HomeMy WebLinkAboutCity Council Resolutions (R-02-1915)-02/19/2002
RESOLUTION R-02-1915
A RESOLUTION APPROVING A CONTRACT WITH THE TARRANT COUNTY
ELECTIONS ADMINISTRATION FOR ELECTION SERVICES
WHEREAS, the City of Colleyville, Texas, desires to conduct a General Election, to
be held on May 4, 2002, at which time the voters will elect
Councilpersons to Place 3, 4 and 5; and
WHEREAS, the City of Colleyville desires to contract with Tarrant County Elections
Administration for use of an on-line voting system to further enhance the
voting process.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1.
THAT the Colleyville City Council approves the contract, with the Tarrant
County Elections Administration for election services, hereby attached as
Exhibit "A".
AND IT IS SO RESOLVED.
PASSED BY A.VOTE OF 5 AYES, 0 NAYS, AND D ABSTENTIONS
ON THIS /9"" DAY OF ~~2002.
ATTEST: ~ CITY OF cOLLEYVILLE
~:::, TR ~i)~
City Secretary Mayor
CONTRACT FOR ELECTION SERVICES WITH TARRANT COUNTY ELECTIONS
ADMINISTRATION AND CITY OF COLLEYVILLE
THIS CONTRACT made this / 'l~ day of ~ ' 2002, by and between
City of Collevville , acting by and through the governing bod heremafter referred to as
"Governing Body", and Robert Parten, Elections Administrator of Tarrant County, Texas, hereinafter
referred to as "Contracting Officer", and by authority of section 31.092(b ), Texas Election Code, for
election services of the General Election on May 4,2002.
DUTIES AND SERVICES OF CONTRACTING OFFICER
The Contracting Officer shall be responsible for performing the following duties and shall
furnish the following services and equipment.
(a) Contact the owners or custodians of polling places or custodian of
some other public (or if unavailable, private) building in the election
precinct and arrange for its use as a polling place in the election.
(b) Procure and distribute all necessary election supplies, including:
(1) ballots;
(2) election kits;
(3) early voting equipment; and
(4) rental of tables and chairs
(c) Procure all necessary voting machines and equipment, transport
machines and equipment to and from the polling places, and prepare
the voting machines and equipment for use at the polling places, as
described in separate Rental Agreement. The ballot boxes and voting
booths are provided by the County.
(d) Provide for the notification and training of election officials.
(e) Supervise and conduct early voting in person and by mail. Arrange
for the notification and training of the Deputy Early Voting Clerks.
The early voting location, including days and hours of voting, are
established in the Order of Election. Ballot by mail request shall be
mailed to the Early Voting Clerk, Cynthia Singleton and will be
processed by the contracting officer. .
Ballots shall be mailed to Early Voting Clerk, P. O. Box 961011,
Fort Worth, Texas 76161-0011. Cynthia Singleton will serve as
Early Voting Clerk and Robert Parten, Tarrant County Elections
Administrator, will serve as Deputy Early Voting Clerk. Additional
Deputy Early Voting Clerks will be appointed to conduct early voting
at Colleyville City Hall, 5400 Bransford Road., Colleyville, Texas.
(f) Assist at the central counting station to receive and tabulate the voted
ballots.
The Central Count/ Ballot Board Judge shall be Bertha Westerman
Additional personnel shall be appointed by the Ballot Board Judge.
(g) Conduct a manual count of at least one percent (1 %) of the election precincts
or in three precincts, whichever is greater, and submit a written report.
(h) Publish the legal notice of the date, time, and place of the test of the
electronic tabulating equipment and conduct such test.
(i) Provide the advisory services in connection with the decisions to be
made and the actions to be taken by the governing body which is
responsible for holding the election.
G) Prepare the unofficial canvass report and deliver copy to governing body
as soon as possible, but in no event later than 10:00 AM on May 6, 2002.
(k) Provide the same services, equipment, and supplies necessary for the runoff
election if required. (Cost will be based on the actual number of hours
required in furnishing the additional services times the cost per hour specified
in this contract, together with the actual cost for supplies, equipment, and
rentals.) In the event a runoff election is necessary, the City and County
will enter into an amendment to this contract.
Serve as custodian of election records for 60 days following the election.
DUTIES AND SERVICES OF GOVERNING BODY
The governing body shall, at its sole cost and expense, perform the following:
(a) Prepare appropriate documents for assisting the Contracting Officer
in establishing precincts and polling places, election judges, and
members of the Early Voting Ballot Board, if necessary. The Central
Count/Ballot Board Judge shall be Bertha Westerman .
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(b) Prepare all election orders, resolutions, notices, and other statutory
documents for adoption and for execution by the appropriate officer.
Take all actions required by law for calling the election, handling
contests, canvassing the returns, and declaring the results.
(c) Prepare and submit to the U. S. Department of Justice under the Federal
V oting Rights Act of 1965, the required submissions on voting changes
and procedures.
(d) Prepare and publish in the official newspaper, or post, all required
election notices.
(e) Provide two (2) single telephone connections for Early Voting
systems.
(f) Deliver to the Contracting Officer, the official wording that is to be
printed on the ballot with the exact form, order, Spanish translation,
and spelling that is to be used. The governing body shall approve the
final form and wording of the proposed ballot.
(g) Arrange for the selection and compensation of election officials for
early voting by personal appearance and election day.
(h) Pay any additional costs incurred by the contracting officer if a
recount for the election is required, or the election is contested in any
manner.
GENERAL CONDITIONS
(a) Nothing contained in this contract shall authorize or permit a change in: (1) the officer with
whom or the place at which any document or record relating to the election is to be filed; (2)
the place at which any function is to be carried out; (3) the officers who will prepare the
official canvass of the election returns; (4) the officer who will serve as custodian of the
voted ballots or other election records; or (5) any other nontransferable functions specified by
section 31.096 of the Texas Election Code.
(b) The Contracting Officer is the agent of the governing body for the purposes of contracting
with the third parties, with respect to the election expenses within the scope of the
Contracting Officer's duties; and the Contracting Officer is not liable for the governing
body's failure to pay a claim.
(c) The Contracting Officer shall file copies of this contract the County Judge and the County
Auditor of Tarrant County, Texas.
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PAYMENT FOR SERVICES
(a) Only the actual expenses directly attributable to the Contract may be charged, plus an
administrative fee of 10% of such actual costs. (Section 31.100(b), Texas Election Code)
(b) As partial payment of the Contract estimate of $ 2,490.00 , the Governing Body shall
pay to Tarrant County the sum of $ 1,250.00 , at the time the contract is executed and
the election is called.
The balance for such services shall be paid within thirty (30) days from receipt of final
billing.
In the event said election is cancelled in accordance with Section 2.52, the governing body
shall reimburse the county for any expenses incurred as of that date.
WITNESS the following signatures and seal:
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BY
MAYOR
CITY OF COLLEYVILLE
CITY COUNCIL APPROVED
FEB 1 9 2002
B~'\~ y~~~
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ROBERT PARTEN, ELECTIONS ADMINISTRATOR
TARRANT COUNTY, TEXAS
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ELECTION SERVICES CONTRACT FOR CITY OF COLLEYVILLE
A. STATISTICAL INFORMATION
1. Eligible Voters 15,159
2. Estimated Turnout 25%
3. Number of election day polling places 1
4. Number of early voting locations 1
5. Number of ballots to order 3,750
B.
COST OF ELECTION
ESTIMATE
ACTUAL
1. Cost of Ballots (l column, I side, 12") $ 690.00 $
2. Ballot Proofing/Distribution Q hours x $20) $ 40.00 $
3. Voting System Programming and Testing $ 40.00 $
--.L hours x $20.00
4. Election Kits (includes preparation)
l Election Day l Early Voting
X $80 $ 160.00 $
5. Polling Place Rental $ N/C $
6. Rental of Tables and Chairs $ N/C $
7.. Early Voting On-Line System
a. 1 EV Work Stations x $250 $ 250.00 $
b. Preparation ~ Hours X $20) $ 200.00 $
(Includes runners, set-up, closing)
8. Early Voting Ballot Tracking Q hrs x $20) $ 40.00 $
9. Early Voting By Mail, and
Support Personnel Q Hrs X $20) $ 20.00 $
10. Preparation and Distribution of Supplies
and Conduct Training (EV & ED) $ 100.00 $
5 Hours x $20
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11. Central Counting Station
a. Technical Support Personnel
10 Hours X $20 $ 200.00 $
12. Preparation of Canvass $ 20.00 $
1 Hours x $20.00
13. List of Voters Who Voted $ 40.00 $
a. Preparation (2 hours x $20)
b. Hard Copy ($1 O.OO/each)
14. Manual Count $ 100.00 $
COST OF ELECTION
$ 1,900.00
$
Administrative Fee (10%)
$ 190.00
$
TOTAL COST OF CONTRACT
$ 2090.00
$
Rental Agreement for HIP Eagles (Includes
transportation & preparation of machines
and voting booths) l X $200
$ 400.00
$
TOTAL COST OF ELECTION
$ 2,490.00
$
Section 31.000, (c) Election Code, If the estimated expenses, not including the fee charged under
Subsection (d), exceed the actual expenses, the amount of the difference shall be refunded to the
contracting authority.
Section 2.052, Election Code, In the event the election, or any part thereof, is canceled, the
governing body shall reimburse the County for only those expenses incurred.
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COUNTY OF TARRANT
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THE STATE OF TEXAS
VOTING MACHINE RENTAL AGREEMENT
Tarrant County, Texas, a corporate body politic, hereinafter designated as "the County", represented in this Agreement by the
Elections Administrator, hereby agrees to rent the following voting machine(s) to the hereinafter identified organization on the terms stated
below.
City of Colleyville
PO Box 185
Colleyville, Texas 76034
hereinafter designated as "Renter", has requested the rental of ~ Optech II1-P Eagle voting machine(s) at $200.00 per machine on the
terms stated below.
I.
Please forward a copy of your ballot to Rick O'Neal at the Voting Equipment Center, 2700 Premier Street,
Fort Worth, Texas 76111.
II.
The rental period of voting machine(s) shall commence with the ~ day of MAY 2002 and shall not extend to a date which
will interfere with subsequent elections for which the County is responsible for providing the voting machines(s) for public use and to this
end will, in compliance with the Election Code, Article 7.14, Section 20 obtain a Court Order, at the Renter's expense, permitting the
affected voting machine(s) to be cleared and available to the County, no later than the tenth day after the first election for which the voting
machine(s) were rented.
III.
Only voting machine(s) which the County believes to be in safe operating condition will be provided and the Renter agrees to hold
the County harmless for any damages arising from the Renter's use ofthe voting machine(s).
IV.
Renter agrees to return the voting machine(s) in the same condition as when received, normal and considerate usage wear
excepted. Renter agrees to reimburse the County for the costs to repair damages to the said machine(s) during such time as the County does
not have control custody of said machine(s).
V.
The said machine(s) will be delivered by the County to:
City of ColleyvilIe Designated Sites
and picked up by the County at said place.
In witness of this Agreement, we the County and the Renter affix our signatures on this _ day of
,2000.
TARRANT COUNTY, TEXAS
CITY OF COLLEYVILLE, TEXAS
ROBERT PARTEN
ELECTIONS ADMINISTRATOR
TARRANT COUNTY
By: _~~~
CITY COUNCIL APP~RITY TO CONTRACT
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FEB 1 9 2002