To: Board of Supervisors
From: Clerk/Recorder
Agenda Section: Consent
SUBJECT:
title
Authorize OmniBallot Online Agreement with Democracy Live, Inc.
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RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Authorize the County Clerk/Recorder/Registrar of Voters or her designee to execute the attached contract with Democracy Live, Inc.
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SOURCE OF FUNDING:
Federal Help America Vote Act (HAVA) 261 funds administered by the U.S. Elections Administration Commission (EAC).
General Fund
DISCUSSION:
On March 15, 2016, the Clerk/Recorder/Registrar of Voters came before the Board of Supervisors requesting authorization to enter into an agreement with Democracy Live, Inc., for its LiveBallot Sample Ballot software. The LiveBallot Sample Ballot is an accessible web-based software that provides voters with a fully Americans with Disabilities Act (ADA) compliant sample ballot and voter information guide through the county’s website.
Beginning January 1, 2020, county elections officials are mandated to expand accessible web-based services to include a remote accessible vote by mail system that enables voters to access, mark and print ballot materials to assist in their voting experience. Providing this service to voters requires the Office of Elections to secure necessary web-based software. The Clerk/Recorder/Registrar of Voters requests the Board’s approval to expand services contracted with Democracy Live to include their Remote Accessible Vote By Mail Solution (“Secure Select”). Secure Select has been certified by the Secretary of State and meets all federal and state mandates. The remote accessible vote by mail system does not require online voting capability, nor does Secure Select establish a platform for online voting.
Furthermore, contracting with Democracy Live, Inc. to receive its Uniformed Overseas Civilians Absentee Voting Act and Military and Overseas Voter Empowerment Act (UOCAVA MOVE Act) Solution qualifies the County of Humboldt for Democracy Live’s OmniBallot Online Bundle. The OmniBallot Online Bundle includes the following services: (1) Remote Accessible Vote By Mail Solution (“Secure Select”); (2) Accessible Sample Ballot; (3) Voter Guide; and, (4) UOCAVA MOVE Act Solution. Bundling enables the county to meet federal and state mandates, while receiving discount pricing and expanding accessible web-based services to military and overseas voters.
In 2017, the Office of Elections applied for and was awarded grant funding through the HAVA in the sum of $20,000. One of the stated HAVA goals is to ensure the accessibility of the entire electoral process for voters with disabilities. Costs for all services, except the UOCAVA MOVE Act Solution, is eligible for reimbursement through HAVA grant funding.
FINANCIAL IMPACT:
The County of Humboldt’s existing agreement with Democracy Live includes a one-time setup fee of $9,500 and an annual subscription fee of $1,900 beginning December 31, 2018. Services provided are an accessible sample ballot and voter information guide. Current costs are eligible for reimbursement through HAVA grant funding.
Regular pricing for OmniBallot services are, as follows:
Secure Select $ 9,500 Required by Law
Accessible Sample Ballot and Voter Guide $ 2,500 Required by Law
UOCAVA MOVE Solution $ 2,500
Total Regular Price: $14,500
Democracy Live provided a price quote of $10,500 reflecting a bundling discount and special county discount, as follows:
Secure Select $ 7,500 Required by Law
Accessible Sample Ballot and Voter Guide $ 2,500 Required by Law
UOCAVA MOVE Solution $ 500
Discounted Bundle Pricing:$10,500
Impact on the General Fund is minimal. Secure Select and the Accessible Sample Ballot and Voter Guide are eligible for reimbursement through HAVA grant funding. Bundling services enables the County of Humboldt to meet state and federal mandates while providing military and overseas voters with expanded services for a minimal cost to the county of $500 per year, which has been included in the department’s budget.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing community-appropriate levels of service, managing our resources to ensure sustainability of services, and fostering transparent, accessible, welcoming and user friendly services.
OTHER AGENCY INVOLVEMENT:
U.S. Elections Administration Commission
Secretary of State
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board could choose not to approve the agreement with Democracy Live. This alternative is not recommended. The county is legally required to provide voters with accessible web-based services. Not approving this agreement will require the Office of Elections to spend additional department resources to research and secure a new service vendor.
The Board could choose not to approve the UOCAVA MOVE Solution. This alternative is not recommended as it would make the county ineligible for bundle pricing, costing the county more money for fewer services provided.
ATTACHMENTS:
Current Democracy Live LiveBallot Agreement (dated February 22, 2017)
Proposed Democracy Live OmniBallot Agreement
OmniBallot Price Quote
PREVIOUS ACTION/REFERRAL:
Board Order No.: C-11
Meeting of: March 15, 2016
File No.: N/A