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HomeMy WebLinkAboutContract 31705 CITY SECRETARY �j CONTRACT NO. r ROBERT PARTEN ELECTIONS ADMINISTRATOR TARRANT COUNTY, TEXAS THE STATE OF TEXAS S S CONTRACT FOR ELECTION SERVICES COUNTY OF TARRANT 5 WHEREAS, the Tarrant County Elections Administrator is the County Officer in charge of Tarrant County election duties; and WHEREAS, the City of Fort Worth is a home-rule municipal corporation located in Tarrant, Denton, and Wise Counties; and WHEREAS, the City of Fort Worth is scheduled to hold the Fort Worth City Council Election on May 7, 2005; and WHEREAS, the City and the County have determined that it is in the public interest of the inhabitants of the City of Fort Worth that the following contract be made and entered into for the purpose of having Tarrant County furnish to the City of Fort Worth certain election services and equipment needed by the City to conduct its election in Districts 2, 4, 6, 7 and 8 on May 7, 2005. NOW, THEREFORE, KNOW ALL MEN BY THESE PRESENTS: That the City of Fort Worth, a home-rule municipal corporation located in Tarrant, Denton, and Wise Counties, acting herein by and through its duly authorized City Manager, hereinafter referred to as "City", and Tarrant County, acting herein by and through its duly authorized Elections Administrator, hereinafter referred to as"County", do hereby covenant and agree as follows: I. DUTIES AND SERVICES OF TARRANT COUNTY. The Tarrant County Elections Administrator agrees to coordinate, supervise, and handle all aspects of administering the Fort Worth City Council Election in accordance with the provisions of Section 31.092, of the Texas Election Code and as outlined in this Agreement. The County shall be responsible for performing the following duties and shall furnish the following services and equipment: (a) Arrange for the notification, training, and compensation of all presiding judges and alternate judges, as recommended by the City, and of all clerks, and the judge of the Central Counting Station, subject to approval of the City. The Elections Administrator will be responsible for notifying each election judge and alternate judge of his or her appointment and for determining the number of clerks and other election workers authorized to work at each voting location. Election judges shall be responsible for picking up election supplies and materials at the place determined by the Tarrant County Elections Administrator. (b) Pay cost of election judges and clerks. o1 r` CITY ��(11'fikly ' R STH, TEX. (c) Procure, prepare, proof, and distribute ballots. (d) Procure, prepare, and distribute election judge kits and provide training. (e) Procure, prepare, and distribute tables and chairs, transport equipment to and from the polling places. (f) Procure and deliver to polling places all OPTECH EAGLE equipment. The rental cost shall include programming, preparation, delivery and pick-up of equipment, use of ballot boxes, and use of voting booths. (g) Arrange for the use of voting places. The Elections Administrator will select and arrange for the use of and payment of all voting locations, subject to the approval of the Fort Worth City Council. Voting locations will be, whenever possible, those locations listed on Exhibit"A" of this Agreement. Voting precincts may be combined upon the approval of the City Council. In the event a voting location is not available, the Elections Administrator will notify the City of any change from the locations listed on Exhibit"A". At such time as commitments for voting locations in all precincts are secured, the Elections Administrator shall furnish the City a list of all such locations and their corresponding precincts for final approval by the City Council. Thereafter, the Elections Administrator immediately shall notify the City of any changes to the final list. The final list of voting locations secured by the Elections Administrator will be furnished to the City when complete. (h) Supervise the conduct of early voting in person and by mail and supply personnel to serve as Deputy Early Voting Clerks. Robert Parten, Tarrant County Elections Administrator, will serve as Early Voting Clerk in compliance with Sections 83.001 and 83.005 of the Texas Election Code. Marty Hendrix, Fort Worth City Secretary, will serve as Chief Deputy Early Voting Clerk. Other Deputy Early Voting Clerks will be appointed as needed to process early voting mail and to conduct early voting at the branch early voting locations by use of Direct Recording Electronic (DRE) voting systems. Early voting for the elections will be conducted on weekdays beginning April 20, 2005 and continuing through May 3, 2005. Voting will be conducted at the locations and times indicated below: Locations Time (1) Fort Worth Municipal Building 8.00 a.m. - 5.00 p.m. 1000 Throckmorton (2) County Annex West/Muller Building 8:00 a.m. - 5:00 p.m. 600 West Weatherford (3) Southwest Subcourthouse 8:00 a.m. - 5:00 p.m. 6551 Granbury Rd (4) Handley Meadowbrook Community Center 8:00 a.m. - 5:00 p.m. 6201 Beaty Street (5) Diamond Hill-Jarvis Library 8:00 a.m. -5:00 p.m. 1300 Northeast 35th Street (6) Southside Community Center 8:00 a.m. - 5:00 p.m. 959 East Rosedale Street (7) Riverside Community Center in the Park 8:00 a.m. -5:00 p.m. 3700 East Belknap (8) Northwest Sub-Courthouse 8:00 a.m. - 5:00 p.m. 6713 Telephone Road (9) Como Elementary 8:00 a.m. - 5.00 p.m. 4000 Horne Street (10) Summer Glen Library 8:00 a.m. —5.00 p.m. 4205 Basswood Boulevard (11) North Hi-Mount Elementary 8:00 a.m. —5:00 p.m. 3801 West 7'" Street Extended hours for early voting shall take place at all early voting sites on Saturday, Monday, and Tuesday, April 30, May 2, and May 3, 2005 from 7:00 a.m. to 7:00 p.m. each day and Sunday, May 1, 2005 from 11:00 a.m. to 4:00 p.m. Any person eligible to vote early by personal appearance may do so at any one of the early voting locations on Direct Recording Electronic (DRE) equipment. (i) All requests for early voting ballots by mail that are received by the City will be transported on the day of receipt to the Office of the Tarrant County Elections Administrator for processing. Persons voting by mail will send their marked ballots to the Office of the Tarrant County Elections Administrator. 0) All early voting ballots (those cast by mail and those cast by DRE personal appearance), will be prepared for count by an Early Voting Ballot Board appointed by the City in accordance with Section 87.001 of the Texas Election Code. (k) Arrange for use of a Central Counting Station and for tabulating personnel and equipment needed at the Counting Station and assist in preparation of programs and test materials for tabulation of the ballots to be used with electronic voting equipment. (1) Provide legal notice of the date, time, and place of the testing of the electronic tabulation equipment and conduct such testing. (m) Supervise the handling and disposition of election returns, voted ballots, etc., and tabulate official returns and assist in preparing the tabulation for the official canvass. Each precinct judge will bring the voted ballots, the election returns, and supplies to the Central Counting Station at the Tarrant County Courthouse or designated county building immediately after the polls close on election day. The Tarrant County Elections Administrator will be responsible for establishing and operating the Central Counting Station to receive and tabulate the voted ballots in accordance with the provisions of the Texas Election Code and of this Agreement, Section 127.002, Counting Station Manager, Robert Parten, Section 127.003, Tabulation Supervisor(s), Chris Walker and Gayle Hamilton, Section 127.004, Assistant Tabulation Supervisor, Stephen Vickers; Section 127.005, Presiding Judge for Counti a Jeanne Lyon. 3 Fy. LgART H, RX, The Manager of the Central Counting Station will deliver to the City timely cumulative reports of the election results as precincts are tabulated. The City Secretary of the City will be responsible for releasing to the media and the general public, cumulative totals and precinct returns from the election. The place of release will be the office of the City Secretary, City of Fort Worth, 1000 Throckmorton Street, Fort Worth, Texas 76102. The County Elections Administrator will prepare the unofficial canvass report after all precincts have been counted, and will deliver a copy of the unofficial canvass to the City of Fort Worth as soon as possible after all returns have been tabulated, but in no event later than Friday, May 13, 2005. The City will be responsible for the official canvass of its elections. (n) Tarrant County will conduct a manual count of at least one percent (1%) of the election precincts or in three precincts, whichever is greater, and submit a written report of the results to City Secretary, Marty Hendrix, in accordance with Section 127.201 of the Texas Election Code. (o) Serve as custodian of the voted ballots and other records, and provide at no cost for the storage of elections records for sixty(60) days as provided by law. (p) Provide, if necessary, assistance in translating the ballots into Spanish. (No charge.) (q) Provide list of voters who voted. (r) Provide the same services, equipment, and supplies necessary for the City if a runoff election is required on June 11, 2005. (Cost will be based on the actual number of hours required in furnishing the additional services times the cost per hour specified in this contract, together with the actual cost for supplies, equipment, and rentals.) In the event a runoff election is necessary, the City and County will enter into an amendment to this contract. II. DUTIES AND SERVICES OF CITY OF FORT WORTH. The City shall, at its sole cost and expense, perform the following: (a) Prepare appropriate documents for assisting the Elections Administrator in establishing the precincts and polling places and in selecting the election judges for each polling place and the members of the Early Voting Ballot Board. (b) Prepare all election orders, resolutions, notices, and other pertinent documents for adoption by the City Council and for execution by the appropriate City officer; and take all actions required by law for calling the election, appointing the presiding judges, alternate judges,judge of the Central Counting Station, and other election officers, establishing precincts and polling places, handling contests, canvassing the returns, and declaring the results. (c) Approve the Tabulating Supervisor and Assistants and the Central Counting Station Manager, as recommended by the Elections Administrator. (d) Prepare and publish in the official City newspaper, or post, all required election notices. 4 F F I CI i I Egp0 CITY 9bIEIRY FT. wNVAITH, TEX. (e) Deliver to the Elections Administrator the official candidates and wording that is to be printed on the ballot with the exact form, orders, wording and spelling that is to be used. The City Secretary shall have the right to review and approve the final form and wording of the proposed ballot as it related to the city elections. (f) Provide the services necessary to translate any election documents into Spanish. (g) Pay any additional costs incurred by the Elections Administrator if a recount for the election is required, or the election is contested in any manner. (h) Prepare and submit to the U. S. Department of Justice under the Federal Voting Rights Act of 1965, the required submissions on voting changes. (i) Establish phone service(2 lines) at five Early Voting locations, no later than April 4, 2005. Q) Bills shall be submitted to the City by the Elections Administrator and payment shall be made directly by the City to the Elections Administrator, who will be responsible for payment to all parties who have provided services, supplies, and voting locations for the elections. The City shall not be liable to any third parties for any default by the County in connection with holding the election, including the failure by the county or its Elections Administrator to pay for services, supplies, and voting locations for the election. III. PAYMENT FOR SERVICES: (a) For and in consideration of the complete and satisfactory performance of the services described in Section No. I. "Duties and Services of Tarrant County," the City will pay Tarrant County on the basis of the actual costs incurred by Tarrant County in furnishing same, plus an administrative fee of 10% of such actual costs, provided, however, that in no event shall payment by the City to Tarrant County for actual costs and administrative fee exceed the total sum of $ 184,823.18 without the formal approval of the Fort Worth City Council. The estimated costs to be incurred by Tarrant County in conducting the election, plus 10% administrative fee, are reflected on Exhibit"B" attached hereto, in the amount of $165,323.18. In addition Exhibits "C" and "D" reflect the total cost for rental equipment for use during Early Voting and on Election Day at a cost of$5,500.00 and $14,000.00 respectively. (b) As partial payment of the above described contract price, the City shall pay to Tarrant County the sum of $ 123,992.00 , upon execution of this agreement. The balance for such services shall be paid within thirty (30) days from the receipt of the bill for same, said billing to follow the date of the election. In the event the balance due reflects an actual cost and administrative fee of greater than $ 165,323.18 1 then the City Secretary will present to the City Council for consideration a request for payment of that portion of the balance due which is greater than the estimated $ 184,823.18 . IV. GENERAL PROVISIONS: (a) The City official whom the County shall contact for all purposes hereunder is: Marty Hendrix City Secretary City of Fort Worth 1000 Throckmorton Street Fort Worth, Texas 76102 Office Telephone Number(817) 392-6161 pu �° All notices and all other deliveries required under this Agreement shall be delivered to above prescribed person at the above prescribed address. (b) The County official whom the City shall contact for all purposes hereunder is: Robert Parten Tarrant County Elections Administrator Tarrant County Courthouse 100 West Weatherford Fort Worth, Texas 76196 Office Telephone Number(817) 884-1760 All notices and other deliveries under this Agreement shall be delivered to the above prescribed person at the above prescribed address. IN WITNESSJE the parties hereto have made and entered into this agreement this day of ' 2005. TARRANT COUNTY cm Robert Parten Tarrant County Elections Administrator APPROVED AS TO FORM AND LEGALITY: CITY OF FORT WORTH By: By: ��R' &Ow'� Cynthia Garcia arles Boswell Assistant City Attorney City Manager ATTEST: APPROVED AND ACCEPTED: By: By: Marty Hendrix Qj Marty Hendrix City Secretary City of Fort Worth 6 CITY SK"MAPY IN WARM Mi City of Fort Worth General Election - May 7, 2005 EXHIBIT "A" Pcts at Site District Location 4048 2 Fort Worth Fire Station 12 120 Northwest 22nd Street Fort Worth, Texas 76106 4050 2 Thompson Chapel United Methodist Church 2804 Prospect Avenue Fort Worth, Texas 76106 4067 2 Rufino E. Mendoza, Sr. Elementary School 1412 Denver Avenue Fort Worth, Texas 76106 4068 2 Rosen Heights Baptist Church Family Life Center, 2519 Prairie Avenue Fort Worth, Texas 76106 4087,4092 2 J. P. Elder Middle School (Annex Center) 600 Park Street Fort Worth, Texas 76106 4093 2 Diamond Hill Community Center 1701 Northeast 36th Street Fort Worth, Texas 76106 1109,1473,1485,1486, 2 Oakhurst Elementary School 1487,4503 2700 Yucca Avenue Fort Worth, Texas 76111 4110,4563-0 2 Northside Community Center 1901 Harrington Avenue Fort Worth, Texas 76106 4122,4017,4397,4578-0 2 Azle Avenue Baptist Church 2901 Azle Avenue Fort Worth, Texas 76106 4123,4051 2 Evangel Assembly of God Church 3401 North Harding Street Fort Worth, Texas 76106 4124,1595-0 2 Calvary Cathedral 1701 Oakhurst Scenic Drive Fort Worth, Texas 76111 Page 1 City of Fort Worth General Election - May 7, 2005 EXHIBIT "A" Pcts at Site District Location 4231,4434 2 Diamond Hill-Jarvis High School 1411 Maydell Street Fort Worth, Texas 76106 3372,3043,3192,3417, 2 Woodland Springs Elementary School 411,413,429 (Denton) 12121 Woodland Springs Drive Fort Worth, Texas 76248 1376,4494 2 Central Library 500 West 3rd Street Fort Worth, Texas 76102 3465,3240,3570, 2 Fossil Ridge High School 3576-0,3599 4101 Thompson Road Keller, Texas 76248 4499,4452 2 North Fort Worth Baptist Church 5801 North 1-35 West Fort Worth, Texas 76131 1082,1198 4 Riverside Community Center in the Park 3700 East Belknap Street Fort Worth, Texas 76111 4101 4 Amon Carter-Riverside High School 3301 Yucca Avenue Fort Worth, Texas 76111 1146 4 Eastern Hills High School 5701 Shelton Drive Fort Worth, Texas 76112 4162 4 Riverside Applied Learning Center at Bonnie Brae, 3600 Fossil Drive Fort Worth, Texas 76111 1185 4 Meadowbrook Golf Course 1815 Jenson Road Fort Worth, Texas 76112 3197 4 River Trails Elementary School 8850 Elbe Trail Fort Worth, Texas 76118 1227,1437 4 Fort Worth Fire Station 7 7601 John T. White Road 11 Fort Worth, Texas 76120 Offl ;1 ,i v� Page 2 ��� ��v � City of Fort Worth General Election - May 7, 2005 EXHIBIT "A" Pcts at Site District Location 1279,1278 4 Atwood McDonald Elementary School 1850 Barron Lane Fort Worth, Texas 76112 1460,1151,3199,1277, 4 East Regional Library 3430,1500-0,4622-0, 6301 Bridge Street 4632-0 Fort Worth, Texas 76112 4508,3234,4250,4261, 4 Parkview Elementary School 4374,4528,4540,3588 6900 Bayberry Drive Fort Worth, Texas 76137 1004 6 Westcreek Elementary School 3401 Walton Avenue Fort Worth, Texas 76133 1014,1189 6 Greenbriar Elementary School 1605 Grady Lee Street Fort Worth, Texas 76134 1022 6 St. Matthews Lutheran Church 5709 Wedgwood Drive Fort Worth, Texas 76133 1105 6 Southwest Community Center 6300 Welch Avenue Fort Worth, Texas 76133 1119,1347,1348,1349 6 Westminster Presbyterian Church 7001 Trail Lake Drive Fort Worth, Texas 76133 1142 6 Bruce Shulkey Elementary School 5533 Whitman Avenue Fort Worth, Texas 76133 1150 6 New Bethel Baptist Church Family Life Center, 7412 South Freeway Fort Worth, Texas 76134 1207 6 Southwest Sub-Courthouse 6551 Granbury Road Fort Worth, Texas 76133 10fif 11C Page 3 irf City of Fort Worth General Election - May 7, 2005 EXHIBIT "A" Pcts at Site District Location 1238,1446 6 Trinity Cumberland Presbyterian Church 7120 West Cleburne Road Fort Worth, Texas 76133 1251,1103,1255,1271, 6 Meadowcreek Elementary School 1294,1459 2801 Country Creek Lane Fort Worth, Texas 76123 1257,1167 6 Fort Worth Education Association 6021 Westcreek Drive Fort Worth, Texas 76133 1264 6 J. T. Stevens Elementary School 6161 Wrigley Way Fort Worth, Texas 76133 1265 6 Genesis United Methodist Church 7635 South Hulen Street Fort Worth, Texas 76133 1292,1440 6 Southwood Baptist Church 2633 Altamesa Boulevard Fort Worth, Texas 76133 1300,1602 6 Sycamore Elementary School 1601 Country Manor Road Fort Worth, Texas 76134 1378 6 Parkway Elementary School 1320 West Everman Parkway Fort Worth, Texas 76134 4016,4350 7 South Hi Mount Elementary School 4101 Birchman Avenue Fort Worth, Texas 76107 4094 7 Arlington Heights High School 4501 Rosedale Street Fort Worth, Texas 76107 4.116,4064,4086 7 North Hi Mount Elementary School 3801 West 7th Street Fort Worth, Texas 76107 1120,1274,1341 7 Como Elementary School 4000 Horne Street Fort Worth, Texas 76107 OFFIC-1,,1A �k , Page 4 Orf FY, WL31 .I ��es, City of Fort Worth General Election - May 7, 2005 EXHIBIT "A" Pcts at Site District Location 4125,4243,4512-0 7 Trinity Baptist Church 620 Churchill Road Fort Worth, Texas 76114 4137,4496 7 Jo Kelly School 201 North Bailey Avenue Fort Worth, Texas 76107 4232,4053,4091,4284 7 Fort Worth Fire Station 13 5333 Lea Crest Lane Fort Worth, Texas 76135 4242,4065,4113,4259, 7 Lake Patrol Headquarters 4272,4285,4373 7501 Surfside Drive Fort Worth, Texas 76135 4252 7 American Legion Post#626 1129 Burton Hill Road Fort Worth, Texas 76114 4344,4115,4178 7 Calvary Bible Church 4800 EI Campo Avenue Fort Worth, Texas 76107 4369,4534,4128,4276 7 Fort Worth Fire Station 32 10201 White Settlement Road Fort Worth, Texas 76108 4429,4044,4045,3363, 7 W. E. Boswell High School 4375,3491,4454,4532, 5805 Bailey-Boswell Road 4591 Fort Worth, Texas 76179 4497,4020,4204 7 Birchman Baptist Church 2700 Dale Lane Fort Worth, Texas 76116 1005,4006,4492 8 Van Zandt-Guinn Elementary School 501 Missouri Avenue Fort Worth, Texas 76104 1008 8 Versia L. Williams Elementary School 901 Baurline Avenue Fort Worth, Texas 76111 Of ROIL .41KOD Page 5 CITY W'1j1E _ff FT. W1t7UHI TEX. City of Fort Worth General Election - May 7, 2005 EXHIBIT "A" Pcts at Site District Location 1010,1474 8 Community Christian Church Education Building, 1720 Vickery Boulevard East Fort Worth, Texas 76104 1011 8 Liberation Community, Inc. 3608 East Rosedale Street Fort Worth, Texas 76105 1019,1476,1596-0 8 Andrew "Doc" Session Community Center 201 South Sylvania Avenue Fort Worth, Texas 76111 1024,1034,1244,2262, 8 Precinct One Garage 1504 800 East Rendon Crowley Road Burleson, Texas 76028 1056 8 I. M. Terrell Elementary School 1411 East 18th Street Fort Worth, Texas 76102 1058 8 New Life Baptist Church 1035 East Annie Street Fort Worth, Texas 76104 1059,4370-0 8 Southside Community Center 959 East Rosedale Street Fort Worth, Texas 76104 1061 8 Progressive Baptist Church 1702 Carver Avenue Fort Worth, Texas 76102 1066,1479 8 New Covenant Community Church 3201 Purington Avenue Fort Worth, Texas 76103 1073 8 Fellowship Corner 1601 New York Avenue Fort Worth, Texas 76104 1075 8 Sycamore Park Community Center 2525 East Rosedale Street Fort Worth, Texas 76105 1078 8 Mount Olive Missionary Baptist Church 2951 Evans Avenue Fort Worth, Texas 76104 R c+ t � °� Page 6 ®��1�1�- ,: � IV ., , �q �A-4u MAO. City of Fort Worth General Election - May 7, 2005 EXHIBIT "A" Pcts at Site District Location 1079,4432 8 Pilgrim Rest Missionary Baptist Church 960 East Baltimore Avenue Fort Worth, Texas 76104 1080 8 Greater Harvest Church of God in Christ 2900 Mitchell Boulevard Fort Worth, Texas 76105 1083 8 Oaklawn Elementary School 3220 Hardeman Street Fort Worth, Texas 76119 1088,1312,1475 8 Sagamore Hill Elementary School 701 South Hughes Avenue Fort Worth, Texas 76103 1089,4587 8 Morningside Elementary School 2601 Evans Avenue Fort Worth, Texas 76104 1090 8 Greater Progressive Church of God in Christ 1349 East Baltimore Avenue Fort Worth, Texas 76104 1104,1482 8 Bradley Center 2601 Timberline Drive Fort Worth, Texas 76119 1154,4495,1555,1597 8 Carter Park Elementary School 1204 East Broadus Avenue Fort Worth, Texas 76115 1170,1567,1568 8 Meadowbrook Middle School 2001 Ederville Road Fort Worth, Texas 76103 1236 8 KXAS TV Studio 3900 Barnett Street Fort Worth, Texas 76103 1291 8 Highland Hills Community Center 1600 Glasgow Road Fort Worth, Texas 76134 Page 7p� A � �r: �', EXHIBIT "B" ELECTION SERVICES CONTRACT FOR FORT WORTH CITY COUNCIL ELECTION IN DISTRICTS #2, #4, #6, #7 & #8 ON MAY 7, 2005 A. STATISTICAL INFORMATION 1. Eligible Voters 194,000 2. Estimated Turnout 25% 3. Number of election day polling places 80 4. Number of early voting locations 11 5. Number of ballots to order 40,000 B. COST OF ELECTION ESTIMATE ACTUAL 1. Cost of Ballots $ 6,000.00 $ (5 changes) 2. Ballot Proofing/Distribution ( 50 hours x $20) $ 1,000.00 $ 3. Voting system programming and testing $ 1,500.00 $ 75 hours x $20.00 4. Election kits (includes preparation) a. 80 Election Day 11 Early Voting x $80 $ 7,280.00 $ 5. Polling Place Rental a. Election Day $ 25,000.00 $ b. Early Voting $ 2,000.00 $ c. Preparation (75 hours x $20.00) $ 1,500.00 $ 6. Rental of Tables and Chairs a. Election Day $ 1,000.00 $ b. Early Voting $ 1,000.00 $ 7. Election Judges and Clerks a. 80 Loc X 1 Election Judge X 9.12/hr $ 34,108.80 $ X 13 hours = $9,484.80 80 Loc X 3 Clerks X 8.55/hr X 12 hours = $24,624 MON CITY 1 Fy, W'ON.YK, T K. b. Delivery of Supplies (80 X $25) $ 2,000.00 $ c. Election Official Training (80 x $10) $ 800.00 $ d. Payroll Processing $ 1,000.00 $ e. Preparation— Notify &Coordinate $ 2,000.00 $ (100 hours x $20.00) 8. Preparation, distribution of supplies, $ 1,200.00 $ and conduct training (Election Officials) (60 hours x $20.00) 9. Deputy Early Voting Clerks a. 11 EV locations: 3 Clerks x $ 41,250.00 $ 125 Hours x $10.00 Hourly Rate (Hourly Rate + Payroll Fee) b. Preparation ( 80 hours x $20) $ 1,600.00 $ 10. Early Voting On-Line System a. 10 Phone Lines (2 per workstation) $ 1,000.00 $ b. Preparation ( 200 hours X $20) $ 4,000.00 $ (Includes Runners, Set-up, Closing) 11. Early Voting By Mail a. Early Voting Ballot Tracking $ 3,000.00 $ ( 150 hours x $20) b. Early Voting By Mail 75 Hrs X$20) $ 2,700.00 $ ( 135 hours x $20) c. Ballot Now $ 500.00 $ (Mail Processing &Tabulation) 12. Preparation and distribution of supplies and conduct training (EV Clerks) $ 1,000.00 $ 50 Hours x $20 13. Early Voting Ballot Board personnel $ 1,080.00 $ 6 Clerks x $ 9.00 x 20 hours ($8.00 Hourly Rate+ Payroll Fee) 14. Central Counting Station a. Manager and Technical Support Personnel ( 100 hours X$20 $ 2,000.00 $ s r-. ICE � �L v I,C fy�■� 111 1��'r�:�Li i4� ��r�.. 15. Election Night Tabulation $ 1,100.00 $ a. Personnel (�Q hours X $20) b. Preparation of Canvass (5 hours x $20) 16. List and/or Tape of Voters Who voted $ 375.00 $ a. Preparation (15 Hours x $20) b. CD Rom $50.00 17. Manual Count $ 300.00 $ 00 hours X $30) 18. Miscellaneous costs $ 3,000.00 $ a. Election Day Remote Sites $1,500 Postage (Letters) $ 500 b. Early Voting Postage (Ballots) $1,000 COST OF ELECTION $ 150,293.80 $ Administrative Fee (10%) $ 15,029.38 $ TOTAL COST OF CONTRACT $ 165,323.18 $ Rental Agreement for(11) Early Voting Workstations and (11) DRE Equipment Setups (eSlatesl (Includes transportation and preparation of machines) (11 X $500.00) $ 5,500.00 $ Rental Agreement for IIIP Eagles (Includes transportation, preparation of machines, and voting booths) (80 X$175.00) $ 14,000.00 $ TOTAL COST OF ELECTION $ 184,823.18 $ Section 31.100©If the estimated expenses, not including the fee charged under Subsection (d), exceed the actual expenses, the amount of the difference shall be refunded to the contracting authority. 3 0111Y Klfflk`�' EXHIBIT "C" THE STATE OF TEXAS § COUNTY OF TARRANT § EARLY VOTING EQUIPMENT Tarrant County, Texas, a corporate body politic, hereinafter designated as "the County", represented in this Agreement by the Elections Administrator, hereby agrees to rent the following work stations to the hereinafter identified organization on the terms stated below. City of Fort Worth, Texas hereinafter designated as "Renter", has requested the rental of 11 Early Voting Workstation(s) at $ 250.00 per unit and 11 DRE Systems (eSlates) at$250.00 per unit. I. The rental period for work station(s) shall commence on the 20th day of_ARE!L 2005 and continue through the 3rd day of May, 2005. Rental shall not extend to a date that will interfere with subsequent elections for which the County is responsible. II. Only equipment that the County believes to be in safe operating condition will be provided and the Renter agrees to hold the County harmless for any damages arising from the use thereof. III. Renter agrees to reimburse the County for the costs to repair damages to the said equipment during such time as the County does not have control custody of said equipment. The equipment will be delivered by the County to: City of Fort Worth Designated Early Voting Sites and picked up by the County at said place. C2 In witness of this Agreement, we the County and the Renter affix our signatures on this o4d day of ' 2005 . TARRANT COUNTY, TEXAS CITY OF FORT WORTH, TEXAS By: By: PAM� 61. 20cv-� Robert Parten Charles Boswell Elections Administrator City Manager APPROVED AND ACCEPTED: APPROVED AS TO FORM AND LEGALITY: By: By: Marty Hendri Cynthi arci City Secretary Assist t City Attorney EXHIBIT "D" THE STATE OF TEXAS § COUNTY OF TARRANT § VOTING MACHINE RENTAL AGREEMENT Tarrant County Texas, a corporate body politic, hereinafter designated as "the County", represented in this Agreement by the Elections Administrator, hereby agrees to rent the following voting machine(s)to the hereinafter identified organization on the terms stated below. CITY OF FORT WORTH 1000 THROCKMORTON FORT WORTH,TEXAS 76102 hereinafter designated as"Renter', has requested the rental of 80 Optech III-P Eagle voting machine(s)at$175.00 per machine on the terms stated below. I. Please forward a copy of your ballot to Leo Angell at the Voting Equipment Center, 2700 Premier, Fort Worth,Texas 76111. II. The rental period of voting machine(s)shall commence with the 7th day of MAY, 2005, and shall not extend to a date which will interfere with subsequent elections for which the County is responsible for providing the voting machines(s) for public use. If the security period for preserving election results is extended pursuant to Sections 126.032 or 126.033 of the Texas Election Code and voting machine(s) are required by the County for use in another election, Renter will seek a court order at Renter's expense to release the affected voting machine(s)for a time before the election that will not interfere with use of the machine(s)in the election. III. Only voting machine(s)which the County believes to be in safe operating condition will be provided and the Renter agrees to hold the County harmless for any damages arising from the Renters use of the voting machine(s). IV. Renter agrees to return the voting machine(s) in the same condition as when received, normal and considerate usage wear excepted. Renter agrees to reimburse the County for the costs to repair damages to the said machine(s)during such time as the County does not have control or custody of said machine(s). V. The said machine(s)will be delivered by the County to: CITY OF FORT WORTH DESIGNATED SITES and picked up by the County at said place. In witness of this Agreement,we the County and the Renter affix our signatures on this ;?If day of 2005. TARRANT COUNTY,TEXAS CITY OF FORT WORTH,TEXAS By. By: Robert Parten Charles Boswell Elections Administrator City Manager APPROVED AND ACCEPTED: APPROVED AS TO FORM AND LEGALITY: By: ` By. Marty Hendrix Cynth Garcia City Secretary Assistant City Attorney City of Fort Worth, Texas "Agar And council Communication DATE REFERENCE NUMBER LOG NAME PAGE 4/19/05 OCS-1480 1 of 1 SUBJECT CONTRACT WITH TARRANT COUNTY FOR ELECTION SERVICES FOR THE CITY COUNCIL ELECTION ON MAY 7, 2005 RECOMMENDATION: It is recommended that the City Council approve the attached contract with Tarrant County for election services for the City Council Election on May 7, 2005. DISCUSSION: The election for the City Council will be held on Saturday, May 7, 2005. The attached contract provides for the Tarrant County Elections Administrator to provide election services and equipment seeded by the City to conduct the election, including training and compensation of election judges and clerks, preparing and distributing ballots, supervising early voting and arranging for use of public places. FISCAL INFORMATION/CERTIFICATION: The City's payment obligations are contained in attached exhibits of the contract. Y Submitted for City Secretary's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY Office By: (to) MARTY HENDRIX 6161 APPROVED COUNCIL Originating Department Head: CITY "OUNCI` AARTY HENDRIX 6161 (from) APR 1 9 2005 For Additional Information Contact: Cit s"ekf "`ry.of the MARTY HENDRIX 6161 City Fnrj Werth,Texas �� :v"lilt i�c.