Administrative
Report
H.21., File # 22-4725 Meeting Date: 9/6/2022
To: MAYOR AND CITY COUNCIL
From: ELEANOR MANZANO, CITY CLERK
TITLE
APPROVE AN AGREEMENT WITH HART INTERCIVIC, INC. FOR PURCHASE OF TABULATION AND SOFTWARE, BALLOT DESIGN, AND PROFESSIONAL SERVICES FOR THE OCTOBER 19, 2022 SPECIAL MUNICIPAL ELECTION AND MARCH 7, 2023 GENERAL MUNICIPAL ELECTION IN AN AMOUNT NOT TO EXCEED $150,000 FOR THE TERM SEPTEMBER 6, 2022 - SEPTEMBER 5, 2023, WITH A ONE-YEAR OPTION TO EXTEND
EXECUTIVE SUMMARY
Redondo Beach will be holding an all-mailed ballot Special Municipal Election on October 19, 2022 as provided in the Municipal Code and in accordance with the City Charter.
This agreement is for equipment purchase and software licensing, ballot design and professional services for both the October 19, 2022 Special Election and the March 7, 2023 General Municipal Election. We are utilizing the Hart Verity Master Agreement which includes some non-standard provisions.
BACKGROUND
The March 2, 2021 General Municipal Election was a successfully City-conducted standalone allmailed ballot election. Contracted assistance of Hart InterCivic, Inc. was provided for rental of Stateapproved equipment and proprietary software. Our election served as a model for other cities to conduct their own standalone elections and contracted with Hart Intercivic. The City received a $10,000 discount on this contract as a result of these referrals.
With this agreement, the City Clerk’s office recommends purchasing the tabulation equipment and subscribing to the associated software, rather than via a rental agreement, which will essentially pay for itself when the October 19, 2022 Special Election and March 7th General Municipal Elections are concluded. This will prove to be a cost-effective measure for future elections that can be utilized for approximately an additional five years after this current election cycle.
COORDINATION
The City Clerk’s Office has coordinated with the City Attorney’s office.
FISCAL IMPACT
The City Clerk’s Office will return mid-fiscal year to request additional funds to cover the additional th
H.21., File # 22-4725 Meeting Date: 9/6/2022
costs for the October 19th Special Election; however, the March 2, 2023 General Municipal Election has been budgeted for FY22-23.
APPROVED BY:
Eleanor Manzano, City Clerk
ATTACHMENTS
Agreement - Hart InterCivic, Inc.