TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Liza Tamura, City Clerk
Martha Alvarez, Senior Deputy City Clerk
Kendra Davis, Management Analyst
SUBJECT:Title
Approve Agreement with Martin & Chapman in the Amount Not-to-Exceed $76,000 for Election Services Related to the Tuesday, March 7, 2017 General Municipal Election (City Clerk Tamura).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager to enter into an agreement between the City and Martin & Chapman Co. for election services for the March 7, 2017 General Municipal Election for the following options:
• If the County of Los Angeles decides in December 2016 to move forward with a special election in March 2017, the City will consolidate its election with the County, as per City Council direction from the November 1, 2016 meeting. Based on this decision, staff recommends approval of the agreement between the City and Martin & Chapman Co. for consolidated election services for the March 7, 2017 General Municipal Election;
• If the County of Los Angeles decides in December 2016 not to move forward with a special election in March 2017, the City will continue with its standalone election, and staff recommends approval of the agreement between the City and Martin & Chapman Co. for standalone election services for the March 7, 2017 General Municipal Election not-to-exceed $76,000.
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FISCAL IMPLICATIONS:
Sufficient funds are budgeted by the City Clerk’s office for the expenses associated with a standalone election. The not-to-exceed amount of $76,000 is within the amount approved by the City Council in the Fiscal Year 2016-2017 budget.
If the County of Los Angeles decides to hold a special election in March 2017 and the City consolidates its election, the amount will be less than that of a standalone election.
BACKGROUND:
Martin & Chapman Co. is the only source of election consulting for cities that conduct their own elections and has over 50 years of experience in working with cities, counties and districts by providing services, supplies and guidance for elections. The company works closely with the Secretary of State’s Office, the Department of Justice, the Los Angeles County Board of Supervisors and the Los Angeles County Registrar/Records office in order to provide timely and accurate elections materials to over 488 California Cities.
DISCUSSION:
Manhattan Beach has utilized Martin & Chapman’s professional election services for elections since 1988. Entering into an agreement with Martin & Chapman for election services associated with the March 7, 2017, General Municipal Election will ensure a sense of continuity in the election process.
At the time this City Council Agenda Packet was ready to post, staff had not received the two proposals below (due to the time commitment devoted to the November 8, 2016 Presidential Election):
• Proposal for standalone election services for the City’s Tuesday, March 7, 2017, General Municipal Election, and
• Proposal for consolidated election services for the City’s March 7, 2017, General Municipal Election in coordination with the special election held by the County of Los Angeles.
The proposals, which will outline the services for either a standalone or consolidated election, will be provided to City Council on or before November 15, 2016.
POLICY ALTERNATIVES:
Martin & Chapman Co. is the only source of election consulting for cities that conduct their own elections. If the County of Los Angeles decides in December 2016 to schedule a special election in March 2017, the City will consolidate its election with the County, as per City Council decision at the November 1, 2017 meeting. If this occurs, the City will no longer hold a standalone election but will still require Martin & Chapman’s services.
PUBLIC OUTREACH/INTEREST:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and approved the attached contract as to legal form.
CONCLUSION:
Staff recommends that City Council authorize the City Manager to enter into an agreement with Martin & Chapman Co., for Election Services related to the March 7, 2017, General Municipal Election for an amount not-to-exceed $76,000.
If the Los Angeles County Board of Supervisors takes action in December 2016 to move forward with a Special Countywide Election, the cost for the consolidated election will be less than the $76,000 which has been allocated to the standalone election.
Attachment:
1. Agreement with Martin & Chapman for Election Services
2. Cost for Proposed Services for Standalone Election (to be provided at a later time)
3. Cost for Proposed Services for Consolidated Election (to be provided at a later time)