Title
a. Authorize and direct the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute a non-standard Agreement with Democracy Live, Inc. to provide software for accessible electronic voter guide and ballot delivery, maintenance, hosting and support in an amount not to exceed $30,000; and
b. Approve 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 Contracts/ Purchasing Officer or Contracts/Purchasing Supervisor to execute one future extension for no more than one (1) successive term of one (1) year which does not significantly impact the scope of work or exceed $10,000 per year.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and direct the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute a non-standard Agreement with Democracy Live, Inc. to provide software for accessible electronic voter guide and ballot delivery, maintenance, hosting and support in an amount not to exceed $30,000; and
b. Approve 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 Contracts/ Purchasing Officer or Contracts/Purchasing Supervisor to execute one future extension for no more than one (1) successive term of one (1) year which does not significantly impact the scope of work or exceed $10,000 per year.
SUMMARY/ DISCUSSION:
This software maintenance and support software Agreement with Democracy Live, Inc. provides ADA compliant services for the delivery of electronic ballots and hosting of an accessible voter guide. Democracy Live, Inc. has provided these services successfully for the past five years. The proposed Agreement establishes continued services to cover annual license renewal, maintenance, support, web hosting and ballot delivery.
OTHER AGENCY INVOLVEMENT:
The offices of the County Counsel and Auditor-Controller have reviewed and approved the Agreement as to form/legality and fiscal provisions, respectively.
FINANCING:
There are sufficient appropriations included in the Elections Department (ELE001-1410) Adopted Budget for Fiscal Year (FY) 2021-2022. Future costs will be included in the Requested Budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The proposed recommended action addresses the Board of Supervisors Administration Strategic Initiative.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
X Administration
__Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Angela Gray, Management Analyst, x1491
Approved by: Gina Martinez, Registrar of Voters, x1499
Attachments:
Board Report
Agreement
Exhibit A- Statement of Work