Memorandum
Date: May 19, 2026
To: The Honorable Lake County Board of Supervisors
From: Maria Valadez, Registrar of Voters
Subject: Approve the Election Information Management System (EIMS) Lease Agreement Modification between the County of Lake and DFM Associates, extending the agreement for an additional five-year term through June 30, 2031 and authorize the Chair to sign
The Registrar of Voters is requesting Board approval of the “EIMS Lease Agreement Modification” with DFM Associates, which extends the County’s existing Election Information Management System (EIMS) agreement through June 30, 2031.
The modification updates the monthly rental fee calculation based on the current per-voter charge of $0.078 multiplied by the latest active voter registration totals reported to the Secretary of State, with allowable annual adjustments of up to 7%. The agreement also includes provisions for advance notice regarding future renegotiation intentions.
Pursuant to California regulations, election management systems used by counties must be certified by the Secretary of State. DFM Associates is one of three certified vendors in California and currently serves 44 customers statewide. DFM Associates has served as the Registrar of Voters’ election software provider for the past 39 years, providing training at no additional cost, reliable technical support, and excellent customer service to election staff, including assistance during evenings, weekends, and election periods.
Thank you in advance for your consideration and attention to this matter.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action:
Approve the Election Information Management System (EIMS) Lease Agreement Modification between the County of Lake and DFM Associates, extending the agreement for an additional five-year term through June 30, 2031 and authorize the Chair to sign.