HomeMy WebLinkAboutContract 52200 R�C�Np CITY SECRETARY
2p19 THE STATE OF TEXAS CONTRACTNO. 59,100
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��cis cRA COUNTY OF TARRANT
JOINT ELECTION AGREEMENT AND CONTRACT FOR ELECTION SERVICES
THIS CONTRACT for election services is made by and between the Tarrant County Elections Administrator and the
following political subdivisions located entirely or partially inside the boundaries of Tarrant County:
AZLE ISD CITY OF RICHLAND HILLS
BIRDVILLE ISD CITY OF RIVER OAKS
CARROLL ISD CITY OF SAGINAW
CITY OF ARLINGTON CITY OF SOUTHLAKE
CITY OF AZLE CITY OF WATAUGA
CITY OF BEDFORD CITY OF WESTWORTH VILLAGE
CITY OF BLUE MOUND CROWLEY ISD
CITY OF COLLEYVILLE EAGLE MOUNTAIN-SAGINAW ISD
CITY OF EULESS FORT WORTH ISD
CITY OF EVERMAN GRAPEVINE-COLLEYVILLE ISD
CITY OF FOREST HILL HURST-EULESS-BEDFORD ISD
CITY OF FORT WORTH KELLER ISD
CITY OF GRAND PRAIRIE KENNEDALE ISD
CITY OF GRAPEVINE LEWISVILLE ISD
CITY OF HALTOM CITY MANSFIELD ISD
CITY OF HURST NORTHWEST ISD
CITY OF KELLER TARRANT REGIONAL WATER DISTRICT
CITY OF KENNEDALE TARRANT COUNTY COLLEGE
CITY OF LAKE WORTH TOWN OF EDGECLIFF VILLAGE
CITY OF MANSFIELD TOWN OF FLOWER MOUND
CITY OF NORTH RICHLAND HILLS TOWN OF TROPHY CLUB
WHITE SETTLEMENT ISD
This contract is made pursuant to Texas Election Code Sections 31.092 and 271.002—271.004, if applicable, and
Texas Education Code Section 11.0581 fora joint May 4,2019 election to be administered by the undersigned Tarrant County
Elections Administrator, hereinafter referred to as "Elections Administrator." This term includes the Assistant Elections
Administrator in the Elections Administrator's absence or disability.
RECITALS
Each participating authority listed above plans to hold a general and/or special election on May 4, 2019. If a run-off
election or a repeat election is necessary because of legal action, the date of that election will be June 8, 2019.
The County owns an electronic voting system,the Hart InterCivic eSlate/eScan Voting System(Version 6.2.1),which
has been duly approved by the Secretary of State pursuant to Texas Election Code Chapter 122 as amended,and is compliant
with the accessibility requirements for persons with disabilities set forth by Texas Election Code Section 61.012. The
contracting political subdivisions, also known interchangeably as "Entities" or "participating authorities", desire to use the
County's electronic voting system and to compensate the County for such use and to share in certain other expenses
connected with joint elections in accordance with the applicable provisions of Chapters 31 and 271 of the Texas Election Code,
as amended.The entity desires to contract for the voting system as described, in tandem with the County's elections services
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through the Elections Administrator's office, and to compensate the County for such use and to share in other expenses
connected with join elections in accordance with the applicable provisions of law and of this contract.
NOW THEREFORE, in consideration of the mutual covenants,agreements,and benefits to the parties, IT IS AGREED
as follows:
I. ADMINISTRATION
The parties agree to hold a"Joint Election"with each other in accordance with Chapter 271 of the Texas Election Code
and this agreement. The Tarrant County Elections Administrator shall coordinate, supervise, and handle all aspects of
administering the Joint Election as provided in this agreement. Each participating authority agrees to pay the Tarrant County
Elections Administrator for equipment,supplies, services,and administrative costs as provided in this agreement. The Tarrant
County Elections Administrator shall serve as the administrator for the Joint Election; however,each participating authority shall
remain responsible for the decisions and actions of its officers necessary for the lawful conduct of its election. The Elections
Administrator shall provide advisory services in connection with decisions to be made and actions to be taken by the officers of
each participating authority as necessary. Legal advice to or legal representation of the Entities/political
subdivisions/participating authorities by the Election Administrator's office or lawyers who advise or represent the Election
Administrator is not included herewith;each Entity should consult with its own counsel for any legal issues that arise,orwith the
Texas Secretary of State, as appropriate.
It is understood that other political subdivisions may wish to participate in the use of the County's electronic voting
system and polling places,and it is agreed that the Elections Administrator may enter into other contracts for election services
for those purposes on terms and conditions generally similar to those set forth in this contract. In such cases, costs shall be
pro-rated among the participants according to Section XI of this contract.
At each polling location, joint participants shall share voting equipment and supplies to the extent possible. The
participating parties shall share a mutual ballot in those polling places where jurisdictions overlap. However, in no instance
shall a voter be permitted to receive a ballot containing an office or proposition stating a measure on which the voter is ineligible
to vote. Multiple ballot styles shall be available in those shared polling places where jurisdictions do not overlap.
II. LEGAL DOCUMENTS
Each participating authority shall be responsible for the preparation,adoption, and publication of all required election
orders, resolutions, notices, and any other pertinent documents required by the Texas Election Code and/or the participating
authority's governing body, charter, or ordinances, except that the Elections Administrator shall be responsible for the
preparation and publication of all voting system testing notices that are required by the Texas Election Code.
Preparation of the necessary materials for notices and the official ballot shall be the responsibility of each participating
authority, including translation to languages other than English, including (but not necessarily limited to), as required by law,
Spanish and Vietnamese. Each participating authority shall provide a copy of their respective election orders and notices to the
Tarrant County Elections Administrator.
III.VOTING LOCATIONS
The Elections Administrator shall select and arrange for the use of and payment for all Election Day voting locations.
Voting locations will be,whenever possible,the usual voting location for each election precinct in elections conducted by each
participating city,and shall be compliant with the accessibility requirements established by Election Code Section 43.034 and
the Americans with Disabilities Act(ADA). The proposed voting locations are listed in Attachment A of this agreement. In the
event that a voting location is not available or appropriate, the Elections Administrator will arrange for use of an alternate
location with the approval of the affected participating authorities. The Elections Administrator shall notify the participating
authorities of any changes from the locations listed in Attachment A.
If polling places for the May 4,2019 joint election are different from the polling place(s)used by a participating authority
in its most recent election,the authority agrees to post a notice no later than May 4,2019 at the entrance to any previous polling
places in the jurisdiction stating that the polling location has changed and stating the political subdivision's polling place names
and addresses in effect for the May 4,2019 election.This notice shall be written in both the English,Spanish,and Vietnamese
languages.
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IV. ELECTION JUDGES, CLERKS,AND OTHER ELECTION PERSONNEL
Tarrant County shall be responsible for the appointment of the presiding judge and alternate judge for each polling
location. The Elections Administrator shall make emergency appointments of election officials if necessary.
Upon request by the Elections Administrator, each participating authority agrees to assist in recruiting polling place
officials who are bilingual[(fluent in both English and Spanish)and(fluent in both English and Vietnamese)].In compliance with
the Federal Voting Rights Act of 1965, as amended, each polling place containing more than 5% Hispanic or Vietnamese
population as determined by the most recent Census used for such determinations shall have one or more election officials
who are fluent in both the English and Spanish or English and Vietnamese languages,as applicable. If a presiding judge is not
bilingual, and is unable to appoint a bilingual clerk, the Elections Administrator may recommend a bilingual worker for the
polling place. If the Elections Administrator is unable to recommend or recruit a bilingual worker,the participating authority or
authorities served by that polling place shall be responsible for recruiting a bilingual worker for interpretation and translation
services as needed at that polling place.
The Elections Administrator shall notify all election judges of the eligibility requirements of Subchapter C of Chapter 32
of the Texas Election Code,and will take the necessary steps to insure that all election judges appointed for the Joint Election
are eligible to serve.
The Elections Administrator shall arrange for the training and compensation of all election judges and clerks. The
Elections Administrator shall arrange for the date, time, and place for presiding election judges to pick up their election
supplies. Each presiding election judge will be sent a letter from the Elections Administrator notifying the judge of the
appointment,the time and location of training and distribution of election supplies, and the number of election clerks that the
presiding judge may appoint.
Each election judge and clerk will receive compensation at the hourly rate established by Tarrant County pursuant to
Texas Election Code Section 32.091 or other law applicable to compensation for the election-related work. The election judge
will receive an additional sum of$25.00 for picking up the election supplies prior to Election Day and for returning the supplies
and equipment to the central counting station after the polls close.
Election judges and clerks who attend voting equipment training and/or procedures training shall be compensated at
the same hourly rate that they are to be paid on Election Day.
The Elections Administrator may employ other personnel necessary for the proper administration of the election,
including such part-time help as is necessary to prepare for the election,to ensure the timely delivery of supplies during early
voting and on Election Day, and for the efficient tabulation of ballots at the central counting station. Part-time personnel
working as members of the Early Voting Ballot Board and/or central counting station on election night will be compensated at
the hourly rate set by Tarrant County in accordance with Election Code Sections 87.005, 127.004, and 127.006.
V. PREPARATION OF SUPPLIES AND VOTING EQUIPMENT
The Elections Administrator shall arrange for all election supplies and voting equipment including, but not limited to,
official ballots, sample ballots, voter registration lists, and all forms, signs, maps and other materials used by the election
judges at the voting locations. The Elections Administrator shall ensure availability of tables and chairs at each polling place
and shall procure rented tables and chairs for those polling places that do not have tables and/or chairs.
The Elections Administrator shall provide the necessary voter registration information, maps, instructions, and other
information needed to enable the election judges in the voting locations that have more than one ballot style to conduct a
proper election.
Each participating authority shall furnish the Elections Administrator a list of candidates and/or propositions showing the
order and the exact manner in which the candidate names and/or proposition(s)are to appear on the official ballot(including
titles and text in each language in which the authority's ballot is to be printed). Each participating authority shall be responsible
for proofreading and approving the ballot insofar as it pertains to that authority's candidates and/or propositions.
The joint election ballots that contain ballot content for more than one joint participant because of overlapping territory
shall be arranged in the following order: Independent School District,City,Water District(s),College District,and other political
subdivisions.
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Early Voting by Personal Appearance shall be conducted exclusively on Tarrant County's eSlate electronic voting
system. On Election Day,voters shall have a choice between voting on the eSlate electronic voting system or by a paper ballot
that is scanned at the polling place using Tarrant County's eScan voting system. Provisional ballots cast on Election Day will be
cast only on the eSlate electronic voting system to prevent the possibility of paper provisional ballots being immediately counted
via the eScan ballot scanner.
The number of paper ballots printed for Election Day voting shall be, at a minimum, equal to the same Election Day
turnout as in the last comparable election plus 25 percent of that number,with the final number of ballots ordered per polling
place or precinct adjusted upward to end in a number divisible by 50.
The Elections Administrator shall be responsible for the preparation,testing,and delivery of the voting equipment for
the election as required by the Election Code.
The Elections Administrator shall conduct criminal background checks on relevant employees upon hiring as required
by Election Code Section 129.051(g).
VI. EARLY VOTING
The participating authorities agree to conduct joint early voting and to appoint the Election Administrator as the Early
Voting Clerk in accordance with Sections 31.097 and 271.006 of the Texas Election Code. Each participating authority agrees
to appoint the Elections Administrator's permanent county employees as deputy early voting clerks. The participating
authorities further agree that the Elections Administrator may appoint other deputy early voting clerks to assist in the conduct of
early voting as necessary, and that these additional deputy early voting clerks shall be compensated at an hourly rate set by
Tarrant County pursuant to Section 83.052 of the Texas Election Code. Deputy early voting clerks who are permanent
employees of the Tarrant County Elections Administrator or any participating authority shall serve in that capacity without
additional compensation.
Early Voting by personal appearance will be held at the locations, dates, and times listed in Attachment"B" of this
document. Any qualified voter of the Joint Election may vote early by personal appearance at any of the joint early voting
locations.
As Early Voting Clerk,the Elections Administrator shall receive applications for early voting ballots to be voted by mail
in accordance with Chapters 31 and 86 of the Texas Election Code. Any requests for early voting ballots to be voted by mail
received by the participating authorities shall be forwarded immediately by fax or courier to the Elections Administrator for
processing. The Elections Administrator will be responsible for managing the Annual Ballot by Mail voters for whom the
Elections Administrator has received an Application for Ballot by Mail.
In addition to making the information on the roster for a person who votes an early voting ballot by personal
appearance available for public inspection not later than the beginning of the regular business hours on the day after the date
the information is entered on the roster, the Elections Administrator shall post on the county website each participating
authority's early voting report on a daily basis and a cumulative final early voting report following the close of early voting. In
accordance with Section 87.121(g)of the Election Code,the daily reports showing the previous day's early voting activity will be
posted to the county website no later than 10:00 AM each business day.
VII. EARLY VOTING BALLOT BOARD AND SIGNATURE VERIFICATION COMMITTEE
Tarrant County shall appoint an Early Voting Ballot Board (EVBB) to process early voting results from the Joint
Election, The Presiding Judge, with the assistance of the Elections Administrator, shall appoint two or more additional
members to constitute the EVBB. The Elections Administrator shall determine the number of EVBB members required to
efficiently process the early voting ballots.
The Elections Administrator shall determine whether a Signature Verification Committee is necessary,and if so,shall
appoint the members.
Vill. CENTRAL COUNTING STATION AND ELECTION RETURNS
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The Elections Administrator shall be responsible for establishing and operating the central and remote counting
stations to receive and tabulate the voted ballots in accordance with the provisions of the Texas Election Code and of this
agreement.
The participating authorities hereby, in accordance with Section 127.002, 127,003,and 127.005 of the Texas Election
Code, appoint the following central counting station officials:
Counting Station Manager: Heider Garcia, Elections Administrator
Tabulation Supervisor: Troy Havard, Assistant Elections Administrator
Presiding Judge: Kelley Roberson
The counting station manager or his/her representative shall deliver timely cumulative reports of the election results as
precinct report to the central and remote counting stations and are tabulated. The manager shall be responsible for releasing
unofficial cumulative totals and precinct returns from the election to the joint participants,candidates,press,and general public
by distribution of hard copies at the central counting station or by electronic distribution and by posting to the Tarrant County
web site. To ensure the accuracy of reported election returns, results printed on the tapes produced by Tarrant County's voting
equipment will not be released to the participating authorities at the remote collection sites or by phone from individual polling
locations.
The Elections Administrator will prepare the unofficial canvass reports that are necessary for compliance with Election
Code Section 67.004 after all precincts have been counted, and will deliver a copy of these unofficial canvass reports to each
participating authority as soon as possible after all returns have been tabulated. Each participating authority shall be
responsible for the official canvass of its respective election(s).
The Elections Administrator will prepare the electronic precinct-by-precinct results reports for uploading to the
Secretary of State as required by Section 67.017 of the Election Code. The Elections Administrator agrees to upload these
reports for each participating authority unless requested otherwise.
The Elections Administrator shall be responsible for conducting the post-election manual recount required by Section
127.201 of the Texas Election Code unless a waiver is granted by the Secretary of State. Notification and copies of the
recount, if waiver is denied, will be provided to each participating authority and the Secretary of State's Office.
IX. PARTICIPATING AUTHORITIES WITH TERRITORY OUTSIDE TARRANT COUNTY
Each participating authority with territory containing population outside Tarrant County agrees that the Elections
Administrator shall administer only the Tarrant County portion of those elections.
X. RUNOFF ELECTIONS
Each participating authority shall have the option of extending the terms of this agreement through its runoff election,if
applicable. In the event of such runoff election,the terms of this agreement shall automatically extend unless the participating
authority notifies the Elections Administrator in writing within 3 business days after the original election, not counting election
day.
Each participating authority shall reserve the right to reduce the number of early voting locations and/or Election Day
voting locations in a runoff election.
Each participating authority agrees to order any runoff election(s)at its meeting for canvassing the votes from the May
4, 2019 election and to conduct its drawing for ballot positions at or immediately following such meeting in order to expedite
preparations for its runoff election.
Each participating authority eligible to hold runoff elections agrees that the date of the runoff election,if necessary,shall
be June 8, 2019.
XI. ELECTION EXPENSES AND ALLOCATION OF COSTS
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The participating authorities agree to share the costs of administering the Joint Election. Allocation of costs, unless
specifically stated otherwise, is mutually agreed to be shared according to a formula which is based on the average cost per
Election Day polling place(unit cost)as determined by adding together the overall expenses and dividing the expenses equally
among the total number of polling places. Costs for polling places shared by more than one participating authority shall be pro-
rated equally among the participants utilizing that polling place.
It is agreed that charges for Election Day judges and clerks and Election Day polling place rental fees shall be directly
charged to the appropriate participating authority rather than averaging those costs among all participants.
If a participating authority's election is conducted at more than one Election Day polling place,there shall be no charges
or fees allocated to the participating authority for the cost of Election Day polling places in which the authority has fewer than
50% of the total registered voters served by that polling place, except that if the number of registered voters in all of the
authority's polling places is less than the 50% threshold, the participating authority shall pay a pro-rata share of the costs
associated with the polling place where it has the greatest number of registered voters.
Costs for Early Voting by Personal Appearance shall be allocated based upon the actual costs associated with each
early voting site. Each participating authority shall be responsible for a pro-rata portion of the actual costs associated with the
early voting sites located within their jurisdiction. Participating authorities that do not have a regular(non-temporary) early
voting site within their jurisdiction shall pay a pro-rata portion of the nearest regular early voting site.
Costs for Early Voting by Mail shall be allocated according to the actual number of ballots mailed to each participating
authority's voters.
Participating authorities having the majority of their voters in another county, and fewer than 500 registered voters in
Tarrant County, and that do not have an Election Day polling place or early voting site within their jurisdiction shall pay a flat fee
of$400 for election expenses.
Each participating authority agrees to pay the Tarrant County Elections Administrator an administrative fee equal to ten
percent(10%)of its total billable costs(but not less than$75.00)in accordance with Section 31.100(d)of the Texas Election
Code.
The Tarrant County Elections Administrator shall deposit all funds payable under this contract into the appropriate
fund(s)within the county treasury in accordance with Election Code Section 31.100.
Cost schedule and invoicing.
A cost estimate for the services,equipment, and supplies provided by the Contracting Officer for the election and the
runoff election is shown below and made a part of this Contract. This cost estimate shall serve as the cost schedule
agreed upon by the contracting parties, as referenced in Section 31.093(a), Texas Election Code.
As soon as reasonably possible after the election or the runoff election,the Contracting Officer will submit an itemized
invoice to the Entity(i)for the actual expenses he/she incurred as described above and(ii)for the Contracting Officer's
fee as described above. The invoice shall reflect any advance monies paid and any direct payments made. The
Contracting Officer will use his/her best efforts to submit the invoice within 30 days after the election or within 10 days
after the runoff election.
The Contracting Officer's invoice shall be due and payable by the Entity to the address set forth in the invoice within 30
days after its receipt by the Entity. If the Entity disputes any portion of the invoice,the Entity shall notify the Contracting
Officer in writing within such 30-day period or the invoice will be presumed to be a true and accurate rendering of the
amount that is due.
XII.COST ESTIMATES AND DEPOSIT OF FUNDS
The total estimated obligation for each participating authority under the terms of this agreement is listed below. Each
participating authority agrees to pay the Tarrant County Elections Administrator a deposit of approximately 75% of this
estimated obligation within 15 days after execution of this agreement. The exact amount of each participating authority's
obligation under the terms of this agreement shall be calculated after the May 4,2019 election(or runoff election, if applicable),
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and if the amount of an authority's total obligation exceeds the amount deposited, the authority shall pay to the Elections
Administrator the balance due within 30 days after the receipt of the final invoice from the Elections Administrator. However,if
the amount of the authority's total obligation is less than the amount deposited,the Elections Administrator shall refund to the
authority the excess amount paid within 30 days after the final costs are calculated.
The total estimated obligation and required deposit for each participating authority under the terms of this agreement shall be
as follows:
Actual# Billed# Estimated Deposit
Political Subdivision Polls Polls Cost Due
AZLE ISD 3 0.83 $ 8,025.26 $ 6,100.00
BIRDVILLE ISD 10 2.83 $ 45,520.06 $ 34,200.00
CARROLL ISD 6 0.50 $ 9,329.23 $ 7,000.00
CITY OF ARLINGTON 28 24.50 $ 178,628.23 $ 134,000.00
CITY OF AZLE 1 0.33 $ 6,196.87 $ 4,700.00
CITY OF BEDFORD 1 0.50 $ 9,433.73 $ 7,100.00
CITY OF BLUE MOUND 1 0.33 $ 6,266.54 $ 4,700.00
CITY OF COLLEYVILLE 1 0.50 $ 9,485.98 $ 7,200.00
CITY OF EULESS 1 0.50 $ 9,381.48 $ 7,100.00
CITY OF EVERMAN 1 1.00 $ 11,105.37 $ 8,400.00
CITY OF FOREST HILL 1 1.00 $ 11,105.37 $ 8,400.00
CITY OF FORT WORTH 106 46.12 $ 262,662.97 $ 197,000.00
CITY OF GRAND PRAIRIE 4 3.50 $ 27,554.74 $ 20,700.00
CITY OF GRAPEVINE 1 0.50 $ 9,485.98 $ 7,200.00
CITY OF HALTOM CITY 1 0.50 $ 9,496.98 $ 7,200.00
CITY OF HURST 1 0.50 $ 9,329.23 $ 7,000.00
CITY OF KELLER 2 1.00 $ 11,418.87 $ 8,600.00
CITY OF KENNEDALE 1 0.33 $ 6,266.54 $ 4,700.00
CITY OF LAKE WORTH 1 1.00 $ 18,726.30 $ 14,100.00
CITY OF MANSFIELD 3 1.50 $ 13,038.25 $ 9,800.00
CITY OF NORTH RICHLAND HILLS 3 1.50 $ 20,450.19 $ 15,400.00
CITY OF RICHLAND HILLS 1 0.50 $ 9,276.98 $ 7,000.00
CITY OF RIVER OAKS 1 0.50 $ 6,806.33 $ 5,200.00
CITY OF SAGINAW 1 0.33 $ 6,266.54 $ 4,700.00
CITY OF SOUTHLAKE 1 0.50 $ 9,329.23 $ 7,000.00
CITY OF WATAUGA 1 0.33 $ 8,667.52 $ 6,600.00
CITY OF WESTWORTH VILLAGE 1 0.33 $ 6,196.87 $ 4,700.00
CROWLEY ISD 15 2.03 $ 18,851.25 $ 14,200.00
EAGLE MOUNTAIN-SAGINAW ISD 12 1.75 $ 11,446.97 $ 8,600.00
FORT WORTH ISD 29 4.45 $ 41,779.85 $ 31,400.00
GRAPEVINE-COLLEYVILLE ISD 5 1.00 $ 18,935.30 $ 14,300.00
HURST-EULESS-BEDFORD ISD 9 2.50 $ 31,727.90 $ 23,800.00
KELLER ISD 17 3.83 $ 36,708.10 $ 27,600.00
KENNEDALE ISD 5 0.33 $ 6,266.54 $ 4,700.00
LEWISVILLE ISD 1 0.00 $ 400.00 $ 300.00
MANSFIELD ISD 14 5.00 $ 33,562.40 $ 25,200.00
NORTHWEST ISD 8 2.33 $ 23,393.00 $ 17,600.00
TARRANT REGIONAL WATER DISTRICT 113 47.87 $ 276,334.93 $ 207,300.00
TARRANT COUNTY COLLEGE 41 10.12 $ 68,834.94 $ 51,700.00
TOWN OF EDGECLIFF VILLAGE 1 0.25 $ 3,915.62 $ 3,000.00
TOWN OF FLOWER MOUND 1 0.00 $ 400.00 $ 300.00
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TOWN OF TROPHY CLUB 1 0.00 $ 400.00 $ 300.00
WHITE SETTLEMENT ISD 5 0.75 $ 7,685.69 $ 5,800.00
TOTALS 460 174.00 $1,320,094.12 $ 991,900.00
XIII.WITHDRAWAL FROM CONTRACT DUE TO CANCELLATION OF ELECTION
Any participating authority may withdraw from this agreement and the Joint Election should it cancel its election in
accordance with Sections 2.051 -2.053 of the Texas Election Code. The withdrawing authority is fully liable for any expenses
incurred by the Tarrant County Elections Administrator on behalf of the authority plus an administrative fee of ten percent(10%)
of such expenses (but not less than $ 75.00). Any monies deposited with the Elections Administrator by the withdrawing
authority shall be refunded, minus the aforementioned expenses and administrative fee if applicable.
It is agreed that any of the joint election early voting sites that are not within the boundaries of one or more of the
remaining participating authorities,with the exception of the early voting site located at the Tarrant County Elections Center,
may be dropped from the joint election unless one or more of the remaining participating authorities agree to fully fund such
site(s). In the event that any early voting site is eliminated under this section,an addendum to the contract shall be provided to
the remaining participants within five days after notification of all intents to withdraw have been received by the Elections
Administrator.
XIV. RECORDS OF THE ELECTION
The Elections Administrator is hereby appointed general custodian of the voted ballots and all records of the Joint
Election as authorized by Section 271.010 of the Texas Election Code.
Access to the election records shall be available to each participating authority as well as to the public in accordance
with applicable provisions of the Texas Election Code and the Texas Public Information Act. The election records shall be
stored at the offices of the Elections Administrator or at an alternate facility used for storage of county records. The Elections
Administrator shall ensure that the records are maintained in an orderly manner so that the records are clearly identifiable and
retrievable.
Records of the election shall be retained and disposed of in accordance with the provisions of Section 66.058 of the
Texas Election Code. If records of the election are involved in any pending election contest, investigation, litigation,or open
records request,the Elections Administrator shall maintain the records until final resolution or until final judgment,whichever is
applicable. It is the responsibility of each participating authority to bring to the attention of the Elections Administrator any
notice of pending election contest, investigation, litigation or open records request which may be filed with the participating
authority.
XV. RECOUNTS
A recount maybe obtained as provided by Title 13 of the Texas Election Code. By signing this document,the presiding officer
of the contracting participating authority agrees that any recount shall take place at the offices of the Elections Administrator,
and that the Elections Administrator shall serve as Recount Supervisor and the participating authority's official or employee who
performs the duties of a secretary under the Texas Election Code shall serve as Recount Coordinator.
The Elections Administrator agrees to provide advisory services to each participating authority as necessary to conduct a
proper recount.
XVI. MISCELLANEOUS PROVISIONS
1. It is understood that to the extent space is available, other districts and political subdivisions may wish to
participate in the use of the County's election equipment and voting places,and it is agreed that the Elections
Administrator may contract with such other districts or political subdivisions for such purposes and that in such
event there may be an adjustment of the pro-rata share to be paid to the County by the participating
authorities.
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2. The Elections Administrator shall file copies of this document with the Tarrant County Judge and the Tarrant
County Auditor in accordance with Section 31.099 of the Texas Election Code.
3. Nothing in this contract prevents any party from taking appropriate legal action against any other party and/or
other election personnel for a breach of this contract or a violation of the Texas Election Code.
4. This agreement shall be construed under and in accord with the laws of the State of Texas,and all obligations
of the parties created hereunder are performable in Tarrant County, Texas.
5. In the event that one or more of the provisions contained in this Agreement shall for any reason be held to be
invalid,illegal,or unenforceable in any respect,such invalidity, illegality,or unenforceability shall not affect any
other provision hereof and this agreement shall be construed as if such invalid, illegal, or unenforceable
provision had never been contained herein.
6. All parties shall comply with all applicable laws, ordinances, and codes of the State of Texas, all local
governments, and any other entities with local jurisdiction.
7. The waiver by any party of a breach of any provision of this agreement shall not operate as or be construed as
a waiver of any subsequent breach.
8. Any amendments of this agreement shall be of no effect unless in writing and signed by all parties hereto.
9. In the event of an emergency or unforeseen event on Election Day that requires adjustment to these
procedures to keep the election operating in a timely, fair, and accessible manner, Elections Administrator
may make such adjustments to the procedures herein as the circumstances require.
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XVII.JOINT CONTRACT ACCEPTANCE AND APPROVAL
By the signatures on the attached pages, the Contracting Officer and the representative of each entity warrant and represent
that they are authorized to enter into this Contract.
WITNESS THE FOLLOWING SIGNATURES AND SEAL ON THE DATE SHOWN BELOW:
The Contracting Officer:
H ider Garcia
Elections Administrator
Date
The State of Texas §
County of Tarrant §
Before me, the undersigned authority, on this day personally appeared Heider Garcia, known to me to be the person whose
name is subscribed to the foregoing instrument and acknowledged to me that he ex�ec�uke�� the same fo the purpose and
consideration therein expressed. Given under my hand and seal of office on this the day of 20LR
(Seal)
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH TX
Joint Election Agreement and Contract for Election Services---Page 10
Fh — j lltv�
EA Initials En i y Rep Initials
APPROVED:
i
David Cook ,City Manager
APPROVED AS TO FORM AND LEGALITY: ATTEST: �� e�!
Richar cCracken,Assistant City Attorney M[ J.Kayser, i r tary
Contract Compliance Manager: ��.
By signing I acknowledge that I am the person responsible -�
for the monitoring and administration of this contract, including
ensuring all performance reporting requirements.
Mary J.Kayse
City Secretary
By the signatures on the attached pages, the Contracting Officer and the representative of each entity warrant and represent
that they are authorized to enter into this Contract.
WITNESS THE FOLLOWING SIGNATURES AND SEAL ON THE DATE SHOWN BELOW:
CI7OF7F /WO H:
Betsy Price ,Mayor
Date ", ,
The State of Texas §
County of Tarrant §
Before me, the undersigned authority, on this day personally appeared BETSY PRICE, known to me to be the persons whose
name is subscribed to the foregoing instrument and acknowledged to me that she ex cuted the saW for the purpose and
consideration therein expressed. Given under my hand and seal of office on this the AdAday of 2Q[f.
�o�rRY„� TENI9HA N. BREWER JONES
OFFICIAL RECORD:Notary Public, State of Texas
.gE Comm. Expires 05-27-2020 CITY SECRETARY
:±`� Notary ID 130680351 FT. UI�f�RTlir TX
„mn�
ture of No
Joint Election Agreement and Contract for Election Services---Page 11
EA Initials En ity ep Initials
Attachment B
EARLY VOTING FOR MAY 4, 2019
(VOTAC/ON ADELANTADA PARA EL 4 DE MAYO DE 2019)
(BAU C&SOM CHO NGAY4 THANG 5, NAM 2019)
JOINT GENERAL AND SPECIAL ELECTIONS
(ELECC/ONES GENERALES Y ESPEC/ALES CONJUNTAS)
(CU(SC TONG TUYEN C&VA BAU CLY DAc B/ET)
This schedule of early voting locations, dates and times applies to voters in the following cities, towns,schools,
college, library and water districts:(Este horario de casetas de votaci6n adelantada,sus fechas y tiempos
aplican a los votantes en las siguientes ciudades,pueblos, escuelas, colegio,biblioteca y distritos de agua)(06y
la lich trmh cua nhfrng dia diem,ngby th6ng va th6,i gian cho bau c&s6,m 6p dung cho c6c cti'tri a trong nhfrng
lieu sau d6y:c6c th&nh pho,c6c thi xff,c6c tru'6,ng h9c, tru'6,ng coo dang, thtr vien v6 co,quan they cuc):
Arlington,Azle, Bedford, Blue Mound,Colleyville, Edgecliff Village, Euless, Everman, Flower Mound, Forest Hill,
Fort Worth,Grand Prairie,Grapevine, Haltom City, Hurst, Keller, Kennedale,Lake Worth,Mansfield, North
Richland Hills, Richland Hills, River Oaks,Saginaw,Southlake,Trophy Club,Watauga,Westworth Village,Azle ISD,
Birdville ISD,Carroll ISD,Crowley ISD, Eagle Mountain-Saginaw ISD, Fort Worth ISD Districts 2,3,5 and 6,
Grapevine-Colleyville ISD, Hurst-Euless-Bedford ISD, Keller ISD, Kennedale ISD, Lewisville ISD, Mansfield ISD,
Northwest ISD,White Settlement ISD, Tarrant County College District 7, Forest Hill Library District and Tarrant
Regional Water District.
EARLY VOTING BY PERSONAL APPEARANCE DAYS AND HOURS
(D(AS Y HORAS DE VOTAC16N TEMPRANO POR APAR1C16N PERSONAL)
(Ng6y v6 gi&di bau cu'sdm)
April (abril) (Th6ng Ttf) 22—26 Monday— Friday Nunes—viernes)(ThdHoi—Thus6u) 8:00 a.m.—5:00 p.m.
April (abril) (Th6ng TV) 27 Saturday(s6bodo)(Thu8dy) 7:00 a.m.—7:00 p.m.
April (abril) (Th6ng TV) 28 Sunday (domingo)(Chu Nhpt) 11:00 a.m.—4:00 p.m.
April (abril) (Th6ng TLr) 29 - 30 Monday-Tuesday(lures-mortes)(Thu'Hoi-ThvBo) 7:00 a.m.—7:00 p.m.
Location Address City Zip Codi
(Ubicoci6n) (Direcd6n) (Ciudad) (C6digc
(Eva dilm) (Djo chi) (Th6nh ph8) postal)
(M3 Bur
Dion)
1 Bob Duncan Center 2800 South Center Street Arlington 76014
2 Elzie Odom Athletic Center 1601 NE Green Oaks Boulevard Arlington 76006
3 Center for Community Service 4002 West Pioneer Parkway Arlington 76013
Junior League of Arlington
4 South Service Center 1100 SW Green Oaks Boulevard Arlington 76017
5 Tarrant County Sub-Courthouse in Arlington 700 E Abram Street Arlington 76010
Tarrant County College Southeast Campus
6 EMB—Portable Building C(edificio m6vil c) 2100 Southeast Parkway Arlington 76018
(Nhd Di Dong C)
7 B J Clark Annex 603 Southeast Parkway Azle 76020
Room 4 Sala 4 Ph6n so 4)
8 Bedford Public Library 2424 Forest Ridge Drive Bedford 76021
9 Colleyville City Hall 100 Main Street Colleyville 76034
10 Crowley 9th Grade Campus 1016 FM 1187 West Crowley 76036
Room 304 Sala 304 Phon so 304
EARLY VOTING FOR MAY 4, 2019
(VOTACION ADELANTADA PARA EL 4 DE MAYO DE 2019)
(BAU C&S&M CHO NGAY4 THANG 5, NAM 2019)
JOINT GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
(CUOC TONG TUYEN CO VA BAU CLY DAC BitT)
11 Euless Family Life Senior Center 300 W Midway Drive Euless 76039
12 Forest Hill Civic and Convention Center 6901 Wichita Street Forest Hill 76140
13 Diamond Hill/Jarvis Branch Library 1300 NE 35d'Street Fort Worth 76106
14 East Regional Library 6301 Bridge Street Fort Worth 76112
15 Griffin Sub-Courthouse 3212 Miller Avenue Fort Worth 76119
16 Handley-Meadowbrook Community Center 6201 Beaty Street Fort Worth 76112
JPS Health Center Viola M.Pitts/Como
17 Lower Level-#100(Nivel Inferior#100) 4701 Bryant Irvin Road N. Fort Worth 76107
(Lau Dv61i#100)
18 Longhorn Activity Center 5350 Basswood Boulevard Fort Worth 76137
19 Northside Community Center 1100 Northwest 18t' Street Fort Worth 76164
20 Rosemont Middle School 1501 West Seminary Drive Fort Worth 76115
21 Southside Community Center 959 East Rosedale Street Fort Worth 76104
22 Southwest Community Center 6300 Welch Avenue Fort Worth 76133
23 Southwest Regional Library 4001 Library Lane Fort Worth 76109
24 Southwest Sub-Courthouse 6551 Granbury Road Fort Worth 76133
Tarrant County Elections Center
25 Main Early Voting Site (sitio principal de 2700 Premier Street Fort Worth 76111
votacion adelantada)
rung Tdm Bau Cic Sc m
26 Tarrant County Plaza.Building 201 Burnett Street Fort Worth 76102
27 Villages of Woodland Springs Amenity Center 12209 Timberland Boulevard Fort Worth 76244
28 Worth Heights Community Center 3551 New York Avenue Fort Worth 76110
2615 W. Pioneer Parkway
(La esquina del Pioneer Pkwy y Great
29 Asia Times Square Southwest Pkwy) Grand Prairie 75051
(Goc twang cz a Pioneer Pkwy va Great
Southwest Pkwy)
30 The REC of Grapevine 1175 Municipal Way Grapevine 76051
31 Haltom City Northeast Center 3201 Friendly Lane Haltom City 76117
32 Haslet Public Library 100 Gammill Street Haslet 76052
33 Hurst Recreation Center 700 Mary Drive Hurst 76053
34 Keller Town Hall 1100 Bear Creek Parkway Keller 76248
35 Kennedale Community Center 316 West 3rd Street Kennedale 76060
36 Sheriff s Office North Patrol Division 6651 Lake Worth Boulevard Lake Worth 76135
EARLY VOTING FOR MAY 4, 2019
(VOTACION ADELANTADA PARA EL 4 DE MAYO DE 2019)
(BAU CUSdrM CHO NGAY 4 THANG 5, NAM 2019)
JOINT GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
(CU¢C TONG TUYEN CO VA BAU CO DAC BIL'T)
37 Mansfield Sub-Courthouse 1100 East Broad Street Mansfield 76063
38 Dan Echols Center 6801 Glenview Drive N. Richland Hills 76180
39 North Richland Hills Public Library 9015 Grand Avenue N.Richland Hills 76180
40 Richland Hills Public Library 6724 Rena Drive Richland Hills 76118
41 River Oaks City Hall 4900 River Oaks Boulevard River Oaks 76114
Eagle Mountain-Saginaw ISD Administration
42 Building 6—Training Room(Edificio 6—Sala de 1200 N Old Decatur Road Saginaw 76179
entrenamiento)(T6a Nha so 6)(Ph6ng Tap Luyen)
43 Southlake Town Hall 1400 Main Street Southlake 76092
44 Watauga City Hall 7105 Whitley Road Watauga 76148
45 White Settlement ISD Administration Bldg. 401 South Cherry Lane White Settlement 76108
Temporary Branch Early Voting Locations with Special Days and Hours
(Lista de Caseta Temporal con Dias y Horas Especiales)
(Chi Nh6nh Tam Tho'i Dia�Dii�eMml�Ba*u.C`R_r*�S6,m v&N{hyCyng�Ngay va Gio'06c Bi¢t)
.. 4gtY iEK,.fi,M ' � 8 "�TilESE� ""Thu�layylYl
lI� Itm,"
UTA—University of Texas at
Arlington
A Maverick Activities Center 500 W. Nedderman Drive Arlington 76019
Trung Tam Sinh Hoat
Maverick
Application for a Ballot by Mail may be downloaded from our website:
www.tarrantcounty.com/elections
(Solicitud para una Boleta par Correa puede ser descargada de nuestro sitio web):
www.tarrantcoun ty.com/elections
(C6 the tai flan xin 16 Phieu Bau qua Thv tren trang mang cua chung t6i):
www.tarrantcounty.com/elections
Information by phone: Tarrant County Elections Administration,817-831-8683
(Information par telefono): (Administraci6n de Elecciones del Condado de Tarrant 817-831-8683)
(Th6ng tin qua dien thoai): (Dieu Hanh Bau CL�Quan Tarrant, 817-831-8683)
Applications for a Ballot by Mail must be submitted between January 1, 2019 and April 23, 2019 by mail,
fax or email to:
Note:effective December 1, 2017-If an Application for Ballot by Mail is submitted by fax or e-mail the
original application must also be mailed and received by the Early Voting Clerk no later than the 41n
business day after receipt of the faxed or e-mailed copy.
EARLY VOTING FOR MAY 4, 2019
(VOTACION ADELANTADA PARA EL 4 DE MAYO DE 2019)
(BAU COSO'M CHO NGAY4 THANG 5, NAM 2019)
JOINT GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES Y ESPECIALES CONJUNTAS)
(CUOC TONG TUYEN cO VA BA CCI DAC BltT)
(Las solicitudes para una Boleta par Correa deben ser sometidas entre el 1 de enero de 2019 y el 23 de
Abril de 2019 par correo,fax o correo electr6nico a):
Nota:efectivo el 1 de diciembre de 2017-Si una solicitud de boleta par correo se en via par fax o par
correo electr6nico la solicitud original tambien debe ser enviada par correo y recibida par el Secretario de
votaci6n anticipada no m6s tarde del cuarto dia h6bil despues de recibir la copia enviada por fax o par
correo electr6nico.)
(flan xin la phieu bau qua thv phai dvo'c gu'i vao giUa Ngay 1 Thang 1, Nam 2019 va Ngay 23 Thang 4,
Nam 2019 bang thu',fax hoac email den:)
Liru y:co higu 1Vc Ur ngay 1 thang 12 nam 2017-Neu flan Xin L6 Phieu du'gc g&i qua dvodng bvu then
dvac g&i bang fax hopc e-mail, down dang ky ban d&u cung phai dvac g&i den va nhpn bdi Thar Ky Bo
Phieu Sam trong vong 4 ngay lam vipc ke'tu'ngay nhpn fax hopc ban sao e-mail.
Early Voting Clerk (Secretario De Votaci6n Adelantada) (Thu'Ky Bau Cu'Sdm)
PO Box 961011
Fort Worth TX 76161-0011
Fax: 817-831-6118
Email:votebymail@tarrantcounty.com
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City of Fort Worth, Texas
Mayor and Council Communication
"a -0
DATE: Tuesday, April 9, 2019 REFERENCE NO.: ""C-29085
LOG NAME: 11050419GENERALELECTION
SUBJECT:
Authorize Execution of a Joint Election Agreement and Contract with the Tarrant County Elections
Administrator for Election Services for the General Election to be Held on May 4, 2019, for the Purpose of
Electing a Mayor and Council Members for City Council Districts 2, 3, 4, 5, 6, 7, 8, and 9 in the Estimated
Amount of$262,662.97, Authorize Payment of a Seventy-Five Percent Deposit of the Estimated Cost in the
Amount of$197,000.00, and Authorize Payment of the Final Invoice, Including a Fifteen Percent
Contingency, in an Amount Not to Exceed $105,062.00 (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the execution of a Joint Election Agreement and Contract with the Tarrant County Elections
Administrator for the election services for the General Election to be Held on May 4, 2019, for the Purpose
of Electing a Mayor and Council Members for City Council Districts 2, 3, 4, 5, 6, 7, 8, and 9 in the
estimated amount of$262,662.97;
2. Authorize payment to the Tarrant County Election Administrator of a 75 percent down payment of the
total estimated cost in the amount of$197,000.00; and
3. Authorize payment of the final invoice, including a 15 percent contingency, in an amount not to exceed
$105,062.00.
DISCUSSION:
On February 7, 2017, the City Council adopted Ordinance 23565-02-2019 calling a General Election for
Saturday, May 4, 2019 for the purpose of electing a Mayor and Council Members for City Council Districts
2, 3, 4, 5, 6, 7, 8, and 9.
The Joint Election Agreement and Contract provides for election services, equipment, supplies and ballots
needed to conduct the election, including the training and compensation of election judges and clerks,
preparation and distribution of ballots, arranging for the use of public facilities for early voting and election
day and conducting early voting and election day voting.
The estimated cost of the election is $262,662.97. The City is required to pay a deposit of approximately
75 percent before the election is held. This Mayor and Council Communication (M&C) authorizes the City
Council to pay the deposit in the amount of$197,000.00 before the election is held. A final invoice for the
total election costs will be submitted after the election. This M&C requests authorization to pay the final
invoice in an amount not to exceed $105,062.00, which is the estimated total plus a 15 percent
contingency. If there is a run-off election, the costs of the run-off election will be billed separately after the
run-off is completed.
Logname: 11050419GENERALELECTION Page 1 of 2
This contract will be with a governmental entity, state agency or public institution of higher education:
(Tarrant County).
FISCAL INFORMATION /CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as appropriated,
of the General Fund.
FUND IDENTIFIERS (FIDs):
TO
Fund Department Account Project Program Activity Budget Reference Amount
ID ID Year #
(Chartfield
2
FROM
Fund Department Account Project Program Activity Budget Reference Amount
ID ID Year #
(Chartfield
2
CERTIFICATIONS:
Submitted for City Manager's Office by: ALL ACMs (6111)
Originating Department Head: Mary Kayser (6161)
Additional Information Contact: Ron Gonzales (6164)
ATTACHMENTS
No attachments found.
Logname: 11050419GENERALELECTION Page 2 of 2