Loading...
HomeMy WebLinkAboutPO 7025: ELECTION SERVICES CONTRACT WITH JEFFERSON COUNTY, MAY 7, 2022 GENERAL ELECTION P. O. No. 7025 01/03/2022 sb ORDINANCE NO. AN ORDINANCE AUTHORIZING AN ELECTION SERVICES CONTRACT AND LEASE AGREEMENT BETWEEN THE CITY OF PORT ARTHUR AND JEFFERSON COUNTY PERTAINING TO THE CONDUCT OF THE MAY 7, 2022 GENERAL ELECTION; FUNDING AVAILABLE IN ACCOUNT NO. 001-03-011-5420-00-10-000 (PROFESSIONAL SERVICES) WHEREAS, pursuant to Ordinance 22- , the City Council ordered a General Election for the purpose of electing a Mayor; and WHEREAS, a Special Election is being held on May 7, 2022 by Jefferson County to submit proposed amendments to the Texas Constitution to the voters of Jefferson County; and WHEREAS, the Jefferson County Clerk has proposed a Joint Election Agreement and Election Services Contract, attached in substantially the same form as attached hereto as Exhibit "A" , to coordinate, supervise, and handle the Special Election as it pertains to the constitutional amendments, as well as some of the municipal and other local elections in Jefferson County; and WHEREAS, pursuant to Section 271 . 002 (a) of the Texas Election Code, two or more political subdivisions are authorized to enter into a joint election, if their elections are ordered on the same day and will be located in all or part of the same county; and WHEREAS, an estimate of the costs of the Election for Port Arthur will be submitted by Jefferson County after an assessment is made . z.po7025 NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct . Section 2 . That pursuant to Section 271 . 002 (a) of the Texas Election code, a joint election is authorized between the City of Port Arthur and Jefferson County and the conduct of the General Election which was ordered by the City Council pursuant to Ordinance No. 22- will be administered by the Jefferson County Clerk as delineated in Exhibit "A" . Section 3 . That the City Council authorizes the execution of an Election Services Contract with Jefferson County, in substantially the same form attached hereto as Exhibit "A" . Section 4 . That the election day and early voting polling locations and voting hours shall be as delineated in Exhibit "A" . Section 5. That the Mayor shall cause a Notice of General Election to be published in a form to be approved by the City Attorney, which may be consolidated with other entities as to save costs . Section 6 . That this being an Ordinance which does not carry a penalty and does not require publication shall take effect immediately from and after its passage. Section 7 . That any and all portions of Ordinance No. 22- in conflict herewith is herein repealed to the extent of conflict only. z.po7025 Section 8 . That a copy of the caption of this Ordinance be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of A.D. , 2022, at a Council Meeting of the City Council of the City of Port Arthur, Texas, by the following vote : AYES : Mayor City Council NOES : THURMAN BILL BARTIE, MAYOR ATTEST: SHERRI BELLARD, CITY SECRETARY APPROVED AS TO FORM: %(1 VAL TIZENO DY ATTORNEY APPROVED FOR ADMINISTRATION: RON BURTON, CITY MANAGER APPROVED AS TO AVAILABILITY OF FUNDS: KANDY D• � EL, FINANCE DIRECTOR z.po7025 b (.5 EXHIBIT "A" z.po7025 „owl co o. * 4 f. A' 4 ?'ls'X Asp JOINT ELECTION AGREEMENT AND ELECTION SERVICES CONTRACT 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 Commissioner's Court,joined herein by the County Election Officer,Laurie Leister,County Clerk,and City of Port Arthur hereinafter referred to as"Political Subdivision",acting herein by and through its Executive Board. WHEREAS, Political Subdivision is required to conduct an election on May 7, 2022; THIS JOINT ELECTION AGREEMENT AND ELECTION SERVICES CONTRACT is made this day of , 2022, by and between the Political Subdivision of City of Port Arthur,hereinafter called"Political Subdivision"and Jefferson County,Texas,by its County Judge and joined herein by its County Elections Officer, Laurie Leister, hereinafter called "Contracting Officer," pursuant to Texas Election Code Section 31.092. The parties agree to enter into a Joint Election Agreement and an election services contract with each other in accordance with Chapter 271 of the Texas Election Code and this Agreement. This Agreement is entered into in consideration of the mutual covenants and promises hereinafter set out: 1. RECITALS. Contracting Officer is the County Clerk of Jefferson County, Texas, and is the County Officer in charge of election duties. Political Subdivision is a political entity situated wholly or partially within Jefferson County, Texas. Political Subdivision and Contracting Officer have determined that it is in the public interest of Jefferson County voters that the following contract be made and entered into for the purpose of having Contracting Officer furnish to Political Subdivision certain election services and equipment needed by Political Subdivision in connection with the holding of its May 7,2022,Election. Jefferson County's certified Hart InterCivic electronic voting equipment is to be used in this Political Subdivision Election. 2. DUTIES AND SERVICES OF CONTRACTING OFFICER. Contracting Officer shall be responsible for performing the following duties and shall furnish the following services and equipment: (a)Notify and coordinate presiding election judges,alternate judges,and all other election officials appointed by Commissioner's Court to conduct county elections required to administer this Election. Jefferson County will make emergency appointments of election officials if necessary. Compensate all election workers for time worked at the approved hourly rate by Commissioners' Court. (b) Arrange for poll worker training through a third party or conduct necessary training. Notify Election Services Contract Last Updated: 1/14/2022 Page 1 of 15 all early voting and Election Day officials of the date, time and place thereof. (c) Arrange for the use of early voting locations per the attached Exhibit A — Early Voting Locations and Election Day polling locations per the attached Exhibit B — Election Day Vote Centers. If emergency replacement polling locations are needed, Contracting Officer shall make necessary alternate arrangements to locate another public place (or if unavailable, a private building), and shall notify Political Subdivision as soon as possible. (d) Procure election kits and supplies and distribute to the precinct judges and early voting deputies. Obtain from the Tax-Assessor/Voter Registrar lists of registered voters to be used in conducting the election in conformity with the boundaries of Political Subdivision and the election precincts established for the election. The Election Day list of registered voters shall be arranged in alphabetical order. (e) Prepare and test all electronic voting equipment, format ballot styles, secure audio, oversee all equipment and voter registration database programming, assure compliance with equipment security requirements. Arrange for transport of equipment to and from polling locations. (f)Serve as Early Voting Clerk for this Joint Election and process,print,mail,and tabulate ballots for any eligible voter, who applies for a ballot by mail including all eligible FPCA applicants. Supervise the conduct of early voting in person and appoint sufficient personnel to serve as deputy early voting clerks. Provide lists of early voters as provided by law if requested by Political Subdivision. (g) Publish legal notice of the date, time and place of the public logic and accuracy test. Prepare test materials and conduct internal election testing, public logic and accuracy test, and tests of tabulation equipment. (h)Arrange for the early ballot board,signature verification committee,tabulation personnel, and all equipment and supplies needed at central counting station. Tabulate early voting, election night, paper mail ballots and provisional ballots. Tabulate unofficial returns and assist in preparing the tabulation for the official canvass. Provide Political Subdivision its voter history report following the election if requested. (i) Serve as Custodian of Records for election records in Contracting Officer's custody and provide for the retention of said election records as provided by law. (j) Provide information services for voters and election officers. (k) Maintain accurate records of all expenses incurred in connection with the responsibilities under this Agreement and provide Political Subdivision a final invoice after the conduct of the election. Provide any detailed backup to such invoice, if requested, reflecting the charges or components,of the costs set forth on the invoice submitted to Political Subdivision. (I) The Contracting Office is responsible for collecting the compensations sheets for the election judges, clerks, and early voting ballot board. The Contracting Officer will also pay the aforementioned for their services and time in accordance with their rate of pay policy. (m) Contracting Officer shall conduct a manual count as prescribed by Section 127.201 of the Election Services Contract Last Updated: 1/14/2022 Page 2 of 15 Texas Election Code, unless waived by the Secretary of State. A written report shall be submitted to the Secretary of State as required by Section 127.201(E) of the aforementioned Election Code. If requested, Contracting Officer shall provide a written report to Political Subdivision in a timely manner. (n) The Contracting Officer shall place the funds paid by Political Subdivision hereunder in a "contract fund" as prescribed by Section 31.100 of the Texas Election Code. 3. DUTIES AND SERVICES OF POLITICAL SUBDIVISION. Political Subdivision shall be responsible for performing the following duties: (a) Prepare all election orders, resolutions, notices, and other pertinent documents for adoption and execution by the appropriate Political Subdivision officer or body. Take all actions necessary for calling the Political Subdivision Election which are required by the Texas Election Code and/or the Political Subdivision's governing body, charter, ordinances, or other applicable laws. Execute an Election Services Contract Agreement with Jefferson County Clerk for the purpose of election administration. Serve as Custodian of Records for all election records in its possession as provided by law. (b) Political Subdivision shall be responsible for the legal sufficiency of any order calling their election. Political Subdivision shall be responsible for all substantive and procedural legal issues governing the conduct of their election. Political Subdivision understands and agrees that Contracting Officer provides no legal advice to Political Subdivision. (c) Adopt the county voting precincts for this election. Political Subdivision shall adopt the early voting locations used by the county located in the Political Subdivision's jurisdictional boundaries with the stipulation to add additional locations and adopt all early voting dates, and hours recommended by the Contracting Officer in accordance with the Texas Election Code as listed on Exhibit A — Early Voting Locations. Political Subdivision shall adopt the Election Day Vote Center polling locations on the attached Exhibit B—Election Day Vote Centers for each county voting precinct that is within its jurisdictional boundaries. Political Subdivision shall confirm the accuracy of its jurisdictional boundaries and precincts. (d)Prepare,post and publish all required election notices for Political Subdivision except for the Public Test Notice that Contracting Officer shall publish. In addition, if this election's polling locations are different than Political Subdivision's previous election, Political Subdivision shall post notice at the entrance to any previous polling places in its jurisdiction stating that the location has changed and provide the polling location and address for those voters for this election, pursuant to Texas Election Code Section 43.062, unless County has posted the change for their election. Educate the voters in Political Subdivision on early voting times and places and Election Day polling locations. (e) Political Subdivision shall confirm with Tax-Assessor/Voter Registrar its boundaries, county voting precincts and street details within those boundaries. Political Subdivision will validate all boundaries are defined properly within Jefferson County voter registration database, maps and street lists with block ranges and odd/even/both indicators before the coding and programming of the ballot begins. If changes are necessary after programming has begun, the Political Subdivision responsible will incur the cost of re-programming for all entities involved. Election Services Contract Last Updated: 1/14/2022 Page 3 of 15 Political Subdivision must proof and approve all programming work done for the jurisdiction according to the attached Exhibit C- CALENDAR (f) Deliver to Contracting Officer, according to the attached Exhibit C - CALENDAR, ballot language with Spanish translations, candidate names or measures, the order in which they are to be printed on the ballot with the exact form and spelling. Provide pronunciation for difficult names or words to use on the audio recording. Timely review and sign off on ballot proofs. (g) Any requests for early voting ballots to be voted by mail received by Political Subdivision must be hand delivered or faxed to Contracting Officer on the day of receipt. If the application is faxed, the original application must be mailed to Contracting Officer. Contracting Officer will process applications, mail appropriate ballots, and tabulate. (h) If requested, assist Contracting Officer in recruiting bilingual poll workers. Provide documentation on Political Subdivision's efforts to recruit bilingual poll workers if requested by the U. S. Department of Justice. (i) Pay prorated additional costs incurred by Contracting Officer if a recount for said election is required, the election is contested in any manner, or a runoff is required. (j) Canvass the returns and declare the election results for Political Subdivision. Political Subdivision is responsible for filing any precinct reports required by the Secretary of State. (k) The deposit will be waived for this Election Agreement for all Political Subdivisions. All costs will be assessed according to attached schedule on Exhibit D — Contract Costs and a detailed billed will be rendered within 30 days after the canvassing of the election or the receipt of all invoices needed to validate the billing. Any discrepancies in billing should be addressed immediately. (1) Political Subdivision agrees to enter into a Joint Election Agreement with any other political subdivision in Jefferson County which enters into an Election Services Contract with Contracting Officer and which holds an election on May 7, 2022. 4. COST OF SERVICES. Political Subdivision shall share some expenses for the above services, supplies and equipment. Additional elections may lower costs for each entity, and election cancellations may raise costs for each entity. It is understood that other political entities may wish to participate in the.use of the County's electronic voting equipment and polling locations, and it is agreed that Contracting Officer may enter into other contracts with entities for those purposes on terms and conditions generally similar to those set forth in this Agreement. Only the actual expenses directly attributable to this Agreement and any prorated shared expenses may be charged to Political Subdivision, plus a 10% administrative fee. (a) Costs for early voting, election day, equipment delivery, supplies and mail ballots, including payroll and equipment leasing, will be shared proportionally between all political subdivisions which enter into a joint election agreement with County according to the number of voting precincts within each political subdivision. Equipment leasing costs are listed on Exhibit D—Contract Costs. Election Services Contract Last Updated: 1/14/2022 Page 4 of 15 (b) Costs for ballot programming will be paid by each political subdivision for the number of election contests each has on the ballot according to costs as listed on Exhibit D - Contract Costs. 5. GENERAL CONDITIONS. (a)The parties agree that the timing is critical on all duties in this Agreement. Lack of adherence to any deadline in the CALENDAR without prior agreement of Contracting Officer may result in cancellation of Contracting Officer's duties and obligations to conduct Political Subdivision's election under this Agreement or,at the discretion of Contracting Officer,a late penalty surcharge in an amount not to exceed 10% of the final election cost. Adherence to the CALENDAR is critical because of Jefferson County's obligation to complete all programming and testing and to process, print and mail military and overseas ballots by state/federal deadlines and our duty to conduct federal, state, county elections and/or other contracted elections. (b) In accordance with Section 31.098 of the Texas Election Code, Contracting Officer is authorized to contract with third persons for election services and supplies and is authorized to hire necessary temporary personnel to perform contracted duties. Part-time personnel will be compensated at the hourly rate set by Jefferson County. (c) Political Subdivision acknowledges that electronic voting equipment is highly technical and it is conceivable that, despite the best effort of the parties and technical assistance, it might fail during the election. Contracting Officer will do whatever is possible to remedy the situation,but Political Subdivision agrees that should such equipment fail, it will not make any claim for damages of any kind. (d) Any qualified voter in the Joint Election may vote early by personal appearance at any of the joint early voting locations or at any Vote Center/Polling Location on Election Day. (e) Jefferson County Elections Department may contract with numerous political entities for the Joint Election, and the parties agree that all ballot styles will be programmed into one electronic voting system. Each voter will receive one ballot which contains all races and issues in the Joint Election for which the voter is eligible at the address and in the precinct in which the voter is currently registered. One joint voter sign in process consisting of a common list of registered voters and common signature rosters shall be used in precincts in which the county polling locations are used. (f)The Contracting Officer shall file copies of this Agreement with the Auditor and Treasurer of th Jefferson County not later than the 10 day from receipt of the fully executed contract by Contracting Officer. (g) Jefferson County is self-insured for personal liability issues. Should Political Subdivision desire insurance for injuries during this election or other liabilities, entity shall make such arrangements separate from this Agreement. (h) In the event that the performance by Contracting Officer of any of its obligations hereunder Election Services Contract Last Updated: 1/14/2022 Page 5 of 15 shall be interrupted or delayed by any occurrence not occasioned by its own conduct, whether such occurrence be an act of God or the result of war, riot, civil commotion, sovereign conduct, or the act or condition of any persons not a party thereof, then it shall be excused from such performance for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof. (i) The parties to this Agreement agree that Political Subdivision may cancel this Agreement in the event that it has no need to conduct an election by 60th day before Election Day. If Political Subdivision's election is cancelled after deadline, a$200 contract preparation and processing fee will be due in addition to any costs incurred by Contracting Officer on behalf of Political Subdivision prior to said cancellation. (j) The Political Subdivision has the option of extending the terms of this Agreement through its runoff election, if applicable. Political Subdivision may reduce the number of the adopted early voting locations and/or Election Day voting locations in which precincts are not involved in a runoff election. In the event of a runoff which Political Subdivision wants Contracting Officer to conduct, Political Subdivision agrees to attempt to coordinate the date with other entities participating in this Joint Election. If Political Subdivision elects to have Contracting Officer conduct a runoff election,the cost will be determined by the number of entities participating and the actual costs plus administrative fees. Political Subdivision will be responsible for all orders, notices, and publications required for their runoff except the publication of the public logic and accuracy test which Contracting Officer will publish. 6. DISPUTE RESOLUTION PROCEDURE The parties agree to use dispute resolution process provided for in Chapter 2260 of the Texas Government Code to attempt to resolve all disputes arising under this Agreement. Either party must give written notice to the other party of a claim for breach of this Agreement not later than the 180th day after the date of the event, giving rise to the claim. By their execution of their Agreement, the parties acknowledge and knowingly and voluntarily agree that neither the execution of this Agreement; nor the conduct, act or inaction by any person in the execution, administration,or performance of this Agreement constitutes or is intended to constitute a waiver of the party's immunity from suit with respect to claims of third parties. 7. ENTIRE AGREEMENT/AMENDMENT This Agreement constitutes the entire agreement between City of Port Arthur and Contracting Officer. This Agreement may be amended only in writing and signed by the partie 8. NOTICES Except as otherwise provided in this section, all notices, consents, approvals, demands, request, or other communications provided for or permitted to be given under any of the provisions of this Agreement shall be in writing and shall be deemed to have duly given or served when delivered by hand delivery or when deposited in the U.S. mail by registered or certified mail, return receipt requested,postage prepaid,and addressed as set forth below or to such other person or address as may be given in writing by either party to the other in accordance with this section: Election Services Contract Last Updated: 1/14/2022 Page 6 of 15 City of Port Arthur: City of Port Arthur Ronald Burton City Manager P.O. Box 1089 Port Arthur, TX 77641 JEFFERSON COUNTY: Laurie Leister, County Clerk P. O. Box 1151 Beaumont, TX 77704 IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has caused this Agreement to be executed on the day of 20 City of Port Arthur (seal) By: Attest: Name: Ronald Burton Title: City Manager IN WITNESS WHEREOF, each of the parties agrees to the terms of this Agreement and has caused this Agreement to be executed on the day of 20 Jefferson County, Texas By: Name: Jeff Branick Title: County Judge (seal) By: Attest: Name: Laurie Leister Title: County Clerk Election Services Contract Last Updated: 1/14/2022 Page 7 of 15 EXHIBIT A NOTICE OF EARLY VOTING LOCATIONS AND HOURS FOR May 7, 2022, CONSTITUTIONAL AMENDMENT AND JOINT ELECTION (Aviso de localizaciones v horas para eleccidnes adelantadas de Mayo 7, 2022 Sobre En miendas A La Constitucidn y Conjunta) Early Voting by personal appearance will be conducted at the following dates and times: (La votacion adelantada en persona se llevara a en las siguientes fechas y horarios.) EARLY VOTING LOCATIONS: (Localizaciones de Votacion Adelantada): Beaumont Courthouse-Main location 1085 Pearl St.,(Lobby),Beaumont,TX Port Arthur Sub-Courthouse 525 Lakeshore Dr.(Foyer),Port Arthur,TX Rogers Park Recreation Center 6540 Gladys,Beaumont,TX Port Arthur Library 4615 9th Ave.,(Lucy Stiefel Gallery),Port Arthur,TX Theodore Johns Library 4255 Fannett Rd.,(Meeting Room), Beaumont,TX John Paul Davis Community Center 3580 E.Lucas,Beaumont,TX Marion&Ed Hughes Public Library 2712 Nederland Ave.,(Meeting Room),Nederland,TX Groves Activity Building 6150 39th Street,(Lounge),Groves,TX Effie&Wilton Hebert Library 2025 Merriman St.,(Community Room),Port Neches,TX Ray Chesson Office Building 19217 FM 365,(Courtroom),Beaumont,TX Precinct One Service Center 20215 W. Hwy.90,(Front Conference Room),China,TX DATES AND HOURS FOR ALL ABOVE LOCATIONS: (Fechas y Horas para todas las localizaciones anteriores): April 25 - 29 Monday -Friday 8:00 a.m. - 5:00 p.m. (Abril 25 -29) (Lunes-Viernes) April 30 Saturday 8:00 a.m. - 5:00 p.m. (Abril 30) (Sabado) May 1 Sunday 12:00 p.m. — 6:00 p.m. (Mayo 1) (Domingo) May 2 - 3 Monday—Tuesday 7:00 a.m. - 7:00 p.m. (Mayo 2-Mayo 3) (Lunes—Martes) Election Services Contract Last Updated: 1/14/2022 Page 8 of 15 EXHIBIT B - ELECTION DAY VOTE CENTERS City,State,Zip code(Ciudad,Estado, 'recincts Voting at Location Election Day Polling Places(Localizaciones) ADDRESS(Direccion) COdigo postal ecintos de votacion en el Localizacion) L(todos) Amelia Elementary School(Gymnasium) 565 S.Major Dr Beaumont,TX 77707 Beaumont Municipal Airport(Conference L(todos) 455 Keith Rd. Beaumont,TX 77713 Room) ? L(todos) Bevil Oaks City Hall : 13560 River Oaks Blvd. Bevil Oaks,TX 77713 L(todos) BISD Administration Building(Boardroom) I 3395 Harrison Ave. , Beaumont,TX 77706 L(todos) Dishman Elementary(Gymnasium) I 3475 Champions Dr. Beaumont,TX 77707 O.C.Mike Taylor Career Center(First Floor L(todos) 2330 North St. Beaumont,TX 77702 Old Library) Precinct 1 Service Center(Front Conference L(todos) 20205 W.Hwy.90 China,TX 77613 Room) L(todos) Rogers Park Community Center 6540 Gladys Ave. Beaumont,TX 77706 Roy Guess Elementary(Hallway near L(todos) 8055 Voth Rd. Beaumont,TX 77708 Gymnasium) L(todos) Hebert Library(Community Room) 2025 Merriman St. Port Neches,TX 77651 Jefferson County WCID 10 Fire Station L(todos) 2024 Spurlock Rd. Nederland,TX 77627 (Front Lobby) L(todos) Groves Public Library(Front Meeting Room) 5600 West Washington Groves,TX 77619 Jerry Ware Airport Terminal(Conference L(todos) 5000 Jerry Ware Dr. Beaumont,TX 77705 Room off Main Lobby) L(todos) Ray Chesson Office Building(Courtroom) 19217 FM 365 Beaumont,TX 77705 Jefferson County ESD#4(Main Meeting L(todos) 12880 FM 365 Beaumont,TX 77705 Room) Marion&Ed Hughes Public Library L(todos) 2712 Nederland Ave. Nederland,TX 77627 (Meeting Room) Port Neches City Hall(Council Chambers- L(todos) 1005 Merriman Port Neches,TX 77651 Room 104) L(todos) Groves Activity Building(Lounge) 6150 39th Street. Groves,TX 77619 L(todos) DeQueen Elementary(Fifth Grade Hall) 740 DeQueen Blvd. Port Arthur,TX 77640 Zion Hill Baptist Church(Education L(todos) 5848 Roosevelt Ave. Port Arthur,TX 77640 Building) L(todos) Jefferson County Sub-Courthouse(Foyer) 525 Lakeshore Dr. Port Arthur,TX 77640 Former Dowling Elementary Campus 6301 Pat Ave L(todos) Port Arthur,TX 77640 (Library) O.W.Collins Retirement Center(Social L(todos) 4440 Gulfway Dr. Port Arthur,TX 77642 Service Room) L(todos) Port Arthur Library(Lucy Stiefel Gallery) 4615 9th Ave Port Arthur,TX 77642 Queen of Vietnam Catholic Church(St. L(todos) 801 9th Ave Port Arthur,TX 77642 Joseph Hall) L(todos) R.L.Gabby Eldridge Center i 5262 S.Gulfway Dr Sabine Pass,TX 77655 L(todos) Travis Elementary(Library) I 1115 Lakeview Ave. Port Arthur,TX 77642 L(todo) Willie Ryman Community Center i 3248 39th Street Port Arthur,TX 77642 L(todos) Alice Keith Park Recreation Center i 4075 Highland Ave. Beaumont,TX 77705 L(todos) Charlton-Pollard Elementary(Gymnasium) . 825 Jackson St. Beaumont,TX 77701 Lamar University Montagne Center, L(todos) 4401 S.MLK PKWY Beaumont,TX 77705 (Cardinal Club Room) L(todos) Hamshire VFD and Community Center 12318 2nd St. Hamshire,TX 77622 L(todos) Jefferson County Courthouse(Lobby) 1085 Pearl St. Beaumont,TX 77701 C. L(todos) MLK Middle School(Gymnasium) 1400 Avenue A Beaumont,TX 77701 L(todos) John Paul Davis Community Center 3580 E.Lucas Dr. Beaumont,TX 77703 Precinct 4 Service Center(Conference L(todos) 7780 Boyt Rd. Beaumont,TX 77713 Room) L(todos) Sterling Pruitt Center(Multi-purpose Room) . 2930 Gulf St. I Beaumont,TX 77703 L(todos) Theodore Johns Library(Meeting Room) I 4255 Fannett Rd. i Beaumont,TX 77705 Denotes Change Election Services Contract Last Updated: 1/14/2022 Page 9 of 15 EXHIBIT C CALENDAR The Political Subdivision agrees that timing is critical,and lack of adherence to this CALENDAR without prior agreement of Contracting Officer may result in additional charges or cancellation of Contracting Officer's duties and obligations to conduct Political Subdivision's election under this Contract. School Districts must adhere to all deadlines, even if on Spring Break. Please refer to the Texas Secretary of State's website for a complete calendar of events including citations to the Texas Election Code and for information specific to entity type. Confer with your attorney on any statutes that govern your entity. Please comply with all orders, postings and notices as required for your Political Subdivision. Contracting Officer will provide the publication of one Notice of Public Test in English and Spanish. March 7, 2022 Prior to September 1,2021,each Political Subdivision is responsible for validating with the Voter Registrar that the boundaries for their voting precincts are correct and supplying the Contracting Officer with a map of such boundaries. 68th day before Election Day Recommended date to conduct ballot position drawing. Notice of ballot position drawing must be posted for 72 hours immediately preceding time of drawing. **Please schedule ballot drawing as soon as possible and email the BALLOT FORMAT AND ORDER OF CANDIDATES ON BALLOT to Contracting Officer at countyclerk@co.j efferson.tx.us.** 60th day before Election Day Last day for the governing body of a political subdivision to deliver notice of the election to the county clerk/elections administrator and voter registrar of each county in which the political subdivision is wholly or partly located. (Sec. 4.008). Deadline to notify Contracting Officer via email of the following items: • whether or not Political Subdivision has a contested election. • candidate names, including write-in candidates. • any candidate withdrawals or election cancellation. • order of candidates on ballot. (We prefer to receive it sooner if it is available.) • Spanish translations of all ballot titles, contests,and ballot language. Election Services Contract Last Updated: 1/14/2022 Page 10 of 15 • phonetic pronunciations of all candidate names which will be used for the ballot audio recording. 60th day before Election Day - Continued Deadline to cancel election and incur no fees under the Election Services Agreement. Deadline to receive executed Election Services Agreement by mail,personal delivery,or email. Deadline to receive copy of Order of Election. Contracting Officer contact information: Email: countyclerk@co.jefferson.tx.us Mail: P. O. Box 1151, Beaumont, TX 77704-1151 Hand Delivery: 1085 Pearl Street,First Floor,Beaumont, Texas 77701 If additional time is needed because of meeting schedules,please notify us. **Deadlines for ballot proofing and ballot approval will be emailed with ballot proofs. The parties must adhere to deadlines of 24 hour turnaround time, even if they occur during Spring Break, in order for our office to meet the State and Federal deadlines to mail military and overseas ballots.** 45th day before Election Day Deadline to mail ballots to military or overseas voters who submitted their ballot request via a federal postcard application(FPCA)or via a standard application for ballot by mail and indicated that they are outside the United States. Ballots must be mailed by this date or the 7th day after the clerk receives the application. If the early voting clerk cannot meet this 45th-day deadline, the clerk must notify the Secretary of State within 24 hours. (Sec. 86.004(b)). 30th day before Election Day Last day to register to vote or make a change of address effective for the election. (Secs. 13.143, 15.025). First day of period during which notice of election must be published if the method of giving notice is not specified by a law outside the Election Code,and publication is the selected method of giving notice. (Sec. 4.003(a)(1)). The notice of election ordered by an authority of a city or school district, must be given by publication in a newspaper in addition to any other method specified. (Secs. 4.003(c) and (d)). 21st day before Election Day Election Services Contract Last Updated: 1/14/2022 Page 11 of 15 Last day to post notice of election on bulletin board used for posting notices of meetings of governing body. (Sec. 4.003(b)). A Record of Posting Notice of Election (PDF) should be completed at the time of posting. (Sec. 4.005). 12th day before Election Day First day to vote early in person. (Sec. 85.001(a)). NOTE - Political Subdivisions Other than Cities and Counties: Early voting in person must be conducted at least eight (8) hours each weekday that is not a legal state holiday unless the political subdivision has fewer than 1,000 registered voters, in which case early voting in person must be conducted at least three (3)hours per day. (Sec. 85.005(b)). NOTE—Cities and counties: Early voting in person must be conducted on the weekdays of the early voting period and during the hours that the county clerk's or city secretary's main business office is regularly open for business.(Sec. 85.005(a)).However,because cities and counties must have office hours for election-related business at least three (3)hours every business day for this type of election, we harmonize these requirements with the result that, if a city or county is not regularly open for business on one or more weekdays, on those "closed" days, a city or county must conduct early voting for at least three (3) hours a day at the main early voting location (except for a city's two 12-hour days, when it must be open for the full 12 hours). NOTE - Cities: Cities must choose two (2) weekdays for the main early voting polling place location to be open for 12 hours during the regular early voting period. City council must choose the two weekdays. (Sec. 85.005(d)). NOTE - Independent School Districts: Despite the change in state law that allows an ISD to be closed on school holidays during the mandatory office hours period, you are required to be open during the entire early voting period, except on legal state and national holidays. NOTE -Joint Elections: If entities are conducting early voting by personal appearance jointly, we recommend a unified schedule covering all requirements;i.e.,no entity's requirements should be neglected or subtracted as a result of a joint agreement. 10th day before Election Day Last day of period during which notice of election must be published if method of giving notice is not specified by a law outside the Election Code and publication is the selected method of giving notice. (Sec. 4.003(a)(1)). The notice of election ordered by a commissioners court or by an authority of a city or school district, must be given by publication in a newspaper in addition to any other method specified. (Secs. 4.003(c) and (d)). Last day to mail a copy of the notice of election to each registered voter in the county if method of giving notice is not specified by a law outside the Election Code and this method of giving notice is selected. (Secs. 1.006,4.003(a)(3)). Cities and Counties—Weekend Early Voting Hours-Notice Requirement:Last day to post notice on bulletin board used for posting notice of city council or commissioners court, if early voting will be conducted on Saturday(Sec. 85.007).Notice must be posted at least 72 hours before early voting begins on a Saturday or Sunday. Notice must also be posted to the political subdivision's website, if one is maintained. Election Services Contract Last Updated: 1/14/2022 Page 12 of 15 NOTE-NEW LAW: Section 85.007,as amended by House Bill 2721 (2015),requires that the election notice, which includes the days and hours of early voting be posted on the political subdivision's website, if the political subdivision maintains a website. 4th day before Election Day Last day to vote early by personal appearance. (Sec. 85.001(a)). Election Day Polls open 7:00 A.M. — 7:00 P.M. 30 days from date of final invoice Pay balance due for election services. Please make checks payable to: Jefferson County Treasurer P O Box 1151, Beaumont, Texas 77704-1151 Election Services Contract Last Updated: 1/14/2022 Page 13 of 15 EXHIBIT D CONTRACT COSTS Voting Equipment Judge's Booth Controller $330.00 eSlate $330.00 Disable Access Unit (DAU) $396.00 Privacy Booth $20.00 Ballot Box $5.00 Communication Devices EA Tablet + WIFI $119.50 Cell Phone $30.00 Mandatory Signs Large A-Frame (ID Required ) $10.00 Large A-Frame (Notices ) $10.00 PROGRAMMING COUNTY COST 1 - 5 RACES $1,125.00 6 - 10 RACES $1,898.00 11-20 RACES $2,475.00 21-40 RACES $3,135.00 41-75 RACES $3,960.00 76-100 RACES $4,704.00 BALLOT PRINTING COUNTY COST 8.5 X 11 $0.23 8.5 X 14 $0.25 8.5 X 17 $0.28 Sample Ballots $0.06 SUPPLIES ELECTION KITS/w Seals EV & ED $40.00 Mail Ballots (Per Set) $0.75 Supply Bag Consumables (per location) $20.00 Election Services Contract Last Updated: 1/14/2022 Page 14 of 15 REVISED 07/19/16 Election Services Contract Last Updated: 1/14/2022 Page 15 of 15