Title
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute a non-standard Agreement with Robis Elections, Inc. to grant a license for use of AskED Help Desk software and provide annual support and maintenance for the period January 1, 2016 to December 31, 2018, for a total amount not to exceed $30,962;
b. Approve the non-standard terms and conditions contained in the vendor’s contact pursuant to the recommendation of the Registrar of Voters; and
c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute any future Extensions for no more than two (2) successive terms of one (1) year which do not significantly impact the scope of work or exceed $13,000 per additional year.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute a non-standard Agreement with Robis Elections, Inc. to grant a license for use of AskED Help Desk software and provide annual support and maintenance for the period January 1, 2016 to December 31, 2018, for a total amount not to exceed $30,962;
b. Approve the non-standard terms and conditions contained in the vendor’s contact pursuant to the recommendation of the Registrar of Voters; and
c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute any future Extensions for no more than two (2) successive terms of one (1) year which do not significantly impact the scope of work or exceed $13,000 per additional year.
SUMMARY/DISCUSSION:
This software maintenance and support Agreement with Robis Elections, Inc. provides continuity of services for the reporting, escalation and resolution of Election Day poll activities. The County entered into the original Agreement on October 4, 2011. That Agreement lapsed on December 31, 2015, but no services have been provided or paid for during the lapse. The proposed Agreement establishes a new cycle for the services starting effective January 1, 2016, to cover the annual cost of two elections and operational training.
The total estimated cost for the Agreement period of January 1, 2016 to December 31, 2018 is $30,962. If the additional potential extensions are issued, the total cost through 2020 will not exceed $50,000 for the five-year period.
A copy of the proposed Agreement is attached hereto and is on file with the Clerk to the Board.
OTHER AGENCY INVOLVEMENT:
The Agreement has been reviewed by the Auditor-Controller and Contracts Purchasing regarding terms and fiscal provisions. The Agreement has been reviewed by County Counsel as to form but is not approved due to the inclusion of a non-standard limit on the vendor’s liability to the amount paid under the Agreement.
FINANCING:
Funding for this agreement will be budgeted in the FY 2016-17 recommended budget in Fund 001, Unit Code 8064, and Appropriation ELE 001. There will be no additional impact to the County General Fund associated with this recommendation.
Prepared by: Approved by:
_________________________________ _________________________________
Izabela Lesik x 1491 Claudio Valenzuela x 1499
Management Analyst Registrar of Voters
Attachments:
Proposed Robis Agreement 2016.pdf