Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  24-000377

 

MEETING DATE:

06/25/24

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Registrar of Voters   (Approved)

Department contact person(s):

Bob Page (714) 567-7620 

 

 

Kim Hostler (714) 567-5107

 

 

Subject:  Renewal Amendment for Hardware Maintenance and Software Licensing

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost:   N/A

Annual Cost: FY 2024-25 $346,730
FY 2025-26 $396,262
FY 2026-27 $49,531

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   Yes

    Current Fiscal Year Revenue: N/A

   Funding Source:     GF: 100%

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         8/10/2021 #24, 7/31/2018 #19, 10/31/2017 #33

 

RECOMMENDED ACTION(S):

 

 

Authorize the County Procurement Officer or Deputized designee to execute Amendment No. 1 to renew and amend sole source Contract with DMT Solutions Global Corporation DBA Bluecrest for Hardware Maintenance on DMT Sorters, Inserter and Server and Software Licensing and Maintenance, effective August 12, 2024, through August 11, 2026, for an amount not to exceed $792,523, for a revised cumulative contract total amount not to exceed $1,358,767.

 

 

 

 

SUMMARY:

 

Authorization to execute Amendment No. 1 to renew the Contract with DMT Solutions Global Corporation DBA Bluecrest to provide hardware maintenance on DMT Sorters, Inserter and Server and software licensing and maintenance will allow the Registrar of Voters to process vote by mail ballots and other mailings as needed by the County.

 

 

 

BACKGROUND INFORMATION:

 

The Registrar of Voters (ROV) uses Document Messaging Technologies (DMT) Sorters, Inserters and Server to process outgoing and incoming vote-by-mail ballots to support election mailing operations, as well as other mass mailings, as needed by the County.

 

On October 31, 2017, the Board approved the purchase of new mailing equipment, including one new Pitney Bowes MPS inserting system and one Pitney Bowes 72 pocket Vantage Sorter system, based on a competitive Invitation for Bids process.

 

On July 31, 2018, the Board approved a sole source contract (MA-031-18012194) with DMT Solutions Global Corporation for hardware maintenance on the Pitney Bowes DMT Sorters, Inserters and Server and software licensing and maintenance purchased in 2017.

 

In June 2020, ROV executed a contract (MA-031-20011778) for the purchase of one additional Pitney Bowes 72 pocket Vantage Sorter system and hardware maintenance and software licensing and maintenance by DMT Solutions Global Corporation for the equipment purchased based on a competitive Invitation for Bids process.

 

On August 10, 2021, the Board approved the current sole source contract (MA-031-21011546) with DMT Solutions Global Corporation to provide Hardware Maintenance on DMT Sorters, Inserter and Server and Software Licensing and Maintenance for a three-year term, effective August 12, 2021, through August 11, 2024. The equipment and services of the previous contracts, MA-031-18012194 and MA-031-20011778, were merged into this one single maintenance contract.

 

In May and December 2023, ROV purchased two additional 72 pocket Vantage sorter systems and one Epic inserting system based on a competitive Invitation for Bids process.

 

The County has invested more than $5.8 million in the updated Pitney Bowes mail processing equipment.  ROV is now requesting approval of Amendment No. 1 to renew the sole source contract, effective August 12, 2024, through August 11, 2026, and to add the equipment purchased in May and December 2023, to the services provided under this contract.

 

This Contract is a sole source contract as the MPS inserting System and the Vantage Sorting Systems, including its software, is proprietary and, as such, all hardware maintenance and software licensing for the equipment is only provided by DMT Solutions Global Corporation.

 

The Contractor’s performance has been confirmed as at least satisfactory. ROV has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests. The Orange County Preference Policy is not applicable to this renewal amendment.

 

This Contract does not currently include subcontractors or pass through to other providers. See Attachment C for Contract Summary Form.

 

This Contract contains non-standard indemnification language. County Executive Office (CEO)/Risk Management has approved the contract terms and determined the risk was acceptable. Attachment D is the Risk Assessment Form as approved by CEO/Risk Management.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this Amendment will be included in the 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 or 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 – Amendment No. 1 to Contract MA-031-21011546
Attachment B – Redline of Attachment A
Attachment C – Contract Summary Form
Attachment D – Risk Assessment Form