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Consent Agenda Item 4. A.

Regular BOS Meeting

Meeting Date:	11/20/2018
Submitted For:	Sadie Bingham	Submitted By:	Charlotte Williams, Chief Deputy Recorder
Department:	Recorder's Office

Information

Request/Subject

Voter Registration Services and Support Intergovernmental Agreement (IGA)

Background Information

In May 2005, the original Memorandum of Understanding /Contract for HAVA was signed between the State of Arizona and Gila County. That original contract provided financial assistance to all 15 Arizona counties to address a number of projects relating to accessible voting systems. The Secretary of State would be amending the original IGA for payment of the services from the 15 counties' general funds to the State's remaining HAVA funds and the counties are requesting that a new IGA be implemented. The Arizona Secretary of State (SOS) entered into an agreement with Election Services & Software, Inc. (ES&S) for software and software maintenance services. The Recorder's Office utilizes the goods and services provided by ES&S to conduct elections and maintain the County's voter registration rolls. The SOS has initiated a Request for Proposals to obtain software and software maintenance services that would replace the existing ES&S contract. Secretary and County have mutually determined that County’s fair share of all costs associated with the ES&S Agreements is $3,475.76 for services rendered in fiscal year 2019. Payment will be rendered once County receives an invoice from Secretary.

Evaluation

The County Attorney has reviewed the IGA and the next step in the process would be to present this IGA for the Board of Supervisors' approval.

Conclusion

This IGA is for the purpose of continuing the maintenance and the operation of the existing voter registration system with the current vendor, ES&S. The State has begun the Request for Proposals process for procurement of a new voter registration system. This IGA is for services during the progression and implementation of said system.

Recommendation

The Gila County Recorder's Office recommends that the Board of Supervisors approve this IGA.

Suggested Motion

Approval of a Voter Registration Services and Support Intergovernmental Agreement between the Gila County Recorder's Office and the Arizona Secretary of State (SOS) at a cost of $3,475.76 payable to the SOS covering the period of July 1, 2018, through June 30, 2019.

Attachments
Intergovernmental Agreement for Voter Registration Services and Support