Administrative
Report
H.10., File # 22-4995 Meeting Date: 10/18/2022
To: MAYOR AND CITY COUNCIL
From: ELEANOR MANZANO, CITY CLERK
TITLE
APPROVE FIRST AMENDMENT TO THE AGREEMENT WITH PRO DOCUMENT SOLUTIONS, INC. DBA PROVOTE SOLUTIONS FOR THE MARCH 7, 2023 GENERAL MUNICIPAL ELECTION PRINT AND MAIL SERVICES IN THE AMOUNT OF $183,196.92, INCLUDING COMPLETION OF THE OCTOBER 19, 2022 SPECIAL ELECTION, FOR A TOTAL AMOUNT NOT TO EXCEED $275,000 FOR THE EXISTING TERM ENDING AUGUST 1, 2023
EXECUTIVE SUMMARY
Redondo Beach will be holding a standalone all-mailed ballot General Municipal Election on March 7, 2023, as called by the City Council on October 11, 2022.
Approval of the First Amendment of this agreement provides for the all print materials and mailing services, excluding postage, for the March 7, 2023 General Municipal Election and includes print supplies ordered to complete the needs for the October 19, 2022 Special Election. The original agreement awarded on August 2, 2022 in the amount of $87,300.02 was to cover all such needs for the October 19, 2022 Special Election; however, printed ballot envelopes were inadvertently excluded from the original cost estimate ($14,967.69). The total not to exceed amount on this agreement includes a small contingency to cover incidental increases, e.g., increase in number of registered voters and adjustments in freight costs.
BACKGROUND
ProVote provided services initially for the successfully conducted standalone all-mailed ballot General Municipal Election in March 2021. ProVote provided ballot design and printing, envelopes, printing and voter information guide (Sample Ballot/Voter Information Guide), and postcard mailer services for the October 19th Special Election as well. The ProVote ballot product integrates with the recently purchased Hart Verity ballot tabulation equipment and software system.
The City Clerk’s Office will return with a second amendment for like materials and services for a Runoff election in May, if necessary.
COORDINATION
The City Clerk’s Office has coordinated with the City Attorney’s office.
FISCAL IMPACT
This Special Election was not budgeted for FY2022-2023; however, the City Clerk’s Office budgeted Page 1 of 2 H.10., File # 22-4995 Meeting Date: 10/18/2022
This Special Election was not budgeted for FY2022-2023; however, the City Clerk’s Office budgeted $353,725 for the 2023 General Municipal Election for FY22-23 and will return mid-fiscal year to request additional funds to cover associated special election costs.
APPROVED BY:
Eleanor Manzano, City Clerk
ATTACHMENTS
First Amendment - Agreement ProDocument Solutions aka Provote Original Agreement
Insurance Document