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Agenda Item
ASR
Control 11-000583 |
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MEETING DATE: |
05/24/11 |
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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): |
Neal Kelley (714) 567-5139 |
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Janine Boiarsky (714) 567-5107 |
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Subject:
Approve Amendment with Merrill
for Sample Ballot Printing
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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: No |
Current Year Cost:
N/A |
Annual Cost:
FY 2011-2012 $3,500,000 |
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Staffing Impact: No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A |
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Funding Source: GF:
100% |
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Prior Board Action: September
15, 2009 |
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RECOMMENDED ACTION(S):
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1. |
Authorize the County Purchasing Agent or his authorized designee to execute Amendment One to renew Master Agreement No. MA-031-10010109-1 with Merrill Communications, LLC for providing Sample Ballot Pamphlet printing services to extend the term for an additional two-year period effective September 23, 2011 through September 22, 2013 and include new pricing quantity threshold rates for a total Agreement amount not to exceed $7,000,000. |
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2. |
Authorize the Purchasing Agent or his designee to make future non-monetary and non-material changes to the Agreement, including the Scope of Work, without further Board action. |
SUMMARY:
Authorization for the County Purchasing Agent or his authorized designee to execute Amendment One to renew MA-031-11012096 with Merrill Communications, LLC in an amount not to exceed $7,000,000 for a two-year period will support printing Sample Ballot Pamphlets in accordance with the California Elections Code and realizing a cost reduction.
BACKGROUND INFORMATION:
The Registrar of Voters is required by the California Elections Code to provide Sample Ballot Pamphlets to the approximately 1.6 million registered voters in English, Chinese, Korean, Spanish, and Vietnamese. As Sample Ballot Pamphlets are specific to the precinct, a large election with several local races and initiatives could require as many as 400 different sample ballot types printed in each of the five required languages. Sample Ballot Pamphlets must be printed and disseminated in accordance with a strict timeline, which is determined by the California Elections Code.
On September 15, 2009, your Board approved a Master Agreement with Merrill Communications, LLC to provide sample ballot pamphlet printing for an initial two-year term with the option to renew for one additional two-year period.Merrill Communications, LLC was competitively procured as the result of a Request for Proposals. The vendor successfully printed sample ballot pamphlets to meet the quality and timelines expected by the ROV.
The recommended Amendment will reduce the County's election costs as well as ensure compliance with all of the requirements regarding sample ballot pamphlet printing in the California Elections Code. In the past, the Agreement required the Registrar of Voters to pay a set fee per every 1,000 or less Sample Ballot Pamphlets printed with the same text and language. The Registrar of Voters has successfully negotiated new pricing quantity threshold rates for Sample Ballot Pamphlets printed to include a per 25 rate for quantities between 1-49; a per 50 rate for quantities between 50-99, and a per 100 rate for quantities between 100-999. These new threshold rates represent a critical change to the structure and pricing of the Sample Ballot Pamphlet printing, which reflect the ordering and assembling requirements per the California Elections Code.
FINANCIAL IMPACT:
The Registrar of Voters has recommended the annual Agreement expenditure and funding amount in the FY 2011-12 Proposed Budget.
STAFFING IMPACT:
N/A
EXHIBIT(S):
Redline
ATTACHMENT(S):
Amendment One to Master Agreement MA-031-10010109