Title
a. Authorize the County Purchasing Agent or designee to execute a non-standard Agreement with Netfile Inc., pursuant to Request for Qualifications (RFQ) 10994, for the software licensing and maintenance support of the Netfile Inc. system that accepts electronic filings for the Fair Political Practices Commission (FPPC) documents for the period August 11, 2026 to July 31, 2031 for a total amount not to exceed $82,500; and
b. Accept the non-standard terms and conditions contained in the vendor’s contract pursuant to the recommendation of the Registrar of Voters; and
c. Authorize the County Purchasing Agent or designee to execute up to two (2) additional one (1) year amendments that do not exceed 10% of the prior year’s amount of $16,500 with a maximum total increase of $36,300 for a total aggregate amount not to exceed $118,800 and do not significantly alter the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the County Purchasing Agent or designee to execute a non-standard Agreement with Netfile Inc., pursuant to Request for Qualifications (RFQ) 10994, for the software licensing and maintenance support of the Netfile Inc. system that accepts electronic filings for the Fair Political Practices Commission (FPPC) documents for the period August 11, 2026 to July 31, 2031 for a total amount not to exceed $82,500; and
b. Accept the non-standard terms and conditions contained in the vendor’s contract pursuant to the recommendation of the Registrar of Voters; and
c. Authorize the County Purchasing Agent or designee to execute up to two (2) additional one (1) year amendments that do not exceed 10% of the prior year’s amount of $16,500 with a maximum total increase of $36,300 for a total aggregate amount not to exceed $118,800 and do not significantly alter the scope of work.
SUMMARY:
The Elections Department solicited proposals for candidate filing electronic support software through RFQ 10994. Following the evaluation process, Contracts and Procurement issued a notice of award to Netfile on July 10, 2026. Netfile subsequently reviewed the County’s standard agreement and submitted proposed revisions for consideration.
DISCUSSION:
Netfile currently provides candidate filing system support for the Department. With the upcoming November General Election, continued operation of the electronic filing system is essential to ensure accurate organization and tracking of FPPC documents submitted by candidates and filing committees. The system also facilitates public access to these records, thereby promoting transparency throughout the filing process and easier access for candidates utilizing the portal to submit FPPC forms. Netfile’s familiarity with the Department’s workflow and existing system infrastructure supports a seamless transition into the new agreement term. Approval of this agreement will enable the Department to maintain uninterrupted service to candidates and the public during the November General Election.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved as to form and by the Auditor-Controller regarding fiscal provisions.
FINANCING:
Funding for this agreement is incorporated into Elections FY 2026-27 budget. Funding for subsequent years will be incorporated into future budgets with portions of the cost to be allocated to jurisdictions during an election.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
This recommended action promotes an organization that practices efficient and effective resource management in the delivery of services that is in line with the Board’s strategic plan goals.
Mark a check to the related Board of Supervisors Strategic Plan Goals [Include one or two sentences referencing the Ordinance, Code, Board Order/Resolution, etc. in relation to this selection]:
____ Well-Being and Quality of Life
_X_ Sustainable Infrastructure for the Present and Future
____ Safe and Resilient Communities
____ Diverse and Thriving Economy
____ Dynamic Organization and Employer of Choice
____ Administrative
Prepared by: Mary Kikuchi, Management Analyst II, x1491
Approved by: Gina Martinez, Registrar of Voters, x1499
Attachments:
2026 Netfile Agreement