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Home My WebLink About0003_3_Election Consultant - Exhibit B Scope-EstimateMartin & Chapman Co. 1951 Wright Circle * Anaheim, California 92806 * 714/939-9866 * Fax 714/939-9870 CITY OF LAKE ELSINORE OFFICE OF THE CITY CLERK 130 S MAIN ST Estimate based on LAKE ELSINORE, CA 92530-4109 Total Active Voters 24269 PVBM Voters 14653 GENERAL MUNICIPAL ELECTION TBD Quantity Description Unit Price Total Subtotals PRE-ELECTION SUPPLIES $0.00 1 Calendar of Events NC NC 1 Election Handbook w/Resolutions, Forms, Notices, Manual NC NC 1 Election Night Procedures Manual NC NC PROCESSING OF COUNTY VOTER FILES RECEIVED $615.00 1 E - 54 Day County Voter File $205.00 $205.00 1 E - 29 Day County Voter File $205.00 $205.00 1 E - 14 Day County Voter File $205.00 $205.00 MILITARY AND OVERSEAS VOTER SUPPLIES $224.50 1 Process Military and Overseas Voters $75.00 $75.00 1 Extract emails, gather and attach forms and ballots to email $75.00 $75.00 1 Ballot Groups $25.00 $25.00 33 Military & Overseas Voters & Supplies $1.50 $49.50 PERMANENT VOTE-BY-MAIL VOTER LABELS $3,770.00 14653 Generate 54 Day PVBM / VBM Voter Labels (54 day voters) 26.00+0.25 $3,689.25 76 Generate 29 Day PVBM / VBM Voter Labels (29 day voters) 26.00+0.25 $45.00 39 Generate 14 Day PVBM / VBM Voter Labels (14 day voters) 26.00+0.25 $35.75 VOTE-BY-MAIL BALLOT SUPPLIES $20,011.35 25 Provisional Ballot Envelopes $0.35 $8.75 18800 Instructions for Voters - 8.5 x 11 - ES $25.00 ea +0.25 $4,725.00 18800 Gray/Secrecy Envelopes $0.072 $1,353.60 18800 Outgoing Envelopes - #600 w/ and w/o indicia $100.00+0.34 ea $6,492.00 15000 PVBM ID/Return Envelopes - #575 - Yellow $50.00+0.39 ea $5,900.00 3800 VBM ID/Return Envelopes - #575 - Yellow $50.00+0.39 ea $1,532.00 BOXES, LABELS FOR VBM SUPPLIES $131.00 10 Voted Ballot Boxes for VBM Ballots-regular size $3.10 $31.00 20 Voted Ballot Boxes for VBM Ballots-1/2 size $3.50 $70.00 30 Labels for VBM Voted Ballot Boxes $0.50 $15.00 30 Seals for VBM Voted Ballot Boxes $0.50 $15.00 VBM TRACKING SYSTEM $1,927.79 30794 Vote by Mail Tracking System / Active and Inactive Voters $1,927.79 PRECINCT SUPPLIES $4,437.16 10 Precinct Supply Sets (incl. " I Voted Stickers " & Opto-Mark Pens)$133.00 $1,330.00 1 Sample Set $133.00 $133.00 1 Vote by Mail Canvass Set $45.00 $45.00 20 Kiosks - 1 for Inside & 1 for Outside each Polling Place $40.00 $800.00 1232 Roster pages / Active & Inactive Voters voters 30,794 $1,066.25 4400 Street Index pages / Active & Inactive Voters / 3/precinct +1 for city clerk $951.91 10 Election Officer / Inspector's Guidelines & Checklists $3.10 $31.00 DECEMBER 6, 2016 Lake Elsinore 2016_Estimate / Invoice 1 Quantity Description Unit Price Total Subtotals 10 Ballot Boxes - Cardboard $8.00 $80.00 REPORTS $638.30 54 DAYS BEFORE 1 Voter Identification Report - (54 day reports) voters 30,336 $317.86 29 DAYS BEFORE 1 Polling Place Location Report - (29 day reports) voters 30,640 $320.44 SAMPLE BALLOTS / VOTER INFORMATION PAMPHLETS $15,700.00 25800 Sample Ballot Pamphlets / 18 of 18 pages / ENGLISH 0 $15,700.00 SAMPLE BALLOTS/VOTER INFORMATION PAMPHLETS/FOREIGN LANGUAGE FACSIMILES $5,242.50 Spanish Facsimiles 18 Spanish Sample Ballot Page Setups / page $150.00 $2,700.00 500 Books for voter requests on county file $2,250.00 65 Books for Precinct Kits+Sample Kit+City Clerk copies $292.50 SAMPLE BALLOTS / VOTER INFORMATION PAMPHLETS / MAILING LABELS $1,783.43 1 NCOA (National Change of Address) Set-up charge $75.00 $75.00 24,269 NCOA Processing for Change of Address $0.004 $97.08 1 Mail Manager Automated Sort & Palletization $200.00 $200.00 24,269 Generate Voter Address Labels / 54 day labels $1,338.45 304 Generate Voter Address Labels / 29 day labels $40.20 154 Generate Voter Address Labels / 15 day labels $32.70 OFFICIAL BALLOTS AND SUPPLIES $6,954.40 1 Official Ballots - Typeset Ballot / per side / English & Spanish $309.00 $309.00 18800 Official Ballots / Vote by Mail $0.24 $4,512.00 7300 Official Ballots / Precincts $0.24 $1,752.00 600 Official Ballots / Test-Duplicates $0.24 $144.00 26700 Total Official Ballots 1 Test / Duplicate Overprint / each Card $25.00 $25.00 5900 Gray Secrecy Envelopes - Rental $0.036 $212.40 BALLOT COUNTING / ELECTION NIGHT SUPPLIES $5,975.00 1 Election Night Supply Kit $35.00 $35.00 40 Counted Ballot Seals / 3 per precinct + 10 extras $1.00 $40.00 1 Ballot Counter Rental / incl. 2 Operators / Card 1-side 1 $5,000.00 $5,000.00 10 Add'l Programing to count VBM's/Provisionals by precinct $20.00 $200.00 1 Add'l Tally of Late VBM's & Provisional Ballots $700.00 $700.00 SUBTOTAL __________ _______________ Subtotal / Taxable Items $67,410.43 $67,410.43 Sales Tax 0.0800 $5,392.83 $5,392.83 _____________ _____________ $72,803.26 $72,803.26 MISCELLANEOUS SERVICES $1,125.00 1 Election Officer Class $600.00 $600.00 Mileage to Election Officer Class $25.00 20 Rental of Voting Booths - Regular $15.00 $300.00 10 Rental of Voting Booths - Disabled $15.00 $150.00 1 Repair/maintenance/re-wrapping of Voting Booths / hour $25.00 $25.00 1 Repair/maintenance/re-wrapping of Kiosks / hour $25.00 $25.00 TRANSLATIONS $8,175.00 1 Department of Justice compliance requirements - Annual revision/editing of new and current materials for Notices, Sample Ballot pages, VBM Materials, and Precinct Supplies into all languages - bi-annual charge per city $300.00 $300.00 Spanish Translations 1 Ballot(s)/Designations (& Measure Question(s) if applicable)$150.00 $150.00 13 Measure Text (ONLY INCLUDES 13 PAGES, NO ATTACHMENTS)$500.00 $6,500.00 Facsimiles are complete Sample Ballots, quantity includes 5 for each Precinct Kit+Sample Set+ for City Clerk Lake Elsinore 2016_Estimate / Invoice 2 Quantity Description Unit Price Total Subtotals 1 Analyses $375.00 $375.00 2 Arguments $225.00 $450.00 2 Rebuttals $200.00 $400.00 MAILING SERVICES / SAMPLE BALLOTS $2,025.49 1 54 Day File transfer to mailer, address machine setup $350.00 $350.00 1 Ballot Group setups $30.00 $30.00 24,269 Affixing Address Labels $0.039 $946.49 1 Postal documentation $70.00 $70.00 1 29 Day File transfer to mailer, address machine setup $250.00 $250.00 1 Ballot Group setups $25.00 $25.00 304 Affixing Address Labels $0.50 $152.00 1 15 Day File transfer to mailer, address machine setup $100.00 $100.00 1 Ballot Group setups $25.00 $25.00 154 Affixing Address Labels $0.50 $77.00 POSTAGE ACTIVITY / SAMPLE BALLOTS $114.50 304 Affix Meter Tape 1st class Postage to Pamphlets-29 day $0.25 $76.00 154 Affix Meter Tape 1st class Postage to Postcards-15 day $0.25 $38.50 MAILING SERVICES / VOTE-BY-MAIL BALLOTS $7,961.77 1 Track 'N Trace / tracking for VBM Ballots / Setup $150.00 $150.00 14653 Track 'N Trace / ea $0.005 $73.27 1 Intelligent Mail Barcode Full Service Preparation Fee $200.00 $200.00 PVBM's / 54 DAY VOTERS 14653 Addressing PVBM Envelopes / 54 days $0.25 $3,663.25 1 Ballot Group setups $10.00 $10.00 14653 Insert PVBM's/54 day only/4 Items (envelope, ballot, instructions, secrecy)$3,715.25 1 Mail preparation, Postal Documentation $150.00 $150.00 CITY CLERK'S VBM'S FOR ISSUING $1,002.00 3800 Insert VBM's/4 Items (envelope, ballot, instructions, secrecy)$1,002.00 PVBM's / 29 AND 15 DAY VOTERS $28.75 115 Addressing PVBM labels (or Envelopes) / 29 + 15 days $0.25 $28.75 DELIVERY SERVICES $2,950.00 1 Deliver Sample Ballots to Post Office / 54 days $700.00 $700.00 2 Deliver Sample Ballots to Post Office / 29 days & 15 days $75.00 $150.00 1 Deliver PVBM Ballots to Post Office $700.00 $700.00 1 Deliver Precinct Supplies to City $700.00 $700.00 1 Pickup Precinct Supplies after election from City $700.00 $700.00 _____________ _____________ Total Nontaxable Items $23,382.51 $23,382.51 __________________________ TOTAL OF THIS ELECTION $96,185.77 $96,185.77 2017 Implementaton Surcharge 15% $14,427.87 $14,427.87 __________________________________ $110,613.64 $110,613.64 POSTAGE RECONCILIATION / SAMPLE BALLOTS $7,511.63 24147 Standard Rate Postage - 1st mailing-54 day file $7,002.63 122 1st Class Postage - 1st mailing -Out of State $132.98 304 1st Class Postage - 2nd mailing-29 day file $331.36 154 1st Class Postage - 3rd mailing-15 day file / Postcards $44.66 Total Postage Used $7,511.63 Additional Postage Due (Credit for unused postage) $7,511.63 $7,511.63 POSTAGE RECONCILIATION / PERMANENT VOTE BY MAIL BALLOTS $3,809.78 @ .29 @ 1.09 @ 1.09 @ .29 invoice continues red amounts are estimates, Lake Elsinore 2016_Estimate / Invoice 3 Quantity Description Unit Price Total Subtotals 14653 PVBM ballots $3,809.78 Total Postage Used $3,809.78 Additional Postage Due (Credit for unused postage) $3,809.78 $3,809.78 _____________ _____________ TOTAL OF POSTAGE DUE (OR CREDIT TO CITY) $11,321.41 $11,321.41 _____________ _____________ ESTIMATE FOR 2017 SPECIAL ELECTION $121,935.05 $121,935.05 @ .26 Lake Elsinore 2016_Estimate / Invoice 4 A-1 EXHIBIT "A" SCOPE OF SERVICES Contractor shall render the following services in connection with the City of Lake Elsinore’s Special Municipal Election to be held on Tuesday, May 2, 2017: a. The Contractor shall furnish to the City the election services and supplies which shall include, but not be restricted to the following: • Pre-election supplies - Instruction and procedures manuals • Calendar of Events / Target Dates • Nomination supplies • Vote by M ail ballot supplies • Precinct supplies • Reports – voter registration and polling places • Vote by Mail tracking system • Mailing Labels for Permanent Vote by Mail ballots and Sample Ballots • Sample Ballots/Voter information pamphlets • Official Ballots, including test/duplicate ballots and privacy sleeves • Ballot counting services/election night supplies/operators • Foreign language translation services • Insert and mail Permanent Vote by Mail ballots (optional) • Mailing services – for Sample Ballots • Delivery services b. Contractor shall be "on call" by telephone. This means that Contractor shall be available at any time during regular business hours to the Contract Officer, or his/her designee, prior to and during the election, and until the completion of the official canvass of the election, and during the same period to, upon request, appear in person and work in cooperation with the Contract Officer, or his/her designee, upon any election task or problems which may arise. c. Contractor shall furnish additional working forms, outlines, check lists and schedules which will aid the Contract Officer, or his/her designee, in keeping track of procedural details of the election. Such documents shall include, but are not limited to, forms, outlines, check lists and schedules identified in Contractor's "Election Handbook", "Order Form for Cities Conducting Own Election", and "City Information Fact Sheet Regarding Your Upcoming Election". d. Contractor shall prepare and mail the Voter Information Pamphlets to all eligible voters in the city no later than 21 days prior to the election. e. Contractor shall secure the services of qualified foreign language translators to ensure that all relevant election materials comply with the federal Voting Rights Act and state election laws. EXHIBIT "A" 276/099999-3000/2160597.4 m06/26/97 f. Contractor shall otherwise provide such special and unique services, in close cooperation with the Contract Officer, or his/her designee, as may be necessary for the successful conduct of the election. B-1 EXHIBIT "B" SCHEDULE OF COMPENSATION 1. Compensation for supplies provided and services rendered pursuant to the terms of this contract shall not exceed $134,000.00 (the estimate amount plus 10% for unexpected expenses). 2. Payment will be made in four installments by the City: The first installment shall be for the postage amounts to mail out the sample ballots. The second installment shall be for the postage amounts to mail out the permanent vote by mail ballot packages. The third installment shall be to compensate Contractor for the candidate statement portion of the sample ballot pamphlet. The fourth installment shall be to compensate Contractor for all other services rendered by Contractor upon completion of the election. 3. In the event that more or less supplies are actually furnished than is shown in this Agreement, the varied amount of such supplies will be billed accordingly. Estimated pamphlet prices are based on the number of registered voters and the election materials will be provided to voters in English and Spanish, and the City therefore understands that the number of pages may increase or decrease and the costs of such will increase or decrease accordingly.