HomeMy WebLinkAboutCity Council Resolutions (R-03-2148)-05/07/2003
RESOLUTION R-03-2148
A RESOLUTION APPROVING AN ADDENDUM TO THE CONTRACT WITH THE
TARRANT COUNTY ELECTIONS ADMINISTRATION FOR ELECTION SERVICES
WHEREAS, a canvassing of the election returns and declaring the results of the
General City Council Election and Special Election held on May 3, 2003,
was approved by the City Council on May 6, 2003; and
WHEREAS, the canvass determined that, in the race for Mayor, no candidate
received 50 percent or more of the votes cast; and
WHEREAS, the City of Colleyville desires to amend the contract with Tarrant County
Elections Administration to include the conduct of a Run-Off Election to
be held May 31,2003.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COLLEYVILLE, TEXAS:
Sec. 1.
THAT the Colleyville City Council approves an addendum to the contract
with the Tarrant County Elections Administration for election services,
hereby attached as Exhibit "A".
AND IT IS SO RESOLVED.
APPROVED THIS
.y AYES,
1'rA DAY OF
o NAYS AND
::G. fAj 2003, BY A VOTE OF
o ABSTENTIONS.
ATTEST:
0~~~
Cynthia Singleton, TRMC
City Secretary
CITY OF COLLEYVILLE:
ilL~Ou
Mayor
EXHIBIT II A"
CONTRACT FOR ELECTION SERVICES WITH TARRANT COUNTY ELECTIONS
ADMINISTRATION AND CITY OF COLLEYVILLE RUNOFF
d /1
THIS CONTRACT made this./ day of ~~. , 2003, by and between
Citv of Collevville ,acting by and through the governing ody of 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 Runoff Election on May 31. 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. CvnthiaSingleton and will be
processed by the contracting officer.
Ballots shall be mailed to Earlv V otin~ Clerk. P. O. Box 961011.
Fort Worth. Texas 76161-0011. Cynthia Sim?:leton will serve as
Early Voting Clerk and Robert Parten, Tarrant County Elections
Administrator, will serve as Deputy Early V oting Clerk. Additional
Deputy Early Voting Clerks will be appointed to conduct early voting
at Colleyville City Hall, 5400 Bransford Road.. Colleyville. Texas.
(n 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.
U) 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 June 2. 2003.
(k) 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 a~~isting 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 . .
(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
Voting 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.
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)
3
(b) As partial payment of the Contract estimate of $ 2.330.00 ,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:
CITY COUNCIL APPROVED
BY MAyi?~ ~
MAY 7 2003
CITY OF COLLEYVILLE, TEXAS
BY~~~
ROBERT PARTEN, ELECTIONS ADMINISTRATOR
TARRANT COUNTY, TEXAS
4
ELECTION SERVICES CONTRACT FOR CITY OF COLLEYVILLE RUNOFF
A. ST A TISTICAL INFORMATION
1. Eligible Voters 15.000
.., Estimated Turnout 15'7c
3. Number of election day polling places .-L
4. Number of early voting locations -1-
5. Number of ballots to order 5001
B. COST OF ELECTION ESTIMA TE ACTUAL
1. Cost of Ballots I] column. ] ."dc. "", $ 870.00 $
.., Ballot Proofing/Distribution (2- 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 V oting On-Line System
a. '") EV Work Stations x $250 $ 500.00 $
b. Preparation elL Hours X $20) $ 200.00 $
(Includes runners, set-up. closing)
X. Early Voting Ballot Tracking ( 1 hrs x $20) $ 40.00 $
9. Early Voting By Mail. and
Support Personnel (2 Hrs X $20) $ 40.00 $
10. Preparation and Distribution of Supplies
and Conduct Training (EV & ED) $ N/A $
~ Hours x $20
1
11. Central Counting Station
a. Technical Support Personnel
5 Hours X $20 $ 100.00 $
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 $ 200.00 $
COST OF ELECTION
$ 2,330.00
$
Administrative Fee (10%)
$ 233.00
$
TOT AL COST OF CONTRACT $ 2,563.00 $
Rental Agreement for IIIP Eagles (Includes
transportation & preparation of machines
and voting booths) l X $200 $ 400.00 $
TOT AL COST OF ELECTION
$ 2,963.00
$
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
S
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 ~ Early Voting Workstation(s)
at $ 250.00 * per unit totaling $500.00.
I.
The rental period for work station(s) shall commence on the 16th day of Mav 2003 and
continue through the 31 st day of Mav ,2003. Rental shall not extend to a date which will
interfere with subsequent elections for which the County is responsible.
II.
Only equipment that 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.
of this Agreement we the County and the Renter affix our signatures on this 7 d day of
,2003.
TARRANT COUNTY, TEXAS
CITY OF COLLEYVILLE, TEXAS
Robert Parten
Elections Administrator
By_~>>r
Authority to Contract
BY~<Y~
CITY COUNCIL APPROVED
* Cost included in the Contract for Election Services
MAY 7 2003
THE STATE OF TEXAS
COUNTY OF TARRANT
s
s
s
VOTING MACHINE RENTAL AGREEMENT
Tarrant Count). Texas, a corporate body politic. hereinafter designated as "the County", represented in this Agreement 11\ ih,'
Elections Administrator. hereby agrees to rent the following voting machine(s) to the hereinafter identified organization on the terms stated
helo\\',
CITY OF COLLEYVILLE
PO Box 185
Colleyville, Texas 76034
hereinafter designated as "Renter", has requested the rental of ~ Optech I1I-P Eagle voting machinets) at $200.00 per machine on the tcrms
stated bek1\\, (] -E~rh \lltllli' allu I-Electloll Day)
I.
Please forward a copy of your ballot to Leo Angell at the Voting Equipment Center,
Fort Worth. Texas 7611 L
2700 Premier Street.
II.
The rental period of voting machine(s) shall commence with the ..Mli.. day of MAY 2003 and shall not extend to a date \\'hich
will intelfere with subsequent elections for which the County is responsible for providing the voting machines(s) for puhlic use and to thi~
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 machinet s) to be cleared and available to the County, no later than the tenth day after the first election for which the voting machinc( s)
were rented,
III.
Only voting machine(s) that 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 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 he delivered by the County to:
City of CoIleyvilIe Designated Sites
~tnd pided lip by the County at said place, fl
I" wimos, of ,hi, Ag''''"''ol. we the Couoty "OU 'he Reo", ,ff. . ou' ,igo",",,, 00 thi, 7~ of ~~n03.
TARRANT COUNTY, TEXAS
CITY OF COLLEYVILLE, TEXAS
By:
~~
By:
..~
~~~
ROBERT PARTEN
ELECTIONS ADMINISTRATOR
AUTHORITY TO CONTRACT
CITY COUNCIL APPROVED
MAY 7 2003