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TO: BOARD OF SUPERVISORS .," '`
FROM: Stephen L. Weir County Clerk-Recorder o`:I ,s Costa
DATE: October 16, 2007 �USTj CUK�I"GP1� County
SUBJECT: APPROVE AND AUTHORIZE AN AMENDMENT TO THE CONTRACT WITH
FOREFRONT ELECTION SOLUTIONS, LLC
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RECOMMENDATION(S)AND BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
APPROVE AND AUTHORIZE the Clerk-Recorder, or designee, to execute an amendment to the existing
contract with ForeFront Election Solutions, LLC, not to exceed $12,215, to provide additional on-site support to
complete project Planning and Procedure documentation services for the Contra Costa Elections Division, as
specified in the Agreement. Additional services are to be completed by November 30, 2007. All other services
specified in the original Agreement shall be provided in the times specified in the Agreement.
FINANCIAL IMPACT:
The contract amendment will increase expenditure from the Election Division's budget an additional $12,215.
The total contract will go from $33,000 to a new total contract payment limit of $45,215.
To date $13,000 of the total contract has been reimbursed under Contra Costa County's Help America Vote
Act (HAVA) 301 contract with the state. That contract expired June 30, 2007 and it is unknown how much of
the residual amount will be reimbursed under the new HAVA contract, which has not yet been executed. It is
anticipated that a majority portion will be reimbursable.
REASONS FOR RECOMMENDATION/BACKGROUND:
The Elections Division is required to provide a copy of written procedures upon request. Election code 15003
specifically requires adoption of semifinal official and official canvass procedures to conform to voting system
procedures. Written procedures need to be reviewed for compliance with current laws and the requirements
for the HAVA compliant voting system purchase in 2005. Missing procedures must be written and former
procedures updated. Consistent and thorough documentation must be available prior to the 2008 statewide
elections. The division is currently preparing for three major elections during the next thirteen months and our
regular November 2007 District Election. Because of these elections and current vacancies we do not have
sufficient staffing to meet our mandates.
CONSEQUENCES OF NEGATIVE ACTION:
Not approving this request could result in non-compliance with the code.
CONTINUED ON ATTACHMENT: ❑ Yes SIGNATURE:
Candy L Assi ant Rer
RistECOMMENDATION OF COUNTY ADMINISTRATOR — RECOMMENDATION OF BOARD COM EE
_L,,AF'PROVE _OTHER
SIGNATURE(S)-Q,4./,/ X
ACTION ON BOZ ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS:
UNANIMOUS (ABSEN : ) I HEREBY CERTIFY THAT THIS IS A TRUE AND
CORRECT COPY OF AN ACTION TAKEN AND
AYES: NOES: ENTERED ON THE MINUTES OF THE BOARD OF
ABSENT: ABSTAIN: SUPERVISORS ON THE DATE SHOWN.
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JOHN CULLEN,CLERK OF THE BOARD
OF WPERVISORS AND COUNTY
ADMI ISTRATOR
BY:
cc: Elections Office DEPUTY
\\cccsg110\users\CLopez\Admin-Elections\ForefronABoard Order\For Amendment\BoardOrder ForeFront 2007AmendContract.doc
Contra Costa County CONTRACT AMENDMENT AGREEMENT Number
Standard Form L-7 (Purchase of Services -Long Form) Fund/Org# 2353
Revised 2002 Account # 2310
Other #
1. Identification of Contract to be Amended.
Number:
Effective Date: May 1, 2007
Department: County Clerk-Recorder, Elections Division
Subject: Project Planning and Procedure Documentation
2. Parties. The County of Contra Costa, California(County), for its Department named above, and the following
named Contractor mutually agree and promise as follows:
Contractor: ForeFront Election Solutions, LLC
Capacity: Limited Liability Company
Address: 72.31 Boulder Ave, Suite 303, Highland, CA 92346
3. Amendment Date. The effective date of this Contract Amendment Agreement is October 1, 2007 .
4. Amendment Specifications. The Contract identified above is hereby amended as set forth in the"Amendment
Specifications" attached hereto which are incorporated herein by reference.
5. Signatures. These signatures attest the parties' agreement hereto:
COUNTY OF CONTRA COSTA, CALIFORNIA
BOARD OF SUP R SORS ATTEST: Clerk of the Board of Supervisors
By By L'u,
Chi firma si:141,lee Deputy
CONTRACTOR
Name of business entity Name of business entity
By
By (Signature of individual or officer)
(Signature of individual or officer)
(Print name and title B, if applicable)
(Print name and title A, if applicable)
L-7 (Page 1 of 2)
Amendment Specifications
This amendment to the Agreement provides for additional on-site support by
Forefront and does not otherwise change the services specified in the
Agreement.
ForeFront will work on site at the offices of the Contra Costa Elections Division,
for up to an additional seven business days, with Elections Division supervisors
and staff to complete the reviews of the first and second drafts previously
submitted by ForeFront to the County for review and comment (Tasks 27, 31,
and 32 of the original project plan).
Forefront will provide the following services:
1 . Provide additional direct support to staff to complete the tasks in the
original project plan.
2. Assist Elections Division supervisors and staff in the completion of their
assigned tasks.
3. Reduce turnaround time and eliminate communication issues and
bottlenecks.
4. Complete final draft versions of the procedures on-site at the offices of
the Elections Division.
Forefront will complete the above services no later than November 30, 2007.
All other services specified in the Agreement shall be provided in the times
specified in the Agreement.
Payment Amounts
The cost for services provided under this amendment will be billed at the
following rates:
Rate Not to Exceed
On site Visit $1200/ day $8,400
Travel, Lodging Actual Expenses $3,500
. . ................................ -. ._
Per Diem $45/day $315
Total (not to $12,215
exceed) '
Paragraph 4 of the Agreement ("Payment Limit") is hereby increased by $12, 215
from $33,000 to a new total contract payment limit of $45,215.