FIRST AMENDMENT TO THE AGREEMENT FOR PROJECT SERVICES
BETWEEN THE CITY OF REDONDO BEACH
AND PRO DOCUMENT SOLUTIONS, INC. DBA PROVOTESOLUTIONS
THIS FIRST AMENDMENT TO THE AGREEMENT FOR PROJECT SERVICES ("First Amendment") is made between the City of Redondo Beach, a chartered municipal corporation ("City") and Pro Document Solutions, Inc., a California corporation dba ProVoteSolutions (“Contractor" or “Consultant”).
WHEREAS, on August 2, 2022, the parties entered into the Agreement for Project Services between the City and Contractor (the "Agreement"); and
WHEREAS, the parties desire to increase the amount of compensation paid to Contractor to include the March 7, 2023 General Municipal Election’s costs for ballots, envelope special, insertion and addressing, postcard mailer, and mailing services; and NOW THEREFORE, in consideration of the promises and mutual covenants contained herein, and intending to be legally bound, the parties hereby agree to make the following amendment to the Agreement:
1. Compensation. Exhibit "C" of the Agreement is hereby amended to add Exhibit “C-1”, which increases the Contractor’s compensation limit by $183,196.92 for a total limit of $275,000. Exhibit “C-1” is attached hereto and incorporated by reference. Contractor shall be compensated for the services described in Exhibit “A” of the Agreement.
2. No Other Amendments. Except as expressly stated herein, the Agreement shall remain unchanged and in full force and effect. The Agreement and this First Amendment constitute the entire agreement between the parties and supersede any previous oral or written agreement with respect to the subject matter hereof. In the event of any inconsistency between the terms of the Agreement and the First Amendment, the terms of this First Amendment shall govern. - 2 -
IN WITNESS WHEREOF, the parties have executed this First Amendment in Redondo Beach, California, as of this 18th day of October, 2022.
CITY OF REDONDO BEACH PRO DOCUMENT SOLUTIONS, INC.,
a chartered municipal corporation a California corporation dba ProVoteSolutions __________________________ By: _______________________
William C. Brand, Mayor Name: _______________________
Title: _______________________
ATTEST: APPROVED:
__________________________ ______________________________ Eleanor Manzano, City Clerk Diane Strickfaden, Risk Manager APPROVED AS TO FORM:
__________________________
Michael W. Webb, City Attorney
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EXHIBIT “C-1”
COMPENSATION
Provided Contractor is not in default under this Agreement, Contractor shall be compensated as provided below.
A. AMOUNT. Contractor shall be paid in accordance with the unit price in the schedules attached to the Agreement as the quantity of items may vary due to the number of registered voters and candidates. Incidental costs including taxes, freight, and handling are estimated and may be amended. However, in no event shall the total amount paid to Contractor exceed $275,000.
B. METHOD OF PAYMENT. Contractor shall provide invoices indicating the services performed and materials purchased during the prior month to City for approval and payment. Invoices must be itemized, adequately detailed, based on accurate records, and in a form reasonably satisfactory to City. Contractor may be required to provide back-up material upon request.
C. SCHEDULE FOR PAYMENT. City agrees to pay Contractor within (45) days of receipt and approval of the monthly invoice; provided, however, that services are completed to the City’s full satisfaction.
D. NOTICE. Written notices to City and Contractor shall be given by registered or certified mail, postage prepaid and addressed to or personally served on the following parties.
Contractor: Pro Document Solutions, Inc. dba ProVoteSolutions 90 W. Poplar Avenue
Porterville, CA 93257
Attention: Brad Stiers, President
City: City of Redondo Beach
The City Clerk’s Office
415 Diamond Street
Redondo Beach, CA 90277
Attention: Eleanor Manzano
All notices, including notices of address changes, provided under this Agreement are deemed received on the third day after mailing if sent by registered or certified mail.
Changes in the respective address set forth above may be made from time to time by any party upon written notice to the other party.
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BILL TO: CITY OF REDONDO BEACH
415 DIAMOND ST
REDONDO BEACH, CA 90277 ATTN.
ELEANOR MANZANO
General Muni Election
2023
OFFICIAL BALLOTS $27,165.00
1 Machine Setup @ $420.00 /Lot $420.00
15 Digital Print/ Per Precinct @ $83.00 /ea $1,245.00
52,000 Vote by Mail Ballots English -14" Ballot @ $425.00 /M $22,100.00 1,000 Vote by Mail Ballots Spanish -14" Ballot @ $425.00 /M $425.00 3,000 Printing Counter/Office Ballots - 14" @ $425.00 /M $1,275.00 4,000 Vote by Mail - Supplemental @ $425.00 /M $1,700.00 1 SET OF PREMARKED TEST DECKS $705.00
15 Setup: Total Precincts @ $19.00 /ea $285.00
1,000 14" Ballot @ $0.42 /ea $420.00
INKJET ADDRESSING AND MAILING $33,446.00
1 Data Processing and Setup 1st initial
mailing-English @ $520.00 /per ea $520.00
1 Data Processing and Setup-Spanish @ $520.00 /per ea $520.00 15 Machine Set up - Per Precinct @ $18.00 /ea $270.00
52,000 Run Charge - 1 Ballot with pamphlet @ $478.00 per M $24,856.00 52,000 Ballot Tracking @ $49.00 /per M $2,548.00
2 Data Processing and Setup Supplemental @ $255.00 /per ea $510.00 15 Machine Setup -per Precinct @ $18.00 /ea $270.00
4,000 Run Charge - 1 Ballot with pamphlet @ $939.00 /M $3,756.00 4,000 Ballot Tracking @ $49.00 /M $196.00
SAMPLE BALLOT PAMPHLETS $68,818.84
2 Election Setup-Covers @ $950.00 /Lot $1,900.00
5 Ballot Type Changes @ $115.00 /ea $575.00
20 Candidate Statement Page Setup-English @ $108.00 /ea $2,160.00 20 Candidate Statement Page SetupSpanish @ $108.00 /ea $2,160.00 10 Measure Pages @ $108.00 /ea $1,080.00
Electronic Copy Input
20 Candidate Statement English @ $55.00 /ea $1,100.00
20 Candidate Statement Spanish @ $55.00 /ea $1,100.00
10 Measure Pages - English @ $55.00 /ea $550.00
10 Measure Pages - Spanish @ $55.00 /ea $550.00
90 West Poplar Avenue, Porterville, CA 93257
Phone 559 719-2136
Fax 559 719-2111
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Booklet Run Charges
Misc. Book Charges
16 Fillers Pages and Misc Pages @ $108.00 /ea $1,728.00 16 Filler Pages -Spanish @ $108.00 /ea $ 1,728.00
ELECTION POSTCARD $ 6,339.00
53000
Election Postcard - 8.5 x 5.5, Wht card
stock, Black ink front and back @ $54.00 /M $ 2,862.00
1 Mail File Processing @ $350.00 /ea $350.00
53000 Addressing and Mailing @ $59.00 /M $ 3,127.00
OUTGOING AND RETURN ENVELOPES $ 17,138.70
55000 Outgoing Envelopes @ $163.86 /M $ 9,012.30
55000 Return Envelopes @ $143.83 /M $ 7,910.65
1500 Outgoing no Indicia for City @ $143.83 /M $ 215.75 PRECINCT SUPPLIES $ 485.10
30 AV-41 Boxes @ $7.12 /ea $ 213.60
30 Image Cast Boxes @ $4.85 /ea $ 145.50
60 Voted Ballots Seals @ $2.10 /ea $ 126.00
SUBTOTAL $154,097.64
PRICES MAY CHANGE TOTAL $168,229.23
32 Page (16 Part) English @ $967.64 /M $53,220.20
32 Page (16 Part) Spanish @ $967.64 /M $967.64
55,000
1,000
THIS IS AN ESTIMATE ONLY
DOES NOT INCLUDE,
TRANSLATIONS, POSTAGE, OR
ANYTHING NOT LISTED ABOVE.
FREIGHT $3,000
TAX $11,131.59
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OUTGOING AND INCOMING ENVELOPES $13,628.52
53,000 Outgoing with indicia @ $136.55 /M $7,237.15
1000 Outgoing No indicia @ $136.55 /M $136.55
53,000 BRM - Pro Vote @ $115.83 /M $6,138.99
1000 BRM - City @ $115.83 /M $115.83
HANDLING $20.00
SUBTOTAL $13,648.52
TAX $1,296.61
FREIGHT $22.56
TOTAL $14,967.69
Job No. E281907
ESTIMATE - COST BREAKDOWN
OUTGOING AND INCOMING ENVELOPES
SPECIAL ELECTION
OCTOBER 19, 2022
BILL TO: CITY OF REDONDO BEACH
415 DIAMOND STREET, DOOR 1
REDONDO BEACH, CA 90277
Attn: Eleanor Manzano
90 West Poplar Avenue, Porterville, CA 93257
Phone 559 719-2136
Fax 559 719-2111