City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve a budget amendment to authorize a
payment for the remaining balance of $28,000 to Martin & Chapman Co. for election
services provided during the City’s Municipal Election held on April 11, 2006. This item
requires a 4/5ths vote.
BACKGROUND:
At the Council Meeting of January 23, 2006, the City Council authorized a professional
services agreement with Martin & Chapman Co., in an amount not to exceed $49,000 to
provide election services relating to the April 11, 2006 Municipal Election. The staff
report for this item also advised the City Council that a future budget amendment might
be required to the City Clerk’s budget for additional election costs.
The actual additional costs could only be estimated at the time of the original
agreement. These costs were for additional printing charges associated with the
Charter Amendment (Ballot Measure V) and the mandatory language translations
required by the U.S. Department of Justice.
After the close of the budget period for Fiscal Year 2005/2006, the City Clerk’s Office
received the actual invoice from Martin & Chapman totaling $75,706 for the services
provided during the April 11, 2006 Municipal Election. This created a shortfall of
$28,000 in the 2005/2006 Elections Budget. As a result, any additional payment
relating to this contract in excess of $10,000 must be approved by City Council.
Meeting Date: 9/11/06 Item Number: A-6
AGENDA ITEM: Approve a Budget Amendment for Authorization of Payment of
Professional Services Agreement with Martin & Chapman Co. Relating to Election
Services Provided during the City’s General Municipal Election held on April 11,
2006.
Contact Person/Dept.: Christopher
Armenta
Phone Number: 310-253-5851
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification:
Master Notification List
Department Approval:
Christopher Armenta (8/31/06)
City Manager Approval: Martin R. Cole
for Jerry B. Fulwood (09/06/06)
City Controller Approval:
Marlee Chang (09/06/06)City of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS:
The additional expense of $28,000 is requested as a budget amendment to the City’s
General Fund to cover the cost in the City Clerk’s Budget. The $28,000 is proposed to
come from the appropriated reserve.
ATTACHMENTS:
1. Staff Report from Council Meeting of January 23, 2006 regarding April 11, 2006
Election Services.
MOTION:
That the City Council:
Approve a budget amendment in the amount of $28,000 for outstanding election
services and supplies provided during the April 11, 2006 Municipal Election.
This item requires a 4/5ths vote.
MEETING DATE: 9/11/06
AGENDA ITEM: Approve a Budget Amendment for Authorization
of Payment of Professional Services Agreement
with Martin & Chapman Co. Relating to Election
Services Provided during the City's General
Municipal Election held on April 11, 2006.
ATTACHMENTS
Pages
1. Staff Report from Council Meeting of January 23, 2006
1-3
Regarding April 11, 206 Election Services.City of Culver City, California
City Council Agenda Item Report
Meeting Date: 01/23/06 Item Number: C-5
AGENDA ITEM: Authorize a Professional Services Agreement with Martin &
Chapman Co. to Provide Election Services Relating to the City's General
Municipal Election to be Held on Tuesday, April 11, 2006.
Contact Person/Dept.: Ela Valladares Phone Number: 310-253-5851
Fiscal Impact: Yes p_g No 0 General Fund: Yes pg
No Il
Public Hearing U Action Item: p jc Attachments: 0
Public Notification: Master Notification List (01/19/06); Martin & Chapman Co.
(01/12/06)
Department Approval:
Christopher Armenta (01/12/06)
GAO Approval:
Martin R. Cole for Jerry B. Fulwood
(01/19/06)
City Controller Approval:
Marlee Chang (01/19/06)
RECOMMENDATION:
a professional services agreement
not to exceed $49,000.00, to provide
Municipal Election on April 11, 2006.
to assist in conducting municipal
provides supplies and services necessary
and printing; sample ballot printing,
worker training; software, mailing labels,
ballots; balloting counting
for professional services contracts to
upon competitive quotations,
Chief Administrative Officer from not less
possible to get quotations from three
in the state that perform these kinds of
Chapman Co. and Sequoia Voting
Staff recommends that the City Council authorize
with Martin & Chapman Co., in an amount
election services relating to the City's General
BACKGROUND:
Culver City hires an election services provider
elections. The election services provider
to conduct an election, such as ballot layout
addressing, sorting and mailing; precinct
envelopes, and reports for processing absentee
equipment and personnel; and precinct supplies.
DISCUSSION:
Culver City Municipal Code §3.07.070 allows
be awarded without a formal bid process "based
whenever practical, as determined by the
than three (3) vendor contractors." It is not
contractors, as there are only two companies
services. These companies are Martin &
Systems.City of Culver City, California
City Council Agenda Item Report
The City Clerk's Office has previously contracted with Martin & Chapman Co. for
approximately 16 years. Staff has been satisfied with the high quality of service that
Martin & Chapman Co. provides, especially the professional guidance regarding the
election process and availability to assist if problems or questions should arise.
The price estimate received from Martin & Chapman Co. is $48,288.97.
Staff recommends the approval of a professional services agreement with Martin &
Chapman Co. for election services in an amount not to exceed $49,000.00.
FISCAL ANALYSIS:
Funds for election supplies and services were appropriated in the Fiscal Year 05/06
budget. The Elections budget is $60,000.00.
It should be noted that costs for the April 2006 election will be higher than in
previous years due to the following:
• The U.S. Department of Justice has focused more attention on compliance
with minority language requirements under the Federal Voting Rights Act and
Help America Vote Act. For the April 2006 election, all translations will be
incorporated into the English language sample ballot and translations of all
voter information materials at the polling places will be provided. The format
change in the sample ballot and translated materials account for part of the
increased costs.
• The proposed Charter amendment (Measure V) on the April 2006 ballot will
significantly increase the costs for printing the sample ballot. Measure V is 32
pages in length and must be included in the sample ballot.
The City Council was advised during the September 2005 meetings regarding the
Charter revisions that a budget amendment may be required in the current fiscal
year in the City Clerk's budget due to increased operating expenses for printing the
Charter ballot measure or measures due to the length of the proposed Charter
amendments. The increased expense of $12,000 will be transferred internally to
cover this additional cost in the City Clerk's budget.City of Culver City, California
City Council Agenda Item Report
ATTACHMENTS:
None
MOTION:
That the City Council:
1. Authorize the City Clerk to retain Martin & Chapman Co. as the election services
provider for the 2006 General Municipal Election at a cost not to exceed
$49,000.00;
2. Authorize the City Attorney to prepare a professional services agreement with
Martin & Chapman Co. in an amount not to exceed $49,000.00; and
3. Authorize the Chief Administrative Officer to execute the agreement on behalf of
the City.