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Approve a contract with Valley Relocation and Storage of Northern California for $325,740 for a term of August 11, 2026, through December 31, 2026, for transportation of voting equipment and materials for the November 3, 2026, General Election; Authorize the County Administrator to execute the contract and any subsequent amendments, with County Counsel concurrence, up to an annual aggregate of $74,999; and Authorize the Registrar of Voters to execute any subsequent amendments 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 Valley Relocation and Storage of Northern California for $325,740 for a term of August 11, 2026, through December 31, 2026, for transportation of voting equipment and materials for the November 3, 2026, General Election;
2. Authorize the County Administrator to execute the contract and any subsequent amendments, with County Counsel concurrence, up to an annual aggregate of $74,999; and
3. Authorize the Registrar of Voters to execute any subsequent amendments which are technical or administrative in nature and have no fiscal impact
SUMMARY:
The ROV administers fair and impartial federal, state, local, and school elections for more than 275,000 registered voters in Solano County. This contract is a continuation of services from previous fiscal years and will support the ROV in the November 2026 General Election. The proposed contract with Valley Relocation and Storage of Northern California will provide election support to move election equipment and supplies to and from polling places.
FINANCIAL IMPACT:
Funding for this contract is included in the Department’s FY2026/27 Working Budget. ROV is primarily funded from the General Fund. No additional General Fund is needed.
DISCUSSION:
The ROV is dedicated to 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 and maintain the public trust of Solano County Elections. The election will be conducted with voting options for all voters which will include in-person voting at 70 election day poll places, 30 days of in-person early voting at the ROV office, 30-day ballot drop off at 22 staffed locations, and vote by mail ballots sent to all active registered voters.
The contract with Valley Relocation and Storage of Northern California includes services for voting equipment delivery and retrieval to 70 polling places, support for Vote By Mail (VBM) pickup three times during the day at 70 polling places on Election Day, and moving equipment to support poll worker training.
The ROV continues to support the increase in VBM returns through in-person ballot drop-off locations. The ROV experiences over 50% of the VBM returns delivered to staffed drop-off locations on election day. The ROV attempts to process all ballots on election night, ensuring voters receive notification that their ballot has been received and allows ROV to provide more complete results by the end of the evening.
Valley Relocation and Storage of Northern California has been involved in providing election logistics support for Alameda, Sacramento, and Solano Counties for over 17 years. Continuing this contract will allow the ROV to conduct the 2026 General Election with the same level of services as the 2022 and 2024 election cycles and provide election day support for timely returns.
ALTERNATIVES:
The Board may choose to request clarification or remand the contract back to ROV for revision. This is not recommended because this contract is essential for the continuation of critical services provided as part of the successful election administration and experience of the voters in the County.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION