HomeMy WebLinkAboutResolution No. 09-015
CITY OF THE COLONY, TEXAS
RESOLUTION NO. 09- 0157~
A RESOLUTION OF THE CITY OF THE COLONY, TEXAS,
AUTHORIZING THE MAYOR TO EXECUTE AN INTERLOCAL
AGREEMENT WITH DENTON COUNTY FOR RENTAL OF
VOTING MACHINES AND EQUIPMENT, AND PURCHASE OF
VOTING SUPPLIES; ATTACHING THE APPROVED FORM OF
CONTRACT AS EXHIBIT A; AND PROVIDING AN EFFECTIVE
DATE
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF THE COLONY, TEXAS:
Section 1. That the City Council of the City of The Colony, Texas hereby
approves the INTERLOCAL AGREEMENT WITH DENTON COUNTY FOR
RENTAL OF VOTING MACHINES AND EQUIPMENT, AND PURCHASE OF
VOTING SUPPLIES.
Section 2. That a true and correct copy of the Agreement is attached hereto
and incorporated herein, as Exhibit A.
Section 3. That the Mayor is authorized to execute the Agreement on behalf
of the City.
Section 4. That this resolution shall take effect immediately from and after its
passage.
PASSED AND APPROVED by the City Council of the City of The Colony,
Texas, this 2nd day of March 2009.
J n Dillard, Mayor
C y of The Colony, Texas
AT EST,
r
Christie Wilson, TRMC, City Secretary
APPROVED AS TO FORM:
Robert E. Hager, Cit ttorney
INTERLOCAL AGREEMENT
CITY OF THE COLONY
AN AGREEMENT BETWEEN THE CITY OF THE COLONY, TEXAS
AND THE COUNTY OF DENTON, TEXAS FOR RENTAL OF VOTING
MACHINES & EQUIPMENT, AND THE PURCHASE OF VOTING
SUPPLIES.
Section 1. Denton County, Texas, a corporate body politic, hereinafter designated as
"the County," represented in this agreement by the Elections Administrator, hereby agrees to rent the
following voting machines to the hereinafter-identified organization on the terms stated below.
Section 2. The City of The Colony, Texas 6800 Main Street, Texas, hereinafter
designated as "Renter," has requested the rental of four (4) Hart eSlate DAU, and eight (8) Hart
eSlate DRE at $300.00 per machine, one (1) work station at $250.00 per work station, various
election equipment and supplies, and election programming per the terms stated below or Annex A
which is attached for the May 9, 2009 election.
Section 3. The City of The Colony will deliver to Denton County no later than March
13, 2009 the ballot text in both English and Spanish by fax to 940-349-3201 or via email to
sara.tischler(c~dentoncoun .com for election programming.
Section 4. The rental period of voting machines shall commence on the 27th day of
April, 2009 and shall not extend to a date which will interfere with subsequent elections for which
the County is responsible for providing the voting machines for public uses, and to this end will, in
compliance with the Election Code, Section 273.061, obtain a Court Order, at the Renter's expense,
permitting the affected voting machine to be cleared and available to the County, no later than the
tenth day after the first election for which the voting machines were rented.
Section 5. Only voting machines that the County believes to be in safe operating
condition will be provided, and the Renter agrees to hold the County harmless for any damages
arising from the Renter's use of voting machines.
Section 6. Renter agrees to return the voting machines in the same condition as when
received, normal and considerate usage wear expected. Renter agrees to reimburse the County for the
costs to repair damages to the said machines during such time as the County does not have control
custody of said machines.
Section 7. The said Early Voting equipment will be delivered by the County to the City
of The Colony, City Hall, 6800 Main Street, The Colony, Texas, and the said Election Day voting
equipment will be delivered to the designated polling sites for a delivery fee of $86.00 each for
delivery and pickup by the County at said place.
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Section 8. This contract should be accompanied with a deposit of 90% (see annex A) of
the estimated election cost. Contracts received without the deposit will be returned which may
jeopardize the availability of equipment for your election. Elections that are cancelled will receive a
refund of the deposit less a $75.00 contract processing fee.
Section 9. That this Agreement shall become effective from and after its date of passage.
Section 10In witness of e nt, the County and the Renter affix their signatures
on this the day of 09.
Jg$n Dillard, Mayor
Tye Colony, Texas
[Seal]
ATTEST:,1
sAe Wilson, City Secretary
City of The Colony
APPR AS TO FO
City Attorney
APPROVED:
Don Alexander
Elections Administrator
Denton County, Texas
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Denton County Elections Contract Worksheet - Attachment "A"
The City of The Colony May 9, 2009
Election Costs Units Cost Per Unit Estimated Actual
Ballots cost per thousand) 0.0 $244.00 $0.00 $0.00
Early Voting Mail Ballots 0 Included $0.00 $0.00
Election Kits (Earl y& Election 4 $44.00 $176.00 $0.00
Early Voting Ballot Board Kit 1 $44.00 $44.00 $0.00
Provisional Stamp 0 $5.00 $0.00 $0.00
Provisional Bag 0 $10.00 $0.00 $0.0
Precinct Maps 0 $20.00 $0.00 $0.00
City or ISD Maps 0 $20.00 $0.00 $0.00
allot Boxes 0 $5.00 $0.00 $0.00
Voting Booth (One kit = two booths 0 $5.00 $0.00 $0.00
eSlate Voting Machines Rental a) 12 $300.00 $3,600.00 $0.00
eScan Voting Machine Rental (ea) 0 $500.00 $0.00 $0.0
Programing eScan/eSlate per Election 1 $400.00 $400.00 $0.00
Election Signs 0 $1.00 $0.00 $0.00
Mail Ballot Kits 0 $1.00 $0.00 $0.00
Postage for Mail Ballot Kits 0 $0.52 $0.00 $0.00
orkers(Earl Voting ours 0 $10.00 $0.00 $0.00
FICA on Earl Workers 0 $0.0765 $0.00 $0.0
Pickup and Delive of Supplies 0 $25.00 $0.00 $0.00
Delivery of EV & ED Equipment 4 $86.00 $344.00 $0.00
Work Stations/Computers a) 1 $250.00 $250.00 $0.00
Programing Computers per election 1 $300.00 $300.00 $0.00
Election Day Workers ours 0 $10.00 $0.00 $0.00
FICA on Election Da Workers 0 $0.0765 $0.00 $0.00
V Ballot Board Personnel ours 0 $9.00 $0.00 $0.00
Administrative Personnel Costs 0 TBD $0.00 $0.0011
Worksheet Total Expense $5,114.00 $0.0-011
Estimated Actual Amount Paid Check Number/Date Received
Election Total $5,114.00 $0.00
Election Service Fee $0.00
Election Total Cost x,,625.40 $0.00
Deposit (90%) $5,062.86 $0.00 $0.00
Balance Due $5,625.40 $0.00
2/20/2009
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