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Agenda Item
ASR
Control 24-000375 |
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MEETING
DATE: |
06/25/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
Registrar
of Voters (Approved) |
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Department contact person(s): |
Bob
Page (714) 567-7620 |
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Kim
Hostler (714) 567-5107 |
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Subject: Renewal
Amendment for Equipment Storage and Delivery
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ceo CONCUR |
County Counsel Review |
Clerk of the
Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: N/A |
Current
Year Cost: N/A |
Annual
Cost: FY 2024-25 $517,167 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 8/10/2021 #26 |
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RECOMMENDED
ACTION(S):
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Authorize the County Procurement Officer
or Deputized designee to execute Amendment No. 1 to renew and amend Contract
with PODS Enterprises LLC for Equipment Storage, Delivery & Pick Up,
commencing on August 10, 2024, through August 9, 2026, for an amount not to
exceed $1,160,000, for a revised cumulative contract total amount not to
exceed $2,900,000. |
SUMMARY:
Authorization to
execute Amendment No. 1 to renew the Contract with PODS Enterprises LLC will
allow the Registrar of Voters to continue to meet the requirements of election
operations to deliver equipment and supplies to Vote Centers.
BACKGROUND INFORMATION:
Beginning in March 2020, through the
Voter’s Choice Act, California Elections Code section 4005, the County
implemented a new way to vote. Vote Center voting replaced traditional polling
place voting, offering many enhanced services to voters for an extended voting
period instead of just a single election day.
The Voter’s Choice Act established a
formula to determine the number of Vote Centers required for each election.
Currently, counties are required to provide at least one 11-day Vote Center for
every 50,000 registered voters and one 4-day Vote Center for every 10,000
registered voters. These parameters may be adjusted in the future via
legislation changes. The number of Vote Centers for each election is set by the
number of registered voters on the 88th day
before election day.
To better fit the new voting method,
election equipment storage and delivery requires secure, lockable,
weather-resistant storage containers as well as pre-election delivery and
post-election pick up of storage containers safely and securely to all Vote Centers.
On September 17, 2020, the Registrar of
Voters (ROV) entered into an emergency contract (CT-031-21010417) with PODS
Enterprises LLC for PODS Containers and Services. They ultimately provided 175
containers for storing, delivering, and picking up Vote Center equipment and
supplies. An additional inclusion into the contract was 40 containers for
on-site storage at ROV due to physical distancing guidelines for COVID-19. The
total cost of the contract was $319,235.
On February 20, 2021, ROV entered into a
contract (PO-031-21011280) for 13 PODS containers for storing and delivering
Vote Center equipment for the March 9, 2021, Second Supervisorial District
Vacancy Election. The total cost of the contract was $13,143.
On May 11, 2021, a Request for Proposals
(RFP) for Equipment Storage, Delivery & Pick Up was released and advertised
on the County's online bidding system. One responsive proposal was received by
the deadline. A three-member Evaluation Committee reviewed the proposal based
on their experience and expertise; project approach; proposed compensation;
staffing and organization; references; and their overall responsiveness and
ability to meet County Model Contract Terms, Conditions, Attachments and
Exhibits as outlined in the RFP.
The sole respondent, PODS Enterprises LLC,
was recommended by the Evaluation Committee for selection by the Board of
Supervisors. On August 10, 2021, the Board of Supervisors approved this
Contract with PODS Enterprises LLC, for a term of three years with two one-year
extension options. ROV is requesting approval of Amendment No. 1 to the
Contract for a two-year extension of the original three-year term. Prior to
Contract expiration, ROV plans to issue a solicitation to continue services.
The Orange County Preference Policy is not applicable to this contract renewal.
This Contract does not include
subcontractors or pass through to other providers. See Attachment C for
Contract Summary Form.
PODS Enterprises LLC has provided services
to the County of Orange for the last three years and PODS Enterprises LLC’s
performance has been confirmed as at least satisfactory.
FINANCIAL IMPACT:
Appropriations for
this Amendment will be included in Budget Control 031 FY 2024-25 Budget and
will be included in the budgeting process for future years.
The contract contains language allowing
the Registrar of Voters to terminate the contract without penalty with cause or
after 30 days of written notice without cause in the event that funding is
reduced and/or not available to continue funding the contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Contract
MA-031-21011799
Attachment B – Redline of Attachment A MA-031-21011799
Attachment C – Contract Summary Form
Attachment D – Risk Assessment Form
Attachment E – California Elections Code (§4005)