© 2003 H
ART
I
NTER
C
IVIC
4 - 30
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
single data file that is written to the MBB and is used to conduct the election at
any polling location, for absentee/mail voting, and Early Voting.
e. The vendor shall be prepared to support an Optical Scan type ballot,
should the need arise.
Hart is prepared to support an optical scan type ballot, should the need arise.
Ballot Now produces an optical scan type ballot and is available as required.
f. The proposed software shall provide for manual entry of contest and
candidate information for small jurisdictional elections where the DIMS
Candidate Filing module is not utilized (e.g., city elections where there is
only one contest, one ballot type and a few candidates).
Hart InterCivic Response
Per RFP Addendum 1, Boulder County does not currently use or have plans to use
the DIMS Candidate Filing module. For small jurisdiction elections, the eSlate
System provides an easy-to-use means to enter information.
BOSS, a Windows based interface, allows Election Officials to manage election
data and format and design ballots. Data entry is as easy as filling in an electronic
form or template -- there is no programming -- and choosing options for ballot
styles and formatting is as simple as checking a box or selecting from pull-down
menus. As a result, manual data entry is fast and easy.
g. The proposed software shall allow for additional districts to be added to
the election structure without affecting the existing ballot typing in the
ballot management software. These changes shall not require re-proofing
of the election structure information entered prior to these changes.
Hart InterCivic Response
Any time prior to securing the election database against further changes,
additional districts can be added to the election structure through BOSS without
affecting the existing ballot typing and contests. BOSS allows for multiple levels
of data management, all of which can be edited and added to the election structure
without affecting the existing ballot typing in the ballot management software.
h. The proposed software shall allow adding contests, ballot measures,
and/or candidates to the existing ballots without re-proofing the ballot
pages that are not affected by changes
Hart InterCivic Response
BOSS allows adding contests, ballot measures, and/or candidates to the existing
data without re-proofing the previous data that is not affected by changes -- a key
capability, especially when last minute changes occur. Jurisdiction and election
© 2003 H
ART
I
NTER
C
IVIC
4 - 31
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
information that is used from one election to the next is maintained in an
administrative database, which serves as the beginning point for data entry. This
eliminates repetitive entering of information that is used consistently in the
election process.
7.2 Proposer's Response
b. How do you propose to meet these requirements? Address all
requirements listed above, making sure to include item(s) listed below:
(1) List all the devices or ballot designs (e.g., optical scan) including sizes and
formats your system will automatically lay out with your ABL software.
BOSS is designed to provide Automated Ballot Layout for the eSlate System,
including the eSlate DRE voting device and the Ballot Now absentee/mail/
provisional application. BOSS supports letter, legal and tabloid formats in duplex
or simplex, with up to 4 columns as well as multi-page ballots. All of these
different sizes of ballots, however, may be folded into the same size standard
ballot envelope.
(2) Provide a list and description of each report your ABL system generates
for ballot proofing (e.g. ballot layout, candidate order, rotation, etc).
Hart InterCivic Response
BOSS provides the reports detailed in Exhibit IV-5: Ballot Proofing Reports to
support ballot proofing. Version 3.0 of the eSlate System includes the capability
to print a fully formatted ballot for proofing. Additional ad-hoc reports may be
designed per the customer's specifications using Crystal Reports.
a. Will you meet these requirements?
Yes
X
No
© 2003 H
ART
I
NTER
C
IVIC
4 - 32
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
Ballot Proofing Reports
Name
Data Elements
Ballot
Content
Proof
Ballot formats
Ballot styles created for a ballot format
Ballot header text
Precincts that will use a particular ballot style in the election
Precinct/precinct split name
Number of registered voters in the precinct/precinct split
Number of precincts that use the ballot style
Number of registered voters that use the ballot style
For each active contest in each ballot style, lists in order of appearance on the ballot
Contest type
Contest name
Number of write-ins allowed in the contest
Straight Party if the contest is assigned to Straight Party
Entire Ballot
Slate
Ballot text for the contest
Contest name
Number of write-ins allowed in the contest
Contest type
Number of options in the contest
Straight Party if the contest is assigned to Straight Party
If the contest is cumulative, displays Cumulative
If the contest is dependent, displays Dependent on XXX, where XXX is the choice in the related contest that this
item is dependent upon number of votes allowed in the contest
Options for an Office type contest, including
Party affiliation, name, and incumbent status (shown as (I) if is incumbent) for each candidate
Write-ins
Delegate names for each candidate
Options for a Proposition type contest, including
Text for the proposition
For (Yes)
Against (No)
Exhibit IV-5: Ballot Proofing Reports. The eSlate System produces reports that permit fast and accurate ballot
proofing.
© 2003 H
ART
I
NTER
C
IVIC
4 - 33
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
(3) Provide detailed steps for setting up and preparing the ballot, both for
the DRE and the optical scan paper ballot.
Hart InterCivic Response
The eSlate DRE and absentee/mail/provisional ballots are formatted at the same
time, using the same processes within the BOSS application. All user actions in
BOSS are guided by an intuitive interface including point and click actions and
drop down menus.
Definition of an election begins with the creation of an election database.
Typically, jurisdiction information that does not need to be refreshed with each
election cycle is carried forward from the existing database, which servers as an
administrative database. If Boulder County prefers, this information can be
imported with each election.
The user first defines the Election's Type, Date, and Title, and then enters the
Jurisdiction information (for example precincts, polling places, and so on). This
information can be manually entered or imported from the Integrity system.
Definition continues with the entry or import of election information, including
political parties, contest titles, candidates, voting options for contests, data
associations, and other information. The user may then select formatting options
(for example page or column breaks), and produce ballot proofing reports.
Audio strings for disability-access-enabled eSlates are then recorded. The
database is saved and ballot formats generated, including paper format if Ballot
Now is in use. Ballot formats are then written to the MBBs and audio strings for
the accessible units are written to separate PC Cards that are inserted in the eSlate
Disability Access Units.
When BOSS generates the file for the MBB, the BOSS database is locked so that
no more changes can be made, thus protecting the integrity of the MBB data file.
Audit Trail and Polling Places Reports are printed and examined. The BOSS
database is subsequently used to initialize the Tally database, eliminating the need
to manually re-enter data required for tabulation, and extending data integrity to
tabulation.
(4) Describe the proposed software's flexibility to allow modifications to the
ballot layout at the last minute. Indicate how the following would be
affected: election precincts, districts, ballot types, voting locations (polls),
contests, measures, candidates, and recalls.
Hart InterCivic Response
Last minute changes in ballot information may be incorporated quickly and
smoothly. If the BOSS database has not been locked, changes are as simple as
© 2003 H
ART
I
NTER
C
IVIC
4 - 34
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
editing data fields. If the BOSS database has been locked and the MBBs have
been written, Elections Officials can copy the existing BOSS database and create
a new database to make the necessary last minute changes. MBBs and audio
cards are then prepared.
A key advantage of the eSlate System's architecture is the fact that only one
MBB is required per polling place; there is no need to reprogram individual stand
alone machines to accommodate last minute changes. Through the placement of
the edited MBB in the JBC, all machines at the polling place reflect up-to-the-
minute ballot styles and data.
8.0 BALLOT
MANAGEMENT
(LANGUAGE SUPPORT)
Adhering to the Federal Voting Rights Act, Boulder County provides election
materials in both English and Spanish. It is possible that the County will be
required to provide assistance in one or more additional languages.
Hart InterCivic Response
The eSlate System has supported both English and Spanish since its earliest
version. With Version 3.0, the eSlate System supports up to 10 languages,
including both character-based and non-character-based languages.
8.1 Requirements
a. The system will provide all functions listed above under Ballot
Management (Automated Layout) for English, Spanish and other
required languages, including character-based languages.
Hart InterCivic Response
The eSlate System Version 2.1, as certified in Colorado, currently supports
English and Spanish. The eSlate System Version 3.0 provides support for up to
10 languages including character-based languages.
Ballot layout for all languages is managed through BOSS. All of the functions
listed in the previous question apply to all languages supported. This includes:
a. Supporting automated routines capable of performing all ballot layout
functions now performed by the County's printing vendor.
b. Supporting both automated and manual ballot layout for DRE and optical
scan ballots.
c. Printing the ballot in its original format.
d. Automatically laying out the DRE ballots and optical scan ballots in one
operation.
e. Supporting an optical scan type ballot, should the need arise.
© 2003 H
ART
I
NTER
C
IVIC
4 - 35
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
f. Providing for manual entry of contest and candidate information for small
jurisdictional elections where imported data is not utilized (e.g., city
elections where there is only one contest, one ballot type and a few
candidates).
g. Adding additional districts to the election structure without affecting the
existing ballot typing in the ballot management software. These changes
shall not require re-proofing of the election structure information entered
prior to these changes.
h. Adding contests, ballot measures, and/or candidates to the existing ballots
without re-proofing the ballot pages that are not affected by changes.
b. If software is used for language translation, software will be run against
the final proofed version of the ballot. If manual entry is required, only
text needing translation will be entered.
Hart InterCivic Response
All ballot text content is prepared in English and proofed for accuracy. The final
proofed version of the English language ballot text is exported for translation.
c. The proposed system shall provide all necessary reports and/or delimited
text files to allow manual and automated proofing of the ballot types
generated to ensure that the data is interpreted correctly.
Hart InterCivic Response
As noted above, once the ballot(s) are finalized, the printed versions must go
through a final proofread to ensure grammatical, font and formatting accuracy.
These final ballots are sent to the translator as PDF files or sent out as paper
ballots for review and approval.
8.2 Proposer's Response
b. How do you propose to meet these requirements? Address all
requirements listed above, making sure to include item(s) listed below:
(1) Describe in detail the process necessary to generate non character-based
languages (e.g., Spanish) and character-based languages (e.g., Chinese).
The following process is used to support requirements for multiple languages,
including both character-based and non-character-based languages:
1. All ballot text content is prepared in English and proofed for accuracy.
The final proofed version of the English language ballot text is exported to
a. Will you meet these requirements?
Yes X No
© 2003 H
ART
I
NTER
C
IVIC
4 - 36
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
an XML document formatted for target languages. (Note: text does not
have to be complete or 100% accurate. Missing text and changes to text
can be made later if necessary.)
2. These export files are delivered to translators. There is one file per target
language and translators are required to use translation software that
supports the use of XML file protocol.
3. Translated file(s) are received from translator and imported in to BOSS
via XML import functionality. If changes are necessary, only those
English language strings that have been changed since the previous
translation will be exported for translation.
4. Once the ballot(s) are finalized, the printed versions must go through a
final proofread to ensure grammatical, font and formatting accuracy.
These final ballots are sent to the translator as PDF files or sent out as
paper ballots for review and approval.
5. After final proofing of ALL languages (including English), BOSS is used
to export files for audio recording. BOSS audio export creates XML files
for each language.
6. After completion of all audio imports, ballots are generated and tested.
7.
The text and audio strings should be proofed on the eSlate.
(2) Include a description of any add-on software used in the translation
process that resides outside the ABL software.
Hart InterCivic Response
If the translation is performed by software, then the translation software is
external to the ABL software. This program would reside with the translation
service.
(3) Include a description of how character-based languages are edited and or
replaced if corrections are required.
Hart InterCivic Response
All corrections are made through the BOSS application. Character text requiring
correction is entered in BOSS and ballot styles are re-generated using the
corrected language file.
(4) Use the table below as a basis to describe: 1) how/if your base system
supports languages other than English; 2) additional hardware
requirements necessary to make the base system support multiple
© 2003 H
ART
I
NTER
C
IVIC
4 - 37
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
languages; and 3) additional software requirements to make the base
system support multiple languages.
# of Languages
Base
System
Additional Hardware
Requirements
Additional Software
Requirements
1. English Yes None
None
2. Spanish Yes None
None
3. Tagalog Yes None
None
4. Cambodian
Yes
None
None
5. Chinese
Yes
None
None
6. Russian
Yes
None
None
7. Vietnamese
Yes
None
None
8. Japanese Yes None
None
9. Korean
Yes
None
None
10. Large Type English
Yes
None
None
Exhibit IV-6: Languages Supported. The table above details the languages supported by Version 3.0 of the eSlate
System.
9.0
BALLOT MANAGEMENT (SAMPLE BALLOT PAMPHLET)
The Boulder County Clerk & Recorder mails approximately 92,000 TABOR
Notice packets one to each active elector household in any General or
Coordinate election held in November. These packets may or may not be
generic books (all text in one book). Nevertheless, the process for generating
them is complex. Only debt tax or revenue related issues are printed in the
TABOR notice packets. They historically are produced in an 8-1/2" x 11"
format.
Sequoia Voting Systems have been responsible for the production of the
TABOR Notice packets. After receiving our election data (i.e., registration
counts, TABOR related text), the printer performed the layout, ballot typing,
and booklet assembly, printing, addressing and mailing.
The system Sequoia Voting Systems use is a legacy system. It was designed to
accommodate punch card ballots and lays out ballot pages based on punch
positions. Text pages are entered into the system on a page-by-page basis.
© 2003 H
ART
I
NTER
C
IVIC
4 - 38
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
Pages are coded so they can be assembled into books by ballot type. This
could be as simple as creating image files for the voting pages or as complex
as creating a complete set of structure, contest, candidate, rotation, vote for,
etc., files so the printer can recreate what was developed in the ABL portion
of the system.
9.1 Requirements
The vendor will work with our current (or any future) sample ballot printer
to create an automated interface to their sample ballot pamphlet production
system.
This interface will also produce the necessary proofs to allow the
jurisdictions ensure the TABOR Notice packet match the submitted text.
Hart InterCivic Response
Since 1912, Hart InterCivic has provided a wide range of election management
products and services to county governments, including ballot formatting and
production. Hart is one of the largest national election printers in the industry,
producing more than 10 million ballots during a typical election cycle, including
sample ballots. Hart routinely works with other national printers to complete
jobs. Hart will be pleased to include Boulder County's printer among its network
of printing partners and identify the digital printing process and any other critical
elements necessary for the successful completion of the County's sample ballot
pamphlets.
9.2 Proposer's Response
b. How do you propose to meet these requirements? Describe your
approach.
Hart InterCivic Response
Hart InterCivic has included 80 hours of development effort dedicated to the
automated interface for sample ballot pamphlet production. Since the BOSS
system already generates electronic print ready ballot pages, development will be
focused on incorporating the additional information required for sample ballot
pamphlet production.
10.0 BALLOT
MANAGEMENT
(DRE MANAGEMENT)
The Boulder County Clerk & Recorder currently utilizes 227 to 250 polling
places at each election. We are estimating, on the average, five devices will be
needed at each poll.
a. Will you meet these requirements?
Yes X
No
© 2003 H
ART
I
NTER
C
IVIC
4 - 39
RESPONSE TO SECTION
IV,
REQUIREMENTS AND SUBMITTAL
B
OULDER COUNTY
,
COLORADO
VOTING TABULATION
10.1 Requirements
a. The proposed system shall provide a means of transferring the ballot
images from the ABL software to appropriate system components (i.e.,
DREs and/or controller unit) in an expeditious manner.
Hart InterCivic Response
The Mobile Ballot Box is the method used to transfer ballot images from the ABL
software to the rest of the system components. BOSS transfers the ballot images
from the ABL software to appropriate system components by creating a single
data file that is written to the MBB that is used to conduct the election at any
polling location, absentee/mail voting, or for Early Voting.
b. The proposed system shall maintain an automated log and inventory of
all devices configured and placed in the inventory for use in the election.
At some point after the close of polls and the final certification, an audit
trail containing the status of all inventoried devices will be generated.
This will include devices that were successfully used for voting, failed
during Election Day or were not utilized in the election.
Hart InterCivic Response
The eSlate System maintains an automated log and inventory of all devices
configured and software placed in the inventory for use in the election. After the
close of polls and the final certification, the System's SERVO application
captures an audit trail and equipment log of all inventoried devices. SERVO is
also used to manage the process of verifying and archiving Election data. This
includes devices that were successfully used for voting or were not utilized in the
election.
c. The proposed system will generate detailed activity logs on each of the
system components used in the election process.
Hart InterCivic Response
Activity logs are available for each component of the eSlate System.
This includes each software application (BOSS, Ballot Now, Tally, and SERVO)
and the hardware components used in the polling place (the JBC and the eSlate).
These logs may be viewed on-screen or printed as hard copies.
d. The vendor will provide an automated test routine to be run on
appropriate system components used to cast ballots (i.e., hardware,
firmware, and operating system software). The test routine should
contain the same options identified under the Ballot Tabulation (Vote
Simulation) section.