Agenda

Return

C. 40

To:	Board of Supervisors
From:	Deborah R. Cooper, Acting Clerk-Recorder
Date:	January 21, 2020

Contra

Costa

County

Subject:

Approval of Amendment to Secretary of State Grant Contract #18G30107

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 01/21/2020

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Scott O. Konopasek, 335-7808

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: January 21, 2020
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Acting Clerk-Recorder, or designee, to execute a contract amendment with the California Secretary of State, to extend the term from June 30, 2021 through June 30, 2022 and increase the maximum amount payable to the County by $2,391,436 to a new payment limit of $6,038,436, to provide partial reimbursement of past and future costs of voting and elections management systems.

FISCAL IMPACT:

The contract amendment increases the maximum potential reimbursement of County voting and elections management systems costs from 50% to 75% or $6,038,436 ($5,470,500 for voting systems and $567,936 for elections management systems replacement).

FISCAL IMPACT: (CONT'D)

The reimbursable portion of the County's 2018 voting system purchase was $4.1 million and we anticipate an additional purchase of two high-speed scanners this fiscal year at an estimated cost of $400,000. The Division expects to claim reimbursement of at least $3.3 million in this fiscal year, $2.5 million of which is included in our current budget. The remainder of the allocation will be available to reimburse future purchases through the end of the contract term (2022). Excess receipts will be credited to the Elections Capital Reserve Account (General Fund) to provide for future voting system needs.

BACKGROUND:

The County purchased the Dominion Democracy Suite voting system in early 2018 at a cost of $4,496,500, including one year of maintenance and three years of ballot box storage. In February 2019, the Board of Supervisors authorized the Clerk-Recorder to execute a contract with the California Secretary of State providing 50% reimbursement of past and future voting system replacement costs up to $3,647,000, through June 30, 2021.

This contract amendment increases the maximum State reimbursement to 75% of costs up to $6,038,436 and extends the reimbursement period by one year through June 30, 2022. The Elections Division will be submitting a request to the State for reimbursement for the County's 2018 voting system purchase once the State contract amendment is approved, and seek additional reimbursement for future related costs as permitted by the contract.

CONSEQUENCE OF NEGATIVE ACTION:

Should the County not execute the grant contract amendment, the County would be eligible to claim only 50% State reimbursement of voting system purchases rather than the 75% reimbursement provided in the amendment. Moreover, the County would not be eligible to be reimbursed for elections management system replacement.