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File #: 14-1234    Version:
Type: Agenda Item Status: Approved
File created: 9/3/2014 In control: Board of Supervisors
On agenda: 7/18/2017 Final action: 7/18/2017
Title: Elections Department recommending the Board approve the continued use of perpetual Agreement 041-S1410 with Data Information Management Systems, LLC, (DIMS) for the one year term beginning August 1, 2017 through July 31, 2018, for a total amount of $63,962, for ongoing Software License and Maintenance Support fees for election data management systems. FUNDING: General Fund.
Attachments: 1. 4A - Maintenance Fee 7-18-17, 2. 4B - Original Agreement 7-18-17, 3. 3A - Maintenance Agmt.DIMS 8-2-16, 4. 3B - Original Agreement 7-14-15 BOS 8-2-16, 5. 2A - Maintenance Fee 7-14-15, 6. 2B - Original Agreement 7-14-15, 7. A - Blue Route 9-30-14, 8. B - Maintenance Fee 9-30-14
Title
Elections Department recommending the Board approve the continued use of perpetual Agreement 041-S1410 with Data Information Management Systems, LLC, (DIMS) for the one year term beginning August 1, 2017 through July 31, 2018, for a total amount of $63,962, for ongoing Software License and Maintenance Support fees for election data management systems.

FUNDING: General Fund.
Body
DEPARTMENT RECOMMENDATION:
Elections Department recommending the Board approve the continued use of perpetual Agreement 041-S1410 with Data Information Management Systems, LLC, (DIMS) for the one year term beginning August 1, 2017 through July 31, 2018, for a total amount of $63,962, for ongoing Software License and Maintenance Support fees for election data management systems.


DISCUSSION /BACKGROUND
1. DIMS has provided El Dorado County's election data management system with support and software license since the 1980s. This system is critical for maintaining district boundaries, registered voters and election management to deliver secure and accurate election information to the registered voters in El Dorado County.

2. This perpetual agreement was previously addressed in Legistar File ID 10-0023.

3. The Department is bringing this matter before the Board per BOS Policy C-17 Section 4.5, which states "Departments must obtain authorization from the Board of Supervisors, initially, and on an annual basis, to utilize any contract that does not have a stated term."

4. Maintenance fees have increased by 2.7% from the prior year, resulting in an annual total of $63,961.92.

ALTERNATIVES:
N/A

OTHER DEPARTMENT / AGENCY INVOLVEMENT:
N/A

CAO RECOMMENDATION:
It is recommended that the Board approve this item.

FINANCIAL IMPACT:
There is no change to Net County Cost. The estimated cost of the agreement for 08/01/17 - 07/31/18 is $5,330.16 per month, or $63,961.92 for the year. This amount is included in the Elections Department's FY 2017-18 budget.

CLERK OF THE BOARD FOL...

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