Title
a. Approve and Authorize the Registrar of Voters to execute Amendment No. 3 to Agreement 18G30127 with the Secretary of State's office to extend the term through August 31, 2026, with the total amount not to exceed $1,911,396.30 remaining unchanged for the replacement of voting systems; and
b. Authorize the Registrar of Voters to execute future amendments extending the term of Agreement 18G30127 where the total amount of the Agreement remains unchanged.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Registrar of Voters to execute Amendment No. 3 to Agreement 18G30127 with the Secretary of State's office to extend the term through August 31, 2026, with the total amount not to exceed $1,911,396.30 remaining unchanged for the replacement of voting systems; and
b. Authorize the Registrar of Voters to execute future amendments extending the term of Agreement 18G30127 where the total amount of the Agreement remains unchanged.
SUMMARY/DISCUSSION:
Agreement Number 18G30127, which permits the County to request retroactive reimbursement through December 31, 2024, for up to a total amount of $1,911,396.30 was approved by the Board of Supervisors on May 10, 2022. On November 1, 2024, the Secretary of State (SOS) requested confirmation that the County would extend the contract through 2026. The County confirmed. The Contract was misdirected and only reached the Department on December 5, 2024. The Contract is now being brought forth to the Board of Supervisors for approval for current and future amendments where the total amount of the Agreement remains unchanged.
All other terms of the Agreement remain unchanged, the County must use either its own funds, or federal funds through the Help America Vote Act for qualifying leases or purchases. The SOS will reimburse expenditures by matching 75% of county funds up to $1,911,396.30. Pursuant to Election Code §§19400 and 19402, grant funds may be spent on various components that constitute voting systems, such as ballot on demand, electronic poll books, and voting and tabulating devices. Grant funds do not include maintenance and operations expenses.
Copies of the Agreement and Amendments are on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
The requested State Standard Agreement Amendment has been reviewed and approved by County Counsel as to form.
FINANCING:
There will be no cost to the County General Fund associated with the recommendation at this time.
Lease costs associated with this Agreement are included in Elections FY 2024-25 Adopted Budget in the amount not to exceed $420,000. The Department plans to incorporate grant related expenditures and offsetting reimbursement revenues into future budget cycles through FY 2025-2026. If the Department submits additional unplanned claims that require an increase in appropriations and revenues, it will return before the Budget Committee and the Board.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This item is in line with the Board’s vision for providing efficient service and cost neutral administration.
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, Management Analyst II, Ext. 1491
Approved by: Gina Martinez, Registrar of Voters, Ext. 1499
Attachments:
Exhibit A - CA Agreement 18G30127 Amendment No. 01
Exhibit B - CA Agreement 18G30127 Amendment No. 02
Exhibit C - CA Agreement 18G30127 Amendment No. 03