Memorandum
Date: October 6, 2020
To: The Honorable Moke Simon, Chair of the Lake County Board of Supervisors
From: Maria Valadez, Registrar of Voters
Subject: Approve Budget Transfer and Second Amendment to the Verity Master Agreement between the County of Lake and Hart InterCivic, Inc. for the Purchase of Additional Voting Equipment, and authorize the Chair to sign.
Executive Summary: (include fiscal and staffing impact narrative):
On March 19, 2019, an Agreement with Hart InterCivic, Inc. was entered into which allowed the County to purchase the new Verity voting system and accessories. Executive Order N-64-20, issued by Governor Newsom on May 8, 2020, mandated all eligible voters be issued a vote-by-mail ballot. Given this is a Presidential Election, it is anticipated voter turnout may be higher than previous countywide elections. Additional scan stations are therefore needed to manage the increased workload and certify Election results by the deadline.
“Exhibit B,” PDF page 6 of the attached Amended Agreement, details the additional equipment proposed for purchase. In preparation for the County Budget Cycle, staff had anticipated a cost no greater than $52,000. The total is $53,597.44, therefore a Budget Transfer of $1,600 is attached, to cover the cost.
As your Board is aware, our office applied for State funding and has been allocated monies from the Secretary of State which require a dollar-for-dollar County match. The State will reimburse the County at a later date, based on claims submitted to the Secretary of State.
Staff respectfully requests your Board Approve the Budget Transfer and attached Agreement.
If not budgeted, fill in the blanks below only:
Estimated Cost: $53,597.44 Amount Budgeted: $52,000.00 Additional Requested: $1,600 Future Annual Cost: N/A
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☒ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Approve the Budget Transfer and Second Amendment to the Verity Master Agreement between the County of Lake and Hart InterCivic, Inc. for the purchase of additional voting equipment, and authorize the Chair to sign.
MEMOS/BOS.ADMIN// BOS Memo Template 2nd Amdmnt Hart InterCivic Inc. Master Agreement