STATE OF UTAH OFFICE OF THE LIEUTENANT GOVERNOR SPENCER J Cox LIEUTENANT GOVERNOR August 17 2018 Brian Newby Executive Director US Election Assistance Commission 1335 East-West Highway Suite 4300 Silver Spring MD 20910 Dear Mr Newby The State ol Utah plans to utilize the 2018 Elections Security Grant Funds and matching funds for the following priorities 0 Purchase new voting equipment 0 Replace the state's voter registration database VISTA lmplementadditional security measures and training for both the counties and the state The State has requested all available HAVA funds 1 1 052 immediately In 2018 the State received a legislative appropriation for upgrading election equipment and infrastructure which will be used to provide the required matching funds The following narrative describes the State of Utah s plan for the $4 316 605 total HAVA Election Security Grant Award Time inc Before December 31 2018 Counties may request reimbursement for the purchase of new voting equipment Note that many counties are already in the process of purchasing new equipment - Improvements and security upgrades will be made to the statewide voter registration database 0 A rst round of enhanced security protocols and training for county and state election staff will be implemented UTAH Sure SUITE 220 - PO Box 142325 - SALT LAKE CITY UTAH 84114-2325 Fax 801 538-1133 Before December 31 2020 0 All counties will be required to have requested reimbursement for voting equipment replacement 0 Additional security measures and trainings for county and state election staff will be in place Before December 31 2022 Upgrades to Utah s state voter registration database will be complete Voting Equipment Replacement and Upgrades $1 394 44 7 The State of Utah last purchased new voting equipment for each county in 2005 using a HAVA grant and state mds Acknowledging the age of the equipment and the changing election model in Utah in 2016 the Lieutenant Governor the chief election of cial in Utah convened a Voting Equipment Selection Committee VESC to make recommendations for new voting equipment for the state of Utah In 2017 the VESC sought proposals from voting system vendors for a statewide replacement of voting equipment A preferred vendor was selected and a contract signed in October of 201 7 The statewide contract is a cooperative agreement which permits counties to take advantage of the state negotiated price for equipment maintenance service and peripherals while permitting them the leeway to choose the quantity and type of equipment needed for their jurisdiction This new equipment will have security features that the old equipment did not have such as paper ballots When the contract was signed it was with the understanding that funding for the new equipment would come primarily om the counties Many counties were unable to immediately purchase new equipment due to lack of mding so the state has chosen to put $1 394 447 in HAVA funds toward reimbursing counties for the purchase of this new equipment Each qualifying county will be allocated $25 000 for the base cost of purchasing new voting equipment After subtracting the funds used for the base cost the remaining mds will be allocated according to a formula averaging each county s active voters and the total number of votes cast in the 2016 General Election A county may not use these funds to purchase voting equipment from a vendor other than the preferred vendor This ideally will keep Utah s counties on the same voting system streamlining any modi cation or updates needed for the statewide voter registration system Equipment purchases and associated fees licensing service maintenance etc will be reimbursed by the State at cost with HAVA funds until December 31 2020 If a county does not use all of its allocated funds on or before this date the county s remaining funds may be distributed to other eligible counties The Lieutenant Govemor s Of ce may enter into an agreement with a county to extend this deadline if extenuating circumstances exist A county may elect to use its one-time funding to pay for qualifying ongoing voting equipment costs including licensing and maintenance or for electronic poll books that are approved by the State It is anticipated that at least 20 of Utah s 29 counties will purchase new voting equipment in 2018 and request reimbursement using the formula described above Additional counties will likely purchase equipment in subsequent years before the deadline of December 31 2020 Voting Registration Systems and Management $2 305 553 Utah s statewide voter registration database was rst created in 2004 as a dot net system The outdated system needs to be replaced either through a total rewrite or the purchase of a new system to work effectively in the current security environment Upgrades that will be made include increased security data and reporting improvements and increased ease-of-use State and local election of cials have established a steering committee to determine the exact upgrades and improvements that need to be made to include multi-factor authentication auditing and logging These improvements will be made by December 3 2022 The amount of $2 305 553 to be allocated to the voter registration system includes $205 553 in State matching funds and $2 1 million in HAVA funds Enhanced Security $600 000 The State of Utah is already providing enhanced digital monitoring and scanning services to secure election systems and establishing protocols for a statewide coordinated cyber response in case of an incident The State is proposing $600 000 in HAVA funds to be used before December 31 2020 to assist in this effort and for the development and implementation of security training Participants in these trainings would include county clerks county IT staff the state and other appropriate persons or parties This may include table-top training exercises the development of an incident management plan conferences trainings and expert lectures In addition the State will assist counties with physical security and facility assessments and required upgrades as a result of these assessments Post-Election Audits 605 The State of Utah will develop more robust auditing procedures based on the new equipment This may include research attendance at conferences for auditing best practices personnel time and a more robust audit pilot with one county in Utah during the 2019 municipal election Sincerely $16 Spencer J Cox Lieutenant Governor State of Utah 2018 HAVA ELECTION SECURITY GRANT Budget Information CFDA 3 90 404 Non-Construction Program Name of Organization Budget Period Start Utah Lieutenant Governor's Of ce 3 23 2018 SECTION A - BUDGET SUMMARY Consolidated Budget for total project term Budget Period End 1H31l2022 FEDERAL 81 NON-FEDERAI FUNDS Match up to 5 years as de ned by grantee PROGRAM CATEGORIES $21 123 Cyber Security Communlcatlons fl 0th Other TOTALS 56 Fed Total BUDGET CATEGORIES Systems 1 PERSONNEL including fringe 5 - 0% 2 EQUIPMENT 5 - 0% 3 SUBGRANTS- to local votingjurisdictions 5 1 394 a47 00 1 394 447 00 3 96 4 TRAINING - 016 5 All OTHER COSIS 16 605100 5 2 100 000 00 600 000 00 5 2 716 606110 66% 6 TOTAL DIRECT COSTS 5 1 394 447 00 16 605 00 5 2 100 000 00 5 600 000 11 5 - 5 5 4 111 052 00 r INDIRECT c0515 ifappliedi - - 8 Total Federal Budget 5 Lmumo 16 605 00 5 2 100 001100 600 000 00 5 - 4 111 052110 11 Non-Federal Match 5 205 5510 5 205 5531 12 Total Program Budget 5 1 394 447 00 16 605 00 2 305 553 1111 5 summon 5 - 5 5 4 3155051 13 Percentage By Category 3491 016 51% 15 0'14 Proposed State Match ml 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 B Period Covered by the Indirect Cost Rate Agreement C Approving Federal agency D It other than Federal agency please specify E The Indirect Cost Rate is