Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Chief Elections Officer & Assessor-County Clerk-Recorder
Subject: Amendment to the Agreement with Interpersonal Frequency, LLC for Drupal Website Maintenance, Development, and Hosting Services
RECOMMENDATION:
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Adopt a resolution authorizing a first amendment to the agreement with Interpersonal Frequency, LLC for Drupal website maintenance, development, and hosting services for the Assessor-County Clerk-Recorder-Elections, expanding the scope of work to include the development of enhancements, extending the term by one year through January 31, 2027 and increasing the amount by $225,743.06, for a new total amount not to exceed $329,012.21, with all other terms of the Agreement remaining unchanged.
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BACKGROUND:
The Assessor-County Clerk-Recorder-Elections (ACRE) Drupal website is a public-facing website that provides important information to the public about the Assessor, County Clerk-Recorder, and Elections Divisions.
In 2022, the Technology Services Department (TSD) released a Request for Proposals (RFP) for website maintenance, development, and hosting services and selected Interpersonal Frequency. In 2023, ACRE piggybacked on TSD’s agreement and entered into its own agreement with Interpersonal Frequency for website support and hosting services. ACRE has continued with Interpersonal Frequency since then with the latest agreement set to expire in January 2026.
DISCUSSION:
In April 2025, TSD sent out RFPs for website support and hosting and is currently in the process of selecting a vendor. ACRE intends to piggyback on the resulting agreements. However, due to the timing of TSD’s procurement and contract execution, ACRE will not be able to complete a new agreement with TSD’s selected vendor before ACRE’s current agreement expires in January 2026.
In addition, the Elections Division will conduct elections in June 2026 and November 2026. To avoid the operational and public-service risks associated with transitioning website vendors during an election cycle, ACRE plans on extending the current agreement with Interpersonal Frequency for one additional year. ACRE plans to transition to TSD’s selected vendor in 2026 after the election cycle.
ACRE also requires additional funding for website enhancements beyond routine support and hosting, including improvements to ensure ongoing ADA accessibility compliance. Specific enhancement work will be authorized through statements of work approved and signed by the department head.
For the reasons set forth above, ACRE recommends that the Board increase the Agreement’s maximum fiscal obligation by $225,743.06 to a new total not-to-exceed amount of $329,012.21, extend the term of the agreement to January 31, 2027, expand the scope of work, and add contingency funding for the development of enhancements with all other terms of the Agreement unchanged.
The County Attorney has reviewed and approved the resolution as to form.
COMMUNITY IMPACT:
Amending the Agreement will help to ensure that members of the public in San Mateo County can continue to obtain information through ACRE’s website.
FISCAL IMPACT:
Appropriations to cover the costs of the amended agreement are included in ACRE Department FY 2025-26 Recommended Budget. Future service costs will be included in future fiscal year budgets.