Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 8-07-2023
Requesting Agency: Clerk & Recorder
Division:
Subject Matter Expert Name: Lisa Stubbs
Email Address: Lisa.stubbs@denvergov.org <mailto:Lisa.stubbs@denvergov.org>
Phone Number:
Item Title & Description:
(Do not delete the following instructions)
These appear on the Council meeting agenda. Initially, the requesting agency will enter a 2-3 sentence description. Upon bill filling, the City Attorney’s Office should enter the title above the description (the title should be in bold font).
Both the title and description must be entered between the red “title” and “body” below. Do not at any time delete the red “title” or “body” markers from this template.
title
A resolution approving a proposed Second Amendatory Agreement between the City and County of Denver and Runbeck Election Services, Inc. to purchase additional elections hardware, software, and related services, citywide.
Amends a contract with Runbeck Election Services, Inc., by adding $718,756 for a new total of $1,210,536 and four years for a new ending date of 12-31-2027 to purchase a second mail sorter unit, software license and extended warranty agreement to increase speed of the ballot counting process, citywide (CLERK-202369075 / CLERK-202265259). The last regularly scheduled Council meeting within the 30-day review period is on 9-18-2023. The Committee approved filing this item at its meeting on 8-15-2023.
body
Affected Council District(s) or citywide?
Citywide
Contract Control Number:
CLERK-202369075 / CLERK-202265259
Vendor/Contractor Name (including any “DBA”):
Runbeck Election Services, Inc.
Type and Scope of services to be performed:
2nd mail sorter unit, license and support fees
Location (if applicable):
WBE/MBE/DBE goals that were applied, if applicable (construction, design, Airport concession contracts):
N/A
Are WBE/MBE/DBE goals met (if applicable)?
N/A
Is the contract new/a renewal/extension or amendment?
Amendment
Was this contractor selected by competitive process or sole source?
No - The Agilis system by Runbeck is the only ballot sorting system used exclusively for receiving, sorting, and verifying ballots. Agilis is the only system designed specifically to work with the Colorado Voter Registration statewide database (aka “SCORE”). Agilis is also the only ballot sorting system that provides updates to their systems to maintain county compliance with Colorado Revised Statues Title 1 and the Colorado Department of State Election Rules as part of the annual software support fee.
For New contracts
Term of initial contract:
Options for Renewal:
How many renewals (i.e. up to 2 renewals)?
Term of any renewals (i.e. 1 year each):
Cost of initial contract term:
Cost of any renewals:
Total contract value council is approving if all renewals exercised:
For Amendments/Renewals Extensions:
Is this a change to cost/pricing; length of term; terms unrelated to time or price (List all that apply)?
Cost and length of term
If length changing
What was the length of the term of the original contract?
8/1/2022 - 12/31/2023
What is the length of the extension/renewal?
4 years
What is the revised total term of the contract?
8/1/2022 - 12/31/2027
If cost changing
What was the original value of the entire contract prior to this proposed change?
$491,780
What is the value of the proposed change?
$718,756
What is the new/revised total value including change?
$1,210,536
If terms changing
Describe the change and the reason for it (i.e. compliance with state law, different way of doing business etc.)