Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Chief Elections Officer & Assessor-County Clerk-Recorder
Subject: Adopt a Resolution Authorizing the Chief Election Officer to Execute Agreements with Essential Election Material Vendors
RECOMMENDATION:
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Adopt a resolution authorizing the Chief Election Officer, or designee(s), to execute agreements with each vendor listed in Attachment A to provide as needed essential election-related materials for the March 4, 2025 Special Election, with a term of January 14, 2025 through December 31, 2025, for an aggregate amount not to exceed $1,500,000 and granting a waiver of the 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 Registration & Elections Division (Elections Division) requires certain products and services on a regular basis in order to successfully conduct elections in San Mateo County. During elections, sudden changes in circumstance requiring significant adaptation within tight statutory deadlines are common. The upcoming March 4, 2025 Special Election will require products and services from the vendors listed in Attachment A, in excess of the $200,000 departmental contract limit.
DISCUSSION:
California law recognizes that the procurement of elections-related materials is time-sensitive and requires flexibility, containing certain exceptions for procurement. For example, Elections Code section 14100 provides that "[t]he county elections official, in providing the materials required by this division, shall not be required to utilize the services of the county purchasing agent."
The Elections Division seeks authority to utilize a master services agreement (MSA) process with the vendors listed on Attachment A of the resolution, which identifies the recommended eligible vendor pool along and provides the es...
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