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File #: 20-013    Version: 1 Name:
Type: Resolution Status: Passed
File created: 11/14/2019 Departments: ASSESSOR-COUNTY CLERK-RECORDER-ELECTIONS
On agenda: 2/11/2020 Final action: 2/11/2020
Title: Adopt a resolution waiving the request for proposal process and authorizing the Chief Election Officer, or the Chief Election Officer's designee, to execute agreements with each vendor listed in Attachment A, to provide as needed election-related materials for the term of January 1, 2020 through December 31, 2021, for an aggregate amount not to exceed $4,602,000.
Attachments: 1. 20200211_r_Elections_MSA, 2. 20200211_att_Attachment A
Special Notice / Hearing: None__
Vote Required: Majority

To: Honorable Board of Supervisors
From: Mark Church, Chief Elections Officer & Assessor-County Clerk-Recorder
Subject: Authorize The Chief Election Officer Or His Designee To Execute Agreements With Each Election Vendor Listed In Attachment

RECOMMENDATION:
title
Adopt a resolution waiving the request for proposal process and authorizing the Chief Election Officer, or the Chief Election Officer's designee, to execute agreements with each vendor listed in Attachment A, to provide as needed election-related materials for the term of January 1, 2020 through December 31, 2021, for an aggregate amount not to exceed $4,602,000.

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BACKGROUND:
The Registration & Elections Division (the "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. In recent years, State legislation such as the Voters Choice Act and Senate Bill 415 have created unexpected needs in such areas as mailings, outreach materials, translation, and staffing. Additionally, the agreement covering the Division's Election Information Management System must be renewed.

DISCUSSION:
California law recognizes that the procurement of elections-related materials is time-sensitive, containing certain exceptions for procurement as, for example, set forth in Elections Code section 14100, which 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 list in Attachment A of the resolution contains the vendors the Division recommends as an eligible vendor pool along with the estimated contract amounts. Quality of work, available organizational support, and experience with providing election services ...

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