Title
Ballot Sorting System Lease, Including Training, Maintenance, and Repair - RFP 21-001 - Amendment - City Clerk (Ordinance S-52403) - Citywide
Description
Request to authorize the City Manager, or his designee, to execute an amendment to contract 153411 with Runbeck Election Services, LLC to extend the contract term and add additional expenditures. Further request to authorize the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $87,000.
Report
Summary
This contract will provide continued use of the ballot envelope sorting system to process early ballots and other election materials in an efficient, accurate, and timely manner. The City of Phoenix City Clerk Department conducts Runoff and Special Elections for the City. Most voters in City of Phoenix elections vote using a ballot they received in the mail. There are currently 857,656 registered voters in Phoenix, with almost 645,500 of these voters on the Active Early Voting List (AEVL). Voters in the AEVL are automatically sent an early ballot by mail for each election in which they are eligible to vote, unless a voter requests the ballot not be mailed. Prior to this contract, mail in ballot envelopes were sorted manually by City staff.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
Upon approval, the contract will be extended through November 30, 2027.
Financial Impact
Upon approval of $87,000 in additional funds, the revised aggregate value of the contract will not exceed $450,000. Funds are available in the City Clerk Department’s operating budget.
Concurrence/Previous Council Action
The City Council previously reviewed this request:
• Ballot Sorting System Lease, Including Training, Maintenance, and Repair - Requirements Contract 153411 (Ordinance S-47104) on November 18, 2020.
Department
Responsible Department
This item is submitted by Deputy City Manager Alan Stephenson and the City Clerk Department.