HomeMy WebLinkAboutMINUTES - 09112001 - C.143 TO: BOARD OF SUPERVISORS Contra
= Costa
FROM: STEVE WEIR, County Clerk-Recorder
. - County
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DATE: SEPTEMBER 11,2001 ,
SUBJECT: EXTENSION OF SOFTWARE CONTRACT AND UPGRADE TO
ELECTION INFORMATION MANAGEMENT SYSTEM (SIMS)
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
1. Approve and authorize the County Clerk-Recorder to amend the software lease agreement between Contra
Costa County and DFM Associates to increase the monthly lease fee and to extend the agreement from July
2001 through June 30, 2005.
2. Approve and authorize the Chair, Board of Supervisors to approve acquisition, installation, and training of
the equipment required for the upgrade.
FINANCIAL IMPACT:
The cost of the extension to the rental agreement increases the annual cost of this contract by$16,183, to a new
total annual cost of$120,187; the cost of procurement, configuration, delivery, installation, and training for the
hardware is not to exceed$369,901 (this is a one-time cost). The total cost for budget year 2001-02 is
$490,088.
These costs are included in the department's budget for 2001-02.
REASONS FOR RECOMMENDATIONBACKGROUND:
The new system is a state-of-the-art, PC/Windows based version of the existing software system the Elections
Department has used for many years. The new system allows the department to move off of obsolete
mainframe/dumb terminal technology to a network based system. DFM has notified the department that they
will cease to support the existing system in the near future. If the Elections Department does not move to the
PC/Windows based EIMS system, they will lose maintenance and support for their system. The possibility of
error will increase dramatically, and any repairs or replacement of equipment will be costly (if the parts are
even available).
The existing lease extension with DFM expired June 30, 2001. Contra Costa's Elections Office relies on this
system to provide for fast, accurate election processing. This county has proven it has one of the most reliable
systems in California, with one of the lowest error rates. The Clerk-Recorder Department must keep pace with
technology to continue accurate, reliable election processing.
CONTINUED ON ATTACHMENT: XX YES SIGNATURE:
ECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATI N OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BA ON
APPROVE AS RECOMMENDED OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
41— UNANIMOUS(ABSENT ✓ V 141 VlX ) AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVISORS ON THE DATE SHOWN:
AYES: NOES:
ABSENT: ABSTAIN:
ATTESTED
Contact: Candy Lopez.Asst.County Registrar John Syeeten.Clerk of the Board of Supervisors
and County Administrator
cc:
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