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R-00-02-24-11D1 - 2/24/2000r► ELECTION SERVICES CONTRACT This contract is entered into between the WILLUIMSON COUNTY ELECTIONS ADMINISTRATOR, herenafter referred to as Administrator, the CITY OF ROUND ROCK, hereinafter referred to as City, acting by and through ks City Council, and the ROUND ROCK INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as District. RRISD is entering into this contrail to secure eledion services from the Administrator for an election to be conducted by RRISD on May 8, 2000, and in connedion therewih does hereby agree as follows: 1. The Administrator shall be responsible for providing the follow:1g services: a. Procuring, allocating, and dstrise g all election supplies, including coordination of ballot printing; b. Arranging for election officers and personnel necessary to conduct the election on May 8, 2000, indudig personnel to conduct the verification count after the election; c. As the Early Voting Clerk for the election, making anangements for locations and deft, providig modems and terminals it requested, and concluding early wing by mail; d. Arrargng for election day polling locations and providing appropriate number of voting booths; e. Providing pre- locked, pre - sealed ballot brims; f. Testing of tabulation of equpment; g. Keeping the Administrator's office open on election day from 7 a.m. and all work 's completed and providing assistance to eledion workers and the public on eledion day, h. Opera&g the central counting station in the MAliamson County Annex on election day and providing tabulations to RRISD by May 9, 2000; i Submilig to RRISD wain 30 days a statement of costs payable, based on actual invoices or other appropriate documents; j. SeMg as agent to the Custodian of election records for the purpose of securing and storing voted ballots; k. Conducing election schools for early wing and election day clerks. I. Paying all election workers, vendors, and pollhg place expenses, including fumsure rental, if any. RECEIVED FEB 2 4 1000 32 2. RRISD shall be responsble for the follows g actions: a. Authorizing the number of ballots to be ordered for election day and early way; b. Preparing and publishing all Notices as reputed by law c. Accepting candidate flip forms and applications as required by law, d. Paying Williamson County for personnel and supply enienses and paying the County an admins ratire fee not to exeed 5 percent of the actual cast of the election; e. Preparing and submltip to the U.S. Department of Justice any changes to wing practices or procedures; 1. Appointing by the actions of b gemming body all election judges and aka and designating polling places for the election; g. Appointing Admnstrator as Early Voting Clerk for the election and manager of the Central Counting Station, and forwardly any ballot by mad applications to Administrator, h. Prooidng Administrator with names of all candidates and wording for any issues on the ballots as soon as possble after the deadline for fling for position on the ballot i Paying the costs of the election wihn 30 days of the date on which RRISD receives the statement of costs from Administrator. 3. In connection wilt the performance of the contract nether WNliamson County nor the Administrator shall be liable to third parties for any default of RRISD in connection wth the holding of the election, including the failure by RRISD to pay any e>rpenses hereunder, and such RRISD shall not be liable to third parties for any default of the Administrator in connection with the holdup of the election. 4. This contract shall be constructed under and in accordance with the laws of the Slate of Texas. 5. In case any one or more of the provisions contained In this contract for any reason shall be held to be Inwlid, Begat, or unenforceable In any respect, such iwalidiy, 'legally, or unenforceabtty shall not affect any other provisions hereto, and this contract shall be construed as t such Ewald, Begat, or unenforceable provisions had never been contained herein. 8. No amendment, modfications, or alteration of the term hereof shall be biding unless the same is In wring, dated subsequent to the date of this contract and duly availed by the parties hereof. 33 This Contract Is elfectile on the 17 day of February 2000. Attorney Williamson County Elections Administrator ATTEST: 34 ESTIMATED ELECTION COSTS COST CATEGORY TOTAL COST Early Voting Personnel 5,500 Ballots 5,900 Programmig,Maidenance 2,500 Supplies 750 Postage 300 Election Day Personnel 4,900 Central Counting Station 800 Travel 200 Copies (Training Material) 200 Box Prep and Delivery 200 Early Vote Setup 250 Supply Pickup 50 Verification Count 150 Overtirne 500 10% Admix. Charge TOTAL 24A20 Round Rock ISO 111,117 City of Round Roar AM.7 24,420 35 RESOLUTION NO. R-00-02-24-11D1 WHEREAS, the City of Round Rock wishes to enter into a contract with the Williamson County Elections Administrator to administer the May 6, 2000 election, and WHEREAS, the Williamson County Elections Administrator has submitted a proposed Election Services Contract ( "Contract ") to administer the May 6, 2000 election, and WHEREAS, the City Council desires to approve this contract with Williamson County, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute the Election Services Contract with the Williamson County Elections Administrator to administer the May 6, 2000 election, a copy of said Contract being attached hereto and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended, and the Act. %:\ WP UOCS \HSSOLUT \ R00224O1.WPD /sc ATTEST: RESOLVED this 24th day of February, 2000. LAND, City Secretary 2 FAV ROTE-12T A. STLUKA, Mayor City of Round Rock, Texas ELECTION SERVICES CONTRACT This contract is entered into between the WILLIAMSON COUNTY ELECTIONS ADMINISTRATOR, hereinafter referred to as Administrator, the CITY OF ROUND ROCK, hereinafter referred to as City, acting by and through its City Council, and the ROUND ROCK INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as District. The City and District (the entities) are entering into this contract to secure election services from the Administrator for a joint election to be conducted by the entities on May 6, 2000, and in connection therewith do hereby agree as follows: 1. The Administrator shall be responsible for providing the following services: a. Procuring, allocating, and distributing all election supplies, including coordination of ballot printing; b. Arranging for election officers and personnel necessary to conduct the joint election on May 6, 2000, including personnel to conduct the verification count after the election; c. As the Early Voting Clerk for the joint election, making arrangements for locations and clerks, providing modems and terminals if requested, and conducting early voting by mail; d. Arranging for Election Day polling locations and providing appropriate number of voting booths; e. Providing pre - locked, pre - sealed ballot boxes; f. Testing of tabulation of equipment; g. Keeping the Administrator's office open on Election Day from 7 a.m. until all work is completed and providing assistance to election workers and the public on election day; h. Operating the central counting station in the Williamson County Annex on Election Day and providing tabulations to each ; Submitting to City within 30 days a statement of costs payable based on use of combined ballots, polling places, supplies, programming, etc., with costs to be allocated in proportion to each entity's actual share of expenses; costs to be itemized and based on actual invoices or other appropriate documents; j. Serving as agent to the Custodians of election records for the purpose of securing and storing voted ballots; k. Conducting election schools for early voting and Election Day clerks. 2. The entities shall be responsible for the following actions: a. Authorizing the number of ballots to be ordered for Election Day and early voting; b. Paying election workers and polling place expenses, including furniture rental, if any, at the rate of 11% of total cost; c. Paying Williamson County an administrative fee not to exceed 10 percent of the actual cost of the election; d. Preparing and submitting to the U.S. Department of Justice any changes to voting practices or procedures; f. Appointing by the action of its governing body all Election judges and alternates and designating polling places for the election including early voting locations; g. Appointing Administrator as Early Voting Clerk for the Election and manager of the Central Counting Station, and forwarding any ballot by mail applications to Administrator; h. Appointing Administrator as agent to Custodians of Election Records for the joint election; i. Paying the costs of the joint election within 30 days of the date on which City receives the statement of costs from Administrator. 3. In connection with the performance of this contract, neither Williamson County nor the Administrator shall be liable to third parties for any default of the City in connection with the holding of the joint election, including the failure by the City to pay any expenses hereunder, and such the City shall not be liable to third parties for any default of the Administrator in connection with the holding of the joint election. 4. This contract shall be constructed under and in accordance with the laws of the State of Texas. 5. In case any one or more of the provisions contained in this contract for any reason shall be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provisions hereto, and this contract shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein. 6. No amendment, modifications, or alteration of the term hereof shall be binding unless the same is in writing, dated subsequent to the of this contract and duly executed by the parties hereof. This contract is effective on the 7 - day of 4ii..UQI1,1. -. , 2000. Q President, Round Rock ISD School Board Williamson County Elections Admin. ATTEST: Attorney ESTIMATED COSTS PER ENTITY COST CATEGORY TOTAL COST RRISD RRC Early Voting Personnel 5,381 3,384 1,997 Ballots 5,820 3,880 1,940 Programming /Maintenance 2,700 1,804 896 Supplies 650 400 250 Postage 300 180 120 Election Day Personnel 4,741 3,439 1,302 Central Counting Station 1,080 720 360 Travel 200 120 80 Copies (Training Material) 100 60 40 Box Prep and Delivery 100 60 40 Early Vote Setup (inc. modems) 450 270 180 Supply Pickup 50 30 20 Verification Count 150 100 50 Overtime 200 120 80 10% Admin. Charge 2,196 1,457 736 TOTAL 24,115 16,024 8,091 DATE: February 18, 2000 SUBJECT: City Council Meeting — February 24, 2000 ITEM: 11.D.1. Consider a resolution authorizing the Mayor to execute an Interlocal governmental agreement between Williamson County and the City for election services relative to the May 6, 2000 Election. Staff Resource Person: Joanne Land, Assistant City Manager.