HomeMy Public PortalAbout7G First Amendment Martin and Chapman AgreementTemple
AGENDA
e
ty MEMORANDUMTEM7.G.
TO:
FROM:
BY:
SUBJECT:
Staff Report
THE HONORABLE CITY COUNCIL DATE: OCTOBER 19, 2010
JOSE E. PULIDO, CITY MANAGER
MARY FLANDRICK, CITY CLERK'
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
FOR ELECTION SERVICES FOR THE GENERAL MUNICIPAL
ELECTION ON MARCH 8, 2011
SUMMARY
The City Council is requested to approve the First Amendment to the Professional
Services Agreement with Martin & Chapman Company to make a modification to their
recently approved agreement to perform election services for the upcoming General
Municipal Election to be held on March 8, 2011.
BACKGROUND
On October 5, 2010, the City Council approved a Professional Services Agreement with
Martin & Chapman Company to provide election services for a total cost not to exceed
$40,000.
Subsequent to the Council's approval of this agreement, Martin & Chapman Company
has requested that the auto liability insurance coverage be decreased from $1,000,000
to $500,000, the amount carried on their current certificate of insurance. All other
insurance limits on their Certificate of Liability Insurance have been met and the City of
Temple City is named as additionally insured as required.
As this particular auto liability coverage is minimally required for Martin & Chapman
Company to perform their services (i.e., delivery of supplies by 3r' party carriers), the
City Council is requested to authorize the City Manager to initial this modification in the
agreement. The City Manager and City Attorney have reviewed this request and
concurred with this change to the auto liability insurance coverage.
FISCAL IMPACT
None.
The Honorable City Council
First Amendment to Professional Services Agreement
October 19, 2010
Page 2 of 2
RECOMMENDATION
It is recommended the City Council approve the First Amendment to the Professional
Services Agreement with Martin & Chapman Company to decrease their auto liability
insurance coverage to $500,000 and authorize the City Manager to execute the change.
Attachment: First Amendment to Agreement
Martin & Chapman Co. Agreement
FIRST AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT
by and between
the
CITY OF TEMPLE CITY
and
MARTIN & CHAPMAN COMPANY
Dated: October 19, 2010
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF TEMPLE CITY AND
MARTIN & CHAPMAN COMPANY
This First Amendment to Agreement for Professional Services ("First Amendment"),
which is dated for reference as indicated on the cover page, is hereby entered into by and
between the CITY OF TEMPLE CITY ("CITY") and MARTIN & CHAPMAN COMPANY
("CONSULTANT"), as follows:
RECITALS
A. CITY and CONSULTANT entered into an Agreement for Professional Services
between the City of Temple City, California and Martin & Chapman Company on
October 5, 2010.
B. CITY and CONSULTANT now desire to amend the Agreement.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the promises made and recited
herein, the parties do hereby enter into this First Amendment which modifies and amends
the Agreement as follows:
1. AMENDMENT. The Agreement is hereby modified and amended as
follows:
SECTION 22. INSURANCE. A.2.(2) Minimum Limits of Insurance. Section
22 A.2.(2) of the Agreement is amended and shall read as follows:
(2) Automobile Liability: $500,000 per accident for bodily injury and property
damage. A combined single limit policy with aggregate limits in an amount of not
less than $2,000,000 shall be considered equivalent to the said required minimum
limits set forth above.
2. GENERAL PROVISIONS. Except as specifically modified and amended in this
First Amendment, the Agreement remains in full force and effect and binding upon
the parties.
IN WITNESS WHEREOF, the parties hereto have executed this First
Amendment to the Agreement on the 19th day of October, 2010.
CITY OF TEMPLE CITY
By:
, City Manager
ATTEST:
City Clerk
APPROVED AS TO FORM
By:
City Attorney
MARTIN & CHAPMAN COMPANY
By:
Its:
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF TEMPLE CITY AND
MARTIN & CHAPMAN COMPANY
This AGREEMENT is entered into this 5th day of October 2010 by and between the CITY
OF TEMPLE CITY, a municipal corporation ("CITY") and Martin & Chapman Company,
("CONSULTANT').
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in
the SCOPE OF SERVICES (attached as Exhibit A), and
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement; and
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not
to exceed Forty thousand dollars ($40,000) for CONSULTANTS services.
CITY may modify this amount as set forth below. Unless otherwise specified
by written amendment to this Agreement, CITY will pay the sum as
specified in the attached Exhibit "A," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which
is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor,
technical, administrative, professional and other personnel, all supplies and
materials, equipment, printing, vehicles, transportation, office space and
facilities, and all tests, testing and analyses, calculation, and all other
means whatsoever, except as herein otherwise expressly specified to be
furnished by CITY, necessary or proper to perform and complete the work
and provide the professional services required of CONSULTANT by this
Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement,
CONSULTANT will use the appropriate generally accepted professional standards
of practice existing at the time of performance utilized by persons engaged in
providing similar services. CITY will continuously monitor CONSULTANT'S
services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT
will have fifteen (15) days after such notification to cure any shortcomings to
CITY'S satisfaction. Costs associated with curing the deficiencies will be borne by
CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists reimbursable
costs per item provided or task performed, based on, but not limited to, the
proposal of estimated services and costs (as set forth in Exhibit "A").
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to
CONSULTANT for current services are within the current budget and within an
unencumbered appropriation of the CITY. In the event the CITY has not
appropriated sufficient funds for payment of CONSULTANT services beyond the
current fiscal year, this Agreement will cover only those costs incurred up to the
conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. If CONSULTANT believes Additional Work is needed to complete the
Scope of Work, CONSULTANT will provide the CITY with written notification
that contains a specific description of the proposed Additional Work,
reasons for such Additional Work, and a detailed proposal regarding cost.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully
acquainted with the conditions there existing, before commencing the
services hereunder. Should CONSULTANT discover any latent or unknown
conditions that may materially affect the performance of the services,
CONSULTANT will immediately inform CITY of such fact and will not
proceed except at CONSULTANTS own risk until written instructions are
received from CITY.
8. TERM. The term of this Agreement will be from October 5, 2010 to June 30, 2011.
Unless otherwise determined by written amendment between the parties, this
Agreement will terminate in the following instances:
A. Completion of the work specified in Exhibit "A."
B. Termination as stated in Section 15.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under
Section 22 of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving
written authorization to proceed, any such professional services are at
CONSULTANTS own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT'S control, CITY may grant a time extension for the completion of
the contracted services. If delay occurs, CONSULTANT must notify the Manager
within forty-eight hours (48 hours), in writing, of the cause and the extent of the
delay and how such delay interferes with the Agreement's schedule. The Manager
will extend the completion time, when appropriate, for the completion of the
contracted services.
11. CHANGES. CITY may order changes in the services within the general scope of
this Agreement, consisting of additions, deletions, or other revisions, and the
contract sum and the contract time will be adjusted accordingly. All such changes
must be authorized in writing, executed by CONSULTANT and CITY. The cost or
credit to CITY resulting from changes in the services will be determined in
accordance with written agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide the CITY
with a Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and
certificates that may be required in connection with the performance of services
under this Agreement.
14. WAIVER. CITY'S review or acceptance of, or payment for, work product prepared
by CONSULTANT under this Agreement will not be construed to operate as a
waiver of any rights CITY may have under this Agreement or of any cause of
action arising from CONSULTANT'S performance. A waiver by CITY of any breach
of any term, covenant, or condition contained in this Agreement will not be deemed
to be a waiver of any subsequent breach of the same or any other term, covenant,
or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION
A. Except as, otherwise provided, CITY may terminate this Agreement at any
time with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY'S
mutual consent. Notice will be in writing at least thirty (30) days before the
effective termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the
termination notice. Except as otherwise provided in the termination notice,
any additional work performed by CONSULTANT after receiving a
termination notice will be performed at CONSULTANTS own cost; CITY will
not be obligated to compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data,
studies, surveys, drawings, maps, reports and other materials prepared by
CONSULTANT will, at CITY's option, become CITY's property, and
CONSULTANT will receive just and equitable compensation for any work
satisfactorily completed up to the effective date of notice of termination, not
to exceed the total costs under Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may
procure on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this
Section.
16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps,
models, photographs and reports prepared by CONSULTANT under this
Agreement are CITY's property. CONSULTANT may retain copies of said
documents and materials as desired, but will deliver all original materials to CITY
upon CITY's written notice. CITY agrees that use of CONSULTANT'S completed
work product, for purposes other than identified in this Agreement, or use of
incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of
service under this Agreement, no copies, sketches, or graphs of materials,
including graphic art work, prepared pursuant to this Agreement, will be released
by CONSULTANT to any other person or public CITY without CITY's prior written
approval. All press releases, including graphic display information to be published
in newspapers or magazines, will be approved and distributed solely by CITY,
unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION. CONSULTANT agrees to indemnify and hold CITY harmless
from and against any claim, action, damages, costs (including, without limitation,
attorney's fees), injuries, or liability, arising out of the performance of this
agreement by CONSULTANT. Should CITY be named in any suit, or should any
claim be brought against it by suit or otherwise, arising out of performance by
CONSULTANT of services rendered pursuant to this Agreement, CONSULTANT
will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will
indemnify CITY for any judgment rendered against it or any sums paid out in
settlement or costs incurred in defense otherwise.
19. ASSIGNABILITY. This Agreement is for CONSULTANTS professorial services.
CONSULTANT'S attempts to assign the benefits or burdens of this Agreement
without CITY'S written approval are prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all
work and the manner in which is it performed. CONSULTANT will be fee to
contract for similar service to be performed for other employers while under
contract with CITY. CONSULTANT is not an agent or employee of CITY and is not
entitled to participate in any pension plan, insurance, bonus or similar benefits
CITY provides for its employees. Any provision in this Agreement that may appear
to give CITY the right to direct CONSULTANT as to the details of doing the work or
to exercise a measure of control over the work means that CONSULTANT will
follow the direction of the CITY as to end results of the work only.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have
free access at all reasonable times to such records, and the right to examine and
audit the same and to make transcript therefrom, and to inspect all program data,
documents, proceedings and activities. CONSULTANT will retain such financial
and program service records for at least three (3) years after termination or final
payment under this Agreement.
22. INSURANCE.
A. Insurance Requirements. Consultant shall provide and maintain insurance,
acceptable to the City Manager or City Counsel, in full force and effect
throughout the term of this Agreement, against claims for injuries to persons
or damages to property which may arise from or in connection with the
performance of the work hereunder by Consultant, its agents,
representatives or employees. Insurance is to be placed with insurers with
a current A.M. Best's rating of no less than A:VII. Consultant shall provide
the following scope and limits of insurance:
1. Minimum Scope of Insurance. Coverage shall be at least as broad
as:
(1) Insurance Services Office form Commercial General Liability
coverage (Occurrence Form CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed. 1/87)
covering Automobile Liability, including code 1 "any auto" and
endorsement CA 0025, or equivalent forms subject to the
written approval of the City.
(3)
Workers' Compensation insurance as required by the Labor
Code of State of California and Employer's Liability insurance
and covering all persons providing services on behalf of the
Consultant and all risks to such persons under this
Agreement.
(4) Professional liability insurance appropriate to the Consultant's
profession. This coverage may be written on a "claims made"
basis, and must include coverage for contractual liability. The
professional liability insurance required by this Agreement
must be endorsed to be applicable to claims based upon,
arising out of or related to services performed under this
Agreement. The insurance must be maintained for at least 3
consecutive years following the completion of Consultant's
services or the termination of this Agreement. During this
additional 3 -year period, Consultant shall annually and upon
request of the City submit written evidence of this continuous
coverage.
2. Minimum Limits of Insurance. Consultant shall maintain limits of
insurance no less than:
(1) General Liability: $1,000,000 general aggregate for bodily
injury, personal injury and property damage.
(2) Automobile Liability: $1,000,000 per accident for bodily injury
and property damage. A combined single limit policy with
aggregate limits in an amount of not less than $2,000,000
shall be considered equivalent to the said required minimum
limits set forth above.
(3)
Workers' Compensation and Employer's Liability: Workers'
Compensation as required by the Labor Code of the State of
California and Employers Liability limits of not less than
$1,000,000 per accident.
(4) Professional Liability: $1,000,000 per occurrence.
A. Other Provisions. Insurance policies required by this Agreement shall
contain the following provisions:
1. All Policies. Each insurance policy required by this Agreement shall
be endorsed and state the coverage shall not be suspended, voided,
cancelled by the insurer or either party to this Agreement, reduced in
coverage or in limits except after 30 days' prior written notice by
Certified mail, return receipt requested, has been given to City.
2. General Liability and Automobile Liability Coverages.
(1) City, and its respective elected and appointed officers,
officials, and employees and volunteers are to be covered as
additional insureds as respects: liability arising out of
activities Consultant performs; products and completed
operations of Consultant; premises owned, occupied or used
by Consultant ; or automobiles owned, leased, hired or
borrowed by Consultant. The coverage shall contain no
special limitations on the scope of protection afforded to City,
and their respective elected and appointed officers, officials,
or employees.
(2) Consultant's insurance coverage shall be primary insurance
with respect to City, and its respective elected and appointed,
its officers, officials, employees and volunteers. Any
insurance or self insurance maintained by City, and its
respective elected and appointed officers, officials, employees
or volunteers, shall apply in excess of, and not contribute with,
Consultant's insurance.
(3)
Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with
respect to the limits of the insurer's liability.
(4) Any failure to comply with the reporting or other provisions of
the policies including breaches of warranties shall not affect
coverage provided to City, and its respective elected and
appointed officers, officials, employees or volunteers.
3. Workers' Compensation and Employer's Liability Coverage. Unless
the City Manager otherwise agrees in writing, the insurer shall agree
to waive all rights of subrogation against City, and its respective
elected and appointed officers, officials, employees and agents for
losses arising from work performed by Consultant.
B. Other Requirements. Consultant agrees to deposit with City, at or before
the effective date of this contract, certificates of insurance necessary to
satisfy City that the insurance provisions of this contract have been
complied with. The City Attorney may require that Consultant furnish City
with copies of original endorsements effecting coverage required by this
Section. The certificates and endorsements are to be signed by a person
authorized by that insurer to bind coverage on its behalf. City reserves the
right to inspect complete, certified copies of all required insurance policies,
at any time.
1. Consultant shall furnish certificates and endorsements from each
subcontractor identical to those Consultant provides.
2. Any deductibles or self -insured retentions must be declared to and
approved by City. At the option of City, either the insurer shall
reduce or eliminate such deductibles or self -insured retentions as
respects City or its respective elected or appointed officers, officials,
employees and volunteers or the Consultant shall procure a bond
guaranteeing payment of losses and related investigations, claim
administration, defense expenses and claims.
3. The procuring of such required policy or policies of insurance shall
not be construed to limit Consultant's liability hereunder nor to fulfill
the indemnification provisions and requirements of this Agreement.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY'S prior written
approval to use any consultants while performing any portion of this Agreement.
Such approval must approve of the proposed consultant and the terms of
compensation.
24. INCIDENTAL TASKS. CONSULTANT will provide CITY with timely updates as to
the status of the services provided, including schedule and progress status and a
description of the work remaining to be done before the next schedule update.
25. NOTICES. All communications to either party by the other party will be deemed
made when received by such party at its respective name and address as follows:
If to CONSULTANT:
Martin & Chapman Co.
1951 Wright Circle
Anaheim, CA 92806-6028
Attention: Scott Martin, President
If to CITY:
City of Temple City
9701 Las Tunas Drive
Temple City, CA 91780
Attention: Mary Flandrick
Any such written communications by mail will be conclusively deemed to have been
received by the addressee upon deposit thereof in the United States mail, postage
prepaid and properly addressed as noted above. In all other instances, notices will be
deemed given at the time of actual delivery. Changes may be made in the names or
addresses of persons to whom notices are to be given by giving notice in the manner
prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY'S Conflict of Interest Code
(on file in the City Clerk's Office).
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed
nor retained any company or person, other than CONSULTANT'S bona fide
employee, to solicit or secure this Agreement. Further, CONSULTANT warrants
that it has not paid nor has it agreed to pay any company or person, other than
CONSULTANT'S bona fide employee, any fee, commission, percentage,
brokerage fee, gift or other consideration contingent upon or resulting from the
award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the
benefit of any other party. There will be no incidental or other beneficiaries of any
of CONSULTANT'S or CITY's obligations under this Agreement.
29. INTERPRETATION. This Agreement was drafted in, and will be construed in
accordance with the laws of the State of California, and exclusive venue for any
action involving this agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal,
state, and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other
agreements expressed or implied, oral or written. There is one (1) Attachment to
this Agreement. This Agreement will bind and inure to the benefit of the parties to
this Agreement and any subsequent successors and assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently
review this Agreement with legal counsel. Accordingly, this Agreement will be
construed simply, as a whole, and in accordance with its fair meaning; it will not be
interpreted strictly for or against either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed
modified to the extent necessary in the opinion of the court to render such portion
enforceable and, as so modified, such portion and the balance of this Agreement
will continue in full force and effect.
34. AUTHORITY/MODIFICATION. The Parties represent and warrant that all
necessary action has been taken by the Parties to authorize the undersigned to
execute this Agreement and to engage in the actions described herein. This
Agreement may be modified by written amendment. CITY'S executive manager, or
designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this
Agreement, agreements ancillary to this Agreement, and related documents to be
entered into in connection with this Agreement will be considered signed when the
signature of a party is delivered by facsimile transmission. Such facsimile
signature will be treated in all respects as having the same effect as an original
signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for
convenience of reference only and will not affect the interpretation of this
Agreement.
37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of
this Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to
fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or
military authority, the natural elements, or other similar causes beyond the Parties'
reasonable control, then the Agreement will immediately terminate without
obligation of either party to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality,
fitness and capacity to perform the Agreement in a manner satisfactory to CITY.
CONSULTANT represents that its financial resources, surety and insurance
experience, service experience, completion ability, personnel, current workload,
experience in dealing with private consultants, and experience in dealing with
public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively
with and to satisfy a public CITY.
40. PROTECTION OF RESIDENT WORKERS. The CONSULTANT shall establish
appropriate procedures and controls so no services or products under the Contract
Documents will be performed or manufactured by any worker who is not legally
eligible to perform such services or employment.
[SIGNATURES ON NEXT PAGE]
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on October 5, 2010.
CITY OF TEMPLE CITY
By:
City Manager
ATTEST:
n\ttAA6P_
City Clerk
APPROVED AS TO FORM
By:
City Attdrney
MARTIN & CHAPMAN COMPANY
By:
Its:
EXHIBIT "A"
Martin
1851 Wright
& Chapman Co.
Circle' Anaheim, California 82806 ' 714/939.8866 ` Fax 714/939-9870
CITY OF TEMPLE CITY
OFFICE OF THE CITY CLERK
9701 LAS TUNAS DR
TEMPLE CITY CA 91780-2249
GENERAL MUNICIPAL ELECTION
MARCH 8, 2011
September 11,
Estimate
Based on 2009
2010
invoice
Quantity Description
; Unit Price
Total
PRE -ELECTION SUPPLIES
2
Calendar of Events
NC
NC
2
Election Handbook w/Resolutions, Forms, Notices, Manual
NC
NC
1
Elections Code of California
NC'
NC
1
Election Night Procedures Manual
NC
NC
1
Email of Resolutions, Notices and Forms
$20.00
$20.00
NOMINATION SUPPLIES
20
20
Nomination Papers
Supplemental Nomination Papers
$0.50
$0.50
$10,00
$10.00
20
20
Ballot Designation Requirements & Worksheets
u $0.50
$10.00
$10.00
Candidate's Statement Guidelines & Information Forms
$0.50
20
Code of Fair Campaign Practices
i $0.50
$10.00
20
Literature/Mass Maiiing Requirements
$0.50
$10.00
20
Statement of Financial Worth
j $0.50
$10.00
20
Translation Information Sheets
$0.50
$10.00
20
Candidate's Election Calendars
$0.50
$10.00
2
Certificates of Election - imprinted
$5.00
S10.00
2
Oaths of Office - Imprinted
i 55.00
$10.00
VOTE -BY -MAIL
BALLOT SUPPLIES
1
Application for Vote by Mail Ballot (emailed)
S5.00
$5.00
1
Late Application for Vote by Mail Ballot (emailed)
$5.00
$5.00
10
_
Correction Identification/Return Envelopes
$0.35
$3.50
50
Provisional Ballot Envelopes
$0.35
$17.50
3700
Instructions for Voters - Multi-lingual - 11 x 17
$25.00 ea +0.35
$1,320.00
2889
Permanent Vote by Mail Information Sheets - Yellow
$0.05
$144.45
3700
Gray/Secrecy Envelopes
$0.07
$259.00
3700
Outgoing Envelopes - Multilingual
525.00+0.33 ea
$1,246.00
3000
PVM ID/Return Envelopes - Multilingual - Yellow
$25.00+0.38 ea
$1,165.00
700
ID/Return Envelopes - Multilingual - White
$25.00+0.35 ea
$270.00
12_
Voted Ballot Boxes for VBM Ballots -1/2 size
$2.00
$24.00
12
Labels for 1/2 size Voted Ballot Boxes
I $0.50
$6.00
12
Seals for Voted Ballot Boxes
$0.50
$6.00
Temple City 2011 0308 Estimate
Quantity
Description
Unit Price
Total
_
PRECINCT SUPPLIES
6
Precinct Supply Sets
$110.00
$660.00
1
Sample Set
$110.00
$110.00
1
Vote by Mail Canvass Set
$45.00
$45.00
6
Add'I "Unvoted Ballots" White Boxes for precincts>1300 voters
$3.00
$18.00
_
6
Add'I White Box Seals
$0.25
$1.50
4900
"I VOTED" stickers (70.0 per precinct + sample kit)
$5.00
$24.50
70
Opto-Mark Pens for Opto-Mark Ballots
$1.70
$119.00
855.68
Roster pages / Active & Inactive Voters voters
21,242
$752.19
1040
Street Index pages / Active & Inactive Voters / 4 sets per precinct
$472.63
8
Election Officer / Inspector's Guidelines & Checklists
$3.00
$24.00
29
Election Officer Appointment Forms
$0.25
$7,25
REPORTS
120 DAYS BEFORE
1
Voter Identification Report voters
21,253
$340.65
32
Out of State/Country Voter Labels
25.00+0.251
$33.00
54 DAYS BEFORE
1
Voter Identification Report - (54 day reports) voters
20,785
$236.67
29 DAYS BEFORE
1
'Voter Identification Report - (29 day reports) voters
21,301
$241.06
1
Polling Place Location Report - (29 day reports) voters
21,301
$241.06
VBM TRACKING
_
SYSTEM
21420
Vote by Mall Tracking System / Active and Inactive Voters
$1,449.70
21420
Polling Place Location Module for VBM Tracking System
$242.07
MAILING LABELS
1
NCOA (National Change of Address) Set-up charge
$75.00
$75.00
$60.52
16138
NCOA Processing for Change of Address
_
$0.00375
16138
Voter Address Labels/ 54 day labels
$1,036.90
399
Voter Address Labels / 29 day labels
$219.95
48
Voter Address Labels / 15 day labels
$202.40
2889
Permanent Vote by Mail Voter Labels (54+29+15 day voters)
25,00+0.25
$747.25
116
Mail Ballot Precinct Voter Labels (54+29+15 day voters)
25.00+0,25
$54.00
29
Out of State/Country Voter Labels (54+29+15 day voters)
25.00+0.25
$32.25
SAMPLE BALLOT / VOTER INFORMATION PAMPHLETS
18000
Sample Ballot Pamphlets / 10 of 20 pages /
$6,100.00
(this cost excludes pages of candidates statements paid for by candidates, Invoiced separately)
OFFICIAL BALLOTS AND SUPPLIES
1
Official Ballots -Typeset Ballot/per side/English+3 languages
$900,00
$900.00
3700
Official Ballots / Opto-Mark / Vote by Mall
$0.22
$814.00
12400
Official Ballots / Opto-Mark / Precincts
$0.22
$2;728.00
300
Official Ballots / Opto-Mark / Test -Duplicates
$0.22
$66.00
16400
1
_
Total Official Ballots
Test / Duplicate Overprint / 300 each Ballot Type
$25.00
$25.00
10000
Gray Secrecy Envelopes - Rental
$35.00
$350.00
Temple City 2011 0308 Estimate
Quantity
Description
Unit Price
Total
BALLOT COUNTING
/ ELECTION NIGHT SUPPLIES
1
Election Night Supply Kit
$35.00
$35.00
28
Counted Ballot Seals / 3 per precinct + 10 extra
$1.00
$28.00
1
Ballot Counter Programming only / Opto-Mark / side 1
$1,600.00
$1,600.00
2
Ballot Counter Operator(s)
_
$650.00
S1,300.00
6
Add] Programing to count VBM's/Provisionals by precinct
$20.00
5120.00
1
Add'I Tally of Late VBM & Provisional Ballots
$600.00
$600.00
SUBTOTAL
Subtotal / Taxable Items
$26713.99
Sales Tax
0.0925
$2,471.04
$29,185.04
MISCELLANEOUS SERVICES
1
Election Officer Class (Glenn)
$627.00
$627.00
_ 1
Canvass Processing Review (Glenn) _
$426.00
TRANSLATIONS
-Justice
1
epa monf of compliance requirements -
Preparation of additional materials for Notices, Sample Ballot
pages, VBM Materials, and Precinct Supplies into all
languages required In Los Angeles County - 1 time charge
per city
$300.00
$300.00
MAILING SERVICES / SAMPLE BALLOTS
1
54 Day File transfer to mailer, machine setup
$250.00
$250.00
16138
Affixing Address Labels / <20,000
$750.00
1
Postal documentation
$70.00
$70.00
23
Addressing Out of State & Misc Sample Ballots
$0.50
$11.50
1
_
29 Day File transfer to mailer, machine setup
$220.00
$220.00
399
Affixing Address Labels / Supplementals
$500.00
1
Postal documentation
$70.00
$70.00
6
Addressing Out of State & Misc Sample Ballots
$0.50
$3,00
1
15 Day Flle transfer to mailer
$50.00
$50.00
48
Affixing Address Labels
$0.50
$24.00
MAILING SERVICES / VOTE -BY -MAIL BALLOTS
PVM's
2889
Addressing PVM Envelopes and/or labels / 54 + 29 + 15 days
$0.30
$866.70
POSTAGE ACTIVITY / SAMPLE BALLOTS
Postage Received from City / Check # 25935
$3,850.00 I
16135
Standard Rate Postage - 1st mailing -54 day file ($3,458.10)I
399
Standard Rate Postage - 2nd mailing -29 day file ($171.69)
55
1st Class Postage - Out of State & Misc Pamphlets ($77.06)1
48
1st Class Postage - 3rd mailing -15 day file @ 1.00 ea ($48.00)I
Additional Postage Due (Credit for unused postage)
$95.15 I
($95.15)
_
55
Affix Meter Tape 1st class Postage to Out of State & Misc Pamphlets
_
$112.00
48
Affix Meter Tape 1st class Postage to Pamphlets -15 day
$0.25
$12.00
_
DELIVERY SERVICES
1
Deliver Sample Ballots to Post Office / 54 day
S500.00
$500.00
1
Deliver Sample Ballots to Post Office / 29 day
$100.00
$100.00
1
Deliver VBM Supplies to City Hall
$300.00
$300.00
1
Deliver Precinct Supplies & Voting Booths to City Hall
$400.00
$400.00
1
Pickup Precinct Supplies after election from City Hall
$400.00
$400.00
Temple City 2011 0308 Estimate
Quantity
, Description Unit Price
Total
6
Pickup from & Return to County Warehouse - Ballot Boxes, etc.
$290.00
25
UPS Charges Cost
$264.00
5
Fed Ex charges
$25.00
S125.00
Total Nontaxable Items
$6,576.05
TOTAL
$3a761.09
Plus 3% to cover increase in registration and increase in PVBMs
$1,072.83
ESTIMATED COSTS FOR 2011 ELECTION
$36,833.92
Temple City 2011 0308 Estimate