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HomeMy WebLinkAboutAgenda Report - December 2, 1987 (85)CITY COUKIL MEETING DECEMBER 2, 1447 AGREEMENT WITH MARTIN AND CHAPMAN APPROVED Council, on motion of Council Member Reid, Hinchr�an second, authorized the City Clerk to enter into an agreement with CC -18 Martin and Chavinan Company to provide certain election cervices. TO: Vu: THE �-O!TY `T :LC:y FMA, WE CITY MANAGER'S OFFICE SUBACT ::i. L.?I !vi ICA"NON APRIL 12, 1988 GENERAL_ MUNICIPAL. ELECTION - AGREEMFN-r WITH MARTIN AND CHAPMAN TO PROVIDE CERTAIN SERVICES RECOMMENDED ACTION: That the City Council of tie City of Lodi authorize the City Clerk to enter into an. Agreement with the Martin and Chapman, Company for certain services pertaining to the Apr -.1 12, 1988 General Municipal Election. The election supply firm of Martin and Chapman Company has furnished the City of Lodi with an estimate for their company to provide certain services and supplies for the April 12, 1988 General Municipal Eiec.,.ion. This would include providing all forms pertaining to the nomination process, absentee voting, polling places, precinct supplies, the printing, addressing and mailing of sample ballots, the printing of the official ballots, the providing of official canvass sets and other such services as are required by law. Their estimate for these services is approximately $16,500 based on the approximately 21,000 voters registered for the November 3, 1987 election: The Martin, and Chapman, Company is well known, throughout the State of California and is highly regarded for their professional service by cities who contract with them. AMR: jj COUNCO14 TXTA.02D f e^ Alice M. Reimche City Clerk H ARI IN & C HAPMAN C 0. February i7, 1988 Alice M. Reimche, City Clerk 221 w. Pine Street Lod!, CA. 95240 Dear Alice: We are pleased to offer the foil owing proposal for your election to 7�e hell April. 12, 1988. We would first -Like to outline our services offered to the city: 1. Provide a Caieu lar of Fiecticm Events setting out dates and requirements of the Election Code. 2. Provide suggested forms of resolutions and notices required for the election. 3. Provide necessary ballots, supplies and instructions for voting in the preciLct and for absentee voting. 4. Provide Self -Mailer Sample Ballot 6 Voters Pamphlet with candidates statements, measures and absent voter application. 5. Prepare and attach special label, to Self -Mailer pamphlet and arrange for delivery to your post office. 6. Have a qualified person available by telephone or in person at all times to assist the City Clerk should problems arise at any time during the election process. 7. Furnish general guidance throughout the election. As a Southern California companv, we assist over 200 cities, counties and districts with services, supplies and guidance for elections. The supplies required for a "roundhole" ballot card election, the unit prices thereof and the approximate total cost for an election based upon 15 precincts and approximately 21,000 registered voters would be as follows: DATA PROCESSING FORMS PRINTING MINVT''.RESOLU. ION bOOKS BUSINESS CARDS WORD PROCESSING BUSINESS LICENSES SPECIALTY PRINTING LETTERHEAD, STATIONERY MAILING LISTS FILE FOLDERS ANNOUNCEMENTS SPIRAL VELD BINDING CITY OF L;iDI 221 WEST PINE S;'REET LODI, CA 95240-1910 CANDIDATE'S NOMINATION PAPER CANDIDATE'S STATE!iFKT OF QUALIFICATIONS CODE OF FAIR CAMPAIGN PRACTICES / GOVERNMENT CODE 84305 CANDIDATE ELECTION CALENDARS CERTIFICATES OF APPOINT'fEN'T CERTIFICATES OF ELECTION CATHS OF OFFICE APPLICATION FOR ABSENT VOTER BALLOT (WHITE) LATE. APPLICATION & CERTIFICATE FOR ABSE%-r V'07FR BALLOT (YELLOW) NOTICE TO INSPECTOR OF ABSENT VOTERS INSTRUCTION'S FOR ABSENT VOTERS OUTGOING ABSENT VOTER ENVELOPES IDENTIFICATION & RETURN ABSENT VOTER ENVELOPES ABSENT VOTER APPLICATION CORRECTION - IDENTIFICATION - RETURN LNVEILPES PERMANENT ABSENT VOTER / APO -FPO / OUT-OF-STATE LABELS ABSENT VOTER LABELS nITY CLERK LABELS POLLING PLJkCE AND ADDRESS LABELS JET INK INSPECTOR'S DEC'LARAT'ION NOTICE OF APPOINTMENT AS INSPECTOR NOTICE OF APPOIN'rKENT AS ELECTION OFFICER ELECTION OFFICER'S DIGES'i ELECTION OFFICER ENVELOPES / OUTGOING & RETURN INSTRUCTIONS TO INSPECTOR PRECINCT SUPPLY SETS ABSENT VOTER CANVASS SET SAMPLE SET POLLING PLACE LOCATION REPORT SELF-I4AILER SAMPLE BALLOT PAMPHLETS 8 PAGES POST- CARD BACK 11 i. 8 112 INCL CANDIDATES STAT&MENT OFFICIAL BALLOTS 52 HOLE / ONE SIDE, DEMONSTRATION BALLOTS DUPLICATE Bt.LLOTS 25 25 25 25 6 6 6 50 i0 30 700 700 700 5 Wou 21000 1000 21000 15 15 45 60 15 17 15 1 1 1 23000 1.7500 750 100 FEBRUARY 17, 1988 .50 EA .50 EA .50 EA .51 EA 1.00 FA 1.00 EA 1.00, F -A .25 EA .25 EA .25 EA .25 F.A .25 EA .25 EA .35 EA .15 EA 30.00 M .25 F.A .25 EA .25 FA .75 GA 1.00 PREC .25 EA 30.00 SET 12.50 12.50 12.50 12.50 6.00 6.00 6.00 12.50 2.50 7.50 175.00 175.00 175.00 1.75 90.00 630.00 30.00 1240.00 3.75 3.75 11.25 45.00 15.00 4.25 450.00 30.00 30.00 257.50 3915.00 2025.00 37.50 50.00 Cl 177 0F_ "ODI LODI, CA 95240-1910) TEST BALLOTS GRAY / SECRECY ENVELOPES BALLOT COUNTER / MICROS-PRom&vMING CNO OPERATOR) ROSTFR INDEXES STREET INDEXES / FOUR -ET-, ELECTION ?SIGHT SUPPLY t AFFIXING POLLINGPLACE Ail) ADDRESS LABF,LS INK JET DELIVERY OF MAIL TO POST OFFICE DELIVERY OF SUPPLIES TYPE ELECTION OFFICER APPOINTHENT FORIMS SPANISH TRANSLATIONS ELECTION OFFICERS CLASS SAN JOAQUIN COUNTY COMPUTER TAPE FEES GENERAL MUNICIPAL ELECT YOi1-04/12/88 FF.BRUA2Y i.7 8n" 100 50.00 17500 40.00 M 700.00 1 500.00 EA 500.00 2in00 550.00 21000 550.00 1 311.00 EA 30.00 TAXABLE TOTAL 11;'.65.25 6% SALES TAX $ 711. 92 ***Rat*** $ 12577.17 21DOO 525.00 2 200.00 1 100.00 15 5.00 PREC 75.00 1 2030.00 1 100.00 1 76.50 TAPE 76.50 NONTAXABLE TOTAL $ 1273.50 13853.67 The pamphlet cost is based on side-by-side English only statements for up to six candidates. Our starrl. r^ is printed with a costcard Absentee Applic.=tion sim'.-lar to r;:e T.odt-amphlet. Aless expe^s 1ve Damphlet Can be Dr irnted, at vour fecuest. We can 'Carrier Route Sort" your sample bailot mail for lower postage rates and better delivery. Cost for this service is included. We can type all election officer appointment forms at a charge of 85.00 per precinct. We can secure the services of a Spanish translator for your translations. Payment should be made directly to the translator. Inclueed in the cost is an alphabetical listing of each voter of your city with his polling place location listed by his name. This "Polling Place Location Report" is available 10 days before your election and will provide information in order that your staff can answer calls from voters asking where they vote. Flection Code Section 15205 allows the city to use one inspector and two judges in the polling place when using an automated ballot for a savings of approximately $525.00 in election worker salaries. Martin & Chapman Co. has developed a new procedure for handling the increasing number of absentee ballots. This procedure includes supiplying special self -stick name and address labels for each registered voter, as well as labels with the City Clerk's name and address. The envelopes, applications and other materials have also been updated to utilize these labels. This will save considerable clerical time as wei 1 as assist in processing. The cost for the labels is 430.00 per one thousand voters. The City Clerk return address labels are 550.00 per 1000 labels. We will be happy to conduct an election officer training class for your workers. The cost is Si00.00 per class plus travel expenses. in the event that more or less supplies are actually furnished than i^ shown in this letter, tiose supplies will be billed according to the unit price shown fnr each item. i'stimated pamphlet prices are based on number of registered voters and number of pages and may increase or decrease accordingly. In addition to our charges, you should budget for publication of notices, Registrar of Voters charges, postage, election officers salaries and polling place rental. If you have any qu`stions regarding the foregoing, please feel welcome to call at any time to discuss them. F We trust that this meets with your approval and that we may have the pleasure of working with you throughout the election season. Sincerely, MARTIN &� �CHAAPPMAN CO. cL � M. Paul Marshal _.: BIXBY ROAD • LAKEWOOD. CALl-,OFSIA 3Cii2 :68 cn February 17, 1988 R CM L 02 - Alice M. Reimche, City Clerk 221 w. Pine Street Lodi, CA 95240 Dear Alice: We are pleases to offer the following'proposal for your election to be hed April 12, 1988. We would first like to outline our services offered to the city: 1. Provide a Caiendar of Election Events setting out dates and requirements of the Election Code. 2. Provide suggested forms of resolutions and notices required for the erection. 3. Provide necessary ballots, supplies and instructions for voting in the precinct and for absentee voting. 4. Provide Self -Mailer Sample Ballot & Voters Pamphlet with candidates statements, measures and absent voter. application. 5 Prepare and attach special labels to Self -,Mailer pamphlet and arrange for delivery to your post office. 5. Have a qualified person available by telephone or in person at all times to assist the City Clerk should problems arise at any time during the election process. 7. Furnish general guidance throughout the election. As a Southern California company, we assist over 200 cities, counties and districts with services, supplies and guidance for elections. The supplies required for a "roundhole" ballot card election, the unit prices thereof and the approximate total cost for an election based upon 15 precincts and approximately 21,000 registered voters would be as follows: DATA PROCESSING FOFMS PRINTING mINUTE'RESOLUTION BOOBS BUSINESS CARDS WORD PROCESSING BUSINESS LICENSES SPECIALTY PRINTING LETTERHEAD: STATIONERY MAILING LISTS FILE FOLDERS ANNOUNCEMENTS SPIRAL;VELD BINDING - CITY OF LODI 221 WEST PINE STREET LODI, CA 95240-1910 FEBRUARY 17, 1988 CANDIDATE'S NOMINATION PAPER 25 .50 EA 12.50 CA'N'DIDATE' S STATEMENT OF QUALIFICATIONS 25 .50 EA "12.50 CODE OF FAIR C_kMPAIGN PRACTICES ! 25 .50 EA i2. 50 GO `ERR MENT CODE 84305 C A,N'DIDATE ELECTION CAi.ENDARS 25 .50 EA i2.50 CERTIFICATES OF APPOINTMENT 6 1.00 EA 6.00 CERTIFICATES OF ELECTION 6 1.00 EA 6.00 OATHS OF OFFICE 6 1.00 EA 6.0^ APPLICATION FOR ABSENT VOTER BALUJT (WPIT_E) 50 .25 EA 12.50 LATE APPLICATION & CERTIFICATE FOR ABSENT VOTER 10 .25 E.A. 2.50 BALLOT (YELLOW) NOTICE TO INSPECTOR OF ABSENT VOTERS 30 .25 EA 7.50 INSTRUCTIONS FOR ABSENT VOTERS 700 .25 EA 175.00 OUTGOING ABSENT VOTER ENVELOPES 700 .25 EA 175.00 IDENTIFICATION & RETURN ABSLNT VOTER E4VEIOPES 700 .25 EA 175.00 ABSENT VOTER APPLICATION CORRECTION - 5 .35 EA 1.75 IDENTIFICATION - RETURN F_NVEIOPES PERMANENT ABSENT VOTER / APO -FPO / 600 .15 EA 90.60 OUT-OF-STATE LABELS ABSENT VOTER LABELS 21000 30.00 M 630.00 CITY CLERK LABELS 1000 30.00 POLLING PLACE AND ADDRESS LABELS JET INR21000 1240.00 iNSPECTOR'S DECLARATION 15 .25 EA 3.75 NOTICE OF APPOINTMENT AS INSPECTOR 15 .25 EA 3.75 NOTICE OF APPOINTMENT AS ELECTION OFFICER 45 .25 EA 11.25 ELECTION OFFICER'S DIGEST 60 .75 EA 45.00 ELECTION OFFICER ENVELOPES / OUTGOING & RETURN 15 1.00 PREC 15.00 INSTRUCTIONS TO INSPECTOR 17 .25 EA 4.25 PRECINCT SUPPLY SETS 15 30.00 SET 450,00 ABSENT VOTER CANVASS SET 1 30.00 SAMPLE SET 1 30.00 SET 30.00 POLLING PLACE LOCATION REPORT 1 257.50 SELF -MAILER. SAMPLE BALLOT PAMPHLETS 8 PAGES POST- 23000 3915.00 CARD BACK 11 X 8 1/2 INCL CANDIDATES STATEMENT OFFICIAL BALLOTS 17500 2025.00 52 HOLE / ONE SIDE DEMONSTRATION BALLOTS 750 37.50 DUPLICATE BALLOTS 100 50.00 CITY OF LODI 221 WEST PINE STREET LODI, CA 95240-1910 TEST BALLOTS GRAY / SECRECY ENVELOPES BALLOT COUNTER / MICROS-PROGRA-MMING (N0 OPERATOR) ROSTI Z 1.NDEXES S TR FET WDEXES / FOUR SETS ELECTION NIGHT SUPPLY BOX AFFIXING POLLING PLACE AND ADDRESS LABELS CNK JET DELIVERY OF MAIL TO POST OFFICE DELIVERY OF SUPPLIES TYPE ELECTION OFFICER APPOI14TMENT FORMS SPANISH TRANSLATIONS ELECTION OFFICERS CLASS SA.N JOAOUIN COUNTY COMi"JTFP TAPE FEES GENERAL MUNICIPAL ELECTION -04112188 FEBRUARY 17, 1988 i0O 50.00 17500 40.00 M 700.00 1 500.00 EA 500.00 21000 550.00 21000 550.00 1 30.00 EA 30.00 TAXP.BLE TOTAL $ 11865.25 6% SALES TAX 711.92 $ 12577.17 21000 525.00 2 200.00 1 100.00 15 5.00 PREC 75.00 1 200.00 i 100.00 1 76.50 TAPE 76.50 NONTAXABLE TOTAL $ 1276.50 $ 13853.67 .Iaet C s s.s based cm... S:._.-"'--5 e -i .^, i ish on iy S .t:_'^rT: ts _.r l2? t!.. ,iY caT, idates. _U S. :lr_ar., -'am- et is p_inte,1 4.th a Postc_ar%1 ibse??t'�.. .p • ,1 tr} :i�T1�1.�1 to the I�di pamphlet. Aless expensa.-.-e pamphlet can be printed z- your request. We can "Carrier Route Sort" your sample ballot mail for lower postage rates and better delivery. Cost for this service_ is included. We can type all election officer appointment forms at a charge of $5.00 per precinct. We can secure the services of a Spanish translator for your translations. Pav-,nent should be made directly to the translator. IncluAed in the cost is an alphabetical listing of each voter of your, city with his polling place location listed by his name. This "Polling Place Incation Report" is available 10 days before your electioT, and will provide information in order that your staff can answer calls from voters asking, where t-hev vote. Eie:'tion Code Section 15205 aiiows the city to use nae inspector, and two Z udges in the polling place when using an automated ballot for a savings of approximately 1525.00 in election worker salaries. Martin & Chapman Co. has developed a new procedure for handling the increasing number of absentee ballots. This proced-re includes supiplying special sr-if—stick name and address labels for each registered voter as well as labels with the City Clerk's name and address. The envelopes, applications and other materials have also been updated to utilize these labels. This will save considerable clerical time as well as assist in processing. The cost for the label -s is $30.00 per one thousand voters. The City Clerk return address ...a_bels are X50.00 per 1000 labels. We will. be happy to conduct an election officer training class for your workers. The cost is $100.00 per class plus travel expenses. In the event that more or less supplies are actually furnished than is shown in this letter, those supplies will be billed according to the unit price shown for each item. Estimated pamphlet prices are based on number of registered voters and number of pages and may increase or decrease accordingly. In addition to our charges, you should budget for publication of notices, Registrar of Voters charges, postage, election officers salaries and polling place rental. If you have any questions regarding the foregoing, please feel welcome to call at any time to discuss them. We trust that this meets with your approval and that we may have the pleasure of working with you throughout the election season. Sincerely, MARTIN & CHAF4AN CO. M. Paul Marshal