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File #: 18-0668    Version: 1
Type: Agenda Item Status: Approved
File created: 4/16/2018 In control: Board of Supervisors
On agenda: 6/12/2018 Final action: 6/12/2018
Title: Elections Department recommending the Board approve and authorize the Chair to sign Amendment 1 of Agreement 2206 with DFM Associates for election management software known as Election Information Management System, extending the initial six (6) month term to a new term of July 1, 2018 to June 30, 2022 and amending the compensation to a not to exceed amount of $354,772. FUNDING: General Fund.
Attachments: 1. A - ORIGINAL FULLY EXECUTED 06-12-18, 2. B - AMENDMENT No. 1 - 06-12-18, 3. Executed Agreement for Services #2206 Amendment I
Related files: 22-0295
Title
Elections Department recommending the Board approve and authorize the Chair to sign Amendment 1 of Agreement 2206 with DFM Associates for election management software known as Election Information Management System, extending the initial six (6) month term to a new term of July 1, 2018 to June 30, 2022 and amending the compensation to a not to exceed amount of $354,772.

FUNDING: General Fund.
Body
DEPARTMENT RECOMMENDATION
The Elections Department requesting the Board approve and authorize the Chair to sign Amendment 1of Agreement #2206 with DFM Associates for election management software known as Election Information Management System (EIMS), extending the initial six (6) month term to a new term of July 1, 2018 to June 30, 2022 and amending the compensation to a not to exceed amount of $354,772.

DISCUSSION / BACKGROUND
DFM provides election management software and support, which is critical for maintaining district boundaries and complying with census realignment, street guides, candidate filing, voter registration, petition checking and election management.

DFM provides the required connection between the County and Statewide voter registration system (VoteCal). Currently there are two systems in California certified to connect with VoteCal. The Elections Department converted to DFM's election management system in March 2018. The original contract with DFM Associates was a short term contract of 6 months, during which the Department put the prior vendor (DIMS) on notice of material breach and began a 30 day notice to cure or terminate period. DIMS failed to cure the material breaches and their contract was subsequently terminated.

The Amendment 1 to Agreement #2206 is for a not to exceed amount of $354,772. The cost for each fiscal year is as follows:

Original Contract
FY 2017-18 $47,680

Amendment 1
FY 2018-19 $69,420 or $5,785 a month
FY 2019-20 $74,136 or $6,178 a month
FY 2020-21 $79,176 or $6,598 a month
FY 2021-22 $84,3...

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