HomeMy WebLinkAboutItem III(I) Approval and Authorization for Mayor and City Clerk to execute Lease Agreement with Supervisor of Elections for Voting Machines for the November 29 Election AGENDA 10-4-94
Item III I
••
' '. #,42, City of Ocoee
Qa° 150 N. Lakeshore Drive Jean Grafton
.)f,or soon Ocoee, Florida 34761-2258 City Clerk
(407)656-2322
FAX(407) 656-5725
MEMORANDUM
To: The Honorable Mayor and Board of City Commissioners
From: Jean Grafton, City Clerk
Date: September 27, 1994
Re: Lease Agreement for Voting Machines for the November 29 Election
The Orange County Supervisor of Elections provides the voting machines and other materials
used by municipalities in elections, and the attached lease agreement provides for the use of
those machines and materials for the City of Ocoee's election scheduled November 29.
Action Requested
The Mayor and Board of City Commissioners (1) approve the Vote Processing Equipment
Use Agreement and Election Contract with Orange County Supervisor of Elections and (2)
authorize the Mayor and City Clerk to execute.
"PRIDE OF WEST ORANGE"
Dffall.ili=1 SUPERVISOR3,
1\ OF ELECTIONS
t)
ORANGE COUNTY September 23, 1994
FLORIDA
Enclosed are lease agreements and a summary of election responsibilities for your
1994 General Election. You will note that the agreement is signed and properly
witnessed. Please have the agreement executed by the proper city officials, make
copies for your files and mail the originals back to us attention Pat Keough.
If you have any questions concerning the agreement or the responsibilities, please call
me at 836-2070.
Sinc ly,
r Pat Keough
Election Coordinator
End.
soeopkl/cont-mun.con created: 9/16/94
BETTY CARTER • SUPERVISOR OF ELECTIONS
119 WEST KALEY STREET • ORLANDO FL 32806-3967
407/836-2070 • FAX 407/244-3399
City of Ocoee-General Election November 29, 1994
VOTE PROCESSING EQUIPMENT USE AGREEMENT AND ELECTION CONTRACT
This Agreement is entered into by and between the Orange County Supervisor of
Elections, hereafter referred to as Lessor, and The City of Ocoee, Florida, hereafter
referred to as Lessee.
PREMISES;
1. Lessor is the legal custodian of Orange County Voting Machines and is charged
with the responsibility for custody and maintenance of those machines. Florida
Statutes, 101.34.
2. Lessee desires to conduct an election requiring the use of vote processing
equipment and desires to use said equipment to count ballots.
3. The Board of County Commissioners of Orange County has authorized the
leasing of voting machines and approved certain terms and conditions set forth
below. Florida Statutes, 101.36.
NOW, THEREFORE, in consideration of the premises and of the mutual promises,
terms and conditions stated below, Lessor and Lessee agree as follows:
SECTION 1. Agreement. Lessor shall lease to Lessee and Lessee will lease from
Lessor voting machines according to the terms and conditions stated below, for
anelection to be held on November 29, 1994.
SECTION 2. Voting equipment leased. This lease covers use of three (3) voting
machine(s), identified by serial number on a release form to be signed by you upon
receipt of election materials.
SECTION 3. Lease price. Lessee shall pay to lessor One Hundred Fifty Dollars
($150.00) for each machine leased.
Also included in this contract are expendable precinct supplies for three precincts at
$28.00 per precinct. Lessee will pay charges incurred to produce and bind Precinct
Register/Poll lists and Street Indexes, and any other lists ordered for this election.
If petition signatures are verified by Supervisor of Elections, Lessee will be charged $
.10 for each signature checked.
SECTION 4. Term. The term of this lease begins with ballot layout and ends on
November 30, 1994, when ballots have been processed, results obtained, and voting
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City of Ocoee-General Election November 29, 1994
equipment is returned to the election warehouse.
SECTION 5. Ballot services, Lessee shall furnish ballot information in both English and
Spanish at least two weeks before election. Lessor will lay out ballot(s) from
information furnished by Lessee and provide camera ready copy to the approved
printer. Lessee will place ballot order with printer. Both Lessor and Lessee will sign off
on ballot proof(s). Lessor will program the Tabulators to count said ballot(s) and test
ballot(s) received from printer.
SECTION 6. Operation Personnel. Lessee will select the election board and pay
directly for their services. Lessor will train and approve personnel selected.
'Troubleshooting" services for malfunctioning equipment will be performed by LESSOR
SECTION 7. Transportation of leased machine. Leased machine will be picked up by
lessee from the Election Warehouse located at the rear of 119 W. Kaley St. on
Monday, November 28, 1994, and returned to the same location on Wednesday,
November 30, 1993.
SECTION 8. Location of leased equipment . Lessor shall approve the location of each
leased machine. Each machine shall be located in a covered and protected area.
Once placed in position, no machine shall be moved without prior consent of Lessor.
SECTION 9. Hold Harmless Covenant. To the extent permitted by applicable law,
Lessee Hereby agrees to indemnify and hold harmless the Supervisor of Elections, her
officers, agents, and employees, from and against any and all claims, damages,
injuries, losses and expenses, including reasonable attorney's fees, arising out of or
resulting from any or all acts of omission or commission of or by the Lessee, its
officers, agents, and employees, with respect to any and all use, operation,
maintenance or custody of the voting machines covered by this Lease Agreement.
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City of Ocoee-General Election November 29, 1994
SECTION 10. Modification. No modification of this agreement shall be effective unless
in writing signed by both parties.
Section 11. Effective date. This Agreement shall take effect on the latter of the two
dates set forth below.
IN WITNESS WHEREOF, Lessor and Lessee have executed this Agreement on the
dates set forth below.
ORANGE COUNTY SUPERVISOR OF CITY OF OCOEE, FLORIDA
ELECTIONS, LESSEE �-- LESSOR
By:
BETTY C9c4TER S. SCOTT VANDERGRIFT, MAYOR
ATTEST: p7<e„,..., � ATTEST:
JEAN GRAFTON, CITY CLERK
Date: - �- I - / Date:
soeopkl/cont-mun.con created: 9/16/94
Fon Ocoee Election Date: November 29, 1994
RESPONSIBILITIES - CITY OF OCOEE GENERAL ELECTION
NOVEMBER 29, 1994
The following is a summary of election activities and a notation of the jurisdiction
responsible for the same:
QUALIFYING CANDIDATES;
City will: Provide qualifying packets to candidates and accept and process all qualifying
papers and fees, including 1.5 % Election Assessment required by F.S. 99.093 as
amended in 1991. Pay to Supervisor of Elections ten cents per name checked to verify
signatures on qualifying petitions if petitions are part of qualifying process.
Supervisor of Elections will: Verify signatures on any qualifying petitions submitted by
City.
BALLOT:
City will:
Place order for quantity of ballots with designated printer and pay printer directly
for the ballots.
Submit all ballot information in English and Spanish (including name of City, name
of election, name of offices and seats which will appear on ballot, and date of
election) immediately upon conclusion of qualifying period.
City will sign off on approval of ballot proof.
Supervisor of Elections will:
Lay out, check, proof, and deliver ballot layout to printer.
Receive, securely store and account for ALL ballots.
Control all access to unvoted ballots. Keep records of unvoted ballots delivered to
City Clerk.
APPLICATIONS/ISSUING/COUNTING ABSENTEE BALLOTS:
NOTICE OF ELECTION
City Will:
Use list of overseas residing voters registered in the City of Ocoee to send
SOEOPKI/RESPONS.MUN
For: Ocoee Section Date: November 29, 1994
(City Will)
notification of election to each qualified elector residing overseas, along with
request for absentee ballot. Pay $25.00 for said list of voters.
Pay for printing, envelopes, postage and other supplies (All voting materials must be
printed in English and Spanish)
Receive absentee ballot requests from overseas voters.
As soon as ballots are printed and tested, mail absentee ballots to overseas voters
who request ballots.
Supervisor of Elections will:
Produce list as indicated above.
ABSENTEE VOTING:
City Will:
Receive applications for persons requesting absentee ballots by telephone, mail,
or in person.
Issue and/or mail such absentee ballots in a timely manner;.
Keep logs showing name of voter, voter I.D. number, date ballot requested, date
ballot issued or mailed, method of delivery (voted in office, mailed, took ballot
home, designee), date ballot returned, etc. and account for all absentee ballots to
canvassing board.
Receive voted ballots.
Time & date stamp all voted absentee ballots returned to City
Hall.
Keep returned, voted ballots in secure storage.
Be responsible for secure storage of any unvoted ballots delivered to City by S of E.
Prepare report to account for all such ballots.
Verify signatures on voted absentee ballot envelopes.
Supervisor of Elections will:
Provide secure storage for any ballots while in Supervisor of Elections' custody.
POLLWORKERS:
City will: Select and pay pollworkers directly.
Supervisor of Elections will: train pollworkers
SOEOPK1/RESPONS.MUN
For:Ocoee Election Date: November 29, 1994
POLLING PLACES:
City will: Arrange for use and pay any rental fees directly to polling place(s).
Provide telephone service in voting room if none available.Make polling place(s)
accessible to handicapped and elderly voters.
Provide tables and chairs for poliworkers and handicapped or elderly voters if none
provided in polling place.
If polling place differs from site used for countywide elections, City will be
responsible for giving notice to electors.
Supervisor of Elections will:
Approve polling place.
PRECINCT SUPPLIES;
Pay for precinct supplies ($28.00 per precinct)
Pick up precinct supplies and ballots from Supervisor of Elections. Store ballots in
a secure area.
Arrange for precinct clerk(s) to collect and check supplies
and ballots prior to election and provide a secure place for precinct clerk(s)
to return supplies and voted and unvoted ballots on election night.
Pay production and binding cost for Poll Lists/Precinct
Register & Street Index(es).
Supervisor of Elections will:
Prepare and pack all supplies and ballots needed for election
precincts.
Print and bind Poll Lists/Precinct Registers and Street Index(es)
BALLOT TABULATING EQUIPMENT
City will:
Pay appropriate rental fees for each precinct tabulator.
At the time designated, pick up precinct tabulator(s) and other election equipment
at the election warehouse and deliver to the PROPER polling place(s).
SOEOPK1/RESPONS.MUN
For. Ocoee Election Date: November 29, 1994
S of E will:
Prepare, program and test tabulating equipment.
Conduct public test of tabulating equipment
Provide stand-by personnel for troubleshooting.
Train personnel to operate equipment.
RESULTS:
City will: Provide for collection of results from precinct.
Supervisor of Elections will: Program tabulators to print out correct results.
ADVERTISING:
City will:
Prepare and arrange for publication of all legal advertising required by state and
federal statutes, city charter & city ordinances.
(Advertising must be published in English and Spanish)
Supervisor of Elections will:
Provide samples of required advertising upon request.
SOEOPK1/RESPONS.MUN