Title
Authorize the Chief Contracts and Procurement Officer or designee to execute Amendment No. 3 with Liberty Vote USA Inc., formerly named Dominion Voting Systems Inc., to provide equipment maintenance, software updates and support services for the Elections Department’s leased voting equipment, extending the agreement for six (6) additional years for the term retroactive to January 1, 2026 to December 31, 2031 for a revised full agreement term of August 1, 2017 through December 31, 2031 and adding $1,756,774 for a revised total amount not to exceed $4,247,957.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Contracts and Procurement Officer or designee to execute Amendment No. 3 with Liberty Vote USA Inc., formerly named Dominion Voting Systems Inc., to provide equipment maintenance, software updates and support services for the Elections Department’s leased voting equipment, extending the agreement for six (6) additional years for the term retroactive to January 1, 2026 to December 31, 2031 for a revised full agreement term of August 1, 2017 through December 31, 2031 and adding $1,756,774 for a revised total amount not to exceed $4,247,957.
SUMMARY:
The Elections Department has an existing Managed Service Agreement with Liberty Vote USA Inc., (the Vendor), formerly named Dominion Voting Systems Inc., for hardware, software, maintenance and support services for the Department’s eight ImageCast central tabulation scanners, along with 157 Americans with Disabilities Act (ADA) compliant ballot marking devices with power supplies and voting booths. The hardware and software constitute a voting system which enables accessible voting and facilitates the Department’s ability to tabulate votes during an election.
DISCUSSION:
The proposed Amendment would extend the term of the lease agreement for six (6) additional years for maintenance, required software and licenses, election support services, testing and staff system training. The voting system provides human readable scans of ballots, tallies ballots, supports transparent adjudication, facilitates a cost-efficient escalated manual tally, and provides aggregated results reporting. The Agreement’s non-standard terms and conditions were approved by the Board in 2017.
In March 2025, the Secretary of State approved the Vendor’s Democracy Suite 5.19 voting system hardware and software to meet new performance and security requirements. With this new certification, the Vendor upgraded the ImageCast scanners, accessible ballot marking devices and supporting hardware to meet more stringent state and federal compliance requirements and to better support election management systems.
Tandem to the Department’s leased equipment, the Department purchased two separate components to ensure continuity of operations in election administration. The first component is the Ballot on Demand system (BoD), which ensures adequate ballot supply for in-person voting. The BoD system was purchased with previous state grant monies. In addition, a redundant vote counting system was purchased via security grant funds. This system is designed to ensure uninterrupted Department operations related to tabulation. This Amendment will align the leased equipment with the life of the grant-funded equipment and ensures efficiencies in preparation for the upcoming election cycle. The Department intends to pursue a Request for Proposal at the end of the contract.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
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 2025-26 budget. The extension of this amendment would decrease payment in FY 2026-27 by $75,383.75, as the original cost of the licenses would be paid, and the remaining cost would be for the new equipment, license and warranty.
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:
____ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
____ Safe and Resilient Communities
____ Diverse and Thriving Economy
____ Dynamic Organization and Employer of Choice
If does not fall under any of the above Board of Supervisors Strategic Plan Goals (Other):
_X_ Administrative
Prepared by: Mary Kikuchi, Management Analyst II, x1491
Approved by: Gina Martinez, Registrar of Voters, x1499
Attachments:
Attachment A - Liberty Vote Lease Amendment 3
Attachment B - Amendment 2
Attachment C - Amendment 1
Attachment D - Agreement No. 13733