CONTRACT 5438 Professional Services Agreement CLOSED Agreement No. 5438
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
MARTIN & CHAPMAN CO.
This AGREEMENT is entered into this 29th day of November 2017, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and Martin &
Chapman Co., a("CONSULTANT").
1. CONSIDERATION..
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed Fifty three thousand dollars ($61,000.00) for CONSULTANT's services
and a sum not to exceed Five thousand six hundred sixty two dollars ($ 5,600.00)
for postage. CITY may modify this amount as set forth below. Unless otherwise
specified by written amendment to this Agreement, CITY will pay this sum as
specified in the attached Exhibit "C," and "D," which is incorporated by
reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit"C," and"D,"
which is incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY (all as set forth in Exhibit"C).
5. NON-APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ("Manager") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ("Additional
Work") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $ 1,196.91 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon 'any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
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8. TERM. The term of this Agreement will be from November 29, 2017, to September 30,
2018. Unless otherwise determined by written amendment between the parties, this Agreement
will terminate in the following instances:
A, Completion of the work specified in Exhibit "A"; and"C,"
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours (48
hours), in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. The Manager will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below:
A. Exhibit A: Scope of Work;
B. Exhibit B: Budget; and
C. Exhibit C: Proposal for Services.
12. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
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14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section I(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
17. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
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18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, employees and
representatives from and against any and all suits, actions, or claims,
of any character whatever, brought for, or on account of, any injuries
or damages sustained by any person or property resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement,
except for such loss or damage arising from CITY's sole negligence or
willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance, except for
such loss or damage arising from CITY's sole negligence or willful
misconduct. Should CITY be named in any suit, or should any claim
be brought against it by suit or otherwise, whether the same be
groundless or not, arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in settlement or
otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents,representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
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20. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
the most recent ISO-CGL Form. The amount of insurance set forth above will be
a combined single limit per occurrence for bodily injury, personal injury, and
property damage for the policy coverage. Liability policies will be endorsed to
name CITY, its officials, and employees as "additional insureds" under said
insurance coverage and to state that such insurance will be deemed "primary"
such that any other insurance that may be carried by CITY will be excess thereto.
Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims made,"basis
and will not be cancelable or subject to reduction except upon thirty (30) days
prior written notice to CITY.
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Agreement No. 5438
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D, Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 01 06 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of"A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 16.
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
26. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT: If to CITY:
Martin& Chapman Co City of El Segundo
1951 Wright Circle 350 Main Street
Anaheim, CA 92806 El Segundo, CA 90245
Attention: Scott Martin Attention: Mona F. Shilling
714-939-9866, ext. 216 310-524-2307
scott@martinchapman.com mshilling@elsegundo.org
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Agreement No. 5438
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are three (3) Attachments to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee,may execute any such amendment on behalf of CITY.
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Agreement No. 5438
36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
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Agreement No. 5438
IN WTIMS WHEMF the parttes hereto have executed this c wt and the day amd year
ftt hereinabove written.
0 ELSEGUNDO MAS IN cil O.
M.
Crab carpontaf So
City Manmw
Taxpayer ID No.
ATTEST:
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APPROVED AS TO FORM:
Ey:
J*Q S161PIY-AE
Rik D.Hessley,
Asdas t City Attomey µ
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Agreement No. 5438
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
CITY OF EL SEGUNDO MA IN CN IFMA ;O,
Greg Carpenter, Scot artiin _._.
City Manager
Taxpayer ID No. �?SX.C-1//
ZZs—
ATTEST:
Tracy Weaver, �.. ...
City Clerk
APPROVED AS TO FORM:
Ey
for
—6_
Mark D.Hensley,
Assistant City Attorney
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Agreement No. 5438
EXHIBIT "A"
SCOPE OF SERVICES
Contractor shall render the following services in connection with the City of El Segundo's General
Municipal Election to be held on Tuesday, April 10, 2018:
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 Mail 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.
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Agreement No. 5438
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.
EXHIBIT "A"
276/099999-30 00/2160597.4 m06/26l97
Agreement No. 5438
EXHIBIT "B"
SCHEDULE OF COMPENSATION
1. Compensation for supplies provided and services rendered pursuant to the terms of this contract
shall not exceed$59,803.09 for services and$5,165.72 for postage.
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.
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Agreement No. 5438
EXHIBIT C
Martin & Chapman Co.
1951 Wright Circle*Anaheim,California 92806*714/939-9866*Fax 7141939-9870
nlllll I I uuuummlll IIIIII�IIIII II II@I@I@I@IIIIIIIIIIII I�IiyiIVUW ��!, �W,;;, uum uuuuuuuum uuuuuuuuuuuuuuuuuuum i
CITY OF EL SEGUNDO 11/30/17
OFFICE OF THE CITY CLERK
EL SEGUNDO, CA 90245-3813 Estimate based on:
Total Active Voters 11,562
PVBM Voters 5,112
Includes Costs of 4 Candidates Statements+ 1 Measure in ES
GENERAL MUNICIPAL ELECTION
April 10, 2018
I Quantity Description Unit Price Total
1 PRE-ELECTION SUPPLIES/STANDALONE CITIES, INCLUDES . . .
Election Handbook w/Resolutions, Forms, Notices, Manual NC
1 Calendar of Events NC
1 Elections Code of California NC
Election Night Procedures Manual NC
120 DAY VOTER ID REPORT
1� fDay
I Setup/120 DayVoter oIdentification
ReRort rt $ 0.0102 $ 147.42
14453 JVoters
....... p 192.00 $...
192.00
NOMINATION SUPPLIES
1 Electronic Nomination Documents $ 60.00 $ 60.00
20 Nomination Papers $ 0.90 $ .18.00
15 Supplemental Nomination Papers $ 0.90 $ 13.50
$ 0.90 $ 18.00
20 Candidate's Election Calendars
MILITARY AND OVERSEAS VOTER SUPPLIES
Process Military and Overseas Voters $ 90.00 $ 90.00
1 Extract emails, gather and attach forms and ballots to email $ 90.00 $ 90.00
1 Ballot Groups $ 30.00 $ 30.00
80 Military&Overseas Voters&Supplies $ 1.80 $ 144.00
_PERMANENT VOTE-BY-MAIL VOTER LABELS
51121 54 Day PVBM/VBM Voter Labels $ 0.30 $ 1,533 60
161 29 Day
y els $ 310.20 $ 31.20
V y Setup/Generate 54 Da PVBM /(BM Voter Labels
PVBM/VBM Voter Labels 29 da voters 0 $ 48.30
1 Setup/GenerateVoter els $ 31
88 Y ( Y voter $ 0.30 $ 26.40
VBM/VBM
Y Labels 14 da
14 Day VBM VoteP
1 Setup/Generate 14 Day PVBM/VBM Voter Labels $ 31.20 $ 31.20
VOTE-BY-MAIL BALLOT SUPPLIES
25 conal Ballot Envelopes $ 0,32 $ 10.50
r Voters-8 5 x 11 - E, ES $ 0 0
� 6900 Instructions ' $ 2,070.00
2 Setup for Instructions for Voters-8.5 x 11 - E, ES $ 30.00 $ 60.00
6900 Gray/Secrecy Envelopes $ 0.09 $ 621.00
6900 Outgoing Envelopes-#600/E $ 0.41 $ 2,829.00
1 Setup for Outgoing Envelopes with Indicia $ 60.00 $ 60.00
1 Setup for Outgoing Envelopes without Indicia $ 60.00 $ 60.00
EI Segundo-April 2018 Estimate/Invoice 1
EXHIBIT C Agreement No. 5438
Quantity ! Description Unit Price Total
50 Outgoing Envelopes-#600/E?? $ 0.41 $ 20.50
1 Setup for Outgoing Envelopes without Indicia $ 60.00 $ 60.00
5500 PVBM ID/Return Envelopes-#575-Yellow /E $ 0.47 $ 2,585.00
1 Setup for PVBM Return Envelopes $ 60.00 $ 60.00
25 PVBM ID/Return Envelopes-#575-Yellow /ES $ 0.47 $ 11.75
1 Setup for PVBM Return Envelopes $ 60.00 $ 60.00
1400 VBM ID/Return Envelopes-#575-Yellow/E $ 0.47 $ 658.00
1 Setup for VBM Return Envelopes $ 60.00 $ 60.00
25 VBM ID/Return Envelopes-#575-Yellow/ES $ 0.47 $ 11.75
1 Setup for VBM Return Envelopes $ 60.00 $ 60.00
VOTED BALLOT BOXES AND LABELS FOR VBM SUPPLIES
6 (Voted Ballot Boxes for VBM Ballots-1/2 size $ 4.20 $ 25.20
6 Labels for VBM Voted Ballot Boxes $ 0.60 $ 3.60
6� Seals for VBM Voted Ballot Boxes
$ 0.60 $ 3.60
VBM TRACKING SYSTEM
15
1 Setup forVBM Tracking /ram Active and Inactive Voters $ 1,020
051 Vo P 9 9 000..$ 632.14
$ 1,020.00
PRECINCT SUPPLIES
3 Precinct Supply Sets(incl."I Voted Stickers"&Opto-Mark Pens) $ 159.60 $ 478.80
1 Sample Set , $ 159.60 $ 159.60
1 Vote by Mail Canvass Set $ 54.00 $ 54.00
6 Kiosks- 1 for Inside& 1 for Outside each Polling Place $ 48.00 $ 288.00
3 Add'I"Unvoted Ballots"White Boxes for precincts>1300 voters $ 3.72 $ 11.16
3 Add'I White Box Seals $ 0.30 $ 0.90
587 Roster pages/Active& Inactive Voters voters $ 641.01
700 Street Index pages/Active& Inactive Voters/3/precinct+1 for city clerk $ 437.42
5 Election Officer/Inspector's Guidelines&Checklists $ 3.72 $ 18.60
20 Election Officer Digests/8.5 x 11 /70 pages $ 4.64 $ 92.80
REPORTS
54 DAYS BEFORE
14453 JVoter Identification Report- (54 day reports) voters
$ ' 0.0102 $ 147.42
1 Setup for 54 Day Voter Identification Report $ 72.00 $ 72.00
14453 Polling Place Location Report- (54 day reports) voters $ 0.0102 $ 147.42
1 Setup for 54 Day Polling Place Location Report $ 72.00 $ 72.00
29 DAYS BEFORE
14598 Voter Identification Report-(29 day reports) voters $ 0.0102 $ 148.90
1 Setup for 54 Day Voter Identification Report $ 72.00 $ 72.00
14598 Polling Place Location Report- (29 day reports) voters $ 0.0102 $ 148.90
1 Setup for 54 Day Polling Place Location Report $ 72.00 $ 72.00
VOTERNOFO i Moter Information Guides I
des/14 of 14es a / $ 0.46 $ 6
,026.00
14 ( Each page with text p g $ 100.00 $ 1,400.00
1 Setup $ 5,016.00 $ 5,016.00
INFORMATIONVOTER GUIDES/FOREIGN LANGUAGE FACSIMILES
Facsimiles are cornplete Voter Information Guides,quanNy includes 5 for each Precinct lit+Sampla Set+for City Clerk
�Spanish Facsimiles
14 Spanish Voter Information Guide Page Setups/page $ 180.00 $ 2,520.00
40 Books for voter requests on county file $ 168.00
25 Books for Precinct Kits+Sample Kit+City Clerk copies $ 105.00
EI Segundo-April 2018 Estimate/Invoice 2
Agreement No. 5438
EXHIBIT C
Quantity ( Description Unit Price Total
SAMPLE BALLOTS/VOTER INFORMATION PAMPHLETS/MAILING LABELS
1 NCOA(National Change of Address) Set-up charge $ 90.00 $ 90.00
11,562 NCOA Processing for Change of Address $ 0.005 $ 57.81
1 Mail Manager Automated Sort& Palletization $ 240.00 $ 240.00
11,562 Generate Voter Address Labels/54 day labels $ 0.06 $ 693.72
Ballot Types $ 30.00 $ 30.00
3 No. of Precincts $ 12.00 $ 36.00
40 Generate Foreign Language Voter Labels (54 day voters only) $ 0.30 $ 12.00
1 Ballot Types for Foreign Language Voter Labels $ 31.20 $ 31.20
44Generate Ve2a29 day labels � $ 0.06 $ 26.70
1 Ballot TyPs for 9 days
$ 30.00 $ 30.00
153 Generate Voter Address Labels/15 day labels $ 0.06 $ 9.18
1 Ballot Types for 15 day labels $ 30.00 $ 30.00
OFFICIAL 'ALLOTS AND SUPPLIES
1 Official Ballots-Typeset Ballot/per side/English only $ 186.00 $ 186.00
6900 Official Ballots/ Vote by Mail $ 0.29 $ 2,001.00
4900 Official Ballots/ Precincts $ 0.29 $ 1,421.00
600 Official Ballots/ Test-Duplicates $ 0.29 $ 174.00
12400 Total Official Ballots
Test/Duplicate Overprint/each Card $ 30.00 $ 30.00
4000 Gray Secrecy Envelopes- Rental $ 0.05 $ 200.00
OFFICIAL 3ALLOTS/FOREIGN LANGUAGE FACSIMILES
OFFICIAL BALLOT FACSIMILES/TYPESETTING
1 I Spanish Facsimile of Official Ballot(typesetting per side) $ 37 $ 37
1.00
.. . ..1.00
OFFICIAL BALLOT FACSIMILE INSERTS FOR VOTE-BY-MAIL BALLOTS
8.5x11 $ 0.12 $
/ Each Language)a Set-up Charge 120.00
50 . ( 9 9 ) P 9 $ 120.00 $
Spanish Facsimile Inserts of Official Ballot 6.00
LAMINATED OFFICIAL BALLOT FACSIMILES FOR PRECINCTS
1Spanish Facsimile of Official Ballot-laminated $ 1.2
8 .5 x 11 /Laminating Set-up
Charge/Each Language $ 1200 $ 120.00
0 $ 30.00
BALLOT ON NIGHT SUPPLIES
COUNTING/ELECTION .........
NightSupply $ 42.00 $ 42.00
Kit
19 Counted Balot Seals Is/3� er precinct+ 10 extras $ 1.20 $ 22.80
... P
1 Ballot Counter Programming (City Owned)/Card 1-side 1 $ 2,220.00 $ 2,220.00
3 Add'I Programing to count VBM's/Provisionals by precinct $ 24.00 $ 72.00
2 Ballot Counter Operator(s) $ 780.00 $ 1,560.00
1 Add'I Tally of Late VBM's& Provisional Ballots $ 744.00 $ 744.00
SUBTOTAL
Subtotal/Taxable Items $ 42,391.20
Sales Tax 0.0925 $ 3,921.19
$ ... 46,312.39
PROCESSING OF COUNTY VOTER FILES RECEIVED
11 E- 120 Da Count Voter File for 120 Da
Day y y Reports $ 198.00 $ 198.00
1 E-54 Day County Voter File for 1st Mailings $ 246.00 $ 246.00
1 E-29 Day County Voter File for 2nd Mailings $ 246.00 $ 246.00
1 E 14 Day County Voter File for 3rd Mailings $ 246.00 $ 246.00
EI Segundo-April 2018 Estimate/Invoice 3
EXHIBIT C Agreement No. 5438
Quantity Description Unit Price Total
MISCELLANEOUS SERVICES
1 Repair/maintenance/re-wrapping of Voting Booths/hour $ 30.00 $ 30.00
1 Repair/maintenance/re-wrapping of Kiosks/hour $ 30.00 $ 30.00
TRANSLA"IONS
Department of Justice compliance requirements-
1 ,Annual revision/editing of new and current materials for Notices, $ 240.00 $ 240.00
Voter Information Guide pages, VBM Materials,and Precinct
Supplies into all languages -bi-annual charge per city
Spanish Translations
1 Ballot(s)/Designations &Measure Question(s)i applicable) $150.00 $ 150.00
( ....� ) f a licable
4 Candidates Statements $175.00 $ 700.00
1 Analyses $375.00 $ 375.00
2 Arguments $225.00 $ 450.00
2 Rebuttals $200.00 $ 400.00
MAILING SERVICES/SAMPLE BALLOTS
1 54 Day File transfer to mailer, address machine setup $ 420.00 $ 420.00
1 Ballot Group setups $ 36.00 $ 36.00
11,562 Affixing Address Labels/ <20,000 /Flat Fee $ 900.00 $ 900.00
1 Postal documentation(s) $ 84.00 $ 84.00
40 Addressing Foreign Language Sample Ballots $ 0.60 $ 24.00
2 Setup for each language/for each Ballot Group $ 30.00 $ 60.00
1 29 Day File transfer to mailer, address machine setup $ 300.00 $ 300.00
1 Ballot Group setups $ 30.00 $ 30.00
445 Affixing Address Labels $ 0.60 $ 267.00
1 15 Day File transfer to mailer, address machine setup $ 120.00 $ 120.00
1 Ballot Group setups $ 30.00 $ 30.00
153 Affixing Address Labels $ 0.60 $ 91.80
POSTAGE ACTIVITY/SAMPLE BALLOTS
831 Affix Meter Tape 1 st class Postage to Out of Country $ 0.30 $ 24.90
40 Affix 1st:class g p Language p � � 0.30,,,,,
4451 Affix 1st class Postage to Pamphl is--29 dSample Ballots 1 0.30 $ 12.00
g sA 5 day $ 0.30 $ 145.90
33.50
153 Affix 1st class Postage to Postcard
MAILING SERVICES/VOTE-BY-MAIL BALLOTS ,
1 Track'N Trace/tracking for VBM Ballots/Setup $ 180.00 $ 180.00
5112 �Track'N Trace/ea $ 0.006 $ 30.67
1 IntelligentBarcode Full Preparation Fee $
,240.00 l $ 240.00
PVBM 154
DAY VOTERS
5112 Addressing PVBM Envelopes/54 days $ 0.30 I, $ 1,533.60
1 Ballot Group setups for Addressing $ 12.00 I $ 12.00„
5112 Insert PVBM's/54 day only/4 Items $ 0.30 $ 1,533.60
1
Setup Inserter for 4 items(envelope,ballot,instructions,secrecy) $ 120.00 $ 120.00
1 Ballot Group setups for Inserting $ 12.00 $ 12.00
10 Insert PVBM's/54 day only/5 Items
$ 0.33 $ 3.30
1 SetupInserter for r 5 items(envelope,ballot,instructions,secrecy,facsimile) $ 150.00 $ 150.00 p
1 Ballot Group setups for Inserting $ 12.00 $ 12.00
1 Mail preparation, Postal Documentation $ 180.00 $ 180.00
EI Segundo-April 2018 Estimate/Invoice 4
Agreement No. 5438
EXHIBIT C
Quantity Description Unit Price Total
CITY CLERK'S VBM'S FOR ISSUING
1500 Insert VBM's/4 Items(envelope,ballot,instructions,secrecy) $ 0.30 $ 450.00
1 Ballot Group setups for Inserting $ 12.00 $ 12.00
41 Insert VBM's/5 Items(envelope,ballot,instructions,secrecy,facsimile) $ 0.33 $ 13.53
1 Ballot Group setups for Inserting $ 12.00 $ 12.00
PVBM's/29 DAY VOTERS
1 Ballot Group setups
$ 12.00 $ 12.00
161 Addressing PVBM labels(or Envelopes)/29 days
$ 0.30 $ 48.30
PVBM's/15 DAY VOTERS
1 I Ballot Group setups $ 12.00 $ 12.00
88 Addressing PVBM labels (or Envelopes)/ 15 days $ 0.30 $ 26.40
DELIVERY SERVICES
1 Deliver
Sample Ballots to Post Office/29 days& 15 days $
Sample y 600.00 $ 600.00
2� Deliver Sam
P y Y ... .... 90.00 $ 180.00
1 Deliver PVBM Ballots to Post Office $ 600.00 $ 600.00
1 Deliver VBM Supplies to City $ 270.00 $ 270.00
1 Deliver Precinct Supplies to City $ 480.00 $ 480.00
1 PickupPrecinct Supplies lies after election from City $ 480.00 $ 480.00
3I Pickup from & Return to County Warehouse-Ballot Boxes, etc. $ 14.40 $ 43.20
1 Setup for arranging for pickup from the county $ 54.00 $ 54.00
UPS/Fed Ex charges $ 300.00
Total Nontaxable Items $ 13,490.70
TOTAL OF THIS EL $ °1
.. ,, ELECTION 59,8os.o9
POSTAGE RECONCILIATION/SAMPLE BALLOTS MAILED IES III IIII'7A1 IIS
Standard Rate Postage- 1 st mailing-54 day file I $ .33 I
11479� 3,099
....... .... �
83 1 st Class Postage- 1 st mailing-Out of Country I $90.47
40 1 st Class Postage- 1 st mailing- Foreign Language Sample Ballots i $43.60
l
445 1st Class Postage-2nd mailing-29 day file $485.05 I
153 1
st Class Postage-3rd mailing-15 day file I $166.77
. .. 1.
. Total Postage Used1 . $3,885.221„„,. . ..
Additional Postage Due (Credit for unused postage) I $3,885.22 I $ 3,885.22
POSTAGE RECONCILIATION/PERMANENT VOTE BY MAIL BALLOTS MAILED
5122 PVBM ballots-54 day file I $1,280.50
Total Postage Used $ ,280.50
Additional Postage Due (Credit for unused postage) $1
_ 1,280.501 $ 1,280.50
7
TOTAL OF POSTAGE DUE (OR CREDIT TO CITY) $ 5,165.72
P
TOTAL INCLUDING POSTAGE $ 64,968.81
EI Segundo-April 2018 Estimate/Invoice 5
Agreement No. 5438
EXHIBIT D
Mart"In & Chapman Co.
1951 Wright Circle"Anaheim,California 92806" 714/939-9866" Fax 714/939-9870
� �I� "��� ltu�","""w" "";."""."".,��� .",."..'...,,.,""�����"""","`,°„'"""''"''"•°�'°' A',IgN�tl�llllll�ltlllll�lllll IIIII "
ulll ... , .. .......... .....uuuuuummiwvuiwuuuuuuuuwwwv�wwumiuulwiwiwi ww ,.'muwouwouwiwu,..~iru,nw wwwwwww uuuuuuuuuuuuuuuuumwwwwwwwu umwuuuuuuwuwuuuuumwuwwuuuwuuuwu
CITY OF EL SEGUNDO May 17, 2018
OFFICE OF THE CITY CLERK Invoice No. 2018275
EL SEGUNDO, CA 90245-3813
GENERAL MUNICIPAL ELECTION
April 10, 2018
2018 Prices
Quantity Description Unit Price Total
1 PRE-ELECTION SUPPLIES/STANDALONE CITIES, INCLUDES . . .
3 Election Handbook w/Resolutions, Forms, Notices, Manual NC
1 Calendar of Events NC
1 Elections Code of California NC
1 Election Night Procedures Manual NC
1 Email of Resolutions, Notices and Forms $ 30.00 $ 30.00
NOMINATION SUPPLIES
1 Electronic Nomination Documents $ 60.00 $ 60.00
13 Nomination Papers $ 0.90 $ 11.70
11 Supplemental Nomination Papers $ 0.90 $ 9.90
13 Candidate's Election Calendars $ 0.90 $ 11.70
MILITARY AND OVERSEAS VOTER SUPPLIES
1 Process Military and Overseas Voters $ 90.00 $ 90.00
1 Extract emails, gather and attach forms and ballots to email $ 90.00 $ 90.00
1 Ballot Groups $ 30.00 $ 30.00
38 Military&Overseas Voters&Supplies $ 1.80 $ 68.40
PERMANENT VOTE-BY-MAIL VOTER LABELS
5226 54 Day PVBM /VBM Voter Labels $ 0.30 $ 1,567.80
1 Setup/Generate 54 Day PVBM /VBM Voter Labels $ 31.20 $ 31.20
133 29 Day PVBM /VBM Voter Labels(29 day voters) $ 0.30 $ 39.90
1 Setup/Generate 29 Day PVBM /VBM Voter Labels $ 31.20 $ 31.20
60 14 Day PVBM /VBM Voter Labels(14 day voters) $ 0.30 $ 18.00
1 Setup/Generate 14 Day PVBM /VBM Voter Labels $ 31.20 $ 31.20
VOTE-BY-MAIL BALLOT SUPPLIES
50 Provisional Ballot Envelopes $ 0.42 $ 21.00
6750 Instructions for Voters-8.5 x 11 -E $ 0.30 $ 2,025.00
1 Setup for Instructions for Voters-8.5 x 11 - E $ 30.00 $ 30.00
50 Instructions for Voters-8.5 x 11 -ES $ 0.30 $ 15.00
1 Setup for Instructions for Voters-8.5 x 11 -ES $ 30.00 $ 30.00
6750 Gray/Secrecy Envelopes $ 0.09 $ 607.50
6756, "1 Voted Stickers"for PVBM Voters $ 0.15 $ 1,013.40
6750 Outgoing Envelopes-#600/ E $ 0.41 $ 2,767.50
1. . Setup for Outgoing Envelopes g g p
es with Indicia $ 60,00 $ 60,00
EI Segundo Invoice 2018 0410/Invoice 1
Agreement No. 5438
EXHIBIT D
Quantity 1 Description Unit Price I Total
1 Setup for Outgoing Envelopes without Indicia $ 60.00 $ 60.00
50 Add'I Outgoing Envelopes-#600/ ES $ 0.41 $ 20.50
1 Setup for Additional Outgoing Envelopes $ 30.00 $ 30.00
5250 PVBM ID/Return Envelopes-#575-Yellow /E $ 0.47 $ 2,467.50
1 Setup for PVBM Return Envelopes $ 60.00 $ 60.00
50 Add'I PVBM ID/Return Envelopes-#575 /ES $ 0.47 $ 23.50
1 Setup for PVBM Return Envelopes $ 60.00 $ 60.00
1500 VBM ID/Return Envelopes-#575-White/E $ 0.47 $ 705.00
1 Setup for VBM Return Envelopes $ 60.00 $ 60.00
VOTED BALLOT BOXES AND LABELS FOR VBM SUPPLIES
61 j Voted Ballot Boxes for VBM Ballots-regular size $ 3.72 $ 22.32
Labels for VBM Voted Ballot Boxes $ 0.60 $ 3.60
61 !Seals for VBM Voted Ballot Boxes $ 0.60 $ 3.60
VBM TRACKING SYSTEM
16046! Vote by Mail Tracking System /Active and Inactive Voters $ 0.042 $ 673.93
1 Setup for VBM Tracking Program $ 1,020.00 $ 1,020.00
PRECINCT SUPPLIES
3 Precinct Supply Sets(inci. 1 Voted Stickers"&Opto-Mark Pens) $ 159.60 $ 478.80
2 Sample Sets $ 159.60 $ 319.20
1Vote by Mail Canvass Set $ 54.00 $ 54.00
6! Kiosks- 1 for Inside & 1 for Outside each Polling Place $ 48.00 $ 288.00
31 Add'I "Unvoted Ballots"White Boxes for precincts>1300 voters $ 3.72 $ 11.16
31 Add'I White Box Seals $ 0.30 $ 0.90
631 Roster pages/Active& Inactive Voters voters $ 684.15
752 Street Index pages /Active & Inactive Voters/ 3/precinct
. ..... ........ +1 for city clerk $ 465.38..
5I Election Officer/ Inspector's Guidelines&Checklists $ 3.72 $ 18.60
201 Election Officer Digests/ 8.5 x 11 / 70 pages ! $ 4.64 $ 92.80
200 Extra Provisional Envelopes $ 0.42 $ 84.00
200 Extra Pink Secrecy Envelopes $ 0.12 $ 24.00
REPORTS
54 DAYS BEFORE
15744 Voter Identification Report-(54 day reports) voters $ 0.0102 $ 160.59
1 Setup for 54 Day Voter Identification Report $ 72.00 $ 72.00
15744, Polling Place Location Report-(54 day reports) voters $ 0.0102 $ 160.59
1' Setup for 54 Day Polling Place Location Report $ 72.00 $ 72.00
29 DAYS BEFORE
15751, Voter Identification Report-(29 day reports) voters $ 0,0102 $ 160.66
1 Setup for 54 Day Voter Identification Report $ 72.00 $ 72.00
15751 Polling Place Location Report- (29 day reports) voters $ 0.0102 $ 160.66
1 Setup for 54 Day Polling Place Location Report $ 72.00 $ 72.00
VOTER INFORMATION GUIDES/8.5 X 11
125001 (Voter Information Guides
/9.5 of 12 pages / $ 0.44 $ 12,900.00
(this cost excludes pages of candidates statements paid for by candidates,invoiced separately), $ -
VOTER INFORMATION GUIDES/FOREIGN LANGUAGE FACSIMILES
Facsimiles are complete Voter Information Guides, quantity includes 5 for each Precinct Kit+Sample Set+for City Clerk
Spanish Facsimiles
12 Spanish Voter Information Guide Page Setups/ page $ 180.00 $ 2,054.00
53 Books for voter requests on county file
35 Books for Precinct Kits+Sample Kit+
City Clerk copies
EI Segundo Invoice 2018 0410/Invoice 2
Agreement No. 5438
EXHIBIT D
�j Quantity Description Unit Price Total
VOTER INFORMATION GUIDES/ MAILING LABELS
1 I NCOA(National Change of Address) Set-up charge $ 90.00 $ 90.00
11,4821 NCOA Processing for Change of Address $ 0.005 $ 57.41
1 I Mail Manager Automated Sort& Palletization $ 240.00 $ 240.00
11,4821 Generate Voter Address Labels / 54 day labels $ 0.06 $ 688.92
1 Ballot Types $ 30.00 $ 30.00
3 No. of Precincts $ 12.00 $ 36.00
53 Generate Foreign Language Voter Labels (54 day voters only) $ 0.30 $ 15.90
1 Ballot Types for Foreign Language Voter Labels $ 31.20 $ 31.20
208 Generate Voter Address Labels/ 29 day labels $ 0.06 $ 12.48
1 Ballot Types for 29 days labels $ 30.00 $ 30.00 u
94 Generate Voter Address Labels/ 15 day labels $ 0.06 $ 5.64
1 Ballot Types for 15 day labels $ 30.00 $ 30.00
OFFICIAL BALLOTS AND SUPPLIES
1 Official Ballots-Typeset Ballot/ per side / English only $ 186.00 $ 186.00
6800 Official Ballots/ Vote by Mail $ 0.29 $ 1,972.00
6300 Official Ballots/ Precincts $ 0.29 $ 1,827.00
600 Official Ballots/ Test-Duplicates/600 per Ballot Type $ 0.29 $ 174.00
13700 Total Official Ballots
1 Test/ Duplicate Overprint/ each Card $ 30.00 $ 30.00
5700, Gray Secrecy Envelopes- Rental $ 0.05 $ 285.00
OFFICIAL BALLOTS/FOREIGN LANGUAGE FACSIMILES
OFFICIAL BALLOT FACSIMILES/TYPESETTING
ISpanish Facsimile of Official Ballot(typesetting per side) $ 371.00 $
371.00
(OFFICIAL BALLOT FACSIMILE INSERTS FOR VOTE-BY-MAIL BALLOTS
1 18.5 x 11 /(Each Language)Set-up Charge $ 120.00 $ 120.00
55 1 Spanish Facsimile Inserts of Official Ballot $ 0.12 $ 6.60
LAMINATED OFFICIAL BALLOT FACSIMILES FOR PRECINCTS
1 8.5 x 11 / Laminating Set-up Charge / Each ach Language $ 120,00 $ 120.00
40 Spanish Facsimile of Official Ballot- laminated $ 1.20 $ 48.00
BALLOT COUNTING/ELECTION NIGHT SUPPLIES
1 Election Night Supply Kit $ 42.00 $ 42.00
19 Counted Ballot Seals/ 3 per precinct+ 10 extras $ 1.20 $ 22.80
1 Ballot Counter Rental / incl. 2 Operators/ Card 1-side 1 $ 5,400.00 $ 5,400.00
3 Add'I Programing to count VBM's/Provisionals by precinct $ 24.00 $ 72.00 u`
1 Add'I Tally of Late VBM's& Provisional Ballots $ 744.00 $ 744.00
SUBTOTAL
Subtotal /Taxable Items $ 44,993.79
Sales Tax 0.0950 $ 4,274.41
......... ................ .........................................
$ 49,268.20
PROCESSING OF COUNTY VOTER FILES RECEIVED
1 E-54 Day County Voter File for 1 st Mailings $ 246.00 $ 246.00
1 E-29 Day County Voter File for 2nd Mailings $ 246.00 $ 246.00
1 E- 14 Day County Voter File for 3rd Mailings $ 246.00 $ 246.00
MISCELLANEOUS SERVICES
1 Repair/maintenance/re-wrapping of
1 I Repair/maintenance/re-wrapping of Kiosghs hour ks/ hour / $ 30.00 $ 30.00
EI Segundo Invoice 2018 0410/Invoice 3
Agreement No. 5438
_ EXHIBIT D
I
Quantity i Description I, Unit Price I Total� I
'TRANSLATIONS
Department of Justice compliance requirements-
1 Annual revision/editing of new and current materials for Notices, Voter $ 240.00 $ 240.00
Information Guide pages, VBM Materials and Precinct Supplies into all
languages -bi-annual charge per city
(Spanish Translations
1 I BaIlot(s)/Designations(&Measure Question(s) if applicable) $150.00 $ 150.00
1 Analyses $375.00 $ 375.00
1 Arguments $225.00 $ 225.00
MAILING SERVICES/VOTER INFORMATION GUIDES
j 1 54 Day File transfer to mailer, address machine setup $ 420.00 $ 420.00
1 Ballot Group setups $ 36.00 $ 36.00
11,482 Affixing Address Labels/ <20,000 / Flat Fee $ 900.00 $ 900.00
1 Postal documentation(s) $ 84.00 $ 84.00
53 Addressing Foreign Language Voter Information Guides $ 0.60 $ 31.80
1 Setup for each language/for each Ballot Group $ 30.00 $ 30.00
1 29 Day File transfer to mailer, address machine setup $ 300.00 $ 300.00
1 Ballot Group setups $ 30.00 $ 30.00
208 Affixing Address Labels $ 0.60 $ 124.80
1 15 Day File transfer to mailer, address machine setup $ 120.00 $ 120.00
1 Ballot Group setups $ 30.00 $ 30.00
94 Affixing Address Labels $ 0.60 $ 56.40
POSTAGE ACTIVITY/VOTER INFORMATION GUIDES
26 Affix Meter Tape 1 st class Postage to Out of Country $ 0.30 $ 7.80
53 Affix 1 st class Postage to Foreign Language Voter Information Gu[ $ 0.30 $ 15.90
208 Affix 1 st class Postage to Pamphlefs-29 day $ 0.30 $ 62.40
94 Affix 1 st class Postage to Postcards-15 day $ 0.30 $ 28.20
MAILING S RVICES/VOTE-BY-MAIL BALLOTS
1 Track 'N Trace /tracking for VBM Ballots/ Setup $ 180.00 $ 180.00
5226 Track'N Trace / ea $ 0.006 $ 31.36
1 Intelligent Mail Barcode Full Service Preparation Fee $ 240.00 I $ 240.00
PVBM's/54 DAY VOTERS
5226 Addressing PVBM Envelopes/54 days $ 0.30 $ 1,567.80
1 Ballot Group setups for Addressing $ 12.00 $ 12.00
5206 Insert PVBM's/54 day only/5 Items $ 0.33 $ 1,717.98
1 Setup Inserter for 5 Items(envelope,ballot,Instructions,secrecy,l voted) $ 150.00 $ 150.00
1 Ballot Group setups for Inserting $ 12.00 $ 12.00
y . .
...... ....
20 Insert PVBM s/54 day only/6/6 Items/Spanish $ 0 35 $ 7,00
preparation, i .
1 ,Mail re aration, Postal Documentation $ 180.00 $ 180.00 o
CITY CLERK'S VBM'S FOR ISSUING
1500 Insert VBM's/5 Items(envelope, ballot, instructions, secrecy,l Voted) $ 0.33 $ 495.00
1 Ballot Group setups for Insertingi ...
$ 12.00 $ 12.00
30 Insert VM's!b Items(envelope ballot,Instructions,secrec ,facsimlle,Voted}/S apish $ 0,35 $ 10,50
.
PVBM's/29 DAY VOTERS
1 I Ballot Group setups $ 12.00 $ 12.00
133 Addressing PVBM labels(or Envelopes)/ 29 days $ 0.30 $ 39.90
PVBM's/ 15 DAY VOTERS
1 Ballot Group setups $ 12.00 $ 12.00
60 �Addressing0 PVBM labels(or Envelopes) / 15 days ... $ 0,3...... $ 18,00
EI Segundo Invoice 2018 0410/Invoice 4
Agreement No. 5438
EXHIBIT D_
6 uantity Description Unit Price Total
POSTAGE ACTIVITY/VOTE-BY-MAIL BALLOTS
20 I
Affix Meter Tape 1 st class Postage to VBM's / Spanish $ 0.30 $ 6.00
DELIVERY SERVICES
1 Deliver Voter Information Guides to Post Office /54 days $ 600.00 $ 600.00
2 Deliver Voter Information Guides to Post Office/ 29 days& 15 do $ 90.00 $ 180.00
1 Deliver PVBM Ballots to Post Office $ 600.00 $ 600.00
1 Deliver VBM Supplies to City $ 240.00 $ 240.00
1 Deliver Precinct Supplies to City $ 360.00 $ 360.00
1 Pickup Precinct Supplies after election from City $ 360.00 $ 360.00
3 Pickup from & Return to County Warehouse- Ballot Boxes, etc, $ 14.40 $ 43.20
1 Setup for arranging for pickup from the county $ 54.00 $ 54.00
UPS/Fed Ex charges $ 381.00
Total Nontaxable Items $ 11,587.04
„ $
TOTAL OF THIS ELECTION 60,855.24
I
POSTAGE
CONCILIATION/VOTER INFORMATION GUIDES MAILED _
Postage Received from City/ Check#3020243 ($3,480.00)
11456 Standard Rate Postage- 1st mailing-54 day file 1 $3,023.65
26 1 st Class Postage- 1 st mailing-Out of Country I $51.78 1
53 1 st Class Postage- I st
77
208 1 st Class Postage- 2nd mailing-29rda ofile nguage Voter Inform $251.68 mailing ! !
...! ....
Y
94 1 st Class Postage-3rd mailing-15 day file ) postcards I $44.18
Total Postage Usedl $3,429.0
g p ($50.94)1
b)1 (
Additional Postage Due (Credit for unused postage) I ($50.94 I $ 50.914)
POSTAGE RECONCILIATION/ PERMANENT VOTE BY MAIL BALLOTS MAILED
Postage Received from City/. 1 ( 0),
Check#3020244 I ($2,120.00)1
5206 PV
I
BM ballots-54 day file I $1,96542
20 PVBM ballots- 1 st Class/ Spanish I $13.60
Total PostUd
. . age se � $1,979.02 �
(140.98)
ostage) ($140,98)1 $
Additional Postage Due (Credit for unused p _2
TOTAL OF POSTAGE DUE (OR CREDIT TO CITY)
$ (191.92)
THIS AMOUNT 6066 „
PLEASE PAY ,
3.32
TERMS NET 30 DAYS/ 1.5% PER MONTH THEREAFTER
EI Segundo Invoice 2018 0410/ Invoice 5