DEPARTMENT: Elections
FILE TYPE: Consent Action
TITLE
title
Authorization To Renew Contract For Printing And Mailing Of Election Ballots With SeaChange
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PURPOSE/ACTION REQUESTED
Authorize the Public Services and Revenue Division Director, or their designee, to renew the current contract for 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. By Resolution No. 24-280 (May 21, 2024), the County Board authorized a contract with SeaChange for ballot printing and mailing services in 2024 and 2025. The contract is up for renewal on December 31, 2025.
SeaChange printed and mailed ballots successfully during the first term of this agreement, which included the 2024 State Primary and State General Elections. They use an automated ballot assembly process that has reduced errors and improved efficiency.
All mailed 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 agreement includes a cost-share framework and revenue will be collected from these partners for their share of absentee voting costs, including printing and mailing ballots.
When the procurement process for printing and mailing ballots was conducted in 2024, SeaChange’s comprehensive cost of a mailed ballot packet was the lowest among all bidders. The contract does not escalate pricing upon contract renewal.
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 recommends adding an additional $450,000 to this agreement to ensure adequate costs for the furnishing, printing, and mailing of optical scan election ballots through 2026. This estimated contract maximum assumes contingencies for large format ballots and high voter turnout.
RECOMMENDATION
recommendation
Staff recommends the County Board authorize the Public Services and Revenue Division Director, or their designee, to renew the current contract with SeaChange for furnishing, printing, and mailing of optical scan ballots, and add an additional $450,000 to the contract maximum for ballots through 2026.
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EXPLANATION OF FISCAL/FTE IMPACTS
The required funds of $450,000 is included in the 2026 recommended County Manager budget for election support, printing, and postage.
The joint powers agreement for absentee voting includes a cost-share framework and revenue will be collected from all partners for their share of absentee voting costs, including printing and mailing ballots.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, the County is required to purchase and appropriate ballots for use during upcoming elections; and
WHEREAS, by Resolution No. 24-280 (May 21, 2024), the Dakota County Board authorized a contract with SeaChange for ballot printing and mailing services in 2024 and 2025, and the contract is up for renewal on December 31, 2025; and
WHEREAS, SeaChange printed and mailed ballots successfully during the first term of this agreement, which included the 2024 State Primary and General Elections, using an automated ballot assembly process that has reduced errors and improved efficiency; and
WHEREAS, all mailed 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 joint powers agreement for absentee balloting services includes a cost-share framework and revenue will be collected from these partners for their share of absentee balloting costs, which include printing and mailing ballots; and
WHEREAS, SeaChange’s comprehensive cost of a mailed ballot packet was the lowest among all bidders during the initial procurement process for mailing and printing ballots, and the contract does not escalate pricing upon contract renewal; and
WHEREAS, SeaChange produces over 75 percent of the absentee and election day supplies used in the State of Minnesota and print ballots for 54 counties in the State; and
WHEREAS, staff recommends renewing the current contract for with SeaChange for furnishing, printing, and mailing of optical scan ballots, and add an additional $450,000 to the contract maximum for ballots through 2026; and
WHEREAS, funding for this contract is included in the Elections Department budget for election support, printing, and postage.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Public Services and Revenue Division Director, or their designee, to renew the contract for a one-year term with SeaChange for ballot printing and mailing and add $450,000 to the contract maximum for ballots through December 1, 2026.
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PREVIOUS BOARD ACTION
24-280; 5/21/24
ATTACHMENTS
Attachment: None
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Michelle Blue
Author: Michelle Blue