Title
a. Authorize the County Purchasing Agent or designee to execute a non-standard Agreement with DFM Associates for the licensing and support of the Elections Information Management System (EIMS) voter and election software for the period July 1, 2026 to June 30, 2031 for a total amount not to exceed $955,980; 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 future amendments that do not exceed 10% ($95,598) of the original agreement, do not significantly alter the scope of work and the aggregate amount will not exceed $1,051,578.
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 DFM Associates for the licensing and support of the Elections Information Management System (EIMS) voter and election software for the period July 1, 2026 to June 30, 2031 for a total amount not to exceed $955,980; 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) future amendments that do not exceed 10% ($95,598) of the original agreement, do not significantly alter the scope of work and the aggregate amount will not exceed $1,051,578.
SUMMARY:
The Elections Department requests to enter into an agreement with DFM Associates for licensing and support of the Election Information Management System (EIMS). This software enables the Department to manage the database of registered Monterey County voters, adjust precinct and polling place information, file candidates, export ballot design data and track ballot information.
DISCUSSION:
The California Secretary of State mandates that any election software used by local jurisdictions must be fully compatible with the State’s software and election system, VoteCal. This requirement ensures uniformity, data integrity, and secure operations across all counties. Only software that has been formally tested and certified by the Secretary of State may be used for voter registration management, ballot processing, election night reporting, and other core election functions.
DFM Associates is one of only three certified vendors for the State and the Department’s current election management system provider. This agreement ensures continuity of operations as the Department prepares for the June 2, 2026 Primary Election, the November 3, 2026 General Election and the 2028 Presidential election cycle.
The total cost for the Agreement period of July 1, 2026 to June 30, 2031 is $955,980.
It is the recommendation of the Registrar of Voters to approve the non-standard terms and conditions to continue conducting daily election operations and maintain the required connection to the Statewide VoteCal database.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel has reviewed and approved as to form and by the Auditor-Controller regarding fiscal provisions. Risk has reviewed as to indemnity and insurance.
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:
____ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
____ Safe and Resilient Communities
____ Diverse and Thriving Economy
_X_ Dynamic Organization and Employer of Choice
Prepared by: Mary Kikuchi, Management Analyst II, x1491
Approved by: Gina Martinez, Registrar of Voters, x1499
Attachments:
DFM Agreement 2026