To: Board of Supervisors
Department or Agency Name(s): Registrar of Voters
Staff Name and Phone Number: Kim Barrett (707) 565-3471
Vote Requirement: Majority
Supervisorial District(s): All
Title:
Title
Modern Voting System Contract Amendment with Dominion
End
Recommended Action:
Recommended action
Adopt a Resolution approving the Registrar of Voters’ execution of a third amendment to the contract with Dominion Voting Systems, Inc. for equipment, increasing the contract amount by $887,061 for a new not to exceed amount of $4,302,411.
end
Executive Summary:
On August 7, 2018 the Board authorized execution of an agreement with Dominion Voting Systems Inc. to provide equipment, licensing, maintenance, and support services for the Democracy Suite version 5.2 voting system with a contract end date of June 30, 2026 in an amount not to exceed $2,300,000. On August 1, 2020 the contract was amended to increase the contract amount by $486,500 for additional in-person voting equipment necessary to comply with the Governor’s Executive Order N-67-20 enacted amid the pandemic which required counties to have a minimum number of voting locations for every 10,000 registered voters beginning the Saturday before the November 2020 Election.
The Board previously authorized the department on July 19, 2022, to enter into a second amendment for continued managed services and support through June 30, 2029, increasing the contract for a not to exceed amount of $3,415,350, and expanding the scope for Special Election ballot set up services and acquisition of 10 additional ICX machines to support the County’s move to the Voter’s Choice Act (VCA) model of conducting elections.
The department is now requesting approval for execution of a third amendment to purchase new Mobile Ballot Printers and Laptops to ensure the latest software requirements by Dominion are met, increasing the contract value only for a new not to exceed amount of $4,302,411.
Discussion:
Senate Bill 450 (2016) added Election Codes Sections 4005-4008, authorized 14 California counties to implement the Voter Choice Act (VCA) model for the 2018 election cycle and authorized all California counties to implement the VCA model for the 2020 election cycle. The VCA authorizes a county to conduct elections as all- mailed ballot elections, if certain conditions are met related to ballot drop boxes, in-person voting locations, and election administration plans. As in current elections, all ballots cast by mail must be postmarked on or before Election Day in order to be counted. Under the VCA, the Registrar of Voters (ROV) Office is required to install one secure ballot drop box for every 15,000 voters, and the boxes must be open by the 28th day before an election. The law also requires one in-person voting location per 50,000 voters be open a minimum of eight hours a day for the ten days before the election, as well as one in-person voting location per 10,000 voters be open a minimum of eight hours a day for the three days before the election and from 7:00am to 8:00pm on Election Day itself.
Furthermore, under the VCA, instead of being assigned to a specific polling place that is only open on Election Day, voters can choose to vote at any Vote Centers on the day that is most convenient for them. Implementing the VCA would also create resilience during disasters, and ensure that voters were not disenfranchised on Election Day by being unable to vote the correct ballot. It would also be a solution to on-going issues with recruiting and retaining poll workers and polling places. The Board of Supervisors approved the model of voting on March 16, 2021.
As a result of the shift in model, the Registrar of Voters needed to acquire an additional 10 ICX machines to meet the requirements for the VCA model of conducting elections. To purchase these machines would cost approximately $70,000, however Dominion agreed to waive the cost of the additional 10 machines for an extended contract term for three years from June 30, 2026 to June 30, 2029. The Board authorized a second amendment on July 19, 2022, extending the term for an additional three years with annual cost of managed services $209,616 (total increased cost $628,849) and an amended scope to facilitate additional 10 ICX machines and ballot set up and support services for Special Elections.
Dominion requires software upgrades which also requires upgrades to the County’s Mobile Ballot Printers. The Registrar of Voters is asking the Board to approve the execution of a third amendment for the purchase of 72 new Mobile Ballot Printers and Laptops for $887,061, for a new total not to exceed amount of $4,302,411.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
July 19, 2022 adopted resolution authorizing the extension of our contract from June 20, 2026 to June 30, 2029.
March 16, 2021 adopted resolution authorizing the implementation of the Voter’s Choice Act (VCA) model of conduction elections.
February 5, 2019 adopted a resolution authorizing a contract with the Secretary of State for Voting System Replacement reimbursement.
August 14, 2018 adopted resolution authorizing the purchase of the Dominion Voting Systems.
Fiscal Summary
|
Expenditures |
FY25-26 Adopted |
FY26-27 Projected |
FY27-28 Projected |
|
Budgeted Expenses |
887,061 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
|
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
887,061 |
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
|
|
|
Narrative Explanation of Fiscal Impacts:
The proposed third amendment contract costs will be funded by the Registrar of Voters Accumulated Capital Outlay fund and absorbed within the existing approved Fiscal Year 25-26 Budget Expenditures.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Resolution to Amend Contract
Dominion Original Contract
Dominion First Amendment
Dominion Second Amendment
Dominion Third Amendment
Related Items “On File” with the Clerk of the Board:
N/A