DATE: May 25, 2021
TO: Board of Supervisors
SUBMITTED BY: James A. Kus, County Clerk/Registrar of Voters
SUBJECT: County Voter Information Guide Printing Agreement with Toppan Merrill LLC.
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances as Toppan Merrill LLC. has the capacity to offer the county a significantly reduced rate; and
2. Approve and authorize the Chairman to execute an Agreement with Toppan Merrill LLC. for County Voter Information Guide (CVIG) printing effective July 1, 2021 not to exceed two consecutive years, total not to exceed $1,500,000.
REPORT
There is no additional Net County Cost associated with the recommended actions. Approval of the first recommended action will allow for the suspension of the competitive bidding process. The second recommended action will allow for the County Clerk - Elections Department to contract with Toppan Merrill for the composition, formatting, and printing of County Voter Information Guides and associated services. This item is countywide.
ALTERNATIVE ACTION(S):
If the Board does not approve the recommended actions the Department will be required to initiate a Request for Proposal (RFP) process and would not be able to take advantage of the proposed discounts offered by the vendor. Should a vendor other than Toppan Merrill be selected through such a process, the Department may not have adequate time to transition to a different vendor for any major upcoming elections including a potential gubernatorial recall in late 2021.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department's request to suspend the competitive bidding process is consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances. Toppan Merrill has agreed to provide the Department with a discount of approximately 7% for composition, fo...
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