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Regular-General Government # 26.
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| Board of Supervisors |
Clerk-Recorder/Assesor/Elections |
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| Subject |
| Approve total project budget of $1,109,879 for Voting System Replacement in Yolo County Elections; approve contract with Runbeck Election Systems for the purchase of the Agilis mail sorting and signature verification machine as part of the project for $278,090; approve first amendment to Agreement No. 19-26 with the State reflecting an increased allocation of $451,271 to reimburse Yolo County and increase the initial State matching funds percentage from $500 for every $1000 expended to $750 for every $1000; and adopt a budget resolution amending the 2019-20 Capital Improvement Program budget for this purpose. (No general fund impact) (Salinas/Barry) |
| Recommended Action |
- Approve the total project budget of $1,109,879 Voting System Replacement in Yolo County Elections;
- Approve contract with Runbeck Election Systems for the purchase of the Agilis mail sorting and signature verification machine for $278,090;
- Approve first amendment to the Voting System Replacement Contract with the State (Agreement #19-26) first approved on February 19, 2019 reflecting an increase of $451,271 to Yolo County and increasing the State's matching funds percentage; and
- Adopt a budget resolution to amend the 2019-20 Capital Improvement Program for this purpose.
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| Strategic Plan Goal(s) |
Operational Excellence
Thriving Residents |
| Reason for Recommended Action/Background |
The current voting system in Yolo County was first purchased in 2006. In the FY 2018/2019 $134 million was allocated in the State budget for the purposes of upgrading or replacing aging voting systems. Yolo County Elections began looking into the best ways to allocate the dollars awarded to the county. On February 27, 2019, the California Secretary of State sent a notification to all California Registrar of Voters that the current legacy systems used throughout the state would be decertified effective August 27, 2019. This has left Yolo County with a system no longer approved for use by the State. Approval of the Voting System Replacement Project would allow Yolo County to have a current certified voting system in place for the March 2020 Presidential Primary and November 2020 Presidential General elections. The Board approved Agreement No. 19-94 on May 21,2019 with Hart Intercivic for the purchase and two phase implementation of the California State Certified Hart Verity system. (Attachment A)
| Yolo County Elections Voting Equipment Capital Plan |
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| FY 2019/2020 |
"Phase 1" |
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FY 2021/2022 |
"Phase 2" |
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| Project Expenditures |
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Project Expenditures |
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| Hart Verity |
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$383,492 |
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Hart Verity |
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$323,297 |
| Ballot Creation |
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Disabled Access Units |
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| Ballot Scanning |
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per CA Voters Choice Act |
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| Ballot Tabulation |
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Electronic Poll Books |
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$125,000 |
| Equipment and Software |
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estimated for March 2022 |
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| Runbeck |
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| Mail Sorting and Signature |
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$278,090 |
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| Verification Machine |
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| GRAND TOTAL |
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$661,582 |
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GRAND TOTAL |
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$448,297 |
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| Project Revenue |
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Project Revenue |
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| County General Fund |
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$165,395 |
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County General Fund |
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$112,074 |
| CA State Reimbursement |
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$496,187 |
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CA State Reimbursement |
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$336,223 |
| Contract 18G30157 |
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Contract 18G30157 |
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| TOTAL PROJECT REVENUE |
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$661,582 |
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TOTAL PROJECT REVENUE |
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$448,297 |
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| Collaborations (including Board advisory groups and external partner agencies) |
Department of Financial Services
County Counsel |
| Competitive Bid Process |
| Vendors and Services were chosen under the guidelines of Elections Codes 13001 and 14100 in consultation with the Manager of Procurement. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| Phase 1 of the Voting System Replacement Project in FY 2019/2020 is expected to cost $661,682 with a reimbursement from the State of $496,187. All remaining funds would be carried forward to implement Phase 2 at a projected cost of $448,297 with a State reimbursement of $336,223. |
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