HomeMy WebLinkAboutPR 16868: ELECTION SUPPORT AND SERVICES AGREEMENT WITH HART INTERCIVIC Office of the City Secretary
Memorandum
TO: Mayor, City Council and Actin Manager
FROM: City Secretary Sherri Bellard ., ,
DATE: January 30, 2012
SUBJECT: P.R. No. 16868; Council Meeting February 7, 2012
COMMENT
Attached is P.R. No. 16868 as it pertains to the May 12, 2012 General Election Support and Services
agreement with HART Intercivic.
Attachment
P. R. No. 16868
01/30/2012 sb
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE MAY 12, 2012
GENERAL ELECTION SUPPORT AND SERVICES
AGREEMENT WITH HART INTERCIVIC. FUNDING IS
AVAILABLE IN ACCOUNT NO. 001 - 1013 - 513.54 -00.
WHEREAS, in 2009, per Resolution No. 09 -273, the City of Port
Arthur authorized a master agreement with HART Intercivic; and
WHEREAS, the master agreement included the purchase of
electronic voting equipment and the first year annual fee for HVS
Software License and Support; and
WHEREAS, in 2011, per Resolution 11 -099 the City of Port
Arthur authorized the 2 annual renewal of the HVS Software License
and Support agreement; and
WHEREAS, Hart Intercivic is a sole source for the licensing
and support of their products; and
WHEREAS, it is in the best interest of the citizens of Port
Arthur to enter into a 3 annual renewal agreement with HART
Intercivic for LAT Support, Predefinition, Poll Worker Training,
Election Day Support and ePB Setup and Support Services in the
amount of $8,100.00; and
WHEREAS, HART Intercivic has submitted an agreement for the
May 12, 2012 General Election Support and Services, attached hereto
as Exhibit "A ".
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
PR16868
OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble
are true and correct.
Section 2. That the City Council authorizes the May 12,
2012 General Election Support and Services agreement with HART
Intercivic, in the amount of $8,100.00
Section 3. That the City Secretary is authorized to pay
$8,100.00 to HART Intercivic for the support and services, as
delineated in Exhibit "A ".
Section 4. That the contractor shall sign a copy of the
agreement as to the terms thereof.
Section 5. 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., 2012, at a Meeting of the City Council of the City of Port
Arthur, by the following vote: AYES:
Mayor
Councilmembers
NOES: •
MAYOR
PR16868
ATTEST:
CITY SECRETARY
APPROVED AS 70 FORM:
041.
ITY
APPROVED FOR ADMINISTRATION:
ACTING CITY MANAGER
APPROVED AS TO AVAILABILITY OF FUNDS:
1 JF L' CiG� 0
�) j
DIRECTOR OF FINANCE
ACCOUNT NO. 001 - 1013 - 513.54 -00
PR16868
EXHIBIT "A"
PR16868
HART
i n t e r c i v i cm Hart Services Order Form
Order Date: 1/25/12
[Customer 1 [Hart Person Placing Order 1
Port Arthur, TX Ken Trethewey
[Customer PO Number 1 ,Hart Project Number
Requested Dates:
Item Description Hours /Days Quantity Unit Price Ext. Price Remarks
1 LAT support, predefinition days 1 $1,200.00 $1,200.00
2 Poll Worker Training days 2 $1,200.00 $2,400.00
3 Election Day Support 1 $4,500.00 $4,500.00 with tabulation and
backup services
4 ePB setup and support no charge no charge
services
Total $8,100.00
Billing Address 'Event Address
Sherri Bellard, City Secretary Sherri Bellard, City Secretary
City of Port Arthur City of Port Arthur
444 4th Street, 4th floor 444 4th Street, 4th floor
Port Arthur, TX 77640 Port Arthur, TX 77640
409 - 983 -8115. 409 - 983 -8115
sbellard @portarthur. net
[Special Instructions 1
The City of Port Arthur requests David Patino for the above services.
Hart Management Approval:
7e
Name: Ken Trethewey Title: Sales Rep sentative
Customer Approval:
Name: Title:
Notes:
(Please sign and fax to 512 - 252 -6923 to place this order.