Consent-General Government # 8.
Board of Supervisors
Clerk-Recorder/Assessor/Elections
- Meeting Date:
- 09/24/2024
- Brief Title
- Elections Ballot Printing Service Agreement
From:
Jesse Salinas, Assessor/Clerk Recorder/Registrar of Voters, ACE
Staff Contact:
Dylan Rader, Program Manager, ACE, x8231
Supervisorial District Impact:
Countywide
Subject
Approve a five-year agreement with Pro Document Solutions for election specific printing, addressing, and mailing services from July 1, 2024 to June 30, 2029 in the amount of $4,500,000. (General fund impact: $4,500,000) (Salinas/Rader)
Recommended Action
Approve a five-year agreement with Pro Document Solutions for election specific printing, addressing, and mailing services from July 1, 2024 to June 30, 2029 in the amount of $4,500,000.
Strategic Plan Goal(s)
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Thriving Residents |
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Operational Excellence |
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County Mandated Service |
Reason for Recommended Action/Background
The Yolo County Elections office is looking to enter into a five-year contract with Pro Document Solutions for stability and continuity with its vendor that prints, addresses, and mails its election related materials to voters in Yolo County. The Elections Office has been working with Pro Document Solutions to provide these services since 2021, when the previous contract with another vendor was terminated due to breach of contract. In 2022, the Board approved a five-year piggyback contract for services based on a San Luis Obispo contract, using its terms and pricing for the majority of the services requested. Some of the services needed by Yolo County were not covered in the piggyback contract so a sole source was approved for the remaining items.
Since 2022, the Elections Office has asked Pro Document Solutions to print and send out additional documents that are mandated by the California Elections Code, such as Voter Choice Act mailers, translated ballots, and residency confirmation cards. The printing of these documents is not covered in the piggyback contract, resulting in a larger share of the services requested being part of the sole source.
Finally, in 2024 it was noticed that Pro Document Solutions was not able to honor the pricing in the San Luis Obispo contract. Pro Document Solutions prints ballots and other election materials for two major ballot processing vendors, Hart Intercivic and Dominion. Due to the volume of Dominion ballots that Pro Document Solutions prints, they received discounts that are not available for the paper needed to print Hart Intercivic ballots. There are also variations in the requirements to print the different types of ballots that make price matching unfeasible.
After the March 2024 election was certified, a review was done to determine the amount of the products that were still covered by the San Luis Obispo contract. In that review, it was determined that roughly 10% of the items requested were still covered by the piggyback contract and the remainder were only covered by a sole source. For this reason alone, it became necessary to execute a new contract that includes all services requested by the county. This not only provides necessary protections for the county within the contract, but also allows the county to negotiate pricing based on the quantities needed and the type of ballot paper that is required. The Elections Office is requesting a five-year contract for continuity over the next four years' election cycle ending with the Presidential General election in 2028.
Since 2022, the Elections Office has asked Pro Document Solutions to print and send out additional documents that are mandated by the California Elections Code, such as Voter Choice Act mailers, translated ballots, and residency confirmation cards. The printing of these documents is not covered in the piggyback contract, resulting in a larger share of the services requested being part of the sole source.
Finally, in 2024 it was noticed that Pro Document Solutions was not able to honor the pricing in the San Luis Obispo contract. Pro Document Solutions prints ballots and other election materials for two major ballot processing vendors, Hart Intercivic and Dominion. Due to the volume of Dominion ballots that Pro Document Solutions prints, they received discounts that are not available for the paper needed to print Hart Intercivic ballots. There are also variations in the requirements to print the different types of ballots that make price matching unfeasible.
After the March 2024 election was certified, a review was done to determine the amount of the products that were still covered by the San Luis Obispo contract. In that review, it was determined that roughly 10% of the items requested were still covered by the piggyback contract and the remainder were only covered by a sole source. For this reason alone, it became necessary to execute a new contract that includes all services requested by the county. This not only provides necessary protections for the county within the contract, but also allows the county to negotiate pricing based on the quantities needed and the type of ballot paper that is required. The Elections Office is requesting a five-year contract for continuity over the next four years' election cycle ending with the Presidential General election in 2028.
Collaborations (including Board advisory groups and external partner agencies)
Staff collaborated with the General Service procurement division in order to collect quotes, review contract terms, and collect data on vendors. County Counsel reviewed and approved the contract as to form. The County Risk Manager helped with reviewing and approving insurance adjustments and waivers. The Department of Financial Services budget team helped with fiscal impact explanations and the contingencies of the contract.
Competitive Bid Process/Vendor Performance
A sole source is requested for the services provided by Pro Document Solutions.The reason for the sole source is that the California Secretary of State (SOS) must approve any vendor that wishes to provide these services to counties in California. As of 2024, there are 10 approved vendors on the SOS list. Of the 10 approved vendors, nine of them print Hart Intercivic ballots. Additionally, it is important that any vendor that we work with has the expertise to meet California deadlines and understands the California Elections Code. Only four ballot printing vendors are currently doing business in California. Of those four vendors, Pro Document Solutions stands out as the most trusted and well versed in providing this service. It has been an approved ballot printer in California since 2001. It also provides ballot printing services to 26 counties in California. K&H services 18 counties, Runbeck services seven counties, and Mailing System services five counties. Data from three counties is not known, and Los Angeles uses both Pro Document Solutions and K&H as a print vendor. Runbeck is not an option for the Elections Office due to a breach of contract that resulted in the termination of that contract.
Another reason for a sole source is, as stated above in the "reason for recommended action" section, the majority of these services were originally covered under a piggyback contract from San Luis Obispo County with the remainder of the services being included in a separate sole source. Over time, the usefulness of the piggyback contract diminished due to changing needs and price matching, resulting in a greater reliance on the sole source. Now that approval for a new contract is being sought, a new sole source has also been written to take into account the current needs of the Elections Office.
Another reason for a sole source is, as stated above in the "reason for recommended action" section, the majority of these services were originally covered under a piggyback contract from San Luis Obispo County with the remainder of the services being included in a separate sole source. Over time, the usefulness of the piggyback contract diminished due to changing needs and price matching, resulting in a greater reliance on the sole source. Now that approval for a new contract is being sought, a new sole source has also been written to take into account the current needs of the Elections Office.
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 4,500,000
- Amount budgeted for expenditure:
- $ 900,000
- Additional expenditure authority needed:
- $ 0
- On-going commitment (annual cost):
- $
Source of Funds for this Expenditure
- General Fund
- $4,500,000
Further explanation as needed:
This contract has a few variables in it that will affect the overall cost of the contract. First, the cost of the contract is based on the number of elections that take place within the contract period. There are five major elections currently scheduled through June 30, 2029, with a presidential general election taking place in November 2024, a gubernatorial primary and general election taking place in calendar year 2026, and a presidential primary and general election taking place in calendar year 2028. For each of these elections, the contract maximum is $700,000 while the actual printing, addressing, and mailing needs for recent elections has incurred expenditures closer to $450,000.
Second, there currently are no special elections planned within the contract period. Jurisdictions may call a special election for a variety of reasons including, but not limited to candidate retirement, death, recall, or redistricting. If a jurisdiction does call a special election, they may request the services of the Yolo County Elections office, which would trigger additional costs. For each special election, the contract maximum is $300,000, however, the actual cost of a special election's printing, addressing, and mailing services can be as little as $10,000 for small elections and as much as $300,000 for county-wide special elections.
Finally, there is pending legislation (California Assembly Bill 884) that, if signed into law, would require Yolo County to print all election related materials in both English and Spanish. This could drastically increase the cost of printing ballots, voter information guides, and other various mailers, by increasing the length of each document. If this bill is signed into law, the contract maximum will increase by $200,000 for each primary and general election, and by $100,000 for each special election. The increase in cost is an estimate, and the full fiscal impact of the legislation is not fully known at this time.
With pending legislation and the possibility of changing costs, each year's allocated amount will be requested through the budget process. With the upcoming Presidential Election and the pending legislation of AB 884, FY2024-25 has expected expenses of $900,000.
Second, there currently are no special elections planned within the contract period. Jurisdictions may call a special election for a variety of reasons including, but not limited to candidate retirement, death, recall, or redistricting. If a jurisdiction does call a special election, they may request the services of the Yolo County Elections office, which would trigger additional costs. For each special election, the contract maximum is $300,000, however, the actual cost of a special election's printing, addressing, and mailing services can be as little as $10,000 for small elections and as much as $300,000 for county-wide special elections.
Finally, there is pending legislation (California Assembly Bill 884) that, if signed into law, would require Yolo County to print all election related materials in both English and Spanish. This could drastically increase the cost of printing ballots, voter information guides, and other various mailers, by increasing the length of each document. If this bill is signed into law, the contract maximum will increase by $200,000 for each primary and general election, and by $100,000 for each special election. The increase in cost is an estimate, and the full fiscal impact of the legislation is not fully known at this time.
With pending legislation and the possibility of changing costs, each year's allocated amount will be requested through the budget process. With the upcoming Presidential Election and the pending legislation of AB 884, FY2024-25 has expected expenses of $900,000.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Jesse Salinas | Jesse Salinas | 09/16/2024 10:27 AM |
| Financial Services (Originator) | David Estrada | 09/17/2024 09:09 AM |
| County Counsel | Hope Welton | 09/17/2024 09:54 AM |
| Yen Nguyen | Yen Nguyen | 09/17/2024 12:52 PM |
- Form Started By:
- Dylan Rader
- Started On:
- 09/05/2024 10:04 AM
- Final Approval Date:
- 09/17/2024