer has followed all issue resolution procedures as set forth in the User Manuals and as directed in the required training course If it becomes apparent that the Customer has not f
256. urity practices can be found in the operator s manual All administrative functions are password protected These passwords are user configurable The ES amp S AutoMARK s election configuration card and key activated administrative controls are stored behind a locking panel to the left of the terminal touch screen Prior to or during the election the media access door can be sealed to prevent unauthorized entry by unauthorized individuals The ES amp S AutoMARK is a Ballot Marking Device and has no tabulation or vote counting feature to protect Finally the ES amp S AutoMARK does not have any exposed ports or connections that would allow tampering during the election Tamper proof seals can be applied to the unit to detect tampering during pre election and Election Day 5 5 2 Software Security Software Security Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 1 Joint Security Protections Between Current BOE Systems and Proposed System Describe your proposed approach to ensuring security controls between your proposed voting system and current BOE software applications a Describe any data encryption methods used by the proposed Voting System b What features already exist in your proposed system for file ES amp S Requirements Response_01 09 09_FINAL for Web doc a The ES amp S application software provides for encryption of the data wh
257. ut not limited to judgments based on taxes owed and fines and penalties assessed by any federal state or local government agency d Civil or Criminal Investigation An investigation for a civil or criminal violation for any business related conduct by any federal state or local agency ES amp S RESPONSE YES Yes or No If Yes describe NO Yes or No If Yes describe NO Yes or No If Yes describe NO Yes or No If Yes describe 1 Secretary of State of California On August 20 2007 the California Secretary of State issued a Notice of Public Hearing to accept public 1 Taken from OGS RFP for Voting Systems Affiliate meaning a any entity in which the vendor owns more than 50 of the voting stock b any individual entity or group of principal owners or officers who own more than 50 of the voting stock of the vendor or c any entity whose voting stock is more than 50 owned by the same individual entity or group described in clause b In addition if a vendor owns less than 50 of the voting stock of another entity but directs or has the right to direct such entity s daily operations that entity will be an affiliate for purposes of this questionnaire ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 113 of 126 The Board of Elections in the City of New York December 17 2008 Litigation Subcategories Vendor Response e Grant of Immunity
258. uttons are interconnected Voters may use either system to navigate the ballot at any time The touch screen navigation options meet all applicable guidelines for text size and readability and the physical keypad has been designed and tested with significant contributions from special needs groups The keys are arranged and shaped to provide an intuitive voting session Braille and printed text labels describe each key s function e Arrow keys are used to indicate up down left and right e The square key serves as an enter key e The diamond shaped key turns the screen on and off for audio only voting e The round key repeats the last audio prompt e Two sets of long oval keys control the volume and tempo of audio files Voters can easily change ballot selections by navigating back to the appropriate contest and selecting the change ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 37 of 126 The Board of Elections in the City of New York December 17 2008 Ballot Display Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 12 Paper Specifications Describe in detail the requirements for paper to be used as ballots Can colors other than white be used for ballot paper Standard specifications for ES amp S ballots follow Grain Direction on Finished Ballot Long Basis Weight 80 text weight 36 2874 kg Thickness 0 0061 in
259. ver any last minute change required for a paper based system must allow lead time for ballot production and printing Contest and candidate changes can be added to Unity programming in a matter of minutes AutoMARK compact flash memory cards can be reprogrammed and or replaced at any time prior to the election if last minute changes are required Changes made to the election database will update the records for all affected contests across all ballot styles For example if a candidate name is changed in EDM the name need only be changed once to update all ballot styles in which the name appears The election database file must be re merged and all downstream modules can now use this new election definition as their source New PDFs must be recreated for all ballots that are affected by the ballot changes All changes will apply to both the PSS and the BMD 23 Archival Functionality amp Capacity Describe the archival capability of the proposed EMS and its capacity to meet NYS record retention requirements 24 Network Topology The BOE in NYC may elect to operate a system in the future in which the election results of each polling site are transmitted electronically to a Central Office directly or via a regional collection center a Describe all hardware software documentation training services and supplies necessary to implement and operate the system at each of these locations and to inter connect
260. very election district on a single machine In this case the open process could take substantially longer 14 Support How do you plan to provide a corps of qualified personnel to provide on site support at pollsites throughout Election Day allowing for one 1 support person for approximately forty 40 Election Districts geographic proximity See Section 5 7 4 ES amp S Requirements Response_01 09 09_FINAL for Web doc ES amp S is capable of supporting this requirement and the numbers defined for 2009 Primary and General Election events Our company has more than three years of experience implementing and supporting more than 38 000 ES amp S AutoMARKs located in more than 1 100 counties in 29 states as well as more than 5 000 DS200s in the State of Florida Required services will be provided to the Board of Elections for the City of New York according to the negotiated pricing terms and conditions contained in the State of New York Contract ES amp S Election Day support staff and technicians are required to participate in specific training and testing prior to providing support for an election The training and testing are specific to their Page 124 of 126 The Board of Elections in the City of New York December 17 2008 Key Considerations Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device assigned products and clients ES amp S would make every attempt to utiliz
261. voting the extended time of a voting session will not slow the mainstream voting process since it does not require its use The intrinsic time of a voting session especially if voting by audio will be longer than voting a paper ballot by hand and the review time will normally not be the primary contributor 5 Intuitive Describe how the proposed Pollsite Voting System would be familiar to NYC voters or easy for them to use The ballot is designed to mimic the look and feel of a lever machine ballot making it very familiar to NYC voters The ballot can be inserted into the DS200 in any orientation so the voter cannot make an error in that regard In addition the screen runs animation to show where the ballot is inserted Any error messages will be displayed in that voter s language of choice The ES amp S AutoMARK touch screen follows the same operating principles as an ATM touch screen Intuitive menus dynamic selection highlighting and a comprehensive ballot summary provide voters the best possible environment to select desired candidates and ballot options without confusion ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 66 of 126 5 4 3 Voter Assistance Devices Voter Assistance Devices Subcategories 1 Font Size Selection Describe the capabilities and suggested procedure of the proposed Pollsite Voting System for font size selection The Board of Elections in
262. y Elections including listing parties across the ballot in the General Election See Section 5 2 7 ES amp S s Pollsite Voting System the DS200 is designed to accept ballots in any format The DS200 does not care if the ballots are portrait or landscape as long as the ovals are in the specified grid pattern This allows for unlimited ballot format designs To support NYC elections ES amp S in coordination with NYC BOE EVS designed a desktop publishing WYSIWYG application ElectionWare Paper Ballot specifically designed to conform to NYC ballot layout rules Templates exist to match the ballot layouts used in NYC elections including listing parties across the ballot as used in General elections The ballots created by NYC for the 2008 elections using ES amp S s Unity software can be used with the proposed DS200 Pollsite Voting System There are a number of ballot formats and sizes that can be used with the ES amp S AutoMARK All can meet the State full face ballot requirements All ballots are 8 1 2 in the short dimension There are 4 sizes in the long dimension These are 11 14 17 and 19 Each ballot has a matrix of potential voting targets that can be organized in row and column for party and contest presentation and can be presented in either portrait or landscape There are a total of 22 ballot templates 11 for portrait use and 11 for landscape use The matrix for all
263. y in the system and used to protect the transfer of information 2 Wireless Security Describe the ES amp S proposed system does not include wireless data protections in the proposed system transmission that ensure that wireless communications components are either not included or how BOE can have certainty that they are disabled How are ports controlled to prevent the attachment of foreign devices such as wireless communications devices 3 Modification toward Compatibility ES amp S will work with the BOE to determine the best methods for with Current BOE in NYC Security modifying ES amp S systems for compatibility with existing BOE Platform Describe in what ways systems ES amp S election software and hardware conform to industry you will provide or modify a strategy best practices for physical and application security for security between the proposed Updates required due to a change in jurisdiction requirements shall system and existing BOE systems be provided at an additional fee to be mutually agreed upon by the parties if updates constitute a material change to ES amp S proprietary software and or require a substantial amount of time by ES amp S to complete Modifications due to changes in security requirements that are routine or can be reasonably anticipated or that do not require a substantial amount of time for ES amp S to complete for the City shall be provided at no additional charge This subs
264. y ES amp S or causes beyond the reasonable control of ES amp S or the BOE including acts of God fire riots acts of war terrorism or insurrection labor disputes transportation delays governmental regulations and utility or communication interruptions and IV the BOE has installed and is using the most recent update provided to it by ES amp S This warranty is void for any units of equipment which i have been subjected to physical mechanical or electrical stress or alteration or any conversion by persons other than those expressly approved in writing by ES amp S ii have been used for purposes other than the purpose for which such units have been designated or use not in accordance with documentation provided by ES amp S iii damaged resulting from or occurring in connection with use custody or control of any equipment by any person other than those authorized users or iv severely handled so as to cause mechanical damage to the unit or have been operated or handled in a manner inconsistent with reasonable treatment of an electronic product A description of the standard Hardware Break Fix Warranty Program and Firmware Maintenance and Support are provided below Hardware Break Fix Program ES amp S will repair or replace any component of our proprietary equipment or software which while under normal use and service a fails to perform in accordance with its documentation in all material respects or b is defective in mater
265. y required maintenance task The BOE staff can resolve most issues with assistance from ES amp S telephone support from the BOE call center or ES amp S Help Desk Diagnostics A basic troubleshooting guide for the ES amp S AutoMARK is found in the ES amp S DS200 Systems Operator Manual version release 2 1 0 0 dated January 5 2009 Chapter 11 ES amp S Requirements Response_01 09 09_FINAL for Web doc Page 74 of 126 The Board of Elections in the City of New York December 17 2008 Technician Activity Subcategories Vendor Response Poll Site Scanner Vendor Response Ballot Marking Device 2 Repair Replacement Describe the extent to which any component of the new voting system can be repaired and or replaced BOE staff can resolve most issues with assistance from ES amp S telephone support from the BOE call center or ES amp S Help Desk Diagnostics A complete troubleshooting guide for the DS200 is found in the DS200 System Installation and Maintenance manual version release 1 4 dated November 21 2008 Chapter 19 BOE and NYC technical staff can perform most DS200 preventative maintenance tasks with appropriate training and support from ES amp S Some advanced maintenance activities such as significant system upgrades and extensive corrective maintenance should be completed by ES amp S technicians An ES amp S certified technician is needed to perform the following hardware re

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5.0 Requirements &amp; Requirements Response

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5.0 Requirements & Requirements Response