Commissioners approve slate of contracts and change orders for IT, elections and fleet services

DeKalb County commissioners approved a series of contract change orders and sole-source ratifications spanning information technology, elections logistics and fleet services.

Key approvals included a change order to increase funds for the county's customer-billing integration system (contract 1365939) with Systems and Software Inc, not to exceed $7,550,000 for annual hosting, maintenance and support. Commissioners also approved a sole-source maintenance extension for courtroom and conference-room audio/visual equipment with BIS Digital Inc for $266,581.23, and a change order for ProjectDocs (Evolve Software Corporation) to support online electronic plan submittals for Planning and Sustainability in an amount not to exceed $134,352.

Fleet management recommended awarding a two-year, renewable contract for surplus-property and vehicle auctions to Equiline Auction Group, using a hybrid on-site/online model and an estimated fee of up to 8 percent per sale. Fleet staff said the hybrid model increases bidder participation and provides full-service auction support.

Elections-related items included: a change order to rent 26-foot lift-gate trucks (contract 1361554) for transport of election equipment to polling sites (increase to Reiner Truck Transportation Services Inc, not to exceed $45,000); an extension for the county’s vote-by-mail package printing (First Orange Press) not to exceed $10,000; and an ImageCast emergency-ballot printing extension with Tatnall Ballot Solutions through year-end. Staff said these actions were intended to ensure operational readiness for the 2026 election cycle and any special or runoff elections.

Commissioners asked whether the election-related estimates account for potential increases in mail-in ballots. Elections staff said they reviewed 2024 and other prior-cycle turnout and are monitoring demand; they told the committee they would return if additional funding were needed. Multiple items were approved by voice vote; one committee item passed with one member recorded as opposed.

Provenance: motions and approvals were made on the record during the committee meeting after staff presentations on each item. Several presenters described vendor roles: maintenance and card-payment functionality for customer billing; hybrid on-site/online auction features for surplus property; and separate vendors for vote-by-mail and emergency-ballot printing.

Next steps: procurement will complete formal contract documentation and staff will continue to monitor election logistics and return to the commission if additional funds or substitutes are required.

Representative staff description of the largest item read in the meeting: "This request seeks to increase contract funds awarded to Systems and Software Inc, amount not to exceed $7,550,000." (paraphrased from staff presentation).