DATE: November 28, 2023
TO: Board of Supervisors
SUBMITTED BY: James A. Kus, County Clerk/Registrar of Voters
SUBJECT: Agreement with Toppan Merrill, LLC
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Toppan Merrill, LLC, for the procurement of County Voter Information Guides and elections translations, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $8,750,000.
REPORT
There is no additional Net County Cost associated with the recommended action, which will enable the County to enter into an agreement with Toppan Merrill, LLC (Toppan Merrill), to provide County Voter Information Guides and elections related translations. This item is countywide.
ALTERNATIVE ACTION(S):
If your Board does not approve the recommended action, the County will be in jeopardy of not being able to provide legally required election materials for the March 2024 Presidential Primary.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum cost of the recommended agreement with Toppan Merrill during the initial contract period of November 28, 2023 through June 30, 2026 is $5,250,000. The maximum cost for each of the two potential 12-month renewal periods is $1,750,000. The total contract maximum for the potential five (5) year term, for the period of November 28, 2023 through June 30, 2028, is $8,750,000. A portion of these costs will be financed with offsetting revenues through the pro-rata election billing process. Sufficient appropriations and offsetting revenues are included in the County Clerk-Elections Org 28500100 FY 2023-24 Adopted budget and will be included in subsequent budget requests.
DISCUSSION:
California Elections Code ?13300 requires that a voter specific County Voter Information Guide (CVIG) booklet be sent to each eligible, registered voter prior to Ele...
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