REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 17, 2024
FROM
JOANI FINWALL, Registrar of Voters
SUBJECT
Title
Amendment to Agreement with the Secretary of State for Voting Replacement Funds
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 3 to Agreement No. 19-188 (State Revenue Agreement No. 18G30136) with the State of California Secretary of State for reimbursement of expenditures related to voting system replacement activities, extending the term through August 31, 2026, for a total term of February 1, 2019 through August 31, 2026, with no change to the contract amount of $9,721,754.40.
2. Authorize the Deputy Executive Officer or the Registrar of Voters to electronically execute the amendment to Agreement No. 19-188 and any necessary documentation required by the State to receive the funds, subject to review by County Counsel.
3. Direct the Registrar of Voters to transmit the amendment in Recommendation No. 2 to the Clerk of the Board of Supervisors within 30 days of execution.
(Presenter: Joani Finwall, Registrar of Voters, 387-2100)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Pursue County Goals and Objectives by Working with Other Agencies.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost) as this amendment does not change amount of $9,721,754.40 of the contract with the Secretary of the contract with the Secretary of State (SOS). Per the original Agreement, the County must match funds at the rate of $1 of County funds expended for every $3 of State reimbursement.
In 2020, the Registrar of Voters (ROV) submitted a claim to the SOS in the amount of $8,854,500 for the purchase of a new state-certified voting system. The remaining balance of $867,254.40 is anticipated to be used for election management system (EMS) replacement or enhancement, consistent with the eligible uses of the Agreement No. 19-188 (State Revenue Agreement No. 18G30136) (Agreement).
BACKGROUND INFORMATION
On March 19, 2019 (Item No. 35), the Board of Supervisors (Board) authorized the ROV to initiate a formal competitive procurement for a replacement voting system and approved the Agreement for the SOS to reimburse the County up to $5,900,000 for one-time expenditures made through June 30, 2021, related to the purchase and implementation of a new voting system.
On November 5, 2019 (Item No. 34), the Board approved Amendment No. 1 to the Agreement to extend the term through June 30, 2022, and increase the amount of reimbursement to the County by $3,818,754.40, from $5,903,000 to an amount not to exceed $9,721,754.40, for expenditures related to voting system replacement and election management system activities.
On April 26, 2022 (Item No. 61), the Board approved Amendment No. 2 to the Agreement to extend the term through December 31, 2024, with no change to the contract amount of $9,721,754.40, for expenditures related to voting system replacement and election management system activities.
The recommended amendment will allow the County additional time to spend the unused funds and will extend the Agreement through August 31, 2026. Once available, the SOS has asked that the amendment be signed and returned by Adobe DocuSign. Recommendation No. 2 would authorize the Deputy Executive Officer or the Registrar of Voters to electronically execute the amendment as required by the SOS.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Jolena Grider, Deputy County Counsel, 387-5455) on December 9, 2024; Finance (Elias Duenas, Administrative Analyst, 387-4052) on December 9, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on December 9, 2024.