Title
Elections Department recommending the Board approve and authorize the Chair to sign Amendment III of Agreement 2206 with DFM Associates for the Election Information Management System, extending the term of the agreement for an additional five years, expiring June 30, 2029, and increasing the agreement amount by $482,942 for a new total amount of $1,018,240.
FUNDING: General Fund.
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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 has used DFM's election management system since March 2018 and the current contract will expire on June 30, 2024.
The Amendment 3 to Agreement 2206 adds an additional five years to the agreement and increases compensation by $482,942.00, for a total amount of $1,018,240.00 under Agreement 2206. The monthly cost will increase 7% with Amendment 3. The cost of each fiscal year (FY) is as follows:
FY 2024-25 $96,588
FY 2025-26 $96,588
FY 2026-27 $96,588
FY 2027-28 $96,588
FY 2028-29 $96,588
ALTERNATIVES
The County would have to select a new Voter Registration system but there are very limited vendors, or would have no Voter Registration system.
PRIOR BOARD ACTION
Amendment #1 18-0668 approved on 06-12-18.
Amendment #2 22-0295 approved on 03-22-22.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
HR & RISK
IT
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
$96,588 is included in the Fiscal Year 2024-25 Department requested budget for the Elections Department and costs for future years will be included in future budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain sign...
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