Item:
Title
Board of Elections Contract Amendment with SouthData
Body
Date of BOCC Meeting: February 24, 2020
Request for Board Action:
Agenda Text
The Board is requested to approve the Durham County Board of Elections request to increase our service contract with SouthData for printing services. Services include printing Emergency Pollbooks, Voter Information Cards, Voter Confirmation Cards, Special Mailings, Specialized Absentee Envelopes and Precinct Official Manuals.
The compensation paid to the Contractor is requested to be increased by $10,000.00. The total amended not to exceed amount will increase from 38,500 to $48,500.00. This will cover additional services for the remainder of the fiscal year.
This request is being made to accommodate new services being rendered by the vendor. These services include the printing of custom absentee-by-mail envelopes, the production of election official procedural manuals, voter notifications, and emergency supplies. Although the initial contract amount was expected to absorb potential new printing services, the Board of Elections was required to distribute unbudgeted polling place change notifications and letters to affected registrants in Durham County, which impacted initial projections. Reallocation of existing dollars will be used to cover the requested increase in services provided by the vendor.
Alignment with Strategic Plan: The contract request aligns with Goal 5 (51A) of the county’s strategic plan and is consistent with visionary government.
Resource Persons: Elections Director Derek L. Bowens and Deputy Director Brenda Baker
County Manager’s Recommendation: The County Manager recommends that the Board approve the Board of Elections to enter into a contract amendment, as stipulated herein, with SouthData to continue providing critical election services to the residents of Durham County.
Signature
County Manager: ____________________________