HomeMy Public PortalAbout09) 7E Adoption of Resolutions Calling for the 2015 General Municipal Election and Regulations and Approval of Related ServicesAGENDA
ITEM 7.E
ADMINISTRATIVE SERVICES DEPARTMENT
MEMORANDUM
DATE: October 7, 2014
TO: The Honorable City Council
FROM: Peggy Kuo , City Clerk
SUBJECT: ADOPTION OF RESOLUTIONS CALLING FOR THE 2015 GENERAL
MUNICIPAL ELECTION AND REGULATIONS AND APPROVAL OF
RELATED SERVICES
RECOMMENDATION:
The City Council is requested to:
a) Adopt Resolution No . 14-5030 (Attachment "A ") calling the Election for March 3,
2015 ;
b) Adopt Resolution No. 14-5031 (Attachment "B") requesting election-related
services from Los Angeles County;
c) Adopt Resolution No. 14-5032 (Attachment "C") establishing candidate statement
regulations for candidates pertaining to statement of qua l ifications submitted to
the voters ; and
d) Approve a Professional Services Agreement w ith Martin & Chapman Company (M
& C) (Attachment "D") for election services for the upcoming General Municipal
Election to be held on March 3, 2015 in an amount not to exceed $56 ,000 and
authorize the City Manager to sign the agreement.
BACKGROUND:
1. On May 25 , 1960, the City of Temple City was incorporated .
2 . On April 16 , 1971 , the City of Temple City became a Charter City. While most of
California's incorporated communities are general law cities governed according to
the state statutes , the City of Temple City is operated largely in accordance with
the City's Charter.
3. On September 9, 2014 , staff received a cost estimate from M & C for th e 2015
Gen eral Municipal Election (Exhibit "A " of Attachment "D"). The costs were ba sed
City Council
October 7, 2014
Page 2 of 3
on 6 precincts and approximately 17 ,660 registered voters . The same overall
services were proposed during the 2013 election , with the option to add or
eliminate items at any time .
4 . Per California Elections Code Sections 10223-1 0224, the nomination process will
begin on November 10 , 2014 , with the last day to file nomination papers being
December 5, 2014. If an incumbe nt fails to file nomination papers by December 5th ,
th e nomination period is automatically extended to the deadline of December 10,
2014.
ANALYSIS:
The California Elections Code requires that certain resolutions be adopted in order to
hold the City's General Municipal Election on March 3, 2015 . Under the provision of the
City of T emple City Charter, elective officers of the City are elected to four year terms by
the registered qualified voters of the City , on an at large basis , at a general or special
municipal election held for that purpose. General municipal elections are conducted on
the first Tuesday after the first Monday in March of odd-numbered years.
In preparation for the Marc h 3, 20 15 Election , it is necessary for the City Council to
adopt the following thre e resolutions and select a vendor to provid e the City with
specialty election services , supplies and equipment to conduct the election .
• Resolution No . 14-5030 (Attachment "A ") calls the election , establishes the
purpose for the election , authorizes the City Clerk to conduct the election ,
establishes precinct officer compensation , and sets the voting hours as 7 :00a.m .
to 8 :00p.m.
• Resolution No . 14-5031 (Attac hm ent "8 ") is the City's official written request for
election services to the Cou nty Board of Supervisors . The City needs voter
registration records , precinct information , and equipment available from the
County of Los Angeles Registrar Recorder's Office . State law requires the City
to subm it a re so lution to the Co unty requesting election services .
• Resolution No . 14-5032 (Attachment "C") outlines regulations for the candidates '
statements that are included in the sample ballot pamphlets and mailed to all
registered voters of the City . As in the past, it is recommended statements
submitted by candidates not exceed 200 words. Again in 2015 , the City Clerk
will print all translations of candidates ' statements i n the voter pamphlet in
English , Chinese , and Spanish to comply with California State law.
In addition , staff is recommending the City enter into a Professional Services Agreement
(Attachment "D ") with M & C for the 2015 General Municipal Election . Founded in 1956 ,
M & C ass ists over 400 cities , counti e s , districts and organizations w ith servi ce, supp lies
and guidance for e lection s . Conduct of an election requires the acquisition of specialty
materials and s upplies including nomination petitions ; officia l ba ll ots ; samp le ballot
City Council
October 7, 2014
Page 3 of 3
pamphlets ; rosters of voters ; vote-by-mail supplies and software ; and precinct kits with
notices, provisional voting materials, signs , etc. translated to meet Voting Rights Act
requirements . It is also necessary to secure a State-approved ballot counting system.
The City of Temple City has utilized services and equipment from M & C since 2001 .
Although there are other companies which are authorized by the Secretary of State to
print ballots, some of which provide a portion of the specialty supplies needed for a city-
conducted election, non e of them offer the full range of services the City requires;
therefore , M & C was found to be the only full-service vendor specializing in municipal
elections in California.
CONCLUSION:
It is recommended the City Council adopt the three resolutions and approve the
Professional Services Agreement with Martin & Chapman Company, elections supplier
of choice , sole source provider, for the March 3 , 2015 General Municipal Election and
authorize the City Manager to sign the agreement.
FISCAL IMPACT:
On June 3 , 2014, the City Council adopted the Fiscal Year (FY) 2014-15 City Budget
which included $58 ,000 for election services. Sufficient funds have been appropriated in
the current year's adopted budget. This is not a change in current City policy.
ATTACHMENTS :
A. Resolution Calling the Election
B. Resolution Requesting County Services
C . Resolution Establishing Candidate Statement Regulation
D. Professional Services Agreement with Martin & Chapman
AT TACHMENT A
RESOLUTION NO . 14-50 30
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY, CALIFORNIA,
CALLING FOR THE HOLDING OF A GENERAL MUNICIPAL E LECTION TO BE HELD ON
TUESDAY, MARCH 3 , 2015, FOR THE ELECTI ON OF CERTAIN OFFICERS AS REQUIRED BY
T HE PROVISIONS OF T H E CHARTER
WHEREAS , under the provisions of the Charter, a General Mun icipal Election shall be held on March 3 ,
2014 , for the election of Municipal Officers ; and
NOW, THEREFORE , THE C ITY COUNCIL OF THE CITY OF TEMPLE CITY , CALIFORNIA,
DOES HEREBY RESOLVE , DECLARE , DETERMINE AND ORDER AS FOL LOWS:
SECTIO N 1. That pursuant to t he requirements of the Charter, there is called and ordered to be held in
the C ity of Temple City , California , on Tuesday , March 3 , 2015 , a Genera l Municipal Election for the purpose
of electing three (3 ) Members of the C ity Counci l for the full term of four years ;
SECTION 2 . That the ba ll ots to be used at the e lection shall be in form and content as required by law;
SEC T ION 3. That the City Clerk is authorized , instructed and directed to coord inate with the County of
Los Angeles Registrar-Reco rder/County Clerk to procure and furn ish any and a ll official ba ll ots, notices,
printed matter and a ll supplies , equ ipment and paraphernal ia that may be necessary in order to properly and
lawfully conduct the election ;
SECTION 4. T hat the polls for the election shall be open at seven o 'clock a .m . of the day of the
e lection and shall remain open continuously from that time until eight o 'c lock p.m . of the same day when the
polls sha ll be close d, pursuant to Elect io n Code § 10242, except as provided in § 1440 1 of the Elections Code
of the State of Cal iforn ia ;
SECTION 5. That purs uant to Elections Code § 12310, a stipend for services for the persons named
as precinct board members is f ixed at the sum of $160 for each Inspector and $110 fo r each Cler k for the
election . In addition , the sum of $30 will be given to each precinct board member to attend a mandatory
tra i ning class. The rental for each poll ing place, where a charge is made , shall be the sum of $125 for the
e lection. W hen requ ired , the compensation of the Custod ian of a bu ild ing shall be $25 for the election ;
SECTION 6 . That in all particulars not recited in th is reso lution , the election shall be held and
co nducted as provi ded by law for hold ing mu nicipal e lections ;
SECTION 7 . That notice of the t ime and place of holding the election is g iven and the C ity Clerk is
authorized , instructed and directed to g iv e fu rt her or add it iona l notice of the election , in t ime , form and manner
as required by law;
SECTION 8 . That in the event of a tie vote (if any two or more persons receive an equal and the
highest number of votes fo r an office) as certified by the Election Official , the City Council, in accordance w ith
Election Code§ 15651 (b) and City's Ordinance No. 07 -4489 , shall conduct a special runoff election to reso lve
the t ie vote and such special runoff e lection is to be held on a Tuesday not less than 40 days nor more than
125 da ys after the adm inistrative or jud icial certification of the e lection which resu lted in a tie vote;
SE CTION 9 . That t he City C lerk shall certify to the passage and adoption of th is Resolution and enter
it into the book of orig ina l Resolutions .
SECTIO N 10 . The C ity Council authorizes the City C lerk to adm inister said election and all reasonable
and actual election e x penses s hall be pa id by the City upon presentation of a properly submitt ed b ill .
PASSED, APPROVED AND ADOPTED ON THIS 7TH DAY OF OCTOBER, 20 14.
MAYOR
Resolution No . 14-5030
Page 2 of 2
ATTEST:
City Clerk
I, City Clerk of the City of Temple City , hereby certify that the foregoing resolution , Resolution No .
14-5030 was duly adopted by the City Council of the City of Temple City at a regular meeting held on the
7th day of October, 2014 , by the follow ing vote:
AYES :
NOES:
ABSENT:
ABSTAIN:
Councilmember-
Councilmember-
Councilmember-
Councilmember-
City Clerk
ATTACHMENT 8
RESOLUTION NO . 14-5031
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY,
CALIFORNIA, REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF
LOS ANGELES TO RENDER SPECIFIED SERVICES TO THE CITY RELATING TO
THE CONDUCT OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY,
MARCH 3, 2015 .
WHEREAS , a General Mun icipal Election is to be held in the City of Temple City, California , on
March 3, 2015 ; and
WHEREAS , in the course of conduct of the election it is necessary for the City to request serv ices
of the County ; and
WHEREAS , all necessary ex penses in performing these services shall be paid by the City of
Temple City;
NOW, THEREFORE , THE CITY COUNC IL OF THE CITY OF TEMPLE CITY , CALIFORNIA,
DOES HEREBY RESO LVE, DECLARE , DETERMINE AND ORDER AS FOLLOWS :
SECTION 1. That pursuant to the provisions of § 10002 of the Elections Code of the State of
California , this City Counci l reques ts the Board of Supervisors of the County to permit the County Election
Department to prepare and furn ish the following for use in conducting the electio n:
1. A listing of cou nty prec incts with number of registered voters in each , so city may conso li date
election precincts into c ity voting prec incts , and maps of the voting prec incts ;
2. A li st of poll ing places and poll workers the county uses fo r their elections ;
3. The computer record of the names and address of all eligible regist ered voters in the City in
order that the City 's consultant may :
a. Produce labels for vote-by -mail vote rs ;
b. Produce labels for sample ballot pamph lets;
c . Print Rosters of Voters and Street Inde xes ;
4 . Voter signature verificat ion services as needed ;
5. Make available to the City election equipment and assistance as needed accord ing to State
law.
SECTION 2. That the City shall reimb urse the County for services performed when the work is
comple ted and upon presentation to the C ity of a properly approved bill.
SECTION 3. That the C ity Clerk is directed to forward w ithout delay to the Board of
Supervisors and to the Cou nty Election Department, each a certified copy of this resolution .
SECTION 4 . That the City Clerk shall certify to the passage and adoption of this Resolution
and enter it into the book of origina l Resolutions.
PASSED , APPROVED AND ADOPTED ON yth DAY OF OCTOBER , 2014 .
MAYOR
Resolution No. 14-5031
Page 2 of 2
ATTEST:
City Clerk
I, City Clerk of the City of Temple City, hereby certify that the foregoing resolu t ion , Resolution No.
14-5031 was duly adopted by the City Council of the City of Temple C ity at a regular meeting held on the
7 th day of October, 2014 , by the following vote:
AYES:
NOES :
ABSENT:
A BSTAIN :
Councilmember-
Councilmember-
Councilmember-
Councilmember-
City Clerk
ATTACHMENT C
RESOLUTION NO. 14-5032
A RESOLU T IO N OF THE CITY CO UNC IL OF T HE CITY OF TEMPLE CITY ,
CA LIF ORNI A, AD O PTING REG ULATIO NS FOR CA NDI DATE S FO R ELECTIVE
OFF IC E PERTAINI NG TO CA NDID AT ES STATE M ENTS SUBM ITTED TO THE
VOTERS AT A N EL ECTION TO BE HELD ON TU ESDAY , MARCH 3, 2015 .
WHEREAS , § 13307 of the Elections Code of the State of Cal ifo rn ia provides that the governing
body of any local age ncy adopt regulations pertaining to materia ls prepa red by any candidate for a
mu nicipa l election , incl udin g costs of the ca ndi dates statement;
NOW, THERE FORE , THE CITY CO UN CIL OF THE CITY OF TEMPLE CITY, CALIFORNIA ,
DOES HEREBY RESO LV E, DECLARE, DET ERM INE AND ORDER AS FOLLOWS :
SECT ION 1. GENERA L PROVISION S. That pursuan t to §13307 of the Elections Code of the
State of California , eac h candidate for elective office to be voted fo r at an Elect io n to be held in the City of
Temple City o n March 3, 2015 may prepare a candidate's statement on an appropriate form provided by
the City Clerk. The sta tement may include the name, age and occupat io n of the candidate and a br ief
description of no more tha n 200 words of t he candidate 's educa tion and qualifications expressed by the
ca nd idate himse lf o r herse lf. T he statement shall not include party affiliation of the candidate , nor
membership or activity in pa rt isan pol it ica l organ iza tions . The statement shall be f iled in typewritten form
with the office of the City Clerk at the t im e th e candidate 's nomination papers are filed . The statement
may be withdrawn , but not changed , during the period for filing nomination papers and until 5:00 p.m. of
the next working day after the close of the no m ination per io d .
SECTION 2. FOR EIGN LANG UAGE PO LI CY .
A. Pursuan t to the Californ ia Stat e law, the city is re q uired to translate candidate stateme nts
into the follow ing languages: Spanish and Chinese.
B. Pursua nt to California State law, t he candidate's statement must be tra nslated and prin ted
in the vote r pamphle t in any langu age at the candi dates request.
C. The City Clerk sha ll
1. T rans lations:
(a) have all candidates statements translated into the langua ges specified in 2(A)
above.
(b) have translated those statements in to the languages as requested by the
candidate in (B) above .
2. Print ing :
(a) pri nt all translations of all candidates stateme nts in the mai n voter pamphlet.
Th e main voter pamp hl et will be in Eng lis h, S panis h an d Chinese .
SECTION 3. PAYMENT.
A. Translatio ns :
1. The candidate shall be requi red to pay for the cost of translating the candidates
statement into any required f oreign language as specified in (A) and/or (B) of Sectio n 2
above pursuant to Federa l an d \o r State law .
2. The candidate shall be required to pay for the cost of translat ing the candidate
statement into any foreign language that is not required as specified in (A) and /o r (B) of
Se ctio n 2 above , pursuant to Federal and \or State law, but is requested as an option by
the candidate .
B. Pri nting :
1. The candidate sha ll be req ui re d to pay for the cost of printing the candidates statemen t
in a fore ig n language required in (A) of Section 2 above, i n the main voter pamphlet.
2 . The ca nd idate shall be required to pay for the cost of print ing the cand idate statement
Resolution No . 14-5032
Pag e 2 of 3
in a fore ign language requested by the candidate per (B) of Section 2 above , in the
main voter pamphlet.
The City Clerk shall estimate the total cost of pri ntin g, handl ing , trans lating , and mailing the cand idate's
statements file d pursuant to thi s sectio n, including costs incu r red as a result of comply ing with the
California State law, and require each candidate filing a statemen t to pay in advance to the local agency
his or her esti mated pro rata share as a co nd iti on of having his or her statement inclu ded in the voter's
pamphlet. In the eve nt the estimated payment is required , the est imate is just an approxi mation of the
actual cost that varies fro m one election to a noth er election and may be si gn ifica ntl y more or less than the
estimate , depend ing on th e actua l number of candidates filing statemen ts . Acco rd ingly, the cler k is not
boun d by the estimate and may, on a pro ra ta basis, bil l the candid ate for additional actual expense or
refund any excess paid depend ing on the fi na l actual cost. In the event of underpayment, the clerk may
require t he candidate to pay the balance of the cost incurred . In the event of ove r paym en t, the clerk shall
prorate the excess amoun t among the ca nd idates and refund the excess amount paid within 30 days of
the electio n.
SECTION 4 . MISCELLA NEOU S .
A ) All tra nslati ons sha ll be provided by profess iona lly-certified translators.
B) The City Clerk sha ll allow (bold type) (underlining ) (capitalizat ion) (indentatio ns)
(bullets) (leading hyphens ) to the same extent and manner as allowed in prev ious City
e lections.
C ) The City Clerk shall comply with all recomme ndat ions and standards set forth by the
California Secretary of State regarding occupat iona l designations and other matters
re lating to elections.
SECTION 5. ADD ITI ONAL MATER IA LS. No candidate will be pe rmitted to inc lude
additional materials in the sample ballot pa ck age .
SECTION 6 . Th at the City Clerk shall prov ide each cand idate or the cand idate's
representative a copy of this Reso lution at the time nom inating petitions are issued .
SECTION 7 . Th at all previous resolutions establis hi ng council policy on payment for
cand id ates statemen ts are repea led .
SECTION 8. Th at this resolutio n shall apply only to the election to be he ld on March 5, 2015
and shall th en be repealed .
SECTION 9. That the City Cl erk s ha ll certify to th e passage and adoption of this resolution
and ente r it into the book of original resolu tions .
PASSED , A PPROVED AND ADOP TED ON i h DAY OF OCTOBER , 2014 .
MAYOR
ATTEST:
Resoluti on No . 14-5032
Page 3 of 3
City Clerk
I, City Clerk of the City of T emple City, hereby certify that t he foregoing resolution , Reso lution No.
14-503 2 was duly adop ted by the City Counci l of th e City of Temple C ity at a regular me eti ng held o n th e
7th day of October, 201 4 , by the foll owing vote :
AYES :
NOES:
ABSENT:
ABSTAIN :
Councilmember-
Councilm ember-
Councilmember-
Council member-
City Clerk
AGREEMENT FOR SERVICES
By and Between
THE CITY OF TEMPLE CITY,
a municipal corporation
and
MARTIN & CHAPMAN COMPAN Y
DATED: OCTOBER 7 , 2014
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ATTACHMENT D
AGREEMENT FOR SERVICES
BETWEEN
THE CITY OF TEMPLE CITY , CALIFORNIA
AND
MA RTIN & C HA PM A CO MPANY
This Ag ree me nt fo r Services ("'Ag reeme nt ") is ent ered int o as of thi s 7'h day of Octo be r,
20 14 by a nd be tween th e C ity of Templ e C ity, a muni cipa l co rp ora t ion ("·C ity") a nd Ma rtin &
C hapm an Compa ny ("Se rv ice Provi de r'} C ity and erv ice Pr ov ide r a re so me t imes here in afte r
in d ividu a ll y referr ed to as ''Part y'· and he re in a ft er col lec t ive ly re fe rr ed to as th e '·Part ies:·
RECITALS
A. C ity has so ught th e serv ices de fin ed and describ ed pa rti c u lar ly in Ex hibit A,
Scope of Services, of this Ag reeme nt. Co nsult ant is uniqu e ly qu a lifi ed to provi de th ese servic es.
B. Consul ta nt , fo ll owing su bm iss io n o f a proposa l o r bid fo r th e per fo rm a nce of t he
se rv ices defi ned and desc rib ed pa rti cu la rl y in Ex hi b it A of thi s Ag reeme nt , was se lected by the
C ity to pe rfo rm th ose ser v ices.
C. Purs ua nt to t he C ity ofTempl e C ity's Muni c ip a l Code, C it y has a uth ori ty to ent e r
int o th is Services Ag ree ment a nd the C it y Man age r has auth orit y to exec ut e thi s Agree ment.
D. Th e Pa rti es des ire to fo rmali ze the selecti o n o f Ser v ice Pr ov id er for pe rfo rm ance
of th ose serv ices de fin ed and de sc ribe d parti c ul a rl y in Secti on 2 of thi s Agree me nt a nd desi re
that th e te rms o f th at perfo rm ance be as parti cul arl y defined and descr ib ed herei n.
OPERATIVE PROVISIONS
O W, T HER EF ORE, in co ns id erati on o f th e m utua l pr o mi ses a nd cov en ant s made by
th e Parti es and co ntain ed he re and oth e r co ns id erat io n, th e va lu e and adequ acy of whi ch a re
he re by ac kn ow ledged , the Parti es ag ree as fo ll ows:
SECTION 1. TERM OF AGREEMENT.
ubjec t to th e pro vi sio ns of Sec ti on 20 "Term ina ti o n of Ag ree me nt " o f thi s Agree ment,
th e sco pe of se rv ices set fort h in Ex h ib it ·'A" ''Sco pe of er vices'' sha ll be co mpl eted pu rsua nt to
th e sc hed ul e spec ifi ed in Ex hib it '·A.''
CO PE OF SE RVI CES & SC HEDULE O F PERFO RM ANCE.
(a) Sco pe of Se rv ices. Serv ice Pr ovider agrees to pe rfo rm th e se rvi ces se t forth in
Ex hibit "A" "Sco pe o f Serv ices" (he re in after , th e "Services") a nd made a pa rt of thi s Agreement
by thi s re fe re nce.
(b) Sc hedul e o f Pe r for m ance. T he Se rvices s ha ll be co mpl eted purs uan t to th e
sc hedul e s peci fi ed in Ex hibit ··A." Sho uld th e Services not be co m p leted purs uant to th at
schedu le, th e Se rvice Pr ov ider sha ll be dee med to be in De fault o f thi s Agree ment . T he City, in
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its so le discretion, ma y c hoose not to enfo rce th e Default prov isions of this Agreement and may
in stead aiiO\\ ervice Prov id er to co ntinue perfo rmin g th e ervices.
SECTION 2 . A DDITIONAL SE R V ICES.
er ice Prov id e r sha ll not be co mp ensa ted fo r any wo rk rend ered in conn ec ti o n with it s
perfo rm a nce o f t h is Agreement th at a re in addit io n to or out s id e of the erv ices unless s uc h
add it io na l se rv ices a re a uth o ri ze d in adva nce and in writ in g in acco rdan ce wi th Section 26
"Adm in istrati o n a nd Imp leme ntati on" or Section 28 "A mendm e nt " of thi s Agreement. If and
when suc h add it iona l wo rk is authorize d, s uc h addi t ional wo rk shal l be deemed to be part of the
ervices.
SECTION 3. CO MPENSATION AND METHOD OF PAYMENT.
(a) ubject to any limitations set forth in thi s Agreement. City agrees to pay e rvi ce
Pr ov ider the a mount s specified in Ex hibit "B'' "Com pensati o n" and made a part of thi s
Ag reement by thi s refe re nce. The tota l co mp e nsa ti o n, in c ludin g rei mburse me nt fo r actual
ex penses, s hall not exceed Fifty ix Thou sa nd ($56,000), unle ss add iti ona l co mp ensation is
appr oved in writing in accordance with Section 26 "Administrati on and Impl e me nt ati o n" o r
ec ti on 28 "Amend me nt " of thi s Agreeme nt..
(b) Eac h mo nt h Service Pr o vider s ha ll furni sh to C ity an ori g inal in vo ice for a ll wo rk
performed a nd ex pe nses in cu rred durin g the precedin g mo nth . The inv o ice sha ll detai l cha rges
by th e followi ng ca tego ri es: labo r (by s ub-cat egory), trav e l. materi a ls, equipment , supp li es. a nd
sub -ervice Pr ov ider co ntr acts. ub-erv ice Pr ov ider c harges shall be detailed by the foliO\ ing
categor ies: labor. trave l, materials, equipment a nd s upplie s. If the compensa ti on se t forth in
sub sec t ion (a) and Ex hibit ''B'' in c lude pa yment o f labor o n a n hourly bas is (as o pp osed to lab o r
and materi a ls being paid as a lump s um ), th e labor ca tego ry in each in vo ice s hall include
detai led descriptions of task per fo rmed a nd the amount of time in curred for or a ll ocated to that
ta sk . City shal l independentl y review eac h in voice sub mined by the e r ice Prov id e r to
determine v. het her th e work performed and expenses incu rr ed are in comp li ance with the
prov is io ns o f thi s Agreem e nt. In the eve nt that no c harges o r ex pen ses are di sp ut ed, th e in voice
sha ll be approved and pa id accordi ng to th e term s se t fo rth in su bsecti on (c). In th e eve nt any
c ha rges or ex pen ses are d isputed by City, the ori g in a l in voice s ha ll be ret urn ed by C ity to ervice
Pr ov id e r for co rrecti on and re submis s io n.
(c) Exce pt as to any charges fo r wo rk per fo rm ed or ex pe nses inc ur red by Se rvi ce
Provider whic h are disputed by City. C it y w ill use its bes t effo rt s t o ca use er vice Pr ov id er to be
paid" ithin fort)-five (45) days o f receip t of ervice Pr ovi der's correct and undi sput ed inv o ice .
(d) Pay me nt to Servi ce Prov ider for work performed purs ua nt to thi s Ag ree ment sha ll
not be dee med to waive any defect s in wor k performed by e rvice Prov ide r.
ECTION 4. INSPECTIO AND FINAL ACCEPTANCE.
C ity may in s pec t and accep t o r reject any of ervi ce Provider 's work und er thi s
Ag reement , eit her during performanc e or when co mpleted . C it y sha ll reject o r fin al ly accep t
e rvice Provider's wo rk w ith in sixt) (60) days after submined to C ity. City ha ll reject work by
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a timel y written exp la nati on , ot herwise Se rvice Pro vider 's wo rk shall be deemed to have been
accepted. City's acce pta nce s ha ll be co nc lu sive as to s uch work except wit h respect to late nt
defec ts, fraud a nd s uch gross mi stakes as amount to fraud. Acce pt ance of an y of Serv ice
Pr ov id e r's wo rk by C ity s ha ll not consti tut e a waive r of any of the prov is io ns of thi s Agree ment
in c ludin g, but not lim it ed to , Sec ti on 16 "Ind e mnifi ca ti o n" and Secti on 17 ''Insurance ."
SECTION 5. OWNERSHIP OF DOCUMENTS.
All orig in a l maps , models , designs , draw in gs , photogra ph s, studies, su rveys , reports , data ,
notes . co mput er files , file s and other doc uments pr epa red , developed or d iscove red by Service
Pr ov ide r in the cou rse of prov idin g the Se rvice s pursua nt to thi s Ag reement sha ll be co me the
so le pr o pe rty of C it y and may be use d, re use d or otherwi se di sposed of by C ity without the
permi ssio n of th e Service Prov ider. Upo n co mpl eti on, exp ir a t io n or termination of this
Ag ree ment , Serv ice Provider s hall t urn ove r to City a ll s uc h ori g in al map s, mode ls, designs,
dr awi ngs, photographs , stud ies, surve ys , reports, data notes, co mpute r file s, fil es an d other
doc uments.
If and to th e ex t ent that City utili zes for any purpose not related to thi s Agreement any
maps, models, des igns, dr awi ngs, ph oto grap hs, studi es , s urve ys , reports , data , note s, co mputer
file s, fil es or oth er documents pre pared deve lo ped o r d iscove red by Service Provider in the
co ur se of providing th e Servi ces pursua nt to thi s Agreemen t , Se rvice Pr ov ider 's guara ntees an d
wa rra nties in Secti o n 9 "S tandard of Perform a nce" of thi s Agree me nt s ha ll not extend to s uc h
use of th e maps, mode ls, des igns, drawin gs, ph otographs , stud ies , su rveys , reports , data , notes,
co mput e r fil es, file s or oth e r doc ument s.
SECTION 6 . SERVICE PROVIDER'S BOOKS AND RECORDS .
(a) erv ice Provide r sha ll ma intain any and a ll doc um ents and re cords dem o nstrating
o r re latin g to ervice Pr ovider 's pe rfo rm a nce of th e Services . Serv ice Pr o vide r shall maintain
any and a ll ledge rs, books of acco unt , in vo ices , vo uchers , ca nce led c hecks , or oth er doc um ents or
records ev iden ci ng o r re lat in g to wo rk , se rv ices , expe nditu res and di s burse ments charged to C ity
purs uant to th is Ag ree ment. Any a nd a ll s uch doc ument s or re co rds sha ll be maintained in
acco rd ance wit h ge nera ll y accepted acco untin g prin ci p les and sha ll be sufficientl y comp lete and
deta il ed so as to pe rmit an accurate eva lu ati on o f th e se rvi ces provid ed by Se rvice Prov ider
pursuant to this Agree ment. Any and all suc h doc uments or reco rd s s hall be ma inta in ed for three
(3) years from th e da te o f execution of thi s Agreeme nt and to the extent requ ir ed by laws relating
to a ud its of publ ic agencies and their expe nditures.
(b) Any and al l reco rd s or doc um ent s req uired to be mai ntained pu rsua nt to th is
sec tion sha ll be made avai lable for in s pect ion, a ud it and co py in g, at any time during regular
bu s in ess hou rs, up o n requ es t by C ity or its de s ignated rep rese nt at ive. Co pies o f suc h docu me nt s
or reco rd s sha ll be pr ov id ed directly to the C ity for inspec ti on, audit and co pyin g whe n it is
practical to do so ; oth erw ise , unl ess an a ltern ati ve is mutual ly ag ree d up on, s uc h documents a nd
records shall be made ava il able at Serv ice Prov id er 's ad dr ess in di cated for rece ipt of notice s in
thi s Agreeme nt.
(c) Where C ity ha s reaso n to be l ieve that any of the documents o r reco rd s requi red to
be ma intain ed purs uant to thi s section may be lost o r di sca rd ed du e to diss olut ion or terminat ion
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of Se rvice Prov id e r 's bu s in ess, C ity ma y, by wr itt en requ es t, require th at custody of such
do c um ent s or reco rd s be given to the C it y. Access to such docum e nt s and records sha ll be
granted to C ity, as we ll as to it s s ucce sso rs-in-int erest and au th ori zed representative s.
SECTION 7. INDEPENDENT CONTRACTOR.
(a) e rv ice Pr ovi der is and shall at a ll tim es remain a whol ly indepe nd ent co ntr ac tor
and not an o fficer , emp loyee o r age nt o f C ity. Service Prov id e r shall have no a uth o ri ty to bind
City in any mann er, nor to incur any ob li ga t ion , debt o r li a bility of a ny kind o n be half of or
aga in st City, w heth e r by co ntr act o r otherwi se , unless suc h a uth ori ty is exp re ss ly co nferred und er
thi s Agreement or is o th e rw ise exp ress ly co n fe rred in writing by C it y.
(b) The perso nn e l pe r fo rming the Serv ices und e r thi s Agreeme nt o n behalf of Serv ice
Provider sha ll at a ll time s be und er Serv ice Pr ov ider's exc lu s ive dire cti on and co ntr o l. e ither
Ci ty, no r any e lec ted o r appo inted boa rd s, office rs, o ffi c ia ls, emp loyees o r agents of City, sha ll
have con tro l over th e co ndu c t o f Se rvice Pr o vid e r or any of S ervi ce Pr ov id er 's offi cers,
emp loyees. or agents except as se t fort h in thi s Ag re ement. Service Pr ov ide r s ha ll not at any
tim e or in any ma nner represent th at Servi ce Pr ovi der or any of Service Pro vider's office rs,
e mpl oyees, or age nt s a re in a ny mann e r o ffici a ls, offi cers, em pl oyees or age nt s o f C it y.
(c) e ith er Service Pr ov id er , no r any of Se rvice Pr ov id e r 's office rs, e mpl oyees or
age nts, sha ll o btain any ri ght s to retirement , hea lth ca re or any oth e r bene fit s whi ch may
otherwi se accrue to C ity 's emplo yees. Service Provider ex press ly waives any c lai m Se rv ice
Prov id e r may have to any s uc h right s.
SECTION 8. STANDARD OF PERFORMANCE.
e rv ice Pro v id e r rep resen t s and war rant s th a t it has the qualifi cati o ns, ex pe rie nce and
faci liti es ne cessary to pro perl y per fo rm th e Services required und er thi s Ag reeme nt in a th oro ugh,
competent and profess ional mann er. Serv ice Pr ov id er sha ll at a ll tim es fait hfull y, co mp etentl y
and to the be st o f it s a bili ty, exper ie nce and tal e nt , perform all Services . In mee tin g its
ob lig ati o ns under thi s Agree me nt , Servi ce Pr ov id e r sha ll empl oy, at a minimum , ge ner a ll y
acce pted standards and practi ces utili zed by per so ns engaged in pr ov idin g se rv ices s imilar to th e
Servi ces required of Serv ice Pr ov ide r unde r thi s Ag reement. In add it ion to the ge nera l stand ard s
o f per fo rm ance set fo rth thi s sec ti o n, additi ona l spec ifi c sta nd ards o f perform ance a nd
perfo rm ance c r iteri a ma y be set fort h in Ex hibit ·'A·· .. co pe o f Wo rk'' that s hall also be
appl icab le to e rvice Prov id er's work under thi s Agree ment. Where t here is a co nfli ct between a
general an d a speci fi e s tandard o f performa nce or per fo rm ance crit eri a. th e spec i fi e stand a rd or
c rit eri a sha ll prevai I ove r the ge ne ral.
SECTION 9 . COMPLIANCE WITH APPLICABLE LAWS; PERMITS AND
LICENSES.
Se rvice Provide r s ha ll kee p it se lf in formed of and co mpl y wi th a ll appli ca ble fe deral ,
s tate a nd loca l law s, s tatutes, co des, o rdin ances, regula ti ons and ru le s in e ffe ct durin g th e term of
thi s Agreement. Serv ice Provide r sha ll o btain any and a ll li censes, perm it s and authori zati o ns
necessary to pe rform th e Serv ices se t fo rth in this Agree me nt. e ither City, nor an y e lec ted or
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app ointed boards, o fficer s, offi c ial s, empl oyees o r age nt s of City, s ha ll be liab le, at law o r in
equity, as a res ult o f any failure o f Serv ice Pr ovi der to co mp ly w ith thi s secti on.
SECTION 10. PREVAILING WAGE LAWS
It is the underst andin g of City and Service Pr ovi der that Ca li fornia prevai lin g wage laws
do not ap pl y to thi s Agreem e nt beca use th e Agree me nt does not in vo lve any o f th e fo ll ow in g
se rvices subj ec t to prev a il ing wage ra te s purs uant to the Ca lifo rni a La bor Co de o r regula ti ons
pro mulgate d thereunder : Constru ct ion, a lt e rati on, de mo! iti on, in sta ll at io n, or repa ir wo rk
performed on publi c buildin gs, faci liti es , street s o r sewe rs do ne und e r co ntrac t and paid for in
who le o r in pa rt o ut o f publi c funds. In thi s co nt ex t , ·'constru c ti o n" includ es wo rk pe rform ed
durin g th e des ign and pr eco ns tru cti o n pha ses of con struction in c ludin g, but not l imited to,
in spec ti o n and land surve yin g wo rk .
SECTION 11. NONDISCRIMINATION.
Se rvice Pr ov ider s hall not discr imin ate , in any way, aga in st a ny pe rso n o n th e ba sis o f
race, co lo r. re li g ious creed, nati ona l o ri g in , ancestry, sex. age. ph ys ic a l handicap. medi ca l
co ndit io n or mari ta l statu s in connecti on w ith or re lated to th e performan ce of thi s Agreement.
SECTION 12. UNAUTHORIZED ALIENS.
Service Pr ov ider hereby promi ses and agrees to compl y with a ll of the provi s ions o f the
Fede ra l Immigrati o n and Natio na lit y Act , 8 U.S.C.A . §§ II 0 I, et ~-, a s amend ed , and in
co nn ec ti on th e rew it h, s hall not e mpl oy unauth o ri zed a li e ns as defin ed therein. S hou ld Serv ice
Provider so empl oy suc h un auth ori zed a li e ns fo r the performa nce o f the Serv ices, and s ho uld the
a ny li abi li ty or sa ncti o ns be imp osed aga in st Ci t y for s uch use o f un aut ho ri zed a li e ns, Service
Provider hereby ag rees to and shall reimburse C ity for th e co st of a ll s uc h liab iliti es or sancti ons
imp osed , toge th er w ith an y a nd a ll cost s, in c ludin g attorne ys ' fee s, in c urr ed by C it y.
SECTION 13. CONFLICTS OF INTE REST.
(a) Serv ice Provid er cove nant s that neith er it , no r any office r or principal o f it s firm ,
ha s or s hall acquire any intere st, directl y or ind irect ly, whi ch would confli ct in any ma nn er with
th e interest s o f C ity o r which wo uld in any wa y hinder Se rvice Prov id e r's pe rform ance of the
Se rvi ces. Serv ice Provider further cov enants that in the pe rfor ma nce o f thi s Agreement. no
perso n havi ng any such intere st sha ll be empl oyed by it as an offi cer, em pl oyee , age nt or
s ub co ntracto r w ith o ut the exp ress written co nse nt of the City Man age r. Service Pr ov id er agrees
to at a ll times av o id co nfli ct s of intere st o r th e app ea rance o f an y co nfli cts of int e rest with th e
int erest s o f C ity in th e perform a nce of thi s Agreement.
(b) C ity understand s and acknow ledges that Serv ice Pr ovid er is, as of th e date of
exec uti o n o f thi s Ag ree ment, indep end ent ly inv o lve d in th e pe rforman ce o f non-r e la ted se rvi ces
fo r oth er gove rnm enta l agenc ie s a nd pri va te parti es . Se rvice Prov id e r is unaware of any st ated
pos it io n of C ity relative to s uc h projects. Any future pos iti o n of C it y o n s uc h proj ects s hall not
be con s id ered a co nfli c t of in tere st for purposes of thi s sectio n.
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(c) City understand s and acknowledge s th at Service Pro vid e r wil l, pe rform no n-
re lated service s for other governmenta l age nc ie s and private Parti es fo ll ow in g the completi on o f
the Services und e r thi s Agreement. Any such future se rvice shall not be co ns idered a confli ct o f
interest fo r purp oses of thi s sec ti on.
SECTIO N 14. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION.
(a) A ll in form ation ga ined o r wo rk prod uct pr odu ced by erv ice Pr ov id er in
perfo rm ance o f thi s Agree me nt s hal l be co ns idered co nfidential, unless s uc h information is in the
pub li c domain or a lr ea dy kn ow n to Servi ce Pr ov ider . Servic e Pr ov id er sha ll not re lease o r
di sc lose any suc h info rmati o n o r work product to perso ns o r e ntitie s other than City wi th o ut pri o r
wr itte n aut hori zati o n from th e C it y Manage r, except as may be required by law .
(b) Service Provid er, it s office rs, e mpl oyees, age nt s or s ubcontract ors, sha ll not,
w ith o ut pri or wr itte n auth ori zatio n fr o m th e C it y Manage r o r un less requ es ted by the C ity
Att orn ey of Ci ty. vo lun taril y provide dec larati o ns, lette rs of s upp ort , te stim ony at depos iti o ns,
respo nse to inte rr ogat orie s or other inform at ion co nce rnin g th e wo rk pe rform ed under thi s
Ag reement. Re spo nse to a subp oe na o r co urt order s hall not be cons id ered "vo luntary" pr ov ided
Se rvi ce Pr ov id er g ives C ity notice o f s uc h co urt order or s ubpoe na .
(c) If Serv ice Pr ov id er, or any officer, empl oyee, agent o r sub co ntra ctor of Service
Pr ovider, provides a ny informati on o r work produ ct in vi o lati on of thi s Ag reement, then C it y
shall have th e right to reimburse ment and indemnity from Service Pr ov id er for any dam ages,
cos ts and fees, in c luding atto rn eys fees, ca use d by o r incurred as a res ult o f Serv ice Pr ov ider 's
co ndu ct.
(d) ervice Pr ovider shall promptl y noti fy C ity s hould Serv ice Provi der , its office rs,
e mpl oyees , agen ts o r s ub con tractors be served w ith any s umm o ns , co mplaint, s ubp oen a, not ice
o f deposition, req uest for doc um e nts, int e rr ogato r ies , requ es t for admi ssio ns o r oth e r di scove ry
request, co urt o rder or subp oe na fr o m a ny party rega rdin g thi s Agreeme nt and the wo rk
perform ed th e reunder. City retain s the rig ht , but has no o bligation , to re prese nt Serv ice Prov id er
o r be pre sent at an y dep os iti o n, hea rin g or s imil a r proceeding . Service Pr ov ider agrees to
coo perate full y w ith C it y and to prov ide City with the o pp ortunity to rev ie w any re sponse to
di sco ve ry reques ts provided by S ervi ce Pr ovider. Howev er, t hi s ri ght to review any s uc h
re spo nse does not imp ly or me a n th e right by C ity to contr o l, d ire ct , or rewrite sa id re sponse.
SECTION 15. INDEMNIFICATION.
(a) Indemnificati on for Profess io nal Liabil ity. Where th e law establis hes a
pr o fess io nal standard of care fo r Serv ic e Provid er's se rvices, to th e full est ex tent permitt ed by
law, Se rv ice Pr ov id e r s ha ll indemni fy, pr otec t, defe nd and ho ld ha rml ess C it y and an y and all of
it s o ffici a ls, empl oyees and age nt s (''Indemn ifi ed Parti es") from and aga in st any a nd all liabilit y
(in c ludin g li a bility fo r c la im s, s uit s, acti ons, a rbitr at io n proceed in gs, ad mini str a tiv e pr oceedin gs,
regu latory proceedin gs, losses, exp en ses or cost s of a ny kind , whether actual , a ll eged o r
threatened, in c ludin g attorn eys fees and cos ts, co urt cost s, int eres t, defe nse costs, and expert
wi tn ess fees) a ri se o ut of. are a co nsequence o f, or are in a ny way a ttributab le to, in who le o r in
part , any negli ge nt o r wro ng ful act. error o r o mi ss io n of Service Pr ov id e r, o r by an y ind ividua l or
entit y for whi ch erv ice Provi de r is lega ll y liabl e, inc ludin g but not limited to o ffi ce rs, agents,
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e mpl oyees o r sub-contr actor s o f Serv ice Pr ov ide r. in th e perfo rm ance of profe ss io nal services
un de r thi s Ag ree me nt.
(b) Ind emnifi cati on for Other than Pr o fe ss iona l Li ab ili ty. Ot her than in the
pe rfo rman ce of pro fe ss ional se rvices and to th e ful l ex tent pe rmitt ed by law , Se rvice Prov ider
s ha ll ind em ni fy, protect , defend and ho ld harmle ss C it y, and any a nd al l of it s e mpl oyees,
offi cia ls and age nts from and agai nst a ny li a b ility (incl udin g li ab il ity for clai ms, suit s, actio ns,
arb itr at io n proceed in gs, admini str ative pr oceed ings, re gulatory proceedings , losses , expenses or
costs of any k ind , wheth er ac tual, al leged o r threa tened , inc lu di ng atto rn eys fee s and costs, court
costs, interest , defe nse costs . and expert w itn ess fees), whe re th e sa me ar ise o ut of, a re a
co nsequence of, o r a re in a ny way att ributab le to, in who le or in part , th e perform ance of th is
Agree ment by Se rv ice Pr ov ide r o r by any indi vidu a l or entit y for whi c h Service Pr ov ide r is
lega ll y l iabl e, inc ludin g but not limi ted to o ffi cers, age nt s, e mpl oyees or sub-co ntr actors of
Service Prov ider.
(c) Ind e mnificati on from Sub-Serv ice Provide rs . Service Provi de r agrees to o bt ai n
exec ut ed indemnity agreement s with prov is io ns ide nt ica l to those se t forth in thi s sec ti o n from
eac h and every s ub-Se rvice Prov ider or a ny oth er pe rson or enti ty inv o lved by, fo r, with or o n
beha lf of Se rvi ce Prov id er in the perfo rm ance of thi s Agreeme nt namin g th e lndem n i tied Partie s
as ad diti o na l ind e mnit ees. In th e eve nt Servi ce Pr ovider fa il s to ob ta in such ind emni ty
o bliga ti o ns from others as requ ir ed here in , Se rv ice Pr ov id e r ag rees to be full y responsible
acco rdin g to th e te rm s of thi s sec ti on. Fai lur e of C ity to mo nit or comp li a nce w ith th ese
requ ir eme nts impose s no add itional o bli ga ti o ns o n City a nd wi ll in no way ac t as a wa ive r of any
ri ght s hereunder. T hi s o bli gatio n to indem nify a nd defe nd Ci ty as set fo rt h he re in is bindi ng o n
the successors, assigns or heirs of Serv ice Prov id er and s ha ll survive the termin ati on o f thi s
Agreement or thi s sec ti on.
(d) Limitat io n of Indemnification. otwith stand in g any prov is ion of thi s sectio n to
the contrary. des ign professio nals are requi red to defend a nd ind em n ify t he C ity onl y to the
extent pe rm itted by C ivi l Code Secti o n 2782.8 , whi ch limits the liabili ty of a des ign profess ional
to c la im s, s u its, acti ons, arbitrati o n pr oceedin gs. admini str ati ve proceedin gs, reg u lato ry
proceed in gs , losses, ex pen ses o r costs that a ri se out o f, pe rt a in to, or re late to th e neg li ge nce,
reck less ness, o r wi llful mi sco ndu ct o f the des ign pr o fess ional. T he term "des ign profess iona l,''
as defi ned in ect io n 2782.8 , is limite d to li cense d archit ec ts, licen sed landscape archi tects,
reg istered professio nal engineers. profess iona l land surveyo rs, a nd the business entit ies that offe r
s uc h services in acco rd ance wit h th e appli cable provis io ns of the Ca lifo rnia Business and
Profe ssio ns Code.
(e) C irv's Ne gligence . The provi s io ns o f th is sec ti o n do not app ly to c laim s occ urrin g
as a res ult of City's so le neg li ge nce. T he pr ov is ions of th is sec ti o n s ha ll not re lea se City from
li ability ari s in g fr o m gro ss neglige nce or wil lfu l ac t s o r omi ss ions of C ity o r a ny and all of its
offic ia ls, e mpl oyees a nd agen ts.
SECTION 16. IN SURANCE.
Service Prov ider agrees to ob tain and ma intain in full force a nd effect dur in g th e te rm of
thi s Ag reement th e in sur ance pol ic ies se t fo rth in Exhibit "'C' ·'In s ur ance'' and made a part of this
Ag reement. All in s ur ance pol icie s s hall be s ubject to approval by C it y as to fo rm and cont ent.
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T he se require ment s are subj ec t to am e ndment or wa ive r i f so appr ove d in writin g by th e City
Manage r. er v ice Pro vider ag rees to pr ov ide C it y w ith co pi es o f required po li c ies up o n requ est.
SECTION 17. ASSIGNMENT.
T he ex pe rti se and ex pe rie nce of Serv ice Pr ov id e r a re ma ter ia l cons id e rati ons for th is
Ag reem e nt. C ity has an int e res t in th e qualifi cati ons a nd ca pabili ty of t he perso ns and ent iti es
who w ill fulfill the duti es and o bli ga ti ons imp ose d up on Serv ice Pr o vid er und er thi s Ag ree me nt.
In recog niti o n of th a t interes t, e rvice Pr o vid e r sha ll no t ass ign or tr ans fer th is Ag reem ent or a ny
po rti o n of thi s Ag ree ment o r th e pe rforman ce o f any of Serv ic e Pr ov id e r's d ut ies o r o bl iga ti o ns
under thi s Ag ree me nt w ith o ut th e pr io r wr itte n co nse nt o f th e C it y. Any atte mpt ed ass ig nm en t
sha ll be in effec ti ve, null and voi d , a nd shall const it ut e a mat eri a l breac h of t hi s Agreeme nt
entit lin g C ity to any and all re medi es at la w or in equity, in c ludin g ter m inat io n o f t hi s Agree me nt
pur suant to ec ti o n 20 "T e rmin a ti on o f Agre ement." C ity ac kn ow led ges, howeve r, t ha t Serv ice
Pr ovid er, in t he pe rfo rman ce o f it s dutie s pu rs uant to thi s Ag reem ent , may ut ilize s ub co ntr ac tors.
SECTIO N 18. CONTINUITY OF PERSONNEL.
Serv ice Prov ider s ha ll make eve ry reaso nabl e effort to mai nt a in th e stab il ity a nd
continuity of erv ic e Prov id e r's staff and s ub co nt ractors, if a ny, assigne d to pe r form t he
Se rvi ces. erv ice Pro vid e r s ha ll not i fy C ity o f an y cha nges in Serv ice Pr ovide r 's staff and s ub-
contra ctors, if any, ass igned to pe rfo rm t he Serv ic es pri or to and durin g a ny such pe rform a nce .
SECTION 19 . TERMINATION OF AGREEMENT.
(a) City ma y te rmin ate th is Agree me nt , wi th o r w ith out cause, at a ny t im e by giv in g
thirt y (30) days w ritt en no t ice of te rm inati on to Serv ice Prov id er . In t he eve nt s uc h not ice is
g ive n, erv ice Pr ov id e r sha ll cease immediate ly a ll wo rk in pr ogress.
(b) Serv ice Prov id e r may te rminate thi s Ag ree ment fo r ca use a t any tim e upo n thirty
(3 0) d ays writt e n noti ce o f te rmin ati on to C ity.
(c) If eith e r Serv ice Provi de r o r C ity fa il to pe rfo rm a ny mate ri a l o b ligati on un der t his
Agree me nt , the n, in additi o n to a ny other rem ed ies, e ith er Serv ice Pr ov ide r, o r City may
te rmin ate thi s Agree ment imm edi ate ly up on writte n noti ce.
(d) Upon termin ati o n o f thi s Agreem e nt by eith er Service Pr ov ider or Ci ty, a ll
property be lo ngin g ex c lu s ive ly to C it y whi ch is in Se rv ice Pr ovider's possess ion s ha ll be
return ed to C it y. Serv ice Prov id e r sha ll furni s h to C ity a final in vo ice for wo rk pe rformed and
ex pen ses in c urr ed by Se rv ice Prov ide r, pr epared as et fo rth in Sect ion 4 ··comp ensa ti o n and
Me th od of Pay me nt " o f thi s Ag ree me nt. Th is fin a l in voice s ha ll be reviewed a nd pai d in the
sa me man ne r as se t forth in ecti on 4 "Compensat ion a nd Me th od of Pay ment " of t his
Ag re e ment .
SECTION 20. DEFAULT.
In th e event th at Se rvice Pr ov id e r is in de fault und er th e term s of th is Ag ree ment, t he C ity
s ha ll not have a ny o bli ga ti o n or du ty to co ntinu e co mp ensa tin g Service Prov id er for any wo rk
perfo rm ed after t he date o f defa ult. In stea d, th e C it y may g ive no ti ce to erv ice Provider of the
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defa ult and the rea so ns for th e defa ult. The no ti ce s hal l inc lud e the timeframe in whi c h Service
Pr ov ider ma y c ur e the defa ult. T hi s timefr ame is pr es umptiv e ly thi rty (30) days, but ma y be
ex tend ed, tho ugh not redu ce d, if c irc um stan ces wa rrant. During the pe ri od of tim e that Se rv ice
Pr ov id er is in defa ult, th e C ity sha ll ho ld a ll invoices a nd sha ll , when th e default is c ured ,
pr oceed with pa ym ent on th e in vo ices. In th e a lt e rn a ti ve , the C ity may, in it s so le di sc reti o n,
elec t to pay so me o r a ll of th e o uts tanding in vo ices during th e peri od of defa ult. If Se rvice
Pr ov ider doe s not c ure th e de fa ult , th e C it y may take necessa ry steps to terminat e th is Agree ment
und er Sect io n 20 .. Termin at ion of Ag ree ment." Any fai lu re on th e part of the C it y to give not ice
of th e ervice Pr ov id e r 's default sha ll not be deem ed to re sult in a waive r o f the City's lega l
ri gh ts or a ny rights ar is in g ou t of a ny provision o f th is Agree ment.
SECTION 21. EXCUSABLE DELAYS .
Se rvice Pr ov ider sha ll not be li abl e for damages, inc ludin g li quidated damages, if any,
ca used by del ay in perfo rm ance or fai lur e to perform due to ca uses be yo nd the co ntro l of Se rvice
Prov ider. Such ca uses inc lud e, but are not limit ed to, ac ts of God , acts o f th e publi c e nemy, ac ts
of fede ra l, state or loca l governments , ac ts of C ity, court orde rs, fire s, fl oods, ep id e mi cs, strikes,
e mb a rgoes , and unu s ua l ly severe weath e r. The term and price of thi s Agreement s hall be
equit ably adjusted for a ny delays due to s uch ca uses.
SECTION 22. COOPERATION BY CITY.
A ll publi c informati o n, dat a, re port s, records , and maps as a re exi stin g an d ava i lable to
City as pub lic records , a nd w hic h are necessa ry for ca rr y in g o ut the Services sha ll be furnished to
Serv ice Provi der in eve ry reasonab le way to fac il itate, wit ho ut un due de lay, the Services to be
pe rfor med under th is Ag ree ment.
SECTIO N 23. N OTIC ES.
A ll noti ces required or perm itted to be g iven und er thi s Agreement sha ll be in writin g a nd
s ha ll be pe rsonall y delive red , or sen t by te lecopier or cert i ti ed ma il , postage pr e pa id and return
receipt req ues ted , add ressed as fo ll ows:
T o C ity: C ity o fTempl e City
Attn : C it y Manager
970 I La s Tunas Dr.
Tem ple C ity. CA 91780
To Se rvi ce Prov id er: Marti n & Chapm an Co mpan y
Attn : Scott Martin , Pr es id e nt
195 1 Wri ght C ir c le
Ana he im , CA 92806-6028
-9 -
Not ice sha ll be deem ed effecti ve on th e date personal ly de li vered or tran s mitted by
fac s imil e or, if ma il ed , three (3) da ys after dep os it of th e sa me in the c ustody of the United States
Po st a l Se rvice.
SECTION 24. AUTHORITY TO EXECUTE.
T he perso n o r perso ns exec utin g thi s Agreem e nt o n behalf of Servi ce Provid e r rep rese nt s
a nd wa rr ant s that he /s he/th ey has/have th e authority to so exec ut e thi s Ag ree ment and t o bind
Serv ice Prov ide r to the pe rforman ce of it s obli ga ti ons hereunder.
SECTION 25. ADMINISTRATION AND IMPL EMENTATIO N.
T hi s Agree me nt sha ll be admini ste red a nd exec ut ed by th e C ity Manager o r hi s or her
des ignated re prese ntative. The C ity Manager s ha ll have th e a uth or ity to issue interpret at io ns a nd
to make amendments to thi s Agree ment, in c lud ing amendments th at com mit additi o nal fund s,
cons istent w ith Secti on 28 "A mendm e nt " and th e C it y Manager's co ntr ac tin g a uth o ri ty under the
Tem pl e C it y M uni c ipal Code.
SECTION 26. BINDING EFFECT.
T hi s Agreeme nt s ha ll be b indin g up o n th e he ir s, exec ut ors, admini strato rs, s uccessors a nd
ass igns of the Part ies.
SECTION 27 . AMENDMENT.
No amend ment to o r modification ofthi s Agree me nt s ha ll be val id un less mad e in wri tin g
a nd a pproved by the Service Prov id er and by the City. T he C it y Manager s ha ll have th e au th or ity
to approv e any ame ndm e nt to thi s Ag ree ment if th e total co mp ensa ti o n und e r thi s Agreement, as
a me nd ed, wou ld not excee d th e C ity Mana ge r 's co ntractin g a uth o rit y und e r the Temple City
Municipal Code. A ll other amendm ent s shall be approved by the C ity Coun c il. T he Pa rti es agree
th at th e requirement for wr itte n modifications ca nn ot be wa iv ed and th at any attempted wa ive r
s ha ll be vo id .
SECTION 28 . WAIVER.
Waiver by any Party to thi s Agre eme nt of any term , co nditi on, o r cove na nt of this
Agreement sha ll not co nst itut e a waiver o f any o th er term, co nditi on, or co venant. Waiver by
any Party of any breac h of the provis io ns of thi s Agreemen t sha ll not constit ut e a waive r of any
other provision nor a waiver of any s ub se qu e nt br each o r violation o f a ny pro v is io n of thi s
Agreement. Acce pt a nce by C it y o f a ny work or serv ices by Service Provider s hall not co nst it ute
a waiver o f any ofth e pr ov is io ns of thi s Ag reem ent.
SECTION 29. LAW TO GOVERN; VENUE.
T hi s Agree ment s hall be interpreted, co nstru ed a nd gove rned acco rdin g to the laws of th e
State of Ca lifo rni a. In th e eve nt of liti gat ion between th e Parties, ven ue in state trial cou rt s s hal l
li e exc lu s ivel y in th e County of Los Ange les, Califo rni a . In th e event o f liti ga ti o n in a U.S .
Di st ri ct Cou rt. ve nue s ha ll li e exc lu s ive ly in the Cent ral Di stri ct of Ca liforn ia, in Los Ange le s .
-I 0-
SECTION 30. ATTORNEYS FEES, COSTS AND EXPENSES .
In th e eve nt liti ga ti o n o r oth er procee din g is required t o enforce o r interpret an y provisio n
of thi s Ag ree me nt , th e pr eva ilin g Party in suc h lit igation or other proceedin g sha ll be en titl ed to
an awa rd of reaso na bl e attorn ey's fee s, cos ts and ex pe nses, in addition to any oth er re li ef to
which it ma y be e ntitl ed.
SECTION 31. ENTIRE AGREEMENT.
T hi s Agree ment, in c ludin g th e attached Ex hi bit s "A " throug h "C", is the entire, co mp le te,
fina l and exc lus iv e ex pr essio n of th e Parti es w ith res pec t to th e matte rs addresse d th ere in and
s up ersedes a ll oth er ag ree ment s or und erstandin gs, wheth e r o ra l o r writte n, o r e nt ered int o
betw een Service Provider and C ity pri or to th e exec uti o n o f thi s Agreement. No statem e nt s,
repre se nt at ions or other ag ree me nt s, whethe r ora l or wr itt en, made by a ny Part y wh ic h a re not
emb odied herei n s ha ll be va lid and bindin g.
SECTION 32. SEVERABILITY.
If any t erm , co nditi on or covenant of thi s Ag ree ment is de c lared or determin ed by a ny
co urt o f co mpetent juri sdicti o n to be in va lid , vo id or un enforcea ble , th e remainin g provisio ns of
thi s Agreeme nt shal l not be affected th e reb y and the Ag ree me nt shal l be read and co nstru ed
without th e inva lid , vo id or un enfo rcea bl e pro vis io n(s).
SECTION 33 . CONFLICTING TERMS.
Except as oth e rwi se st ated here in , if th e term s of this Ag re eme nt co nflict with the term s
of a ny Ex hibit he reto, or w it h the term s o f a ny doc um ent in co rp o rated by refe rence int o thi s
Agree ment , the te rm s of thi s Agree me nt shall co ntr o l.
IN WITNESS WHEREOF, the Parti es he reto have exec uted thi s Ag ree ment o n the date
a nd yea r fir st-a bove writte n.
ATTEST:
Peggy Ku o
C it y C lerk
-I I -
CITY OF TEMPLE CITY
Br ya n Coo k, C ity Manager
APPROVED AS TO FORM:
Er ic S. Vai l
C ity Att orn ey
Peggy Kuo
Cit y C le rk
Eri c S. Va il
City Attorn ey
By: ______________________ __ By:
Its: ----------------------
NOTE: SERVICE PROVIDER'S S IGNATURES SHALL BE DULY NOTARIZED,
AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY
BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION,
OR OTHER RULES OR REGULATIONS APPLICABLE TO SERVICE
PROVIDER'S BUSINESS ENTITY.
-12-
r-------------------------
CALIFORNIA ALL-PURPOSE ACKN OWLE DGME NT
STAT E OF CALIFORN IA
COUNTY OF
On , __ before me. , pe rsonal !) appeared , proved to me on
the basis of sati s fac tory evid ence to be the person(s) whose names(s) is/a re subscri bed to t he wi t hin instrumen t a nd
ack nowledged to me th a t he/she/they exec ute d th e same in his/her/the ir authori z ed capacity(ies), and that by
hi s/her/their signature(s) on th e inst ru ment t he perso n(s). or t he e ntity upon behalf o f which th e pe rson(s) acted.
exec ut ed the in strument.
I certi(y under PE A L TY OF PERJ URY under t he laws o f the State of Cal ifornia tha t the fo regoi ng paragr ap h is
true and cor rect.
W IT NESS my han d and o ffi cial seal.
Signatur e:---------------
OPTIONAL
Thoug h the d ata be lovv is not req u ired by law, it may prove va luable to persons relying on the docum e nt and could
prevent fraudulen t r eattachm e nt of th is form
CA PAC I TY C L A IM E D BY SIC E R
D I D IVIDUAL
0 COR PO RATE OFF ICER
T ITLE(S)
PART E R(S) D
D
A TTO R EY -IN-F J\CT
TRUSTEE(S)
LIMITED
GE ERA L
D
D
D
D
D
G UA RDIA /C ONS E RVATOR
OTHER ____________ ___
SI GNE R I S R E PR ES ENTING:
( AME OF P ERS ON(S) OR ENTI TY (IES))
R IV #4838-6958-3880 12
DR AFT 9/3 13
D ESC RIPTION OF ATTAC H E D DOCU MENT
T IT L E OR TYPE OF DOCUMENT
NUMBER OF PAGES
DATE OF DOCUMENT
S IGNER(S) OTHER THAN NAME D ABOVE
CALI FORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORN I A
COUNTY OF
On ___ _ be fore me. _______ , pe rso nall y appeared ______ _
D persona lly known to me -O R -D proved to me on th e basi s of sat isfac to ry evidence to be the per so n(s) whose
names(s) is/ar e subscri bed to the withi n inst rument and
ac kn owledged to me tha t he/she/t he y execu ted th e same in
his/her/t heir aut horized capac ity(ies), and t hat by his/h er/their
signature(s) on t he inst rum en t the person(s). or th e entity upon
be half of which t he perso n(s) ac t ed. exec ut ed th e i nst rumen t.
WIT NESS my hand and offi cial se al.
(S I GNAT URE O F N OTA R Y)
OPTIONA L
Though the data below is not req ui red by law. it may pro ve va luable to pe r sons re lyi ng on the docume nt and co uld
preve nt fra udu lent reallac hm ent of this form
CA PA C ITY C LAIMED BY SI GN ER
D IN D I V I DUAL
0 CO R PORATE OFF ICER
T ITLE(S)
PART ER(S) D
D
ATTOR EY-IN-FACT
T R USTEE(S)
LI M I TED
GE ER/\L
D
D
D
D
D
GUA RD I A /CONSER VATOR
OTHE R ___________ ___
SI GNER I S REPRESENTI NG :
(NAME OF PERSO (S) O R ENTITY(IES))
R IV #4838-6958-3880 v2
DRAFT9/3 113
DESC RIPTION OF ATTA C H ED DOCU MENT
T I T L E O R TY PE OF DOCU M EN T
NUMBER OF PAG ES
DATE OF DOC U MENT
SIGNER(S) OTHER T IIA N N AMED ABO VE
EXHIBIT "C"
INSURAN CE
-----------~----------
A. In s ur a nce Requ ir eme nts. Se rv ice Prov id er sha ll provi de a nd ma intain in sur ance,
acce pt abl e to th e C ity , in full force a nd effect thr ougho ut th e te rm of thi s Agree men t, aga in st
c la im s fo r inj ur ies to perso ns or da mages to pro pe rt y wh ich may a rise fro m or in co nn ection wi th
th e perfo rm ance of th e Se rvices by Se rv ice Prov id e r, its age nts, re prese nta t ives or emp loyees.
In sur ance is to be p lac ed wit h in s ur ers w ith a c urr e nt A.M. Best 's ratin g of no less th an A:V II.
Service Prov id e r s hal l provide t he fo ll ow in g sco pe and limits of ins ura nce:
I. Minim um Scope of In sur ance. Cove rage shal l be at least as br oad as:
(I ) Comm erc ia l Ge nera l Lia b ility. In su rance Se rv ices Offi ce fo rm
Co mm erc ia l Genera l Lia b ili ty cove rage (Occ urr ence Fo rm CG 000 I ).
(2) A ut omob il e. In s ura nce Se rvices O ffice fo rm numb er CA 00 0 I
(E d . 1/87) cove r ing Automob ile Liab ili ty, in c lu d in g code I "a ny a ut o" and e nd orse me nt CA
00 25, or eq u ivale nt form s s ubject to th e written appr ova l of the C ity.
(3) Wo rke rs' Co mpen sat io n. Wo rke rs ' Compe nsa ti on in s ura nce as
requi re d by the Labor Code of State of Ca li fo rni a cove ring a ll pe rso ns pr ov idin g Se rv ices on
be ha lf o f th e Se rvice Prov id e r a nd a ll r is ks to suc h pe rso ns und er t his Agree me nt.
(4) Profe ss io na l Li abili ty. Profess iona l li a bil ity in sur ance appr o pria te
to th e Serv ice Prov id e r 's pr o fessio n. T hi s coverage may be writt en on a "c la im s made" bas is,
a nd mu st in c lude cove rage fo r co ntr ac tu a l li a bility. The profess io na l li a b ilit y in sur ance req ui red
by th is Agreement mu st be end orsed to be appl ica bl e to c la im s based up o n, ari s in g out of o r
re late d to Se rv ices pe rfo rm ed unde r th is Agree me nt . T he ins ur a nce mu st be ma inta in ed fo r at
leas t th ree (3) co nsec uti ve yea rs fol low in g th e co mpl et io n of Se rvice Pr ov id e r's serv ices o r th e
termin at io n of thi s Ag ree ment . Durin g thi s a ddi t iona l three (3) yea r pe rio d, Serv ice Pr ov id er
sha ll a nnua ll y and up o n requ est of th e C ity s ubmi t wr itt e n ev id ence of thi s co nt inu o us coverage.
2. Minimum Limit s of Ins ura nce. Se rvice Pr ovider sha ll ma int ai n limit s of
insur ance no less t ha n:
(I) Co mm erc ia l Ge ne ra l Li ab ility. $1,000,000 ge ne ra l agg rega te fo r
bodil y in jury, pe rso na l injur y and pr ope rty damage .
(2) Auto mo bil e. $5 00,000 per acc id e nt for bod il y injury and prope rt y
da mage . A comb ined s in g le limit po li cy w ith aggrega te limit s in a n a mo unt o f not less th a n
$2,000,000 sha ll be co ns id e red equiva le nt to th e sai d req uired minimum limit s set fo rth above.
C -1
(3) Wo rk ers' Co mpen sati on. Wo rker s' Co mp ensa ti o n as required by
th e La bor Code o f the State of Ca liforni a of not less than $1 ,000 ,0 00 per occ urrence .
( 4) Pr ofess ional Liabi I ity. $1 ,000,0 00 per occ urre nce.
B. Other Provi s ion s. In s ura nce poli c ie s requ ire d by thi s Agree me nt sha ll co ntain th e
followi ng provi s ions:
I . All Po li c ies. Eac h in s uran ce po li cy required by th is Agree me nt sha ll be
endor se d and state t he coverage s ha ll not be suspend ed , vo id ed, cance ll ed by th e in sur e r or either
Party to thi s Ag ree ment , redu ced in cove rage o r in limit s exce pt a ft e r 30 da ys ' pri or written noti ce
by certi fi ed ma il , return receipt requ ested, has bee n give n to City.
2. Co mmerc ia l Ge nera l Liabilit y and A ut o mo bil e Liability Cove rage s.
(I) C ity, and its respect ive e lec ted and app o int ed o fficer s, o ffi c ial s,
a nd e mpl oyees and vo luntee rs are to be cove red as addit iona l ins ured s as res pect s : li ab ility
a ri si ng o ut o f activ iti es Service Pro vi der perfo rm s; produ ct s and compl eted o peration s of Service
Prov ider ; premi ses ow ned , occ upi ed or used by Serv ice Prov id er ; o r automobiles owned , leased,
hired or borrowed by Service Pr ovi de r. The cove rage shall co ntain no special limit ations on the
sco pe of protection afforded to City, and their res pecti ve e lec ted and ap po int ed o ffi cers, offi c ia ls,
or e mpl oyees.
(2) Serv ice Pr ov ider 's insu rance co vera ge s hall be primary in s uran ce
w ith respect to C ity, a nd it s res pec ti ve e lec ted a nd ap poi nted, it s o ffi ce rs, o ffi c ial s, e mpl oyees
a nd volunteers . Any in sur ance or se lf-in s urance mai ntain ed by C ity, and it s re spect ive e lected
a nd appointed o ffi ce rs, o ffici a ls, emp loyees o r volunteers, shall apply in excess of, and not
co ntribute with , Serv ice Pro vid er's insuran ce .
(3) Service Pr ov id er 's insurance s ha ll a ppl y se par atel y to eac h in s ured
aga in st w ho m cl a im is made o r suit is br o ught , except w ith res pect to th e limits of th e in s ure r's
li abi l it y.
(4) Any fa ilure to comp ly w ith th e rep orting or oth er provi s io ns o f th e
in suran ce policies , in c ludin g breac hes o f warranties, s ha ll not affect cove ra ge prov ided to C it y,
a nd it s respec ti ve elec ted and app o int ed o fficer s, offic ial s, emplo yees o r vo lunteers.
3. Worke rs' Comp e nsa ti o n Cove rage . Unle ss th e C ity Manager ot herw ise
agree s in w ritin g, the in s ure r sha ll ag ree to wa ive a ll ri ghts o f s ubroga ti on aga in st Ci t y, a nd it s
res pec ti ve e lected and appoint ed office rs, o ffi c ia ls, empl oyees and age nt s for losses arising from
work pe rfo rmed by Service Provi der.
C. Other Requir ement s. Service Pro v id er agree s to dep os it with C ity , at or befo re th e
effecti ve da te of thi s Agreement , ce rtifi ca te s of in s urance necessa ry to sa ti sfy C it y th at th e
C-2
in s urance provisio ns of thi s co nt ra ct have bee n comp li ed w ith . T he C ity ma y req uire that Se rvice
Pr ovid er furni s h C ity with co pi es o f ori g inal end orsements effec ting coverage required by th is
Ex hibit "C". T he ce rtifi ca te s a nd end orse me nt s a re to be s ig ned by a per so n a uth ori ze d by that
in s urer to bind coverage o n it s beha lf. C ity reserve s th e ri ght t o in spect co mpl ete , cert ifi ed
co pie s of a ll required in s ur a nce po lic ies, at a ny tim e.
I. Service Pr ov id er s hall furni s h ce rtificates a nd endo rseme nt s fr o m eac h
s ub contr acto r id e ntical to th ose Se rvice Provider provi de s.
2. An y ded uct ibl es or se t f-in sured re te nti o ns mu st be dec la red to and
appr ov ed by C ity. At th e o pti o n of Ci ty, e ith e r th e in s urer sha ll reduce o r e limin ate such
deductible s or se lf-in sured re te nti o ns as res pec ts C ity or it s re s pec ti ve e lec ted or ap po int ed
o ffic ers, offi cia ls, e mpl oyees and vo luntee rs or the Se rvice Pr ov id er shal l proc ure a bo nd
guaranteeing pay ment o f losses and re lated inv es ti gat ions, c la im adm ini st rat io n, de fen se
ex pe nses and c lai ms .
3. The proc uring of s uc h required po licy or po li c ies o f in sur ance sha ll no t be
constru ed to li mit Se r vice Pr ov id er's li ability here under nor to ful fi ll th e indemnifi cat io n
provi s ions a nd requir e ments of this Agreeme nt .
C -3
Exhibit A & B
Scope of Services and Compensation
Martin & Chapman Co.
1951 Wright Circle· Anaheim, California 92806 • 714/939-9&66 ·Fa x 714/939-9870
CITY OF TEMPLE CITY
OFFICE OF THE CITY CLERK
9701 LAS TUNAS DR
TEMP LE C ITY, CA 91780-2249
GENERAL MUNICIPAL ELECTION
March 3, 2015
I I Quantity I I Description
PRE-ELECTION SUPPLIES
1 Calendar o f Events
2 Election Handbook w/Resolutions. Forms, Notices, Manual
1 Elections Code of California
1 Election Night Procedures Manu al
PROCESSING OF COUNTY VOTER FILES RECEIVED
1 E -120 Day County Voter File
1 E -54 Day County Voter File
1 E -29 Day County Voter File -
1 E -14 Day County Voter File
120 DAY VOT ER ID REPORT
1 ' Voter Identification Report voters
1 Set of Out of State/Country Voter Labels
NOMINATION SUPPLIES
25 Nomination Papers
_J 15 1 Supplemental Nomination Papers
15 Ballot Designation Requirements & Worksheets
15 Candidate's St atement Guidelines & Information Forms
15 Code of Fai r C ampaign Practices
15 Uterature/Mass Mailin g Requirements
5 Statement of Financial Worth
15 Translation Information Sheets
2 Certificates o f Election -"Fill in the Blank"
2 Oaths o f Office -"Fill in the Blan k"
2 Certificates of Appointment -"Fill in the Blank"
i MILITARY AND OVERSEAS VOT ER SUPPLIES --_ t-__ 1 ~ocess Military and Overseas Voters
1 Ballot Groups
-t-70 Labels of Military & Overseas (Out of Country) Voters -i 140 1 Labels of Election Official's Return Address
I 75 Outgoing Envelopes
Tem pleC ity-201 3 0 305-l nvoic e_p lus 3%
September 9, 2014
EST IMATE FOR 2015 ELECTION
CANDIDATES , 16 PAGE BOOK
I Unit Price I Total
NC NC
NC NC
NC NC
NC NC
$160 .00 $160.00
$200.00 $200.00
$200.00 $200.00
$200.00 $200.00
21,876 $185.95
$25.00 $25.00
$0 .50 $12.50
$0.50 $7 .50
$0 .50 $7 .50
$0.50 $7.50
$0.50 $7 .50
$0.50 $7 .50
$0.50 $2.50
$0.50 $7 .50
$1.00 $2.00
$1.00 $2.00
$1 .00 $2.00
$75.00 $75.00 -$25.0 0 $25.00 --c----
$0 .25 $17 .50
t-$0 .15 $21 .00
$0.25 $18.75
I
I Quantity I Description I Unit Price I Total I
75 1 Return Envelop es $0 .25 $1 8.75
-1---t --
I 75 Facs im il e Ballots $0 .25 $18 .7 5
75 11nstructions to Voters $0 .25 $18 .75
75 'oath of Vot er $0.25 $1 8.75
I-----
VOTE-BY-MAIL BALLOT SUPPLIES
533 6 Generate 54 Day PVBM I VBM Voter Labels (54 day voters) 25 .00+0.25 $1.359 .00
1--r---·
27 Generate 29 Day PVBM I VBM Voter Labels (29 d ay voters) 25 .00+0.25 $31 .75
1-
14 Generate 14 Day PVBM I VBM Vot er La b els (14 d ay voters) 25 .00+0.25 $28 .50
50 Correction Id e nt ifi cation/Return En velopes $0 .35 $17.50
1---r--·-· --
25 Pr ovisional Ba ll ot Envelopes $0.35 $8.75
I--
6000 Instructions fo r Voters-Multi-l ingual -11 x 17 $25 .00 eo +0 .3~ $2,125.00 .....
60001 Gray /Secrecy En velopes $0.07 $420.00 1-, [Sso.00+0.33 eo
-
6000 Outgoing Enve lopes -Multilingual w/ and w/o indicia $2.030 .00
5400 PVBM IDIReturn Envelopes -Multili n gual-Yellow $25 .00+0.38 e o $2,077.00 r 600 ID /Return Envelopes -Multilin gual -White I $25 .00+0.35 eo $235.00
-1--' ----12 Voted Ballot Boxes for VBM Bollots-1 /2 size $3 .50 $42.00 -
12 Labels for 112 size Voted Ba llot Boxes $0 .50 $6.00
12 Seals for Vot e d Ballot Boxes $0 .50 $6 .00
VBM TRACKING SYSTEM
221 0 7 Vote by M oi l Tra c ki ng Sys t em I Act ive and Inac tive Vot ers $1.623.7 5
1--
PRECINCT SUPPLIES
I---.-
6 Pre cinct Supp ly Se t s $1 10 .00 $660.00
1------
1 Sample Se t $110.00 $110.00 -1 Vote by Moil C a nvass Se t $45 .00 $45 .00 ----
6 Add'l "Unvoted Ba ll ots" White Boxes for p recincts> 1300 voters $3 .00 $18 .00
6 Add'l Wh ite Box Seals $0.25 $1 .50
..
7 Sets of "I VOTE D" st ickers (700 per precinct + sample kit) $5 .00 $35.00
7 Sets o f Opto-Mork Pens fo r Opto-Mork Ba llots $17.25 $120 .75 ·------I---
888 Roster pages I Active & Inactive Voters voters 22 ,030 $778.35
1052 Street Index pag es I Active & Inactive Voters I 4 sets per precinct $485 .65
1--
$3 .00 $123.00 41 Election Officer Digests I 8.5 x 11 I 56 pages ,--
$3.00 $24 .00 8 Election O fficer I Inspector's Guidelines & Checklists
4 1 Election Officer A ppointment For m s $0.25 $10.25 -
41 Elect ion Officer Outgoing Window Envelopes $0 .10 $4 .10
REPORTS
54 DAYS BEFORE
1 Voter Identification Rep o rt -(54 d ay reports) vote rs 22 .035 $2 47.3 0 --1 ~li ng Pla ce Loca ti on Report -(54 d ay rep o rt s)
-I-
vote rs 22 .035 $247.30 -r--
29 DAYS BEFORE
1 r-----v-oter Identifica t ion Report -(29 d a y reports)
-
voters 22,036 $247.3 1
1 l tpolling Pla ce Location Report -(29 day reports) voters --r -
22.036 $2 47 .31
~MPLE BALLOT I VOTER INFORMATION PAMPHLETS
--
-t -
190oo1Sample Ballot Pamphle ts I 11 o f 16 pages I 5 $7 ,900 .00
5 (this cost excludes pages of candidates state m ents paid for by candidates, Invoiced separately)
1-i-SAMPLE BALLOT MAILING LABELS
1-NCOA (Notio nal Change o f A d dress) Set-u p charge $75.00 $75.00 1
1----f-$0 .00375 $67.27 17938 NCOA Processi ng for Change o f Address
1 Moil ~ono g e r A utomated Sort & Po lletiz o tion $150 .00 $150.00
Te m pleC ity -20 13 0 305 -lnvoice _plus 3%
I I Quantity I I Description I Un it Price I Total I
17934 Generate Vot e r Address Labels 1 54 day labels $981.70
46 Generate Voter Address Labels I 29 day labels $27.30 --
26 Generate Voter Address Labels 1 15 day labels $26.30 --
OFFICIAL BALLOTS AND SUPPLIES -1-
1 Official Ballots-Typeset Ballot/per side/English+21anguages $650.00 $650 .00 -1---
6000 Official Ballots I Vote by Mail $0 .23 $1,380.00 --
12650 Official Ballot s I Precincts $0.23 $2 ,909.50
300 Official Bal lo t s I Test-Duplicates $0.23 $69.00
18950 Total Officia l Ba llots
1 Test I Duplicat e Overprint I each Card $25.00 $25.00 -1-
9500 Gray Secrecy Envelopes -Renta l $35.00 $332 .50
BALLOT COUNTING I ELE CTION NIGHT SUPPLIES -1--
1 Election Night Su pply Kit $35.00 $35.00
22 Counted Ballot Seals I 2 per precinct+ extras $1 .00 $22.00
1 Ballot Counter Programming only I Card 1-side 1 $1.750 .00 $1 ,750 .00
L 6 ~~dd 'l Program ing to count VBM's/Provis ionals by precinct $20.00 $120 .00
2 Ballot Counter Operator(s) . _,___ $650.00 $1 ,300.00
I
JAdd'l Tally o f La t e VBM's & Provis ional Ballots 1 $600 .00 $600.00
----
SUBTOTAL -
$33 ,104.84 Subtotal I Taxable Items
·-I------
Sales Tax 0.09 $2 .979.44 ----
--$36 .08 4 .2 8
'--
TRANSLATIONS -r--
Department of Justice compliance requirements -
Annua l revision/editing of new and current materials for
Notices. Sample Ballot pages. VBM Materials. and Prec inct
1 Supplies into all languages -bi-annual charge per city I $300.00 $300.00
~-r ~-1---
-+ I Spanish Translations
1 Ballot(s)/Designations (&Measure Quest ion(s) If applicable) $150.00 $150 .00
1--r---
Chinese Transl ations -1---
Ballot(s)/Designations (&Measure Question(s) if applicable) $275.00 $275.00 1 -
MAILING SERVICES I SAMPLE BAL LOTS
1 54 Day File t ra ns f er to mailer. address machine setup $350.00 $350.00
-----
1 Ballot Group setups $30 .00 $30.00 -1---
1793 4 Affixing Address Labels I <20.000 $750.00
---
1 Postal documentation $70 .00 $70.00
1 29 Day File transf er to mailer. address machine setup $250 .00 $250.00 -t--~ r-----
1 Ballot Group setups $25 .00 $25.00 -i-
46 Affixing Address Labels $0 .50 $23 .00 --
1 15 Day File trans fer to mailer. address machine setup $100.00 $100.00 -1------$25 .00-1 Ballot Group setups $25.00 -·---
[ Affixing Address Labels $0 .50 26 $13 .00
~POSTAGE ACTIVITY I SAMPLE BALLOTS -----
---,.---! ----Postage Received from City I Check # 036172 $4 ,825 .00 E l7829 Standard Rate Postage -1st mailing-54 day file I $4.340.93 : I
105 1st Class Post age -1st maili ng -Out o f State/Country I $222.28 1
46 1st Class Postage -2nd mailing-29 d ay file I $5 1.52 I --
Te mpl eC ity -20 13 030 5-lnvo ice _plus 3%
I I Quantity I I Description I Un it Price I Total I
26 1st Closs Post age -3rd moiling-15 d ay f ile I $29.12 J
Addition al Postage Due (Cred it for unused postage) I $9,468.85 I $9 ,468 .85
105 Affix Meter Tope~ class Postage t o Out State/Out Country]-:-$i 00.0 0 $100 .00
46 Affix Meter Tope 1st class Postage to Pomphlets-29 day $0.25 $11.50
26 Affix Meter To p e 1st class Postage to Pomphlets-15 day $0.25 $6.50
1--
61 Affix Clear Tabs to International Moil $50.00
MAILING SERVICES I VOTE -BY-MAIL BALLOTS
1 Track My M oil I t rackin g for VBM Ba llots I Setup $150.00 $150.00
5336 Trac k My M o il I eo $0 .005 $26.68
PVBM's
5377 Addressing PVB M Envelopes and labels I 54 + 29 + 15 days $0.25 $1 ,344.25
5302 In serting PVB M materials into #1 4 O utgoing Envelopes/54 day only $1.375.50
1 Moil preparat ion. Postal Documentation $150.00 $150.00
CITY CLERK'S VBM'S FOR ISSUING
600 Inserting V BM m aterials into #14 Out going Enve lopes/54 day only $200 .00
POSTAGE ACTIVITY I VOTE-BY-MAIL BALLOTS L ____
Postage Received from City I Check # 0361 72 I ($1,175.00)1
5283 PVBM ball ots I $1.092.70 I
19 PVBM ballots -Out of Stat e : $12.54 :
Additional Postage Due (Cred it for u n used postage) ($69 .76) ($69 .76) ----19 Affix Meter Tope 1st class Post age to PVBM's -54 Day fi le $0.25 $4.75
DELIVERY SERVICES
1 Deliver Sample Ba llots to Post Office I 54 days $500.00 $500 .00
1 Deliver PVBM Ba llots t o Post Office $500.00 $500.00
1 Deliver VBM Supplies to C ity $175.00 $175 .00 ----r-
1 Deliver Precinct Supplies to C ity $325.00 $325 .00 -I-----
1 Pickup Pre c inct Supplies after election from City $325.00 $325.00
6 Pickup fro m & Return to County Warehouse -Ballot Boxes. etc. $290.00
UPS /Fed Ex charges $235.00
Total Nontaxable Items $17 ,529 .27 -
TOTAL DUE THIS INVOICE $53 ,613 .55
INFLATIO N FACTOR 3% $1 ,608.4 1
ESTIMATE FOR 201 5 ELE CTION $55 ,221.96
Tem pleCity-2013 0305-lnvoi ce_plus 3%