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HomeMy WebLinkAboutCity Council Resolutions (R-03-3000)-02/18/2003 RESOLUTION R-03-3000 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 3, 2003, at which time the voters will elect a Mayor and Councilmembers to Places 1 and 2; 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. APPROVED THIS S- AYES, "i<"~ DAY OF t~ 2003, BY A VOTE OF o NAYS AND 0 ASS NTIONS. ATTEST: t:s~~3~ City Secretary CITY OF COLLEYVILLE: ~~0rJ Mayor EXHIBIT" A" CONTRACT FOR ELECTION SERVICES WITH TARRANT COUNTY ELECTlOI\'S ADMINISTRA TION AND CITY OF COLLEYVILLE THIS CONTRACT made this -f'd day of 1~...u~, 2003, by and between Citv of CollevviIle , acting by and through the governing body of hereinafter 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 3, 2003. 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. 1 Ballots shall be mailed to Earlv 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., Collevville, 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. (j) 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 5,2003. (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. (l) 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 . 2 (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. Cd) 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. 3 PA YMENT 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 $ 2,160.00 , the Governing Body shall pay to Tarrant County the sum of $ 1.100.00 ,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: BY MAYOR CITY OF COLLEYVILLE, TEXAS CITY COUNCIL APPROVED FEB 4 2003 B~U:f." ~ ~\..~ ROBERT PARTEN, ELECTIONS ADMINISTRATOR TARRANT COUNTY, TEXAS 4 ELECTION SERVICES CONTRACT FOR CITY OF COLLEYVILLE A. STATISTICAL INFORMATION 1. Eligible Voters 15,000 2. Estimated Turnout 25% 3. Number of election day polling places ---L 4. Number of early voting locations -L 5. Number of ballots to order 3,750 B. COST OF ELECTION ESTIMA TE ACTUAL 1. Cost of Ballots II column, I s>Jc. I~'I $ 850.00 $ 2. Ballot Proofing/Distribution C2 hours x $20) $ 100.00 $ 3. Voting System Programming and Testing $ 60.00 $ -.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. ~ EV Work Stations x $250 $ 250.00 $ b. Preparation C1Q_ Hours X $20) $ 200.00 $ (Includes runners, set-up, closing) 8. Early Voting Ballot Tracking (-1.. hrs x $20) $ 40.00 $ 9. Early Voting By Mail, and Support Personnel (-1.. Hrs X $20) $ 40.00 $ 10. Preparation and Distribution of Supplies and Conduct Training (EV & ED) -L Hours x $20 $ 100.00 $ 11. Central Counting Station a. Technical Support Personnel 2- Hours X $20 $ 100.00 $ 12. Preparation of Canvass $ 20.00 $ -.L Hours x $20.00 13. List of Voters Who Voted $ 40.00 $ a. Preparation (2 hours x $20) b. Hard Copy ($lO.OO/each) 14. Manual Count $ 200.00 $ Administrative Fee (10%) $ 2.160.00 $ 216.00 $ $ COST OF ELECTION TOTAL COST OF CONTRACT $ 2.376.00 $ Rental Agreement for IIIP Eagles (Includes transportation & preparation of machines and voting booths) l X $200 $ 400.00 $ TOT AL COST OF ELECTION $ 2.776.00 $ 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. 2 COUNTY OF TARRANT 9 9 9 THE STATE OF TEXAS EARLY VOTING EQUIPMENT 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 work stations to the hereinafter identified organization on the terms stated below. CITY OF COLLEYVILLE hereinafter designated as "Renter", has requested the rental of --L Early Voting Workstation(s) at $ 250.00 * per unit, I. The rental period for work station(s) shall commence on the 16th day of Aoril 2003 and continue through the 29th day of Aoril I 2003. Rental shall not extend to a date which will interfere with subsequent elections for which the County is responsible. II. Only equipment 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 use thereof. III. Renter agrees to reimburse the County for the costs to repair damages to the said equipment during such time as the County does not have control custody of said equipment. The equipment will be delivered by the County to: City of Colleyville Designated Early Voting Site 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 -f/d day of :;~ ,2003. TARRANT COUNTY, TEXAS CITY OF COLLEYVILLE, TEXAS BY:~~~~ -==--- By: Robert Parten Elections Administrator Authority to Contract CITY COUNCIL APPROVED FEB 4 2003 * Cost included in the Contract for Election Services THE STATE OF TEXAS COUNTY OF TARRANT ~ ~ ~ VOTING MACHINE RENTAL AGREEMENT Tarrant County, Texas, a corporate body politic, hereinafter designated as "the County", represented in this Agreement h) tIll' Elections Administrator, hereby agrees to rent the following voting machine(s) to the hereinafter identified organization on the terms slated below. CITY OF COLLEYVILLE PO Box 185 Colleyville, Texas 76034 hereinafter designated as "Renter", has requested the rental of ~ Optech III-P Eagle voting machine(s) at $200.00 per machine on the terms stated below, (I-Early Voting and I-Election Day) 1. Please forward a copy of your ballot to Rick O'Neal at the Voting Equipment Center. F0I1 Worth. Texas 76111. ~7()O Premier Stred. 11. The rental period of voting machine(s) shall commence with the 3rd day of MAY 2003 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 111IS 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 of the voting machine(s). IV. Renter agrees to retum the voting machine(s) in the same condition as when received, normal and considerate usage wear excepteJ, 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 Colleyville 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 i -'lay of :;.d- , 2003. TARRANT COUNTY, TEXAS CITY OF COLLEYVILLE, TEXAS ;2~~ By:-' ::00.. "'\.~ By: ROBERT PARTEN ELECTIONS ADMINISTRATOR CllrrM8lmylt~B~9IV~ FEa 4 2003