The Work to be done under the Contract shall consist provision of hardware and software for an Electronic Voters List System (Solution) for the period from the date of award until December 31, 2026, with the option of one (1) mutually agreed upon four (4) year extension.
D3.1.1 The City may negotiate the extension option with the Contractor within ninety (90) Calendar Days prior to the expiry date of the Contract. The City shall incur no liability to the Contractor as a result of such negotiations.
D3.1.2 Changes resulting from such negotiations shall become effective on anniversary date of the respective year. Changes to the Contract shall not be implemented by the Contractor without written approval by the Contract Administrator.
D3.2 The major components of the Work are as follows:
(a) Purchase and delivery of up to 150 computing units for Electronic Voters List use in the field during an election including computing unit software, memory, carrying cases and other attachments required to utilize computing units, based on budget availability;
(b) Lease of and delivery / return of up to 850 additional computing units, on an as required basis, for use in the field in October 2022 and October 2026 regular elections, with lease to be for a minimum of 3 months with delivery no less than 60 days before the election date and return no sooner than 30 days after the election date ;
(c) Software maintenance costs in future years beyond the initial purchase year;
(d) Support costs for undertaking by-elections on an as required basis involving a maximum of 150 computing units in the field during a by-election;
(e) Support costs for undertaking regular elections currently scheduled for October 2022 and October 2026 involving up to 1,000 computing units in the field;
(f) Central office software for operation of system, running of reports and control of computing units in the field
(g) Training for users;
(h) Provision of secure cloud-based production and test environment, including production mirror site as required;
D3.3 The Work shall be done on an "as required" basis during the term of the Contract.
D3.3.1 The type and quantity of Work to be performed under this Contract shall be as authorized from time to time by the Contract Administrator and/or Users.
D3.3.2 Subject to C7.2, the City shall have no obligation under the Contract to purchase any quantity of any item in excess of its actual operational requirements.
D3.4 Notwithstanding D3.4, the type and quantity of Work to be performed under this Contract is subject to annual approval of monies therefore in a budget by Council. Proponents are advised that monies have been approved for work up to and including December 31, 2020. D3.4.1 In the event that Council does not approve the annual budget for any year during this Contract, the City reserves the right to alter the type or quantity of work performed under this Contract, or to terminate the Contract, upon one hundred and twenty (120) Calendar Days written notice by the Contract Administrator. In such an event, no claim may be made against the City for damages of any kind resulting from the termination, including, but not limited to, on the ground of loss of anticipated profit on Work.
D3.5 Notwithstanding D3.1, in the event that operational changes result in substantial changes to the requirements for Work, the City reserves the right to alter the type or quantity of work performed under this Contract, or to terminate the Contract, upon thirty (30) Calendar Days written notice by the Contract Administrator. In such an event, no claim may be made for damages on the ground of loss of anticipated profit on Work.
D3.6 The pre-bid estimate for this Contract is $100,000 for sections Item No 1, 6, 7 and 8.
