HomeMy WebLinkAbout(03) PR13544: ELECTION AGRMT. interoffice
MEMORANDUM
To: Mayor, City Council, and City Manager
From: Mark T. Sokolow, City Attorney
Date: April 28, 2006
Subject: Amended P. R. 13544
Special Council Meeting May 3, 2006
Attached is P. R. No. 13544 authorizing an Interlocal
Agreement between Jefferson County and the City of Port Arthur as
to the early voting period and for the May 13, 2006 Election and
the use of the electronic voting equipment.
MTS:ts
Attachment
cc: Director of Finance
z.pr13544 .memo
P. R. No. 13544
04/28/06 ts
RESOLUTION NO.
A RESOLUTION AUTHORIZING AN INTERLOCAL
AGREEMENT BETWEEN JEFFERSON COUNTY AND THE
CITY OF PORT ARTHUR AS TO THE EARLY VOTING
PERIOD AND FOR THE MAY 13, 2006 ELECTION AND
THE USE OF THE COUNTY'S ELECTRONIC VOTING
EQUIPMENT
WHEREAS, the City is conducting an election on May 13, 2006;
and
WHEREAS, Section 61.012 of the Texas Election Code requires
that at least one accessible voting system be provided in each
polling place used in a Texas Election on or after January 1, 2006;
and
WHEREAS, the City desires to enter into an Interlocal
Agreement for the use of the County's electronic voting equipment
for the early voting period and for the May 13, 2006 Election, as
delineated in the Interlocal Agreement attached hereto as Exhibit
WHEREAS, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF PORT ARTHUR, TEXAS:
Section 1. That the facts and opinions in the prea~lble are
true and correct.
Section 2. That the City Council approves the Interlocal
Agreement for the use of the County's electronic voting equipment
for the early voting period and for the May 13, 2006 Election, as
pz.13544
delineated in the Interlocal Agreement attached hereto as Exhibit
Section 3. That a copy of the caption of this Resolution
be spread upon the Minutes of the City Council.
READ, ADOPTED AND APPROVED on this day of
, A.D., 2006, at a Council Meeting of the City
Council of the City of Port Arthur, Texas, by the following vote:
AYES: Mayor '
Councilmembers '
;
NOES:
MAYOR
ATTEST:
CITY SECRETARY
APPROVED AS TO FOPS:
CITY ATTORNEY
APPROVED FOR ADMINISTRATION:
CITY MANAGER
pz. 13544
OF FUNDS:
DIRECTOR OF FINANCE
pz.13544
EXHIBIT "A"
INTERLOCAL AGREEMENT BETWEEN
JEFFERSON COUNTY AND CITY OF PORT ARTHUR
This agreement, made and entered into, by and between, Jefferson County, hereinafter referred to as
"County", acting herein by and through its County Judge and County Commissioners Court, and the City of
Port Arthur hereinafter referred to as "Entity", acting herein by and through its Board.
WITNESSETH:
WHEREAS, Entity is required to conduct an election on May 13, 2006; and
WHEREAS, Section 61.012 of thc Texas Election Code requires that at least one accessible voting
system be provided in each polling place used in a Texas Election on or after January 1, 2006; and
WHEREAS, Sections 123.032 and 123.035 of the Texas Election Code authorize thc acquisition of
voting systems by local political subdivisions and further mandate certain minimum requirements for
contracts relating to the acquisition of such voting systems; and
WHEREAS, Entity located in Jefferson County, Texas, desires to enter into an Interlocal Agreement
for the use of the County's electronic voting equipment, printer packs and PEBs (Personal Electronic Ballots)
for the early voting period and for the May 13, 2006, Election Day;
AND WHEREAS, the Commissioners Court of Jefferson County, Texas desires to give
authorization for said usage.
NOW THEREFORE BE IT RESOLVED BY THE COMMISSIONERS COURT OF
JEFFERSON COUNTY, TEXAS, THAT:
Said Commissioners Court authorizes the usage of said equipment by Entity under the conduct and
supervision of Carolyn L. Guidry, County Election Official of Jefferson County, Texas; and
BE IT FURTIIER RESOLVED, that the Entity will be responsible for election costs incurred in
the programming of said equipment for the purpose by the County's vendor, Election Systems and Software,
Inc.; and
BE IT FURTHER RESOLVED, that each piece of electronic equipment needed shall lease for $50
per unit as set by the County Clerk for this election only; any equipment returned damaged or in a lesser state
than received, full value of equipment to be repaired or replaced will be the responsibility of the Entity; and
BE IT FURTHER RESOLVED, that the Entity shall be responsible for insurance coverage for all
County's electronic voting equipment while in the Entity's possession in a manner in which the Entity would
provide coverage if owned by them; and
BE IT FURTHER RESOLVED, that the preparation of the equipment, Logic and Accuracy
testing, clearing, loading ballot and audit will be performed by the Clerk's personnel a flat administration fee
of $250; the Entity will be responsible for the verification and accuracy of ballot information and shall solely
sign off on any and all proofing of said ballot from vendor; and
BE IT FURTHER RESOLVED, that mandatory training by the Clerk's office of the electronic
(DRE) voting system's functions and operation of the equipment will be provided to the entity as a Train the
Trainer session to arm the Entity of the necessary training to teach their designated poll worker~'; and
BE IT FURTHER I~$OL VED, that the Entity and CounO/ agree that the estimate sheet Js a good
faith estimate only and that the Entity's obligation is the actual cost even in the event the actual cost exceeds
the estimated cost; and
BE IT FURTHER RESOLVED, that the Entity shall pay upon receipt of billing the total invoice of
cost occurred for the election; and
BE IT FURTHER RESOLVED, that the Entity retains ultimate responsibility for the election and
all County's electronic voting equipment while in the Entities possession; neither the County nor any
personnel of the County will be held responsible for any outcome of the election, any malfunction of the
electronic voting equipment for the election or any damage caused by the electronic voting equipment; and
BE IT FURTHER RESOLVED, AND AGREED upon this day of ,2006.
Carolyn L. Guidry
Jefferson County Clerk
Entity
City ot~P~rt Arthu~r - ~" ~
SUBJECT TO CITY COUNCIL APPROVAL
Page 2 of 2
2006 ELECTION COST ESTIMATE
I ITEM DESCRIPTION
COST
LOADING AND PREPARING
A EQUIPMENT FOR PICKUP QTY, PER UNIT .TOTAL
Adminstration Fee 1 $250.00
$250,0
SUB-TOTAL=
COST
B SERViCE-EXPENSE QTY_ PER UNIT TOTAL
Legal Advertising (Notices) 2 $46.80 $93.60
cdivided by 5 entities}
SUB-TOTAL= $18.72
COST
C EQUIPMENT RENTAL & TRANSPC No, of Days QTY, PER UNIT TOTAL
Generic Priva(~y Booth 17 $7.00 $119.00
Dr~:~{ Recording ~llec~ronic Devices'
(DREs) 64 $50.00 $3.200.00
SUB-TOTAL= $3.319,01
Number of JNumber of. Cost Per
PERSONNEL EXPENSE Employees Hours Hour TOTAL '
D Election Division Overtime 4 40 Various Rates $1.000.00
Security- Sheriffs Deouties ' 2 3 $25.00 $150.00
Central Counting Statlon
ES~STech. SuppOrt 16 $162.50 $2.600.00'
a County Station Manager I 12 $50,00.. $600.00
b) Tabulation Supervisor 6 ~ $50.00_ $300.00,
c) ~,sst. Tabulati~ Supervisor ' _ 6 $50.00_ $300.00:
d) Computer Operations Clerks 4 .5 $42.00 $840.00'
d) Election Suppo~ Clerks 6 5 $35.00 $1.050.00
(di~ic~ed by 5 entities}
SUB-TOTAL= $1,368.0(
TECHNICAL SUPPORT QTY. RATE TOTAL
(Early Voting & ElectionDay)
Fiat rate eer oerson ~ '; $1.~00.00i $1.300.00
·$1.300.0¢
SUB-TOTAL=
TOTAL CONTRACT COST= $6,255.72
CITY OF PORT ARTHUR