Title
Elections Department recommending the Board:
1) Approve and authorize the Chair to sign the conversion of current maintenance/support Contract 4081 with Runbeck Election Services, to a perpetual agreement with an amount not to exceed $123,635.00 for three years; and
2) Approve and authorize the Purchasing Agent, or designee, to execute further documents relating to Contract 4081, including amendments that do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Runbeck Agilis incoming sorter allows for all ballots to be fed through the sorter at a rate of up to 12,000 envelopes per hour and automatically sorted and batched, out stacking any envelopes with missing signatures, bad addresses, or from the wrong election. The system is integrated with the County’s current Voter Registration System, so all signatures are electronically captured and matched with the voter registration record using the same signature recognition software used by banks. Any signatures not automatically accepted or rejected are presented to operators who can review and adjudicate signatures, all without touching a single envelope. After this process is completed the envelopes are scanned one more time to out stack any challenged signatures.
Throughout this whole process the system keeps record of detailed audit and adjudication logs for each envelope.
Agreement 4081 is for a not to exceed amount of $123,635.00. The cost of each fiscal year is as follows:
FY 2023-24 $40,000.00
FY 2024-25 $41,200.00
FY 2025-26 $42,435.00
ALTERNATIVES
N/A
PRIOR BOARD ACTION
19-0908 approved on 06-25-2019.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk and InformationTechnology Department
CAO RECOMMENDATION / COMMENTS
Approve as recommended
FINANCIAL IMPACT
$40,000.00 is included in the FY 2023-24 Department requested budget for the Elections Department and costs for future years will be included in future budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain signature of Chair on one (1) originals and forward fully executed originals to Elections Department.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Linda Webster
X 7483