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Approve a contract with Runbeck Election Services, LLC., for $90,000 for remote support and maintenance services for the current County Election Management System for an initial term of July 1, 2024 to June 30, 2025; and Delegate authority to the County Administrator to execute the agreement, up to four additional one-year extensions, and any subsequent amendments, with County Counsel concurrence, which are technical or administrative in nature and have no fiscal impact
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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 Runbeck Election Services, LLC., for $90,000 for remote support and maintenance services for the current County Election Management System (EMS) for an initial term of July 1, 2024 to June 30, 2025; and
2. Delegate authority to the County Administrator to execute the agreement, up to four additional one-year extensions, and any subsequent amendments, with County Counsel concurrence, which are technical or administrative in nature and have no fiscal impact.
SUMMARY/DISCUSSION:
The ROV requires a new contract with Runbeck Election Services, LLC., for remote support and maintenance of its current EMS which allows ROV to update voter records, record voting history, configure election structure, process initiatives and petitions, maintain and update voter registration records, and interface with the California Secretary of State’s VoteCal system to pass voter records and vital information from system to system.
The ROV has successfully used the current EMS system since 1995 to manage over 260,000 registered voters, conducting over 100 local elections, migrated to the current VoteCal/DMV required interfaces in 2016, and has processed tens of thousands of petition signature lines. Additionally, the system maintains and organizes voters along precincts, and district lines, also maintained by the ROV, and has helped the ROV successfully migrate through three countywide redistricting efforts.
The system is certified for use by the California Secretary of State and is solely owned and supported by Runbeck. Runbeck is the only vendor approved to provide remote support and maintenance of the system. Without this software, ROV would not be able to provide voting services throughout the county. Therefore, ROV is recommending the Board approve a contract with Runbeck Election Services, LLC., for continued remote support and maintenance services.
FINANCIAL IMPACT:
The ROV has included the funding for this contract in its FY2024/25 Requested Budget.
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.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the contracts as to form; General services has approved the sole source justification of the contract.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION