Title
Elections Department recommending the Board:
1) Approve the continuation of perpetual agreement 4081 with Runbeck Election Services for Annual Software and Hardware Licenses; and
2) Authorize the Purchasing Agent to a post a change order for the perpetual agreement to ensure availability of funding in Fiscal Year 2025-26.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Board of Supervisors Policy C-17, Section 2.4, Contract Term, requires departments to obtain authorization from the Board initially, and on an annual basis, for any contract that does not have a stated agreement term.
Since the implementation of FENIX, each perpetual agreement requires a change order to allocate funding for payments in the upcoming fiscal year. Elections is requesting the Board to authorize the Purchasing Agent to issue a change order for this perpetual agreement to ensure funding is available in FY 2025-26.
Agreement #4081: The Runbeck Agilis incoming sorter enables all ballots to be fed through for validation in the current election cycle. The current rate of $42,435.00 includes a 3% increase for the period from July 1, 2025, to June 30, 2026, as outlined in the agreement. The Election Department advises and seeks approval from the Board annually to continue this agreement.
The Election Department is requesting the Board to authorize the continuation of this perpetual agreement for FY2025-26.
ALTERNATIVES
The Board could not approve the continued use of the agreement, and the Elections Department could return to a manual process.
PRIOR BOARD ACTION
June 25, 2019, Legistar file 19-0908, Agreement 4081
May 16, 2023, Legistar file 23-0350, Agreement 4081
July 16, 2024, Legistar file 24-0964, Agreement 4081
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for the agreement is included in the Fiscal Year 2025-26 Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rena Russell
Assistant Registrar of Voters