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) Approve and authorize the Purchasing Agent to execute Amendment I to Agreement 4081 to continue the Agreement for an additional three-year term, through June 30, 2029, in the amount of $130,544 for the additional three years, with total compensation of $254,179 for the six-year period.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Runbeck Agilis incoming sorter enables all vote-by-mail ballot envelopes to be sorted through an incoming mail ballot sorter for signature verification. The Department has utilized the Runbeck sorter since 2019.
The Elections Department is requesting the Board to authorize the continuation of Perpetual Agreement 4081 for the next three years, through June 30, 2029. The requested extension of the Perpetual Agreement is retroactive as the new term began on July 1, 2026. 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. Amendment I to Agreement 4081 outlines pricing for the next three years. Staff are recommending that the Board approve and authorize the Purchasing Agent to execute Amendment I to Agreement 4081 to continue the Agreement for an additional three-year term, through June 30, 2029, in the amount of $130,544 for the additional three years, with total compensation amended at $254,179.
ALTERNATIVES
The Board could not approve the continued use of the agreement; however, this would have an impact on the processing of incoming vote-by-mail ballots.
PRIOR BOARD ACTION
Legistar file 19-0908 - June 25, 2019 - Board approval of Agreement 4081.
Legistar file 23-0350 - May 16, 2023 - Board approval of conversion of Agreement 4081 to perpetual agreement.
Legistar file 24-0964 - July 16, 2024 - Board approval of continuation of perpetual Agreement 4052 and 4081.
Legistar file 25-1257 - July 29, 2025 - Board approval of continuation of 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 2026-27 Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rena Russell, Assistant Registrar of Voters