19-R-130 Election Contract with Comal CountyRESOLUTION NO. 19 -R -130
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ,
TEXAS AUTHORIZING AND APPROVING AN ELECTION CONTRACT
WITH THE COMAL COUNTY CLERK BOBBIE KOEPP FOR THE
CONDUCT OF OUR NOVEMBER 5, 2019 GENERAL ELECTION FOR THE
PURPOSE OF ELECTING COUNCILMEMBERS FOR PLACE 1, PLACE 2
AND FOR MAYOR FOR A THREE YEAR TERM AND A SPECIAL
ELECTION FOR THE PURPOSE OF ELECTING A COUNCILMEMBER
FOR PLACE 4 FOR THE REMAINING YEAR OF THE UNEXPIRED TERM,
AND OTHER MATTERS IN CONNECTION THEREWITH
WHEREAS, the City staff of the City of Schertz (the "City ") has recommended that the City
Council approve an elections contract with the Comal County Clerk, Bobbie Koepp; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
approve a contract with the Comal County Clerk for the conduct of our November 5, 2019 General
Election for the purpose of electing Councilmembers for Place 1, Place 2 and for Mayor for a three
year term and a Special Election for the purpose of electing a Councilmember for Place 4 for the
remaining year of the unexpired term.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
THAT:
Section 1. The City Council hereby authorizes a contract with the Comal County Clerk
Bobbie Koepp; and
Section 2. The Comal County Early Voting Locations and Election Day Vote Centers are
attached hereto as Exhibits A & B.
Section 3. The recitals contained in the preamble hereof are hereby found to be true, and
such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of
the judgment and findings of the City Council.
Section 4. All resolutions, or parts thereof, which are in conflict or inconsistent with any
provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of
this Resolution shall be and remain controlling as to the matters resolved herein.
Section 5. This Resolution shall be construed and enforced in accordance with the laws
of the State of Texas and the United States of America.
Section 6. If any provision of this Resolution or the application thereof to any person or
circumstance shall be held to be invalid, the remainder of this Resolution and the application of such
provision to other persons and circumstances shall nevertheless be valid, and the City Council
hereby declares that this Resolution would have been enacted without such invalid provision.
Section 7. It is officially found, determined, and declared that the meeting at which this
Resolution is adopted was open to the public and public notice of the time, place, and subject matter
of the public business to be considered at such meeting, including this Resolution, was given, all as
required by Chapter 551, Texas Government Code, as amended.
Section S. This Resolution shall be in force and effect from and after its final passage,
and it is so resolved.
PASSED AND ADOPTED, this 24th day of September 2019.
ATTEST:
CJea Dennis, City Secretary
CITY OF S"RTZ, TEXAS
-2-
R. Carpenter, Mayor
EXHIBIT A
EARLY VOTING LOCATIONS
(SITIOS DE VOTACIONANTICIPADA)
COMAL COUNTY, TEXAS
(el Condado de Comal, Texas)
2019 CONSTITUTIONAL AMENDMENT ELECTION and
CITY OF SCHERTZ GENERAL /SPECIAL ELECTIONS
( ELECCION DE ENMIENDAS CONSTITUCIONAL DE 2019 EN EL CONDADO DE COMAL,
TEXAS Y
CIUDAD DE SCHER TZ ELECIONES GENERA LES /ESPECIALES)
November 5, 2019
(5 de noviembre de 2019)
Location Dates and Hours of Main Early Voting Polling Location
(Lugar, Fechas r, Horas de los Centros Principales de Votacion Para la Votacion Anticinada)
"MAIN LOCATION: Comal County Elections Office
(los Centros Principales) 396 N. Seguin Ave.
New Braunfels, TX 78130
DATES and HOURS: October 21 -25, 2019 —8 a.m. to 5 p.m.
(Fechas y Horas) (21 -25 de octubre de 2019 — 8 a.m. to 5 p.m)
October 26, 2019 — 7 a.m. to 7 p.m.
(26 de octubre de 2019 — T a. m. to 7 p. m)
October 28 -30, 2019 — 8 a.m. to 5 p.m.
(28 -30 de octubre de 2019 — 8 a.m. to S p.m)
October 31 and November 1, 2019 — 7 a.m. to 7 p.m.
(31 de octubre y 1 de noviembre de 2019 — 7 a.m. to 7 p.m)
"Emergency and Limited ballots available at this location only. (Boletas limitadas y de
emergencia solamente estdn disponibles en esta caseta)
Location, Dates and Hours of Tem orary Branch Earlv Voting Polling Locations
(Lugar. Fechas r Horas de las Sucursales de los Centros Temporal de Votacion Para la Votacion
Anticipada)
Mammen Family Public Library October 21 -25, 2019 —8 a.m. to 5 p.m.
131 Bulverde Crossing (21 -25 de octubre de 2019 — 8 a.m. to 5 p. m)
Bulverde Texas 78163 October 26, 2019 — 7 a.m. to 7 p.m.
(26 de octubre de 2019 — 7.a.m. to 7 p.m)
October 28 -30, 2019 — 8 a.m. to 5 p.m.
(28 -30 de octubre de 2019 — 8 a.m. to 5 p.m)
October 31 and November 1, 2019 — 7 a.m. to 7 p.m.
(31 de octubre y 1 de noviembre de 2019 — 7 a.m. to 7 p.m)
-3-
Comal County Offices - October 21 -25, 2019 —8 a.m. to 5 p.m.
Goodwin Annex (21 -25 de octubre de 2019 — 8 a.m. to 5 p.m)
1297 Church Hill Drive October 26, 2019 — 7 a.m. to 7 p.m.
New Braunfels, Texas 78130 (26 de octubre de 2019 — 7.a.m. to 7 p.m.)
October 28 -30, 2019 — 8 a.m. to 5 p.m.
(28 -30 de octubre de 2019 — 8 a.m. to 5 p.m)
October 31 and November 1, 2019 — 7 a.m. to 7 p.m.
(31 de octubre y 1 de noviembre de 2019 — 7 a.m. to 7 p.m)
St. Francis by the Lake October 21 -25, 2019 —8 a.m. to 5 p.m.
Episcopal Church (21 -25 de octubre de 2019 — 8 a.m. to 5 p.m.)
121 Spring Mountain Dr. October 26, 2019 — 7 a.m. to 7 p.m.
Canyon Lake, Texas 78133 (26 de octubre de 2019 — 7. a. m. to 7 p. m)
October 28 -30, 2019 — 8 a.m. to 5 p.m.
(28 -30 de octubre de 2019 — 8 a.m. to 5 p.m)
October 31 and November 1, 2019 — 7 a.m. to 7 p.m.
(31 de octubre y 1 de noviembre de 2019 — 7 a.m. to 7 p.m.)
Comal County Offices - October 21 -25, 2019 —8 a.m. to 5 p.m.
Bulverde Annex (21 -25 de octubre de 2019 — 8 a.m. to 5 p. m)
30470 Cougar Bend October 26, 2019 — 7 a.m. to 7 p.m.
Bulverde, Texas 78163 (26 de octubre de 2019 — T a.m. to 7 p.m)
October 28 -30, 2019 — 8 a.m. to 5 p.m.
(28 -30 de octubre de 2019 — 8 a.m. to 5 p.m)
October 31 and November 1, 2019 — 7 a.m. to 7 p.m.
(31 de octubre y I de noviembre de 2019 — 7 a.m. to 7p.m)
Garden Ridge City Hall October 21, 22 and 24, 2019 — 8 a.m. to 4 p.m.
9400 Municipal Parkway (21, 22, y 24 de octubre de 2019 — 8 a.m. to 4 p.m)
Garden Ridge, Texas 78266 October 23 and 25, 2019 — 8 a.m. to 5 p.m.
(23 y 25 de octubre de 2019 — 8 a.m. to 5 p.m)
October 26, 2019 — 7 a.m. to 7 p.m.
(26 de octubre de 2019 — 7.a.m. to 7 p.m.)
October 28 -30, 2019 — 8 a.m. to 5 p.m.
(28 -30 de octubre de 2019 — 8 a.m. to 5 p.m)
October 31 and November 1, 2019 — 7 a.m. to 7 p.m.
(31 de octubre y I de noviembre de 2019 — 7 a.m. to 7 p.m.)
Applications for Ballot by Mail shall be mailed to: (Las solicitudes para boletas que se votaran
adelantada por correo deberan enviarse a.) Bobbie Koepp, Early Voting Clerk, 396 N. Seguin
Ave., New Braunfels, Texas 78130.
Applications for Ballots by Mail must be received no later than the close of business on October, 25,
2019. (Las solicitudes pars boletas que se votaran adelantada por correo deberan recibirse para el tin de las
horas de negocio el 25 de octubre, 2019).
EXHIBIT B
COMAL COUNTY, TEXAS
2019 CONSTITUTIONAL AMENDMENT ELECTION and
CITY OF SCHERTZ GENERAL /SPECLAL ELECTIONS
(ELECCIONDE ENMIENDAS CONSTITUCIONAL DE 2019 ENEL CONDADO DE COMAL, TEXAS Y
CIUDAD DE SCHERTZ ELECIONES GENERALES / ESPECIALES)
ELECTION DAY POLLING LOCATIONS
(DIA DE LA ELECCIONLUGARES DE VOTACION)
Election Day: November 5, 2019
(Dia de la Eleccion: 5 de noviembre de 2019)
Election Day Polling Locations Open from 7:00 a.m. to 7:00 p.m.
(El Dia de la Eleccion los lugares de votacion estarkn abiertos desde las 7 a.m. hasta las 7 p.m)
Comal County will be usin {= Vote Centers for the November 5, 2019 General and S }ecial
Elections. Any Comal County registered voter may vote at an,, Comal County- Election Day
Location, rep-ardless of the precinct in which he /she resides.
tEl Condado de Comal utilizaM los Centeos de votacion Para las elecciones generales v es )eciales
del 5 de noviembre de 2019. Cualquier votante registeado en el Condado de Comal puede votar en
cualquierLugar del Dia de Eleccion del Condado de Comal, independientemente del recinto en el
true reside.)
VOTE POLLING PLACE ADDRESS CITY
CENTER (LUGARDE VOTACIDN) (DIRECCION) ( CIUDAD)
( CENTRO DE
VOTACI6N)
VC #1 Comal County Senior Citizens Center 655 Landa New Braunfels
VC #2
Christ Our King Anglican Church
115 Kings Way New Braunfels
VC #3
Vintage Oaks Amenity Center
Westside Community Center
1250 Via Principale
New Braunfels
VC #4
2932 S. IH 35 New Braunfels
VC #5 Mammen Family Public Library
131 Bulverde Crossing
Bulverde
VC #6 Jay F. Feibelman Garden Ridge Community
Garden Ridge
9500 Municipal Parkway
Center
VC #7 Bulverde /Spring Branch Fire & EMS
30475 Johnson Way
Bulverde
@Johnson Ranch
VC #8 Comal County Courthouse
100 Main Plaza, Room
New Braunfels
101
1297 Church Hill Dr.
VC #9 ` Comal County Offices, Goodwin Annex
New Braunfels
-5-
VOTE
CENTER
( CENTRO DE
VOTACION)
POLLING PLACE
(LUGARDE VOTACION)
ADDRESS
(DIRECC16N)
CITY
(CIUDAD)
VC #10
Tye Preston Library
16311 South Access Rd.
Canyon Lake
VC #11
North Shore United Methodist Church
23880 N. Cranes Mill Rd.
Canyon Lake
VC #12
Christ Presbyterian Church
1620 Common Street
New Braunfels
VC #13
Rebecca Creek Baptist Church
11755 Highway 281 N
Spring Branch
CYNTHIA JAQUA
CONAL COUNTY
396 N. Seguin Ave. • New Braunfels • Texas • 78130
(830) 22 1 -1352 Fax: ( 8 3 0 ) 608 -2013
e -mail: jaquac @co.comal.tx.us
September 10, 2019
CITY OF SCHERTZ
CONTRACT FOR ELECTION SERVICES
November 5, 2019 General and Special Election
This contract for election services made by and between City of Schertz hereinafter
called ENTITY and Bobbie Koepp, Comal County Clerk, hereinafter called
CONTRACTING OFFICER is based on the following:
The ENTITY and CONTRACTING OFFICER have determined that it is in the public
interest of the inhabitants of the ENTITY that the following contract be made and
entered into for the purpose of having the CONTRACTING OFFICER furnish the
ENTITY certain election services and equipment needed by the ENTITY for their
November 5, 2019 General a n d S p e c i a l Election. Electronic voting equipment will be
used, specifically the Hart DRE'S known as Verity Touch, Verity Access Touch, and
Controller.
DUTIES AND SERVICES OF THE CONTRACTING OFFICER:
1. Bobbie Koepp, Comal County Clerk, shall be designated and agrees to act as the
Election Administrator and the Early Voting Clerk for the election, and shall conduct
early voting in person and by mail.
2. Forward all information to vendor (Hart) for the Coding and Audio files for Verity
Touch, Verity Access Touch, and Controller
3. Advertise, prepare, and conduct the Logic and Accuracy Tests as required by State
Law.
4. Conduct Early Voting for Ballot by Mail at main Early Voting location 396 N. Seguin,
New Braunfels, Texas 78130.
5. Provide training on conducting an election, with Hart Verity Touch, Verity Access
Touch, Controller, and Knowink Poll Pads for all Early Voting and Election Day
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workers.
6. Require HART to provide screen shot proofs for ENTITY's approval.
7. Procure and provide election supplies, including but not limited to the preparation,
printing of ballots for Ballot by Mail requests, and distribution of sample ballots.
8. Prepare and provide adequate election equipment for the election (Hart Verity
Touch, Verity Access Touch, Controller, and Knowink Poll Pads)
9. Prepare Early Voting and Election Day packets and supply bags for Early Voting and
Election Day Polling Locations.
10. Provide the Official Registered Voter Lists for City of Schertz (Coma) County Voters)
for use on Knowink Poll Pad.
11. Deliver all voting equipment Verity Touch, Verity Access Touch, Controller, and
Knowink Poll Pads) and election supplies for Early Voting and Election Day to polling
locations.
12. Ensure Election Judges return specified voting equipment and supplies from Early
Voting after polls close on November 1, 2019.
13. Pick up all voting equipment (Verity Touch and Verity Access Touch) and election
supplies for Early Voting and Election Day and return to Comal County Elections
Office, 396 N. Seguin Ave., New Braunfels.
14. Ensure Election Judges return specified voting equipment and supplies from Election
Day Polling Locations after polls close on November 5, 2019.
15. Recruit election judges and clerks for Early Voting and Election Day.
16. Election judges and clerks for Early Voting and Election Day will be compensated by
CONTRACTING OFFICER and reimbursed by ENTITY.
17. Issue Writs of Election for election judges and notice of appointments to Presiding
and Alternate Judges.
18. Procurement and payment of Early Voting Ballot Board personnel who will meet at
the Comal County Elections Office, 396 N. Seguin Ave., New Braunfels, Texas
78130, on Election Day and other dates as prescribed by law to process Ballots by
Mail and Provisional Ballots.
19. Set up the Central Accumulation Station and appoint personnel to tabulate the
results of the Early and Election Day votes; provide Final Unofficial results for
Canvass.
20. Provide overall administration and supervision of the election and advisory services.
21. Meet ADA requirements for the election, as the law relates to polling locations, voter
assistance, and other ADA requirements, if any.
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22. Reporting precinct results to the Secretary of State, if required.
23. Maintain election materials and paperwork in storage for the allotted time as
prescribed by law.
DUTIES OF THE ENTITY:
Prepare all Election Orders and Notice of Election as required by law and prepare
and publish the Notice of Election.
2. Provide the County Elections Office with ENTITY's ballot information, etc. ENTITY
shall conduct its ballot position drawing on or about, September 26, 2019 at 5:15
p.m. and send the CONTRACTING OFFICER the ballot order so that it may be
forwarded for Coding and Audio to Hart. ENTITY will be responsible for approving
the screen shot proofs from Hart.
3. ENTITY shall be responsible for any loss and /or physical damage to the equipment
while it is in ENTITY's possession and control.
4. Only the actual expenses directly attributable to the Contract may be charged.
(Section 31.100(b), Texas Election Code) The County Elections Officer will submit
the actual costs for items contracted for pursuant to this Contract with the ENTITY as
soon as all invoices are received from the vendors. The ENTITY agrees to pay costs
of the election within ten (10) ENTITY workdays of receipt of the statement.
1XI74,1114 :7 _ 11 Z T 60 &I 191►14
A. ENTIRE AGREEMENT: This Agreement contains the entire agreement
between the parties and correctly sets forth the rights, duties, and obligations of each
to the other as of the Effective Date. Any oral representations or modifications
concerning this Agreement will be of no force or effect excepting a subsequent
written modification executed by both parties.
B. SEVERABILITY: If a court of competent jurisdiction determines that any term of
this contract is invalid or unenforceable to any extent under applicable law, the
remainder of this Agreement (and the application of this Agreement to other
circumstances) shall not be affected thereby; and each remaining term shall be valid
and enforceable to the fullest extent permitted by law.
C. CHOICE OF LAW AND VENUE: This agreement is entered into under and
pursuant to, and is to be construed and enforceable in accordance with the laws
of the State of Texas, without regard to its conflict of laws principles. Exclusive
venue shall be in a court of competent jurisdiction in Comal County, Texas.
Page 3 of 6
D. RELATIONSHIP OF THE PARTIES: Each party to this contract, in the
performance of this contract, shall act in an individual capacity and not as agents,
employees, partners, joint ventures, or associates of one another. The employees
or agents of one party shall not be deemed or construed to be the employees or
agents of the other party for any purposes whatsoever.
E. FORCE MAJEURE: In the event that CONTRACTING OFFICER shall be prevented
from performing any of its obligations due under the terms of this contract by an act
of God, by acts of war, riot, or civil commotion, by an act of State, by strikes, fire,
flood, or by the occurrence of any other event beyond the control of the parties hereto.
CONTRACTING OFFICER shall be excused from such obligations beyond its
control and undertakings set forth under the terms of this agreement.
DATED this the 24tg day of September, 2019
BOBBIE KOEPP
Comal County Clerk
SEE ATTACHED ESTIMATE OF EXPENSES
Page 4of6
NOTE: * *Equals 1% of Total Cost
Page 5 of 6
SCHERTZ
COST PER
TOTAL
ITEM
QUANTITY
ITEM TOTAL COST
COST
Rental of Hart Verity Touch and
Verity Access Touch 6 -Early
Voting and 13 - Election Day
Locations
* *100
$150.00
$15,000.00
$150.00
Rental of Controller (7 -Early
Voting and 13- Election Day
* *20
$150.00
$3,000.00
$30.00
Advertise Logic and Accuracy
Testing in New Braunfels Herald
Zeitung
$49.00
$49.00
Logic and Accuracy Testing
$50.00
$50.00
Coordinating and forwarding all
election info to Hart, proofing
eSlates Screen Shots, etc.
$50.00
$50.00
Hart Coding and Audio Fees
$1,546.00
$1,5.46.00
Night Results and prepare
Canvass forms
$100.00
$100.00
Kits
* *20
$15.00
$300.00
$3.00
Storage of Election Paperwork
for time prescribed by law
$25.00
$25.00
Election Workers (Judges,
Alternate Judges, and Clerks)
Early and Election Day per
location
$51,942.00
$519.42
Hart Support for Election Day
$2,950.00
$29.50
Security During Election
$480.00
$4.80
Early Voting Ballot Board
*1- Judge 4 - Clerks
$1,248.00
$12.48
Processing Ballot by Mail
Request, postage, etc.
50
$1.50
$75.00
$7.50
SUBTOTAL
$76,815.00
$2,576.70
Administrative Costs (10% of
Total)
$7,681.50
$257.67
GRAND
TOTAL
$84,496.50
$2,834.37
NOTE: * *Equals 1% of Total Cost
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