DEPARTMENT: Public Services and Revenue Administration
FILE TYPE: Consent Action
TITLE
title
Authorization To Award Bid And Execute Contract For Printing And Mailing Of Election Ballots
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PURPOSE/ACTION REQUESTED
Authorize the Public Services and Revenue Division Director, or their designee, to award bid and execute a contract with SeaChange for furnishing, printing, and mailing of optical scan ballots.
SUMMARY
The County is required to purchase and appropriate ballots for use during upcoming elections. The number of ballots needed is estimated based on the number of registered voters and past voter turnout. The actual size of the ballot that will be printed is determined by the number of candidates and questions.
The current mailed ballot assembly process is an inefficient, manual process. An automated ballot assembly process will reduce errors and improve efficiency. Nearly all absentee ballots now originate from Dakota County as a result of the 2024 joint powers agreement with the cities, towns, and school districts in the County for absentee ballot services. The volume of absentee ballots has also grown nationally in the wake of the COVID pandemic and legislation expanding mail balloting and establishing a permanent absentee program.
Staff published a Request for Proposals on April 1, 2024 and five proposals were received by the stated deadline of April 15, 2024. As part of the bid process, respondents were required to submit sample ballots that were tested by Elections staff to determine that the ballots meet statutory and electronic tabulation requirements.
Four companies offered the mailing service in addition to ballot printing. SeaChange’s comprehensive cost of a mailed ballot packet was the lowest among all bidders and their test ballots meet statutory and electronic tabulation requirements. SeaChange produces over 75 percent of the absentee and election day supplies used in the State of Minnesota. They currently print ballots for 54 counties in the State and also mail ballots for a subset of those customers.
Staff reviewed the proposals thoroughly and recommend award of the contract to SeaChange, in an amount not to exceed $535,000 for the furnishing, printing, and mailing of optical scan election ballots. This estimated contract maximum assumes contingencies for large format ballots and high voter turnout. The estimated cost with built in contingencies breaks down as follows: 2024 Primary Election is $173,000 of which $23,000 is postage fees, the 2024 General Election is $362,000 of which $82,700 is postage fees.
RECOMMENDATION
recommendation
Staff recommends awarding the bid for furnishing, printing, and mailing optical scan election ballots to SeaChange and executing a contract for an amount not to exceed $535,000 for the cost of the 2024 Primary and General elections.
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EXPLANATION OF FISCAL/FTE IMPACTS
Funding for this contract is included in the 2024 Elections Department budget for election support, printing, and postage. The JPA for absentee balloting services includes a cost-share with cities and towns and revenue will be collected from these partners for their share of absentee balloting costs.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, the County is required to purchase and appropriate a number of ballots for use during upcoming elections; and
WHEREAS, the number of ballots needed is estimated based on the number of registered voters and past voter turnout; and
WHEREAS, the actual size of the ballot that will be printed is based on the number of candidates and questions; and
WHEREAS, the current mailed ballot assembly process is an inefficient, manual process and an automated ballot assembly process will reduce errors and improve efficiency; and
WHEREAS, nearly all absentee ballots now originate from Dakota County as a result of the 2024 joint powers agreement with the cities, towns, and school districts in the County for absentee ballot services, and
WHEREAS, the volume of absentee ballots has also grown nationally in the wake of the COVID pandemic and legislation expanding mail balloting and establishing a permanent absentee program; and
WHEREAS, staff published a Request for Proposals on April 1, 2024 and five proposals were received by the deadline of April 15, 2024; and
WHEREAS, respondents were required to submit sample ballots that were tested by Elections staff to determine that the ballots meet statutory and electronic tabulation requirements; and
WHEREAS, SeaChange’s comprehensive cost of a mailed ballot packet was the lowest among all bidders and their test ballots meet statutory and electronic tabulation requirements; and
WHEREAS, SeaChange produces over 75 percent of the absentee and election day supplies used in the State of Minnesota and currently prints ballots for 54 counties in the State and also mails ballots for a subset of those customers; and
WHEREAS, the estimated cost, which assumes contingencies for large format ballots and high voter turnout, for the 2024 Primary Election is $173,000 of which $23,000 is postage fees, and for the 2024 General Election is $362,000, of which $82,700 is estimated for postage fees; and
WHEREAS, staff recommends a contract with SeaChange for an amount not to exceed $535,000; and
WHEREAS, funding for this contract is included in the 2024 Elections Department budget for election support, printing, and postage; and
WHEREAS, the 2024 joint powers agreement for absentee balloting services includes a cost-share with cities and towns and revenue will be collected from these partners for their share of absentee balloting costs.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby awards the bid and authorizes the Public Services and Revenue Division Director, or their designee, to execute a contract for ballot printing and mailing for an amount not to exceed $535,000 with SeaChange, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
None.
ATTACHMENTS
None.
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Michelle Blue
Author: Michelle Blue