Title
Resolution - Approval of Contract for 2021 Election Services Provider - S Romero
Other Info
Submitted By: Sylvia Romero
Department: Legal Services
Financial Impact and Cost/Benefit Considerations: Expenditure of Cooperative funds estimated not to exceed $234,990 currently planned to be included in the Cooperative's 2021 operating budget. Pricing and costs subject to negotiation or procurement.
Contract Costs
2020: $205,084 - actual
2019: $242,295 - actual
2018: $223,796 - actual
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."
It further provides that "[w]hen the Board decides to solicit for election service providers, the Board shall direct the General Counsel to initiate a competitive procurement to identify and recommend to the Board the most qualified Election Service Provider. In any such decision the Board should recognize that such procurement will typically take between four and six months. Unless the Board directs otherwise, a competitive procurement will be performed every three years."
A competitive solicitation was utilized in 2019 to select an election services provider to service future elections beginning with the 2020 election. On August 16, 2019, the Board approved the execution of a contract with Survey & Ballot Systems ("SBS") for a one-year term with two optional one year renewals. SBS' original contract term ended with the completion of the 2020 Election services.
Pursuant to the Election Policy and Procedures the Board may either direct:
1. Procurement of an election services provider through competitive solicitation for the 2021 election.
2. Extension of the existing contract with SBS for one-year for the 2021 PEC elections.
A one-year contract renewal would provide for consistent use of the independent election services provider through 2021.
Body
BE IT RESOLVED BY THE BOARD OF DIRECTORS that the General Counsel, or designee, is authorized to negotiate and execute an additional one-year contract renewal with Survey & Ballot Systems for Election Services Provider on behalf of the Cooperative.