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 an amendment to the service agreement with Hart InterCivic, Inc. for Voting System Maintenance and Support Services
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Hart InterCivic, Inc. for maintenance and support services for the County’s electronic voting system, extending the term of the agreement from July 1, 2018 through June 30, 2020, and increasing the maximum amount of the agreement by $553,201 for a new total amount not to exceed of $12,716,517.24.
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BACKGROUND:
On August 15, 2006 (Reso. 068199), the County entered into an agreement with Hart InterCivic, Inc. (“Hart”) to acquire, implement and maintain a new electronic countywide voting system through August 15, 2010, at a maximum cost of $10,453,516.49, which amount was subsequently revised downward to $10,187,516.49 (Reso. 069198). The parties then entered into the following amendments to extend the Agreement and increase the maximum costs:
|
DATE |
RESO. |
EXTENSION THROUGH |
MAX. COST INCREASE |
|
August 15, 2010 |
071018 |
August 14, 2013 |
$665,718.75 |
|
August 6, 2013 |
072715 |
June 30, 2016 |
$758,199.50 |
|
June 28, 2016 |
074629 |
June 30, 2018 |
$551,881.50 |
|
|
|
CURRENT MAX COST |
$12,163,316.24 |
DISCUSSION:
The proposed amendment to the Agreement (the “fourth amendment”) would further extend the term of the agreement from July 1, 2018 through June 30, 2020. This proposed extension of maintenance and support services is essential to ensuring the system’s maximum functionality, accuracy and security, as well as the reliability, integrity and efficiency of the County’s election operations. The proposed extension would increase the maximum costs by $553,201.00, for a new total maximum cost amount of $12,716,517.24.
The proposed resolution authorizing the fourth amendment includes the County’s standard provisions allowing amendment by the Department Head, but limiting additional fiscal obligations to a total of $25,000.
In 2006, the estimated working life of Hart’s system was estimated at 10-15 years. This time horizon, as well as subsequent advances in voting technology and adjustments in election law and voter preferences, have for several years fueled our continuous market research efforts within the Registration & Elections Division. Staff anticipates launching formal steps toward acquiring a new system within the next two years, taking account of the demands of the 2020 Presidential primary and general elections.
The County’s Contract Compliance Committee has approved this extension request.
County Counsel has reviewed and approved the resolution as to form.
SHARED VISION 2025:
Approval of this resolution contributes to the Shared Vision 2025 outcome of a Collaborative Community by providing for the responsible management and upkeep of the County’s voting system assets, by conserving financial resources, and by benefiting the jurisdictions and their constituents that rely on the County’s election services.
PERFORMANCE MEASURE(S):
|
Measure |
FY 2016-18 Actual |
FY 2018-20 Projected |
|
Percent of compliance with Help America Vote Act voting system standards. |
100% |
100% |
FISCAL IMPACT:
The proposed fourth amendment will extend the term of the agreement from July 1, 2018 through June 30, 2020 at an additional maximum cost of $553,201.00, which would increase the total maximum amount of the agreement from $12,163,316.24 to $12,716,517.24.