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RFP - P875 MAIL BALLOT ELECTION
CITY OF FORT COLLINS REQUEST FOR PROPOSAL Mail Ballot Election PROPOSAL NO. P- 875 PROPOSAL DATE: 2:00 P.M. (our clock) January 14, 2003 219/00 REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work in the required time frame? 2.0 Cost and Do the proposed cost and work hours compare Work Hours favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 2/9/00 Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? SA 10/01 11 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. SA 10/01 12 4. Contract Period. [Option 2] This Agreement shall commence , 200, and shall continue in full force and effect until , 200_, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed _ (_) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. [Early Termination clause here as an option. 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Service Provider: SA 10/01 13 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of ($ ) [Option Cost Breakdown is attached Exhibit "C"] Dollars 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. SA 10/01 14 12. Warran . (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whetherthe same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non - defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred because of the default. 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal SA 10/01 15 representatives, successors and assigns of said parties. 16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit _, consisting of (_) pages[s], attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 17. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 18. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. SA 10/01 16 19. Special Provisions. [Optional] Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit_, consisting of ( ) page[s], attached hereto and incorporated herein by this reference. ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney CITY OF FORT COLLINS, COLORADO a municipal corporation By: John F. Fischbach City Manager By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management [Insert Corporation's name] or [Insert Partnership name] or [Insert individual's name] Doing business as [insert name of business] By: PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: (Corporate Seal) CORPORATE SECRETARY SA 10/01 17 EXHIBIT B INSURANCE REQUIREMENTS The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. 09f 12101 Ballot Specifications Revision D April 16, 1997 GLOBAL ELECTION SYSTEMS INC. 0 GLOBAL ELECTION SYSTEMS INC., 1997 REQUEST FOR PROPOSAL CITY OF FORT COLLINS Proposal Number P-875 The City of Fort Collins is seeking proposals from firms for the preparation and distribution of TABOR notices (if required) and mail ballot packages for an estimated 65,000 active registered voters (approximately 90,000 total voters) for the City of Fort Collins regular municipal election scheduled for April 8, 2003. Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80521. Proposals will be received before 2:00 p.m. (our clock), January 14, 2003. Proposal No. P-875. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80521. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager, Rita Harris (970) 221-6628. Questions regarding proposals submittal or process should be directed to Buyer, James B. O'Neill II (970)221-6775. A copy of the Proposal may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30875. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcgov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2Id floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority overthe services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, (� v" a es B. O'Neill II, CPPO, FNIGP ector of Purchasing & Risk Management 2/9/0© Rev. D Apr. 16/97 4.1 Background Colors (cont.) 4.1.2 Color Matching Tolerances - In the restricted zones, the color selection must be printed within a tolerance match of 4? e. It is recommended that the vendor use a reflective densitometer to check the color and that, throughout the production run, samples are periodically checked against the standard PMS color swatch. 4.2 Black Ink - Black ink is used to print critical data elements such as the timing marks, diagnostic marks, and ballot ID marks. Black ink can also be used to print the voting position ovals. Black ink shall have a maximum reflectance of 5% at 620 nanometer wavelength (an ink normally containing a significant amount of black carbon in its formula). NOTE: Reflectance measurements are referenced to 100% absolute white. (i.e., not paper white). 5. Restricted Zones and Critical Marks The layout of the ballot contains restricted zones where specifications must be held within the tolerances. Deviations from the specifications can affect the accuracy of the scanning of the ballot. The following subsections individually describe the restricted zones. For visual reference, see Figure 2. 5.1 Calibration Zones - The calibration zones are the areas on the top and bottom of both sides of the ballot. This equates to four zones. Each calibration zone is defined as the following area: [ 0.260 in. from the cut edge of the ballot ], by [ the full width of the ballot (8.5 in.)1. See Figure 2. 5.1.1 Text and Watermarks - No text or watermark patterns can be printed in any of these four zones. 5.1.2 Background Color - The calibration zones must be uniform in color and density. See Section 4.1 for color restrictions. 5.1.3 Marks - No black ink (see Section 4.2) is to be used in any of the calibration zones. No marks, text, or smudges can exist in the calibration zones except for portions of the cut tolerance marks (see Section 3.4). 3 of 6 Rev. D Apr. 16/97 5. Restricted Zones and Critical Marks (cont.) 5.2 Timing Mark Zones - The timing marks are the black rectangular marks (0.191 in wide by 0.063 in. height) that run along both sides of the ballot, front and back. This equates to four zones. The timing marks are spaced apart 0.250 in. from their centers. Each timing mark zone is defined as the following area: [ the full length of the ballot (8 in., 14 in. or 18 in.) minus the calibration zones ], by [ 0.125 in., from the center of each timing mark column, to either side of the timing mark column ]. See Figure 2. 5.2.1 Text and Watermarks - No text or watermark patterns can be printed in any of these four zones. 5.2.2 Background Color - The timing mark zones must be uniform in the background color and density. See Section 4.1 for color restrictions. 5.2.3 Marks - Black ink (see Section 4.2) is to be used to create the timing marks. The printed marks are to have sharp edged boundaries and are to be of uniform density. No marks, text, or smudges can exist in between the individual timing marks or above and below each timing mark column. 5.3 ID Mark Zones and Diagnostic Mark Zones - The ID marks are the black rectangular marks (0.191 in. wide by 0.063 in. height) that run across the bottom of the ballot, front and back. The presence or absence of ID marks is different for each ballot style. The diagnostic marks are the black rectangular marks (0.191 in. wide by 0.063 in. height) that run across the top of the ballot, front and back. This full row of diagnostic marks is always the same for every ballot style. This equates to four zones. Each of these zones is defined as the following area: [ between the timing mark zones on each face of the ballot ], by [ 0.092 in. above and below the center of each row of ID marks and diagnostic marks ]. See Figure 2. 5.3.1 Text and Watermarks - No text or watermark patterns can be printed in any of these four zones. 5.3.2 Background Color - The ID mark and diagnostic mark zones must be uniform in the background color and density. See Section 4.1 for color restrictions. 4 of 6 Rev. D Apr. 16/97 5.3 ID Mark Zones and Diagnostic Mark Zones (cont.) 5.3.3 Marks - Black ink (see Section 4.2) is to be used to create the ID marks and diagnostic marks. The printed marks are to have sharp edged boundaries and are to be of uniform density. No marks, text, or smudges can exist in between the individual ID marks or in the 0.060 in. margin above and below each ID mark row and diagnostic mark row. NOTE: The ballot identification text must be no closer than 0.060 in. to the ID mark row (see Section 6.2). 5.4 Voting Position Zones - The voting position ovals are the marks that outline the data area to be filled in by the voter. Although the voting positions usually follow a column, each voting position can considered a zone defined as the following area: [ 0.125 in. to either side of the center of each oval ], by [ 0.100 in. above and below the center of each oval ]. See Figure 2. 5.4.1 Text and Watermarks - No text or watermark patterns can be printed in any of the voting position zones. 5.4.2 Background Color - The voting position zones must be uniform in the background color and density. See Section 4.1 for color restrictions. 5.4.3 Marks - Any visible color (with sufficient contrast relative to the background color), including black ink (see Section 4.2) can be used to create the voting position ovals. The oval's line thickness cannot exceed 0.002 in. The printed ovals are to have sharp edged boundaries and are to be of uniform density. No marks (other than the oval line), text, or smudges can exist inside each voting position zone. 6. Non -Restricted Zones and Non -Critical Marks 6.1 Non -Restricted Zones - Any area(s) NOT listed or described in Section 5 are considered non -restricted zones. The background of these non -restricted zones can be any color or halftone. Any type of text, marks, and/or watermark patterns can be placed in these zones. 5 of 6 Rev. D Apr. 16/97 6. Non -Restricted Zones and Non -Critical Marks (cont.) 6.2 Ballot Identification Text - Ballot identification text that can optionally be placed below the ID marks on the front and back of the ballot must be positioned as shown in Figure 2. The bottom of the text must not penetrate the calibration zone and the top of the text must be no closer than 0.060 in. to the ID marks. The height of the text must be no greater than 0.100 in (typically an 8 point font). The text can be printed in any color, including black ink (see Section 4.2). 6.3 General Text - General text (e.g., headers, footers, candidate and race names) can be printed in any color or halftone, including black ink (see Section 4.2), or any font size as long as the text does not penetrate any of the critical zones listed in Section 5. 6.4 Watermarks Patterns and Striping - Watermark patterns and striping can be printed in any color or halftone as long as the watermark pattern and/or striping does not penetrate any of the critical zones listed in Section 5. 7. Printed Image Registration The front to back printed image registration will be within tolerances as long as the specifications for the ballot cutting (cut tolerance marks) have been met (see Section 3.4). 8. Folds and Ballot Scoring - Scoring for folded ballots must occur in between timing marks. Scoring cannot occur anywhere on the timing marks. The scoring must align with the equal and opposite side of the ballot. For example, if the score was to start in between the 1 Oth and 1 Ith timing mark on the left side of the ballot, the score must then end in between the 1 Oth and 11 th timing mark on the right side of the ballot. This alignment must also occur on the reverse side of the ballot. Accurate printed image registration and ballot cutting will improve the vendor's ability to meet the specifications for ballot scoring. NOTE: The location of score lines on the GLOBAL template is for convenience. Scores should be placed on the ballot to accommodate local envelope sizes. It should be noted that the less folds on the ballot, the better. Additionally, ballots may NOT be printed on "pre -scored" ballot stock. Blue PMS 656 U Brown PMS 720 U PMS 4685 U PMS 726 U PMS 157 U PMS 475 U PMS 474 U PMS 482 U PMS 4755 U Buff PMS 1205 U PMS 1215 U PMS 607 U PMS 614 U PMS 719 U PMS 461 U PMS 460 U PMS 615 U PMS 129 U PMS 127 U PMS 128 U PMS 608 U PMS 609 U Green PMS 5807 U PMS 5803 U PMS 5665 U PMS 580 U PMS 5875 U PMS 5865 U PMS 587 U PMS 586 U PMS 387 U PMS 380 U PMS 585 U PMS 393 U PMS 394 U PMS 386 U TABLE 1 BACKGROUND COLOR SELECTIONS from the PANTONE® Color Selector 1000 / Uncoated Rev. D Apr. 16/97 Green (cont.) BLUE PMS 379 U GREEN/YELLOW PMS 395 U GREEN/YELLOW BROWN BROWN BROWN BROWN/ORANGE BROWN/ORANGE BROWN/ORANGE BROWNNIOLET BROWNNIOLET BUFF BUFF BUFF BUFF BUFF/BROWN BUFF/BROWN BUFF/BROWN BUFF/GREEN BUFF/ORANGE BUFF/YELLOW BUFF/YELLOW BUFF/YELLOW BUFF/YELLOW GREEN GREEN GREEN GREEN GREEN/BROWN GREENBROWN GREEN/YELLOW GREEN/YELLOW GREEN/YELLOW GREEN/YELLOW GREEN/YELLOW GREENIYELLOW GREEN/YELLOW GREEN/YELLOW Orange PMS 804 U 2X PMS 811 U PMS 134 U PMS 1225 U PMS 1355 U PMS 135 U PMS 136 U PMS 148 U PMS 149 U PMS 1235 U PMS 1345 U PMS 1365 U PMS 1485 U PMS 1495 U PMS 123 U PMS 137 U PMS 150 U PMS 1375 U PMS 1505 U PMS 1585 U PMS 151 U PMS 116 U 2X PMS 130 U PMS 165 U PMS Orange 021 U PMS 714 U PMS 715 U PMS 141 U PMS 142 U PMS 143 U PMS 144 U PMS 130 U 2X PMS 155 U PMS 156 U Pink PMS 806 U PMS 182 U PMS 176 U ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE ORANGE/BROWN ORANGE/BROWN ORANGE/BROWN ORANGE/BROWN ORANGE/BROWN ORANGE/BUFF ORANGE/BUFF PINK PINK PINK T1-1of3 Rev. D Apr. 16/97 Pink (cont.) Red (cont.) PMS 1765 U PINK PMS 486 U RED PMS 189 U PINK PMS 1787 U RED PMS 196 U PINK PMS 1788 U RED PMS 203 U PINK PMS 165 U 2X RED PMS 705 U PINK PMS Warm Red U RED PMS 1767 U PINK PMS 708 U RED PMS 1775 U PINK PMS 709 U RED PMS 183 U PINK PMS 171 U RED/ORANGE PMS 197 U PINK PMS 1655 U RED/ORANGE PMS 1895 U PINK PMS 190 U PINK Salmon PMS 210 U PINK PMS 1555 U SALMON PMS 230 U PINK PMS 1565 U SALMON PMS 706 U PINK PMS 162 U SALMON PMS 1905 U PINK PMS 169 U SALMON PMS 204 U PINK PMS 1575 U SALMON PMS 211 U PINK PMS 1625 U SALMON PMS 670 U PINK PMS 1635 U SALMON PMS 231 U PINK PMS 163 U SALMON PMS 707 U PINK PMS 170 U SALMON PMS 698 U PINK PMS 1645 U SALMON PMS 671 U PINK PMS 712 U SALMON PMS 699 U PINK PMS 713 U SALMON PMS 813 U PINK PMS 164 U SALMON/ORANGE PMS 672 U PINK PMS 691 U PINK Violet PMS 496 U PINK PMS 217 U VIOLET PMS 700 U PINK PMS 2365 U VIOLET PMS 5035 U PINK PMS 223 U VIOLET PMS 218 U VIOLET Red PMS 224 U VIOLET PMS 805 U 2X RED PMS 236 U VIOLET PMS 811 U 2X RED PMS 677 U VIOLET PMS 805 U RED PMS 678 U VIOLET PMS 812 U RED PMS 684 U VIOLET PMS 177 U RED PMS 517 U VIOLET PMS 489 U RED PMS 5175 U VIOLET PMS 488 U RED PMS 531 U VIOLET PMS 1777 U RED PMS 685 U VIOLET PMS 1785 U RED PMS 178 U RED Yellow PMS 184 U RED PMS 803 U 2X YELLOW PMS 191 U RED PMS 803 U YELLOW PMS 487 U RED PMS 106 U YELLOW T1 -2of3 Yellow (cont.) PMS 114 U PMS 102 U PMS 107 U PMS 108 U PMS 109 U PMS 113 U PMS 120 U PMS 121 U PMS 100 U PMS 101 U PMS 115 U PMS Yellow U PMS Yellow 012 U Yellow (cont.) YELLOW PMS 600 U YELLOW PMS Process Yellow U YELLOW PMS Yellow U 2X YELLOW PMS 601 U YELLOW PMS 3935 U YELLOW PMS 602 U YELLOW PMS 3945 U YELLOW PMS 603 U YELLOW PMS 3955 U YELLOW PMS 604 U YELLOW PMS 810 U YELLOW PMS 122 U YELLOW PMS 116 U Rev. D Apr. 16/97 YELLOW YELLOW YELLOW YELLOW YELLOW YELLOW YELLOW YELLOW YELLOW YELLOW YELLOW/ORANGE YELLOW/ORANGE YELLOW/ORANGE T1 -3of3 CUT LINES BASE TEMPLATE BTOI 1 Flgure 1 `UT LINES Apr. 7&B] Ray. D ITADATTACHMENT SERIAL NO:0000 CARD NO:0000 \. ------------- u �/ S HEADER SECTION _----- — — SERIAL NO:0000 — --. CARD NO:0000 '�k+ CUT TOLERANCE w MARKS CUT TOLERANCE MARKS J CUT . . . . . .���������������������������� k' TOLERANCE >i MARK CUT TOLERANCE MARK a. a. a. a z y-------- a� CUT CUT _ TOLERANCE TOLERANCE MARKS �\ a�a��a�a�a��a�a��a�a���a�a��a�a�a��a�a�a�A KS CUT GLOBAL ELECTION SYSTEMS INC.. I TOLERANCE 1996 CUT MARKS TOLERANCE MARKS Example of Voting Column 1 CALIBRATION ZONE [FULL BALLOT WIDTH (8.5 in.) BY0,260In, FROM BALLOT TOP EDGE] -- ------------------------ ------------------------------ : --- - -- -------------------------------------------------- �r. —�_ ter.___--_ _�_ ---- Non -Restricted OlctedZone - ----- Q Candidates, descriptions, !!�j�; stripes, and watermarks, �; go In this area. _ C-) g DiagMark Diagnostic Marks nostic Zone �! O Timing Marks io; oil— Voting Position Zone �i !o; 0.125 In. from centre ; ;oi of voting position to each / of side of voting poslflon. iC CD — Valid voting position 01, Timing Marks a, riming Mark Zone Timing Mark o; Zone ;Q y7; ;o: �i !oi ice! iQ of jam; i0, Text (0.100 in. max height) postioned between top edge of calibration zone _ to 0,060 In, from bottom Of ID marks. C ID Mark Zone D Marks _ ------------------------ ---- --- ------ -- - ������r.�r. ������ �� —m--- ; �---- ------ - - - >�ro>;rc�a_rooms-rntmuar�>:ci�r;�--r.o�--- - -- - --- ---- CALIBRATION ZONE [FULL BALLOT WIDTH (8.5 in.) BY 0.260 in. FROM BALLOT BOTTOM EDGE] RESTRICTED ZONE BALLOT LAYOUT W. 107 Rev.a Figure 2 SCOPE OF SERVICES Mail Ballot Election: April 8, 2003 Project consists of preparation and distribution of TABOR notices (if required) and mail ballot packages for an estimated 65,000 active registered voters (approximately 90,000 total voters) for the City of Fort Collins regular municipal election scheduled for April 8, 2003. (Final registration figures will not be available until a few days following the close of registration on March 10, 2003.) The City will also require a sufficient quantity of replacement ballot packages in six (6) different ballot styles (one style for each Council district). Each mail ballot package will include the following materials printed with customized information: Ballot page and ballot stub, secrecy sleeve (if ballot is longer than one side of ballot page), transmittal (outside) envelope, and return verification envelope. Vendor will provide data processing, printing, sequential numbering of ballot stubs, insertion, addressing, barcoding, mailing, and one poll book in hard copy form (see below for specific details). Vendor will consult with the City concerning deadlines and will guarantee that the legal deadline for mailing of ballot packages is met. Vendor will consult with the City concerning the text of all printed information and will provide to the City samples of all materials and a "proof' of all text to be printed on all materials. Vendor will provide City with a sampling of barcoded materials for testing purposes. Vendor will be required to consult with the City Clerk's Office, in person and via telephone, e-mail and fax, throughout the duration of the project to ensure the City's satisfaction with processes, methods, and product accuracy and quality. The City demands compliance with legal requirements and the highest level of quality, trustworthiness, accuracy, integrity, and availability for all municipal election processes. Vendor must demonstrate a thorough knowledge of Colorado mail ballot election laws and the needs of the City. TABOR Notices NOTE: The City may not know until early to mid -February if a TABOR notice will be required. The City will notify the selected vendor as soon as the need is known. All costs for production and mailing of a TABOR notice must be itemized separately. Awarding of a contract with the selected Vendor does not obligate the City to the expenses of production of a TABOR notice. Layout Vendor shall provide design services for the TABOR notice booklet. Design will be similar to sample provided to Vendor from the April 1999 election. City shall provide Vendor with several electronic versions of the City logo for inclusion in the design. City shall provide to Vendor all text as it becomes available for inclusion in the notice. Vendor shall provide City with proof copies prior to final printing. 2/9/00 Data Processin City shall provide Vendor with voter registration records on or before February 27, 2003. Vendor must provide data processing services to ensure that only one (1) TABOR notice is mailed to any specific address, regardless of the number of voters registered at that address. Addressing TABOR notices shall be mailed only to households with one (1) or more active registered electors. TABOR notices shall be addressed "To All Registered Voters" followed by the street address and city/state/zip+4. Vendor shall provide City with a minimum of 1500 surplus TABOR notice booklets for supplemental mailing as required by Colorado law. Mailing Vendor will be responsible for mailing TABOR notices. Vendor must obtain a bulk rate mailing permit to ensure that the TABOR notices are mailed at the lowest possible cost. Vendor must pay postage at the time of mailing and shall invoice the City for postage expenses. TABOR notices must be mailed on or before March 7, 2003. TABOR notices may be mailed from any U.S. Post Office facility. Costs Vendor must provide the City with estimated costs for data processing, printing, and mailing of TABOR notices. Vendor shall pay costs for supplies, postage, etc. and shall provide the City with one (1) final itemized invoice for the TABOR notice. Mail Ballot Packages Ballots Vendor will print ballots for approximately 73 ballot styles (1 style for each precinct) from electronic files provided by Diebold Elections Systems (fka Global Election Systems). The number of ballot styles may vary if the City decides to combine precincts. Ballot pages must meet specifications to be tabulated on Larimer County's Accuvote system. Each ballot shall have printed on the ballot stub the following: (1) text identifying the election; (2) the precinct number; (3) the ballot number; and (4) the words "DO NOT REMOVE STUB" printed on both sides. Ballots shall be numbered sequentially, starting with 00001. The City will provide Vendor with an Excel spreadsheet designating ballot ranges for each precinct. The precinct number and ballot number must show through the window of the return verification envelope when the ballot is folded as instructed. The ballot stub shall be at the bottom of the ballot. Each ballot shall contain at least one (1) color block near the top of the ballot and another one of the same color on the ballot stub surrounding the precinct and ballot number. Color blocks shall correspond as closely as possible to the color scheme used on the City's District -Precinct Map adopted November 5, 2002 (6 colors total). Alternatively, Vendor may print ballots on colored stock corresponding to the color scheme used on the City's District -Precinct Map. All color choices must be approved by the City. Ballots must conform to the Global Election Systems' Ballot Specifications dated April 16, 1997. Extra care should be exercised in folding of each ballot to ensure clean, crisp fold lines. (The City has experienced problems in the past with "thick" fold lines that cause the Accuvote to reject 219/00 the ballot.) Test Ballots Vendor shall ship directly to a designated representative for Diebold Election Systems a small quantity of unnumbered ballots from each precinct for testing purposes as quickly as possibly after printing, but no later than March 17, 2003. Diebold will mark the ballots and test them to determine if the ballots can be read by the Accuvote machine. (These test ballots will also be used as the City's test ballots for purposes of certifying the accuracy of the Accuvote machines used in the ballot processing center.) If the Diebold representative determines that the ballots, or any portion thereof, are not readable by the Accuvote machine, Vendor must reprint the ballots prior to mailing, or if time does not permit, must reduce the final costs by the quantity of ballots printed for each precinct found to be faulty. The determination of readability of ballots by the designated Diebold representative shall be final. Secrecy Sleeve Vendor will print and include in each ballot package a "secrecy sleeve" in the event that the length of the ballot does not allow for the ballot page to be folded in a manner that preserves a voter's secrecy. Transmittal Envelope Vendor will order and print customized envelopes (6 inches x 9 1/8 inches) which will contain the ballot package mailed to voters. The envelope shall contain all information required by Colorado law, as well as other information required by the City including (1) the Postal Service insignia for election materials with the words "OFFICIAL BALLOT ENCLOSED" printed in bold, capital letters below the insignia; (2) the words "DO NOT FORWARD" and "RETURN SERVICE REQUESTED"; a return address block; and appropriate postal permit information. Return Verification Envelope Vendor will order and print customized envelopes containing all information required by Colorado law, as well as other information required by the City including (1) the Postal Service insignia for election materials; and (2) an address block containing a post office box number ending in a numbered equal to the District number. The City shall secure said post office boxes at a Fort Collins Post Office facility. Vendor will print, in a mutually agreed upon location on the envelope, a strip of color identifying the Council District (6 colors total). Alternatively, Vendor may used colored envelopes which correspond to the color scheme used on the City's District - Precinct Map. All color choices must be approved by the City. Addressing Vendor will ensure that mailing information and bar codes will be printed accurately and clearly to ensure the highest degree of accuracy and system trustworthiness. Addresses shall be formatted as follows: 2/9/00 Example: Explanation: 20056017002 32 First 6 digits represent birthdate (ddmmyy), followed by ballot no., a space, and the precinct number (barcode) Barcode represents the ballot no. HARRIS, RITA KNOLL Voter name, including suffix (if any) PO BOX 1234 Voter mailing address (not residence address), including apartment or unit numbers FORT COLLINS CO 80525-1234 City, state, zip+4 Appropriate postal coding should be added. Barcodinq Vendor shall provide City with a sampling of barcoded materials, as well as information about the type of barcode, for testing purposes no later than February 1, 2003. City shall test the barcodes to determine if the City's ballot tracking system will recognize the barcodes. Vendor is prohibited from using a different barcode printer following City's testing. Barcoded information shall consist of the 5-digit ballot number (including leading zeroes). Barcode font must be Code39. Mailing Vendor will be responsible for mailing ballot packages. Vendor will mail ballots to active voters only, even though the database provided by the City will include inactive voters. Inactive voters are to remain in the database at all times. The database will contain a separate field designating active and inactive status. Vendor must research and obtain a mailing permit that ensures that the ballot packages are mailed at the lowest possible cost and that undeliverable ballots are returned to the City at no additional expense. If the Vendor can demonstrate that another type of permit that would require the City to pay return postage for undeliverable ballots will result in a cost savings, the City will consider that option. In 2001, a Presorted Standard A Bulk Rate permit was used by the Vendor. Ballot packages may be mailed from any U.S. Post Office facility. Vendor must pay postage at the time of mailing and shall invoice the City for postage expenses. Replacement Ballots Diebold Election Systems will provide Vendor with six (6) ballot styles to be used for printing replacement ballots (one style for each Council District). Replacement ballots must be number sequentially in the same manner as other ballots, in accordance with the Ballot Ranges spreadsheet provided by the City. Replacement ballot packages shall be assembled by the Vendor, but envelopes must remain unsealed. Replacements ballots must be printed, assembled and shipped to the City in a timeframe and by a method which guarantees receipt by the City no later than Friday, March 21, 2003. 2/9/00 Duplication Ballots Vendor shall provide to the City a quantity of ballots to be used for duplication of voted ballots that have been damaged or otherwise rendered unreadable by the tabulation equipment. Said ballots shall be unnumbered, and free from folds. Duplication ballots will be required for each precinct with the quantity of ballots to be determined by the City (approx. 100 ballots or less per precinct). Duplication ballots shall be packaged in such a way that the ballots for each precinct are easily identified. Acceptable methods of packaging include, but are not limited to, shrink- wrap or cardboard dividers. Poll Book No later than Friday, March 21, 2003, Vendor shall provide the City with a printed poll book listing the following fields (not in particular order): Voter Name (all voters, alphabetical by last name) Residence Address Ballot Number Voter Identification Number City Precinct Number Council District Number County Precinct Number City reserves the right to add additional fields to the poll book report. Vendor shall provide the City with a sample report with the fields identified above generated with test data no later than March 1, 2003. Data Processing City will provide Vendor, via e-mail and on CD -Rom, an electronic file containing all necessary information for each voter (active and inactive), including the City precinct number and Council District number. Vendor must add a field to the file and assign a voter identification number to each voter. In addition, Vendor must add a field to the file and assign to each active voter a ballot number. Ballot number ranges for each precinct will be determined by the City. Vendor will return the file with all added fields/information to the City no later than Friday, March 21, 2003. However, earlier delivery is requested, and Vendor is expected to take whatever measures necessary to ensure earlier delivery. Costs Vendor must provide City with estimated costs associated with each ballot package as described above. Postage should not be included in the costs, but a postage estimate for each ballot package as described above is requested. Vendor shall pay all costs for supplies, postage, etc. and shall provide the City with one (1) final itemized invoice for the ballot packages. 2/9/00 Surplus Materials Any surplus materials not mailed or supplied to the City as specified above shall be retained by the Vendor until the date of election has passed. Vendor shall request authorization from the City to dispose of the surplus materials after the date of election has passed. Changes to Scope of Services Due to the restrictive timeframes associated with the above -described services, amendments to this Scope of Services may be made by mutual verbal agreement of the City and the Vendor. Upon request of the City, Vendor shall document any amendments made by verbal agreement, with any cost adjustments noted. 2f9f00 Summary of Information To be Included in Vendor Response: • Name, address, work phone, cell phone, home phone, and e-mail address of local (Colorado) representative. • Name, address, work phone, cell phone, home phone, and e-mail address of representative at printing plant. • Name, address, work phone, cell phone, home phone, and e-mail address of data processing representative at printing plant. • Location (plant) where TABOR notices and ballots will be printed. • Location (post office) from which TABOR notices and ballots will be mailed. • Estimated itemized costs for data processing, design services, printing, and mailing of TABOR notices. For purposes of this RFP, estimate should be based on printing of 36,500 booklets (of the same size and content as the attached example) and mailing of 35,000 of the booklets. • Estimated cost per ballot package. For the purposes of this RFP, estimate should be based on the printing of 75,000 ballot packages (of the same size and content as the attached example) and mailing of 65,000 of the ballot packages. • Postage estimate for each ballot package. • Itemized list of any other anticipated costs not addressed above. • Names of and contact information for all subcontractors that will be used by Vendor in the performance of the contract. • A description of the technology used in printing of the ballot. (This information will be provided to Diebold Elections Systems, for its use in the performance of Diebold's contract with the City.) • A comprehensive list of all Colorado clients, including contact information, type of service(s) performed, and dates of service. Identify minimum of three (3) clients as references, one of which must be a municipality. A reference for a County is also desired, but not mandatory. (The City reserves the right to contact any or all Colorado clients, regardless of whether or not the client is identified as a reference.) 2/9/00