Title
Approve and authorize the Contracts/Purchasing Officer or their designee to execute Amendment No. 2 to Agreement No. A-13631 with DFM Associates to license and support EIMS voter and election software, to extend the agreement two additional years (July 1, 2024 through June 30, 2026) for a revised full agreement term of July 1, 2017 through June 30, 2026 and adding $357,384 for a revised total agreement amount not to exceed $1,269,984.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
Approve and authorize the Contracts/Purchasing Officer or their designee to execute Amendment No. 2 to Agreement No. A-13631 with DFM Associates to license and support EIMS voter and election software, to extend the agreement two additional years (July 1, 2024 through June 30, 2026) for a revised full agreement term of July 1, 2017 through June 30, 2026 and adding $357,384 for a revised total agreement amount not to exceed $1,269,984.
SUMMARY/DISCUSSION:
The Department is required to have an Election Management System in place that is certified by the California Secretary of State. The Election Management System facilitates the maintenance of voter records, address records, precinct information, polling places, poll workers, petitions, candidates and contests. To that end, the Department has an existing license agreement with DFM Associates’ certified Election Information Management System (EIMS), to provide voter registration/election administration software services, license and support. Said contract is set to expire June 30, 2024.
The recommendation is to amend the current Agreement to extend the term to June 30, 2026. The amendment facilitates the Department’s ability to carry out essential election functions to voters as required by law. The total cost for the Agreement period of July 1, 2024 to June 30, 2026 is $357,384 or $178,692 annually. The County will make monthly payments of $14,891.
This renewal amendment reflects an increase of 7% from the previous renewal amendment.
Copies of the Agreement are on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
The requested Amendment No. 2 has been reviewed and approved by County Counsel and the Auditor Controller as to form.
FINANCING:
Funding for this agreement was incorporated into Elections FY 2024-25 Budget Unit 8064. The rate under Amendment No.2 will remain the same, the cost will be $178,692 annually. Amounts for additional years of the agreement will be included in those budget years as appropriate.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Approval of this agreement will enable the Department to provide election services and administer elections as required by law.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
X Administration
__Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Mary Kikuchi, Elections Program Manager, Ext. 1466
Approved by: Gina Martinez, Registrar of Voters, Ext. 1499
Attachments:
Exhibit A - Amendment No. 2
Exhibit B - Amendment No. 1
Exhibit C - DFM Associates Master Agreement No. A-13631