COUNTY CLERK-AUDITOR-RECORDER-ELECTIONS - J. P. GONZALEZ

Approve contract agreement with Runbeck Election Services, Inc. for the term of November 1, 2019 through October 30, 2023, for an amount not to exceed $91,125 over the period of the 4 year contract, for advanced technology in vote-by-mail ballot processing system, and authorize the Chair to sign.

SBC FILE NUMBER: 285

For the past 20 years, the Election’s Office has seen a historical increase in voter turnout and voter registration processing.  Voter turnout has reached an all-time high not only during Presidential Elections but also during mid-term Elections.  The 2018 mid-term almost matched the 2016 Presidential turnout.  In both Elections we had 20,000+ voters turnout to vote in San Benito County. 

However, there has been a large shift in the method of voting.   In 2000, over 80% of the voter voted on Election Day at their Polling Place.  In the 2018, less than 15% voted at their Polling Place.  In 2000, less than 18% voted-by-mail (VBM) and in 2018 over 85% utilize the VBM process.  This is due to the ease and convenience of voting by mail.  (Refer to attached SBC 20 Year Voting Trends)

The main obstacle the Department has encountered is a bottleneck during the VBM processing period in receiving, sorting, batching and entry of the VBMs into our Election Management System for validation.  Currently, the processing time takes several staff over several weeks to perform these duties. 

In an effort to expedite efficiencies in VBM processing and reduce staff time the Department is requesting the purchase of an automated return VBM processing system.  Upon researching available and certified systems which are tested in California Counties, Runbeck is the most qualified vendor for small to medium size counties at the most affordable price. 

Anticipated gains of the purchase of the Runbeck VBM processing system can be found in the attached Case Study.  Based on San Benito County’s size and current voting trends the Department expects an increase in efficiencies of processed VBMs which will meet the growing public demand for timely Election Results and final Certification.

This system was budgeted in the FY-2019/20 and will be covered by a Board approved State Grant regarding Voting Systems and Technologies.  The net county cost for the Runbeck system will less than $25,000 over the 4 year contract period.