DEPARTMENT: Elections
FILE TYPE: Consent Action
TITLE
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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 assume...
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