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1 RESOLUTION NO. 8<:\-497
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH SEQUOIA PACIFIC SYSTEMS CORPORATION
3 RELATING TO THE FURNISHING OF ELECTION SUPPLIES AND SERVICES FOR
THE PRIMARY MUNICIPAL ELECTION TO BE HELD ON MARCH 5, 1985.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
5 SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The Mayor of the City of San Bernardino is hereby
7 authorized and directed to execute on behalf of said City an
8 agreement with Sequoia Pacific Systems Corporation relating to the
9 furnishing of election supplies and services for the primary
10 municipal election to be held on March 5, 1985, a copy of which is
11 attached hereto, marked Exhibit "An and incorporated herein by
12 reference as fully as though set forth at length. Sequoia Pacific
13 Systems Corporation is the successor to Diamond International
14 Corporation, and is the sole source of DATAVOTE Voting Systems
15 materials.
16 I HEREBY CERTIFY that the foregoing resolution was duly
17 adopted by the Mayor and Common Council of the City of San
18
Bernardino at a
reqular
meeting thereof, held on
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the 19th day of NoveBner
, 1984, by the following vote,
20 to wit:
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AYES:
Council Members Re.i.1Jy, ;"arks. Ouiel, Frazier,
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strickler
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NAYS:
None
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ABSENT:
Council ,M.er:ibers Cr..~tn.neda. Hernandez
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J4htu._,/YJiA.. e..tcvJc. i4-1.
.. City Clerk ;;f}1
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The foregoing resolution is hereby approved this .;(~ day
2 of
November
, 1984.
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Approved as to form:
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City A torney
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(election supplies and
~03. o..~
. "'-*~, &. Il-\~. ~ '0
servl.ces)
A G R E E MEN T
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THIS AGREEMENT is made and entered into this
day of
4
, 1984, by and between the CITY OF SAN BERNARDINO,
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a municipal corporation, referred to as WCityW, and SEQUOIA
PACIFIC SYSTEMS CORPORATION, a Delaware corporation, referred to
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as wContractorw.
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The parties agree as follows:
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1.
Recitals.
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i
I
I
lagreement to
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(a)
The Mayor and Common Council desire to enter into an
procure election supplies and services for the
II
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primary municipal election (hereafter the welectionW) to be held
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on March 5, 1985 in the City of San Bernardino.
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(b) Contractor is in the business of furnishing election
15 supplies and services and has offered to furnish supplies and
16 services upon the terms stated in this agreement.
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2. City agrees to purchase certain election supplies and
18 services required for the election from the Contractor at the
19 prices and upon the terms stated in this agreement at a cost not
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!to exceed $30,000.00. Contractor agrees to prepare and furnish
,
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inecessary supplies and services in sufficient time to enable City
,
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Ito comply with all requirements of the California Elections Code,
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lithe California Government Code, the Constitution of the State of
II California, the Charter of the City of San ,Bernardino, and the San
Bernardino Municipal Code.
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3. Unit prices shall be as set forth in Contractor's
27 attached proposal, marked Exhibit wlw. The required quantities of
28 supplies shall be determined after the total number of registered
EXHiBIT A
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Ilvoters in the Ci ty has bpen ""certained. Actual quanti ties
required may vary from those estimated in the proposal.
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4. In addition to the supplies and basic services set forth
4 in Exhibit "I", Contractor will, at no additional charge, furllish
5 the following special services, if and when requested by the City
6 Clerk of City:
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(a) Provide a detailed calendar of election events,
8 setting out dates and requirements of the California Elections
9 Code.
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(b) Assist in the conduct of election officers'
11 instruction classes as to proper use of DATA VOTE Voting System and
12 general polling place procedures
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(c) Provide a qualified computer operator on election
14 day for ballot tabulation, and supervise all counting center
15 procedures.
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(d) Provide all materials (logs, seals, procedures,
17 etc.) necessary for the central counting center.
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(e) Make arrangement for delivery of sample ballot
19 booklets to the U.S. Post Office in San Bernardino.
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(f) Package official ballots, precinct supplies, and
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other necessary materials, ready for delivery to inspectors.
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(g)
Furnish general guidance throughout the election
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!I process.
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II 5. Payment for all supplies and services shall be made upon
I a bill or claim filed by Contractor with City's Director of
26 Finance. The bill or claim shall show the quantity and character
27 of each supply and service furnished and the sum payable computed
28 at the appropriate unit price. The bill or claim may be filed at
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An~ time after all of the particular supply or service has been
2 furnished. The Director of Finance shall verify the claim. If it
3 is correct, he shall pay it.
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6. Contractor is not required to provide or pay for indexes
5 to the Great Register, precinct maps, postage expense for mailing
6 of election officer's forms, compensation of election officers,
7 sums payable for use of polling places or costs of publication of
8 notices.
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7. Contractor agrees that it will place on file with the
10 City Clerk of City, within ten days after the execution of this
11 agreement, a corporate surety bond or an irrevocable instrument of
12 credit in a form satisfactory to the City Attorney, in the amount
13 of $15,000.00 to guarantee the performance of the work contracted
14 to be performed.
15 IN WITNESS WHEREOF, the parties hereto have executed this
16 agreement on the day and year first above written.
17 CITY OF SAN BERNARDINO
ATTEST:
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By
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Mayor
City Clerk
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SEQUOIA PACIFIC SYSTEMS CORPORATION
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By
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By
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Approved as to form:
II~C?~~
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October 5, 1984
Quantity
100
55,000
55,,900
55,000
1 set
520
1
50,000
Optional
CITY OF SAN BERNARDINO
Estimated Operating Cost
Datavote Voting System
The following estimated cost cover election supplies
and rental of voting equipment (ballot punches, mini-
computer, and program) required for the 1985 Primary
Municipal Election using the Datavote Voting System.
These costs are based on 100 consolidated election
precincts and approximately 55,000 registered voters.
Description
Sets of Precinct Supplies
Self-Mailer Sample Ballot Booklets, (English Only)
which will include 16 candidate statements,
($235.00 each, 200 words), 12 page booklet.
Producing cheshire mailing labels and affixing to
sample ballot booklets.
Official Datavote Ballots:
Includes:
a) 2,000 Absentee ballots (prescored)
b) Official card stock from Sect. of State
c) Card finishing (I.D. punching and perforating
of cards furnished from the State)
d) Packaging ballot by precinct into Official
Ballot/Supply box
Miscellaneous election forms & Absentee supplies,
(for 1,200 AV's)
Alpha Index
DATAVOTE SYSTEM RENTALS
Datavote Ballot Punches - DV52
Datavote Mini-Computer, program, and operator
located at designated counting center.
Secrecy Envelopes for precinct use; (leased, to
be returned after election).
Subtotal
Tax
Estimated Freight
Less amount billed for candidate statements
TOTAL
400 Pollstar Voting Booths @ $16.50/each
(plus tax and freight)
[y: :.~ :-r-
Extension
$ 2,530.00
10,940.00
2,850.00
5,535.00
1,020.00
300.00
2,080.00
1,500.00
400.00
$27,155.00
1,629.30
800.00
( 3,760.00)
$25,824.30
6,600.00