HomeMy WebLinkAboutMINUTES - 05082007 - C.57 Contra
TO: BOARD OF SUPERVISORS � .
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FROM: STEVE WEIR, County Clerk-Recorder o, :::m,.a Costa
DATE: May 1, 2007 COunty
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SUBJECT: Purchase of Absentee Ballot Extraction and Processing Equipment
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDED ACTIONS:
APPROVE AND AUTHORIZE the Clerk-Recorder, or designee, to execute a contract with OPEX
Corporation not to exceed $87,814 to purchase two envelope extractors, two envelope joggers,
maintenance service and future service/maintenance coverage through December 31, 2012.
FINANCIAL IMPACT:
The cost of the equipment is $56,144 and the maintenance and support cost for this equipment
through December 31, 2012 is $31,670. By purchasing maintenance and support through 2012,
we can submit for HAVA reimbursement and utilize Federal grant monies to fund future years of
maintenance, minimizing Contra Costa's General Fund exposure for future years.
REASONS FOR RECOMMENDATION/BACKGROUND:
The purchasing of this equipment will allow the county to keep up with the continued increase in
absentee voting. In our last general election, November 7, 2006, our absentee turnout was
approximately 52%, and we expect a higher absentee turnout for the upcoming Statewide
elections. This extraction equipment will assist in preparing a high volume of returned absentee
ballots for counting and reporting on election night, as well as during the official canvass.
Federal HAVA grant monies can be used to reimburse the county for the purchase of this
additional voting system equipment if the purchase is made prior to June 30, 2007.
CONSEQUENCES OF NEGATIVE ACTION:
The department's existing extraction equipment is not heavy-duty enough to process the large
number of absentee ballots we receive during statewide elections. Our office arranged to test the
Opex equipment during the November 7, 2006 election and found it superior to our existing
equipment. Failure of extractors at a critical time in our processing will cripple our operations
and jeopardize our efforts to report results in a timely manner and to certify the election within the
specified period dictated by election code. If Contra Costa does not utilize our HAVA allocation
by June 30, 2007, we will lose it.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
r RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDV)A pt
D COMMITTEE
_--APPROVE OTHER
SIGNATURE(S): Q L Z: ,
ACTION OF BOAR
APPROVED AS t1o,
MMENDED OTHER
VOTE 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
AYES: NOES: SUPERVISORS ON THE DATE SHOWN.
ABSENT: ABSTAIN:
Contact: Candy Lopez, ATTESTED:(DATE) _ `�"� 0 1 d-0Q
6-4173 JOHN CULLEN,CLERK OF THE BOARD OF SUPERVISORS
cc: J. Crapo AND COUNTY ADMINISTRATOR
BY: O Deputy