DATE: September 10, 2024
TO: Board of Supervisors
SUBMITTED BY: James A. Kus, County Clerk/Registrar of Voters
SUBJECT: Retroactive Ballot Printing Agreement with Pro Document Solutions, Inc., dba ProVoteSolutions
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Pro Document Solutions, Inc., dba ProVoteSolutions for ballot printing, vote by mail processing, vote by mail envelopes, and other mailer services, retroactive to August 22, 2024, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $8,000,000.
REPORT
There is no additional Net County Cost associated with the recommended action, which will enable the County to enter into an agreement with Pro Document Solutions, Inc., dba ProVoteSolutions (ProVote), to provide ballot printing, vote by mail processing, vote by mail envelopes, and other mailer services to the County Clerk/Registrar of Voters' Department (Department). This item is Countywide.
ALTERNATIVE ACTION(S):
California Elections Code requires the Department to provide ballot materials to registered voters. If the recommended action is not approved, the County will not have a contractor to print ballots or provide vote by mail processing and vote by mail envelopes for elections, including the November 2024 Presidential General Election.
RETROACTIVE AGREEMENT:
The recommended action is retroactive to August 22, 2024. The Department conducted a Request for Proposal for Vote by Mail Ballot printing and Mailing Services (RFP #25-005) in August 2024, and selected ProVote as the winning bidder. To meet production deadlines associated with the November 2024 Presidential General Election the Department began working with the bidder after the tentative award was made by the Internal Services Department - Purchasing Division (ISD-Purchasing).
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recomme...
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