Department
Registration & Elections
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of a statewide contract - Registration & Elections - SWC99999-SPD-T20270514-0001, Mailing Equipment, Supplies & Maintenance Services in an amount not to exceed $658,907.21 with Quadient, Inc. (Milford, CT) to provide VBM Inbound & Outbound Mailing System. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-462, requests for approval of statewide contracts of more than $100,000 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background:
Scope of Work: The equipment is a high-volume mail assembly solution that processes an unprecedented variety of mail. The process entails using the Georgia Registered Voter Information System to sync with ballot PDFs to print daily ballots in-line as needed. This will eliminate stockpiling of pre-printed ballots which will reduce waste, handling cost, and damage. This will also result in Fulton County being able to easily meet deadlines. The proposed process will include intelligent mail barcode technology with the Fulton County outbound ballot mailing process. The system will be able to track and trace the ballot envelopes all the way to the letter carrier. Each time the barcode is scanned it will show up in the tracking report, which will result in quicker delivery to the recipient by an average of 1-3 business days. The amount of time to process the ballots will be exponentially reduced, allowing staff to keep up with election demands. Human handling and transport of ballot envelopes will be minimized, resulting in increased ballot security. It also helps to nullify human error, prevents the placement of ballots in incorrect bins, and will ultimately enhance ballot security. Lastly the system has the ability to quickly update Voter Records to display the receipt of a Ballot, avoiding inquiry calls.
This is a new system and in accordance with Purchasing Code Section 102-386 regarding intellectual property, the anticipated useful life of the intellectual property is a minimum of 5 years and the anticipated annual cost for maintenance and support agreement, service agreement and licensing fees in order to maintain the intellectual property over its useful life is estimated to be $72,000 annually.
Community Impact: This will ensure compliance of election policies and procedures.
Department Recommendation: The Department of Registration and Elections recommends approval.
Project Implications: This will ensure compliance with election policies and procedures.
Community Issues/Concerns: Staff is not aware of any community issue / concerns.
Department Issues/Concerns: The Department does not have any issue or concerns regarding the approval of this contract.
Contract Modification: New request
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
N/A
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Pricing Sheet
Exhibit 2: Statewide Contract
Contact Information (Type Name, Title, Agency and Phone)
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Nadine Williams, Director, Registration and Elections, 404-612-3130
Contract Attached
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No
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$658,907.21 |
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TOTAL: |
$658,907.21 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
500-265-2650-1410: Capital Improvements, Registration & Elections, Equipment - $658,907.21
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Key Contract Terms |
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Start Date: Upon approval |
End Date: 12/31/2023 |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating: 3.0
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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11/1/2022 |
6/30/2023 |