Title
Printing of Optical Scan Ballots and Ballot Packet Assembly Contract - EXC 20-060 - Request for Award (Ordinance S-49238)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Runbeck Election Services Inc. to provide printing of optical scan ballots and ballot packet assembly for the City Clerk Department. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract[s] will not exceed $10,000,000.
Report
Summary
This contract will provide printing of optical scan ballots and ballot packet assembly for use in City of Phoenix elections. The ballots are issued to voters through mail ballot packets, in-person early voting and at voting centers. The optical scan ballots must be compatible with the State-certified ballot tabulation systems from Dominion Voting Systems (DVS) that is currently being used for City of Phoenix elections. The vendor will also prepare early ballot packets, which contain an optical scan ballot, an affidavit envelope, a frequently asked questions (FAQ) flyer, and a voting instructions sheet, and will send to voters voting by mail.
Procurement Information
In accordance with AR 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition. City conducted election ballots must be created to meet very unique specifications and requirements to be able to work with the existing tabulation equipment. Additionally, there are specific legal and technical packet assembly and mailing requirements. Contracting with Runbeck Election Services Inc. will ensure consistency and compatibility with current systems in place.
Contract Term
The contract will begin on or about Dec. 15, 2022, for a five-year term with no options to extend.
Financial Impact
The aggregate contract value for will not exceed $10,000,000 for the five-year aggregate term.
Funding is available in the City Clerk Department's Operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Ginger Spencer and the City Clerk Department.