Council Agenda - City of Burbank

Tuesday, November 7, 2006

Agenda Item - 5

 
 

CITY OF BURBANK

OFFICE OF CITY CLERK

MEMORANDUM

DATE: November 7, 2006
TO: The Honorable Mayor and Members of the City Council
FROM: Margarita Campos, City Clerk
SUBJECT: APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT WITH MARTIN & CHAPMAN CO. FOR SERVICES RELATED TO THE 2007 MUNICIPAL ELECTIONS

 

PURPOSE:

 

The purpose of this report is to request Council approval of a Professional Services Agreement (PSA) with Martin & Chapman Co. for services related to the 2007 Municipal Elections.

 

BACKGROUND:

 

As mandated by the Charter and Burbank Municipal Code, a Primary Nominating Election will be conducted on February 27, 2007, and will nominate or elect candidates to two offices for Member of the City Council and three offices for Member of the Board of Education for four-year terms.  The General Municipal Election will be conducted on April 10, 2007 to elect the candidates nominated at the Primary Election for the offices of Member of the City Council and Board of Education.  In order to obtain the necessary services to conduct these elections, staff is requesting Council approval of a PSA with Martin & Chapman Co. 

 

Located in Anaheim, Martin & Chapman Co. 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.  For the 2006 November Election, the company will be providing election services to 14 counties and two large cities. The company has also satisfactorily provided election services to the City of Burbank for the 2001, 2003 and 2005 Primary Nominating and General Municipal Elections, and the 2006 Special Election.  Martin & Chapman Co. is also the primary election consultant for cities in the Southern California counties of Los Angeles, Orange, San Bernardino, Riverside, San Diego, Imperial, Santa Barbara, Ventura, Kern and San Luis Obispo.

 

In addition to the above reasons, the City Clerk's Office desires to continue a working relationship with Martin & Chapman Co. due to their:

  • Established and 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 drafting/introduction of legislation based on City Clerk feedback;

  • Excellent referrals from other City Clerks;

  • Use of modern technology in ballot processing and preparation of election materials; and,

  • Individualized assistance and follow-up services. 

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.  A copy of the PSA and Scope of Services have been attached.

 

FISCAL IMPACT:

 

Funds for conducting the 2007 Municipal Elections were appropriated in the Fiscal Year 2006-07 budget.  The estimated total cost for both elections is not to exceed $180,000.  However, in anticipation of additional ballot measures that may be approved by the Council, staff is requesting an amendment to the PSA amount approved in the FY 2006-07 Budget process from $180,000 to $230,000.  There are sufficient funds in the City Clerk�s Office�s Election Account to cover the PSA amount as amended and no funding appropriation is required.

 

RECOMMENDATION:

 

It is recommended that the Council adopt the proposed resolution approving the PSA with Martin & Chapman Co. for services related to the 2007 Municipal Elections in the amount of $230,000.

 

Margarita Campos, CMC

City Clerk

 

Attachments

 

2007Elec\StaffReports/AppPSA

 

 

 

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