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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 THE FURNISHING OF ELECTION SUPPLIES AND SERVICES FOR
THE PRIMARY MUNICIPAL ELECTION TO BE HELD ON MARCH 5, 1985, AND
REPEALING RESOLUTION NO. 84-497.
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 the
furnishing of election supplies and services for the Primary
Municipal Election to be held on March 5, 1985, a copy of which is
attached hereto, marked Exhibit "A" and incorporated herein by
reference as fully as though set forth at length.
SECTION 2. Resolution No. 84-497 is hereby repealed.
1 HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
.
meeting thereof, held on
, 1984, by the following vote,
the
day of
to wit:
AYES:
Council Members
NAYS:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this day
of
, 1984.
Mayor of the City of San Bernardino
Approved as to
for :
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AGREEMENT
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(election supplies and services)
THIS AGREEMENT is made and entered into this
day of
, 1985, by and between the CITY OF SAN BERNARDINO,
a municipal corporation, 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
primary municipal election (hereafter the "election") to be held
on March 5, 1985 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. City agrees to purchase certain election supplies and
services required for the election from the Contractor at the
prices and upon the terms stated in this agreement at a cost not
to exceed $30,000.00. 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. Unit prices shall be as set forth in Contractor's
attached proposal, marked Exhibit "I". The required quantities of
supplies shall be determined after the total number of registered
.
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voters in the City 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 "I", 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.
(b) Assist in the conduct of election officers'
instruction classes as to proper use of DATAVOTE Voting System and
general polling place procedures.
(c) Provide a qualified computer operator on election
day for ballot tabulation, and supervise all counting center
procedures.
(d) Provide all materials (logs, seals, procedures,
etc.) necessary for the central counting center.
(e) Make arrangement for delivery of sample ballot
booklets to the u.s. Post Office in San Bernardino.
(f) Package official ballots, precinct supplies, and
other necessary materials, ready for delivery to inspectors.
(g) Furnish general guidance throughout the election
process.
5. Payment for all supplies and services shall be made upon
a bill or claim filed by Contractor with City's Director of
Finance. 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
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any time after all of the particular supply or service has been
furnished. The Director of Finance shall verify the claim. If it
is correct, he shall pay it.
6. Contractor is not required to provide or pay for indexes
to the Great Register, precinct maps, postage expense for mailing
of election officers' forms, compensation of election officers,
sums payable for use of polling places or costs of publication of
notices.
7. Contractor shall not, in any event be held responsible or
liable for any damages for inability to perform any of the
services or furnish any of the items or meet any of the schedules
required by this contract where such delay or inability is due to
Acts of God, strikes, civil disorder, or other matters considered
force majeure in the normal course of business and not within the
control of Contractor.
8. Contractor agrees that it will place on file with the
City Clerk of City, within ten days after the execution of this
agreement, a corporate surety bond or an irrevocable instrument of
credit in a form satisfactory to the City Attorney, in the amount
of $15,000.00 to guarantee the performance of the work contracted
to be performed.
IN WITNESS WHEREOF, the parties hereto have executed this
agreement on the day and year first above written.
CITY OF SAN BERNARDINO
ATTEST:
By
Mayor
City Clerk
SEQUOIA PACIFIC SYSTEMS CORPORATION
By
Title
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Octl.lUl;l 5, 1984
guantity
100
55,000
55,-000
55,000
1 set
520
1
50,000
Optional
CITY O} 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)
E}". . ,-
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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