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Consent Agenda Item 4. B.

Regular BOS Meeting

Meeting Date:	07/07/2020
Submitted For:	Sadie Bingham	Submitted By:	Charlotte Williams, Chief Deputy Recorder
Department:	Recorder's Office
Fiscal Year:	2019/2020	Budgeted?:	Yes
Contract Dates Begin & End:	November 25, 2019 through July 1, 2020	Grant?:	No
Matching Requirement?:	No	Fund?:	Replacement

Information

Request/Subject

Cost-Sharing Agreement for the Statewide Voter Registration Database.

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 Intergovernmental Agreement (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. Upon the termination of the ES&S contract, the Secretary entered into the maintenance and operation phase of the contract between the SOS and Sutherland Government Solution Inc. for software and maintenance services as these services relate to the statewide voter registration database. The Secretary and County have mutually determined that the County’s fair share of all costs associated with the ES&S and Sutherland Government Solution Inc. agreements are $3117.79 for services rendered in fiscal year 2019/2020.

Evaluation

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

Conclusion

This Agreement is for the purpose of establishing the costs incurred for the ES&S software and maintenance services for the Statewide Voter Registration Database from July 1, 2017, and extended to December 31, 2019, and Sutherland Government Solution Inc. for the maintenance and operation phase of the contract for software and maintenance services for the Statewide Voter Registration Database which began on November 25, 2019, through July 1, 2020.

Recommendation

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

Suggested Motion

Approval of a Cost Sharing Agreement for Statewide Voter Registration Database between the Gila County Recorder's Office and the Office of the Secretary of State at a cost of $3117.79 for fiscal year 2019/2020.

Attachments
Cost Sharing Agreement for Statewide Voter Registration Database