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CITY OF SAN BERNaDINO - REQUEST Fa COUNCIL ACTION
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Rachel Krasney, City Clerk' ,-~ '.'. "S-u'bj'ect: R~.solution authorizing execution
'c. ..., ::o:f" agreement with Sequoia Pacific
City Clerk Systems Corporation - election
supplies and services
Dept:
Date:
October 16, 1990
Synopsis of Previous Council action:
9/19/88 Mayor and Common Council approved Resolution 88-357
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 7, 1989.
Recommended motion:
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Adopt resolution.
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Contact person:
Rachel Krasney
Phone:
384-5102
Supporting deta ettached: staff report: resolution Ward:
and agreement
FUNDING REQUI REMENTS: Amount: Not to .,,,cpp(! S 3 6,000
Source: (Acct, No.!
001-032-53041 (General Fund)
(Acct, DescriPtion)
Finance:
?fl-:/
OCil Notes:
AQenda Item No,
IS
CITY OF SAN BERNA~INO - REQUEST Fc:Q COUNCIL ACTION
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STAFF REPORT - City Clerk's Office
Resolution authorizing execution of agreement
with Sequoia Pacific Systems corporation -
Election supplies and services
October 16, 1990
The City Clerk's office requested bids from the two companies
which provide election supplies and services.
Sequoia Pacific Systems Corporation submitted the lowest bid of
$34,734.73 and this office recommends that the City Council
approve a resolution authorizing the execution of an agreement
with Sequoia Pacific Systems Corporation relating to election
supplies and services for the Primary Municipal Election to be
held on March 5, 1991. Sequoia Pacific has provided their
services in the past.
Following is a breakdown of the services to be provided by
Sequoia Pacific.
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67,000
7B,000
100
5,000
500
500
42,000
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Official DATAVOTE Ballots - 5 ballot types $7,240.00
(Includes 56,900 Precinct Ballots, 9,500
Absentee, 400 test and 200 Duplicate Ballots)
Sample Ballot Booklets - 5 Ballot types
(DoeS not include cost for candidate
statements. Estimated cost for City wide
candidate statement is $5B5.00 each. Min.
of 4, English)
Set of Precinct Supplies
Sets of Absentee Envelopes and Instructions
DATAVOTE Ballot Punch Rental
Clamp on Lamps for Voting Booths
Secrecy Envelope Rental
Election Officer Training Class
DATAVOTE Ballot Counting Equipment Rental,
Software Programming and Support Services
Sub-Total
Sales Tax (6 3/4%)
Estimated Freight
TOTAL
B,5BO.00
4,750.00
3,200.00
2,500.00
750.00
550.00
500.00
4.000.00
$32,070.00
2,164.73
500.00
$34,734.73
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RESOLUTION NO.
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1
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH SEQUOIA PACIFIC SYSTEMS
3 CORPORATION RELATING TO ELECTION SUPPLIES P.ND SERVICES FOR THE
PRIMARY MUNICIPAL ELECTION TO BE HELD ON 11ARCH 5, 1991.
4
BE IT RESOLVED BY THE MAYOR AND Cill1MON COUNCIL OF THE CITY
5 OF SAN BERNARDINO AS FOLLOWS:
6
SECTION 1 .
The Mayor of the City of San Bernardino is
7 hereby authorized and directed to execute on behalf of said City
8 an agreement with Sequoia Pacific Systems Corporation relating to
9 election supplies and services for the primary Municipal Election
10 to be held on March 5, 1991, a copy of which is attached hereto,
11 marked Exhibit "A" and incorporated herein by reference as fully
12 as set forth at length.
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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
16 I resolution.
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281
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RESO AUTHORIZ~ EXECUTION OF AN AGREEMEN~ITH SEQUOIA PACIFIC
SYSTEMS CORPO~ION ~
I hereby certify that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a/an
meeting thereof,
held on the
day of
, 1990, by the
following vote, to wit:
Council Members:
AYES:
NAYS:
ABSTAIN:
ESTRADA
REILLY
FLORES
MAUDSLEY
MINOR
POPE-LUDLAM
MILLER
City Clerk
The foregoing resolution is hereby approved this
day
of
,19_
W. R. Holcomb, Mayor, City of San Bernardino
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
BY2r · ? ;,,-.,-
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AGREEMENT
(Election Supplies and Services)
THIS AGREEMENT is made' and entered into this day of
, 1990, 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.
(aj 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, 1991, in the City of San Bernardino.
(b) Contractor is in the business of
election
supplies
and
services
and
has
offered
furnishing
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 $36,000.00. 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 "B". The required quantities
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Exhibit "A"
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of supplies shall be determined after the total number of
registered 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 "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.
(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.
5. 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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furnished. The City Clerk shall verify the claim. If it is
correct, she shall refer it to the Finance Department for
payment.
6. Contractor agrees that it will place on file with the
City Clerk of City, within ten days after the execution of this
agreement, a corporation 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.
ATTEST:
CITY OF SAN BERNARDINO
By
W. R. Holcomb, Mayor of the
City of San Bernardino
CITY CLERK
SEQUOIA PACIFIC SYSTEMS
CORPORATION
By
James Davi, Vice President,
General Manager, Elections
Division
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
B#-."7 il~-
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Sequoia Pacie S~'stems Corporation 0
EICL"li(lJl Se-n iLl.:;" lJivi~iltll
October 3, 1990
Rachel Krasney
City Clerk
Citv of San Herndrdino rstimated costs
primary Municipal Election - March 5, 1991
67,000
78,000
o
100
5,000
500
500
42,000
-. .---..-----.- ---
Official DATAVOTE Hallots - 5 Hallot types $7,240.00
(Includes 56,900 precinct Ballots, 9,500
Absentee, 400 test and 200 Duplicate Ballots.)
Sample Ballot Booklets - 5 Hallot types
(Does not include cust for candidate
statements. Estimated cost for City wide
candidate statement is $585.00 each.
Min. of 4, English)
8,580.00
Set of Precinct Supplies
4,750.00
Sets of Absentee Envelopes and Instructions
3,200.00
DATAVOTE Bailot Punch Rental
2,500.00
Clamp on Lam?s for Voting Booths
750.00
Secrecy Envelope Rental
550.00
Election Officer Training Class
500.00
DATAVOTE uallot counting Eupipment Rental,
Software Yrogramming and Support Services
4,000.00
----+ .._----- .--.--
: . .( Y;ll :-ql.i -: i; :J(.{
!'..' .
I)d rry Ci bcrt
vice president, General ~anager
Ill.~() :-;nnh :~nde"'''n KllaLl. I:.xeter. California 9322 I
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Sub-Total
Sales Tax (6 3/4%)
Estimated Freight
$32,070.00
2,164.73
500 '-00
TOTAL
$34,734.73
209-592-2191
c.:;:
EXHIBIT "B"