HomeMy WebLinkAboutMINUTES - 09162008 - C.98 5E `
TO: BOARD OF SUPERVISORS =- ��__=�;,. Contra
FROM: Stephen L. Weir, County Clerk-Recorder ......„..„r, Costa
DATE: September 16, 2008 '��~� County
STA-COIJly
SUBJECT: APPROVE AND AUTHORIZE the Clerk-Recorder or designee to execute a contract
with Independent Printing Company for printing and related services.
RECOMMENDATION(S)AND BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
APPROVE AND AUTHORIZE the Clerk-Recorder, or designee, to execute a contract with Independent Printing
Company (IPCO), in an amount not to exceed $5,500,000, to provide printed election materials; and election
materials collection, inserting and mailing services from August 1, 2008 through December 31, 2010.
FINANCIAL IMPACT:
The total contract is for $5,500,000. This amount is funded within the Elections Division's budget over the next
two years (2008-2009, 2009-2010).
REASONS FOR RECOMMENDATION/BACKGROUND:
California Administrative Code, title 2, Division 7, Section 20220 provides that printers must be certified by the
Secretary of State's Office in order to print official ballots for a particular voting system. Independent Printing
Company (IPCO) is headquartered in Martinez and is certified to print official ballots for our election ballot
counting system.
CONSEQUENCES OF NEGATIVE ACTION:
Accurate printing of election ballots and related materials and timely production and mailing of ballots and
election materials are critical components of conducting successful elections. Failure to accurately print or
distribute election materials could jeopardize our mandated function to conduct election in a fair and accurate
manner. Due to potential error or omission, the department could be forced to conduct and election again at a
substantial cost to the County.
e
CONTINUED ON ATTACHMENT: ❑ Yes SIGNATURE:
Candy Lo ez, Assi ant R gi rar
X' APPROVE
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOA D COM TEE
OTHER
SIGNATURE(S):
ACTION ON BOARD ON �2�mlpa( `�P t APPROVED AS RECOMMENDED OTHER_
VOTE OF SUPERVISORS:
UNANIMOUS (ABSENT: YlLY)e1 , ) I HEREBY CERTIFY THAT THIS IS A TRUE AND
CORRECT COPY OF AN ACTION TAKEN AND
AYES: NOES: ENTERED ON THE MINUTES OF THE BOARD OF
ABSENT: _ ABSTAIN: SUPERVISORS ON THE DATE SHOWN.
I -� p�
ATTESTED: ( o�w
DAVID T A,CLERK OF THE BOARD OF
SUPERVISORS AND COUNTY
ADMINISTRATOR
BY: 0°(�
cc: Elections Office DEPUTY
C1D0CUME-1\so1vera\L0CALS-1\Temp\notesE1 EF34\-6915298.doc
4,
f Contra Costa County STANDARD CONTRACT Number
Standard Form L-1 (Purchase of Services-Long Form) Fund/Org# 2353
Revised 2002 Account # 2473
Other # 2260
1. Contract Identification.
Department: Clerk-Recorder
Subject: Printing, Inserting& Mailing Election Materials
2. Parties. The County of Contra Costa,California(County),for its Department named above,and the following
named Contractor mutually agree and promise as follows:
Contractor: Independent Printing Company (IPCO Printing)
Capacity: Corporation
Address: 3930 Pacheco Blvd., Martinez, CA 94553
3. Term. The effective date of this Contract is August 1, 2008. It terminates on December 31, 2010 unless
sooner terminated as provided herein.
4. Payment Limit. County's total payments to Contractor under this Contract shall not exceed
$ 5,500,000.00.
5. County's Obligations. County shall make to the Contractor those payments described in the Payment
Provisions attached hereto which are incorporated herein by reference, subject to all the terms and conditions
contained or incorporated herein.
6. Contractor's Obligations. Contractor shall provide those services and carry out that work described in the
Service Plan attached hereto which is incorporated herein by reference,subject to all the terms and conditions
contained or incorporated herein.
7. General and Special Conditions. This Contract is subject to the General Conditions and Special Conditions
(if any) attached hereto, which are incorporated herein by reference.
8. Proiect. This Contract implements in whole or in part the following described Project, the application and
approval documents of which are incorporated herein by reference:
Not applicable.
L-1 (Page I of 2)
. onrra Costa County STANDARD CONTRACT Number
Standard Form L1 (Purchase of Services ,Long Form)
Revised 2002
9. Legal Authority. This Contract is entered into under and subject to the following legal authorities:
Government Code § 31000
10. Signatures. These signatures attest the parties' agreement hereto:
COUNTY OF CONTRA COSTA CALIFORNIA
r��
D OF SUPERVISORS ATTEST: Clerk of the Board of Supervisors
�1
By �J
By
�, -
Chairma /Designee Deputy
CONTRACTOR
Name of b siness entity Independent Printing Co Name of business entity Independent Printing Co,
(Signature of individual or officer) By Gl^�
(Print name and title A, if applicable)
(Print name and title B, if applicable)
Note to Contractor: For Corporations (profit or nonprofit), the contract must be signed by two officers. Signature A must be that of the
president or vice-president and Signature B must be that of the secretary or assistant secretary(Civil Code Section 1190 and Corporations
Code Section 313). All signatures must be acknowledged as set forth on Form L2.
L-1 (Page 2 of 2)
Contra Costa'County APPROVALS/ACKNOWLEDGMENT Number
Standard Form L-2 (Purchase of Services -Long Form)
Revised 2002
APPROVALS
RECOMMENDED BY DEPARTMENT FORM APPROVED
COUNTY COUNSEL
By: # I By: IV 11171t�--
Designe Deputy
APPROVED: COUNTY ADMINISTRATOR
By: .
Designee
ACKNOWLEDGMENT
STATE OF CALIFORNIA )
ss.
COUNTY OF CONTRA COSTA )
On 44 u4 a) ) , before me, � 00. 11 r 151 rci r
insert name and title of the officer), personally appeared r rvi a' e f Ire ',de Ki
1' f5'0— 0)SoF1 T Sec re rQ _personally known to me (or proved to me on the basis
of satisfactory evidence) to be the person( whose name(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
WITNESS MY HAND AND OFFICIAL SEAL.
(Seal)
Signature 0
ACKNOWLEDGMENT(by Corporation,Partnership,or Individual)
(Civil Code§1189)
L-2 ( Page 1 of 1)