DATE: August 9, 2016
TO: Board of Supervisors
SUBMITTED BY: Brandi L. Orth, County Clerk/Registrar of Voters
SUBJECT: Agreement with Election Systems and Software, LLC
RECOMMENDED ACTION:
TITLE
Approve and authorize the Chairman to execute an Agreement with Election Systems and Software, LLC for signature capture and comparison equipment, maintenance and support, August 10, 2016 through June 30, 2019, which includes a three-year base contract and two one-year optional renewals, total not to exceed $310,216.
REPORT
Approval of the recommended action will allow the County Clerk-Elections Department to contract with Election Systems and Software, LLC (ES&S) for the purchase of signature capture and comparison equipment, including maintenance and support, as a result of a competitive bid process. The purchase will be made with federal Help America Vote Act (HAVA) 301 funding. There is no increase in Net County Cost associated with the recommended action.
ALTERNATIVE ACTION:
There is no viable alternative action. California Elections Code 3019 et seq. requires the Department to compare the signature on the vote by mail return envelope to the signature on the voter's registration record. Up to 200,000 signatures per election are checked through an automated process with signature capture and comparison equipment. The current system was purchased in 2007 and is no longer compatible with newer operating systems. Should your Board not approve the recommended Agreement, the signature comparison function would revert to a manual process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The purchase of this replacement system will be 100% offset with federal HAVA 301 funding. The maximum cost of the recommended Agreement with ES&S during the initial contract period of August 10, 2016 through June 30, 2019 is $264,956. The maximum cost for the first optional renewal period is $22,630 and the maximum cost ...
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