COMMONWEALTH OF DEPARTMENT OF STATE July 10 2018 Brian Newby Executive Director U S Election Assistance Commission 1335 East-West Highway Suite 4300 Silver Spring MD 20910 RE HAVA Program Narrative and Budget Outline Dear Mr Newby In follow-up to my May 22 2018 letter I am providing Program Narrative and Budget Outline for use of the HAVA Funds under Notice of Grant Award These funds will be used by counties to support the purchase of new voting equipment If you have any questions please contact Jessica Myers Deputy Director of Policy at 717 409-3245 or jessimyers@pa gov Sincerely Robert Torres Acting Secretary of the Commonwealth Enclosure Cc Mark Abbott Director of Payments and Grants SECRETARY OF THE COMMONWEALTH 302 North Office Building 401 North Street Harrisburg PA 1712041500 I 7177876458 Fax 717 787 1734 dos pa gov PROGRAM NARRATIVE 4 COMMONWEALTH OF Program Description Cybersecurity and resilience are of utmost importance to all of us who administer elections The Commonwealth of wants to ensure that voters are using the most secure auditable accessible and resilient voting machines available Since the bipartisan Presidential Commission on Election Administration issued its warning in 2014 about the wearing out of voting systems purchased after enactment of the Help America Vote Act HAVA state and local jurisdictions across the Nation have wrestled with how and when to replace aging voting systems current systems are approaching the end of their usable life and they are built on operating systems that are no longer supported or soon will not be supported by the manufacturers Over the last year experts across the country and the world have issued strong warnings about the risks and vulnerabilities we face from both cyber threats and aging voting systems These experts are urging states to take action as quickly as possible to replace older voting machines with updated voting systems that produce a paper trail and have enhanced security and accessibility as well as to conduct robust post-election audits The Commonwealth of is consequently very pleased to accept the funds authorized under Section 101 of the Help America Vote Act of 2002 PL 107-252 HAVA and provided for in the Consolidated Appropriations Act 2018 Public Law 115-141 to address these issues and serve the direct purpose of improving the administration of elections Speci cally we intend to use these funds for Voting Equipment replacement and upgrades thereby enhancing security resiliency and accessibility for voters Background and Approach In February 2018 the PA Department of State Department issued a directive requiring that all new voting systems procured by counties must have a voter-veri able paper record The Department and the US Election Assistance Commission EAC are currently Page 1 of 3 evaluating voting systems and will certify those systems that meet state and federal standards In April 2018 we released an Invitation for Bid IFB for vendors to submit proposals for these systems from which counties may'choose We also issued irther direction that counties must select new voting systems that meet these standards by December 31 2019 and we are urging the counties to implement these new voting systems as soon as feasible Consequently we expect most of these grants to be distributed over the next 24 months though depending on nancing arrangements with vendors we may have some remaining mds distributed in the ensuing 12-24 months The funds will be distributed as reimbursements for expenditures made on voting equipment that complies with the Department's voting system directives and the IFB We will be distributing the grant award and matching funds to ecunties proportionally based on numbers of registered voters of cially certi ed by the counties to the Department at the close of registration April 17 2018 Counties will submit to the state documentation of their acceptance of the award and proof of use for voting equipment replacement and upgrades in order to receive their funds To ensure the highest level of security resiliency and accessibility for voters new voting equipment must not only include voter-veri able paper records and achieve EAC certi cation but also must be certi ed'to new comprehensive 2018 voting system security and accessibility standards developed in conjunction with experts in these elds We also intend to augment our post election audit requirements to ensure accuracy and veri ability of election results all of which will help to boost con dence for all in the security and reliability of our electiOns and our vote Budget and Progress Reporting We will use the funds provided under the Notice of Grant Award Agreement PA18101001 for activities consistent with the laws described in Section 906 of HAVA and will not use the funds in a manner that is incOnsistent with the requirements of Title of HAVA It is our intent to draw down $13 476 156 grant award on an as needed basis will also contribute its ve percent match of $673 808 in 2019 In addition to submitting annual nancial reports the Department will submit annual program narrative Page 2 of 3 reports The program narrative reports will take the form of progress reports that track the Commonwealth's and counties progress Conclusion The Commonwealth of is pleased to accept the funds provided for in the Consolidated Appropriations Act 2018 Public Law 115-141 to improve the administration of elections in by distributing these funds to our counties for Voting Equipment replacement and upgrades as described herein thereby strengthening security resiliency accessibility and auditability for all voters Page 3 of 3 2018 HAVA ELECTION SECURITY GRANT Budget Information ICFDA 90 404 Non-Construction Program Name of Organization Budget Period Start Budget Period End Department of State I 3 23 2013 SECTION A - 3 22 2023 BUDGET SUMMARY FEDERAL NON-FEDERAL FUNDS Match Consolidated Budget for total project term- up to 5 years as defined by grantee PROG RAM CATEGORIES BUDGET CATEGORIES Voting Equipment 0 Voter Registration Systems Election Auditing If Other Other Cyber Security 2 Communications TOTALS Fed Total 1 PERSONNEL including fringe 0% 2 EQUIPMENT 5 13 476 156 00 5 13 3 76 156 00 100% 3 SUBGRANTS- to local voting jurisdictions 0% 4 TRAINING 0% 5 All OTHER COSTS 0% 6 TOTAL DIRECT COSTS 1-6 13 476 156 00 3 476 156 00 7 INDIRECT COSTS if applied 0% 8 Total Federal Budget 5 3 476 156 00 13 476 156 00 11 Non-Federal Match 5 673 808 00 673 808 00 12 Total Program Budget 14 149 964 00 14 149 964 00 13 Percentage By Category 100Proposed State Match some other non-federal entity C Approving Federal agency E The Indirect Cost Rate is If yes please provide the following information D If other than Federal agency please specify 5 0% A Do you have an Indirect Cost Rate Agreement approved by the Federal government or B Period Covered by the Indirect Cost Rate Agreement m