Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Chief Elections Officer & Assessor-County Clerk-Recorder
Subject: Authorization of Supplementary Funding under the 2020-2021 Master Service Agreement for Election Costs
RECOMMENDATION:
title
Adopt a resolution allocating additional funding not to exceed $1,500,000 to purchase essential goods and services necessary for the conduct of elections through December 31, 2021, under the existing Master Service Agreement.
body
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. 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."
On January 14, 2020, the Board authorized the Chief Elections Officer to enter into contracts with enumerated vendors, with designated funding through a Master Services Agreement not to exceed an aggregate amount of $4,602,000 ("Master Services Agreement"). This amount was estimated as sufficient to fund the County's elections through December 31, 2021.
DISCUSSION:
However, the cost estimate for the Master Service Agreement did not anticipate the September 14, 2021 Gubernatorial Recall Election ("Recall Election"), which was not announced until July 1, 2021. By July 7, 2021, less than a week later, the Division was required to finalize all Recall Election ballot materials for translation, printing, and mailing in order to meet applicable statutory deadlines. The Division, working with its vendors under the Master Services Agreement, met t...
Click here for full text