PURPOSE:

The purpose of this report is to request Council approval of a Professional Services Agreement with Martin & Chapman Co. for services related to the 2005 Municipal Elections.

BACKGROUND:

A Professional Services Agreement is required in order for the City Clerk to obtain the necessary services to conduct the Primary Nominating Election to be held on February 22, 2005 and the General Municipal Election to be held on April 12, 2005. Election-related services are unique and not subject to competitive bidding, and Martin & Chapman Co. has provided a comprehensive list of services for all aspects of the municipal elections.

Martin & Chapman Co., located in Anaheim, was established in 1956 and currently provides election supplies, services and consultation to over 400 cities, counties and associations in the states of California and Nevada. The company has also satisfactorily provided services to the City of Burbank for the 2001 and 2003 Primary Nominating and General Municipal Elections. Martin & Chapman Co. is the primary election consultant for the cities in the Southern California Counties of Los Angeles, Orange, San Bernardino, Riverside, San Diego, Imperial, Santa Barbara, Ventura, Kern and San Luis Obispo.

The City Clerk's Office desires to continue a working relationship with Martin & Chapman for the following reasons:

• Their established effective working relationship with the California Secretary of State�s Office, the Los Angeles County Registrar-Recorder/County Clerk and election supply vendors;

• Close proximity to Burbank;

• Monitoring of and continued communication about legislation affecting City Clerks, including the creation/introduction of legislation based on City Clerk feedback;

• Excellent referrals from other City Clerks;

• Use of technology including the preparation of candidates' statements on diskette and other communication/proof approvals etc. via e-mail; and,

• Individualized assistance/customer assistance. 

FISCAL IMPACT:

The funds for these election supplies and services were appropriated in the Fiscal Year 2004-05 budget.  The total cost for currently estimated services for both elections is not to exceed $145,000.  It must be noted, however, that additional ballot measures that may be approved by the Council may increase costs and require an amendment to this Agreement.

ANALYSIS & CONCLUSION:

Based on performance standards, references from other City Clerks, and the costs of supplies and services, it is recommended that the City Clerk's Office engage the services of Martin & Chapman Co. for the 2005 Municipal Elections.  The services and associated costs to be provided by Martin & Chapman Co. are included as an exhibit to the Professional Services Agreement.

RECOMMENDATION:

It is recommended that the City Council adopt the proposed resolution approving the Professional Services Agreement with Martin & Chapman Co.

Margarita Campos

City Clerk

Attachments

_{2005Elec\martin&chapman}

go to the top