Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Chief Elections Officer & Assessor-County Clerk-Recorder
Subject: Agreement with Tactis, LLC for Drupal Website Maintenance, Support, and Enhancement Services
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing an agreement with Tactis, LLC to provide Drupal website maintenance, development, and enhancements services for the County’s Assessor-County Clerk-Recorder-Elections Department, for the initial term of October 1, 2026 through September 30, 2027, renewable at the County’s sole discretion for up to two (2) additional one year terms, in a total amount not-to-exceed $360,000; and
B) Granting a waiver of the County’s competitive bidding requirement for acquisition of these services pursuant to Section 2.83.050(e) of the San Mateo County Ordinance Code.
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BACKGROUND:
The County’s Assessor-County Clerk-Recorder-Elections Department’s (ACRE) public-facing Drupal website provides information and online resources relating to assessor, county clerk-recorder, and elections services.
In 2025, the County’s Technology Services Department (TSD) released a Request for Proposals (RFP) for website maintenance, development, and enhancement services. Twelve proposals were received, and Tactis, LLC was identified as the vendor best suited to meet the County's technical and operational needs. Consistent therewith, on January 27, 2026, this Board adopted a resolution authorizing an agreement with Tactis, LLC to provide maintenance, support, and enhancements for the County’s website content management system, for the term of January 27, 2026 through January 26, 2031, in an amount not to exceed $1,000,000.
DISCUSSION:
County Administrative Memorandum B-1 “encourages the use of existing contracts, competitively solicited agreements, cooperative (third party) contracts, or piggyback arrangements (within the County or with other government entities) when they serve the County’s best interests” and when “the existing, internal County agreement was procured in compliance with the County’s procurement requirements.” Therefore, ACRE proposes to enter into an agreement with Tactis, LLC to provide Drupal website maintenance, development, and enhancements services under the same terms as TSD’s above-referenced agreement which this Board authorized earlier this year.
The proposed agreement with Tactis, LLC (the “Agreement”) provides for an initial one year term of October 1, 2026 through September 30, 2027, in a total amount not to exceed $360,000. The Agreement further provides that it shall renew for up to two (2) additional one year terms (October 1, 2027 through September 30, 2028, and October 1, 2028 through September 30, 2029) unless the County provides advanced written notice at least thirty (30) days prior to the annual renewal date that the County desires not to renew the Agreement.
ACRE requests that the Board waive competitive procurement for this Agreement pursuant to Section 2.83.050(e) of the San Mateo County Ordinance Code. Using the TSD agreement is in the County’s best interest because TSD has already completed a competitive evaluation process and selected Tactis, LLC for comparable website maintenance, development, and enhancement services. Piggybacking on TSD’s contract gives ACRE the benefit of TSD’s vendor analysis and evaluation, while using the same provider as TSD ensures that ACRE receives high-quality maintenance and support through TSD’s much larger contract relationship.
As required by Administrative Memorandum B-1, ACRE has obtained the Procurement Department’s written approval to piggyback on the TSD agreement for this purpose.
The resolution contains the County’s standard provision allowing amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate).
The County Attorney has reviewed and approved as to form the resolution and agreement.
COMMUNITY IMPACT:
Approval of the Agreement will help ensure that San Mateo County residents, voters, property owners, businesses, and other members of the public can continue to access ACRE information and services online, including information related to elections, assessor services, and county clerk-recorder services.
FISCAL IMPACT:
Appropriations to cover the costs of the agreement are included in ACRE Department FY 2026-27 Adopted Budget. Costs for services provided in future fiscal years will be included in future recommended budgets.