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Home My WebLink About- - Attachment 3 Cost Estimates Special Muni - 4/10/2012Martin & Chapman Co. 1951 Wright Circle * Anaheim, California 92806 * 714/939-9866 * Fax 714/939-9870 CITY OF COSTA MESA OFFICE OF THE CITY CLERK 77 FAIR DR COSTA MESA, CA 92626-6520 SPECIAL MUNICIPAL ELECTION 6/5/2012 4/4/2012 Estimate ATTACHMENT 3 Costa Mesa 2012 0605 Estimate Page 1 of 5 Quantity I Description Unit Price Total PRE-ELECTION SUPPLIES 1iC_alendar of Events NC NC 1 !Election Handbook w/Resolutions, Forms, Notices, Manual NC NC 1 Election Night Procedures Manual NC NC VOTE -BY -MAIL BALLOT SUPPLIES 10 Correction Identification/Return Envelopes $0.35 $3.50 25 Provisional Ballot Envelopes $0.35 $8.75 25000 Instructions for Voters - Multi-lingual - 11 x_ 17 $25.00 ea +0.35 $8,775.00 25000 25000 Gray/Secrecy Envelopes Outgoing Envelopes - Multilingual w/ and w/o indicia $0,07 $50.00+0.33 ea $1,750.00 $8,300.00 20000 5000 PVBM ID/Return Envelopes - Multilingual - Yellow ID/Return Envelopes - Multilingual - White $25.00+0.38 ea $25.00+0.35 ea $7,625.00 $1,775.00 76 - 76 Voted Ballot Boxes for VBM Ballots -1 /2 size j Labels for 1/2 size Voted Ballot Boxes $3.50 $0.50 $266.00 $38.00 76 Seals for Voted Ballot Boxes - $0.50 _ $38.00 PRECINCT SUPPLIES 38 Precinct Supply Sets $110.00 $4,180.00 1 1 Sample Set Vote by Mail Canvass Set $110.00 $45.00 $110.00 $45.00 39 Sets of "I VOTED" stickers (700 per precinct + sample kit_) $5.00 $195.00 39 Sets of Opto-Mark Pens for Opto-Mark Ballots $17.25 $672.75 2936 Roster pages / Active & Inactive Voters voters 72,436 $2,448.10 3428 Street Index pages / Active & Inactive Voters / 4 sets per precinct $1,479.34 40 'Election Officer /.Inspector's Guidelines & Checklists $3.00 $120.00 REPORTS 29 DAYS BEFORE 1Voter 1 Identification Report - (29 day reports) voters Polling Place Location Report - (29 day reports) voters _ 71,936 71,936 $671.46 $671.46 VBM TRACKING SYSTEM _ 72436 Vote by Mail Tracking System /Active and Inactive Voters $3,235.26 724361 ; Polling Place Location Module for VBM Tracking System $675.71 Costa Mesa 2012 0605 Estimate Page 1 of 5 ATTACHMENT 3 Costa Mesa 2012 0605 Estimate Page 2 of 5 Quantity I Description Unit Price Total VOTE REMOTE SYSTEM 1 ;Vote Remote -Installation of Voter Signature File $500.00 $500.00 _ 1 Vote Remote - Training $500.00 $500.00 17000 Barcode_ capturing for Vote Remote to VBM Tracking 0,005 $85.00 MAILING LABELS 56749 Voter Address Labels / 54 day labels ----------------....-- $3,227.45 -- 1000 --- - Voter Address Labels / 29 day labels $250.00 500 Voter Address Labels / 15 day labels $225.00 20689 PVBM and VBM Voter Labels (54+29+15 day voters) 25.00+0.25 $5,197.25 SAMPLE BALLOT / VOTER INFORMATION PAMPHLETS 57000 Sample Ballot Pamphlets / 16 of 16 pages / 0 _ $24,050.00 OFFICIAL BALLOTS AND SUPPLIES 1 Official Ballots - Typeset Ballot / per side / English only $150.00 $150.00 25000 Official Ballots/ Vote by Mail _ $0.22 $5,500.00 28.500 '_Official Ballots/ Precincts $0.22 $6,270.00 500 ;Official Ballots/ Test -Duplicates _ $0.22 $110.00 54000 Total Official Ballots 1 28000 Test / Duplicate Overprint / each Card Gray Secrecy Envelopes - Rental $25.00 $25.00 $35.00 $980.00_ FOREIGN LANGUAGE MATERIALS OFFICIAL BALLOT FACSIMILES / TYPESETTING _ _ 1 1 Spanish Facsimile of Official Ballot (typesetting per side) !Chinese Facsimile of Official Ballot (typesetting per side) $300.00 $400.00 $300.00 $400.00 1 !Korean Facsimile of Official Ballot (typesetting per side) $400.00 $400.00 1 I Vietnamese Facsimile of Official Ballot (typesetting per side) $400.00 $400.00_ OFFICIAL BALLOT FACSIMILE INSERTS FOR VOTE -BY -MAIL BALLOTS 4 18.5 x 11 / (Language) Set-up Charge $25,00 $100.00 1000 'Spanish Facsimile Inserts of Official Ballot $0.10 $100.00 50 Chinese Facsimile Inserts of Official Ballot $0.10 $5.00 45 Korean Facsimile Inserts of Official Ballot $0.10 $4.50 400 Vietnamese Facsimile Inserts of Official Ballot $0.10 $40.00 LAMINATED OFFICIAL BALLOT FACSIMILES FOR PRECINCTS ($60.00 minimum) 4 Laminating Set-up Charge for 8.5 x 11 $25.00 $100.00 114 Spanish Facsimile of Official Ballot - laminated $1.00 $114.00 114 Chinese Facsimile of Official Ballot - laminated $1.00 $114.00 114 Korean Facsimile of Official Ballot- laminated _ $1.00 $114.00 114 Vietnamese Facsimile of Official Ballot- laminated $1.00_ _ $_1.14_.00 SAMPLE BALLOT/VOTER INFORMATION PAMPHLET FOREIGN LANGUAGE FACSIMILES Facsimiles are complete Sample Ballots, quantity includes 5 for each Precinct Kit+Sample Set+25 for City Clerk 1 Spanish Sample Ballot Master Page Setups _ $125.00 $125.00 16 Number of Pages in Book $5.00 $80.00 1000 Books for voter requests on county file $800.00 220 Books for Precinct Kits+Sample Kit+City Clerk copies $176.00 1 Chinese Sample Ballot Master Page Setups $125.00 $125.00 16 Number of Pages in Book $5.00 $80.00 50 _ Books for voter requests on county file $40.00 220 Books for Precinct Kits+Sample Kit+City Clerk copies $176.00 1 Korean Sample Ballot Master Page Setups $125.00 _ $125.00 Costa Mesa 2012 0605 Estimate Page 2 of 5 ATTACHMENT 3 Costa Mesa 2012 0605 Estimate Page 3 of 5 Quantity Description Unit Price Total 6 Number of Pages in Book $5.00 $80.00 5 Books for voter requests on county file _ $36.00 0 722 Books for Precinct Kits+Sample Kit+City Clerk copies $176.00 1 ;Vietnamese Sample Ballot Master Page Setups $125.00 _ _ $125.00 16 Number of Pages in Book $5.00 $80.00 400 Books for voter requests on county file $320.00 220 I_Books for Precinct Kits+Sample Kit+City Clerk copies $176.00 BALLOT COUNTING / ELECTION NIGHT SUPPLIES 1Election Night Supply Kit $35.00 $35.00 124 Zounted Ballot Seals / 3 per precinct + extras $1.00 $124.00 1 'Ballot Counter Rental / Card 1 -side 1 $3,750.00 $3,750.00 38 aAdd'I Programing to count VBM's/Provisionals by precinct $20.00 _$760.00 3 Ballot Counter Operator(s) $650.00 $1,950.00 1 Add'I Tally of Late VBM's & Provisional Ballots $600.00 $600.00 SUBTOTAL Subtotal / Taxable Items $102,397.52 Sales Tax 0.0775 $7,935.81 $110,333.33 MAILING SERVICES / SAMPLE BALLOTS rI 54 Day File transfer to mailer, address machine setup Ballot Group setups Affixing Address Labels $350.00 $30.00 $0.038 $350.00 $30.00 $2,156.46 j Postal documentation $70.00 $70.00 1 29 Day File transfer to mailer, address machine setup $250.00 $250.00 1 Ballot Group setups $25.00 $25.00 1000 Affixing Address Labels / Supplementals / Minimum Charge $525.00_ 1 Postal documentation $70.00 $70.00 1 15 Day File transfer to mailer, address machine setup $100.00 $100.00 1 j Ballot Group setups $25.00 $25.00 500 Affixing Address Labels $0.50 $250.00 POSTAGE ACTIVITY / SAMPLE BALLOTS Postage Received from City / Check # 1 ($16,900.00)1 56549 Standard Rate Postage - 1st mailing -54 day file _ 1 $14,702.74 1 200', 1st Class Postage - 1 st mailing -Out of State/Country 1 $178.00 1 1000Standard Rate Postage - 2nd mailing -29 day file 1 $260.00 1 500 1 st Class Postage - 3rd mailing -l5 day file _ 1 _ $445.00 1 1495 1st Class Postage - Facsimile Sample Ballots Additional Postage Due (Credit for unused postage) 1 $1,330,55 _ _ _$1_6.29 $16.29 200 Affix Meter Tape 1 st class Postage to Out State/Out Country $100.00 $100.00 500 Affix Meter Tape 1 st class Postage to Pamphlets -15 day $0.25 $125.00 1495 �� Affix Meter Tape 1 st class Postage to Facsimile Sample Ballots $0.25 $373.75 MAILING SERVICES / VOTE -BY -MAIL BALLOTS 1 Track My Mail / tracking for VBM Ballots / Setup_ $150.00 _ $150.00 19489 Track My Mail / ea $0.005 _ $97.45 PVBM's - 20689 Addressing PVBM Envelopes and labels / 54 + 29 + 15 days $0.25 $5,172.25 19489 Inserting PVBM materials into #14 Outgoing Envelopes/54 day only $4,922.25 Costa Mesa 2012 0605 Estimate Page 3 of 5 ATTACHMENT 3 Costa Mesa 2012 0605 Estimate Page 4 of 5 Quantity I Description Unit Price Total 1 Mail preparation, Postal Documentation $150.00 $_1.50.00 CITY CLERK'SVBM'S 5000 - - Inserting VBM materials into #14 Outgoing Envelopes/54 day only ----------- ---— $1,300.00 POSTAGE ACTIVITY / VOTE -BY -MAIL BALLOTS Postage Received from City / Check # 1 ($5,379.00)1 19289 PVBM ballots I $5,015.14 200 _ PVBM ballots - Out of Country $364.00 Additional Postage Due (Credit for unused postage) _ _ $0.14 200 Affix Meter Tape 1 st class Postage to PVBM's - 54 Day file _$_0.14 $0.25 $50.00 DELIVERY SERVICES 1 Deliver Sample Ballots to Post Office / 54 days $500.00 $500.00 1 Deliver Sample Ballots to Post Office / 29 days $500.00 $500.00 1 Deliver_PVBM Ballots to Post Office $300.00 $300.00 1D' 1 eliver Precinct Supplies to City Pickup Precinct Supplies after election from City $500.00 $500.00 $500.00 $500.00 Total Nontaxable Items $18,608.59 TOTAL $128,941.91 continues next page Costa Mesa 2012 0605 Estimate Page 4 of 5 ATTACHMENT 3 Quantity Description Unit Price T Total Other Estimated Costs TOTAL ESTIMATED COSTS ------------------------------- Polling Place Election Note: this estimate DOES NOT include the following: (City must pay postage at time of mailing) ------- ITO_TAL COSTS FROM ABOVE -MARTIN & CHAPMAN CO. POLLING PLACE ELECTION (POSTAGE REGISTRAR OF VOTERS CHARGES $ 24,755.89 UNKNOWN TOTAL ESTIMATED COSTS 58249 lEstimated Outgoing Postage/Sample Ballots/Standard Rate $ 0.26 $ 15,144.74 19489 1 Estimated Outgoing Postage/ PVM Ballots =Automated $ 0.35 $ 6,821.15 5000;Esq timated Outgoing Postage/ Vote by Mail Ballots -1st class $ 0.45 $ 2,250.00 1200 'Estimated Outgoing Postage / Vote by Mail Ballots - 1 st class $ 0.45 $ 540.00 TOTAL POSTAGE $ 24,755.89 ESTIMATED ORANGE COUNTY REGISTRAR OF VOTERS CHARGES TOTAL ESTIMATED COUNTY CHARGES UNKNOWN TOTAL ESTIMATED COSTS ------------------------------- Polling Place Election ------- ITO_TAL COSTS FROM ABOVE -MARTIN & CHAPMAN CO. $128,941.91 (POSTAGE REGISTRAR OF VOTERS CHARGES $ 24,755.89 UNKNOWN TOTAL ESTIMATED COSTS $153,697.80 Costa Mesa 2012 0605 Estimate Page 5 of 5