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'en ,': OF SAN BERNARDL40 - REQUl. ~T FOR COUNCIL AC, JON
From:
Shauna Clark
City Clerk
Subject: Resolution - Contract - Sequoia Pacific -
Election Services
Dept:
Date:
September 2, 1988
4
Synopsis of Previous Council action:
Each election year, the City of San Bernardino enters into a contract with an
election supplier to provide services related to the election.
Recommended motion:
Adopt resolution.
~n2/~1b
/' Signature
Contact person:
Shauna Clark
Phone:
Supporting data ettached: Staff Report Ward:
FUNDING REQUIREMENTS: Amount: 51'; oon
Source: (ACCl. NO.) 032-5-3041
(ACCT. DESCRIPTION)
Primary
Finance:
Council Notel:
Aaenda Item Nn
~9
CI' I/f OF SAN BERNARDI...." - REQUE._ r FOR COUNCIL AC', ~ON
STAFF REPORT
The City Clerk's Office must contract for various services
associated with conducting an election. Some of these services
include:
Printing the ballot pamphlet
Printing the official ballots and absentees
Providing computer equipment to count the ballots
For our type of election, there are two suppliers: Sequoia
Pacific Systems and Martin and Chapman. We secured bids from both
companies and Sequoia Pacific came in as the lower bidder.
75-0264
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RESOLUTION NO.
3 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING
THE EXECUTION OF AN AGREEMENT WITH SEQUOIA PACIFIC SYSTEMS
4 CORPORATION RELATING TO ELECTION SUPPLIES AND SERVICES FOR
THE PRIMARY MUNICIPAL ELECTION TO BE HELD ON MARCH 7,
5 1989.
6
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
7 CITY OF SAN BERNARDINO AS FOLLOWS:
8
9 SECTION 1. The Mayor of the City of San Bernardino
10 is hereby authorized and directed to execute on behalf of
11 said City an Agreement with Sequoia Pacific Systems Cor-
12 poration relating to election supplies and services for
13 the Primary Municipal Election to be held on March 7,
14 1989, a copy of which is attached hereto, marked Exhibit
15 "A" and incorporated herein by reference as fully as
16 though set forth at length.
17
18 I HEREBY CERTIFY that the foregoing resolution was
19 duly adopted by the Mayor and Common Council of the City
20 of San Bernardino at an
meeting there-
21 of, held on the ____ day of
22 by the following vote, to wit:
, 1988,
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RESO: ..l\UTHORI~I~7G ::SCU7IOr~ OF A!'~ ::;REE.~~E~\iT ~~ITF SEQuOIA
PACIFIC SYSTEES CORPORATION
AYES:
Council Members
NAYS:
ABSENT:
CITY CLERK
The foregoing resolution is hereby approved this
day of , 1989.
Mayor of the City of San Bernardino
Approved as to form and
legal content:
f!~
City Attorney
1 AGREEMENT
2 (Election Supplies and Services)
3
4 THIS AGREEMENT is made and entered into this
5 day of , 1988, by and between the CITY OF
6 SAN BERNARDINO, a municipal corporation, hereinafter re-
7 fer red to as "Ci ty", and SEQUOIA PACIFIC SYSTEMS CORPO-
8 RATION, a Delaware corporation, referred to as "Contractor".
9
10 The parties agree as follows:
11 1. Reci tals.
12 (a) The Mayor and Common Council desire to enter
13 into an agreement to procure election supplies and ser-
14 vices for the Primary Municipal Election (hereafter the
15 "election") to be held on March 7, 1989, in the City of
16 San Bernardino.
17 (b) Contractor is in the business of furnishing
18 election supplies and services and has offered to furnish
19 supplies and services upon the terms stated in this agree-
20 ment.
21 2. City agrees to purchase certain election supplies
22 and services required for the election from the Contractor
23 at the prices upon the terms stated in this agreement at a
24 cost not to exceed $35,000.00. Contractor agrees to pre-
25 pare and furnish necessary supplies and services in suf-
26 ficient time to enable City to comply with all require-
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~ ~mIT~
1 ments of the California Elections Code, the California
2 Government Code, the Constitution of the State of Cali-
3 fornia, the Charter of the City of San Bernardino, and the
4 San Bernardino Municipal Code.
5 3. Unit prices shall be as set forth in Contractor's
6 attached proposal, marked Exhibit "I". The required quan-
7 tities of supplies shall be determined after the total
8 number of registered voters in the City has been ascer-
9 tained. Actual quantities required may vary from those
10 estimated in the proposal.
11 4. In addition to the supplies and basic ser-
12 vices set forth in Exhibit "I", Contractor will, at no
13 additional charge, furnish the following special services,
14 if and when requested by the City Clerk of City:
15 (a) Provide a detailed calendar of election
16 events, setting out dates and requirements of the Cali-
17 fornia Elections Code.
18
19 (b) Conduct election officers' instruction clas-
20 ses as required by Elections Code.
21 (c) Package official ballots, precinct supplies,
22 indexes, rosters and other necessary materials for deliv-
23 ery to poll ing places.
24 (d) Provide a qualified computer operator on
25 election day for ballot tabulation.
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1 (e) Provide back-up election program and count-
2 ing equipment.
3 (f) Provide all materials (logs, seals, proce-
4 dures, etc.) necessary for the central counting center.
5 5. Payment for all supplies and services shall be
6 made upon a bill or claim filed by Contractor with City
7 Clerk's office. The bill or claim shall show the quantity
8 and character of each supply and service furnished and the
9 sum payable computed at the appropriate unit price. The
10 bill or claim may be filed at any time after all of the
11 particular supply or service has been furnished. The City
12 Clerk shall verify the claim. If it is correct, she shall
13 refer it to the Finance Department for payment.
14 6. Contractor agrees that it will place on file with
15 the City Clerk of City, within ten days after the execu-
16 tion of this agreement, a corporation surety bond or an
17 irrevocable instrument of credit in a form satisfactory to
18 the City Attorney, in the amount of $15,999.99 to guar-
19 antee the performance of the work contracted to be per-
20 formed.
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GREEt1ENT (ELECTION ,PPLIES AI\;D Sf IG:S) BET,~I:EK CITY OF
SAN BERNARDINO AND SEQUOIA PACIFIC SYSTE~S CORPOP~TION
I
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IN WITNESS WHEREOF, the parties hereto have executed
2 this agreement on the day and year first above written.
3
4 ATTEST:
CITY OF SAN BERNARDINO
5 By
6
Evyln Wilcox, Mayor
of the City of San Bernardino
CITY CLERK
7
SEQUOIA PACIFIC
SYSTEMS CORPORATION
By
By
Approved as to form
and legal content:
Ms. Shauna Clark
August 15, 1988
CITY OF SAN BERNARDINO ESTIMATED COSTS
PRIMARY MUNICIPAL ELECTION - MARCH 7. 1989
Page 4
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58,400 Official DATA VOTE Ballots - 4 Ballot Types
(Includes 53,000 Precinct Ballots, 5000
Absentee and 400 Test Ballots)
63,000 Sample Ballot Booklets - 4 Ballot Types
(Does not include Candidate Statements)
100 Sets of Precinct Supplies
62,000 Labeling of Booklets for Carrier Route
sort and delivery to post office
5,000 Sets of Absentee Envelopes and Instructions
Miscellaneous Election Forms for 400 Poll
Workers and 25 Candidates
400 DATA VOTE Ballot Punch Rentsl
300 Clamp on Lamps for Voting Booths
40,000 Secrecy Envelope Rental
DATA VOTE Ballot Counting Equipment Rental,
Software Programming, Support Services and
Classes.
$6,169.00
6,985.00
3,200.00
3,560.00
3,000.00
450.00
2,000.00
675.00
400.00
4,500.00
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Sub-Total
Sales Tax (6%)
Estimated Freight
TOTAL
EXHIBIT "I"
$30,939.00
1856.34
400.00
$33,195.34