HomeMy WebLinkAbout22-City Clerk
. CITY OF SAN BERtAlblNO - REQUEST OR COUNCIL ACTION
From: Rachel Krasney, City Clerk
Subject: Resolution authorizing execution of
agreement with Sequoia Pacific Systems
Corporation - election supplies and
services.
Dept: City Clerk's Office
Date: April 4, 1991
Mayor and Common Council - April 15, 1991
Synopsis of Previous Council action:
11/05/90
Mayor and Common Council approved Resolution No. 90-434 authorizing the
execution of an agreement with Sequoia Pacific Systems Corporation relating
to election supplies and services for the Primary Municipal Election held
on March 5, 1991.
Recommended motion:
Adopt Resolution.
Q~~
Contact person: R}I~hpl 'Kr;u:;n#l!Y
Phone:
5102
Supporting date attached: staff report; resolution Ward: 6th
and agreement
FUNDING REQUIREMENTS: Amount: Not to exceed $8,000
Source: (Acct. No.1 001-032-53042
(Acct. DescriDtion}
Finance:
C(..\~ Dr
Council Notes:
Al'Ullnrl!:l I...,a..... Nn ~~
~IT~' OF SAN _RNlilDINO - REQUEST FQ COUNCIL ACTION
STAFF REPORT
Resolution authorizing execution of agreement with Sequoia
Pacific Systems corporation - Election supplies and services.
Mayor and Common Council Meeting - April 15, 1991
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Sequoia Pacific Systems Corporation submitted the lowest bid for
election supplies and services for the March 5, 1991 Primary
Election. They did an excellent job and. I recommend that the
Mayor and Common Council authorize the execution of an agreement
with Sequoia Pacific so that the can provide necessary election
supplies and services for the May 7, 1991, runoff election in
the Sixth Ward.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH SEQUOIA PACIFIC SYSTEMS
CORPORATION RELATING TO ELECTION SUPPLIES AND SERVICES FOR THE
GENERAL MUNICIPAL ELECTION TO BE HELD ON M],y 7, 1991.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1.
The Mayor of the City of San Bernardino is
hereby authorized and directed to execute on behalf of said City
an agreement with Sequoia pacific Systems Corporation relating to
election supplies and services for the General Municipal Election
to be held on May 7, 1991, a copy of which is attached hereto,
marked Exhibit "A" and incorporated herein by reference as fully
set forth at length.
SECTION 2.
The authorization to execute the above-
referenced agreement is rescinded if the parties to the agreement
fail to execute it within sixty (60) days of the passage of this
resolution.
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RESOLUTION AUTHO~ING THE EXECUTION OF AN AGREEME~ WITH SEQUOIA PACIFIC
SYSTEMS CORPORAT\.! !~
I hereby certify that the foregoing resolution was duly
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adopted by the Mayor and Common Council of the City of San
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meeting thereof, held on the
, 1991, by the following vote, to
NAYS
ABSTAIN
City Clerk
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'I The foregoing resolution is hereby approved this
lill
day of , 1991.
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W.R. Holcomb, Mayor
City of San Bernardino
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23 Approved as to form
and legal content:
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JAMES F. PENMAN
25 City Attorney
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28 By: .jtt:,,'W<~ 7' .J~~-'h"''''
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AGREEMENT
(Elections Supplies and Services)
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THIS AGREEMENT is made and entered into this day
of , 1991, by and between the CITY OF SAN
BERNARDINO, a municipal corporation, hereinafter referred to as
"City", and SEQUOIA PACIFIC SYSTEMS CORPORATION, a Delaware
corporation, referred to as "Contractor".
The parties agree as follows:
1. Recitals.
(a) The Mayor and Common Council desire to enter
into an agreement to procure election supplies and services for
the General Municipal Election (hereafter the "election") to be
held on May 7, 1991, in the City of San Bernardino.
(b) Contractor is in the business of furnishing
election supplies and services and has offered to furnish
supplies and services upon the terms stated in this agreement.
2. Ci ty agrees to purchase certain election supplies
and services required for the election from the Contractor at the
prices upon the terms stated in this agreement at a cost not to
exceed $8,000.00. Contractor agrees to prepare and furnish
necessary supplies and services in sufficient time to enable City
to comply with all requirements of the California Elections Code,
the California Government Code, the Constitution of the State of
California, the Charter of the City of San Bernardino, and the
San Bernardino Municipal Code.
3. Uni t prices shall be as set forth in Contractor 0 s
attached proposal, marked Exhibit "B". The required quantities
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of supplies shall be determined after the total number of
registered voters in the Sixth Ward has been ascertained. Actual
quantities required may vary from those estimated in the
proposal.
4. In addition to the supplies and basic services set
forth in Exhibit "B", Contractor will, at no additional charge,
furnish the following special services, if and when requested by
the City Clerk of City:
(a) Provide a detailed calendar of election events,
setting out dates and requirements of the California Elections
code.
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(b) Conduct election officers' instruction classes
as required by Elections Code.
(c) Package official ballots, precinct supplies,
indexes, rosters and other necessary materials for delivery to
polling places.
(d) Provide a qualified computer operator on
election day for ballot tabulation.
(e) Provide back-up election program and counting
equipment.
(f) Provide all materials (logs, seals, procedures,
etc.) necessary for the central counting center.
S. Payment for all supplies and services shall be made
upon a bill or claim filed by Contractor with City Clerk's
office. The bill or claim shall show the quantity and character
of each supply and service furnished and the sum payable computed
at the appropriate unit price. The bill or claim may be filed at
any time after all of the particular supply or service has been
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1 furnished.
The City Clerk shall verify the claim.
If it is
2 correct, she shall refer it to the Finance Department for
3 payment.
4 6. Contractor agrees that it will place on file with the
5 City Clerk of City, within ten days after the execution of this
6 agreement, a corporation surety bond or an irrevocable instrument
7 of credit in a form satisfactory to the City Attorney, in the
8 amount of $15,000 to guarantee the performance of the work
9 contracted to be performed.
10 IN WITNESS WHEREOF, the parties hereto have executed this
11 agreement on the day and year first above written.
12 ATTEST:
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15 CITY CLERK
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22 Approved as to form
23 and legal content:
CITY OF SAN BERNARDINO
By
W. R. Holcomb, Mayor of the
City of San Bernardino
SEQUOIA PACIFIC SYSTEMS
CORPORATION
By
John J. Davi, Vice President,
General Manager, Elections
Division
JAMES F. PENMAN
24 City Attorney
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Sequoia Pacific Systems Corporation
Election Services Division
RECEIVf'}--('!"fY CLEf1~
April 1, 1991
'91 APR -1 P 3 58
Rachel Krasney
City Clerk
City of San Bernardino
Estimated Costs fot the City of San Bernardino
General Municipal Election - May 7, 1991
9,900
Official DATAVOTE Ballots - 1 Ballot type $1,722.50
(Includes 7,400 Precinct Ballots, 2,500 Absentee
Ballots, Test and Duplicate Ballots.)
10,300
Sample Ballot Booklets - 1 Ballot type 2,234.50
Six page booklet
14
Precinct Supply Sets 665.00
40
DATAVOTE BALLOT Punch Rental 200.00
DATAVOTE Ballot Counting Equipment Rental,
Software programming and Support Services
2,500.00
Sub-Total
Sales Tax (6 1/2 %)
Estimated Freight
$7,322.00
475.93
200.00
TOTAL
$7,997.93
Larry Gilbert
Vice President, General Manager
M/~
Bill Hedleston
Election Services Representative
1030 North Anderson Road. Exeter, California 93221 209-592-219\
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