Memorandum
Date: June 8, 2021
To: The Honorable Bruno Sabatier, Chair of the Lake County Board of Supervisors
From: Maria Valadez, Registrar of Voters
Subject: Approve Amendment to Lease Agreement between the County of Lake and DFM Associates, for a five (5) year extension or until June 30, 2026 for Election Information Management System (EIMS), in the amount of $29,214.72 annually and Authorize the Chair to sign.
Executive Summary: (include fiscal and staffing impact narrative):
I am submitting the “EIMS (Election Information Management System) Lease Agreement Modification” from DFM Associates for your Board’s approval and I would like to request the Board Chairman’s signature on each of the three Agreement forms. This Agreement will extend the Elections Information Management System Agreement for an additional five (5) years or until June 30, 2026.
Pursuant to Title 2, California Code of Regulations, Section 19066, any Election Management System (EMS) used by county elections officials shall be certified with the Secretary of State and shall adhere to all applicable federal and state laws. There are only two certified election management vendors/providers in our state; DFM Associates and DIMS/Data Information Management.
DFM Associates has been our software vendor for our elections information management system for the last 34 years. During this time, DFM Associates has provided election staff with continued excellent service. A DFM staff member is available to election staff during regular business hours; as well as, evenings, late nights and weekends.
Thank you in advance for your attention to this matter.
If not budgeted, fill in the blanks below only:
Estimated Cost: $ Amount Budgeted: $ Additional Requested: $ 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 Amendment to Lease Agreement between the County of Lake and DFM Associates, for a five (5) year extension or until June 30, 2026 for Election Information Management System (EIMS), in the amount of $29,214.72 annually and Authorize the Chair to sign.