MEETING DATE: 12/14/2021
DEPARTMENT: COUNTY CLERK-AUDITOR-RECORDER ELECTIONS
DEPT HEAD/DIRECTOR: Joe Paul Gonzalez
AGENDA ITEM PREPARER: Francisco Diaz
SBC DEPT FILE NUMBER: 285
SUBJECT:
COUNTY CLERK/AUDITOR/RECORDER/ELECTIONS- J.P. GONZALEZ
Approve and Authorize the County Clerk-Auditor-Recorder to execute a service agreement with K&H Printers – Lithographers, Inc. for Election Printing and Mailing services for the period of December 14, 2021 through December 14, 2025.
SBC FILE NUMBER: 285
AGENDA SECTION:
CONSENT AGENDA
BACKGROUND/SUMMARY:
The Elections Department service agreement with K&H Printers – Lithographers, Inc. for election printing and mailing services terminated on November 7, 2021.
On September 21, 2021, the Elections Department issued a Request for Quotations (RFQ) for election printing and mailing services.
Three out of six eligible vendors submitted proposals by the final deadline of October 29, 2021. Eligible vendors were identified from the approved list of certified vendors maintained by the California Secretary of State’s Office.
On November 16, 2021, Elections Staff evaluated proposals from K&H Printers – Lithographers, Inc., Runbeck Election Services Inc., and ProVote Solutions. The three vendors offer competitive services, but K&H Printers – Lithographers provides the best technical ability, past performance and references, and quality assurance.
K&H is a one-stop shop for all our election printing and mailing needs. They do not subcontract any part of their work and provide accurate and timely services. They provide similar services to Monterey County and Santa Cruz County.
K&H has a team of dedicated project managers called Election Coordinators who focus solely on elections, year-round. San Benito County will deal directly with two of these Election Coordinators on a day-to-day basis to oversee all aspects of elections.
K&H has over 20 years of experience in perfecting the vote by mail process. In the November 2020 election cycle, they produced over 80 million ballot cards and mailed over 22 million Vote by Mail packets to over 60 jurisdictions which use different types of systems and different ballot designs and different voting equipment. K&H only prints ballots for each voter request, which means that we are not stuck with leftover ballots or having to verify destruction or recycling of excess ballots.
K&H can produce audit reports which that prove every ballot was printed correctly, that every voter was sent a packet, and that every packet contains the correct ballot. This audit data, along with data picked up from the USPS tracking system, is carried through to a web portal which allows San Benito County to view or download reports.
RESOLUTION OR ORDINANCE NEEDED FOR THIS ITEM:
No
CONTRACT NEEDED FOR THIS ITEM:
Yes
CONTRACT AND RFP HISTORY:
1) Issue Request for Quotations (RFQ): Tuesday, September 21, 2021
2) Deadline for Written Questions: 5:00 p.m., PST, October 15, 2021
3) Proposal Submittal Deadline: 5:00 p.m., PST, October 29, 2021
4) Estimated Notification of Selection: November 2021
5) Estimated Agreement Date: November 2021
LAST CONTRACT AMOUNT OR N/A:
$10,000-$170,000 (election specific)
STATE IF THIS IS A NEW CONTRACT/ HOW MANY PAST AMENDED CONTRACTS/ OR N/A:
New Contract
STRATEGIC PLAN GOALS:
BUDGETED:
Yes
Budget Adjustment Needed: No
Unfunded Mandate (Is this a mandate not funded by the State): N/A