Title
Elections Department recommending the Board approve and authorize the Purchasing Agent to sign Agreement 2987 with Runbeck Election Services, Inc., for annual software licensing, maintenance and support services for the Sentio Printing System, the department's Ballot on Demand system, effective upon execution for a four (4) year term, for an amount not to exceed $18,745.
FUNDING: General Fund.
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DEPARTMENT RECOMMENDATION
The Elections Department recommends the Board approve and authorize the Purchasing Agent to sign Agreement #2987 with Runbeck Election Services, Inc., for annual software licensing, maintenance and support services for the Sentio Printing System, the department's Ballot on Demand system, effective upon execution for a four (4) year term, for an amount not to exceed $18,745.
DISCUSSION / BACKGROUND
Ballot on Demand provides a vital element for conducting elections. It allows for ballots to be printed for mail ballot elections versus the higher cost of outsourcing to a ballot printing vendor. It also allows for the ability to replenish ballots for vote by mail and counter ballots when the registration in districts changes from the original order with a ballot printing vendor. The Elections Department recommends the Board approve and authorize the Purchasing Agent to sign Agreement #2987.
Ballot on Demand systems must be certified by the California Secretary of State. El Dorado County has utilized the Sentio Printing System since 2010 for small mail ballot elections and ballot printing fulfillment. When using a ballot printing vendor a minimum order is required, and this causes waste and drives up the cost of smaller elections.
ALTERNATIVES
The Board can choose not to approve this agreement and direct printing for mail ballot elections and ballot fulfillments to a ballot printing facility.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Pursuant to this agreement the yearly Software License Fee is $1,500 and yearly Maintenance Fee is $1,500. Each election set up fee is $500, plus $1 per unique PDF, the actual cost is unpredictable as costs will vary depending on how many elections are conducted and number of registered voter in the district. The cost for these services is budgeted in the Department's FY 2017-18 Adopted Budget and the FY 2018-19 Recommended Budget, and will be requested in future department budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Linda Webster