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HomeMy WebLinkAboutResolution - 2006-R0098 - Contract For Election Services - Lubbock County-05_13_2006 General Election - 02_24_2006Resolution No. 2006-RO09E February 24, 2006 Item No. 6.22 RESOLUTION WHEREAS, Chapter 31, Subchapter D, of the Texas Election Code authorizes the governing body of a political subdivision to contract with the County's election officer for election services in an election ordered by the political subdivision; and WHEREAS, Chapter 271 of the Texas Election Code provides for joint elections when an election is required upon the same day by two or more political subdivisions occupying all or a part of the same territory; and WHEREAS, the City of Lubbock desires to contract with the Lubbock County election officer for election services for its May 13, 2006, Regular City Election; and WHEREAS, several other political subdivisions within Lubbock County also are conducting elections on the same day and are also contracting with the Lubbock County election official for election services; and WHEREAS, the City of Lubbock desires to conduct a joint election on May 13, 2006, with such governmental units as are eligible and desire to conduct a joint election with the City of Lubbock as may be expressed by order, resolution or other official action of said governmental units; NOW THEREFORE: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock hereby authorizes and directs the Mayor of the City of Lubbock to execute the attached Contract for Election Services with Lubbock County for the May 13, 2006, City of Lubbock General Election; and THAT the said Contract for Election Services shall be deemed a joint election agreement authorized by this Resolution with those governmental units within Lubbock County that are conducting an election on May 13, 2006, and that desire and are eligible to conduct a joint election with the City of Lubbock on May 13, 2006; and THAT the City Secretary is hereby authorized and directed to make any necessary changes to the Election Order exhibits or otherwise to take such actions as may be necessary to carry out the purposes of this Resolution. Passed by the City Council this 2 th day of February , 2006. AM ARC McD UGAL, MAYOR ATTEST: Rebecca Garza, City Secretary VED AS Donald G. Vandiver, Attorney of Counsel Melec dElecCon-loinrElec06res February 14, 2006 Resolution No. 2006-R0098 THE STATE OF TEXAS COUNTY OF LUBBOCK CONTRACT FOR ELECTION SERVICES BETWEEN LUBBOCK COUNTY AND CITY OF LUBBOCK THIS CONTRACT made by and between Lubbock County, Texas, acting by and through Dorothy Kennedy, Lubbock County Elections Administrator, hereinafter referred to as "The Elections Administrator" (who has been duly qualified and bonded as provided for under law) and the City of Lubbock, a governmental Entity organized under the laws of the State of Texas, hereinafter referred to as the "Entity' and by the authority of Section 31.092(a) of the Texas Election Code for the conduct and supervision of the Entity's Regular election for the election of its officers. THIS CONTRACT is subject to the written approval of the Lubbock County Criminal District Attorney— Civil Division and shall not be binding on the parties until such written approval is obtained. Upon written approval of the Lubbock County Criminal District Attorney and the participating parties, this Contract shall be binding on said parties. RECITALS The Entity is holding an election for the purpose of selection of certain elected officers of the Entity (at the expense of the Entity) on May 13, 2006. The election precincts of the Entity, which lie within the jurisdictional limits of Lubbock County (the "County'), have been established and may be re-established by the Entity as its election precincts pursuant to Section 42.061 of the Texas Election Code. The County owns a direct recording electronic voting system which has been duly approved by the Secretary of State pursuant to Texas Election Code Chapter 122 as amended, and the Entity desires to use the County's electronic voting system in its election and to compensate the County for such use. NOW THEREFORE, in consideration of the mutual covenants, agreements, and benefits to the parties, IT IS AGREED as follows: I. ADMINISTRATION The Lubbock County Elections Administrator shall assist, coordinate, supervise, and handle all requested services in administering the election as provided in this Contract, in a manner consistent with all relevant law, codes, rules and regulations, including without limitations, those functions set forth in Exhibit Al. The Entity agrees to pay Lubbock County Elections Administrator for equipment, supplies, services, and administrative costs as provided in this Contract. The Lubbock County Elections Administrator shall serve as the administrator for the election; however, the Entity shall remain responsible for the lawful conduct of its election, including without limitation, those functions reserved to the Entity and set forth in Exhibit A2 and any functions which cannot be lawfully delegated to the Lubbock County Elections Administrator. It shall be the responsibility of the Entity to obtain whatever legal opinions it deems necessary, from the Entity's chosen legal counsel and at the Entity's sole cost and expense. The Lubbock County Elections Administrator will not provide legal advice to the Entity. II. LEGAL DOCUMENTS The Entity shall be responsible for the preparation, adoption, and publication of all required election orders, resolutions, notices, and any other pertinent documents required by the Texas Election Code and/or its governing bodies. Preparation of the necessary bilingual materials for notices and the language of the official ballot shall also be the responsibility of the Entity. The Entity shall provide a copy of its election order and notice to the Lubbock County Elections Administrator, not later than sixty (60) days before the election, as provided by Section 4.008 of the Texas Election Code. The Entity shall be responsible for making the submission, if any is required or desired, to the United States Department of Justice, pursuant to the Voting Rights Act of 1965, as amended. VOTING LOCATIONS It is agreed that election day voting shall be held at the locations shown in the Election Order and Notice duly adopted by the Entity. In the event that any of these voting locations are not available, the Elections Administrator will arrange for use of an alternate location with the approval of.the Entity and at the Entity's expense. This Contract shall be deemed an agreement for a joint election with other governmental units in Lubbock County holding an election on the same day in all or part of the same territory and whose governing bodies have authorized said joint election by order, resolution or other official action. IV. ELECTION JUDGES, CLERKS AND OTHER ELECTION PERSONNEL Lubbock County shall be responsible for the initial selection of the presiding election judges and alternate election judges for the Entity's election. The Elections Administrator shall provide to the Entity a list of selected presiding judges and alternate judges for its election, who shall be appointed by the Entity. The Elections Administrator shall notify all election judges of the eligibility requirements of Subchapter C of Chapter 32 of the Texas Election Code, and will take the necessary steps to ensure that all election judges appointed for the Entity's' election are eligible to serve. The Elections Administrator shall arrange for the training and compensation of all election judges and clerks. The Elections Administrator shall arrange for the date, time, and place for presiding election judges to pick up their election supplies. Each presiding election judge will be sent a letter (not later than the 151h day before election day, as required by Section 4.007 of the Texas Election Code) by the Elections Administrator notifying him of his appointment, the time and location of distribution of election supplies, and the number of election clerks that the presiding judge may appoint, including number of bilingual clerks. The Entity will be charged $8.75 per hour for each hour worked by each Presiding Election Judge, and $8.75 per hour for each hour worked by each Election Clerk. The Entity will be 2 Elections Contract charged an additional $25 as flat -rate compensation to each Election Judge for returning the supplies and Judge's Booth Controller to the Central Counting Station after the polls close. The Entity will be charged $8.75 per hour for each hour worked by each Phone Bank Operator. The Entity will be charged $15 per hour for each hour worked by each Troubleshooter plus mileage at the rate of $.445 per mile traveled by each Troubleshooter. The Entity will be charged $8.75 per hour for each hour worked by each Deputy Early Voting Clerk. The Entity will be charged $8.75 per hour for each hour worked by each Early Voting Phone Bank Operator. The Entity will be charged $15 per hour for each hour worked by each Early Voting Troubleshooter plus mileage at the rate of $.445 per mile traveled by each Early Voting Troubleshooter. The Elections Administrator may employ other personnel necessary for the proper administration of the election, including such part-time help as is necessary to prepare for the election, to ensure the timely delivery of supplies during early voting and on election day, and for the efficient tabulation of ballots at the central counting station. The Entity will be charged $8.75 per hour for each hour worked by part-time personnel working in support of the Early Voting Ballot Board and/or Central Counting Station on election night. Part-time personnel working in support of the Central Counting Station and/or Early Voting Ballot Board on election night will receive pay for at least four hours, minimum call for service, regardless of the actual hours worked. It is agreed by the Entity that at all times and for all purposes hereunder, all election judges, clerks, and all other employees involved in this election are independent Contractors and are not employees or agents of Lubbock County or the Entity. No statement contained in this Contract shall be construed so as to find any judge, clerk, or any other election personnel an employee or agent of the County or the Entity, and all election personnel shall be entitled to none of the rights, privileges, or benefits of County or Entity employees except as otherwise may be stated herein, nor shall any election personnel hold himself out as an employee or agent of the County or the Entity, unless considered a County or Entity employee as determined by the policies of Lubbock County or the Entity. V. SUPPLIES AND PRINTING The Elections Administrator shall arrange for the use of the direct recording electronic voting machines and supporting supplies and equipment and all other election supplies and related printing including, but not limited to, official ballots, sample ballots, ballot boxes, voter registration lists, and all forms, signs, maps and other materials used by the election workers at the Early Voting and Election Day voting locations. The Entity shall furnish to the Elections Administrator a list of candidates and/or propositions showing the order and the exact manner in which the names or proposition(s) are to appear on the official ballot (including bilingual titles and text). This list shall be delivered to the Elections Administrator as soon as possible after the Entity has determined ballot positions. The Entity shall be responsible for proofreading and approving the official ballot before printing as well as approving the ballot screen prompts and audio recordings for the Direct Recording Electronic voting devices in both English and Spanish. Elections Contract VI. EARLY VOTING The Entity agrees that the Election Administrator shall serve as the Early Voting Clerk in accordance with Section 31.097 of the Texas Election Code and agrees to designate the Office of the Elections Administrator, 1308 Avenue G, Lubbock Texas, as the main Early Voting polling location. The Entity also agrees that the Elections Administrator's permanent county employees, during regular office hours, shall serve as deputy early voting clerks who shall serve without additional compensation; and that the Elections Administrator may appoint other deputy early voting clerks to assist in the conduct of early voting as necessary. It is agreed that Early Voting by personal appearance will be held at the locations, times and days shown in Exhibit B. In the event that any of these voting locations are not available, the Elections Administrator will arrange for use of an alternate location with the approval of the Entity and at the Entity's expense. As Early Voting Clerk, the Elections Administrator shall receive applications for early voting ballots to be voted by mail in accordance with Chapters 31 and 86 of the Texas Election Code. Any requests for early voting ballots to be voted by mail received by the Entity shall be forwarded immediately to the Elections Administrator for processing. The Elections Administrator shall provide the Entity with a copy of the early voting report on a daily basis and a cumulative final early voting report following the election. The Entity will be responsible for releasing any early voting report numbers to Officials of the Entity and to the media. The Entity will also be responsible for releasing early voting report numbers to the general public and candidates of the Entity, if requested. The Elections Administrator and the Entity will comply with all lawful requests for the release of public information. VII. EARLY VOTING BALLOT BOARD An Early Voting Ballot Board and Signature Verification Committee shall be created to process early voting results from the Entity's election. The Elections Administrator shall appoint the Presiding Judge of the Early Voting Ballot Board. The Presiding Judge, with the assistance of the Elections Administrator, shall appoint two or more additional members to constitute the Early Voting Ballot Board members and Signature Verification Committee members required to efficiently process the early voting ballots. Vill. CENTRAL COUNTING STATION AND ELECTION RETURNS The Elections Administrator shall be responsible for establishing and operating the central counting station to receive and tabulate the voted ballots in accordance with the provisions of the Texas Election Code and of this Contract. The Entity hereby appoints the following central counting station officials in accordance with Sections 127.002 and 127.005 o the Texas Election Code: Counting Station Manager: Dorothy Kennedy, Elections Administrator Tabulation Supervisor: Kevin Evans, Administrator Assistant for Elections Presiding Judge: Ruth Martinez, Elections Coordinator 4 Elections Contract The Counting Station Manager or her representative shall deliver timely cumulative reports of the election results as precincts report to the central counting station and are tabulated. The Counting Station Manager shall be responsible for releasing cumulative totals and precinct returns from the election to the Entity, prior to releasing such information to candidates, press, and general public by distribution of hard copies or electronic transmittals by facsimile (when so requested). After the Entity has had an opportunity to review the information, it will be posted to the County's web page located at "www.co.lubbock.tx.us". The Elections Administrator will prepare the unofficial canvass reports after all ballots have been counted and will deliver a copy of the unofficial canvass to the Entity as soon as possible after all returns have been tabulated, but in no event later than 5:00 p.m. of the seventh day following the election date. The Entity shall be responsible for the official canvass of its election. The Elections Administrator shall be responsible for conducting the post -election manual recount required by Section 127.201 of the Texas Election Code unless a waiver is granted by the Secretary of State. Notification and copies of the recount, if waiver is denied, will be provided to the Entity and the Secretary of State's Office. IX. ELECTION EXPENSE AND ALLOCATION OF COSTS The Entity agrees to reimburse Lubbock County for the actual costs of administering its election including, but not limited to, the actual costs of supplies, printing, programming, personnel, and polling place rental fees. The Entity agrees to reimburse Lubbock County for overtime wages and benefits paid to the permanent employees of The Elections Administrator for Contractual duties performed outside the normal business hours of Lubbock County in accordance with Section 31.100(e) of the Texas Election Code. The Entity further agrees to pay Lubbock County an administrative fee equal to ten percent (10%) of its total billable costs in accordance with Section 31.100(d) of the Texas Election Code. X. WITHDRAWAL FROM CONTRACT DUE TO CANCELLATION OF ELECTION The Entity may withdraw from this Contract should it cancel its election in accordance with Sections 2.051 - 2.053 of the Texas Election Code. The Entity is fully liable for any expenses incurred by Lubbock County on behalf of the Entity plus an administrative fee of ten percent (10%) of such expenses should the Entity cancel its election for this or any reason. Any monies deposited with the county by the Entity shall be refunded, minus the aforementioned expenses and administrative fee if applicable. XI. RECORDS OF THE ELECTION The Elections Administrator is hereby appointed general custodian of the voted ballots and all records of the election as authorized by Section 31.096 of the Texas Election Code. Access to the election records shall be available to the Entity as well as to the public in accordance with applicable provisions of the Texas Election Code and the Texas Public Information Act. The election records shall be stored at the offices of the Elections Administrator, who shall ensure that the records are maintained in an orderly manner so that the records are clearly identifiable and retrievable. 5 Elections Contract Records of the election shall be retained and disposed of in accordance with the provisions of Section 66.058 of the Texas Election Code. If records of the election are involved in any pending election contest, investigation, litigation, or open records request, the Elections Administrator shall maintain the records until final resolution or until final judgment, whichever is applicable. It is the responsibility of the Entity to bring to the attention of the Elections Administrator any notice of pending election contest, investigation, litigation or open records request which may be filed with the Entity. The Elections Administrator shall notify the Entity of the planned destruction of any records of the election by submitting a destruction notice to the Entity for approval, prior to destroying any applicable records. XII. SPECIAL ELECTIONS The Entity understands and agrees that the cost estimates provided within this contract are for the Entity's general election and that any special election(s) called may increase the cost of the election. XIII. RECOUNTS A recount may be obtained as provided by Title 13 of the Texas Election Code. The Entity agrees that any recount shall take place at the offices of the Elections Administrator, and that the Elections Administrator shall serve as Recount Supervisor and the official of the Entity performing the duties of a secretary under the Texas Election Code or its lawful designee) shall serve as Recount Coordinator. The Elections Administrator agrees to provide advisory services to the Entity as necessary to conduct a proper recount. XIV. COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT The Elections Administrator will assist the Entity in securing adequate polling places, rent free if available; however, it is the responsibility of the Entity to ensure that the polling places comply with current accessibility standards as set forth in the Americans With Disabilities Act and any state or local laws or ordinances. Accessibility compliance shall be at the Entity's expense. In the event that compliance cannot be achieved, the Entity agrees to indemnify the Elections Administrator and Lubbock County, Texas from any resulting liability, whether civil or criminal. XV. MISCELLANEOUS PROVISIONS (1) It is understood that to the extent space is available, that other political subdivisions may wish to participate in the use of the County's election equipment, and it is agreed that the Elections Administrator may contract with such other political subdivisions for such purposes and that in such event there may be an adjustment of the pro-rata share to be paid to the County by the participating authorities. (2) The Elections Administrator shall file copies of this document with the Lubbock County Treasurer and the Lubbock County Auditor in accordance with Section 31.099 of the Texas Elections Code. Elections Contract (3) In the event that legal action is filed challenging the Entity's election, each party hereto shall defend its own actions, officials and employees. If it is determined that the actions of the Entity resulted in legal action against Lubbock County or the Lubbock County Elections Administrator or any additional election personnel, then the Entity shall provide, at its own expense, legal representation for the County, the Elections Administrator, and additional election personnel as necessary save and except in any instance whereby an unlawful or otherwise improper act or omission of the County, the Election Administrator or another Entity participating in the election has precipitated such legal action. (4) The County and the Entity agree that under the Constitution and laws of the State of Texas, neither the County nor the Entity can enter into an agreement whereby either party agrees to indemnify or hold harmless another party; therefore, all references of any kind, if any, to indemnifying or holding or saving harmless for any reason are hereby deleted. (5) This Contract shall be construed under and in accord with the laws of the State of Texas, and all obligations of the parties created hereunder are performable in Lubbock, County, Texas. (6) In the event one or more of the provisions contained in this Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Contract shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. (7) All parties shall comply with all applicable laws, ordinances, and codes of the State of Texas, all local governments, and any other entities with local jurisdiction. (8) The waiver by any party of a breach of any provision of this Contract shall not operate as or be construed as a waiver of any subsequent breach. (9) Any amendment of this Contract shall be of no effect unless in writing and signed by all parties hereto. XVI. COST ESTIMATES AND DEPOSIT OF FUNDS It is estimated that the Entity's obligation under the terms of this Contract shall be $75,000. The Entity agrees to pay to Lubbock County a deposit of $45,000, which is approximately sixty (60) percent of the total estimated obligation of the Entity to the County under this Contract. An explanation of these estimated expenses is attached hereto as Exhibit C. It is understood by the Entity that the actual expenses for this election may exceed the estimate. It is further understood by the Entity that this estimate is based on the participation of other Entities in this election. If one or more of these other Entities chooses not to participate, or if they cancel their election as allowed by law, their share of the total election expenses will be distributed among the other participating Entities. The required deposit shall be paid to Lubbock County within 10 days after the Entity's execution of this Contract. The exact amount of the Entity's obligation under the terms of this Contract shall be calculated after the election, but no later than thirty days after the election. If the amount of the Entity's obligation exceeds the amount deposited, the Entity shall pay to Lubbock County the balance due within thirty (30) days after receipt of the Elections Contract invoice; however, if the amount of the Entity's obligation is less than the amount deposited, the County shall refund to the Entity the excess amount paid within forty-five (45) days after the election. In the event that the Entity disputes any portion of the charges, fees or costs payable under this Contract, the Entity agrees to promptly pay the undisputed amounts when due. THE REMAINDER OF THIS PAGE IS INTENTIONALLY BLANK. Elections Contract IN TESTIMONY HEREOF, this Contract, its multiple originals all of equal force, has been executed on behalf of the parties hereto as follows, to -wit: It has on the 24th day of February, , 2006 been executed on behalf of Lubbock County by the Elections Administrator pursuant to the Texas Election Code, so authorizing; It has on the 24th day of February , 2006 been executed on behalf of the Entity by an appropriate official, pursuant to authority granted by its governing body; CONTRACTING OFFICER CITY OF LUBBOCK k '_", A � ko, /�q 'M e A orothy Kennedy, Elec ns Administrator ( , RC MCDOU L, MAYOR ATTEST: Rebe a Garza, City Secretary APPROVED AS TO CONTENT: kebekca Garza, City Secretary APPROVED AS TO FORM: c{ onald 0. Ven-diver, Attorney of tounsel Elections Contract EXHIBIT Al Functions Delegated to the Lubbock County Elections Administrator Will deliver and pickup equipment Will take care of mail ballots Will give unofficial results for canvass Tabulate Votes Program Ballots Election Workers (with approval from entities) Early Voting Workers with recommendations from entities Training of all election workers and personnel Provide training materials for each election worker Provide troubleshooters Provide phone bank workers (early voting and election day) Program and predefine early voting and Election Day equipment Logic and Accuracy Testing Public Testing (will post notice at least 48 hours before test) Will make arrangements with the U.S. Post Office, General Mail Facility in Lubbock to ensure that any mail ballots arriving at this location by 7:00 p.m. on Election Day, are picked up and processed. Hire and train early voting ballot board, central count personnel, and signature verification committee. Will compile and mail writs and orders of election to Judge and Alternate Judge of each precinct. Will notify voter by letter or postcard of any change of polling location — this is to be reimbursed by the entity at actual cost. Will post notice of consolidation prior to the day of the election at any polling places not consolidated at the last previous election (notice shall indicate the precinct of consolidation and the location of the new polling place) 10 Elections Contract EXHIBIT A2 Functions Reserved by the Entity. Order and Notice of Election Submission to the Department of Justice Will provide written notice of Election to County Elections Administrator Will provide candidate packets to candidates Will accept all candidate filings and appropriate forms Will provide Candidate Names and/or and Measures for ballot Will conduct Drawing for Order of Names on Ballot Will provide order of Candidates and/or Measures to County Elections Administrator Will translate ballot to Spanish Will publish all legal notices and documents that are required by law in English and Spanish. Will post all legal notices and documents required by law in English and Spanish. City Secretary and City Secretary Staff will serve as Temporary Deputy Early Voting Clerks for this election, and shall serve without additional compensation during regular office hours. Will conduct canvass of the returns (post notice of Council meeting at least 72 hours before) Will provide Official Oath and Statement of Elected Officials to candidates who have won. Will issue certificate of election to candidates who have won. Will transmit election results to secretary of state (if Secretary of State has a system in place to do so, by election day); otherwise, will ask Lubbock County Elections Administrator to assist. 11 Elections Contract Exhibit B NOTICE OF EARLY VOTING Early Voting by personal appearance for the May 13, 2006 Uniform Elections will be conducted at ALL EARLY POLLING LOCATIONS ON THE DATES, TIMES AND LOCATIONS LISTED BELOW: Early Voting Dates: May 1 — May 9, 2006 Main Early Polling Place: Lubbock County Elections Office Public Room, 1308 Avenue G 8:00 a.m. — 5:00 p.m. May 1, 2006, (Mon) 8:00 a.m. — 8:00 p.m. May 2, 2006, (Tues) 8:00 a.m. — 5:00 p.m. May 3 — May 5, 2006 (W-F) 8:00 a.m. — 8:00 p.m. May 6, 2006 (Sat) 1:00 p.m. — 6:00 p.m. May 7, 2006 (Sun) 8:00 a.m. — 8:00 p.m. May 8, 2006 (Mon) 8:00 a.m. — 8:00 p.m. May 9, 2006 (Tues) City of Lubbock First Floor 162513 Street Closed Sat & Sun LISD Administrative Offices 162819 Street Closed Sat & Sun 8:00 a.m. — 5:00 p.m. May 1, 2006 (Mon) 8:00 a.m. — 8:00 p.m. May 2, 2006 (Tues) 8:00 a.m. — 5:00 p.m. May 3 — May 5, 2006 (W-F) 8:00 a.m. — 5:00 p.m. May 8, 2006 (Mon) 8:00 a.m. — 8:00 p.m. May 9, 2006 (Tues) 8:00 a.m. — 5:00 p.m. May 1- May 5, 2006 (M-F) 8:00 a.m. — 5:00 p.m. May 8, 2006 (Mon) 8:00 a.m. — 5:00 p.m. May 9, 2006 (Tues) United Supermarkets: 10:00 a.m. — 7:00 p.m. May 1 — 5, 2006 (M-F) 2630 Parkway Dr 8:00 a.m. — 8:00 p.m. May 6, 2006 (Sat) 112 North University Ave 1:00 p.m. — 6:00 p.m. May 7, 2006 (Sun) 401 Slide Road {4th & Slide) 8:00 a.m. — 8:00 p.m. May 8 — May 9, 2006 (Mon, Tues) 1701 50th St (50t & Ave Q) 8201 Quaker Ave (82"d & Quaker) 29th Dr & Brownfield Hwy 2703 82nd St (82n1 & Boston Ave) 8010 Frankford Ave (82" d & Frankford) Albertson's Food 10:00 a.m. — 7:00 p.m. May 1 - 6, 2006 (M-F) 3249 501h St (50th & Indiana Ave) 8:00 a.m. — 8:00 p.m. May 6, 2006 (Sat) Lubbock, Texas 1:00 p.m. — 6:00 p.m. May 7, 2006 (Sun) 8:00 a.m. — 8:00 p.m. May 8 — May 9, 2006 (Mon, Tues) t2 Elections Contract Texas Tech University 10:00 a.m. — 7:00 p.m. May 1 — 5, 2006 (M-F) Student Recreation Center 8:00 a.m. — 8:00 p.m. May 6, 2006 (Sat) Texas Tech Campus 1:00 p.m. — 6:00 p.m. May 7, 2006 (Sun) Hartford Ave & Main St 8:00 a.m. — 8:00 p.m. May 8 — May 9, 2006 (Mon, Tues) Lubbock, TX Abernathy City Hall 8:00 a.m. — 5:00 p.m. May 1, 2006 (Mon) 811 Avenue D 8:00 a.m. — 8:00 p.m. May 2, 2006 (Tues) Abernathy, Texas 8:00 a.m. — 5:00 p.m. May 3 — May 5, 2006 (W-F) Closed Sat & Sun 8:00 a.m. — 5:00 p.m. May 8, 2006 (Mon) 8:00 a.m. — 8:00 p.m. May 9, 2006 (Tues) Idalou ISD Admin Bldg 8:00 a.m. — 5:00 p.m. May 1, 2006 (Mon) 601 Walnut 8:00 a.m. — 8:00 p.m. May 2, 2006 (Tues) Idalou, Texas 8:00 a.m. — 5:00 p.m. May 3 — May 5, 2006 (W-F) Closed Sat & Sun 8:00 a.m. — 5:00 p.m. May 8, 2006 (Mon) 8:00 a.m. — 8:00 p.m. May 9, 2006 (Tues) Shallowater City Hall 8:00 a.m. — 5:00 p.m. May 1, 2006 (Mon) 409 8t" Street 8:00 a.m. — 8:00 p.m. May 2, 2006 (Tues) Shallowater, Texas 8:00 a.m. — 5:00 p.m. May 3 — May 5, 2006 (W-F) Closed Sat & Sun 8:00 a.m. — 5:00 p.m. May 8, 2006 (Mon) 8:00 a.m. — 8:00 p.m. May 9, 2006 (Tues) Slaton ISD Administration Office 8:00 a.m. — 5:00 p.m. May 1, 2006 (Mon) 140 E. Panhandle 8:00 a.m. — 8:00 p.m. May 2, 2006 (Tues) Slaton, Texas 8:00 a.m. — 5:00 p.m. May 3 — May 5, 2006 (W-F) Closed Sat & Sun 8:00 a.m. — 5:00 p.m. May 8, 2006 (Mon) 8:00 a.m. — 8:00 p.m. May 9, 2006 (Tues) Lubbock Cooper ISD 8:00 a.m. — 4:00 p.m. May 1 —May 5, 2006 (M-F) Administration Building Closed Sat & Sun 16302 Loop 493 8:00 a.m. — 4:00 p.m. May 8 — May 9, 2006 (M-T) Lubbock, Texas 13 Elections Contract Lubbock Cooper North Elementary School 3202 108th Street Lubbock, Texas Roosevelt ISD 1406 CR 3300 8:00 a.m. — 4:00 p.m. Closed Sat & Sun 8:00 a.m. — 4:00 p.m. 8:00 a.m. — 4:00 p.m. Closed Sat & Sun 8:00 a.m. — 4:00 p.m. May 1 —May 5, 2006 (M-F) May 8 — May 9, 2006 (M-T) May 1 —May 5, 2006 (M-F) May 8 — May 9, 2006 (M-T) TEMPORARY BRANCH EARLY VOTING LOCATIONS UNIFORM ELECTIONS, MAY 13TH , 2006 Early Voting by personal appearance for the May 13, 2006, Uniform Election will be conducted at the following TEMPORARY BRANCH POLLING LOCATIONS ON THE DATES AND TIMES LISTED BELOW: May 1. 2006 Ventura Place MONDAY 3026 541h St 10:00 a.m. —1:00 p.m. Cornerstone Courts 2101 Avenue Q 2:00 p.m. — 5:00 p.m. May 2. 2006 Elmbrook Estates TUESDAY 5301 661h St 10:00 a.m. — 2:00 p.m. Wedgewood South 9812 Vinton Ave 2:00 p.m. — 5:00 p.m. Wolfforth City Hall 328 E Hwy 62 1:00 p.m. — 5:00 p.m. Lubbock Cooper Auditorium 16302 Loop 493 6:00 p.m. — 9:00 p.m 14 Elections Contract May 3.2006 WEDNESDAY May 4.2006 THURSDAY May 5.2006 FRIDAY May 6.2006 SATURDAY May 8, 2006 MONDAY May 9, 2006 TUESDAY 15 Grand Court Lubbock 4601 71 st St 10:00 a.m. — 2:00 p.m. Atria Cottage 110 Frankford Ave 3:00 p.m. 7 p.m. Lubbock Cooper High School - Commons 16302 Loop 493 6:00 p.m. — 9:00 p.m. Lakeside Rehabilitation & Care Center 4306 24th St 10:00 a.m. — 2:00 p.m. Mackenzie House 8609 Boston Ave 2:00 p.m. — 5 p.m. Covenant Medical Center -Lakeside 4000 24th St 8:00 a.m. — 8:00 p.m. Carillon Senior Living Campus 1717 Norfolk Ave 9:00 a.m. — 5:00 p.m. University Medical Center 602 Indiana Ave 8:00 a.m. — 8:00 p.m. Covenant Medical Center 3615 19th St Lubbock, Texas 8:00 a.m. — 8:00 p.m. Elections Contract EXHIBIT C COST ESTIMATES MAY 13, 2006 Cost estimates are figured on the total estimated cost for running each Early Voting location and each Election Day location. Early Voting: The number of voters for each entity was added together, then divided by the total number for the percentages. The total estimated cost for early voting was multiplied by the percentage to estimate the cost for each entity. The total estimated cost was derived from the proposed list of early voting locations proposed by the 20 entities. This list consist of: The Disabled Access Units (DAU) (at least 1 per location) Judges Booth Controller (JBC) (1 per location), 4 to 9 eSlates per location (this is based on estimated voter turnout for each location) Supplies Signage Personnel for each location is based on the hours each location will be opened, including 1 hour prior to polls opening for set-up each day and 1 hour after polls close for close down procedures Personnel Training (inc. phone bank, poll workers, troubleshooters) Bilingual Personnel Training Deputies to deliver Judges Booth Controller each morning and to pick up each evening Maintenance personnel to deliver tables, chairs, sha-bobs, and all other equipment prior to beginning of early voting and to pickup all equipment after early voting. Truck rental for delivery and pickup (includes fuel and mileage) Phone bank personnel Troubleshooters Seals used for security purposes at the end of each day Ballot board for mail ballots and provisional ballots Maps Provisional ballot box (for affidavit envelopes) Cell phones Mileage for deputies and troubleshooters (Election Code 31,100(e)) Salaries of personnel regularly employed by the county election officer shall be paid from funds regularly budgeted and appropriated for that purpose, except that those employees may be paid from the election services contract fund for contractual duties performed outside of normal business hours. Salaries and wages paid to persons temporarily employed to perform duties under an election services contract shall be paid out of the election services contract fund. The amount paid from the fund may not exceed the normal rate of pay in that locality for the same or similar services. 16 Elections Contract Election Day: The estimated cost is derived from the following: Personnel Training (inc. bilingual, poll workers, troubleshooters, phone bank) Personnel for polling location JBC paper rolls Pickup and Delivery Fee paid to Judge of each polling location Supply Kit eSlates 4 to 11 depending on estimated voter turnout DAU unit — 1 per polling location JBC (Judges Booth Controller) —1 per location based on voter turnout Metal Signage Maps Provisional Ballot box (for affidavit envelopes) Seals for beginning and end of day chain of custody Transportation for delivery and pickup Personnel for delivery and pickup Election Night Security Phone bank personnel Combination forms (printed, sorted and bound) Troubleshooters Cell phones (judge or alternate judge only and 1 per location only) 17 Elections Contract Lubbock County Election Services Contract EXHIBIT C Cost Item The Disabled Access Units (DAU) (at least 1 per location) Judges Booth Controller (JBC) (1 per location), 4 to 9 eSlates per location (this is based on estimated voter turnout for each location) Supply Kits Signage Personnel for each location is based on the hours each location will be opened, including 1 hour prior to polls opening for set-up each day and 1 hour after polls close for close down procedures Elections Office - 2 persons x 107 hrs ea City of Lubbock Lobby - 4 persons x 83 hrs ea LISD Admninstration Bldg - 2 persons x 77 hrs ea United @ Parkway Dr - 3 persons x 104 hrs ea United @ N. University - 4 persons x 104 hrs ea United @ 4th & Slide - 4 persons x 104 hrs ea United @ 50th & Q - 4 persons x 104 hrs ea United @ 82nd & Quaker - 4 persons x 104 hrs ea Jnited @ Brownfield Dr - 4 persons x 104 hrs ea Jnited @ 82nd & Boston - 4 persons x 104 hrs ea Jnited @ 82nd & Frankford - 4 persons x 104 hrs ea EARLY VOTING COST ESTIMATES: Number Cost per Required Item Sub Total 30 $200.00 $6,000.00 27 $150.00 $4,050.00 105 $150.00 $15,750.00 27 $35.00 $945.00 27 $5.00 $135.00 214 $7.00 25.00% $8.75 $1,872.50 166 $7.00 25.00% $8.75 $1,452.50 154 $7.00 25.00% $8.75 $1,347.50 312 $7.00 25.00% $8.75 $2,730.00 416 $7.00 25.00% $8.75 $3,640.00 416 $7.00 25.00% $8.75 $3,640.00 416 $7.00 25.00% $8.75 $3,640.00 416 $7.00 25.00% $8.75 $3,640.00 416 $7.00 25.00% $8.75 $3,640.00 416 $7.00 25.00% $8.75 $3,640.00 416 $7.00 25.00% $8.75 $3,640.00 Albertson's - 4 persons x 104 hrs ea 416 $7.00 25.00% $8.75 $3,640.00 Texas Tech - 4 persons x 104 hrs ea 416 $7.00 25.00% $8.75 $3,641.00 Ventura Place - 2 persons x 5 hrs ea 10 $7.00 25.00% $8.75 $87.50 Conrnerstone Courts - 2 persons x 5 hrs ea 10 $7.00 25.00% $8.75 $87.50 Wedgewood South - 2 persons x 5 hrs ea 10 $7.00 25.00% $8.75 $87.50 Mackenzie House - 2 persons x 6 hrs ea 12 $7.00 25.00% $8.75 $105.00 Grand Court - 2 persons x 6 hrs ea 12 $7.00 25.00% $8.75 $105.00 Atria Cottage - 2 persons x 6 hrs ea 12 $7.00 25.00% $8.75 $105.00 Covenant Lakeside - 3 persons x 14 hrs ea 42 $7.00 25.00% $8.75 $367.50 Carillon House - 2 persons x 10 hrs ea 20 $7.00 25.00% $8.75 $175.00 Lakeside Rehab - 2 persons x 5 hrs ea 10 $7.00 25.00% $8.75 $87.50 UMC - 3 persons x 14 hrs ea 42 $7.00 25.00% $8.75 $367.50 Covenant - 3 persons x 14 hrs ea 42 $7.00 25.00% $8.75 $367.50 Abernathy City Hall - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50 New Deal ISD - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50 Idalou City Hall - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50s,. Roosevelt/Buffalo Springs - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.W.. Ransom Canyon - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50< Slaton ISD - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50` Cooper ISD North - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50 Cooper ISD South - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50 Frenship/Wolfforth - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50 Shallowater City Hall - 2 persons x 77 hrs ea 154 $7.00 25.00% $8.75 $1,347.50 Personnel Training (inc. phone bank, poll workers, troubleshooters, bilingual training) (55 x 5 hrs) 275 $7.00 25.00% $8.75 $2,406.25 Lubbock County Sheriff's Deputies to deliver Judges Booth Controller each morning and to pick up each evening $2,863.40 $2,863,40 Lubbock County Maintenance personnel to deliver tables, chairs, Voter Registration Instant Look -up Terminals ("Sha-Bobs"), and all other equipment prior to beginning of early voting and to pickup all equipment after early voting. $2,700,00 $2,700.00 Truck rental for delivery and pickup (includes fuel and mileage) $800.00 $800.00 Phone bank personnel - 4 persons x 104 hrs ea 416 $7.00 25.00% $8.75 $3,640.00 Troubleshooters 4 persons x 104 hrs ea 416 $15.00 25.00% 1 $18.75 $7,800.00 Seals used for security purposes at the end of each day 150 $0.22 $33.00 Personnel costs for Ballot board for mail ballots and provisional ballots Maps 27 $3.00 $81.00 Provisional ballot box (for affidavit envelopes) 27 $0.00 $0.00 Cell phones 24 locations x 7 days 168 $2.00 $336.00 Mileage for deputies and troubleshooters 2973 $0.45 $1,322.99 (Election Code 31,100(e)) Salaries of personnel regularly employed by the county election officer shall be paid from funds regularly budgeted and appropriated for that purpose, except that those employees may be paid from the election services contract fund for contractual duties performed outside of normal business hours. Salaries and wages paid to persons temporarily employed to perform duties under an election services contract shall be paid out of the election services contract fund. The amount paid from the fund may not exceed the normal rate of pay in that locality for the same or similar services. Temporary personnel $7.00 per hour + 25% to Express Personnel". Regularly employed personnel will be charged out at actual hourly rate plus )enefits. !UB TOTAL $104,443.64 Number Cost Item Required Personnel Training (inc. bilingual, poll workers, troubleshooters, phone bank) $7.00 per hour + 25% to Express Personnel** Bilingual Training 2 hrs training Poll Workers 4 persons per loc x 5 hrs training Phone Bank training 15 persons x 5 hrs Personnel for polling location 4 per loc x 14 hrs JBC paper rolls Pickup and Delivery Fee paid to Judge of each polling location Supply Kit eSlates - 4 to 11 depending on estimated voter turnout discount 2 units per location DAU unit —1 per polling location discount DAU per location JBC (Judges Booth Controller) —1 per location based on voter turnout discount JBC per location Metal Signage Maps Provisional Ballot box (for affidavit envelopes) ELECTION DAY COST ESTIMATES Cost per Item Sub Total 250 $7.00 25.00% $8.75 $2,187.50 1340 $7.00 25.00% $8.75 $11,725.00 75 $7.00 25.00% $8.75 $656.25 3750 $7.00 25.00% $8.75 $32,812.50 201 $1.75 $351.75 67 $25.00 $1,675.00 67 $35.00 $2,345.00 460 $150.00 $69,000.00 $20,100.00 67 $200.00 $13,400.00 $13,400.00 67 $150.00 $10,050.00 $10,050.00 67 $5.00 $335.00 89 $3.00 $267.00 $0.00 $0.00 Seals for beginning and end of day chain of custody 1398 $0.22 $307.56 Transportation for delivery and pickup $1,400.00 $1,000.00 Personnel for delivery and pickup $2,838.60 $2,838.60 Election Night Security $1,200.00 $1,200.00 Phone bank personnel 240 $7.00 25.00% $8.75 $2,100.00 Combination forms (printed, sorted and bound) 5235 $1.77 $9,265.95 Troubleshooters 126 $15.00 25.00% $18.75 $2,362.50 Cell phones (judge or alternate judge only and 1 per location only) 67 $10.00 $670.00 "Express Personnel is responsible for all 1-9's, W-4's, and payroll taxes. Express Personnel issues paychecks after all timesheets are approved by the Elections Office. SUB TOTAL $120,999.61 .