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File #: 22-647    Version: 1 Name:
Type: Resolution Status: Passed
File created: 8/5/2022 Departments: ASSESSOR-COUNTY CLERK-RECORDER-ELECTIONS
On agenda: 9/13/2022 Final action: 9/13/2022
Title: 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 November 8, 2022 Statewide General Election, with a term of September 13, 2022 through December 31, 2022, for an aggregate amount not to exceed $2,400,000.00, 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.
Attachments: 1. 20220913_att_Elections MSA, 2. 20220913_r_Elections_MSA
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:
title
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 November 8, 2022 Statewide General Election, with a term of September 13, 2022 through December 31, 2022, for an aggregate amount not to exceed $2,400,000.00, 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 (the "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 November 8, 2022 Statewide General Election will require products and services from the vendors listed in Attachment A.

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."

Attachment A of the resolution lists the vendors the Elections Division recommends as an eligible vendor pool along with the estimated contract amounts for each vendor. Quality of work, available organizational support, and experience with providi...

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