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Approve a contract with Hart Intercivic, Inc., for $173,916 for annual licensing, warranty, maintenance and remote support services for the current County Voting System for an initial term of July 1, 2024 to June 30, 2025 with five additional one-year extensions; and Delegate authority to the County Administrator to execute the agreement and any subsequent amendments, with County Counsel concurrence, which are technical or administrative in nature
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Registrar of Voters (ROV) recommends that the Board of Supervisors:
1. Approve a contract with Hart Intercivic, Inc., for $173,916 for annual licensing, warranty, maintenance and remote support services for the current County Voting System for an initial term of July 1, 2024 to June 30, 2025 with five additional one-year extensions; and
2. Delegate authority to the County Administrator to execute the agreement and any subsequent amendments, with County Counsel concurrence, which are technical or administrative in nature.
SUMMARY/DISCUSSION:
The ROV entered a contract with Hart in 2019 to purchase a new voting system, plus annual maintenance for four years. That contract has expired, and a new contract to continue annual support, maintenance and warranty of the county voting system is requested.
The ROV has successfully used the current voting system since 2019 to administer seven countywide elections and three smaller district elections. The system is an integral part in preparing voting materials delivered to voters, often creating complicated ballot artwork for over 100 different combinations of contests in general elections. The system has also been successfully used by volunteer pollworkers serving in remote locations. ROV staff have all been trained to support and operate all components of the system and require no on-site support from the vendor to operate the system.
Voting systems are required to be certified by both the California Secretary of State and the Federal Election Assistance Commission Standards before use in Solano County. The system is solely owned and supported by Hart. Hart is the only vendor approved by the State of California to provide remote support and maintenance of the system. Without this software and hardware, ROV would not be able to provide voting services in accordance with Federal and State requirements. Therefore, ROV is recommending the Board approve a contract with Hart for continued remote support, licensing, warranty, and maintenance services.
FINANCIAL IMPACT:
The ROV has included the funding of $173,916 for the initial term of this contract in its FY2024/25 Recommended Budget. The full amount of the contract with the five one-year extensions is $1,043,497 The funding for future years will be included in ROV’s future budget requests. This contract is fully funded by General Fund.
ALTERNATIVES:
The Board of Supervisors could choose not to approve the contract; however, doing so would prevent the ROV from receiving support of a critical system, potentially preventing ROV from providing critical voting services and falling out of compliance with Federal and State regulations for administering elections.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION