TO: Board of Supervisors
FROM: John Tuteur, Registrar of Voters
REPORT BY: John Tuteur, Registrar of Voters
SUBJECT: Approve and authorize Agreement No. 270021B with DFM Associates for election support through June 30, 2033.
RECOMMENDATION
title
Approve and authorize Agreement No. 270021B with DFM Associates for election support through June 30, 2033, for a total cost of $537,732. (Fiscal Impact: $537,732 Expense; General Fund; Budgeted; Mandatory)
body
BACKGROUND
The United States Constitution, the California Constitution and Federal and State statutes and regulations require local governments to conduct Federal and State elections. Napa County’s Assessor-Recorder-County Clerk ex officio Registrar of Voters is the election official who carries out this mandate. Conducting these elections depends on Election Information Management System software that tracks voter registration, precincts, candidate information and voter activity during elections.
Napa County has conducted successful elections using Election Information Management System software from DFM Associates since January 2007. Under Agreement No. 270021B DFM Associates will provide Napa County with constantly updated software through June 30, 2033. The total cost for this seven year period is $537,732.
This agreement is eligible for sole source treatment, i.e. excepted from competitive bidding, pursuant to State law and the County’s purchasing policy Section 39 Paragraphs 2-3.1 (Exceptions to Competitive Bidding), 2-3.1.1 (Sole Source Justification), 2-3.1.2 (Election Materials) , 3-4 (Sole Source Justification: Software Upgrade: Upgrade to existing software; available only from the producer of this software and
Special Training: The requested product is one with which staff have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or money).
Requested Action: Approve and authorize Agreement No. 270021B with DFM Associates for election support through June 30, 2033.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
Yes |
|
Where is it budgeted? |
Elections 1141000 |
|
Is it Mandatory or Discretionary? |
Mandatory |
|
Discretionary Justification: |
To conduct Federal and State elections the local election official must have a functioning Election Information Management System. |
|
Is the general fund affected? |
Yes |
|
Future fiscal impact: |
The Elections division will continue to budget accordingly. |
|
Consequences if not approved: |
Napa County will not be in compliance with constitutional and statutory requirements to conduct elections using an Election Information Management System. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.