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Home My WebLink AboutMINUTES - 10242006 - C.76 TO: BOARD OF SUPERVISORS Contra FROM: STEVE WEIR, County Clerk-Recorder ;, V:rcn� °'a Costa DATE: October 24, 2006 County 3 y STA'COUTZ'� SUBJECT: APPROVE and AUTHORIZE the Clerk-Recorder or designee to execute a contract with Metropolitan Van & Storage, Inc. for election related services SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDED ACTION: APPROVE AND AUTHORIZE the Clerk-Recorder, or designee, to execute a contract with Metropolitan Van & Storage, in an amount not to exceed $2,050,000, to provide storage, delivery, setup, pickup and return to storage of polling place election equipment and supplies from November 1, 2006 through December 31, 2011. FINANCIAL IMPACT: The total cost of this contract is not to exceed $2,050,000. This contract is funded within the Elections Division's budget over the next five years (2006-07 through 2010-11). A portion of this expense will be refunded by agencies as part of their election related cost reimbursement. REASONS FOR RECOMMENDATION/BACKGROUND: The Election's Division must deliver polling equipment, supplies and ballots before each election within a very tight time frame. Metropolitan has the resources to complete these tasks in a timely -manner and within the Elections Division's strict security requirements. CONSEQUENCES OF NEGATIVE ACTION: Accurate and timely delivery of election equipment and materials to the Contra Costa County polling places is a critical component of conducting successful elections. Failure to provide the necessary equipment and supplies to conduct elections could result in a situation where the Elections Office could be forced to conduct an election again, at substantial cost to the County. Failure to provide Federal Help America Vote Act (HAVA) - required supplies at each polling site could lead to State and/or Federal intervention. CONTINUED ON ATTACHMENT: SIGNATURE: wy ,RECOMMENDATION OF COUNTY ADMINISTRATOR RECO MENDATION OF BOARD COMMITTEE s� APPROVE OTHER r SIGNATURE(S): %Z� ACTION OF BOR ON L APPROVED Ag ECOMMEND OTHER r TE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE AND UNANIMOUS(ABSENT ) CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON MINUTES OF THE BOARD OF TE NOES: SUPERVISORS ON THE DATE SHOWN. ABSENT: ABSTAIN: Contact: Candy Lopez, 6-4173 ATTESTED:(DATE) Gregory JOHN CULLEN,CLERK OF THE BOARD OF SUPERVISORS cc: J.J. rapo ND COUNTY ADMINISTRATOR BY: (/ i CONT S = UNTY CLERK-R RTMENT 524 MAIN STIR Z - CA - 94553 TELEPHONE 925 %SAX 925-646-2836 srA-coun'�';' TO: JOHN CULLEN, COUNTY ADMINISTRATOR ATTN: JASON CRAPO, JOHN GREGORY. FROM: STEVE WEIR, CLERK-RECORDE BY: DE COOPER, ASO SUBJECT: SERVICE CONTRACT WITH M OLITAN VAN STORAGE FOR DRAYAGE AND ELECTION RELATED SERVICES DATE: OCTOBER 9, 2006 CC: CANDY LOPEZ Please authorize a contract with Metropolitan Van and Storage, Inc. to provide storage, delivery, setup, testing support, pickup and return to storage of polling place election equipment and election supplies. The contract is currently being reviewed by County ,Counsel. The total cost of this contract-will not exceed $2,050,000 and will cover us through the end of 2011. This contract will.include the costs for two Gubernatorial elections and the 'Presidential election in 2008, as well as many smaller elections we will be required to conduct during the next five years. Metropolitan has been providing these services to Contra Costa County since 1996, when we switched from our prior vendor after experiencing service and security issues. The Election's Division must deliver polling equipment, supplies and ballots before each election within a very-tight time frame. Metropolitan has the resources to complete these tasks in a timely manner and within our strict security requirements. Metropolitan has been committed to scheduling and completing the work on time, promptly notifying the office of any delivery issues. They have become partners in the,process of setting up each polling location and have risen to the challenges of the increased demands of complying with the Help America Vote Act. Metropolitan works diligently to follow instructions tailored for each poll site,,in order to assure that the correct equipment and supplies are delivered and set-up•,to assure accessibility and voting privacy on Election Day. Failure to have Federal and State mandated ADA equipment at the polling places could result in State or Federal intervention. Ifyou have any questions, please call me at 646- 2280 or Candy Lopez, Assistant Registrar, at 6-4173. Thank you for your help. Debi Cooper To: John Gregory/CAO/CCC@CCC 10/13/2006 08:21 AM cc: Steve Weir/CR/CCC@CCC,Candy LopezNOTE/CCC@CCC a Subject: EC 13001 and 14100 John, Here's the election codes. From the California Elections Code: 13001. (a) Except as provided in subdivision (b)., all .expenses authorized and necessarily incurred in the preparation for and- conduct of elections as provided in this code shall be paid from the county treasuries; except that when. an election is called by the governing body of a city the expenses shall be paid from the treasury- of reasuryof the city. All payments shall be made .in the same manner as other county or city expenditures are made. The elections official, in providing the-materials required by this division, need not utilize the services of the county or city purchasing agent. 14100.' The county elections official, in providing the materials required by this division, shall- not -be -required to utilize the. services of the county purchasing agent. (FYI - 13001 speaks to election costs, 14100 is specific to precinct supplies. ) Sole Source Justification Vendor: Metropolitan Van and Storage, Inc. Commodity: Storage, delivery, set-up, pickup and return to storage of Election supplies Estimated annual expenditure for the above commodity or service: $ me 2,050,000 Initial all entries below that apply to the proposed purchase. Attach a memorandum containing complete justification and support documentation as directed in initialed entry. (More than one entry will apply to most sole source products/services requested.) 1. SOLE SOURCE REQUEST IS FOR THE ORIGINAL MANUFACTURER OR PROVIDER, THERE ARE NO REGIONAL DISTRIBUTORS. (Attach the manufacturer's written certification that no regional distributors exist. Item no.4 also must be completed) 2. SOLE SOURCE REQUEST IS FOR THE ONLY NORTHERN CALIFORNIA DISTRIBUTOR OF THE ORIGINAL MANUFACTURER OR PROVIDER. (Attach the manufacturer's—not the distributor's —written certification that identifies all regional distributors. Item no.4 must be completed.) 3. THE PARTS/EQUIPMENT ARE NOT INTERCHANGEABLE WITH SIMILAR PARTS OF ANOTHER MANUFACTURER. (Explain in separate memorandum.) 4. XX THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED NEEDS OF THIS DEPARTMENT OR PERFORM THE INTENDED FUNCTION. (Attach memorandum with details of specialized function or application.) 5. THE PARTS/EQUIPMENT ARE REQUIRED FROM THIS SOURCE TO PERMIT STANDARDIZATION. (Attach memorandum describing basis for standardization request.) 6. NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND JUSTIFICATION FOR THIS SOLE SOURCE REQUEST IS CONTAINED IN ATTACHED MEMORANDUM. The undersigned requests that competitive procurement be waived and that the vendor identified as the supplier of the service or material described in this sole source justification be authorized as a sole source for the service or material. DIVISION MANGER DEP TMENT DIRECTOR(IF OVER$25,000) Clerk-Recorder Department Elections Division 10/9/06 DEPARTMENT DIVISION DATE (PURCHASING USE ONLY) SOLE SOURCE AUTHORIZATION APPROVED BY PURCHASING: DATE: SOLE SOURCE NO.: DISAPPROVED BY: DATE: REASON FOR DISAPPROVAL: