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Approve a contract with K&H Integrated Print Solutions, Inc. for $10,000,000 for election related printing services to include ballot printing, finishing and mailing for the term of May 9, 2025 through December 31, 2028; 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 K&H Integrated Print Services, Inc. for $10,000,000 for election related printing services to include ballot printing, finishing and mailing for the term of May 9, 2025 through December 31, 2028; 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 and have no fiscal impact
SUMMARY:
ROV administers fair and impartial federal, state, local and school elections for more than 275,000 registered voters in Solano County. The contract for K&H Integrated Print Solutions, Inc. is a continuation of services from previous fiscal years and will support the ROV in both printing and mailing voter guides, ballot materials, voter notices and registration confirmation notices through the next four countywide elections.
FINANCIAL IMPACT:
Funding for this contract is included in the departments FY2025/26 Requested Budget and funding for subsequent fiscal years will be requested through the annual budget process.
DISCUSSION:
The ROV is responsible for producing specific election related materials and instructions to voters throughout an election calendar. Due to the volume, complexity and timeliness of the work the ROV has typically outsourced this to private companies. Election related materials include ballots, sample ballots, pre-election informational notices, poll worker manuals, county voter information guides, weekly address confirmation notices to voters who have moved or have new registrations and instructions to voters on how and where to cast a ballot. The assembly and mailing services to voters are also included in the contract.
The ROV has utilized K&H for these services since 2017. K&H is highly recognized throughout the state as a top print vendor for ballots and voting materials and is certified for use by the California Secretary of State. The contract requires the contractor to ensure mailings are compliant with United States Postal Services (USPS) mail piece design standards for the election specific mailing and secure tracking of ballots while in the USPS system. The ROV has implemented a quality review process that includes ROV oversight of materials to reduce errors caused by printing and incorrect assembly.
The ROV is dedicated to its mission providing accurate and secure elections in a timely manner. As in previous elections, this contract supports the mission of the ROV to deliver successful elections by providing accurate election materials and maintaining the public trust of Solano County voters. This contract allows the ROV to conduct the next four county wide elections using successfully established procedures. Elections will be conducted with paper ballots for all voters and includes standard voting options for in-person voting at 70 election day poll places, 30-day ballot drop off at staffed locations, and a single packet of instructions, official ballots and county voter information guides sent to all eligible registered voters.
ALTERNATIVES:
The Board could choose not to approve the contract, however, that is not recommended. The ROV has determined that K&H is uniquely qualified to provide all printing design, production and mailing services required by the department.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION