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"
". CI!O O.F SAN BERNARD'(Y - REQUE:5T FOR COUNCIL AC:,ON
From: Shauna Clark
Subject: Approval and adoption of
agreement - Sequoia Pacific
Systems Corp. - Election
supplies and service
Dept: City Clerk
Date: /-larch 28, 1985
Synopsis of Previous Council action: At the Council Heeting of November 19. 1984.
the /-layor and Common Council authorized the adoption of Resolution
No. 84-497 with Sequoia Pacific Systems Corp. for the March 5, 1985
Primary Election.
Rlli:ommen':!ed motion:
ADOPT RESOLUTION
URGENCY CLAUSE: Contract to be adopted prior to May 7, 1985
General Election (Resolution was pending
Exhibit 1)
(-~":LA~
, Signatur
Contact person: Lucy Ma r tine z
Phone:
383-5002
Supporting :lata attached: Yes - Res 0 1 u ti 0 n
Ward:
FUNDING REQUIREMENTS:
Amount: Budqeted
Source:
Finance:
Council Notes:
75~0262
Agenda Item No
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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
IMUNICIPAL ELECTION TO BE HELD ON MAY 7, 1985.
I BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS: '
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SECTION 1. The Mayor of the City of" San Bernardino is hereby
lauthorized and directed to execute on behalf of said City an
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IAgreement wlth Sequoia Pacific Systems Corporation relating to
ielection supplies and services for the General Municipal Election
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[to be held on May 7, 1985, a copy of which is attached hereto,
,
:marked Exhibit -A- and incorporated herein by reference as fully
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las though set forth at length.
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, 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
Bernardino at a
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!th~ day of
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Ito wit:
i AYES: Council Members
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meeting thereof, held on
, 1985, by the following vote,
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20 I NAYS:
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21 ! ABSENT:
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City Clerk
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Ii of
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iApproved as t;p;/2o form:
Il,~" ~
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iCity At orney
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Mayor of the City of San Bernardino
The foregoing resolution is hereby approved this
day
25
, 1985.
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AGREEMENT
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(Election Supplies and Serviees)
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 WCityW, and SEQUOIA
PACIFIC SYSTEMS CORPORATION, a Delaware corporation, referred to
as wContractorw.
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 welectionW) to be held
on May 7, 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 wIw. The required quantities of
supplies shall be determined after the total number of registered
EXHIBIT A
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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
ithe following special services, if and when requested by the City
IClerk of City:
(a) Provide a detailed calendar of election events,
setting out dates and requirements of the California Elections
(Ode.
,
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linstruction classes as to proper use
(b)
Assist in the conduct of election officers'
of DATA VOTE 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.
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'booklets to the U.S. Post Office in San Bernardino.
(e)
Make arrangement for delivery of sample ballot
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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 officer's forms, compensation of election officers,
sums payable for use of polling places or costs of publication of
notices.
7. 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
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contracted to be perforrmed.
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
By
Approved as to form:
I /e:~JI/~
II City At orney
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October 5. 1984
Qu~ntity
100
55.000
55,000
55,000
1 set
520
1
50,000
Optional
CITY OF SAN BE~~ARDINO
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 General
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
which will include
($235.00 each, 200
Ballot Booklets, (English
4 candidate statements,
words), 12 page booklet.
Only)
Producing cheshire mailing labels and affixing to
sample ballot booklets.
Official Datavote Ballots:
Includes:
a) 2,000 Absentee ballots (prescored)
~b) Official card stock fron 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
. DATA VOTE SYST~1 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)
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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