AutoMARK Purchase Paperwork:  As you all know, we did an extremely rapid rollout of over 4200 AutoMARK units prior to the August Primary Election.  In some cases, the proper paperwork was misplaced, not signed by the proper person or not signed at all.  Over the next week, representatives of Election Systems and Software (ES&S) will be contacting many of you to straighten out these clerical problems.  We ask that you cooperate with ES&S.  While we are anxious to move the process along quickly, please keep in mind that by signing the documents you are verifying that that the information is correct.

Since the Department of State used federal HAVA funds to purchase the equipment, we are subject to audit.  It is vital that we have an audit trail that clearly demonstrates that AutoMARK units were delivered to each county, city and township in appropriate quantities. 

Two documents require signatures:

The “Accessible Voting System Receipt/Acceptance Form” must be signed in two places.  The Delivery Information portion may be signed by whoever accepted delivery (usually someone from the local clerk or county clerk’s office).  The Acceptance Testing Certification must be signed by the representative of the jurisdiction that took ownership of the equipment (the county, city or township clerk or an employee of the county, city or township clerk).  The county clerk may NOT sign this portion of the form on behalf of a city or township.

The “Vendor Contract” between ES&S and the county, city, or township must be signed by an official of the county, city, or township (clerk, deputy clerk, supervisor, treasurer, etc.).

We appreciate your cooperation.