Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Chief Elections Officer & Assessor-County Clerk-Recorder
Subject: Resolution Authorizing the Chief Elections Officer to Execute Agreements and Amendments with Vendors for Essential Election Materials and Services
RECOMMENDATION:
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Adopt a resolution authorizing the Chief Elections Officer, or designee(s), to execute agreements and amendments for the provision of as-needed essential election-related materials and services with the vendors listed in Attachment A of the resolution, for the terms identified on Attachment A, in an aggregate amount not to exceed $15,656,480, 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 materials 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. Upcoming elections in 2026 through 2028 will require materials and services from the vendors listed in Attachment A of the resolution in excess of the departmental contract limit.
DISCUSSION:
California law recognizes that elections-related procurement is time-sensitive and requires flexibility. 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, as it has for past elections, authority to utilize a master services agreement ("MSA") model for the vendors listed on Attachment A, which identifies the recommended eligible vendor pool and provides the estimated contract amounts...
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