HomeMy WebLinkAboutRESPONSE - RFP - P875 MAIL BALLOT ELECTION (3):2-9 4 •
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ELECTION SYSTEMS
January 12, 2003
City of Fort Collins' Purchasing Division
215 North Mason St., 2"d floor
Fort Collins, CO 80521
Dear Sir or Madam:
Diebold Election Systems
10315 Airport Rd.
Suite 102
Everett, WA 98204
(425)356-9991
fax (425) 356-9937
Diebold Election Systems is pleased to respond to the Request for Proposal Number P-875 for the
City of Fort Collins, Colorado, Regular Municipal Election on April 8, 2003. Diebold is a global leader
in providing integrated self-service delivery systems and services. Founded in 1859, the company
employs more than 13,000 associates with representation in more than 88 countries worldwide and
headquarters in Canton, Ohio. Diebold is one of largest electronic voting system providers in the
world. We've enjoyed years of success in the United States, Canada and Brazil. Our qualifications
are unmatched.
With over 9 years of digital printing experience, Diebold has the in-house printing expertise required to
complete your printing requirements on time and error free. We have printed over 1,000,000 ballots for
single jurisdictions, while simultaneously completing printing projects for several other jurisdictions.
The sophistication of our printing technology enables Diebold to provide solutions for even the most
challenging printing requirements. In addition to our digital printing solutions, we provide offset printing
solutions through our printing partners around the nation. These services provide high -volume, low -
complexity printing for jurisdictions that do not require digital support. In addition to the printed ballots
themselves, we provide additional services including pre -filled test decks, disaster recovery plan, and
digital proofing.
Diebold's VoteRemote Suite is the industry leader in absentee voting with millions of absentee packets
successfully mailed annually. Diebold combines the latest in technology with a proven methodology.
By offering high-speed printing of voter and election specific data; high-speed precinct sort, data
capture, and signature capture of returned ballots; and automated side -by -side signature comparison
with a single key stroke- we substantially reduce processing time and overhead to the jurisdiction. All
while obtaining the lowest possible postage rate making this product virtually free!
Sincerely,
John Elder
General Manager, Election Services Division
Diebold Election Systems
Name of Jurisdiction:
Address of Jurisdiction:
Primary Contact Person:
Primary Telephone Number:
Backup Contact Person:
Backup Telephone Number:
Description of Work Performed:
List of Colorado Clients
City and County of Broomfield
One DesCombes Dr.
Broomfield, CO 80020
Russ Ragsdale, Registrar of Voters
(303)469-3301
Jim Candelarie, Administrator of Elections
(303)464-5898
Diebold Election Systems has provided the City and County of Broomfield with absent voter material processing
for both the August Primary and November General Elections in 2002. Services included: Poll and Absentee
ballot printing, custom outgoing and reply envelopes, created and printed secrecy sleeves, variable data
processing by voter separations (mailing class, party, and ballot style), address standardization, ink jet printing of
variable data on return envelope, staging of materials with one-to-one voter to ballot perfect match, automated
inserting, Standard A (Nonprofit) mail preparation and delivery to local SCF, voter extract file for upload into the
jurisdictions voter registration system containing ballot serial number linked to voter. Approximately 5,000
absentee voter packets for August 2002 Primary Election and 7,000 for November 2002 General Election were
processed.
Equipment/Software Experience:
Utilized digital printing technology, folding and packaging equipment, VoteRemote software, inkjet printer, and
inserting machines.
Name of Jurisdiction:
Address of Jurisdiction:
Contact Person:
Telephone Number:
Description of Work Performed:
Douglas County, Colorado
301 North Wilcox St, Castle Rock, CO 80104
John Green, Deputy of Elections
(303) 663-7643
Diebold Election Systems has provided Douglas County with absent voter material processing for both the August
Primary and November General Elections in 2002. Services included: Poll and Absentee ballot printing, custom
outgoing and reply envelopes, created and printed secrecy sleeves, variable data processing by voter separations
(mailing class, party, and ballot style), address standardization, inkjet printing of variable data on return envelope,
staging of materials with one-to-one voter to ballot perfect match, automated inserting, Standard A (Nonprofit)
mail preparation and delivery to local SCF, voter extract file for upload into the jurisdictions voter registration
system containing ballot serial number linked to voter. Approximately 22,000 absentee voters for August 2002
Primary Election and 23,000 absentee voters for November 2002 General Election were processed.
Equipment/Software Experience:
Utilized digital printing technology, folding and packaging equipment, VoteRemote software, inkjet printer, and
inserting machines.
Name of Jurisdiction:
Address of Jurisdiction:
Contact Person:
Telephone Number:
Description of Work Performed:
List of Colorado Clients (cont.)
El Paso County
200 S. Cascade Ave
Colorado Springs, CO 80903
Terry Sholdt, Clerk & Recorder
(719) 520-6278
Paso County with absent voter material processing for Coordinated
rovides ballot -printing services. Services included: Poll and Absentee
nvelopes, variable data processing by voter separations (mailing class,
ation, ink jet printing of variable data on return envelope, staging of
perfect match, automated inserting, Standard A (Nonprofit) mail
tronic signature capture of returned mail packets, side -by -side single
extract file for upload into the jurisdictions voter registration system
containing ballot serial number linked to voter.
Election Systems has provided El
in November 2001 and currently p
ballot printing, custom outgoing and reply e
party, and ballot style), address standardiz
materials with one-to-one voter to ballot
preparation and delivery to local SCF, elec
keystroke signature verification, and voter
Diebold
Election
Equipment/Software Experience:
Utilized digital printing technology, folding and packaging equipment, VoteRemote software, inkjet printer, and
inserting machines.
Attachments
Attachment A Diebold Election Systems Contact List
Attachment B References
Attachment C Envelope Samples
Attachment D Sample Services Agreement
10
Attachment A
Diebold Election Systems, Inc. Contact List
Local Colorado Representative Contact Information:
Name of Contact:
Tari Runyan
Customer Support Coordinator, Colorado
Address of Contact:
3799 East 121 St.
Thornton, CO 80241
Telephone Number:
(303) 428-5011
Cellular Number:
(303) 520-0710
Email Address:
tarir@dieboldes.com
Backup Contact Person:
Eric Champlain, Customer Support
Backup Telephone Number:
(303) 520-1559
Printing Plant & Data Representative Contact Information:
Name of Contact: Renee Bischof
Mail Ballot Processing Manager
Address of Contact:
Telephone Number:
Cellular Number:
Fax Number:
Email Address:
5031 Rhoads Ave
Santa Barbara, CA 93111
(805) 964-5145
(805)895-4808
(805)964-0256
reneeb@dieboldes.com
Backup Contact Person: John Elder, General Manager
Backup Telephone Number: (425) 356-9991
Name of Reference Source:
Address of Reference Source:
Reference Contact Person:
Telephone Number:
Description of Reference Business:
Attachment B
References
Douglas County, Colorado
301 North Wilcox St, Castle Rock, CO 80104
John Green, Deputy of Elections
(303) 663-7643
Diebold Election Systems has provided Douglas County with absent voter material processing for both
the August Primary and November General Elections in 2002. Services included: Poll and Absentee
ballot printing, custom outgoing and reply envelopes, created and printed secrecy sleeves, variable data
processing by voter separations (mailing class, party, and ballot style), address standardization, ink jet
printing of variable data on return envelope, staging of materials with one-to-one voter to ballot perfect
match, automated inserting, Standard A (Nonprofit) mail preparation and delivery to local SCF, voter
extract file for upload into the jurisdictions voter registration system containing ballot serial number linked
to voter. Approximately 22,000 absentee voters for August 2002 Primary Election and 23,000 absentee
voters for November 2002 General Election were processed.
Equipment/Software Experience:
Utilized digital printing technology, folding and packaging equipment, VoteRemote software, inkjet printer,
and inserting machines.
Name of Reference Source:
Address of Reference Source:
Reference Primary Contact Person:
Fresno County Elections (California)
2221 Kern Street, Fresno CA 93721
Brandi Orth, Elections Manager
Primary Telephone Number: (559) 488-1610
Reference Backup Contact Person: Kathy McClue, Absentee Manager
Backup Telephone Number: (559) 488-2970
Description of Reference Business:
Diebold Election Systems, Inc. has provided Fresno County absentee voter ballot material processing for
the past 4 years. Services included: ballot printing, custom envelopes, variable data processing by voter
separations (mailing class, party, and precincts), address standardization, ink jet printing of variable data
on return envelope, staging of materials with voter to ballot perfect match, automated inserting, mail
preparation and return ballot high-speed data capture to facilitate signature verification. Approximately
80,000 absentee voters for November 2002 General Election were processed.
Equipment/Software Experience:
Utilized digital print press technology, folding and packaging equipment, inserting machines, ink jet
printer, VoteRemote software, and VoteRemote Utility for signature verification.
References (cont.)
Name of Reference Source: Santa Barbara County Elections (California)
Address of Reference Source: 105 E Anapamu Street, Santa Barbara CA 93102
Reference Primary Contact Person: Bob Smith, Elections Manager
Primary Telephone Number: (805) 568-2204
Reference Backup Contact Person: Billie Alvarez, Election Supervisor
Backup Telephone Number: (805) 568-2203
Description of Reference Business:
Diebold Election Systems, Inc. has provided Santa Barbara County absentee voter ballot material
processing for the past 3 years. Services included: ballot printing, custom envelopes, variable data
processing by voter separations (mailing class, party, and precincts), address standardization, ink jet
printing of variable data on return envelope, staging of materials with voter to ballot perfect match,
automated inserting mail preparation and return ballot high-speed precinct sort. Approximately 63,000
absentee voters for November 2002 General Election were processed.
Equipment/Software Experience:
Utilized digital printing technology, folding and packaging equipment, inserting machines (mobile unit and
in Everett Facility), ink jet printer (high-speed & desktop) and VoteRemote software.
Attachment C
Envelope Samples
mom
Carole R. Murray
Douglas County Clerk & Recorder
P.O. Box 1360
Castle Rock, CO 80104
RETURN SERVICE REQUESTED
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z-ELECTI�IN MAIL
AtI fa20d by the U.S. Pasta! Service
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Official Mail Ballot Packet
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nly ballot.
DouelasSTD-FRONT-Wout.p65 1 y 426102, 1:02 PM
NONPROFIT ORG
U.S. POSTAGE
PAID
Denver, CO
Permit No. 388
Name Proper
Address OFF
LLll @N MAIL Postage
Authort red by the U.S. Pasta/ Service Required
City, State, zip TV
IMPORTANTI FAILURE TO INCLUDE
YOUR SIGNATURE AND BIRTH DATE
ON THE BACK OF ENVELOPE WILL
INVALIDATE YOUR BALLOT.
Official Mail Ballot Packet
C3
E
MUST BE RECEIVED
PM ELECTION DAY,
EMBER 6, 2001
Carole R. Murray
Douglas County Clerk & Recorder
P.O. Box 266011
Littleton, CO 80163-6011
Il�rl�ll�rr�rrllrllrr�rllr�llrrll�r�rr�llrr�ll�r,ll�rrli„Irll
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-(`tom 4/26/02, 1:03 PM
■■■
NOTICE: This voted ballot MUST be received by the Clerk
and Recorder no later than 7:00 p.m. Election
Day, November 6, 2001, to be counted.
BYLAW YOUR BALLOT CANNOT BE COUNTED YOU INCLUDE YOUR SIGNATURE AND BIRTH DATE BELOW
AFFIDAVIT OF VOTER
"I state under penalty of perjury that I am an eligible elector; that my name,
address, and birth date are as shown on this envelope; that I have not and will not
cast any vote in this election except by the enclosed ballot; and that my ballot is
y enclosed in accord with the provisions of the "Unform Election Code of 1992".
{� Enter Your Birth Date Below
r— Month —n r— Day ---i r— Year
F F F 1-1 F 1-111
Sign
Here X
IMPORTANT: Failure to sign the oath and include
your birth date below will invalidate
your ballot.
WARNING: Voting twice in the same election
constitutes a crime.
POSTMASTER — DO NOT DELIVER TO THIS ADDRESS
DouglasSTD•aACKreply.p66 1 426102, 1:04 PM
113
Table of Contents
Section
List of Exceptions
Summary of Diebold's Qualifications/Capabilities
Corporate and Staff Experience Worksheets
Staffing Plan
Work Plan
Price Worksheet — Mail Ballot Packet Preparation and Mailing
List of Colorado Clients/ Colorado References
Attachments
Attachment A Diebold Election Systems, Inc. Contact List
Attachment B References
Attachment C Envelope Samples
Attachment D Sample Services Agreement
Page(s)
1
2
3
4
5-6
7
8-9
10
Attachment D
Sample Services Agreement
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 (U 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 _ U 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 CiWNotice. 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
w
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. Warranty.
(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 whether the 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 often (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 party'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 U
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
U 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
Date:
[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
List of Exceptions
All specifications are accepted as written with the following exceptions: we will provide non -
color coded windowed 5.875" x 9.500" outgoing envelopes, and 5.625" x 9.000" non -window
reply envelopes (samples included). All other required information will be imprinted as
specified in RFP P-875. Diebold Election Systems will overprint any necessary ballot or district
coding as required by the City of Fort Collins and Colorado State Statutes.
Vendor believes that the details of the Warranty, Section 12, of the Services Agreement may
require clarification during final negotiations.
Vendor believes that the details of Default and Remedies sections of the Services Agreement,
Sections 13 and 14, may require clarification during final negotiations.
Vendor believes that the details of Indemnity/Insurance, Section 16, of the Services Agreement
may require clarification during final negotiations and are being reviewed to assure adequate
coverage for the project.
Summary of Diebold's Qualifications/Capabilities
Diebold Election Systems, Inc., has several years of experience and success in mail ballot voting. Diebold
processed 700,000 mail ballot packets and electronically captured signatures from return ballots for Los Angeles
County, California. Diebold's proven methodology, technology and experience in both the ballot printing and
mailing industry allow a jurisdiction's election variant quantities, or changes in state absentee statutes, to be
scalable.
The VoteRemote Suite is Diebold Election Systems full service solution to Mail Ballot Packet preparation and
distribution. Diebold offers reliable user-friendly software, high-speed inkjet printing and automated insert
operations, with integrated control measures and safeguards throughout each process.
By combining our ballot printing and VoteRemote processes at the Diebold Processing Center in Everett,
Washington, Diebold is able to provide World -Class customer service, accurate and timely delivery of products at
up to a 60% cost savings to our customers.
A few of our current customers include
♦ City and County of Broomfield, Colorado
♦ Douglas County, Colorado
♦ Alameda County, California
♦ Fresno County, California
♦ Humboldt County, California
♦ Santa Barbara County, California
♦ Chelan County, Washington
♦ King County, Washington
Diebold offers trained, experienced and qualified personnel consisting of press and folding operators, insert and
ink jet operators, project management and technical staff on -site throughout each process and flexible to work
any shift to meet project timelines.
2
Corporate and Staff Experience Worksheets
The table below describes jurisdictions where Diebold has conducted absentee voter ballot material processing,
size of jurisdiction, number of absentee voters in the November 2002 General Election, number of elections, shifts
required and assigned personnel to tasks.
Jurisdiction
Registered
Voters
Absent
Voters
Election
Processed
shift
Insert
operators
Ink Jet
Operstors
Project
Marnt
TecWcal
Avallaele
King WA
1,100,000
435,000
35+
Main
2
1
1
1
1
Off -Shift
2
1
1
1
1
Weekends
2
1
1
1
1
Los Angeles CA
3,976,000
700,000
5
Main
2
1
1
1
1
Off -Shift
2
1
1
1
1
Weekends
2
1
1
1
1
Fresno CA
344,000
80,000
10+
Main
1
1
1
1
1
Off -Shift
0
1
1
0
1
Weekends
0
0
0
0
1
Alameda CA
662,000
100,000
7
Main
1
1
1
1
1
Off -Shift
0
1
0
0
1
Weekends
1
1
1
1
1
Santa Barbara CA
264,000
63,000
8
Main
1
1
1
1
1
Off -Shift
0
1
1
0
1
Weekends
0
0
0
0
1
Broomfield CO
22,000
7,000
2
Main
1
1
1
1
1
Off -Shift
0
0
0
0
1
Weekends
0
0 1
0
0
1
Douglas CO
115,000
22,000
3
Main
1
1
1
1
1
Off -Shift
0
0
0
0
1
Weekends
0
0
0
0
1
Staffing Plan
Diebold Elections Systems will staff the Fort Collins Mail Ballot Election project with the following:
♦ John Elder, General Manager, Diebold Election Systems, Inc. Election Services Division will
handle all contract issues regarding project.
♦ Lester Wright, Operations Manager, will oversee all printing operations at the Everett Facility.
♦ Renee Bischof, Mail Ballot Elections Manager, will oversee all VoteRemote operations to be
conducted at the Everett Facility.
4
WORK PLAN
A. OVERVIEW
The City of Fort Collins, Colorado will conduct a regular municipal election on April 8, 2003. The City will
require the following:
• Printing of Test, Duplicate, Replacement and Mail ballots to conform to both the City's and Diebold
Election Systems (fka Global Election Systems) Ballot Specifications.
• Ballot testing by authorized Diebold personnel to ensure ballot readability on the Accuvote tabulation
equipment.
• Preparation of approximately 75,000 ballot packages, of which 65,000 are to be mailed to active
voters of the municipality. The State of Colorado mandates a one-to-one match of ballottenvelope to
voter. The preparation of the mail packets is to be done in a manner to ensure the timely, accurate
and most cost effective method for mailing.
• An extract file containing the original voter extract data in addition to fields assigning a voter
identification number to each voter as well as the voter's associated ballot number (for active voters
only).
• Preparation of Replacement Ballot packets in the same manner as the mailed ballot packets,
however they are to remain unsealed.
• The creation of a Poll Book listing all voters to which a ballot has been mailed, along with voter and
election specific data tied to each voter.
In addition, TABOR notices may be required to be mailed, (1) per specific address or household. The City will
notify the vendor at a later date of the necessity for the creation and mailing of TABOR notices.
Specific to RFP Number P-875, Diebold Elections Systems, Inc. will provide:
• Design and printing services for the City of Fort Collins' TABOR notice booklet, if required.
• Data processing services to ensure the mailing requirements for TABOR notices are fulfilled.
• Ballot printing to conform to Diebold Election Systems' (fka Global Election Systems) Ballot
Specifications and contain ballot stubs printed with text identifying the election, precinct number,
and ballot number. Ballots shall contain pre -approved color -coding corresponding to the City's
District -Precinct Map (6 color codes).
• Automated Pre -filled oval test ballots to determine the readability of the ballots on Accuvote
machines.
• Printing of Replacement Ballots (6 styles) numbered according to the City's Ballot Range
spreadsheet.
• Printing of unnumbered and unfolded Duplicate Ballots by precinct.
• Printing of Secrecy Sleeve if deemed necessary by the City for inclusion in the mail ballot packet.
• Custom, USPS approved, windowed transmittal and return verification envelopes, imprinted with
county specific information and overprinted with voter specific variable data including bar codes.
• Voter data extract processing through VoteRemote (Mail Ballot Processing Software), and an
extract file provided to the City with the original extract data fields along with a field identifying
each voter and a field identifying the ballot number assigned to the voter (active only).
• Barcoding and printing of voter specific variable data on the custom return envelope. Formatting
to be accomplished in conjunction with existing voter registration system.
• Samples of barcoded materials for testing and signoff by City of Fort Collins.
• Staging of the transmittal envelope components by predetermined voter separation groups —
mailing class, ballot style and precincts.
• Automated inserting of components into the outgoing transmittal envelope on -site at Diebold's
Processing Center in Everett Washington.
• Unsealed Replacement Ballot packets.
• Pre -approved printed Poll Book containing at minimum; the Voter's Name, Residence Address,
Ballot Number, Voter Identification Number, City Precinct Number, Council District Number and
County Precinct Number.
• Project Management for the overall process.
• Quality assurance of the envelope contents.
• Mail preparation and USPS drop of TABOR notice and mail ballot packets at lowest possible
postage rates.
B. BALLOT PRINTING
Ballot Printing will be located at our Everett Washington Facility:
Diebold Election Systems
Election Services Division
10315 Airport Rd, Suite 102
Everett, Washington 98024
C. TABOR NOTICE
TABOR Notice design and printing will be located at our Everett Facility:
Diebold Election Systems
Election Services Division
10315 Airport Rd, Suite 102
Everett, Washington 98024
TABOR notices shall be ready for delivery to the Postal Service by March 7, 2003.
TABOR Notices shall be delivered to:
Fort Collins BMEU
301 E Boardwalk Dr
Fort Collins, CO 80525
D. MAIL BALLOT PACKET
Mail Ballot packets to be mailed to active voters, shall be ready for delivery to the Postal Service by March 21,
2003.
Packets shall be delivered to:
Fort Collins BMEU
301 E Boardwalk Dr
Fort Collins, CO 80525
Replacement Ballot packages will be delivered to the City of Fort Collins, no later than March 21, 2003.
To meet these mailing deadlines, the City must have the final voter data available to Diebold Election
Systems for application of variable data by March 11, 2003.
A
Price Worksheet
M
Ballot Printing
Initial Database Setup
$250.00
I
$250.00
Printing: 11 inch or 14 inch ballot, 2-sided, color coded
$0.37
$27,750.00
Printing: 18 inch ballot, 2-sided, color coded
$0.405
Ballot Printing is based on 75,000 ballots& 14" Size
Sub Total (a)
$28,000.00
TABOR Notices
Page Layout
$250.00
$250.00
TABOR Notice Printing & Finishing (per sample provided for 36,50C
$0.30
$10,950.00
Per page pricing of $ 0.10 is based on 4 panels per sheet,
Example: panels 1-4= 1 page, panels 5-9 = 1 page,
plus single sheet
For a total of 3 pages per piece
Mail Preparation (per piece)
$0.05
$1,750.00
Sub Total b
$12,950.00
Outgoing Mail
Process
Initial Envelope Composition Fee (per type for 2 envelopes)
$150.00
$300.00
Outgoing Transmittal Envelope- Windowed, Custom, USPS
approved
$0.08
$6,000.00
Reply Verification Envelope — Custom, USPS approved
$0.08
$6,000.00
Secrecy Sleeves
$0.08
$6,000.00
Envelopes and Sleeves based on 75,000 ballot packets
VoteRemote Software Setup Fee
$1,500.00
$1,500.00
Mail Ballot Packet Preparation
$0.30
$19,500.00
Replacement Ballot Packet Preparation
$0.20
$2,000.00
Mail Ballot Packets based on 65,000 packets and Replacement
Ballot Packets based on 10,000 packets for a total of 75,000
ballot packets.
Sub Total c
$41,300.00
Poll Book
Data Processing and Printing ( per voter)
$0.01
$650.00
Sub Total d
$650.00
Postage and
Estimated Postage for Mail Ballot Packets (65,000) and TABOR
Shipping
Notices(35,000).
$0.11
$11,000.00
Diebold will prepare Mail Ballot Packets & TABOR Notices to
guarantee the lowest possible postage rates.
Estimated shipping cost to City of Fort Collins & Denver USPS
$1,500.00
6Sub Toil (e j
$12,500.001