File #: A 19-304    Name: Fluence Maintenance Agreement Vote by Mail System
Type: BoS Agreement Status: Passed - Elections' Office
File created: 7/19/2019 In control: Board of Supervisors
On agenda: 8/27/2019 Final action: 8/27/2019
Title: a. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute a non-standard Agreement with Fluence Automation, LLC to provide software, maintenance and support services for a "Vote by Mail" processing system for a term retroactive to November 1, 2018 through October 31, 2021, for a total amount not to exceed $96,657; b. Accept non-standard warranty, liability and indemnification contract provisions as recommended by the Registrar of Voters; and c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute no more than two amendments, subject to County Counsel review, extending the Agreement by one (1) year each, which do not significantly alter the scope of work and do not exceed an increase of 10% of the original amount.
Attachments: 1. Board Report, 2. Proposed Fluence Agreement 2019, 3. Item No. 46 Completed Board Order
Title
a. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute a non-standard Agreement with Fluence Automation, LLC to provide software, maintenance and support services for a "Vote by Mail" processing system for a term retroactive to November 1, 2018 through October 31, 2021, for a total amount not to exceed $96,657;
b. Accept non-standard warranty, liability and indemnification contract provisions as recommended by the Registrar of Voters; and
c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute no more than two amendments, subject to County Counsel review, extending the Agreement by one (1) year each, which do not significantly alter the scope of work and do not exceed an increase of 10% of the original amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute a non-standard Agreement with Fluence Automation, LLC to provide software, maintenance and support services for a "Vote by Mail" processing system for a term retroactive to November 1, 2018 through October 31, 2021, for a total amount not to exceed $96,657;
b. Accept non-standard warranty, liability and indemnification contract provisions as recommended by the Registrar of Voters; and
c. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to execute no more than two amendments, subject to County Counsel review, extending the Agreement by one (1) year each, which do not significantly alter the scope of work and do not exceed an increase of 10% of the original amount.

SUMMARY:
Monterey County executed an Agreement with Fluence Automation, LLC, formerly Bell and Howell, LLC, in 2017 for the purchase and installation of a vote by mail processing system.
The total estimated cost for this Equipment Service and Software Support Agreement for the period of November 1, 2018 through October 31, 2021 i...

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