DEPARTMENT OF STATE HELP AMERICA VOTE ACT OF 2002 As required by Public Law 107-252 2018 HAVA ELECTION SECURITY GRANT PRESENTED TO THE UNITED STATES ELECTION ASSISTANCE COMMISSION R Kyle Ardoin Secretary of State June 27 2018 STATE OF LOUISIANA 2018 HAVA ELECTION SECURITY GRANT FUNDS PROGRAM NARRATIVE I AMOUNT OF AWARD AND MATCHING COMMITMENT Pursuant to the provisions of the Consolidated Appropriations Act of 2018 the State of Louisiana will receive $5 889 487 in federal funds through the United States Election Assistance Commission to improve the administration of elections for Federal office including to enhance election technology and making election security improvements as authorized under Section 101 of the Help America Vote Act of 2002 P L 107-252 HAVA The State of Louisiana is required to provide $294 474 in State General Funds as the match for the 2018 HAVA Election Security Grant Funds In Louisiana the Secretary of State is the Chief Election Officer of the State of Louisiana and the Department of State administers all election functions including but not limited to the following 1 acquiring the voting equipment hardware software firmware 2 programming the voting equipment 3 preparing ballots 4 draying and storing voting equipment 5 training election officials on the use of the voting equipment and 6 assisting in the tabulating of votes by the parish boards of election supervisors Louisiana is committed to providing an accurate efficient and technologically advanced election system to its constituents As such the Department of State Department recently invested approximately $500 000 in self-generated funds to jump-start voting technology efforts at the local level including the provision of secure laptops for vote tabulation and additional cybersecurity measures at the offices of the Registrars of Voters II TIMEFRAME FOR USE OF FUNDS The Department will use the 2018 HAVA Election Security Grant Funds in the amount of $5 889 487 and the state match of the federal funds in the amount of $294 474 to help fund the acquisition through purchase or closed-end lease of a new electronic voting system for use in the State of Louisiana The timeframe for the use of the funds will be July 1 2018 through March 22 2023 III IMPROVEMENTS ACTIVITIES - VOTING EQUIPMENT REPLACEMENT AND UPGRADES A Request For Proposal RFP for the acquisition of a new voting system for use in the State of Louisiana was issued and posted on March 27 2018 The scope of the RFP is to provide a turnkey project through purchase or a closed-end lease for absentee by mail voting early voting and election day voting with all associated applications systems for ballot preparation programming testing and vote tabulation Implementing a new voting system in the State of Louisiana will require planning design configuration problem resolution development analytical hardware software firmware installation training implementation customization and support services Due to the scope and complexity of the acquisition through purchase or closed-end lease of the new voting system the Department plans to use a multi-phase approach The Department has specified the proposed number makeup and sequence of the implementation plan to be as follows for the proposed phases which is based on available funding from the State of Louisiana Phase One includes the following Install 1 Installation of central system on the Department’s servers in Baton Rouge set up of the programs and databases for use in programming paper ballots and early voting system ballots by the Department of State and training of all Department programmers three months prior to March 30 2019 For payment terms the Department must formally accept the system programs databases and completion of training satisfactory to the Department This phase should be no greater than 10% of the total cost Install 2 Delivery acceptance removal of present equipment and installation of new absentee by mail voting system and early voting system and all component parts for full and complete operation in a minimum of five 5 parishes including all training for the March 30 2019 election which early voting period begins March 16 2019 Parish implementations to be determined by the Department in clusters of five 5 until all parishes are fully implemented throughout the state for elections to be held in the fall of 2021 provided funding is available from the State of Louisiana This phase should be no greater than 100% of the total cost minus the Phase Two cost Payment will be based upon the number of units deployed and formally accepted in the specified parishes and the successful completion of all contract deliverables Phase Two includes the following Install 1 Installation of central system on the Department’s servers in Baton Rouge set up of the programs and databases for use in programming for the Election Day voting system by the Department of State and training of all Department programmers on an estimated date of May 13 2019 unless already installed and trained during Phase One For payment terms the Department must formally accept the system programs databases and completion of training satisfactory to the Department This phase should be no greater than 10% of the total cost Install 2 Delivery acceptance removal of present equipment and installation of new Election Day voting system and all component parts for full and complete operation in a minimum of five 5 parishes including all training for the October 12 2019 election Parish implementations to be determined by the Department in clusters of five 5 until all parishes are fully implemented throughout the state for elections to be held in the fall of 2021 provided funding is available from the State of Louisiana Parish implementations to begin on an estimated date of May 13 2019 This phase should be no greater than 100% of the total cost minus the Phase One cost Payment will be based upon the number of units deployed and formally accepted in the specified parishes and the successful completion of all contract deliverables Pursuant to the provisions of R S 18 1361 and LAC 31 III Chapter 3 the Department shall certify all voting equipment used in the State of Louisiana In addition any electronic voting machine procured or used in Louisiana must have been certified according to the voluntary voting system guidelines developed and maintained by the United States Election Assistance Commission by a voting system test laboratory accredited by the United States Election Assistance Commission BUDGET WORKSHEET AND CERTIFICATION REGARDING LOBBYING The budget for the 2018 HAVA Election Security Grant Funds and the Certification Regarding Lobbying are attached hereto 2018 HAVA ELECTION SECURITY GRANT Budget Information Name of Organization CFDA # 90 404 Non-Construction Program State of Louisiana - Department of State Budget Period Start 3 23 2018 Budget Period End SECTION A - BUDGET SUMMARY Consolidated Budget for total project term-up to 5 years as defined by grantee FEDERAL NON-FEDERAL FUNDS Match 3 22 2023 PROGRAM CATEGORIES a Voting Equipment BUDGET CATEGORIES c Voter Registration Systems b Election Auditing d Cyber Security e Communications f Other ______________ g Other ______________ 1 PERSONNEL including fringe 2 EQUIPMENT TOTALS $ $ 5 889 487 00 $ % Fed Total - 5 889 487 00 0% 100% 3 SUBGRANTS- to local voting jurisdictions $ - 0% 4 TRAINING $ - 0% 5 All OTHER COSTS $ - 0% 6 TOTAL DIRECT COSTS 1-6 $ 5 889 487 00 $ - $ - 5 889 487 00 $ - 7 INDIRECT COSTS if applied 8 Total Federal Budget $ 11 Non-Federal Match $ 12 Total Program Budget $ $ 6 183 961 00 $ 100% Proposed State Match 5 0% B Period Covered by the Indirect Cost Rate Agreement mm dd yyyy-mm dd yyy E The Indirect Cost Rate is - $ - $ - $ - $ $ $ - $ 0% A Do you have an Indirect Cost Rate Agreement approved by the Federal government or some other non-federal entity If yes please provide the following information D If other than Federal agency please specify $ - $ - $ - $ - $ - 294 474 00 13 Percentage By Category C Approving Federal agency - - $ 0% No - $ 0% - $ 0% - $ 0% 0% 5 889 487 00 - $ 5 889 487 00 $ 294 474 00 $ 6 183 961 00 0%