HomeMy WebLinkAboutContract 39123THE STATE OF TEXAS II
COUNTY OF DENTON
CITY OF FORT WORTH
CITY SECRETARIv
CONTRACT NCB.
CONTRACT FOR
ELECTION SERVICES
BY THE TERMS OF THIS CONTRACT made and entered into by and between the City
of Fort Worth, as duly authorized by the City Council hereinafter referred to as the Council, serving
by and through its Mayor, and DENTON COUNTY, TEXAS, acting by and through its Elections
Administrator hereinafter referred to as the Contracting Officer, pursuant to the authority of Section
31.091, of the Texas Election Code, agree to the following particulars in regard to coordination,
supervision and running of the City of Fort Worth, November 3, 2009, Crime Control and Prevention
District Continuation Election in Denton County,
THIS AGREEMENT is entered into in consideration of the mutual covenants and promises
hereinafter set out. IT IS AGREED AS FOLLOWS:
I. DUTIES AND SERVICES OF CONTRACTING OFFICER. The Contracting Officer
shall be responsible for performing the following duties and shall furnish the following services and
equipment:
A. The Contracting Officer shall arrange for appointment, notification (including writ of
election), training and compensation of all presiding judges, alternate judges, the judge ofthe
Central Counting Station if required and judge of the Early Voting Ballot Board.
1, The Contracting Officer shall be responsible for notification of each Election
Day and early voting presiding judge and alternate judge of his or her appointment. The
presiding election judge of each polling place will use his/her discretion to determine when
additional manpower is needed during peak voting hours. The Contracting Officer will
determine the number of clerks to work in the Central Counting Station and the number of
clerks to work on the Early Voting Ballot Board. The Contracting Officer shall utilize
election judges appointed by the Denton County Commissioners Court.
2. The Contracting Officer shall compensate each election judge and worker.
Each judge and worker shall receive compensation per hour for services rendered based on
rates set by Denton County Commissioners Court.
3. Election Judges shall attend the Contracting Officer's school of instruction
(Elections Seminar) to be held October 31, 2009 at 9:00 a.m. in the Denton County
Administration Building, 401 West Hickory, Denton 76201 or other location to be
announced.
4. Election judges shall be responsible for picking up and returning election
supplies. Compensation for this pickup and return will be $25.00,
B. The Contracting Officer shall procure, prepare, and distribute ballots, election kits
and election supplies.
1. The Contracting Officer shall secure election kits that include the legal
documentation required to hold an election and all supplies including locks, pens, magic
markers, etc.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
CONTRACT FOR ELECTION SERVICES
CCPD ELECTION — NOVEMBER 3, 2009
DENTON COUNTY
2. The Contracting Officer shall secure all tables, chairs, duplication ballots, and
legal documentation required to run the central counting station and/or early voting ballot
board.
3. The Contracting Officer shall provide all lists of registered voters required for
use on Election Day and for the early voting period required by law. The Election Day list of
registered voters shall be arranged in alphabetical order by polling place in lieu of alphabetic
by each precinct in each polling place. The Contracting Officer may use the computer
database for the list of registered voters during early voting.
4. The Contracting Officer shall procure and arrange for the distribution of all
election equipment and supplies required to hold an election.
a. Equipment includes the rental of voting machines, ballot boxes,
transfer cases, voting signs, and directional poles and tote boxes.
b. Supplies include ballots, sample ballots, early voting snail ballots,
pens, tape, markers, etc.
C. The Elections Administrator of Denton County, Texas, shall be appointed the Early
Voting Clerk by the City of Fort Worth for the election in Denton County.
1. The Contracting Officer shall supervise and conduct Early Voting by mail and
in person and shall secure personnel to serve as Early Voting Clerks.
2. Early Voting by personal appearance for the City of Fort Worth, November
3, 2000 Crime Control and Prevention District Continuation Election in Denton County shall
be conducted on weekdays beginning Monday, October 19, 2009, and continuing through
Friday, October 30, 2009. Times are as follows: October 19th through October 28th, 8:00am
to 5:00pm; Thursday October 29th through Friday, October 30'h, 7:00am through 7*00pm.
Locations and times of voting by personal appearance shall be as per Denton County
Elections Memo at Annex Be
3. All applications for an Early Voting mail ballot shall be received and
processed by the Denton County Elections Administration Office, P.O. Box 1720, Denton,
Texas 76202.
a. Applications for mail ballots erroneously mailed to the City of Fort
Worth shall immediately be faxed to the Contracting Officer for timely processing. The
original application shall then be forwarded to the Contracting Officer for proper retention.
b. All Federal Post Card applications (FPCA) will be sent a mail ballot.
No postage is required.
4. All Early Voting ballots (those cast by mail and those cast by personal
appearance) shall be prepared for count bythe Early Voting Ballot Board in accordance with
Chapter 87 of the Texas Election Code. The presiding judge of this Board shall be
appointed by the Denton County Commissioner Court no later than September 1, 2009. The
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CITY SECRETARY
FTT, WORTH, TX
CONTRACT FOR ELECTION SERVICES
CCPD ELECTION — NOVEMBER 3, 2009
DENTON COUNTY
Board shall meet for preparation of the early voting ballots as ordered by Commissioners
Court.
D. The Contracting Officer shall arrange for the use of all Election Day polling places.
The City of Fort Worth shall assume the responsibility of remitting 50% of the cost of all employee
services required to provide access, provide security, or provide custodial services for the early
voting and election day polling locations used that are located within the City of Fort Worth, Denton
County Texas.
E. The Contracting Officer shall be responsible for tabulation of the voted ballots in
accordance with Chapter 127 of the Election Code and of this agreement. The Counting Station
Manager shall be the Elections Administrator of Denton County, Texas. The Tabulation Supervisor
and Tabulation Operator shall be provided by the Denton County Elections Administration Office
and paid as a contract expense.
1. The tabulation supervisor shall prepare, test and run the county's tabulation
system in accordance with statutory requirements and county policies, under the auspices of
the Contracting Officer.
2. The Public Logic and Accuracy Test of the electronic voting system shall be
conducted no later than 10 am, Thursday, September 17, 2009 by the Contracting Officer.
(This date is subject to change based on receipt of jurisdiction ballot information and
programming. If date is changed, the City of Fort Worth City Secretary will be notified at
least 48 hours prior to test)
3. Election night reports will be available to Council at the Elections Office on
election night.
ftall
"to. The Contracting Officer shall prepare the unofficial canvass report aer
precincts have been counted, and will provide a copy of the unofficial canvass to the Council
as soon as possible after all returns have been tallied.
5. The Contracting Officer shall be appointed the custodian of the voted ballots
and shall retain all election material for a period of 22 months.
a. Pending no litigation and as prescribed by law, the voted and unused
ballots shall be shredded or recycled 22 months after the election.
b. The Council can obtain the list of registered voters from the Elections
Administration Office during this retention period. Pending no litigation and if the Council
does not request the lists, the Contracting Officer shall destroy them 22 months after the
election.
6. The Contracting Officer shall conduct a partial manual count as prescribed by
Section 127.201 of the Texas Election Code and submit a written report to the Council in a
timely manner. The Secretary of State may waive this requirement. If applicable, a written
CONTRACT FOR ELECTWINS HVIULN
CCPD ELECTION — NOVEMBER 3, 2009
DENTON COUNTY
report shall be submitted to the Secretary of State as required by Section 12 / 201(e) of the
aforementioned code.
II. Duties and Services of the Council. The Council shall assume the following
responsibilities:
A. The Council shall prepare the election orders, resolutions, notices, justice department
submissions, official canvass and other pertinent documents for adoption by the appropriate office or
body.
1. The Contracting Officer shall publish and post the Notice of the Public Logic
and Accuracy Test of the electronic voting system and one press release. The Contracting
Officer shall also prepare a certification of tabulation and an unofficial canvass report that
will assist the Council with the official canvass.
2. The Council assumes the responsibility of posting all notices and likewise
posting the schedules for Early Voting and Election Day,
B. The Council shall provide the Contracting Officer with the ballot wording and
Spanish interpretation.
1. The Council shall deliver to the Contracting Officer as soon as possible, but
no later thanl0 am Friday, September 4, 2009, the official wording in English and Spanish
for the Council's November 3, 2009, Crime Control and Prevention District Continuation
Election,
2. The Council shall approve the "blue line" ballot format prior to the final
printing.
C. The Council shall post the publication of election notice bytheproper methods with
the proper media.
D. The Council shall prepare and submit to the U.S. Department of Justice under the
Federal Voting Rights act of 1965, any required submissions on voting changes.
E. The Council shall compensate the Contracting Officer for any additional election
costs incurred in the process of running this election or for a re-count this election may require.
F. The Council shall submit with this signed contract a deposit of 90% of the estimated
election cost. The contract will not be accepted without this deposit.
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OFFICIAL RECORD
CITY SECRETARY
T. V4VORTH, TX
CONTRACT FOR ELECTION SERVICES
CCPD ELECTION — NOVEMBER 3, 2009
DENTON COUNTY
G. The Council shall pay a prorated cost of conducting the said election, plus the 10%
administrative fee, pursuant to the Texas Election Code, Section 31.100, within 30 days from the
date of final billing.
III. Cost of Services.
Costs of services will be prorated for ballots based on the City of Fort Worth precincts voting. The
City of Fort Worth will reimburse 50% of ballot printing costs. Costs of labor and election supplies
will be split 50/50 with Denton County. The City of Fort Worth will pay 100% of all programming
fees. See Annex A attached.
IV. General Provisions.
A. Nothing contained in this contract shall authorize or permit a change in the officer
with whom or the place at which any document or record relating to the Council's November 3,
2009, Crime Control and Prevention District Continuation Election is to be filed or the place at
which any function is to be carried out, or any nontransferable functions specified under Section
31.096 of the Texas Election Code.
B. Upon request, the Contracting Officer will provide copies of all invoices and other
charges received in the process of running said election for the Council.
C. If the Council cancels their election pursuant to Section 2.053 of the Texas Election
Code, the Contracting Officer shall be paid a contract preparation fee of $75. An entity canceling an
election will not be liable for any further costs incurred by the Contracting Officer in conducting the
November 3, 2009, Crime Control and Prevention District Continuation Election.
D. The Contracting Officer shall file copies of this contract with the County Judge and
the County Auditor of Denton County, Texas.
SIGNATURES ON FOLLOWING PAGE:
_ 5 _ OFFICIAL REC®RO
CITY SECRETARY
7. WORTHo TX
CONTRACT FOR ELECTION SERVICES
CCPD ELECTION — NOVEMBER 3, 2009
DENTON COUNTY
WITNESS BY MY HAND THIS THE
DAY OF vi.� , 2009.
DENTON COUNTY, TEXAS
B �,�
y
Don Alexander
Elections Administrator
Denton County, Texas
WITNESS BY MY HAND THIS THE � DAY OF , 2009.
David Yett
City Attorney
City of Fort Worth,
Denton C;e�unty, Te
Dale A. Fisseler, P.
City Manager
City of Fort Worth, Texas
AS TO FORM AND LEGALITY: ATTEST:
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City Secretary
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a OFFICIAL REGO
CITY SECRETARY
t FT WORTK TX
Denton copm�f Elections Administration
1N over ber 3, 2009 Constitutionat Amendment Election
Early Voting Locations Dates and Times
Monday -Friday October 19 — 23
Monday — Wednesday October 26 — 28
Thursday — Friday October 29 — 30
Steven Everett Copeland Government Center
1400 FM 424, Cross Roads
Justin Municipal Building
415 N. College, Justin
Joseph A. Carroll Admin. Building
401 W. Hickory, Denton
North Texas State Fair Grounds —Fair Hall
2217 N Carroll Blvd., Denton
Highland Village City Hall
1000 Highland Village Rd., Highland Village
Friendship Baptist Church
4396 Main, The Colony
8:OOa — S:OOp
8:OOa — 5:00p
7:OOa — 7:00p
Lewisville Municipal Annex
1197 W. Main Street, Lewisville
Carrollton Public Library
4220 N. Josey, Carrollton
Frankford Town Homes
18110 Marsh Ln., Dallas
Flower Mound Police and Court Building
4150 Kirkpatrick, Flower Mound
Lake Dallas City Hall
212 Main Street, Lake Dallas
Sanger First Baptist Church
St., Sanger
The following early voting sites will ONLY be open the dates and times listed:
Frisco Lakes Amenities Center
7277 Frisco Lakes Dr., Frisco
Roanoke Community Center
312 S. Walnut, Roanoke
Monday —Wednesday October 26 — 28
Thursday —Friday October 29 — 30
Monday —Tuesday
Thursday —Friday
Monday — Tuesday
Thursday — Friday
October 19-20
October 22-23
October 26-27
October 29-30
Trophy Club MUD
100 Municipal Drive, Trophy Club Thursday —Friday October 29 — 30
8:OOa — S:OOp
7:OOa — 7:OOp
1:OOp — S:OOp
l :00p — S:OOp
1:OOp — 5:00p
1:OOp — 5:00p
7:OOa — 7:OOp
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