Title
Resolution - Approval of Election Services Provider Contract Renewal - D Ballard
Other Info
Submitted By: Sylvia Romero
Department: Legal
Financial Impact and Cost/Benefit Considerations: Expenditure of Cooperative funds estimated not to exceed $240,000* (amount includes 8% contingency for postage, membership increase, and number of pages required for 3 district bio booklets) currently planned to be included in the Cooperative's 2018 operating budget.
Discussion
On October 20, 2015, 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' current 1-year contract ended upon completion of the 2017 Election services. The Board may now consider whether to engage a contract for an additional 1-year term for the 2018 PEC elections.
Contract Renewals
2018: $223,796 - estimate* (vendor’s rates remained unchanged from 2017)
2017: $210,250 - estimate (pending final billing)
2016: $214,318 - actual
The 2018 renewal estimate does not include services for telephone voting and SmartHub voting. Those services are expected to cost approximately $1,595 (+0.17 cents per minute) for telephone voting and $700 for SmartHub voting. Survey and Ballot Systems has indicated they are seeing about 20% of online votes coming through SmartHub.
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 renewal on the Survey & Ballot Systems Election Services Provider contract on behalf of the Cooperative and to take any further actions as may be necessary to implement this resolution.