Title
Resolution - Approval to Renew Contract for Election Service Provider - M Butler
Other Info
Submitted By: Michael Butler
Department: Legal Services
Financial Impact and Cost/Benefit Considerations: Expenditure of Cooperative funds estimated not to exceed $287,134, which includes a contingency for increases in postage costs, membership increase, and number of pages required for Director Voting District bio booklets.
Discussion
The Board's Election Policy and Procedures at Section 4 provides that "[a]t or before the August Regular Board meeting each year, the General Counsel will recommend to the Board whether to extend the contract for the services of the Election Service Provider then retained by the Cooperative under the Bylaws and the Board will make a determination whether to extend the contract or seek an alternate Election Service Provider. Any such extension may be implemented without competitive procurement, notwithstanding any PEC policy or procedure."
A competitive solicitation was utilized in 2022 to select an election services provider to service future elections beginning with the 2023 election through 2025. On June 17, 2022, the Board approved the execution of a contract with Survey & Ballot Systems ("SBS") for a one-year term with two optional one-year renewals. On July 21, 2023, the Board approved the first optional one-year renewal for the 2024 election.
Pursuant to the Election Policy and Procedures the Board may either direct:
1) Procurement of an election services provider through competitive solicitation for the 2025 election; or
2) Extended the existing contract with SBS for one-year for the 2025 PEC elections.
The extension for one-year would be the second extension of the Board approved SBS agreement (2022-228). This one-year extension would provide for consistent use of the independent election services provider through election of all 7 Board Directors and provide another year of ongoing integrated enterprise platforms for balloting - SBS' integration with PEC's member portal, email messaging, SmartHub, SmartHub mobile app, and the use of QR codes.
Body
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE COOPERATIVE that the General Counsel, or designee, or General Counsel department is authorized to negotiate and execute a one-year renewal with Survey & Ballot Systems as Election Service Provider on behalf of the Cooperative.