Item 10DCity of Southlake, Texas
MEMORANDUM
February 14, 2003
TO: Billy Campbell, City Manager
FROM: Lori Farwell, City Secretary
SUBJECT: Approval of a contract for election services with Tarrant County Elections
Administration and the City of Southlake.
Action Requested: Approval of contract for election services with Tarrant County.
Background
Information: In the attached contract with Tarrant County for election services for the May
3, 2003, General Election. Tarrant County provides election services for many
cities including Mansfield, Colleyville, and Arlington. The City Secretary
contacted each of these cities and received extremely positive feedback
regarding the county's services.
The contract separates the county's duties and services from the City
Secretary's duties and includes cost estimates and equipment rental
agreements. The County will
Tarrant County Election Administrator Robert Parten will be available to
answer any questions you may have during the work session.
Financial
Considerations: Several cost variables must be estimated until after the election is over.
Although Tarrant County has estimated costs of $6,855.90, the Council will be
committing to payment in full to Tarrant County for services pertaining to the
May 3 General Election. If there is a run -off election required, the contract will
need to be amended and placed on Council's agenda for approval at that time.
Citizen Input/
Board Review: N/A
Legal Review: This contract has been reviewed by the city attorney.
Alternatives: N/A
Supporting
Documents: Contract with Tarrant County Elections Administration
Contract Estimate
Early Voting Equipment
Voting Machine Rental Agreement
Early Voting Schedule
Staff
Recommendation: Staff recommends approval of the contract.
Billy Campbell, City Manager
April 7, 2011
Page 2
CONTRACT FOR ELECTION SERVICES WITH TARRANT COUNTY ELECTIONS ADMINISTRATION AND
CITY OF SO UTHLAKE
THIS CONTRACT made this day of , 2003, by and between
_City of Southlake , acting by and through the governing body of hereinafter referred to as "Governing Body ", and Robert
Parten, Elections Administrator of Tarrant County, Texas, hereinafter referred to as "Contracting Officer ", and by authority of
section 31.092(a), Texas Election Code, for the conduct and supervision of the General Election on May 3, 2003.
DUTIES AND SERVICES OF CONTRACTING OFFICER
The Contracting Officer shall be responsible for performing the following duties and shall furnish the following services
and equipment.
(a) Contact the owners or custodians of county - designated polling places
or custodian of some other public (or if unavailable, private) building
in the election precinct and arrange for its use as a polling place in the
election.
(b) Procure and distribute all necessary election supplies, including:
(1)
ballots,
(2)
election kits;
(3)
early voting equipment; and
(4)
rental of tables and chairs
(c) Procure all necessary voting machines and equipment, transport machines and equipment to
and from the polling places, and prepare the voting machines and equipment for use at the
polling places, as described in separate Rental Agreement. The ballot boxes and voting booths
are provided by the County.
(d) Arrange for the notification and compensation of the election judges and clerks. Conduct the
training and distribute election supplies for election officials .
(e) Supervise and conduct early voting in person and by mail. Arrange for the notification and
compensation of the Deputy Early Voting Clerks. Branch early voting locations, including
days and hours of voting, are established in the Order of Election. Ballot by mail request
shall be mailed to the Early Voting Clerk, 1400 Main Street, Suite 270, Southlake, Texas
76092 and will be processed by the contracting officer.
Ballots shall be mailed to Early Voting Clerk, P. O. Box 961011, Fort Worth, Texas 76161-
0011 Lori Farwell, City Secretary will serve as Early Voting Clerk and Robert Parten,
Tarrant County Elections Administrator, will serve as Deputy Early Voting Clerk. Additional
Deputy Early Voting Clerks will be appointed to conduct early voting at Southlake Town
Hall
(f) Assist at the central counting station to receive and tabulate the voted ballots at the Carroll
High School, 800 North White Chapel Blvd._ .
The Central Count/ Ballot Board Judge shall be the Election Judge_ Additional personnel shall be appointed by
the Ballot Board Judge.
(g) Conduct a manual count of at least one percent (1 %) of the election
precincts or in three precincts, whichever is greater, and submit a
written report.
Billy Campbell, City Manager
April 7, 2011
Page 2
(h) Publish the legal notice of the date, time, and place of the test of the electronic tabulating
equipment and conduct such test.
(i) Assist in providing the general overall supervision of the election and provide the advisory
services in connection with the decisions to be made and the actions to be taken by the
governing body which is responsible for holding the election.
(j) Prepare the unofficial canvass report and deliver copy to governing body as soon as possible, but in no event
later than 10:00 AM on May 5, 2003.
(k) Provide the same services, equipment, and supplies necessary for the City if a runoff election is required on
May31, 2003. (Cost will be based on the actual number of hours required in furnishing the additional services
times the cost per hour specified in this contract, together with the actual cost for supplies, equipment, and
rentals.) In the event a runoff election is necessary, the City and County will enter into an amendment to this
contract.
DUTIES AND SERVICES OF GOVERNING BODY
The governing body shall, at its sole cost and expense, perform the following:
(a) Prepare appropriate documents for assisting the Contracting Officer in establishing precincts
and polling places, election judges, and members of the Early Voting Ballot Board, if
necessary.
(b) Prepare all election orders, resolutions, notices, and other statutory documents for adoption and
for execution by the appropriate officer. Take all actions required by law for calling the
election, handling contests, canvassing the returns, and declaring the results.
(c) Prepare and submit to the U. S. Department of Justice under the Federal Voting Rights Act of 1965, the required
submissions on voting changes and procedures.
(d) Prepare and publish in the official newspaper, or post, all required election notices.
(e) Deliver to the Contracting Officer, the official wording that is to be printed on the ballot with
the exact form, order, Spanish translation, and spelling that is to be used. The governing body
shall approve the final form and wording of the proposed ballot.
(f) Pay any additional costs incurred by the contracting officer if a recount for the election is
required, or the election is contested in any manner.
(g) Serve as custodian of election records and store election records as provided by law.
GENERAL CONDITIONS
(a) Nothing contained in this contract shall authorize or permit a change in: (1) the officer with whom or the place at which
any document or record relating to the election is to be filed, (2) the place at which any function is to be carried out; (3)
the officers who will prepare the official canvass of the election returns; (4) the officer who will serve as custodian of the
voted ballots or other election records; or (5) any other nontransferable functions specified by section 31.096 of the Texas
Election Code.
Billy Campbell, City Manager
April 7, 2011
Page 2
(b) The Contracting Officer is the agent of the governing body for the purposes of contracting with the third parties, with
respect to the election expenses within the scope of the Contracting Officer's duties; and the Contracting Officer is not
liable for the governing body's failure to pay a claim.
(c) The Contracting Officer shall file copies of this contract with the County Judge and the County Auditor of Tarrant
County, Texas.
PAYMENT FOR SERVICES
(a) Only the actual expenses directly attributable to the Contract may be charged, plus an administrative fee of 10% of such
actual costs. (Section 31.100(b), Texas Election Code)
(b) As partial payment of the Contract estimate of S 6,855.90 , the Governing Body shall pay to Tarrant County the sum
of S 3,400.00 , at the time the contract is executed and the election is called.
The balance for such services shall be paid within thirty (30) days from receipt of final billing.
In the event said election is cancelled in accordance with Section 2.52, the governing body
shall reimburse the county for any expenses incurred as of that date.
WITNESS the following signatures and seal:
BY
CITY MANAGER
CITY OF SOUTHLAKE, TEXAS
BY
ROBERT PARTEN, ELECTIONS ADMINISTRATOR
TARRANT COUNTY, TEXAS
Billy Campbell, City Manager
April 7, 2011
Page 2
ELECTION SERVICES CONTRACT ESTIMATE FOR CITY OF SOUTHLAKE
A. STATISTICAL INFORMATION
1.
Eligible Voters 15,565
2.
Estimated Turnout 30%
3.
Number of election day polling places 1
4.
Number of early voting locations 1
5.
Number of ballots to order (includes early voting)
_5,000_
B. COST OF ELECTION
ESTIMATE
1.
Cost of Ballots (2 column, 1 side, 12 ", 2 changes)
$ 1,000.00
2.
Ballot Proofing/Distribution (4 hours x $20)
$ 80.00
3.
Voting system programming and testing
$ 40.00
4.
Election kits (does not include preparation)
1 Election Day 1 Early Voting
X $80
$ 160.00
5.
Polling Place Rental
a. Election Day
$ N/C
b. Early Voting
$ N/C
c. Preparation (1 hour x $20)
$ 20.00
6.
Rental of Tables and Chairs
a. Election Day
$ N/C
b. Early Voting
$ N/C
7.
Election Judges, Clerks, and EV Ballot Board
a. 1 Lee X 1 EJ X 9.00/hr X 13 hours
1 Loc X 7 clerks X 8.00/hr X 12 hours
$ 789.00
b. Delivery of Supplies 1 X $25
$ _25.00
c. Election Judge Training 1 X $10
$ 10.00
d. Preparation (2 hours x $20)
$ 40.00
8.
Deputy Early Voting Clerks
a. 1 EV locations: 2 Clerks x
100 Hours x 8.00 Hourly rate
$ 1,600.00
b. Preparation( 2 hours x $20)
$ 100.00
9.
Early Voting On -Line System
a. 1 EV work stations x $250
$ 250.00
b. 2 Phone Lines (2 per work station)
$ 60.00
c. Preparation (50 Hours X $20)
$ 1,000.00
(Includes Runners, set -up, closing)
ACTUAL
$
$
Billy Campbell, City Manager
April 7, 2011
Page 2
10.
Early Voting By Mail, and
Support Personnel ( 5 Hrs X $20)
11.
Preparation and distribution of supplies
and conduct training (EV)
1 Hours x $20
12.
Central Counting Station
a. Technical support personnel
10 Hours X $20
13.
Preparation of Canvass
Hours x $20.00
14.
List and/or Tape of Voters Who voted
Preparation
b. Hard Copy
15.
Manual Count
17.
Miscellaneous
a. Election Day -Postage
b. Early Voting
COST OF
ELECTION
Administrative Fee (10 %)
TOTAL COST OF CONTRACT
Rental Agreement for IIIP Eagles (Includes
transportation & preparation of machines
and voting booths) 2 X $200
TOTAL COST OF ELECTION
$ _100.00 $
$ 20.00 $
$ 200.00 $
$ 40.00 $
$ 100.00 $
$ 200.00 $
$ 25.00 $
$ 10.00 $
$ 5,869.00 S.
$ 586.90 $
S 6,455.90 S
$ 400.00 $
S 6,8-55.90 S
W
a.
Section 31.000, (c) Election Code, If the estimated expenses, not including the fee charged under Subsection (d), exceed the
actual expenses, the amount of the difference shall be refunded to the contracting authority.
Section 2.052, Election Code, In the event the election , or any part thereof, is canceled, the governing body shall reimburse
the County for only those expenses incurred.
Billy Campbell, City Manager
April 7, 2011
Page 2
THE STATE OF TEXAS
COUNTY OF TARRANT
EARLY VOTING EQUIPMENT
Tarrant County, Texas, a corporate body politic, hereinafter designated as "the County ",
represented in this Agreement by the Elections Administrator, hereby agrees to rent the following
work stations to the hereinafter identified organization on the terms stated below.
City of Southlake, Texas
hereinafter designated as "Renter ", has requested the rental of 1 Early Voting Workstation(s)
at $ 250.00* per unit.
The rental period for work station(s) shall commence on the 16th day of April 2003
and continue through the 29th day of April , 2003. Rental shall not extend to a date which
will
interfere with subsequent elections for which the County is responsible.
Only equipment which the County believes to be in safe operating condition will be
provided
and the Renter agrees to hold the County harmless for any damages arising from the use thereof.
III.
Renter agrees to reimburse the County for the costs to repair damages to the said
equipment during such time as the County does not have control custody of said equipment.
The equipment will be delivered by the County to:
City of Southlake Designated Early Voting Site
and picked up by the County at said place.
Billy Campbell, City Manager
April 7, 2011
Page 2
In witness of this Agreement, we the County and the Renter affix our signatures on this
of
, 2003.
TARRANT COUNTY, TEXAS
Robert Parten
Elections Administrator
Tarrant County
CITY OF SOUTHLAKE, TEXAS
Authority to Contract
day
* Cost included in the Contract for Election Services
Billy Campbell, City Manager
April 7, 2011
Page 2
THE STATE OF TEXAS
COUNTY OF TARRANT
VOTING MACHINE RENTAL AGREEMENT
Tarrant County, Texas, a corporate body politic, hereinafter designated as "the County ", represented in this Agreement by
the Elections Administrator, hereby agrees to rent the following voting machine(s) to the hereinafter identified organization on the
terms stated below.
City of Southlake
1400 Main Street, Suite 270
Southlake, Texas 76092
hereinafter designated as "Renter ", has requested the rental of 2 Optech III -P Eagle voting machine(s) at $ 200.00 per machine on
the terms stated below.
I.
Please forward a copy of your ballot to Leo Angell at the Voting Equipment Center, 2700 Premier Street,
Fort Worth, Texas 76111.
II.
The rental period of voting machine(s) shall commence with the 3rd day of May 2003 and shall not extend to a date
which will interfere with subsequent elections for which the County is responsible for providing the voting machines(s) for public use
and to this end will, in compliance with the Election Code, Article 7.14, Section 20 obtain a Court Order, at the Renter's expense,
permitting the affected voting machine(s) to be cleared and available to the County, no later than the tenth day after the first election
for which the voting machine(s) were rented.
III.
Only voting machine(s) which the County believes to be in safe operating condition will be provided and the Renter agrees
to hold the County harmless for any damages arising from the Renter's use of the voting machine(s).
IV.
Renter agrees to return the voting machine(s) in the same condition as when received, normal and considerate usage wear
excepted. Renter agrees to reimburse the County for the costs to repair damages to the said machine(s) during such time as the
County does not have control custody of said machine(s).
V.
The said machine(s) will be delivered by the County to:
City of Southlake Designated Sites
and picked up by the County at said place.
Billy Campbell, City Manager
April 7, 2011
Page 2
In -witness of this Agreement, we the County and the Renter affil our signatures on this day of 2003.
TARRANT COUNTY, TEXAS CITY OF SOUTHLAKE, TEXAS
By:
ROBERT PARTEN
ELECTIONS ADMINISTRATOR
By:
AUTHORITY TO CONTRACT
Billy Campbell, City Manager
April 7, 2011
Page 2
SATURDAY, MAY 3, 2003
CITY OF SOUTHLAKE GENERAL ELECTION
EARLY VOTING SCHEDULE
April 16 - 17
Wednesday - Thursday
8:00 a.m. - 5:30 p.m.
April 18
Friday
Closed
(holiday)
Thursday, April 3
Voter Registration deadline
April 19 - 20
Saturday - Sunday
Closed
April 21 - 25
Monday - Friday
8:00 a.m. - 5:30
p.m.
last day to mail applications for ballots
April 26
Saturday
Closed
April 27
Sunday
Closed
April 28 - 29
Monday - Tuesday
7:00 a.m. — 7:00
p.m.
60 Days Prior
Tuesday, March 4
First day to accept mail ballot applications
45 Days Prior
Wednesday, March 19
First day to mail ballots if available
30 Days Prior
Thursday, April 3
Voter Registration deadline
17 Days Prior
Wednesday, April 16
First day of early voting
12 Days Prior
Monday, April 21
Last day to enclose application for ballot in rejection letter;
last day to mail applications for ballots
9 Days Prior
Thursday, April 24
Onset of illness date for voting late early ballot
8 Days Prior
Friday, April 25
Last day for accepting mail ballot applications
4 Days Prior
Tuesday, April 29
End of early voting in person
NOTE: Runoff election dates vary with each jurisdiction.