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File #: 22-0626    Version: 1
Type: Agenda Item Status: Approved
File created: 3/28/2022 In control: Board of Supervisors
On agenda: 5/10/2022 Final action: 5/10/2022
Title: Registrar of Voters recommending the Board approve and authorize the Registrar of Voters to sign the "Voting System Replacement Agreement" Number 18G30109 Amendment 2 with the State of California, extending the agreement through December 31, 2024 with no change to the amount of the agreement. FUNDING: 75% State Funding and 25% County match.
Attachments: 1. A - Blue Route 5-10-22, 2. B - Amended Agreement #2 - 5-10-22, 3. C - Amended Agreement #1 - 5-10-22, 4. D - Original Agreement - 5-10-22
Related files: 19-1525, 19-0250
Title
Registrar of Voters recommending the Board approve and authorize the Registrar of Voters to sign the "Voting System Replacement Agreement" Number 18G30109 Amendment 2 with the State of California, extending the agreement through December 31, 2024 with no change to the amount of the agreement.

FUNDING: 75% State Funding and 25% County match.
Body
DISCUSSION / BACKGROUND
In March 2019, the Board approved the matching funding needed to be reimbursed from the state for replacement of the County’s voting system and other equipment needed to transition to vote centers and ensure the Elections Department is able to conduct elections efficiently and securely going forward (Legislative File 19-0250). That funding was based on the State’s requirement that reimbursement would 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 back to 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 execution of the County Elections processes. This amendment reduced the County’s match requirement from $757,000 to $311,303, while increasing the State’s contribution to $1,245,210.90 resulting in a savings to the County of $445,697.

On March 27, 2022, the Election Department received notification that the State would be extending the term of the agreement to...

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