DATE: January 23, 2024
TO: Board of Supervisors
SUBMITTED BY: James A. Kus, County Clerk/Registrar of Voters
SUBJECT: Agreement with DFM Associates, Inc. for Election Information Management System
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for continued licensing, maintenance, and support of the Elections Information Management System; and
2. Approve and authorize the Chairman to execute an Agreement with DFM Associates, Inc. for continued licensing, maintenance, and support of the Elections Information Management System, retroactive to July 1, 2023, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $913,460.
REPORT
There is no additional Net County Cost associated with the recommended actions, which will enable the Department to continue using the current voter registration system for up to five more years. The Department has used the Elections Information Management System (EIMS) system since 2002, and DFM Associates, Inc. (DFM) is the only vendor that can provide the licensing, maintenance, and support for this proprietary system. This item is Countywide.
ALTERNATIVE ACTION(S):
If the recommended Agreement is not approved, a two-year agreement would be requested to allow time for a Request for Proposal (RFP) to be completed, and for implementation of a potential successor system to occur in 2025 to not coincide with a major election cycle. The EIMS is the foundation of all election functions. A transition to a new system prior to the 2024 Presidential Primary and General Elections would compromise the Department's ability to conduct a successful election.
RETROACTIVE AGREEMENT:
The recommended action is retroactive to July 1, 2023. Contract negotiations continued past the end of the prev...
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