Title
Elections Department recommending the Board:
1) Approve Amendment 3 of the Voting System Replacement Agreement 18G30109 with the State of California, extending the term of the agreement to August 31, 2026, with no change to the amount of the agreement of $1,245,210.90,
2) Ratify the Registrar of Voter’s signature on Amendment 3 of Agreement 18G30109, dated 12/16/2024 to meet the deadline of 12/31/2024, prior to Amendment 2 expiring; and
3) Authorize the Registrar of Voters to sign future Voting System Replacement Agreement Number 18G30109 amendments that would extend the grant funding period without changing the grant amount.
FUNDING: 75% State Funding and 25% County Match (Federal HAVA Grants).
Body
DISCUSSION / BACKGROUND
On March 5, 2019, the Board approved the Voting System Replacement Agreement 18G30109 for the replacement of the County’s voting system and other equipment needed to transition to vote centers and ensure the Elections Department can conduct elections efficiently and securely going forward (Legistar file 19-0250). The agreement required a County match based on the State’s requirement that reimbursement be made on a dollar-per-dollar basis. For every dollar the County spends, the State will match up to $757,000 available for reimbursement, effectively saving the County fifty percent on qualified procurements. The purchase was originally budgeted in the ACO fund.
On October 7, 2019, the Election Department received notification from the State that the original contract had been amended to increase the available matching funds to $1,245,210.90 and to change the match from dollar per dollar (1:1) to three dollars reimbursement for every dollar (3:1) spent by the County. In addition, it allows for retroactive reimbursement from April 29, 2015, through June 30, 2022. This amendment saved the County general fund money on qualified procurements. As indicated in the original file, the funding is critical to the secure, accurate and efficient ...
Click here for full text