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C. 81
To: Board of Supervisors
From: Deborah R. Cooper, Clerk-Recorder
Date: January  5, 2021
The Seal of Contra Costa County, CA
Contra
Costa
County
Subject: Three Year Contract Extension with SOE Software

APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE

Action of Board On:   01/05/2021
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, 925-335-7808
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  5, 2021
Monica Nino, County Administrator
 
BY: , Deputy

 

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Clerk-Recorder, or designee, to execute a contract amendment with SOE Software Corporation (dba Scytl), to extend the term from December 31, 2020 through December 31, 2023 and increase the payment limit by $200,000 to a new payment limit of $590,000, for web hosting and election night reporting.

FISCAL IMPACT:

The cost of this contract is included in the 2020-21 budget. The cost is 100% County General Fund.


BACKGROUND:

The SOE Clarity Suite software is an information management system, which allows non-technical staff to manage the presentation of information to the public via a web site so that educational and instructional materials, calendars, press releases, links, maps, and other media can be quickly and timely disseminated. The package includes the set-up of searchable data bases and provides a secure look-up environment. Additionally, the web format meets the web accessible interface standard, is compliant with federal accessibility guidelines and with the World Wide Web Consortia recommendations. This company was the sole source responding to the initial request for proposal (RFP). Annual Software Assurance and Support is required and includes the hosting of the data on a secure web site with mirrored backup servers, ready to be

brought on line in case the site servers go down. The switch over to the back-up servers would be transparent to the public accessing the site.  
  
On September 1, 2015, the County entered into an agreement with SOE Software Corp. to provide web hosting for Clerk-Recorder-Elections functions, including election information, look-up tools, mobile device support, and election night reporting. The contract was previously extended through December 31, 2020. Approval of this amendment will allow SOE Software Corp, to continue to provide these services through December 31, 2023.  
  

CONSEQUENCE OF NEGATIVE ACTION:

The Elections and Clerk-Recorder Divisions would no longer be able to use the custom-designed web site and software, including the election night reporting software and searchable databases. Elections and Clerk-Recorder information would not be available to the public via the web. Members of the public and press would need to revert back to calling the Elections Office for results information on Election night and polling place look-up and vote by mail ballot status look-up would not be available to voters on-line.

CLERK'S ADDENDUM

Speakers: Shawn; Pat; John of Danville.

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