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Home My WebLink About2006-06-27 - AGENDA REPORTS - GEN MUNI ELECTION CHANGE ORDER (2)Agenda Item zo CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval: Item to be presented by: Sharon Dawson DATE: June 27, 2006 SUBJECT: GENERAL MUNICIPAL ELECTION - APRIL 11, 2006 - CHANGE ORDER DEPARTMENT: Administrative Services RECOMMENDED ACTION City Council increase contract not to exceed amount from $90, 650 to $101,908.59 with Martin & Chapman Company to provide election services as budgeted in account 2802-8110. BACKGROUND The City retained Martin & Chapman Company to provide services, supplies, and assistance during the April 11, 2006 general municipal election process and on election night. These services include printing the sample ballots and election day ballots, providing precinct supplies, training poll workers, providing equipment and software for tracking vote -by -mail applications and ballots, and assisting with counting the ballots on election night. Martin & Chapman's final invoice has been received and totals more than the contracted amount approved by the City Council on November 22, 2005. Services and supplies exceeded staffs expectations. The consultant was able to provide additional mailing and inserting services for Sample Ballots as well as absentee ballots which were not anticipated. Also, additional costs were incurred as a result of having to provide election materials in Spanish as part of the Sample Ballot and precinct supplies. ALTERNATIVE ACTIONS No alternative actions have been identified by staff. FISCAL IMPACT There is no fiscal impact as a result of this item. Funds are available in the Elections Division account 2802-8110. ATTACHMENTS Martin & Chapman Invoice dated June 8, 2006 Martin & Chapman Co. 1951 Wright Circle, Anaheim, CA 92806-6028 (714) 939-9866 FAX (714) 939-9870 CITY OF SANTA CLARITA June 8, 2006 OFFICE OF THE CITY CLERK Invoice No. 26243 Contract No. 05-00463 501 GENERAL MUNICIPAL ELECTION APRIL 11, 2006 $0.25 1 $12.50 Quantity Description Unit Price otal 1,000 PRE-ELECTION SUPPLIES $16.00 ea +0.30 $330.00 2725 11 jBinder/Fillers w/Resolutions, Manual, Calendar of Events NC NC Add'I Idenfifl/Return Absent Voter Envelopes - add'I orders 11 jElections Code of California NC NC 11 1 Election Night Procedures Manual NC NC NOMINATION SUPPLIES $469.90 75 20 Candidate's Nomination Paper $0.50 $10.00 20 Candidate's Statement Form $0.50 $10.00 1 Code of Fair Campaign Practices $0.50 $0.50 1 Literature/Mass Mailing Requirements $0.50 $0.50 I Statement of Financial Worth $0.50 $0.50 1 Ballot Designation Worksheets $0.50 $0.50 1 ISupplemental Nomination Papers $0.50 $0.50 20 Candidate's Election Calendars $0.50 $10.00 1 Translation Information Sheets $0.50 $0.50 3 Certiflcates of Election - Impdnted $5.00 $15.00 3 Oaths of Office - Imprinted $5.00 $15.00 MAIL BALLOT SUPPLIES 1 Application for Absent Voter Ballot (emalled) $5.00 $5.00 1 Late Application for Absent Voter Ballot (emalled) $5.00 $5.00 13,000 Instructions for Absent Voters - 8.5 x 11 $0.25 $3,250.00 13,000 Gray/Secrecy Envelopes for Absent Voter Ballots $0.07 $910.00 10 Correction Identification/Return Absent Voter Envelopes $0.35 $3.50 501 1 Provisional Ballot Envelopes $0.25 1 $12.50 12,000 I Outgoing Absent Voter Envelopes $0.30 $3,600.00 1,000 Add'I Outgoing Absent Voter Envelopes- add'I orders $16.00 ea +0.30 $330.00 2725 Identification/Return Absent Voter Envelopes - White $0.30 $817.50 1,000 Add'I Idenfifl/Return Absent Voter Envelopes - add'I orders $15.00 ea +0.30 $330.00 9,425 PAV Idenfification/Return Envelopes - Yellow $0.35 $3,298.75 9,398 Permanent Absent Voter Information Sheets - Yellow $0.05 $469.90 75 Out of State/Out of Country Mailing Envelopes $0.75 $56.2511 Santa Clarita 2006 0411.xis 2 uan ty Description Unit Price Total PRECINCT SUPPLIES 32 Precinct Supply Sets $68.00 $2,176.00 1 Sample Set $68.00 $68.00 1 Absent Voter Canvass Set $45.00 $45.00 22 Add'I "Unvoted Ballots" White Boxes for precincts> 1300 voters $3.00 $66.00 22 Add'I White Box Seals $0.25 $5.50 12 Add'I "Voted Ballots" Red Boxes for voted precinct ballots $3.00 $36.00 12 Add'I Red Box Seals $0.25 $3.00 22400 "I VOTED" stickers (700 per precinct) $5.00 $112.00 330 Opto-Mark Pens for Opto-Mark Ballots $1.50 $495.00 133 Election Officer Digests $0.80 $106.40 39 Election Officer / Inspector's Guidelines & Checklists $3.00 $117.00 REPORTS AND LABELS 102300 Voter Identification Report - (120 day report) $1,029.55 260 Out of State/Country Voter Labels (120 days before) 25.00+0.25 $90.00 101,593 Voter Identification Report - (54 day reports) $923.54 79,152 Polling Place Location Report - (29 day reports) $732.79 102,122 Absent Voter Program / Active and Inactive Voters $4,074.27 102122 Polling Place Location Module for AV System / McPoll (Includes Inactives) $928.04 78,843 Voter Address Labels / 54 day labels $4,270.15 361 Voter. Address Labels / 29 day labels $218.05 168 Voter Address Labels/ 15 day labels $208,40 9,398 Permanent Absent Voter Labels / Yellow 25.00+0.25 $2374.50 75 Out of Country Voter Labels 25.00+0.25 $43.75 4,068 MC Printed Rosters created from City Absentee Program / pages $2,999.42 4 sets MC Printed Street Indexes from County file / pages $800,67 SAMPLE BALLOT/ VOTER INFORMATION PAMPHLETS ' 11 1 Map Preparation Time $75.00 83,0001 1 Sample Ballot Pamphlets/ 12 of 20 pages $21,700.00 Ohis cost excludes pages of candidates statements paid for by cwadates, Involved separately) OFFICIAL BALLOTS AND SUPPLIES 1 lOfficial Ballots - Typeset Ballot / per side / English & Spanish $300.00 $300.00 13,000 Official Ballots / Opto-Mark / Absentees / English & Spanish $0.21 $2730.00 59,050 Official Ballots / Opto-Mark / Precincts / English & Spanish $0.21 $12400.50 300 Official Ballots / Opto-Mark / Test -Dugs / English & Spanish $0.21 $63.00 72,350 Total Official Ballots 1 Test / Duplicate Overprint / 300 each Ballot Type $25.00 $25.00 47,250 Gray Secrecy Envelopes - Rental $35.00 $1,653.75 BALLOT COUNTING / ELECTION NIGHT SUPPLIES 1 Election Night Supply Box $35.00 $35.00 1 Ballot Counter Rental w/ Operator / Opto-Mark $3,500.00 $3,500.00 Credit for Returned Supplies (I Voted Stickers, Gray Envelopes) ($180.00) SUBTOTAL Subtotal / Taxable Items $77,401.68 Sales Tax 0.0825 $6,385.64 $83,787.32 MISCELLANEOUS SERVICES 11 Electlon Officer Class $5M.Cd-1 $500.00 41 IRepair/maintenance/ri--wrapping of Voting Booths/ hour 1 $25.00 1 $100.00 Santa Clarita 2006 0411.xis 3 uanfity Description Unit Price -51 o TRANSLATIONS Department of Justice compliance requirements - 1 Preparation of Sample Ballot pages, AV Materials, and Precinct Supplies Into all languages required In Los Angeles County - 1 time charge per city $2,500.00 $2500.00 Spanish Translations 1 Ballot(s) $150.00 $150.00 MAILING SERVICES / SAMPLE BALLOTS 1 154 Day File transfer to mailer, machine setup $220.00 $220.00 78,843 Affixing Address Labels $0.038 $2996.03 1 Postal documentation $70.00 $70.00 75 Addressing Out of Country Sample Ballots $0.50 $37.50 75 Insert Out of Country Sample Ballots Into Outgoing Envelop( $0.50 1 $37.50 1 29 Day File transfer to mailer, machine setup $220.00 1 $220.00 361 Affixing Address Labels $0.50 $180.50 11 115 Day File transfer to mailer $50.00 $50.00 1681 1 Affixing Address Labels $0.50 $84.00 MAILING SERVICES / ABSENTEE BALLOTS PAV's 9,398 Addressing PAV Envelopes / 54 + 29 + 15 days $0.50. $4,699.00 9,398 Inserting PAV Election materials Into Outgoing Envelopes $2,399.50 1 Postal Documentation $75.00 $75.00 DAILY ABSENTEES 3,602 TlnserHng AV Election materials Into Outgoing Envelopes $950.50 POSTAGE ACTIVITY / SAMPLE BALLOTS Postage Received from City / Check # 209602 1 $16,503.67 1 78,843 Standard Rate Postage - Ist mailing -54 day file ($14,334.05) 361 1 st Class Postage - 2nd mailing -29 day file @ .63 ea 1 ($227.43) 168 1st Class Postage - 3rd mailing -15 day file @ .63 ea E($105.84) 75 1 st Class Postage - Out of Country Pamphlets 1 ($215.98)1 Additional Postage Due (Credit for unused postage) 1 $1,620.371 ($1,620.37) 2201 1 Affix Meter Tape 1 st class Postage to Pamphlets -54 day $100.00 361 Affix Meter Tape 1 st class Postage to Pamphlets -29 day $0.25 $90.25 168 Affix Meter Tape 1 st class Postage to Pamphlets -15 day $0.25 $42.00 75 Affix Meter Tape 1 st class Postage to Out of State Pamphlets $0.25 $18.75 POSTAGE ACTIVITY / ABSENTEE BALLOTS Postage Received from City / Check # 40469 $1,664.06 PAV ballots 1 ($1,642.17) Additional Postage Due (Credit for unused postage) 1 $21.891 ($21.89) DELIVERY SERVICES _ _ 1 Deliver Sample Ballots to Post Office $550.00 $550.00 1 Deliver Absentee Supplies to City Hall $300.00 $300.00 1 Deliver PAVs to Post Office $525.00 $525.00 1 Deliver Precinct Supplies & Voting Booths to City Hall $960.00 $960.00 1 Pickup Precinct Supplies after election from City Hall $1,050.00 $1,050.00 32 Pickup from & Return to County Warehouse - Ballot Boxes, etc. $580.00 1 Pickup maps from County Offices $75.0011 61 Fed Ex charges $203,00 Santa Clarita 2006 0411.xis 4 Santa Cladta 2006 0411.xls 5 Santa Clarita 2006 0411.x1s 1 1Tv of PARAMETERS FOR ESTIMATE OR INVOICE SANTA CLARITA GENERAL MUNICIPAL ELECTION APRIL 11, 2006 PRECINCTS No. of Precincts 32 No. of Election Officers 4 Blank or Type ABSENTEE SUPPLIES Absentees FAV Yellow Envelopes DMB Green Envelopes 120 day Registration 102300 . Voter Id Report 120 1 No. of Sets of Out of State Labels 120 1 Out of State Labels 120 260 54 day Registration (Active & Inactive) 101593 Inanve Voters Sample Ballot Labels 54 78843 22675 PAV Labels 54 9235 VBM Labels 54 0 Out of Country Labels 54 75 Active Voters Foreign Language Labels 54 0 78918 Voter Id Report 54 1 Polling Place Report 54 0 29 day Registration (Active only) 79152 Supplemental Voters 29 361 Sample Ballot labels 29 361 PAV Labels 29 64 VBM Labels 29 0 Out of Country Labels 29 0 Foreign Language Labels 29 0 361 Voter Id Report 29 0 Polling Place Report 29 1 14 day Registration (Active & Inactive) 101704 Supplemental o ers 14 Sample Ballot Labels 14 168 PAV Labels 14 99 VBM Labels 14 0 Out of Country Labels 14 0 168 MC Rosters (voters) 101704 MC Rosters (pages f 25 per page) 4,068 MC Street Indexes (pages / 84 per page) - i set 1,211 Santa Clarita 2006 0411.x1s 1