HomeMy WebLinkAboutContract 57564 CITY 575b
THE STATE OF TEXAS
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:
ARLINGTON ISD CITY OF ROANOKE
AZLE ISD CITY OF SAGINAW
BIRDVILLE ISD CITY OF WATAUGA
CARROLL ISD CITY OF WESTWORTH VILLAGE
CITY OF ARLINGTON CROWLEY ISD
CITY OF AZLE EAGLE MOUNTAIN-SAGINAW ISD
CITY OF BEDFORD FORT WORTH ISD
CITY OF COLLEYVILLE GRAPEVINE-COLLEYVILLE ISD
CITY OF DALWORTHINGTON GARDENS KELLER ISD
CITY OF EULESS LEWISVILLE ISD
CITY OF FOREST HILL MANSFIELD ISD
CITY OF FORT WORTH NORTHWEST ISD
CITY OF GRAND PRAIRIE TARRANT COUNTY
CITY OF HALTOM CITY TOWN OF EDGECLIFF VILLAGE
CITY OF HASLET TOWN OF FLOWER MOUND
CITY OF KELLER TOWN OF PANTEGO
CITY OF KENNEDALE TOWN OF TROPHY CLUB
CITY OF LAKE WORTH TOWN OF WESTLAKE
CITY OF MANSFIELD TROPHY CLUB MUD 1
CITY OF RICHLAND HILLS WHITE SETTLEMENT ISD
CITY OF RIVER OAKS
The Tarrant County Elections Administrator and the political subdivisions mentioned above may collectively
referred to as"Parties"or individually as a"Party".
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 for a joint May 7, 2022 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 7, 20 2. If a run-
off election or a repeat election is necessary because of legal action, the date of that election will be June 18, 2022.
The County owns an electronic voting system, the Hart InterCivic Verity Voting System (Version 2.5), 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 Authority(ies)",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 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. ..
i OFFICIAL RECORD
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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("Joint Election") 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, or with 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.
Each Participating Authority agrees to adopt the adopt the Verity Voting System v. 2.5,from HART InterCivic,
as the Voting System for this election, so that it may be used, in accordance with the terms and conditions specified in
the certification order issued by the Texas Secretary of State, for all forms of voting, including election day voting at
polling locations, early voting in person, early voting by mail, and provisional voting.
At each polling location, joint participants shall share voting equipment and supplies to the extent possible. The
Participating Authorities 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 7, 2022 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 7. 2022 at the entrance to any
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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 7, 2022 election. This notice shall be written in both the English,
Spanish, and Vietnamese languages.
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 English and Spanish, or both English and Vietnamese, 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 ensure 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 t eir election
supplies. Each presiding election judge will be sent a letter from the Elections Administrator notifying the udge 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, instructiogs,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
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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.
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, including maintaining and making
available the early voting roster information in conformance with Section 87.121 of the Texas Election Code. Upon request
of a participating authority, the Early Voting Clerk will promptly make all information contained within the early voting roster
available for inspection by the participating authority, including the information maintained under Section 87.121(f). The
Participating Authorities understand that, as specified in section 87.121, information on the roster for a person to whom an
early voting mail ballot has been sent is not available for public inspection, except to the voter seeking to verify that the
information pertaining to the voter is accurate, until the first business day after election day.
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.
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VIII. CENTRAL COUNTING STATION AND ELECTION RETURNS
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: David Lambertsen
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 Counting Station 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 unoffi ial 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 throu h its runoff
election, if applicable. In the event of such runoff election, the terms of this Agreement shall automatically e*tend unless
the Participating Authority notifies the Elections Administrator in writing within three (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 7, 2022 election.
Each Participating Authority eligible to hold runoff elections agrees that the date of the runoff election, if necessary,
shall be June 18, 2022.
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.
Costs for Voting by Personal Appearance shall be allocated based upon the actual costs associated with each
voting site. Each Participating Authority shall be responsible for a pro-rata portion of the actual costs associated with the
voting sites located within their jurisdiction. Participating authorities that do not have a 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 Elections Administrator for the election
and the runoff election is shown below and in section XII of this Agreement. 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 Elections Administrator will submit an
itemized invoice to each Party: (i) for the actual expenses he/she incurred as described above and (ii) for the Elections
Administrator's fee as described above. The invoice shall reflect any advance monies paid and any direct payments made.
The Elections Administrator will use his/her best efforts to submit the invoice within thirty (30) days after the election or
within ten (10)days after the runoff election.
The Elections Administrator's invoice shall be due and payable by each Party to the address set forth in the invoice
within thirty(30) days after its receipt by the Party. If the Party disputes any portion of the invoice, the Party shall notify the
Elections Administrator in writing within such thirty-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 fifteen (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 7,2022 election(or runoff election,
if applicable), 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 thirty (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 thirty(30)days after the final costs are calculated.
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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
ARLINGTON ISD 31 9.92 $ 76,816.32 $ 57,620.00
AZLE ISD 2 0.58 $ 7,573.47 $ 5,690.0)
BIRDVILLE ISD 3 0.92 $ 16,392.61 $ 12,300.0)
CARROLL ISD 3 0.83 $ 6,703.92 $ 5,030.0
CITY OF ARLINGTON 33 10.20 $ 78,097.24 $ 58,580.0
CITY OF AZLE 1 0.33 $ 6,546.21 $ 4,910.0
CITY OF BEDFORD 1 0.50 $ 9,778.06 $ 7,340.0
CITY OF COLLEYVILLE 1 0.33 $ 6,406.88 $ 4,810.0
CITY OF DALWORTHINGTON GARDENS 1 0.33 $ 4,348.37 $ 3,270.0
CITY OF EULESS 3 1.08 $ 12,296.93 $ 9,230.0
CITY OF FOREST HILL 1 0.33 $ 6,546.21 $ 4,910.0
CITY OF FORT WORTH 109 34.05 $ 229,026.93 $ 171,780.00
CITY OF GRAND PRAIRIE 4 1.17 $ 10,283.92 $ 7,720.0
CITY OF HALTOM CITY 1 0.33 $ 13,734.42 $ 10,310.0
CITY OF HASLET 1 0.25 $ 6,151.54 $ 4,620.0
CITY OF KELLER 3 0.92 $ 9,256.65 $ 6,950.0
CITY OF KENNEDALE 2 0.45 $ 9,436.76 $ 7,080.00
CITY OF LAKE WORTH 1 0.20 $ 8,357.25 $ 6,270.00
CITY OF MANSFIELD 6 1.75 $ 17,670.39 $ 13,260.00
CITY OF RICHLAND HILLS 1 0.33 $ 8,988.72 $ 6,750.00
CITY OF RIVER OAKS 2 0.83 $ 10,729.75 $ 8,050.0
CITY OF ROANOKE 0 0.00 $ 400.00 $ 300.0
CITY OF SAGINAW 3 0.83 $ 8,687.82 $ 6,520.0
CITY OF WATAUGA 2 0.58 $ 6,508.96 $ 4,890.0
CITY OF WESTWORTH VILLAGE 1 0.25 $ 6,012.21 $ 4,510.00
CROWLEY ISD 11 3.12 $ 26,927.88 $ 20,200.00
EAGLE MOUNTAIN-SAGINAW ISD 8 2.20 $ 14,777.25 $ 11,090.00
FORT WORTH ISD 89 28.18 $ 137,933.41 $ 103,460.00
GRAPEVINE-COLLEYVILLE ISD 3 1.08 $ 13,518.18 $ 10,140.00
KELLER ISD 10 2.82 $ 26,905.14 $ 20,180.00
LEWISVILLE ISD 1 0.13 $ 4,246.84 $ 3,190.0
MANSFIELD ISD 11 3.25 $ 29,450.49 $ 22,090.0
NORTHWEST ISD 8 1.94 $ 12,985.12 $ 9,740.0
TARRANT COUNTY 166 52.96 $ 515,533.15 $ 386,650.00
TOWN OF EDGECLIFF VILLAGE 1 0.20 $ 5,914.74 $ 4,440.00
TOWN OF FLOWER MOUND 1 0.13 $ 4,246:84 $ 3,190.00
TOWN OF PANTEGO 1 0.33 $ 4,452.87 $ 3,340.00
TOWN OF TROPHY CLUB 1 0.13 $ 3,514.08 $ 2,640.00
TOWN OF WESTLAKE 3 0.53 $ 5,157.70 $ 3,870.00
TROPHY CLUB MUD 1 1 0.13 $ 3,514.08 $ 2,640.00
WHITE SETTLEMENT ISD 6 1.58 $ 11,778.31 $ 8,840.0
TOTALS 537 166 $ 1,397,607.59 $ 11,048,400.00
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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
public information 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 public information request which may be filed
with the Participating Authority.
XV. RECOUNTS
A recount may be 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.
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.
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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 o be invalid,
illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affe t 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.
[Signature Pages Follow]
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XVII.JOINT CONTRACT ACCEPTANCE AND APPROVAL
By the signatures on the attached pages, the Elections Administrator 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 Elections dministrator:
Heid r Garcia
Elections Administrator
Date U�
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 execut d,t�ie same for the Purpose and
consideration therein expressed. Given under my hand and seal of office on this the day day of ,
2
(Seal)
Sig ure of Notary
E*B- ,,
MARIA SERNANotary Public,State of TexasNotary ID 125M75T 4 My Commission Exp.04-21.2025
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH,TX
Joint Election Agreement and Contract for Election Services---Page 10
EA Initials Entity Rep Initials
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:
CITY F FORT WORTH:
k4 U
JA�L
Mattie Parker
Mayor
Date
The State of Texas §
County of Tarrant §
Before me, the undersigned authority, on this day personally appeared Mattie Parker, known to me to be the{persons whose
name is subscribed to the foregoing instrument and acknowledged tome that he/she ex cuted the same f the P-Ur ose and
consideration therein expressed. i nder my hand and seal of office on this the Jr day of ,2022—
SELENA ALA
Notary Public,State of Texas
?2:
3;: , Comm.Expires 03-31-2024
(Se .: .'�:F `:;' Notary ID 132422528
M00 e&&1L4—C�
Signature of Notary
ACCEPTED AND AGREED TO BY THE CITY OF FORT WORTH:
APPROVED: vop•
Dana Burghdoff, Assista City M n er
APP VE S TO FORM AND LEGALITY: ATTEST: .
aA9
Denis c-Elroy, S ni r Assistant City Attorney nnette Goodall, City Secretary
OFFICIAL RECORD
CITY SEC IETARY
FT. WOF TH,TX
Joint Election Agreement and Contract for Election Services---Page 11
rM
EA Initials Entity Rep Init als
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 and reporting requirements.
inn"ette Goodall, City Secretary
r
L ECORDCR TARYR H,TX
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TARRANT COUNTY EARLY VOTING
(VOTACION ADELANTADA DEL CONDADO DE TARRANT)
(BAU C&S&M CUA QUAN TARRAN71
MAY 7,2022
(7 DE MAYO DE 2022)
(NGAY 7 THANG 5,NAM 2022)
JOINT GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES CONJUNrAS Y ESPECIALES)
(KET HOP TONG TUYEN CCP VA BAU cCr DAC BI T)
This schedule of early voting locations,dates and times applies to voters in the following cities,towns,schools,library,and water districts:(Este hororlo de cosetas de
votacldn adelantada,sus fechas y tiempos aplican a los votantes en las sigulentes cludades,pueblos,escuelas,bibllatecas y distrits de la agua)(Day Id lich trinh cda nhOng
dla diem,ngby[hang va thai gian cho bbu c&sam 6p dyng cho c6c ciY trl d'trong nhDng d4u sau day:c6c thanh ph6,thl x1i,trubng hqc,thu vi fn vi co quan thuy cyc):
Arlington,Azle,Bedford,Colleyville,Dalworthington Gardens,Edgecliff Village,Euless,Flower Mound,Forest Hill,Fort Worth,Grand Prairie,Haltom City,Haslet,Keller,
Kennedale,Lake Worth,Mansfield,Pantego,Richland Hills,River Oaks,Roanoke,Saginaw,Trophy dub,Watauga,Westlake,Westworth Village,Arlington ISD,Azle ISD,
Birdville ISD,Carroll ISD,Crowley ISD,Eagle Mountain-Saginaw ISD,Fort Worth ISD,Grapevine-Colleyville ISD,Keller ISD,Lewisville ISD,Mansfield ISD,Northwest ISD,White
Settlement ISD,Trophy Club Mud No.1,and the Sta)e of Texas.
EARLY VOTING BY PERSONAL APPEARANCE DAYS AND HOURS
(DIAS Y HORAS DE VOTACION TEMPRANO POR APARici&PERSONAL)
(Ngby v6 gib di bbu c&s&m)
April(Abdl)(ThdngTit)25-29 Monday-Friday(tunes-Viemes)(Th6Haf-ThSS6u) 8:00 a.m.-5:00 P.M.
April(Abdp(MangTu)30 Saturday(Mbada)(ThvB6y) 7:00 a.m.-7:00 p.m.
May(Mayo)(Th6ngTu)1 Sunday(Domingo)(Chd Mao 10:00 a.m.-4:00 p.m.
May(Mayo)(ThBng Tu)2-3 Monday-Tuesday(Lunes-Martes)(Th(rHal-Thuea) 7:00 a.m.-7:00 p.m.
Location Address City Zip Code
(Ubicad6n) (Direcclan) (Gudad) (Cddigo postal)
via dwm) (Via ch 6nh hd) (Ma Buu VIQn)
1 Bob Duncan Center 2800 S Center Street Arlington 76014
2 Elzie Odom Athletic Center 1601 NE Green Oaks Boulevard Arlington 76006
3 Center for Community Service 4002 W Pioneer Parkway Arlington 76013
Junior League of Arlington
4 City of Arlington 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(edificlom6vll) 2100 Southeast Parkway Arlington 76018
(Nh8 DI Dpng)C
7 University of Texas at Arlington 500 W Nedderman Drive Arlington 76019
Maverick Activities Center
8 Hornet Academy 1010 Boyd Road Azle 76020
9 Bedford Public Library 2424 Forest Ridge Drive Bedford 76021
10 Benbrook Community Center 228 San Angelo Avenue Benbrook 76126
11 Colleyville Public Library 110 Main Street Colleyville 76034
12 Crouch Event Center in Bicentennial Park 900 E Glendale Street Crowley 76036
13 Euless Family Life Senior Center 300 W Midway Drive Euless 76039
14 Forest Hill Civic&Convention Center 6901 Wichita Street Forest Hill 76140
15 Como Community Center 4660 Horne Street Fort Worth 76107
16 Diamond Hill/Jarvis Branch Library 1300 NE 35`s Street Fort Worth 76106
17 Griffin-Poly Sub-Courthouse 3212 Miller Avenue Fort Worth 76119
18 Handley-Meadowbrook Community Center 6201 Beaty Street Fort Worth 76112
19 James Avenue Service Center 50011ames Avenue Fort Worth 76115
20 Southside Community Center 959 E Rosedale Street Fort Worth 76104
21 Southwest Regional Library 4001 Library Lane Fort Worth 76109
22 Southwest Sub-Courthouse 6551 Granbury Road Fort Worth 76133
23 Summerglen Branch Library 4205 Basswood Boulevard Fort Worth 76137
Tarrant County Elections Center
24 Main Early Voting Site 2700 Premier Street Fort Worth 76111
(Principal s1tio de votac0n adelantada)
(Trung Tam Bbu CVSdm)
25 Tarrant County Plaza Building 201 Burnett Street Fort Worth 76102
26 The Villages of Woodland Springs Amenity 12209 Timberland Boulevard Fort Worth 76244
Center
27 Worth Heights Community Center 3551 New York Avenue Fort Worth 76110
28 Asia Times Square 2625 W Pioneer Parkway Grand Prairie 75051
29 The REC of Grapevine 1175 Municipal Way Grapevine 76051
30 Haltom City Library 4809 Haltom Road Haltom City 76117
31 Haltom City Senior Center 3201 Friendly Lane Haltom City 76117
32 Legacy Learning Center Northwest ISD 501 School House Road Haslet 76052
33 Brookside Center 1244 Brookside Drive Hurst 76053
34 Keller Town Hall 1100 Bear Creek Parkway Keller 76248
TARRANT COUNTY EARLY VOTING
(VOTACION ADELANTADA DEL CONDADO DE TARRANT)
(BAU C&S&M CUA QUAN TARRANT)
MAY 7,2022
(7 DE MAYO DE 2022)
(NGAY7 THANG 5,NAM 1022)
JOINT GENERAL AND SPECIAL ELECTIONS
(ELECCIONES GENERALES CONIUNTAS YESPEOALES)
(KET HQ'P TONG TUYEN cCP VA BAU c0'DAc BieT)
35 Kennedale Community Center 316 W 3rd Street Kennedale 76060
36 Sheriffs Office North Patrol Division 6651 Lake Worth Boulevard Lake Worth 76135
37 Mansfield Sub-Courthouse 1100 E Broad Street Mansfield 76063
38 Vernon Newsom Stadium 3700 E Broad Street Mansfield 76063
39 North Richland Hills Public Library 9015 Grand Avenue N Richland Hills 76190
40 Saint Paul Presbyterian Church 4517 Rufe Snow Drive N Richland Hills 76180
41 River Oaks Annex 4900 River Oaks Boulevard River Oaks 76114
Old Library Building
Eagle Mountain-Saginaw ISD,Building 6
42 Building(Edificlo)(C8n s6)5—Training Room(Salo 1200 N Old Decatur Road Saginaw 76179
de entrenamiento)(Phdng TPp Luy¢n
43 Southlake Town Hall 1400 Main Street Southlake 76092
44 White Settlement ISO Administration Building 401 South Cherry Lane White Settlement 76108
Application for a Ballot by Mail may be downloaded from our website: elections.tarrantcounty.com/ballotbvmail
(Solicitud pars Baleta par Correa se puede descargar de nuestra sitio web): elections.tarrantcountv.com/ballotbvmail
(C6 thLf t6i Din xin 16 Phidu Bbu qua Thv trdn trang mpng c6a chling t6i): elections.tarrantcountv.com/ballotbvmail
Information by phone: Tarrant County Elections Administration,817-831-8683
(Informacon par teldfona): (Administrati6n de Elecciones del Condado de Tarrant 817-831-8683)
(M6ng tin qua di¢n thogi) (Dieu H6nh Bbu C&Qupn Tarrant 817-831-8683)
Applications for a Ballot by Mail must be submitted between January 1,2022 and April 26,2022 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 4th business day after receipt of the faxed or e-mailed copy.
(Solicitudes para una Boleta par Correa pueden sersometidas entre el 1 de Enero de 2022 y 26 de Abril de 2022 por correo,fax o por correo electr6nico
a:
Nota:efectivo ell de Diciembre de 2017-Si una solicitud de boleta por correo se env/a por fax o por correo electr6nico la solicitud original tambien
debe ser enviada par correo y recibldo par el Secretarl0 de Votacf6n Anticipada no m6s tarde del cuarto dia h6bil despuEs de recibir la copia enviada par
fax a par correo electr6nico.)
(Dan xin I6 phl&bbu qua thv ph61 dvpc g&vdo giCra Ngby 1 Th6ng 1,Nam 2022 v6 Ngdy 26 Th6ng 4,N6m 2022 bang thv,fax hopc email d€n:
Ltru y:c6 hipu lvc tv ngelry I thdng 12 ndm 2017-Neu Dan Xin L6 Phiiru bbu quo thv dvpc girl b6ng fax hopc e-mail,dan xin 66n gdc cling ph6i dvvc
gvl b6ng thv dr;n v6 nhpn bvi ThV Ky Phu Tr6ch Bd Phhfu Sdm kh6ng mupn han ngdy 16m vi@c the tvkii tit ngdy nhpn dvp'c b6n soo tie fax hopc e-mail.)
Early Voting Clerk(Secretario De Votaci6n Adelantada)(Nhbn Vlkn Phu Tr6ch B6 Philru S&m)
PO Box 961011
Fort Worth TX 76161-0011
Fax:817-850-2344
Email:votebymail@tarrantcounty.com
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 06/14/22 M&C FILE NUMBER: M&C 22-0436
LOG NAME: 11 RATIFY 2022 SPECIAL ELECTION TARRANT
SUBJECT
(ALL)Ratify Execution of a Joint Election Agreement and Contract with the Tarrant County Elections Administrator in the Amount of$229,026.93,
Plus Contingency, for Election Services for the Special Elections Held on May 7, 2022, for the Purpose of Considering Issuance of Public
Securities(Bonds)and Thirteen Proposed Amendments to the City Charter and for Electing a Council Member for City Council District 4, to Serve
the Remainder of an Unexpired Term, and Authorize Total Payment in an Amount Not to Exceed$263,380.97,which Includes a 15%Contingency
RECOMMENDATION:
It is recommended that the City Council ratify the execution of a Joint Election Agreement and Contract with the Tarrant County Elections
Administrator in the amount of$229,026.93, plus contingency, for election services for the Special Elections held on May 7, 2022, for the purpose
of considering issuance of public securities(bonds)and thirteen proposed amendments to the City Charter and of electing a Council Member for
City Council District 4,to serve the remainder of an unexpired term, and authorize total payment in an amount not to exceed$263,380.97, which
Includes a 15%contingency.
DISCUSSION:
On Feburary 8, 2022,the City Council adopted ordinances calling special elections for Saturday, May 7, 2022, for the purpose of considering
issuance of public securities(bonds)and thirteen proposed amendments to the City Charter and of electing a Council Member for City Council
District 4,to serve the remainder of an unexpired term.
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$229,026.93, plus contingency. A deposit of approximately 75 percent is normally paid before the election is
held. A final invoice for the total election costs is then submitted after the election. This Mayor and Council Communication(M&C)authorizes the
City to pay up to$263,380.97,which represents the estimated total plus a 15 percent contingency.
A Form 1295 is not required because: This contract will be with a governmental entity, state agency or public institution of higher education: Tarrant
County(elections)
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the General Fund to
support the approval of the above recommendations and execution of the contract. Prior to any expenditure being incurred, the City Secretary
Department has the responsibility to validate the availability of funds.
Submitted for City Manager's Office W. ALL ACMs 6222
Originating Business Unit Head: Laetitia Brown 6639
Additional Information Contact: Laetitia Brown 6639
Expedited