DuPage County Election Commission

Transcription

1 DuPage County Election Commission Preliminary Ender Card Incident Response Report March 20, 208, General Primary Election Purpose To provide the County Board a preliminary account of the issue involving the Ender Card that took place at the close of election on March 20, 208 and to provide the Election Commission s immediate, short, and long term response. Background Election Day Infrastructure The Election Day infrastructure is divided in two phases; Voting Assistance during voting hours and receiving center following the close of polls (appendix ). Each phase uses a combination of the same full time and temporary staff performing two functions through the course of an election day with the transition occurring between 6:00 pm to 7:30 pm. During the Voting Assistance phase, the Election Commission manages voting through contact with the polling place through the main help desk telephone lines provided for the Judges of Election. The main help desk users consist primarily of temporary staff utilizing software designed to provide instructions for the most common issues encountered. Based on the nature of the call, it may be escalated through a predefined process routed through the Help Desk software (appendix 2). Optical Scan Voting System Purchased in 200 using Federal funding, the DuPage County Election Commission utilizes the AccuVote OS tabulator as the primary method of voting. "The AccuVote-OS is a precinct and central accumulation optical scan voting system. The AccuVote is a small system, and can be transported without excessive difficulty." Following the close of the polls, the Judges of Election are instructed to insert an Ender Card into the AccuVote OS machine to close the device and begin printing three copies of the final tabulation tapes. Ender Card The Ender Card is found in the kit provided to the Judges of Election along with other forms and supplies at the polling place (appendix 3). It is a special card that when inserted in the AccuVote-OS ballot processing unit, signals the end of the election. 2 The Ender Card normally consists of a sheet of 8 ½ x, 00 lb. cardstock, with a.007 caliper and is not specific to vendor, election, polling place, or Verified Voting; Premier/Diebold (Dominion) AccuVote OS. 2 AccuVote-OS.94 Hardware Guide; Rev..2. Diebold Election Systems Revision.2. September 8, April 4, 208 Page

2 machine. The card has been in use by the Election Commission since the purchase of the system in 200 with no record of this type of issue ever occurring. The Ender Card, as part of the Election Kit Bid issued September 6, 207, was awarded to Liberty Systems LLC., the lowest responsible, responsive bidder on October, 207. While Liberty Systems was not the contracted vendor for Election Kits and Supplies for the previous four years, they have been fortunate to provide [them] to DuPage County and twenty other election jurisdictions in Illinois since November, Incident Timeline Because the Ender Card is not fed into the AccuVote Optical Scan (OS) tabulator until after the close of polls at 7:00 pm the incident was not reported until after said time. From initial investigation of data, the timeline is as follows: 7:3 pm First Notification. Assistance, Level 2. Technical Judge at Polling Place 487 notified the Commission the Ender Card was too thick and did not fit through the Optical Scan (OS) tabulator. Escalated to Expert, Level 3, then to Dispatch, Level 4. Field Representative assigned to location dispatched with alternate Ender Card. 7:5 pm Second Notification. Assistance, Level 2. Technical Judge at Polling Place 06 notified the Commission the Ender Card was two thick and did not fit through the Optical Scan (OS) tabulator. Immediately escalated to Dispatch, Level 4. Field Representative assigned to location dispatched with alternate Ender Card. Notified Operations. Staff instructed to investigate the Ender Card in the extra supply kits provided. Spoke to vendor to inquire about printing. 7:7 pm Operations, Level 4, notified by staff of multiple polling places experiencing the same issue with the Ender Card. Determination was made to have locations bring the tabulator back with the card in place. Help lines instructed to direct calls from Judges of Election accordingly. 7:26 pm Operations, Level 4, determination made issue affected all 268 polling places. Instructed Dispatchers to begin calling Field Representatives directing them to notify the 0-2 locations on their routes to inform Judges of Election to leave the memory card sealed in the tabulator and bring it back along with regular return items. Help Desk staff answering calls from locations directed to continue to disseminate instructions. 7:27 pm First call made to Field Representative with new instructions. 3 Response to Bid Liberty Systems, LLC. BID PI7-75-BF; Election Kits and Supplies - 2 YR Contract. DuPage County Procurement Services

3 7:28 pm Operations, Level 4, contact the vendor reporting the scope of the issue. 7:30 pm Operations, Level 4, instructed staff at Central Counting to modify process to allow for 268 tabulators to be closed on location. Processing Clerks on location are notified of additional process. 8:2 pm First results uploaded to website 8:23 pm First polling place (807 - Naperville) arrives with election equipment and materials. 8:32 pm First polling place results reported on website Analysis The paper stock used by the vendor in printing the Ender Card for this election was not to specification, or consistent with the stock the vendor provided to jurisdictions, including DuPage, for the last twelve years. Printed at a.02 caliper instead of.007, the card was too thick and did not fit through the scanner leaving the Judges of Election no possibility of closing the machine. Once the determination was made that the issue affected all 268 polling place locations countywide, the options available were to deliver new Ender Card stock to each location or have the memory cards and/or machines with the memory cards brought back to the Commission to be closed at the Election Commission. Delivery of the replacement Ender Cards would involve a substantial amount of time to locate and organize the sufficient paper stock, route locations, and deliver to 268 locations. Additionally, this solution would not alleviate the Judge s statutory obligation to return the memory cards, voted ballots, and essential supplies at the 42 Building. In order to expedite the return of the supplies to the Election Commission custody, minimize the results time for tabulation, and minimize the amount of time the Judges had to remain in the polling place, the decision was made to instruct the Judges to return with the optical scan tabulator, with the memory card still sealed inside, by the regular return procedures described in the manual by bipartisan teams of Judges. The reasoning for the return of the sealed memory card with the machine was to ensure the chain of custody remained intact, also allowing for the results totals report to be printed with the zero report, as prescribed by statute, protecting the integrity of the election. The plan was executed by using the dispatch and three additional staff members to contact the field representatives and direct them to notify the locations on their routes to inform Judges of Election of the course of action. Within 4 minutes of the initial call from a Judge of Election detailing the issue, it was diagnosed, a course of action determined, and the plan put into place. Once at the County, bipartisan teams completed the closing procedures in the Central Count Area ensuring the integrity of the process remained intact. Following the completion of running two copies of the tape, the results were sent for upload. Because of the number of contests in the Primary, nearly two thousand, the printing of the tapes on the machines took a considerable amount of time.

4 Through the use of procedures and software in place, the DuPage County Election Commission had an escalation process in place and it was followed. Despite a countywide issue involving the Ender Card, through timely decision making, staff coordination and ingenuity, and dedicated Judges of Election and party representatives at the Central Counting Center, the negative effects were minimized; there was a delay in the reporting of returns. No voters were prevented from casting a ballot, no memory cards or ballots were affected, and the integrity of the election was never compromised. Beyond the Primary Following the certification of results on April 9, 208, staff will begin to evaluate data collected from the various collection sources throughout the election. Short Range (prior to next election) Confirm vendor production, communication, and testing procedures Incorporate testing of the Ender Card into production timeline Overhaul Judge of Election recruiting, training, and scheduling process Explore mass-text pricing and functionality to blast uniform messages to Judge s phones already provided by Commission on Election Day Review risk-assessment sheet Review issue response contingency plan for countywide issues Examine logistics of the Judge s delivery of supplies at Election Commission office following the close of polls Mid-Long Range (-3 years) Revisit one-way and two-way messaging component with epollbook vendor Procure modern voting system that is not dependent on outdated optical scan technology and command cards that will provide for rapid election results transmission and tabulation. Explore alternate procurement model for election materials and supplies

5 appendix - Election Day Staffing Voting Assistance Location Personnel Office 9 Main Line 5 Voter Services 4 Call Center 28 Supervisor 3 Dispatch 2 Judges Phones 5 Runner / Judges Phones 9 Tech Call Center 0 Dispatch Tech Phones 3 Tech Runners 6 Vote by Mail Processing 4 Total 5 Receiving Location Personnel Office 5 Main Line / Public 3 Information / Services 2 Call Center 9 Supervisor Dispatch Judges Phones 2 Runner / Judges Phones 5 Tech Call Center 5 Tech Phones 2 Tech Runners 3 Receiving Area 5 Election Supply Portage Supervisor Porters Check-In Processing Supervisor Check-In Clerks Memory Card Log-In Memory Card Runner Central Processing Early Voting Supervisor Processing Clerks Vote by Mail Supervisor Vote by Mail Judges Tabulation Room 4 Total 59

6 appendix 2 Additional Political Party Line Media Line Election Day Escalation Process 208 General Primary Election Voter Assistance Polling Place Office Level : Polling Place Judge of Election Level Main Line / Spanish Line Level 2: Assistance Help Desk Assistants Technical line Level 2 Voter Services Level 3: Experts Voter Service Experts epollbook Experts Level 3 Division Management Level 4: Dispatch Dispatch Level 4 Operations Technical Dispatch Operations Legal Counsel Field Support Field Runners Technical Runners Representative Assistant States Attorney Field Agents

7 appendix 3 Election Kit Supplies Section A: Election Supply Kits The DuPage County Election Commission provides Judges of Election with an Election Supply Kit prior to Election Day. This kit contains all the necessary forms and supplies they will need to conduct the election. The Successful Bidder shall be responsible for the final assembly and insertion of materials into 282 Election Supply Kits. The Election Commission is exploring the implementation of blue nylon bags to substitute the Election Supply Kit Box. Vendor should indicate any variance in cost should this model be pursued. Bidder must submit a sample of the Election Supply Kit that they intend to provide with bid submittal for Election Commission review. Kit samples and digital files (PDF) will be available for dissemination. Estimated Quantity: 282 Kits per election Est. Qty. per kit Envelope/Form # Description Supply Box* ELECTION SUPPLY KIT BOX 20 x 5¾ x 5 locking box with handle Polling Place Information attached Corrugated Cardboard Box Color: Kraft Supply Box / A-DP FOR SET UP envelope 8 x 2, White Kraft Envelope, /0 Print Color: Blue No adhesive A / A-2BL Attention voters Start here sign x 4,White Poster/Cardstock, Red Horizontal score in the middle for folding A / Spanish Voter Assistance Available sign 7 x, White Poster/Cardstock Print Color: Red Two sided print, non-identical A / A-4BL Polling Place sign 7 x, White Poster/Cardstock Print Color: Blue, Red A / A-5BL No electioneering sign 7 x ", White Poster/Cardstock, Red 4 A / A-6BL No cell phones sign x 5, White Poster/Cardstock, Red A7 Not Registered? No Problem poster 7-3/4 x 24, folded in quarters to 2 x9 Red, Blue, Black with QR code 4 A9 No Firearms sign 6x4, White Poster/Cardstock /Red 4 A / A-33DPBL L/R Polling Place sign with arrows 7 x, White Poster/Cardstock Print Color: Blue, Red Two sided (arrow pointed opposite directions)

8 Est. Qty. per kit Envelope/Form # Description A / A-490SDP AccuVote Optical Scan Opening & Closing the Polls instruction sheet 7 x, White Poster/Cardstock Print Color: Full Color Two sided, non-identical A / A-49TSDP AccuVote-TSX Quick Reference Opening & Closing the Polls instruction sheet x 7, White Poster/Cardstock Print Color: Full Color Two sided, non-identical A / A-50 Wheelchair accessible entrance sign 8½ x, White Poster/Cardstock Print Color: Blue 2 A / A-560STSBL Voter instructions for Optical scan/tsx poster 34 x 22, White Thin Cardstock /Red/Grey Folded in fourths to be 7 x 2 A / A-98BL Voter information poster 34 x 22, White Thin Cardstock, Blue Folded in fourths to be 7 x Supply Box / B-DP DURING ELECTION envelope 8 x 2-, White Kraft Envelope, /0 Print Color: Green No adhesive 3 B / B-2DP Voter Affidavit - State Board #: C-3/C- 8½ x, Salmon Normal Printer Paper 4A Padded (25 sheets per pad), 4-hole punched, non-identical double sided printing 2 B / EVHC-8-BL Assisted Voter Affidavit 8-/2 x, Lavender Normal Printer Paper Padded (25 sheets per pad), 4 hole punched B / B-3DP-BL Affidavit of US Service Voter (Military or Naval) (State Board #: C-2) 8½ x 5½, Blue Normal Printer Paper Padded (25 sheets per pad), 2-hole punched, non-identical double sided printing Grace Period Registration Application 8½ x 5½, Cream Normal Printer Paper Padded (25 sheets per pad), 2-hole punched epollbook Application to Vote 8½ x 5½, White Normal Printer Paper Padded (25 sheets per pad), 2-hole punched B / B-ADP Pollwatcher Credentials envelope State Board #: J-22 2 x 9, Brown Kraft With adhesive Signature Capture Binder Packet (in plastic bag)

9 Est. Qty. per kit Envelope/Form # Description B / B-2DP-BL Signature Capture Sheet Instructions - binder cover 8½ x 5½, Blue Cardstock 2-hole punched B / B2DP2-BL Signature Capture Sheet 8½ x 5½, White Normal Printer Paper Padded (25 sheets per pad), 2-hole punched B / B2DP3-BL Signature Capture Sheet binder back 8½ x 5½, White Cardstock 2-hole punched B / B2DP4-BL Binder Clasp 2.75 (width excluding bending arms) two pieces B / B-4DP-BL Ballot Style Correction 8½ x 5½, White Normal Printer Paper, Grey * Padded (25 sheets per pad) B / B-6DP SPOILED BALLOT ENVELOPE 4½ x -/2, Brown Kraft envelope With adhesive 40 B / B20-BL Voter s spoiled ballot security envelope 9½ x 6½, Brown Kraft envelope /Red/Background Color, With adhesive 20 B / B-2BL Ballot Privacy Cover " x 4", White Cardstock Print Color: Blue Double sided (English/Spanish) 2 B / B-22OSBL Demonstration Ballot 8½ x ", White Cardstock, Grey Laminated, non-identical double sided B / B-23TSBL Narrative for Demonstration AccuVote TSX 7" x 22", White Normal Printer Paper, Red Non-identical double sided, printed and horizontally folded to resemble a book layout B / B-23OSBL Narrative for Demonstration Optical Scan 8½ x ", White Normal Printer Paper, Red Non-identical double sided B / B-24DP Judge of Election Suggestion Sheet 8½ x ", Pink Normal Printer Paper Supply Box / C-DP AFTER POLLS CLOSE envelope 8 x 2, White Kraft Envelope /0 Print Color: Red No adhesive C / C-2DP Procedures for After the Polls Close " x 7 White Cardstock Print Color: Black, Gray

10 Est. Qty. per kit Envelope/Form # Description C / C-3DP Election Forms Return Envelope 2 4-/2 x -/2 White Kraft envelope Print Color: Red With adhesive C / C-7 Election Official sign " x 7", White Thick Cardstock 2 C / C-40 Ender Card 8½ x ", White Thin Cardstock /Red Non-identical double sided C / C-4DP Election Results Envelope 4½ x -/2, White Kraft Envelope, /0 Print Color: Red With adhesive C / C42PDP Official Ballot Record " x 7", Page -White, 2-Yellow, 3-Pink Carbon Copy Paper Original with 2 carbon copy pages C / C-43DP Return of Supplies Certification " x 7", Golden Yellow Cardstock /Red Supply Box / D-DP PROVISIONAL VOTING SUPPLIES envelope 8 x 2, White Kraft Envelope, /0, No adhesive PBV-04DP Provisional Ballot Carrier Pouch Tyvex material, white Size: 8 x 2, Print color: Black 5 PBV / Instructions for Provisional Voting 8-/2 x, White Copy Paper Laminated 20 PBV / PBV-0 DP-BL Provisional Affidavit Envelope 9-/2" x 6-/8, White Envelope Adhesive seal 20 PBV / PBV-02 BL Secrecy Provisional Envelope 2 9 W x 6 H, White, with adhesive 20 PBV / Provisional Affidavit Insert Copy insert into Envelope 9" x 6, White carbon copy paper Carbon copy paper; non identical print on both sides ADA Kit ADA Kit will be supplied by Election Commission to be inserted into Election Supply Kit.

11 Est. Qty. per kit Envelope/Form # Description Supply Bag The Successful Bidder shall be responsible for assembling the Supplies into two (2) large Ziploc bags and insertion into the Election Supply Kits. Supply bag must include: () Roll of Filament Tape () Glue Stick (2) DuPage Sticker roll of 500 (2) Felt Tip Pens-Black, box of 2 (5) Rubber Finger # () 3M Painters Tape - 3/4" (4) Dry Erase Magic Marker - Black () 3M Scotch Tape/Dispenser (4) Medium Point Ballpoint Pen-Red (2) Medium Point Ballpoint Pen-Black, box of 2 () Tissue Pocket Pack () Plug adapter-3 prong to 2 prong (0) Rubber Bands () Safety Scissors (2) Notepad - 4 x 6 (2) "I Voted Today" Stickers, 500 per roll (0) Election Judge Sticker Badges (20) DuPage County Election Commission cards 7 " x 0 "White Card Stock /Blue/Red page divided into 2 perforated cards