RE_ Sole Source Letter Renewal Request - HMA DS300 - WARRANY & MAINTENANCE.pdf
PDF 555 KB Posted
- Attached to
- Annual Hardware and Software Licenses
- Solicitation number
- 18246-27
- Issued by
- Duval County, Florida
About this file
This is a sole source letter renewal request email correspondence between Election Systems & Software (ES&S) and the City of Jacksonville (COJ) regarding annual hardware and software licenses for election management systems. The contract covers extended warranty and maintenance services, firmware licenses, and software renewals for various election tabulation equipment including ExpressVote BMD machines, DS950 and DS300 tabulation systems, and ElectionWare software. The contract period runs from January 1, 2027 through December 31, 2027. The procurement process requires approval from the JPAC Committee, with an anticipated review timeframe of approximately 21 days prior to purchase order issuance. The vendor indicated that a purchase order should ideally be in place by December to align with invoice submission timing.
The total contract value for the renewal period is $302,158.19, covering 225 ExpressVote BMD units, 214 additional ExpressVote units, 100 additional ExpressVote units, 4 DS950 systems, and 295 DS300 systems with associated maintenance and firmware licenses. Unit pricing ranges from $75.25 to $5,088.04 depending on equipment type and service category. The request was initiated on September 29, 2026, with the vendor providing detailed cost breakdowns by September 30, 2026. As an incumbent vendor, ES&S is requesting sole source justification based on the specialized nature of the equipment and existing system compatibility requirements. The contract represents a renewal of existing services for election equipment already in use by the jurisdiction.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Quote (3).pdf | ||
| Singe Source Justification Form.docx | DOCX document | |
| 7-1-24 Protest Procedures.pdf | ||
| Agency Memo.pdf | ||
| Duval County, FL - DS300-DS950-ExpressVote BMD Sole Source Letter - 10.05.2026.pdf | ||
| 18246-27_SUPPLIER.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
From: Burnette, Walker To: Negron-Carson, Yolanda - SERE Subject: RE: Sole Source Letter Renewal Request - HMA DS300 - WARRANY & MAINTENANCE Date: Monday, October 5, 2026 11:43:48 AM Attachments: image001.png image002.png image003.png
EXTERNAL EMAIL: This email originated from a non-COJ email address. Do not click any links or open any attachments unless you trust the sender and know the content is safe.
Good morning, Yolanda
Here is the quote breakdown for next year. I am still awaiting the sole source letter from legal.
Line Description Sales Part Description
Invoice From Date
Invoice To Date Quantity Unit Price Invoice Amount/Curr
ExpressVote BMD HMA - ExpressVote 1/2.1 BMD Extended Warranty with Annual Maintenance 1/1/2027 12/31/2027 225 $ 138.92 $ 31,255.88
ExpressVote BMD HMA - ExpressVote 1/2.1 BMD Extended Warranty with Annual Maintenance 1/1/2027 12/31/2027 214 $ 157.66 $ 33,738.71
ExpressVote BMD Firmware Firmware License - ExpressVote 1/2.1 BMD 1/1/2027 12/31/2027 225 $ 75.25 $ 16,930.27 ExpressVote BMD Firmware Firmware License - ExpressVote 1/2.1 BMD 1/1/2027 12/31/2027 214 $ 82.69 $ 17,695.13 ElectionWare Software - Program Your Own Electionware PYO Standard - Renewal License Fee 1/1/2027 12/31/2027 1 $ 45,695.40 $ 45,695.40 ElectionWare Software - Synth Audio (Additional) Electionware Additional Synthesized Audio - Renewal License Fee 1/1/2027 12/31/2027 1 $ 2,807.82 $ 2,807.82
ExpressVote BMD HMA - ExpressVote 1/2.1 BMD Extended Warranty with Annual Maintenance 1/1/2027 12/31/2027 100 $ 148.84 $ 14,883.75
ExpressVote BMD Firmware Firmware License - ExpressVote 1/2.1 BMD 1/1/2027 12/31/2027 100 $ 82.69 $ 8,268.75 DS950 HMA - DS950 Extended Warranty with Annual Maintenance 1/1/2027 12/31/2027 4 $ 5,088.04 $ 20,352.15 DS950 Firmware Firmware License - DS950 1/1/2027 12/31/2027 4 $ 2,078.21 $ 8,312.85 DS300 HMA - DS300 Extended Warranty with Annual Maintenance 1/1/2027 12/31/2027 295 $ 236.25 $ 69,693.75 DS300 Firmware Firmware License - DS300 1/1/2027 12/31/2027 295 $ 110.25 $ 32,523.75
$ 302,158.19
Walker Burnette | Account Manager | Election Systems & Software, LLC 11208 John Galt Blvd. Omaha, NE 68137 | Work Cell: 904.952.1813 | Omaha: 877.377.8683 walker.burnette@essvote.com | www.essvote.com
From: Negron-Carson, Yolanda - SERE <YolandaNC@coj.net> Sent: Wednesday, September 30, 2026 2:30 PM To: Burnette, Walker <walker.burnette@essvote.com> Subject: [EXTERNAL] RE: Sole Source Letter Renewal Request - HMA DS300 - WARRANY & MAINTENANCE
This message originated from outside your organization
Perfect, thank you for the update Walker.
Best Regards, From: Burnette, Walker <walker.burnette@essvote.com> Sent: Wednesday, September 30, 2026 2:15 PM To: Negron-Carson, Yolanda - SERE <YolandaNC@coj.net> Subject: RE: Sole Source Letter Renewal Request - HMA DS300 - WARRANY & MAINTENANCE
EXTERNAL EMAIL: This email originated from a non-COJ email address. Do not click any links or open any attachments unless you trust the sender and know the content is safe.
Good afternoon, my apologies for the delay.
I am waiting on the quote to be produced still. After that we will be able to create the sole source letter to go with it.
We should be able to have the breakdown of all costs on the same quote, for all the equipment maintenance.
I will let you know as soon as I have these items ready for you.
Thanks, walker.burnette@essvote.com | www.essvote.com mailto:walker.burnette@essvote.com mailto:YolandaNC@coj.net mailto:walker.burnette@essvote.com http://www.essvote.com/ mailto:walker.burnette@essvote.com mailto:YolandaNC@coj.net mailto:walker.burnette@essvote.com http://www.essvote.com/
Sent: Wednesday, September 30, 2026 2:06 PM
Subject: [EXTERNAL] RE: Sole Source Letter Renewal Request - HMA DS300 - WARRANY & MAINTENANCE
Following up on my request.
From: Negron-Carson, Yolanda - SERE Sent: Tuesday, September 29, 2026 10:21 AM
The quote for the HMA DS300. I believe this would include the HMA 300 Extended Warranty with Annual Maintenance and the Firmware License – DS300.
From: Burnette, Walker <walker.burnette@essvote.com> Sent: Tuesday, September 29, 2026 10:01 AM To: Negron-Carson, Yolanda - SERE <YolandaNC@coj.net>
EXTERNAL EMAIL: This email originated from a non-COJ email address. Do not click any links or open any attachments unless you trust the sender and know the content is safe.
Good morning!
I will begin the sole source letter to accompany the quote. What all do you need the quote to include?
Thanks, walker.burnette@essvote.com | www.essvote.com
Sent: Tuesday, September 29, 2026 9:55 AM
Subject: [EXTERNAL] Sole Source Letter Renewal Request - HMA DS300 - WARRANY & MAINTENANCE
Good morning Walker, I hope you're doing well. As we begin the annual contract renewal process, I kindly request a single‑source letter so I can move forward with obtaining approval for a single‑source award covering the period of January 1, 2027 through December 31, 2027, along with a corresponding quote.
As you know, the request must go through the JPAC Committee for approval before a PO can be issued, and the review process typically takes about 21 days. Securing approval now will help ensure that a PO is in place when you submit your invoice in December.
mailto:YolandaNC@coj.net mailto:walker.burnette@essvote.com mailto:walker.burnette@essvote.com mailto:YolandaNC@coj.net mailto:walker.burnette@essvote.com http://www.essvote.com/ mailto:YolandaNC@coj.net
CONFIDENTIALITY NOTICE:
This e-mail transmission and any documents, files or previous e-mail messages attached to it may contain information that is confidential, protected by the attorney/client or other privileges, and may constitute non-public information. It is intended to be conveyed only to the designated recipient(s) named above.
Any unauthorized use, reproduction, forwarding, distribution or other dissemination of this transmission is strictly prohibited and may be unlawful. If you are not an intended recipient of this email transmission, please notify the sender by return e-mail and permanently delete any record of this transmission. Your cooperation is appreciated. To find out more Click Here.
CONFIDENTIALITY NOTICE:
This e-mail transmission and any documents, files or previous e-mail messages attached to it may contain information that is confidential, protected by the attorney/client or other privileges, and may constitute non-public information. It is intended to be conveyed only to the designated recipient(s) named above.
Any unauthorized use, reproduction, forwarding, distribution or other dissemination of this transmission is strictly prohibited and may be unlawful. If you are not an intended recipient of this email transmission, please notify the sender by return e-mail and permanently delete any record of this transmission. Your cooperation is appreciated. To find out more Click Here.
CONFIDENTIALITY NOTICE:
This e-mail transmission and any documents, files or previous e-mail messages attached to it may contain information that is confidential, protected by the attorney/client or other privileges, and may constitute non-public information. It is intended to be conveyed only to the designated recipient(s) named above.
Any unauthorized use, reproduction, forwarding, distribution or other dissemination of this transmission is strictly prohibited and may be unlawful. If you are not an intended recipient of this email transmission, please notify the sender by return e-mail and permanently delete any record of this transmission. Your cooperation is appreciated. To find out more Click Here.
http://www.essvote.com/legal/ http://www.essvote.com/legal/ http://www.essvote.com/legal/
File details come from the government source that posted it. Updated .