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Agreement A-15-584 with Integrated Voting Solutions Inc..pdf
Agreement No. 15-584 1 AGREEMENT WITH INTEGRATED VOTING SOLUTIONS, INC. 2 THIS AGREEMENT(hereinafter``Agreement"or"'contract") is made and entered into this 17th 3 day of November, 2015, by and between the COUNTY OF FRESNO, a Political Subdivision of the State 4 of California, hereinafter referred to as "COUNTY", and Integrated Voting Solutions,Inc., a Corporation, 5 whose address is 1931 G Street, Fresno, CA 93706 hereinafter referred to as "CONTRACTOR". 6 WITNESSETH: 7 WHEREAS, the County Clerk/Elections Department desires to engage the CONTRACTOR for 8 the purpose of providing ballot printing, vote by mail processing and vote by mail envelopes; and 9 WHEREAS ballot printing, vote by mail processing and vote by mail envelopes are required by 10 California Elections Code; and 11 WHEREAS CONTRACTOR has the qualified personnel, facilities and resources to provide 12 ballot printing, vote by mail processing and vote by mail envelopes to the County of Fresno in a timely 13 manner; and 14 NOW THEREFORE, in consideration of their mutual covenants and conditions, the parties 15 hereto agree as follows: 16 1. SERVICES 17 A. CONTRACTOR shall perform all services and fulfill all responsibilities as set 18 forth in its Summary of Services, attached hereto as Exhibit A, incorporated herein by reference and 19 made part of this Agreement. 20 B. CONTRACTOR shall adhere to the AccuVote-OS Ballot Specifications Guide, 21 attached hereto as Exhibit A-1, incorporated herein by reference and made part of this Agreement. 22 C. CONTRACTOR shall perform all services and fulfill all responsibilities as 23 identified in COUNTY's Request for Proposal (RFP)No. 966-5353 dated May 28, 2015 and 24 Addendum No. One (1) dated July 2, 2015, hereinafter collectively referred to as COUNTY's Revised 25 RFP and CONTRACTOR's response to said Revised RFP, dated July 21, 2015, all incorporated herein 26 by reference and made part of this Agreement. In the event of any inconsistency among these 27 documents, the inconsistency shall be resolved by giving precedence in the following order of priority: 28 1) to this Agreement, including all Exhibits but excluding COUNTY's Revised RFP and -1- COUNTY Or 1;RESNO Fresno,CA 1 CONTRACTOR's Response to the Revised RFP, 2) to COUNTY's Revised RFP, 3) to the 2 CONTRACTOR'S Response to the Revised RFP. A copy of COUNTY's Revised RFP No. 966-5353, 3 and CONTRACTOR's response, shall be retained and made available during the term of this 4 Agreement by COUNTY. 5 D. CONTRACTOR shall maintain California Secretary of State certification and 6 licensing requirements for ballot printing in California. 7 E. CONTRACTOR shall adhere to the Fresno County Clerk's deadlines and 8 specifications for ballot printing, vote by mail processing and vote by mail envelopes in Fresno County, 9 as described in Exhibit A. 10 F. COUNTY will provide CONTRACTOR with all information necessary for 11 ballot printing, vote by mail processing and vote by snail envelopes in Fresno County. 12 2. TERM 13 This Agreement shall become effective November 18, 2015 and shall terminate on the 14 30th day of June, 2018. This Agreement may be extended for two optional one-year renewal periods 15 beginning on July 1 st of 2018 and 2019, respectively, upon County Clerk-Registrar of Voters issuing 16 written notice of renewal to CONTRACTOR no later than May 1, 2018 or May 1, 2019, respectively. 17 3. TERMINATION 18 A. Non-Allocation of Funds - The terms of this Agreement, and the services to be 19 provided thereunder, are contingent on the approval of funds by the appropriating government agency. 20 Should sufficient funds not be allocated,the services provided may be modified, or this Agreement 21 terrninated, at any time by giving the CONTRACTOR thirty(30)days advance written notice. 22 B. Breach of Contract-The COUNTY may immediately suspend or terminate this 23 Agreement in whole or in part, where in the determination of the COUNTY there is: 24 1) An illegal or improper use of fiords; 25 2) A failure to comply with any term of this Agreement; 26 3) A substantially incorrect or incomplete report submitted to the COUNTY; 27 4) Improperly performed service. 28 In no event shall any payment by the COUNTY constitute a waiver by the COUNTY of any breach of this 2- COUNTY OF FRLSNO Fresno,CA 1 Agreement or any default which may then exist on the part of the CONTRACTOR. Neither shall such 2 payment impair or prejudice any remedy available to the COUNTY with respect to the breach or default. 3 The COUNTY shall have the right to demand of the CONTRACTOR the repayment to the COUNTY of 4 any funds disbursed to the CONTRACTOR under this Agreement, which in the judgment of the 5 COUNTY were not expended in accordance with the terms of this Agreement. The CONTRACTOR shall 6 promptly refund any such funds upon demand. 7 C. Without Cause-Under circumstances other than those set forth above,this 8 Agreement may be terminated by COUNTY or County Clerk-Registrar of Voters upon the giving of thirty 9 (30) days advance written notice of an intention to terminate to CONTRACTOR. 10 4. COMPENSATION/INVOICING: 11 COUNTY agrees to pay CONTRACTOR and CONTRACTOR agrees to receive 12 compensation as outlined in the Budget and Price List, attached hereto as Exhibit B, incorporated herein by 13 reference and made part of this Agreement. CONTRACTOR shall submit invoices upon completion of 14 services, in triplicate,to: County of Fresno, Department of County Clerk/Elections, 2221 Kern Street, 15 Fresno, CA 93721. 16 In no event shall services performed under this Agreement be in excess of One Million 17 Five Hundred Sixty Five Thousand and No/100 Dollars ($1,565,000.00)for the period of November 18, 18 2015 through June 30,2018. In no event shall services performed under this Agreement be in excess of 19 Four Hundred Fifty Five Thousand and No/100 Dollars ($455,000.00) during the period of July 1, 2018 20 through June 30, 2019. In no event shall services performed under this Agreement be in excess of Five 21 Hundred Sixty Thousand and No/l00 Dollars ($560,000.00) during the period of July 1, 2019 through 22 June 30, 2020. The maximum total compensation for services included in this Agreement from the 23 period of November 18, 2015 through June 30, 2020, will be Two Million Five Hundred Eighty 24 Thousand and No/100 Dollars ($2,580,000.00). It is understood that all expenses incidental to 25 CONTRACTOR'S performance of services under this Agreement shall be borne by CONTRACTOR. 26 Payments shall be made by COUNTY to CONTRACTOR in arrears, for services 27 provided during the preceding month(s), within forty-five (45) days after the date of receipt by County 28 of an invoice. The County of Fresno will be provided with a 10%pre-paymment discount if payment is -3- COUNTY 01,FRESNO Fresno,CA 1 made to CONTRACTOR in advance of the provision of services. The County of Fresno will be provided 2 with a 1% early payment discount if payment is made to CONTRACTOR within 10 business days of the 3 date on the invoice (Net 10). CONTRACTOR will not charge the COUNTY for any expenditure not 4 included in CONTRACTOR'S response to Ballot Printing RFP No. 966-5353. All costs identified in 5 Exhibit B and CONTRACTOR'S response to Ballot Printing RFP No. 966-5353 will be maintained 6 throughout the contract period. 7 5. INDEPENDENT CONTRACTOR: 8 In performance of the work, duties and obligations assumed by CONTRACTOR under this 9 Agreement, it is mutually understood and agreed that CONTRACTOR, including any and all of the 10 CONTRACTOR'S officers, agents, and employees will at all times be acting and performing as an 11 independent contractor, and shall act in an independent capacity and not as an officer, agent, servant, 12 employee,joint venturer,partner, or associate of the COUNTY. Furtheimore, COUNTY shall have no 13 right to control or supervise or direct the manner or method by which CONTRACTOR shall perform its 14 work and function. However, COUNTY shall retain the right to administer this Agreement so as to verify 15 that CONTRACTOR is performing its obligations in accordance with the terms and conditions thereof. 16 CONTRACTOR and COUNTY shall comply with all applicable provisions of law and 17 the rules and regulations, if any, of governmental authorities having jurisdiction over matters the 18 subject thereof. 19 Because of its status as an independent contractor, CONTRACTOR shall have 20 absolutely no right to employment rights and benefits available to COUNTY employees. 21 CONTRACTOR shall be solely liable and responsible for providing to, or on behalf of, its employees 22 all legally-required employee benefits. In addition, CONTRACTOR shall be solely responsible and 23 save COUNTY harmless from all matters relating to payment of CONTRACTOR'S employees, 24 including compliance with Social Security withholding and all other regulations governing such 25 matters. It is acknowledged that during the term of this Agreement, CONTRACTOR may be providing 26 services to others unrelated to the COUNTY or to this Agreement. 27 6. MODIFICATION: 28 Any matters of this Agreement may be modified from time to time by the written consent -4- COUNTY OP FRESNO I'restio,CA 1 of all the parties without, in any way, affecting the remainder. 2 7. NON-ASSIGNMENT: 3 Neither party shall assign, transfer or sub-contract this Agreement nor their rights or duties 4 under this Agreement without the prior written consent of the other party. 5 8. HOLD HARMLESS: 6 CONTRACTOR agrees to indemnify, save, hold harmless,and at COUNTY'S request, 7 defend the COUNTY, its officers, agents, and employees from any and all costs and expenses, damages, 8 liabilities, claims, and losses occurring or resulting to COUNTY in connection with the performance, or 9 failure to perform, by CONTRACTOR, its officers,agents, or employees under this Agreement,and from 10 any and all costs and expenses, damages, liabilities,claims, and losses occurring or resulting to any person, 11 firm, or corporation who may be injured or damaged by the performance, or failure to perform, of 12 CONTRACTOR, its officers, agents, or employees under this Agreement. 13 9. INSURANCE 14 Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR 15 or any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect the 16 following insurance policies throughout the term of this Agreement: 17 A. Commercial General Liability 18 Commercial General Liability Insurance with limits of not less than One Million 19 Dollars ($1,000,000)per occurrence and an annual aggregate of Two Million Dollars ($2,000,000). This 20 policy shall be issued on a per occurrence basis. COUNTY may require specific coverages including 21 completed operations,products liability, contractual liability, Explosion-Collapse-Underground,fire legal 22 liability or any other liability insurance deemed necessary because of the nature of this contract. 23 B. Automobile Liability 24 Comprehensive Automobile Liability Insurance with limits for bodily injury of not 25 less than Two Hundred Fifty Thousand Dollars ($250,000.00)per person,Five Hundred Thousand Dollars 26 ($500,000.00)per accident and for property damages of not less than Fifty Thousand Dollars ($50,000.00), 27 or such coverage with a combined single limit of Five Hundred Thousand Dollars ($500,000.00). 28 Coverage should include owned and non-owned vehicles used in connection with this Agreement. 5- COUNTY OF FRI SNO Fresno,CA 1 C. Professional Liability 2 If CONTRACTOR employs licensed professional staff, (e.g., Ph.D.,R.N.,L.C.S.W., 3 M.F.C.C.) in providing services,Professional Liability Insurance with limits of not less than One Million 4 Dollars ($1,000,000.00)per occurrence, Three Million Dollars ($3,000,000.00)annual aggregate. 5 D. Worker's Compensation 6 A policy of Worker's Compensation insurance as may be required by the 7 California Labor Code. 8 CONTRACTOR shall obtain endorsements to the Commercial General Liability 9 insurance naming the County of Fresno, its officers, agents, and employees, individually and 10 collectively, as additional insured, but only insofar as the operations under this Agreement are 11 concerned. Such coverage for additional insured shall apply as primary insurance and any other 12 insurance, or self-insurance, maintained by COUNTY, its officers, agents and employees shall be 13 excess only and not contributing with insurance provided under CONTRACTOR's policies herein. 14 This insurance shall not be cancelled or changed without a minimum of thirty(30) days advance 15 written notice given to COUNTY. 16 Within Thirty(30) days from the date CONTRACTOR executes this Agreement, 17 CONTRACTOR shall provide certificates of insurance and endorsement as stated above for all of the 18 foregoing policies, as required herein, to the County of Fresno, County Clerk/Elections Department, 19 2221 Kern Street, Fresno, CA 93721, stating that such insurance coverage has been obtained and are in 20 full force; that the County of Fresno, its officers, agents and employees will not be responsible for any 21 premiums on the policies; that such Commercial General Liability insurance names the County of 22 Fresno, its officers, agents and employees, individually and collectively, as additional insured, but only 23 insofar as the operations under this Agreement are concerned; that such coverage for additional insured 24 shall apply as primary insurance and any other insurance, or self-insurance, maintained by COUNTY, 25 its officers, agents and employees, shall be excess only and not contributing with insurance provided 26 under CONTRACTOR's policies herein; and that this insurance shall not be cancelled or changed 27 without a minimum of thirty (30) days advance, written notice given to COUNTY. 28 In the event CONTRACTOR fails to keep in effect at all times insurance coverage -6- COUNTY OF F1UsSNO Fresno,CA 1 as herein provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate 2 this Agreement upon the occurrence of such event. 3 All policies shall be with admitted insurers licensed to do business in the State of 4 California. Insurance purchased shall be purchased from companies possessing a current A.M. Best, 5 Inc. rating of A FSC VII or better. 6 10. AUDITS AND INSPECTIONS: 7 The CONTRACTOR shall at any time during business hours, and as often as the 8 COUNTY may deem necessary,make available to the COUNTY for examination all of its records and 9 data with respect to the matters covered by this Agreement. The CONTRACTOR shall, upon request by 10 the COUNTY,permit the COUNTY to audit and inspect all of such records and data necessary to ensure 11 CONTRACTOR'S compliance with the terms of this Agreement. 12 If this Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR shall be 13 subject to the examination and audit of the Auditor General for a period of three (3) years after final 14 payment under contract (Government Code Section 8546.7). 15 11. NOTICES: 16 The persons and their addresses having authority to give and receive notices under this 17 Agreement include the following: 18 COUNTY CONTRACTOR Brandi L. Orth, County Clerk Eric Kozlowski,President 19 County Clerk/Elections Department Integrated Voting Solutions, Inc. 20 2221 Kern Street 1931 G Street Fresno, CA 93721 Fresno, CA 93706 21 22 Any and all notices between the COUNTY and the CONTRACTOR provided for or 23 pern-iitted under this Agreement or by law shall be in writing and shall be deemed duly served when 24 personally delivered to one of the parties, or in lieu of such personal services, when deposited in the 25 United States Mail,postage prepaid, addressed to such party. 26 12. LIQUIDATED DAMAGES: 27 The Parties acknowledge and agree that if CONTRACTOR fails to timely deliver 28 ballot materials as required by this Agreement, COUNTY will incur substantial damages. The -7- COUNTY OF FRESNO Fresno,CA 1 Parties further acknowledge and agree that such damages would be difficult to estimate on the date of 2 this Agreement. The Parties agree that the Liquidated Damages Amount, hereinafter defined, 3 represents a reasonable estimate of what the COUNTY's damages would be in the event of a breach 4 by CONTRACTOR. 5 For each calendar day after the delivery deadline as set forth in "County Deadlines" in 6 Exhibit A, Page 3, CONTRACTOR shall pay COUNTY the sum of$10,000 per day as fixed and 7 agreed liquidated damages (the "Liquidated Damages Amount"), but not as a penalty. Liquidated 8 damages shall under no circumstances exceed $100,000. 9 CONTRACTOR does hereby authorize COUNTY to deduct such Liquidated Damages 10 Amount from any amount owing to CONTRACTOR. CONTRACTOR further agrees that any such 11 deduction shall not in any way whatsoever release it from further obligation and liabilities in regard 12 to the fulfillment of the entire contract. 13 It is further agreed that time is of the essence in completing each portion of the 14 contract. CONTRACTOR shall not be charged the Liquidated Damages Amount or any excess costs 15 when the delay in completion is due to any of the following: 16 a. Any preference, priority of allocation duly issued by the COUNTY 17 b. Any unforeseen causes beyond the control and without the fault of 18 CONTRACTOR, including but not limited to, acts of God or of the public enemy 19 Provided, further, that CONTRACTOR shall, within one day of such delay, notify 20 the County Clerk. COUNTY will grant no delays and extensions of time on 21 account of work performed in a grossly negligent manner. 22 c. County deadlines which precede the execution of the contract. 23 13. GOVERNING LAW 24 The parties agree that for the purposes of venue,performance under this Agreement is to be 25 in Fresno County, California. The rights and obligations of the parties and all interpretation and 26 performance of this Agreement shall be governed in all respects by the laws of the State of California. 27 14. DISCLOSURE OF SELF DEALING TRANSACTIONS 28 This provision is only applicable if the CONTRACTOR is operating as a corporation(a -8- COUNTY OF FRr SNO Fresno,CA 1 for-profit or non-profit corporation) or if during the term of the agreement,the CONTRACTOR changes 2 its status to operate as a corporation. 3 Members of the CONTRACTOR's Board of Directors shall disclose any self-dealing 4 transactions that they are a party to while CONTRACTOR is providing goods or performing services 5 under this agreement. A self-dealing transaction shall mean a transaction to which the CONTRACTOR is 6 a party and in which one or more of its directors has a material financial interest. Members of the Board of 7 Directors shall disclose any self-dealing transactions that they are a party to by completing and signing a 8 Self-Dealing Transaction Disclosure Form, attached hereto as Exhibit C, and incorporated herein by 9 reference, and submitting it to the COUNTY prior to commencing with the self-dealing transaction or 10 immediately thereafter. 11 15. ENTIRE AGREEMENT 12 This Agreement including all exhibits, COUNTY's Revised RFP No. 966-5353, and 13 CONTRACTOR's response thereto, constitutes the entire agreement between CONTRACTOR and 14 COUNTY with respect to the subject matter hereof and supersedes all previous agreement negotiations, 15 proposals, commitments, writings, advertisements, publications and understandings of any nature 16 whatsoever unless expressly included in this Agreement. 17 18 19 /// 20 21 22 23 24 25 26 27 28 -9- COUNTY OF FRrSNO Fresno,CA I I I IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of the day and year first I i 2 hereinabove written. I s 3 4 ATTEST: 5 CONTRACTOR: COUNTY OF FRESNO I INTEGRATED VOTING SOLUTIONS, INC. 7 8 By Lf/ L _ By Chairman, Board of Supervis Print Name: d-4�16 . 10 Title: y 11 Chairman of the Board, or 7 12 President, or any Vice President BERNICE E. SEIDEL, Clerk 13 Board of Supervisors I 14 15 ' By I 16 _ Print Name: n C' t '37 17 18 Title: ,i Secretary (of Corporation), or 19 any Assistant Secretary, or Chief Financial Officer, or 20 any Assistant Treasurer 21 22 PLEASE SEE ADDITIONAL 23 SIGNATURE PAGE ATTACHED 24 i 25 Mailing Address: 26 1931 G Street i Fresno, CA 93706 27 Phone No.: (559) 498-0281 28 Contact: Erik Kozlowski, President ti I _10_ COUNTY OF FRESNO Fresno,CA I 1 APPROVED AS TO LEGAL FORM: DANIEL C. CEDERBORG, COUNTY COUNSEL 2 3 4 By 5 APPROVED AS TO ACCOUNTING FORM: 6 VICKI CROW, C.P.A., AUDITOR-CONTROLLER/ TREASURER-TAX COLLECTOR 7 8 9 By 44 10 11 COUNTY CLERK/ELECTIONS DEPARTMENT REVIEWED AND RECOMMENDED FOR APPROVAL: 12 13 a 14 By Brandi L. Orth, County Clerk/Registrar 15 of Voters 16 17 FOR ACCOUNTING USE ONLY: 18 Org No.: 28500100 Account No.: 7400 19 20 21 22 23 BLO:dr 24 25 26 27 28 -1 1 - COUNTY OF F1U`,SN0 Fresno,CA Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 1 of 20 SUMMARY OF SERVICES ORGANIZATION: Integrated Voting Solutions, Inc. ADDRESS: 1931 G Street, Fresno, CA 93706 MANAGER: Eric Kozlowski, President CONTACT: Phone: (559) 498-6151 Fax: (559) 498-6585 Email: erick@thepresort.com SERVICES: Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes INITIAL CONTRACT November 18, 2015 —June 30, 2018 PERIOD: OPTIONAL CONTRACT July 1, 2018 —June 30, 2019 (12 Months) RENEWAL PERIODS: July 1, 2019 —June 30, 2020 (12 Months) CONTRACT AMOUNTS: $1,565,000 for the period of November 18, 2015—June 30, 2018 $455,000 for the period of July 1, 2018 —June 30, 2019 $560,000 for the period of July 1, 2019 —June 30, 2020 TOTAL CONTRACT AMOUNT: $2,580,000 (November 18, 2015— June 30, 2020) BALLOT PRINTING, VOTE BY MAIL PROCESSING AND VOTE BY MAIL ENVELOPE SERVICES I. Summary of Services Integrated Voting Solutions, Inc. (hereinafter "IVS") shall provide ballot printing, vote by mail processing and vote by mail envelopes to the County of Fresno (hereinafter "County" or"Fresno County"). Ballot Printing, vote by mail processing and vote by mail envelopes are mandated by California Elections Code. The County currently utilizes the AccuVote ES-2000 Optical Scan Voting System. This system uses a paper ballot with ovals to be filled in by the voter in order for the voter's choices to be scanned/recorded by the voting system. The ballot is printed in one of three different sizes, 8 '/2" x 11", 8 '/2" x 14" or 8 '/2" x 18", depending on the issues, candidates, measures, etc. on the ballot for an election. The ballots must be printed accurately and delivered by the deadline prescribed by the County in order to meet the election requirements. IVS shall work closely with the County in preparing the ballot for final printing. The County will forward an electronic file to IVS with all of the ballots separated by precinct number. The County will send a ballot order on an Excel spreadsheet to IVS; and IVS shall send electronic file and paper copy proofs back to the County for verification and final approval of both the order and the ballot. Paper proofs shall be on the actual ballot paper for testing. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 2 of 20 IVS shall meet all of the County's delivery deadlines in order to meet election requirements for Vote by Mail voters, Military/Overseas voters, and to ensure sufficient availability of polling place ballots on election day. The County also requires custom envelopes for the ballots to be mailed to the Vote by Mail voters in the County. These envelopes are ordered well in advance of the election. All vote by mail envelopes are used for the automatic, machine inserted vote by mail process. The machine inserting process for the outgoing vote by mail process is a critical component. The County will forward vote by mail voter data to IVS with all of the election specific and voter specific information included. IVS shall use an inkjet machine that places the data on each of the vote by mail reply envelopes. The ballots and any inserts shall then be inserted by machine into the correct envelope. IVS shall use a computer program to sort the data correctly by precinct and provide a quality control process for the insertion machines to make sure the voter receives the correct precinct ballot for the election. IVS shall provide services for the following regularly scheduled elections: 1) June 7, 2016 Statewide Presidential Primary, 2) November 8, 2016 Statewide Presidential General, 3) March 2017 City of Clovis 4) November 7, 2017 UDEL, 5) June 5, 2018 Statewide Gubernatorial Primary, 6) November 6, 2018 Statewide Gubernatorial General, 7) March 2019 City of Clovis, 8) November 5, 2019 UDEL, and 9) June 2, 2020 Statewide Presidential Primary. IVS shall also provide services for annual regularly scheduled Fresno County Retirement Association Board and Fresno Deputy Sheriff's Association Board elections. IVS shall provide services for all unscheduled elections during the contract period. IVS shall provide services for all elections called between November 18, 2015 and June 30, 2018, including two one-year optional renewal periods through June 30, 2020. IVS shall provide a full scope of services identified herein. II. Scope of Work IVS shall provide Ballot Printing (Section 1) and Vote by Mail Ballot Processing and Vote by Mail Envelopes (Section 11) which are required for the County to conduct an election. Fresno County utilizes the AccuVote ES-2000 Optical Scan Voting System. AccuVote ballots are available in three sizes: 8 '/2" x 11"; 8 '/2" x 14" and 8 '/2" x 18". Fresno County requires that all ballots are printed by precinct number to meet the California Elections Code Chapter 3, "Precincts" requirement. IVS shall meet the production activities, needs of the County and delivery deadlines identified herein, which shall be subject to change at the sole discretion of the County and without approval by IVS, depending on the type of election or changes made by the County. All changes made by the County to production activities, needs of the County and delivery deadlines identified herein shall be in writing and shall be transmitted to IVS at the earliest possible date. Current deadlines are as follows: Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 3 of 20 COUNTY DEADLINES SECTION I: BALLOT PRINTING DEADLINES FOR EACH ELECTION LISTED ON PAGE 4 OF 21 HEREIN PROCESSES AND/OR REQUIREMENTS COUNTY DEADLINES County prepares ballot order and sends to IVS 60 days before the election IVS sends the ballot order proof back to County to verify 58 days before the election quantities County sends ballot image files with artwork in a post 56 days before the election script pdf file, ballot instructions (Excel format), and GEMS reports (Excel format) to IVS IVS sends back ballot image proofs and paper proofs to 50 days before the election County for verification IVS prints and mails Vote by Mail Uniformed and 50 to 45 days before the Overseas Citizens Absentee Voting Act (UOCAVA) ballots elections and paper proofs to County IVS prints vote by mail and test ballots for County 45 to 34 days before the election IVS delivers office ballots and test ballots to County 34 days before the election IVS delivers polling place and duplicate ballots to County 15 days before the election IVS prints and delivers ballots on election day to polling Within two hours of request locations in County SECTION II: VOTE BY MAIL BALLOT PROCESSING AND VOTE BY FAIL ENVELOPE DEADLINES FOR EACH ELECTION LISTED ON PAGE 4 OF 21 HEREIN PROCESSES AND/OR REQUIREMENTS COUNTY DEADLINES County orders vote by mail envelopes 90 days before a County-wide elections or 85 days before any other election County submits 1st vote by mail voter extract to 56 days before the election IVS IVS delivers vote by mail envelopes to County 55 days before the election IVS mails UOCAVA ballots 50 to 45 days before the election IVS mails vote by mail packets for 1st extract 29 days before the election IVS assembles subsequent vote by mail packets 28 to 6 days before the election for subsequent voter extracts Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 4 of 20 IVS shall maintain its status on the California Secretary of State's list of certified ballot printers in the State of California at https://www.sos.ca.gov/voting-systems/cert-and- approval/ballots.htm throughout the contract period. Any changes to certification of any of IVS's operations shall be reported to County within 24 hours after IVS receives notice of the status change. IVS shall be on call and respond to the County, 24 hours a day and 7 days a week beginning E-56 through election day to address any situation or problem with ballot printing or vote by mail processing. IVS shall assign a project manager to coordinate service needs of the County. IVS shall provide services for the following elections: ELECTION DATE Statewide Presidential Primary 6/7/2016 Statewide Presidential General 11/8/2016 City of Clovis (day of month to be 3/2017 determined) UDEL 11/7/2017 Statewide Gubernatorial Primary 6/5/2018 Statewide Gubernatorial General 11/6/2018 City of Clovis (day of month to be 3/2019 determined) U DEL 11/5/2019 Statewide Presidential Primary 6/2/2020 IVS shall be responsible for annually regularly scheduled Fresno County Retirement Association Board and Fresno Deputy Sheriff's Association Board elections. In addition to these scheduled elections IVS shall provide services for any additional Special Elections, which are not currently scheduled. County deadlines for performance will be determined based on the date of the election. County will provide IVS with the date of the election within three (3) working days after the exact date of the election is known by County. County will inform IVS of the election date by one of the following: phone, email, mail, fax, or in person. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 5 of 20 SECTION I: BALLOT PRINTING 1. BALLOT PRINTING A) Ballot printing shall be completed in accordance with the AccuVote-OS Ballot Specifications Guide (attached as Exhibit A-1). IVS will comply with any updates to this guide, which can be obtained from Election Systems & Software, LLC, 11208 John Galt Blvd., Omaha, NE 68137, Phone: 1-877-377-8683, www.essvote.com. B) Ballot Specifications 1. Ballot: AccuVote Optical Scan. Ballot standards must meet requirements of the State of California Elections Code, the Secretary of State and requirements and recommendations identified in the AccuVote-OS Ballot Specifications Guide (Exhibit A-1). California election codes are located at the following web address: http://www.leginfo.ca.gov/cgi-bin/calawguery?codesection=elec 2. Ballot Characteristics: a. Materials —The ballot shall be constructed with card stock paper. No embossed or printed patterns or smudges. b. Basis Weight —The weight of the paper stock is between 90 lb. bond to 100 lb. bond. c. Physical Dimensions —The physical ballot size and tolerances are as follows: Width — 8.500 in. + 0.050 in. — 0.050 in. Length — 11.000 in. + 0.060 in. — 0.000 in. 14.000 in. + 0.060 in. — 0.000 in. 18.000 in. + 0.060 in. — 0.000 in. Thickness (Caliper) — 0.0070 in. ± 0.0005 in. (Note: Thickness dimension is in ten thousandths of an inch, not one thousandths of an inch.) Fresno County requires the double stub ballot with horizontal and vertical perforations. Width —standard ballot width (8.500 in.); preferable length 01.00 in. 3. Ballot to be printed in four colors: black, red, green and blue. 4. No offset printing. Ballots are not to be printed on offset presses. 5. Ballot Cutting: The cutting of the ballot must be kept within the printed "cut tolerance marks" in Attachment I. These marks are 0.030 in. (approximately 1/32 in.) wide by 0.125 in. (1/8 in.) long. They specify the four corners of the ballot on both sides. When the ballot is cut to its proper size, a small portion of these marks Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 6 of 20 (approx. 0.010 in.) must be present on all four corners of the ballot's edge on both sides of the ballot. 6. Ballot Curl: The curl of the ballot shall be measured from a flat reference surface. The maximum allowable curl of the ballot measured from the flat surface to the most protruding point of curl on the ballot is 0.050 in. This dimension applies to the ballot in both face up and face down orientations. C) Background Colors 1. In the restricted zones of the ballot layout, only allowable background colors and black non-reflective ink shall be used for printing as specified by each of the restricted zone descriptions. Outside of the restricted zones, any color or watermark pattern may be used. a. The allowable background colors are listed in the AccuVote-OS Ballot Specifications Guide (as updated). They are defined by the PANTONE color Management System (PMS). The selections in the AccuVote-OS Ballot Specifications Guide (as updated) are taken from the PANTONE Color Selector 1000/Uncoated. The number of name listed on the left of each color is the PMS color specification. The color names to the right of each PANTONE listing are an interpreted description of the PANTONE color swatches under fluorescent lighting (D50 illuminant). Any color descriptions containing two color names color component on the right. b. Restrictions —The following describes the background color restrictions for any particular ballot. For each ballot, all of the restricted zones in the ballot layout must be of the same uniform color and density. The background color for the restricted zones must be selected from the AccuVote-OS Ballot Specifications Guide (Exhibit A-1). In the restricted zones, only one of the available colors in the AccuVote-OS Ballot Specifications Guide (Exhibit A-1) can be used per ballot. Outside of the restricted zones, any color or watermark pattern can be used. c. Color Matching Tolerances — In the restricted zones, the color selection must be printed within a tolerance match of'A (delta) e" (a single number that represents the distance between two colors. Colors must be within 4 shades of the color specified by the California Secretary of State for each election). 2. Black Ink a. Black ink is used to print critical data elements such as the timing marks, diagnostic marks, and ballot ID marks. 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). Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 7 of 20 D) Restricted Zones and Critical Marks 1. 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 ballot. The following subsections describe the restricted zones: a. Calibration Zones —the calibration zones are the areas on the top and bottom of both sides of the ballot. This equates to four zones defined here: 0.260 in. from the cut edge of the ballot by the full width of the ballot (8.5 in.) 2. Text and Watermarks — No text or watermark patterns can be printed in any of these four zones. 3. Background Color—The calibration zones must be uniform in color and density. 4. Marks — No black ink 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. 5. 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: a. The full length of the ballot (11 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. b. Text and Watermarks — No text or watermark patterns can be printed in any of these four zones. c. Background Color—The timing mark zones must be uniform in the background color and density. d. Marks — Black ink 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. 6. 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/type. 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 areas: (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). a. Text and Watermarks — No text or watermark patterns can be printed in any of these four zones. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 8 of 20 b. Background Color—The ID mark and diagnostic mark zones must be uniform in the background color and density. c. Marks — Black ink 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, 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. 7. Voting Position Zones —The voting position ovals are the marks that outline the data area to be filled in by the voter. Red ink is to be used to print the voting position ovals. Although the voting positions usually follow a column, each voting position can be 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). a. Text and Watermarks — No text or watermark patterns can be printed in any of the voting position zones. b. Background Color—The voting position zones must be uniform in the background color and density. c. Marks — any visible color (with sufficient contrast relative to the background color), including black ink 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. E) Non-Restricted Zones and Non-Critical Marks 1. Non-restricted Zones —Any area(s) not listed or described in `Restricted Zones and Critical Marks' (Section D, 1 — 7) are considered non-restrictive 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. 2. Ballot Identification Text — Ballot identification text that can optionally be placed below the ID marks on the front and back of the ballot and must be positioned as shown in the AccuVote-OS Ballot Specifications Guide (as updated). 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. 3. General Text —General text (e.g., headers, footers, candidate and race names) can be printed in any color or halftone, including black ink or any font size as long as the text does not penetrate any of the critical zones listed in the `Restricted Zones and Critical Marks' (Section D, 1 — 7). IVS must be able to print multi- colored headers for primary elections (i.e. party specific ballots). 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 that section. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 9 of 20 F) Printed Image Registration -The front to back printed image registration shall be within tolerances as long as the specifications for the ballot cutting (cut tolerance marks) have been met. G) 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 10th and 11th timin mark on the left side of the ballot, the score must then end in between the 10th and 11t timing marks 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 shall improve IVS's ability to meet the specifications for ballot scoring. It should be noted that the less folds on the ballot, the better. Additionally, ballots may not be printed on "pre-scored" ballot stock. H) Submission Of Ballot Order 1. The County will submit an electronic transmission of the order with all pertinent data (e.g. quantity, numbering, etc.) to IVS, approximately sixty (60) days before the election date. 2. Artwork: The Global Election Management System (GEMSTM) Version 1.18 program will be utilized by the County to lay out the ballot. This will be electronically transmitted to IVS in a postscript file format. The artwork will be provided to IVS no later than fifty-six (56) days before the election date. The County will supply all language, titles for races, candidate information, measure information, etc. in a timely manner. The County will be the sole owner of all artwork created pursuant to the election. The County requires proofs for final approval, prior to printing, fifty (50) days before an election. 3. Delivery of Order— Required delivery as specified under County deadlines. No overages or shortages are accepted. 4. Shipping Order— IVS shall provide shipping Free on Board, (F.O.B.) Fresno, CA. F.O.B. shipping means freight will be paid by IVS and delivered to Fresno County. Under no circumstances will freight charges be charged to Fresno County. All boxes will be sealed in a fashion so as to determine if the seal has been tampered with during shipping. All boxes will be labeled on the outside and inside of the front box cover with custom box labels with the precinct and serial numbers to meet County needs. If these boxes are shipped in another carton, that carton is to be sealed in the above mentioned manner and labeled with the precinct number of the boxes contained there. Fresno County is to be notified by telephone or e-mail the day the ballots are shipped. The name of the shipping company, their telephone number, address and exact delivery date of the shipment shall also be provided by IVS. 1) Summary of Ballot Requirements 1. Test Ballots or Test Deck Ballots a. Warehouse Test Deck: One ballot shall be required for each precinct in each election. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 10 of 20 b. Logic & Accuracy Test Deck: The number of styles and races in each election shall determine the size of the test deck. c. IVS shall pre-fill ovals in all test decks in a required pattern as specified by the County at the time the ballot images are forwarded to IVS. d. No serial number or stub shall be required. e. The warehouse test deck shall have the words "warehouse test deck" in the upper left-hand corner in red ink. f. Test decks are to be packaged flat, in precinct order with precinct number dividers. g. Do not staple the test deck ballot. h. IVS shall maintain access to GEMSTM Version 1.18 license (and updated version of software) in order to produce test ballots from GBF file. 2. Specific Information on Test Ballots or Test Deck Ballots a. Paper ballot "Test Decks" are required for testing the AccuVote Optical Scan ballot counting equipment in Fresno County. These test decks shall be generated and printed by IVS. For primary elections, a test deck is required for each of the political parties. Ballots must be delivered in precinct number order. For primary elections all party ballots must be grouped together and ordered by precinct. b. Logic and Accuracy Testing (5 or n or max): The logic and accuracy test deck is a test deck comprised of optical scan ballots that is used to test the logic of a precinct memory device in the AccuVote-OS or an absentee precinct using an AccuVote-OS device in central count mode. This deck can be ordered to give a 1,2,3,4,5 pattern to candidates in a race. For example, if there are seven candidates and a write-in — eight ovals in the race — an LA5 deck would give a 1,2,3,4,5,1,2,3 pattern. This deck can be ordered with any N number of the pattern. This deck can also be ordered as an "LA max" deck. In this case, the largest number of candidates on the ballot will define the "maximum" number of the pattern. If there are 15 candidates, then the deck would consist of 1 ballot for the 1 st candidate, 2 ballots for the 2nd candidate, etc., up to the 15th candidate, which would have 15 ballots voted for the last candidate. This deck would have a total of 120 ballots. As the County determines that decks are getting too large, they may use an LA5 deck to simply assign a 1,2,3,4,5,1,2,3,4,5,1,2,3,4,5 pattern to large candidate races. c. Warehouse Test Deck: Warehouse test ballot deck is made up of one ballot from every precinct in the election with the last oval filled in, not including the write-in position, in every contest. These shall be processed as part of the memory card accuracy test. For primary elections, IVS shall create this deck for each of the parties. d. Blank and Fully-Voted Ballot Test Deck (QC Deck): An election-specific"blank" ballot for every precinct. This ballot has no oval position marked, and is an Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 11 of 20 election-specific fully-voted ballot for every precinct. This ballot has all oval positions marked. Write-in positions are to be included in the test pattern. For primary elections, IVS shall create this deck for each of the parties. e. Multi-Vote Test Deck: This deck is produced for ballot styles where multiple votes are authorized. This tests overvotes and tabulation when the race allows for "vote for more than one." All races that are "vote for one" are ignored in this deck. The first ballot is the "overvote" ballot. Each race has one more prefilled oval than allowed for the race. The next set of ballots rotates in combinations of the number of votes allowed, e.g. with vote for three and six candidates, the deck would produce a ballot for ovals 1,2,3 followed by 2,3,4 then 3,4,5 and then 4,5,6; continuing on to the last oval in the race. Tabulation would be one vote for first and last candidate, two votes for 2"d and 2"d from last, three votes to the 3 d and 3 d from last and so on until the candidates in the middle are receiving the maximum number of votes allowed. Write-in positions are to be included in the test pattern. f. Recall Measure and Candidates Contest Test Ballots: Recall elections, conducted in accordance with California state recall rules and laws and which include two official candidates, shall consist of a series of at least fifteen test ballots and shall be prepared as follows — Marked "Yes" to the question only; Marked "No" to the question only; Marked "Yes" to the question and for the first candidate; Marked "No" to the question and for the first candidate; Marked "Yes" to the question and for the second candidate; Marked "No" to the question and for the second candidate; Marked "Yes" to the question and for both the first and second candidate' Marked "No" to the question for both the first and second candidate; Marked both "Yes" and "No" to the question and for the first candidate; Marked both "Yes" and "No" to the question and for the second candidate; Marked both "Yes" and "No" to the question and for both first and second candidate; Marked both "Yes" and "No" to the question; Marked for first and second candidate only; Marked for first candidate only; Marked for second candidate only. When the recall election has more than two candidates, additional test ballots shall be marked for each additional candidate with a "Yes" vote and a vote for the candidate in each ballot. The third candidate should get four ballots; the fourth should get five ballots, etc. 3. Vote by Mail Ballots: a. Vote by mail Ballots are numbered sequentially through each precinct. Each precinct to start with one (1). There shall be four digits in each serial number run, "0001." b. The total number of vote by mail ballots required averages approximately 65% to 50% of the registered voters in each election. c. Serial number to be on the front of each ballot on the stub. d. Vote by mail ballots must be printed by individual precincts using software generated precinct ID markers. e. Words "Vote by Mail and Precinct Number" to be printed on each ballot. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 12 of 20 f. All vote by mail ballots are to be scored and folded (see Section G, "Folds and Ballot Scoring", for restrictions). g. The vote by mail ballots are to be packaged as follows: 8 '/2" x 11", 8 '/2" x 14" and 8 '/2" x 18" ballots; scores and folds must be centered between vertical timing marks; score the folds. Folded ballots must fit into custom envelope not higher than approximately 5 5/8," placed in box upright in sequential order. Ballots can be packed with more than one precinct in each box with markers in-between each precinct number. Attach a separate packing list, listing each serial number and precinct number with each box. Vote by mail ballots are not to be stapled on pads nor packed in shrink-wrap. 4. Mail Ballot Precincts: a. Number sequentially through each precinct. Each precinct to start with one (1). There shall be four digits in each serial number run "0001". b. Serial number to be on the front of each ballot; on the stub. c. Mail ballots must be printed by individual precinct. d. Words "Mail and precinct number" to be printed on each ballot. e. All mail ballots to be scored and folded (See Section G, "Folds and Ballot Scoring" for restrictions). f. The mail ballots are to be packaged as follows: 8 '/2" x 11", 8 '/2" x 14" and 8 '/2" x 18" ballots; scores and folds must be centered between vertical timing marks; score the folds. Folded ballots must fit into custom envelope not higher than approximately 5 5/8," placed in box upright in sequential order. Ballots can be packed with more than one precinct in each box with markers in-between each precinct number. Attach a separate packing list, listing each serial number and precinct number with each box. Mail ballots are not to be stapled on pads, nor packed in shrink-wrap. 5. Duplicates: a. Number sequentially through entire order(s). Each duplicate ballot to have unique consecutive number. b. Serial number to be on front of each ballot; no stub required. c. Duplicate ballots must be printed by individual precinct, and party when required. d. Words "Duplicate and precinct number" to be printed in green ink on each ballot. e. Duplicates are not to be stapled on pads nor packed in shrink-wrap. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 13 of 20 6. Extra Boxes: a. County requires flat, empty ballot boxes for polling place supplies. Approximately 800-1000 boxes are needed for each election to fit the size of the ballot (8 '/2" x 11", 8 '/2" x 14" or 8 '/2" x 18"). J) Additional Ballot Information 1. Based on IVS's capacity, County shall never be left off the print schedule prior to a non-contracted County. 2. The County reserves the right to order ballot quantities in accordance with the size of the election. 3. Vote by Mail Ballots a. The ballot design/watermark and color is determined by the Secretary of State's Office. The design and tint must appear on the ballot itself (for example, in the top portion of the ballot with the title of election, instructions, etc.). The ballot color cannot be printed in any of the restricted areas specified in the RFP. b. Serial numbers are unique to each precinct. Each precinct serial number begins with 1 and ends with the last number/quantity of ballots ordered for that precinct. c. The two 1" ballot stubs are at the top of the ballot with a horizontal perforation between the stubs and the ballot and a vertical perforation in-between the two stubs. One stub (or receipt on the right hand side of the ballot) is for the voter to tear off from the perforation and keep and the other, on the left side, is left stapled to the other stubs or ballots remaining. The ballot with the two stubs is for the polling place ballots only. d. The County requires samples of perforations prior to printing of ballots. 4. Precinct Ballots a. Fresno County has 1,700 County-wide precincts, but because of consolidations we normally have approximately 400-500 voting precincts for a major election (Primary or General). b. There are stubs on the precinct or polling place ballots that are 1" in height located at the top of the ballot. c. The precinct ballots are sequentially numbered within each precinct. d. There is a serial number printed on the stub. e. The type of ballot (Vote by Mail, Mail Ballot Precinct, Polling Place or Duplicate) is printed in black ink, red ink, green ink or blue ink depending on the type of ballot; precinct number; and instructions. The title of the election is printed in black ink. All of this information is printed on the top portion of the ballot before Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 14 of 20 the ovals and where restricted areas begin. Ballots are to be printed in four colors. f. Precinct ballots or poll ballots are packaged in boxes, by precinct, clearly labeled. Ballots are flat, not folded and are packaged and stapled normally in groups of 50 and then shrink-wrapped within the group of 50. If there are fewer than 50 then whatever the number that group is stapled and shrink-wrapped. 5. Duplicate Ballots a. Packaging requirements for duplicate ballots: duplicate ballots are flat; no stub; no staple and are shrink-wrapped by precinct. Multiple precincts can be packaged in one box once shrink-wrapped. 5. Test Ballots a. The County will not provide digital data to mark L&A test decks. The County will provide the standard of which L&A test deck is needed. b. The format will be provided on the ballot order. 6. Polling Place Ballots a. Number sequentially through each precinct. Each precinct to start with one (1). There shall be four digits in each serial number run, "0001." b. Serial number to be on the front of each ballot; on the stub. c. Package only one precinct per box. Label outside of each box as specified in "Submission of Order" section. d. Individual precinct boxes to be packed on a pallet, in a specific routing order, as specified by the county. e. The words "Polling place and precinct number" in black in on each ballot. f. Ballots can be either stapled on a pad of 50 (or in quantity of 10 for Minor Parties when applicable for a Primary Election) or shrink-wrapped or stapled and shrink-wrapped. g. No folds or scoring of the ballots. 7. Absentee Ballots a. Number sequentially through each precinct. Each precinct to start with one (1). There shall be four digits in each serial number run, "0001." b. The total number of absentee ballots required averages approximately 25% of the registered voters in each election. c. Serial number to be on the front of each ballot; on the stub. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 15 of 20 d. Absentees must be printed by individual precinct using software generated precinct ID markers. e. Words "Absentee Ballot and precinct number" to be printed in red ink on each ballot. f. Precinct number may be printed in black ink. g. All absentees to be scored and folded (see Section G, "Folds and Ballot Scoring", for restrictions). h. The absentees are to be packaged as follows: ® 8 '/2" x 11" and 8 '/2" x 14" ballots: scores and folds must be centered between vertical timing marks; score the folds. Folded ballots must fit into custom envelope not higher than approximately 5 5/8," placed in box upright in sequential order. If ballots will fit, IVS can pack more than one precinct in each box. Put brightly colored marker in-between each precinct number. Attach a separate packing list, listing each serial number and precinct number with each box. ® 8 '/2" x 18" ballot: scores and folds must be centered between vertical timing marks; score the folds. Folded ballots must fit into a custom envelope not higher than approximately 5 5/8," placed in box upright in sequential order. If ballots fit, IVS can pack more than one precinct in each box. Put brightly colored marker in-between each precinct number. Attach a separate packing list. ® Absentee ballots are not to be stapled on pads nor packaged in shrink-wrap. SECTION II: VOTE BY MAIL PROCESSING AND VOTE BY FAIL ENVELOPES IVS shall provide the following services: A) Insert outgoing vote by mail pieces through an automated process with voter specific data printed on the vote by mail envelope for all vote by mail voter data extracts. This includes a barcode scanner attached to the printer for quality control. IVS shall confirm barcode readability. 1. The outgoing mail preparation and inserting typically begins at approximately 56 days prior to an election. Additional mail preparation and inserting continues through six days prior to an election. The quantity of mail typically decreases with each mailing. This process must be available to the County from twenty-nine days prior to an election to six days prior to an election. 2. On-site secure storage of all ballot materials prior to processing is required. 3. IMB (Intelligent Mail Barcode) is required by the United States Post Office. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 16 of 20 4. Once the voter data file is forwarded to IVS the required turnaround time is 1 to 2 days. 5. After County receives and reviews electronic samples, IVS may print paper samples. 6. A County representative will not be on site at mailer to approve ink jetted samples. An original sample envelope needs to be sent to the County for testing. The County requires a sample of 50 envelopes for testing of the sorter. This sample must include various precincts. 7. The following barcodes must be tested by IVS for readability: a. The return envelope barcode of the precinct number which is used in sorting the return envelope through our sorter. b. The barcode of the voter ballot issue ID which is used when returning the ballot manually on our election management system and through our Vote Remote system. 8. Preparation shall include the printing of variable voter data as outlined in Section G: Printing Specifications for Variable Voter Data, with specific barcodes provided by the County on the ballot return envelope and the automated insertion of that envelope into the outgoing window envelope. Delivery of envelopes shall be required no later than 55 days prior to each election shipped to the County. The vote by mail ballot package shall consist of the following: a. Return envelope (approximately 9" x 5 5/8") with variable voter data. Voter name and mailing address with delivery point barcode must show through the window of the outgoing window envelope. The specifications for the vote by mail return envelope are as follows: ® Paper—weight and color required: 24 lb. standard weight; colors are orchid, orange, green, yellow, and blue. ® Ink — number of colors required on the front, back and inside: 2 colors, black and red ® Flap — remoisten glue b. Outgoing window envelope (approximately 9 '/2" x 5 7/8" with custom window) — 24 lb. standard weight. The specifications for the vote by mail outgoing envelope are as follows: ® Paper color required: White ® Window— approximate 1 %" x 4"; position is in the right hand corner; cellophane window c. Official Ballot (8 '/2" x 11"; 8 '/2" x 14" or 8 Y2" x 18"). Official ballots are divided into separate precincts as called for by a specific election and must be Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 17 of 20 separated and matched with the corresponding voter addressed return envelope. d. Separate instructions to the voter (8 1/2" x 11" paper), which may be on colored paper and require folding. B) Receive approval from the United States Postal Service on all envelope artwork and design of envelopes. C) Guarantee a perfect match between the voter specific return envelope and precinct specific ballots and other materials during an automated inserting process. This includes a 1 to 1 match on inserter with codes on ballot and vote by mail return/reply envelopes. D) Prepare vote by mail mailings per USPS requirements. E) Must comply with USPS "move update" requirements, NCOA (National Change of Address) and IMB (Intelligent Mail Barcode). F) Must provide five electronic samples of ink-jetted reply envelopes with sample variable voter data for County review. County will test ballot ID barcode. IVS must not change ink-jet setting while waiting for County approval. G) Printing Specifications for Variable Voter Data 1. Registered voter information: County will provide the variable information for each registered voter on electronic media in a fixed field format. a. All variable information shall be printed on the return vote by mail envelope. The name and mailing address of the registered voter shall be printed on the envelope and shall show through the window of the outgoing envelope when inserted. b. The name and address block consists of: ® Vote by Mail ID (3 of 9 barcode) ® Job Line — Job number Sequence number of ballot within precinct Mail or vote by mail indicator Vote by mail ID ® County Line — Election Date Voter's political party Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 18 of 20 Voting precinct Voter affidavit (registration) ID ® Voter Name — Voter Mailing Address (lines 1 — 3) Zip Code (post net barcode) ® The residence address block is printed on the envelope at a separate location. This information includes residence address, city, state and zip code. 2. Barcode printing: a. A delivery-point barcode consisting of the ZIP + 4 code for the mailing address of the voter shall be printed under the job line. The barcode must meet all of the USPS POSTNET barcode specifications for height, weight and pitch. The barcode must show clearly in the window of the outgoing envelope with a 1/8" clearance when the return envelope is inserted into the outgoing window envelope and tapped in any direction. b. A human readable code line shall be printed in a human readable font above the name/address on the return envelope, and shall be positioned to show through the window of the outgoing window envelope. It shall be printed on the return envelope at approximately 2 1/" above the bottom and start at 4" from the right hand edge. The font shall be no smaller than eight lines per inch (LPI) and 12 characters per inch (CPI). c. The format of the human readable code line shall be: Field Description Length Sample Election date 8 19990608 yyyymmdd Election number 1 1 File type 8 Regular, mailed, military File Date 8 19990512 yyyymmdd Voter's Political Party 3 REP Voting Precinct 4 0501 Affidavit number 10 OOF123456 Issue number 1 1 Voter Name 41 William J Henderson Jr Residence Add 50 123 W Fountain Way Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 19 of 20 Res City/State/Zip 33 Fresno, CA 93711 Mailing Address 50 PO Box 1234 Mailing City 13 Fresno Mailing State 2 CA Mailing Zip 5 93722 Note: File Date is the date the file was generated and shall be used to distinguish one file from another of the same file type. Label format for mailing address information: 090519-1 0501 OOF123456 1 (Election date; election number; voting precinct; affidavit number; issue number) William J Henderson Jr PO Box 1234 Fresno, CA 93722 d. Human readable lines shall be printed above the code 3 of 9 barcode approximately W from the left-hand edge of the envelope. The format shall be as follows: 6 character election date H) Once the inserting is complete, the outgoing mailer shall be sealed and presorted according to USPS requirements for Non-Profit or First Class mail (whichever is applicable). IVS shall be responsible for delivering the sealed outgoing mailer to the Fresno BMEU (Bulk Mail Election Unit). ADDITIONAL REQUIREMENTS A) Annually, by January 301h of each calendar year, IVS shall submit copies of the most recent years independently audited or reviewed financial statements, as well as those for the preceding three years, if they exist. The submission shall include the audit opinion, balance sheet, income statement, retained earnings, cash flows, and notes to the financial statements. If independently audited financial statements do not exist for IVS, IVS shall state the reason and, instead, submit sufficient information such as the latest Dun and Bradstreet report to enable the Evaluation Committee to determine the financial stability of IVS. The County may request and IVS shall supply any additional financial information requested in a timely manner. B) IVS must maintain an effective Emergency Contingency Plan which describes how and where services will be provided in case of a major interruption in services at IVS's primary printing location. A copy of this plan must be provided to County on an annual basis by January 301h of each calendar year. C) IVS must maintain and update as needed its security plan, and provide an updated copy to County on an annual basis. Integrated Voting Solutions, Inc. Exhibit A Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 20 of 20 D) IVS shall provide a turnaround time for envelopes of next day and a turnaround time for election day ballots of two hours. IVS shall print and insert in California. E) IVS shall ensure 100% accuracy in ballot printing, vote by mail processing and vote by mail envelopes. F) IVS shall provide the following throughout the contract period as such period is stated in the Agreement: 1. Licensed GEMS user 2. Utilize a GEMS GBF File as appropriate 3. Vote by Mail Experts 4. 24-7 Customer Service Support Center 5. Flexible on-site customer visits 6. Election Industry Experienced Staff 7. IVS shall provide County with technical information on how to reduce costs where appropriate 8. IVS shall provide technical support to County staff as needed at no additional cost to County 9. Automated Pre-filled Test Decks 10. 100% Digital Printing Solutions 11. 100% Ballot Printing and Vote by Mail Assembly and Mailing performed in Fresno, California 12. Ongoing Tracking and Reporting 13. Technology updates as needed for ballot printing, vote by mail processing and vote by mail envelopes at no additional cost to the County G) Fresno County Clerk shall be provided full access without restrictions to all of IVS's production facilities. 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M.....::.x:a..J-a...:.x...i.i..:::.:l.::a.:aisdi::s.::..:.x...!a:.a.:..:.:i.:..: u�f:isi::isi::::u:iliiia..:.:....i..........i.:.:........... N:::.:::::aa:ax.aaa.:.aa"...".::::..::::::: ...:""".e.. AccuV®te-OS L---. flo p-dfi goons GHQde Revision: 1.0 Copyright©2012. All Rights Reserved Published: June 7, 2012 Election Systems&Software, LLC, 11208 John Gait Blvd. Omaha, Nebraska 68137 USA Phone: (402)593-0101 Toll Free Inside US: (877) 377-8683 Fax: (402)593-8107 http://www.essvote.com ©2012 by Election Systems&Software, LLC, 11208 John Gait Blvd., Omaha, NE 68137-2364. All rights reserved. Printed in the USA Ballot Specifications Guide This document, as well as the product described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Election Systems &Software (ES&S). Election Systems &Software assumes no responsibility or liability for any errors or inaccuracies that may appear in this document. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise,without the prior written permission of Election Systems &Software. Disclaimer Election Systems &Software does not extend any warranties by this document. All product information and material disclosure contained in this document is furnished subject to the terms and conditions of a purchase or lease agreement. The only warranties made by Election Systems &Software are contained in such agreements. Users should ensure that the use of this equipment complies with all legal or other obligations of their governmental jurisdictions. All products described in this document are registered trademarks of Election Systems& Software.All other products mentioned are the sole property of their respective manufacturers. ©Election Systems and Software,2012 ii Ballot Specifications Guide Document History Revision Date Remarks 1.0 June 7, 2012 Updated document to reflect ES&S. Removed references to national paper distribution program. ©Election Systems and Software,2012 iii Ballot Specifications Guide ���K �� /� �t���� v «�"�"K� ^^" ��K�""=.."�� 1 Introduction.............. — ........ ............. —........ .......................... ........ ........................ ..................1-1 11 Audience ............................... .................................................. ................. ........................1-1 2. Ballot Paper Stock.......................... ..................................................................................................24 211. Standard Q0b Text......................... ..... ... ..... ........... ............................................2-1 212. ECO-ASSUREQUib.Text..........................................................................................2-1 2.1.3. QUUz Index,.......... ........................... .................................. ...... ...............................2-2 1 Ballot Chanautehatica .......................................... ........... ........ ........... .................... — ..................3-1 31 Materials...................... .................................. ............. — ............................ .....................3-1 3.2. Physical dimensions................ ................... ................ .......... ...................................... ....3-1 3.3. Ballot cutting............................................ .............................. .................... .................. ....3-1 3'4. Ballot curl........ .........-- ........................ ........................................................................ 34 4. Printing..... ................................................................. ......... ........................................ ....................44 4.1. Background colors...............................................................................................................4-1 411. Restrictions................. ................. .................. ...................................... .... ............4-1 4.1.2. Color matching tolerances.................... .............. ....................... .............................4-1 4.2. Black ink........................... ............................................ ............... — ........................ ......4-1 4.3. Printed Image Registration..... — ............. .......................... ................................ ..............4-1 5. Restricted Zones and Critical Marks .................................................................................................5-1 51 Calibration zones..................................... .................. ........................ .................. ............5-1 5.1.1. Text and watermarks............................................. ..................... .............................54 5.1.2. Background color ------- .................. ...........................................................5-1 5i1.3. Marks........................................... ......................................................................... ...54 5i2. Timing mark zones.................................... ................ .......................... .............................54 5.2.1. Text and watermarks........ ................ ................. ............ ......................................54 52�2. Background color........................................ ........ ............ — ...................................5-1 5i23. Marks.......................... ..................... .................................. ....... ....................... .....5-2 5i3. ID mark zones and diagnostic mark zones................ ....................................... .......... —�5-2 5.3.1. Text and watermarks..... .......... ............ ............... .................................................-5'2 5.3.2. Background color --------------- ................ .......................... ..........5-2 5.3.3. Marks............... ........... ............................... ................................. ...........................5-2 5.4. Voting position zones.... ........................................... ............. ..................................... .....5-2 5.4.1� Text and vvab*nnarka .......... ...................................................................... .............b-2 5.4.2. Background color............................................ ..........................................................5-2 5.4.3. Marks.......................................... ....................................... ......................................5-3 5.4.4. Thin oval lines...---............ ................. ............................... ...... ..........................5-3 �Election Systems and Software,ou10 w Ballot npecifivativnsGuide 5.4.5. Thick oval lines..........................................................................................................5-3 6. Non-Restricted Zones and Non-Critical Marks..................................................................................6-1 6A. Non-restricted zones...........................................................................................................6-1 6.2. Ballot identification text........................................................................................................6-1 6.3. General text.........................................................................................................................6-1 6.4. Watermarks patterns and color striping ..............................................................................6-1 7. Folds, Scoring, Perforations and Stubs.............................................................................................7-1 7.1. Folds and Scoring ...............................................................................................................7-1 7.2. Perforations and Stubs........................................................................................................7-1 8. Marking Instruments and Labels.......................................................................................................8-1 8.1. Labels and Adhesive Materials...........................................................................................8-1 9. Ballot Background Color Selections..................................................................................................9-1 10. Appendix A: ECO-ASSURE Paper..................................................................................................10-1 11. Appendix B: List of Figures..............................................................................................................11-1 11.1. List of figures.....................................................................................................................11-1 ©Election Systems and Software,2012 v Ballot Specifications Guide Introduction 1. Introduction This document states the specifications for the printing and cutting of AccuVote-OS ballots to be used with AccuVote-OS, AccuVote-OSX, DRS PhotoScribe PS900 iM2/PS960, and AutoMARK VAT ballot processing units. 1.1. Audience This document is intended for all print shops, client election administrators and technical support staff, as well as Election Systems and Software's election and ballot printing support staff involved in the printing of AccuVote-OS ballot artwork. ©Election Systems and Software,2012 1-1 Ballot Specifications Guide Ballot Paper Stock 2. Ballot Paper Stock All election ballots must be printed on the same paper stock. The paper stock recommended by Election Systems and Software depends on the ballot scanning and processing devices used in the election jurisdiction. If only AccuVote-OS units are used, or only AccuVote-OS and AutoMARK VAT units are used, 901b. Index ballot stock is recommended. If newer ballot scanning and processing devices, such as AccuVote-OSX or DRS PhotoScribe units are used, with or without other Election Systems and Software ballot scanning and processing device types, 901b. Text stock is recommended. Two kinds of 901b. Text stock are available. Standard 901b. Text stock, or the new ECO-ASSURE 901b Text stock. The ECO-ASSURE paper made from 30% post-consumer recycled fiber and is manufactured with a non-reproducible watermark. This watermark is undetectable to Election Systems and Software ballot scanning devices and, unlike conventional printed watermarks, may appear anywhere on the ballot card. (See appendix C for a sample of the ECO-ASSURE watermark.)The Standard 901b. Text stock is made from non-recycled paper and has no watermark. Basis weight and preferred specifications for ballot paper stock are provided below. 2.1.1. Standard 901b. Text The weight of the paper stock should be 133 g/m2 (901b.Text)for election environments that use AccuVote-OSX or DRS PhotoScribe PS900 iM21PS960 units, with or without other Election Systems and Software ballot scanning and processing device types. The preferred specifications for this paper are: 133 g/m2 Standard 901b. Text LOWER LIMIT LOWER CONTROL TARGET UPPER CONTROL UPPER LIMIT Caliper(mils) 6 6.5 7 7.2 7.5 Opacity (%) 94 — -- -- -- Brightness (%) 93.5 94 94.5 -- -- Smoothness 60 70 90 110 120 (Sheffield units) Figure 2-1: 133 g/m2 Standard 901b.Text Caliper: Thickness of the paper measured in thousandths of an inch. Opacity: The amount of light absorbed versus reflected by the paper, as measured using a Huygen opacimeter. Brightness: Reflectance of the paper when measured under a calibrated wave of light. Measurement is based on a standard of 100% reflectance with respect to blue light with specific spectral properties. Smoothness: Measurement of surface"roughness"of the paper on the Hagerty scale. 2.1.2. ECO-ASSURE 901b. Text The weight of the paper stock should be 133 g/m2(901b.Text)for election environments that use AccuVote-OSX or DRS PhotoScribe PS900 iM2/PS960 units, with or without other Election Systems and Software ballot scanning and processing device types. ©Election Systems and Software,2012 2-1 Ballot Specifications Guide Ballot Paper Stock The preferred specifications for this paper are: 133 g/m2 ECO-ASSURE 901b. Text LOWER LIMIT LOWER CONTROL TARGET UPPER CONTROL UPPER LIMIT Caliper(mils) 5.5 6 6.5 6.7 7 Opacity(%) 94 -- -- -- -- Brightness (%) 91 91.5 92 -- -- Smoothness (Sheffield 85 95 115 135 145 units Figure 2-2: 133 g/m2 ECO-ASSURE 901b.Text Caliper: Thickness of the paper measured in thousandths of an inch. Opacity: The amount of light absorbed versus reflected by the paper, as measured using a Huygen opacimeter. Brightness: Reflectance of the paper when measured under a calibrated wave of light. Measurement is based on a standard of 100% reflectance with respect to blue light with specific spectral properties. Smoothness: Measurement of surface"roughness"of the paper on the Hagerty scale. 2.1.3. 901b. Index The weight of the paper stock should be 163 g/m2(901b. Index)for election environments that use AccuVote-OS scanners only, or AccuVote-OS scanners and AutoMARK VAT units only. Note that'901b. Index' is a guideline and not a specification. The physical thickness of the paper should supersede any basis weight factors: 163 g/m2 901b. Index Thickness (Caliper) 0.0070 in. ±0.0005 in. Figure 2-3: 163 g/m2 901b. Index ©Election Systems and Software,2012 2-2 Ballot Specifications Guide Ballot Characteristics 3. Ballot Characteristics 3.1. Materials No embossed or printed patterns or smudges shall be present. The ballot stock is NOT to be 'pre-scored' for folds prior to press printing. See section 7, Folds, Scoring, Perforations and Stubs for ballot scoring specifications. 3.2. Physical dimensions The physical ballot sizes are as follows: Width 8.500 in. + 0.050 in. -0.050 in. Length 11.000 in. + 0.060 in. -0.000 in. 14.000 in. + 0.060 in. -0.000 in. 17.000 in. + 0.060 in. -0.000 in. 18.000 in. + 0.060 in. -0.000 in. Figure 3-1: Ballot Sizes 3.3. Ballot cutting The cutting of the ballot must be kept within the printed 'cut tolerance marks' as shown in figure 3-2. These marks are 0.030 in. (approximately 1/32 in.)wide by 0.125 in. (1/8 in.) long. They specify the four corners of the ballot on both sides. When the ballot is cut to its proper size, a small portion of these marks (approx. 0.010 in.) MUST still be present on all four corners of the ballot's edges on both sides of the ballot. Accurate front to back registration of the printed image will improve the vendor's ability to meet the ballot cutting specifications. 3.4. Ballot curl The curl of the ballot shall be measured from a flat reference surface. The maximum allowable curl of the ballot measured from the flat surface to the most protruding point of curl on the ballot is 0.050 in.This dimension applies to the ballot in both face up and face down orientations. Election Systems and Software,2012 3-1 Ballot Specifications Guide Printing 4. Printing In the restricted zones of the ballot layout, only allowable background colors (refer to section 4.1, Background colors) and black non-reflective ink (refer to section 4.2, Black ink)will be used for printing as specified by each of the restricted zone descriptions (refer section 5, Restricted Zones and Critical Marks). Outside of the restricted zones, any color, ink, or watermark pattern may be used. Printed inks on the ballot must be completely dry prior to processing the ballot through the optical scanning device. 4.1. Background colors The allowable background colors are listed in section 9, Ballot Background Color Selections. They are defined by the PANTONE®Color Management System (PMS).The selections provided are taken from the PANTONE®Color Selector 1000/ Uncoated book. Please refer to this table when specifying background colors. 4.1.1. Restrictions The following describes the background color restrictions for any particular ballot. For each ballot, the background color in all of the restricted zones in the ballot layout must be of the same uniform color and density. The background color for the restricted zones must be selected from those provided in section 9, Ballot Background Color Selections. In the restricted zones, only one of the available colors provided can be used per ballot. Outside of the restricted zones, any color or watermark pattern can be used. Refer to section 5, Restricted Zones and Critical Marks for the specifications of the restricted zones of the ballot. 4.1.2. Color snatching tolerances In the restricted zones, the color selection must be printed within a tolerance match of 4(delta)e'. It is recommended that the vendor use a reflective densitometer to check that the color is within specified tolerances prior to producing the ballots and that, throughout the production run, samples are periodically checked against the standard PANTONE®PMS color swatch. 4.2. Mack 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 (visible light) and at 940 nanometer wavelength(infra-red light). Ink normally containing a significant amount of black carbon in its formula should be able to meet this requirement, but it is recommended that the vendor use a reflective densitometer to check that the color is within specified tolerances prior to producing the ballots. NOTE: Reflectance measurements are referenced to 100% absolute white (i.e., not paper white.) 4.3. 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 (refer to section 3.3, Ballot cutting) and the physical dimensions (refer to section 3.2, Physical dimensions) have been met. ©Election Systems and Software,2012 4-1 Ballot Specifications Guide Restricted Zones and Critical Marks 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, refer to the figures provided in section 9, Ballot Background Color Selections. Note: Printed watermarks, if used, may not be printed in any of the restricted zones described below. The ECO-ASSURE watermark, which is embedded in the ECO-ASSURE paper and is undetectable to Election Systems and Software ballot scanning devices, may appear anywhere on the ballot. 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.)]. Refer to the figures provided in section 9, Ballot Background Color Selections. 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 background of the calibration zones must be uniform in color and density and must match the background color and density of the other restricted zones. Refer to section 4.1, Background colors for color restrictions. 5.1.3. Marks No black ink(refer to section 4.2, Black ink) 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(refer to section 3.3, Ballot cutting). 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. on their centers. Each timing mark zone is defined as the following area: [the full length of the ballot(11 in., 14 in., 17 in. or 18 in.) minus the calibration zones(top and bottom)], by [0.125 in., from the center of each timing mark column, to either side of the timing mark column]. Refer to the figure provided in section 8, Ballot Background Color Selections. 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 background of the timing mark zones must be uniform in the background color and density and must match the background color and density of the calibration zones. Refer to section 4.1, Background colors for color restrictions. ©Election Systems and Software,2012 5-1 Ballot Specifications Guide Restricted Zones and Critical Marks 5.2.3. Marks Black ink (refer to section 4.2, Black ink) 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. i® 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]. Refer to the figure provided in section 9, Ballot Background Color Selections. 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 background of the ID mark and diagnostic mark zones must be uniform in the color and density and must match the background color and density of the calibration zones. See section 4.1, Background colors for color restrictions. 5.3.3. Marks Black ink(refer to section 4.2, Black ink) 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 at the bottom of the ballot must be no closer than 0.060 in. to the ID mark row(refer to section 6.2, Ballot identification text). 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 configuration, each voting position can be considered its own 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]. Refer to the figures provided in section 9, Ballot Background Color Selections. 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 background of the voting position zones must be uniform in the color and density and must match the background color and density of the calibration zones. Refer to section 4.1, Background colors for color restrictions. ©Election Systems and Software,2012 5-2 Ballot Specifications Guide Restricted Zones and Critical Marks 5.4.3. larks The printed ovals are to have sharp edged boundaries and are to be of uniform density. Other than the oval line, no marks, text, or smudges can exist inside each voting position zone. 5.4.4. Thin oval lines Any visible color(with sufficient contrast relative to the background color), including black ink(refer to section 4.2, Black ink) can be used to create the voting position ovals to a line thickness not to exceed 0.003 in. 5.4.5. Thick oval lines Pantone colors 032U or 130U can be used, on a white color background only, to create the voting position ovals to a line thickness not to exceed 0.032 in. ©Election Systems and Software,2012 5-3 Ballot Specifications Guide Non-Restricted Zones and Non-Critical Marks 6. Non-Restricted Zones and Non-Critical Marks 6.1. Non-restricted zones Any area(s) NOT listed or described in section 5, Restricted Zones and Critical Marks 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. 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 bottom must be positioned as shown in the figures in section 9, Ballot Background Color Selections. 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 (refer to section 4.2, Black ink). 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(refer to section 4.2, Black ink), or any font size as long as the text does not penetrate any of the restricted zones listed in section 5, Restricted Zones and Critical Marks. 6.4. Watermarks patterns and color striping Watermark patterns and color striping can be printed in any color or halftone as long as the watermark pattern and/or color striping does not penetrate any of the restricted zones listed in section 5, Restricted Zones and Critical Marks. ©Election Systems and Software,2012 6-1 Ballot Specifications Guide Folds,Scoring,Perforations and Stubs 7. Folds, Scoring, Perforations and Stubs 7.1. Folds and Scaring Scoring or perforations for folded ballots must occur in between timing marks. Scoring or perforations cannot occur anywhere on the timing marks.The scoring or perforations must align with the equal and opposite side of the ballot. For example, if the scoring or perforations are to start between the 10th and 11th timing mark on the left side of the ballot,the scoring or perforations must end between the 10th and 11th 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 template is for convenience. Scores should be placed on the ballot to accommodate local envelope sizes. It should be noted that the fewer folds on the ballot, the better. Additionally, ballots may NOT be press printed on 'pre-scored' ballot stock. 7.2. Perforations and Stubs Perforations for stubs can only exist on the top or bottom edge of the ballot. The line of perforations must be perpendicular to the side edges of the ballot(i.e., they cannot be skewed.) Perforations for creating a stub at one end of the ballot must not compromise the Ballot Length Dimensions (refer to section 3.2, Physical dimensions)when the ballot is separated from the stub nor can it compromise the calibration zone specifications (see section 5.1, Calibration zones). Ballots must be separated from any stubs prior to processing the ballot through the optical scanning device. The perforations will have such characteristics that they do not create any debris after the ballot is separated from the stub. After a ballot is separated from the stub, the remaining perforation edge on the ballot will not have any material remaining that could fold over or otherwise cause interference with the processing of the ballot through the optical scanning device. ©Election Systems and Software,2012 7-1 Ballot Specifications Guide Marking instruments and Labels 8. Marking Instruments and Labels Which marking instruments to be used on ballots to be read on AccuVote-OS units will depend on the type of card reader the AccuVote-OS uses. There are two types of card readers: infrared and visible light. Infrared card readers only accept the following marking instruments: ® Berol 7700, 12/Pkg, Felt pen, black ink • Eberhard Faber, 12/Pkg, Felt pen • Pencil 4mm, Pencil, graphite, 4mm OD ® Contak 440, Pencil, graphite • Sharpie Power Mark, Felt pen, black ink Scanners that use visible light readers, including the PhotoScribe PS900 iM2/PS960 and the AccuVote- OSX, on the other hand, accept a broad range of marking instruments, including those listed above. Any dark colored, felt-tipped, ball-point, or roller-ball pen, or 213 pencil capable of leaving clearly discernable marks in voting ovals, with a minimum of potential bleed onto the opposing face of the ballot may be used. Note: Under no circumstances should red, green, yellow or orange pens be used for marking ballots to be processed on AccuVote-OS units that use visible light card readers, or on PhotoScribe PS900 iM2/PS960 or AccuVote-OSX units. Note:AccuVote-OS models that use infrared card readers are no longer in production. These models predate AccuVote-OS models A, B, C and D, which use visible light card readers. 8.1. Labels and Adhesive Materials No labels or other adhesive materials should be placed on the ballots. ©Election Systems and Software,2012 8-1 Ballot Specifications Guide Ballot Background Color Selections 9. Ballot Background Color Selections The following table describes allowable ballot background color selections. They are defined by the PANTONE8 Color Management System (PMS). The selections in the table are taken from the PANTONE®Color Selector 10001 Uncoated book. In the left column, the name listed is a general category description of the colors. In the right column is the PMS color specification and an interpreted description of each PANTONE®color swatch under fluorescent lighting (D50 illuminant). Any interpreted color descriptions containing two color names (e.g. GREENIYELLOW) indicate the major color component on the left and the minor color component on the right. Color PHIS Specification Color description Blue PMS 656 U BLUE Brown PMS 720 U BROWN PMS 4685 U BROWN PMS 726 U BROWN PMS 157 U BROWN/ORANGE PMS 475 U BROWN/ORANGE PMS 474 U BROWN/ORANGE PMS 482 U BROWN/VIOLET PMS 4755 U BROWNNIOLET Buff PMS 1205 U BUFF PMS 1215 U BUFF PMS 607 U BUFF PMS 614 U BUFF PMS 719 U BUFF/BROWN PMS 461 U BUFF/BROWN PMS 460 U BUFF/BROWN PMS 615 U BUFF/GREEN PMS 129 U BUFF/ORANGE PMS 127 U BUFF/YELLOW PMS 128 U BUFFIYELLOW PMS 608 U BUFF/YELLOW PMS 609 U BUFFIYELLOW Green (continued) PMS 5807 U GREEN ©Election Systems and Software,2012 9-1 Ballot Specifications Guide Ballot Background Color Selections Color PMS Specification Color description PMS 5803 U GREEN PMS 5665 U GREEN PMS 580 U GREEN PMS 5875 U GREEN/BROWN PMS 5865 U GREEN/BROWN PMS 587 U GREEN/YELLOW PMS 586 U GREEN/YELLOW PMS 387 U GREEN/YELLOW PMS 380 U GREEN/YELLOW PMS 585 U GREEN/YELLOW PMS 393 U GREEN/YELLOW PMS 394 U GREEN/YELLOW PMS 386 U GREEN/YELLOW PMS 379 U GREEN/YELLOW PMS 395 U GREEN/YELLOW Orange PMS 804 U 2X ORANGE PMS 811 U ORANGE PMS 134 U ORANGE PMS 1225 U ORANGE PMS 1355 U ORANGE PMS 135 U ORANGE PMS 136 U ORANGE PMS 148 U ORANGE PMS 149 U ORANGE PMS 1235 U ORANGE PMS 1345 U ORANGE PMS 1365 U ORANGE PMS 1485 U ORANGE PMS 1495 U ORANGE PMS 123 U ORANGE PMS 137 U ORANGE Orange(continued) PMS 150 U ORANGE PMS 1375 U ORANGE ©Election Systems and Software,2012 9-2 Ballot Specifications Guide Ballot Background Color Selections Color PMS Specification Color description PMS 1505 U ORANGE PMS 1585 U ORANGE PMS 151 U ORANGE PMS 116 U 2X ORANGE PMS 130 U ORANGE PMS 165 U ORANGE PMS Orange 021 U ORANGE PMS 714 U ORANGE PMS 715 U ORANGE PMS 141 U ORANGE/BROWN PMS 142 U ORANGE/BROWN PMS 143 U ORANGE/BROWN PMS 144 U ORANGE/BROWN PMS 130 U 2X ORANGE/BROWN PMS 155 U ORANGE/BUFF PMS 156 U ORANGE/BUFF Pink PMS 806 U PINK PMS 182 U PINK PMS 176 U PINK PMS 1765 U PINK PMS 189 U PINK PMS 196 U PINK PMS 203 U PINK PMS 705 U PINK PMS 1767 U PINK PMS 1775 U PINK PMS 183 U PINK PMS 197 U PINK PMS 1895 U PINK PMS 190 U PINK Pink(continued) PMS 210 U PINK PMS 230 U PINK PMS 706 U PINK ©Election Systems and Software,2012 9-3 Ballot Specifications Guide Ballot Background Color Selections Color PMS Specification Color description PMS 1905 U PINK PMS 204 U PINK PMS 211 U PINK PMS 670 U PINK PMS 231 U PINK PMS 707 U PINK PMS 698 U PINK PMS 671 U PINK PMS 699 U PINK PMS 813 U PINK PMS 672 U PINK PMS 691 U PINK PMS 496 U PINK PMS 700 U PINK PMS 5035 U PINK Red PMS 805 U 2X RED PMS 811 U 2X RED PMS 805 U RED PMS 812 U RED PMS 177 U RED PMS 489 U RED PMS 488 U RED PMS 1777 U RED PMS 1785 U RED PMS 178 U RED PMS 184 U RED PMS 191 U RED PMS 487 U RED PMS 486 U RED Red (continued) PMS 1787 U RED PMS 1788 U RED PMS 165 U 2X RED PMS Warm Red U RED ©Election Systems and Software,2012 9-4 Ballot Specifications Guide Ballot Background Color Selections Color PMS Specification Color description PMS 708 U RED PMS 709 U RED PMS 171 U RED/ORANGE PMS 1655 U RED/ORANGE Salmon PMS 1555 U SALMON PMS 1565 U SALMON PMS 162 U SALMON PMS 169 U SALMON PMS 1575 U SALMON PMS 1625 U SALMON PMS 1635 U SALMON PMS 163 U SALMON PMS 170 U SALMON PMS 1645 U SALMON PMS 712 U SALMON PMS 713 U SALMON PMS 164 U SALMON/ORANGE Violet PMS 217 U VIOLET PMS 2365 U VIOLET PMS 223 U VIOLET PMS 218 U VIOLET PMS 224 U VIOLET PMS 236 U VIOLET PMS 677 U VIOLET PMS 678 U VIOLET PMS 684 U VIOLET PMS 517 U VIOLET PMS 5175 U VIOLET Violet(continued) PMS 531 U VIOLET PMS 685 U VIOLET Yellow PMS 803 U 2X YELLOW PMS 803 U YELLOW ©Election Systems and Software,2012 9-5 Ballot Specifications Guide Ballot Background Color Selections Color PMS Specification Color description PMS 106 U YELLOW PMS 114 U YELLOW PMS 102 U YELLOW PMS 107 U YELLOW PMS 108 U YELLOW PMS 109 U YELLOW PMS 113 U YELLOW PMS 120 U YELLOW PMS 121 U YELLOW PMS 100 U YELLOW PMS 101 U YELLOW PMS 115 U YELLOW PMS Yellow U YELLOW PMS Yellow 012 U 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/ORANGE PMS 122 U YELLOW/ORANGE PMS 116 U YELLOW/ORANGE Figure 9-1: Allowable PANTONE®ballot background color selections ©Election Systems and Software,2012 9-6 Ballot Specifications Guide Ballot Background Color Selections Cut title Ctrt line Pad attachment o�• �o —. • t t c Header section a =Crrt line Crrt tine ?� ®®mm®mm®mm.® ----mmm®mmmm®mm®mm®®mm® � o aCtrt Cut a tolerance m ® tolerance ntarl:s marks v u N m N ® m m m O m O � O N m u Vi Cin — ® Curt tolerance m tolerance llnrks _mmm.,m----m®mmrmm— mmmmm®m®...m®m® marls L A �c.r Crrt tine Crrt tine Figure 9-2: Base template ©Election Systems and Software,2012 9-7 Ballot Specifications Guide Ballot Background Color Selections Example of Calibration Zone voting [Full ballot width column 8.5 in.by 0.260 in. j from ballottop edge] ................••--•-•---•-----._{. ......._.._.. Non-Restricted ._.- --•�-�'.--..._.-•�: ,�. Zone :C� r ' Candidates, descriptions, 'C- ®: and wt+atertnarks ;Q f go in this area. 6 Diagnostic Mark Diagnostic Marks ® :C� zone Timing Marks Voting Position Zone ) ; Q froth Center of voting Position.0.125 in.left ; :a' and right,0.100 in. r above and below. �f! Valid voting position Timing Marks �i :CDC ND Timing fvtark Zone Timing Mark iL; zone ice ' ®: ice; iCj. Text(0.100 in.fviax Height) :`� Positioned between top : edge of calibration zone to 0.060 in.froth bottom of Id marks. iQ Id Mart, 4, Id roarks i Zone f �i ;ems �! ............ . .............• . � ®mom; ....................._.........FR�fiY.�F .�j��:4ti5• {fr�pfPMFti1F1Ct Qj:.CFL �- - = Calibration Zone [Full[)allot width 8.5 in.by 0.260 in. from ballot bottom edge] Figure 9-3: Restricted Zone Ballot Layout ©Election Systems and Software,2012 9-8 Ballot Specifications Guide Appendix A:ECO-ASSURE Paper 10. Appendix : ECO-ASSURE Paper ECO-ASSURE paper has a watermark manufactured into the sheet. This watermark, which is non- reproducible and cannot be digitally scanned or photocopied, gives election officials assurance that the printed ballot is the original source document issued. The image below illustrates the ECO-ASSURE watermark: ECOa ASSURE Figure 10-1: ECO-ASSURE watermark The ECO-ASSURE paper, which is made from 30% post-consumer fiber, is Green Seal certified. Green Seal operates under the international guidelines for environmental labeling programs, ISO 14020 and 14024, set by the International Organization for Standardization. To be Green Seal certified and authorized to use the Green Seal Certification Mark manufactures must undergo an initial product evaluation to determine that the product complies with Green Seal requirements, and they must comply with an ongoing program of factory inspections and product testing. The Green Seal Printing and Writing Standard (GS-7) requires that the product contain a minimum 30% post-consumer recycled fiber; that the product not be deinked using chlorine or chlorine derivatives; and that product packaging not contain toxic substances. ©Election Systems and Software,2012 10-1 Ballot Specifications Guide Appendix B:List of Figures 11. Appendix : List of Figures The following appendix shows a list of figures provided in this document. 11.1. List ®f figures Figure 2-1: 133 g/m2 Standard 901b. Text..................................................................................................2-1 Figure 2-2: 133 g/m2 ECO-ASSURE 901b. Text.........................................................................................2-2 Figure2-3: 163 g/m2 901b. Index................................................................................................................2-2 Figure3-1: Ballot Sizes..............................................................................................................................3-1 Figure 9-1: Allowable PANTONE®ballot background color selections......................................................9-6 Figure9-2: Base template..........................................................................................................................9-7 Figure 9-3: Restricted Zone Ballot Layout.................................................................................................9-8 Figure 10-1: ECO-ASSURE watermark...................................................................................................10-1 Election Systems and Software,2012 11-1 Ballot Specifications Guide Integrated Voting Solutions, Inc., Budget and Price List Exhibit B Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 1 of 4 Budget Summary Contract: Integrated Voting Solutions, Inc. Service: Ballot Printing, Vote by Mail Processing and Vote by Mail Envelopes Contract Year Scheduled Elections Estimate 1 November 18 2015 - June 30 2016 June 2016 Statewide Presidential Primary $400,000 Unscheduled Elections $150,000 $550,000 2 July 1, 2016 - June 30, 2017 November 2016 Statewide Presidential General $280,000 March 2017 City of Clovis $25,000 Unscheduled Elections $150,000 $455,000 3 July 1, 2017 - June 30, 2018 November 2017 UDEL $10,000 June 2018 Statewide Gubernatorial Primary $400,000 Unscheduled Elections $150,000 $560,000 Contract Max (November 18, 2015 -June 30, 2018) $1,565,000 4 July 1, 2018 - June 30, 2019 November 2018 Statewide Gubernatorial General $280,000 March 2019 City of Clovis $25,000 Unscheduled Elections $150,000 Contract Max (July 1, 2018 -June 30, 2019) $455,000 5 July 1, 2019 - June 30, 2020 November 2019 UDEL $10,000 June 2020 Statewide Presidential Primary $400,000 Unscheduled Elections $150,000 Contract Max (July 1, 2019 -June 30, 2020) $560,000 Total Contract Maximum (November 18, 2015 -June 30, 2020) $2,580,000 Integrated Voting Solutions, Inc., Budget and Price List Exhibit B Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 2 of 4 Price List Ballot Printing - Pricing for total ballot order over 100,000 ballots Cost Vote by Mail (VBM) Ballots with Stubs ® 11" Ballot with stub (2 sided) $.27 per ballot ® 14" Ballot with stub (2 sided) $.27 per ballot ® 18" Ballot with stub (2 sided) $.28 per ballot Poll Ballots with Stubs ® 11" Ballot with stub (2 sided) $.27 per ballot ® 14" Ballot with stub (2 sided) $.27 per ballot ® 18" Ballot with stub (2 sided) $.28 per ballot Duplicates-No stubs ® 11" Ballot (2 sided) $.27 per ballot ® 14" Ballot (2 sided) $.27 per ballot ® 18" Ballot (2 sided) $.28 per ballot Test Deck-No stubs-Prefilled ® 11" Ballot (2 sided) $.35 per ballot ® 14" Ballot (2 sided) $.35 per ballot ® 18" Ballot (2 sided) $.35 per ballot Custom Boxes ® 11" Ballot $1.00 per box f 14" Ballot $1.00 per box ® 18" Ballot $1.00 per box Additional Pricing 0 Party Ballots (More than two) N/A ® Vertical Perforation Split stubs Included in pricing ® Database setup ballots $350.00 ® Ballot order received after E-56 Plus 5% ® Extra charge for ballot order under quantity N/A of 100,000 ® Scoring, folding, printing all variable data, Included in pricing including inkjet set up ® Split order for deliveries Included in pricing ® Supplemental order setup $50.00 ® Minimum order charge $1,000.00 Pre-payment Discount 10% Early Payment Discount (for payments 1 made within 10 days of invoice date Integrated Voting Solutions, Inc., Budget and Price List Exhibit B Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 3 of 4 Vote by Fail Processing, Failing and Envelopes Cost Initial Failing (E-29) ® Assembly, Inserting, and Mailing Prep (1 $.26 per piece ballot card) ® Assembly, Inserting, and Mailing Prep (2 $.26 per piece ballot cards ® Estimated Postage Rate (1 ballot card) $.10 per piece ® Estimated Postage Rate (2 ballot cards) $.10 per piece Subsequent Failing (weekly to E-7) ® Assembly, Inserting, and Mailing Prep (1 $.26 per piece ballot card) ® Assembly, Inserting, and Mailing Prep (2 $.26 per piece ballot cards) ® Estimated Postage Rate (1 ballot card) $.10 per piece ® Estimated Postage Rate (2 ballot cards) $.10 per piece ® What is the minimum quantity for 0 subsequent mailings? Additional Pricing ® Database setup Mail Ballot File $350.00 ® Database for Mail Ballot Packets received Plus 5% after E-56 ® Envelopes including USPS approval under $.065 per envelope 100,000 ® Envelopes including USPS approval over $.055 per envelope 100,000 ® Envelopes set up including USPS approval $125 per envelope type ® Mail ballot packets under 100,000 per N/A election ® Mail ballot packets over 100,000 per N/A election ® Sample Ballot inserting into mail ballot packets for postage savings $.08 additional ® USPS Mail Ballot Voter Tracking Set-up $200.00 ® USPS Mail Ballot Voter Tracking $.025 per piece Pre-payment Discount 10% Early Payment Discount (for payments made 1% within 10 days of invoice date) Integrated Voting Solutions, Inc., Budget and Price List Exhibit B Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 4 of 4 Additional Pricing Details: 1. Ballot setup charges apply per election. Ballot setup consists of ballot data processing, layout, reports, and PDF proofs. 2. Envelope setup charges apply to each type of envelope artwork design. 3. Vote by Mail setup charges apply per election and consist of Vote by Mail application setup, data processing, layout, reports, and samples. 4. United States Postal Service (USPS) mail ballot voter tracking setup applies per election. 5. Additional costs including specialized services for any elections related item not identified in this Exhibit B — Budget and Price List must receive written mutual approval from County Clerk and IVS prior to providing service and/or billing. Requests to charge costs not identified in Exhibit B should be sent to County of Fresno, Department of County Clerk/Elections, Attention: Business Manager, 2221 Kern Street, Fresno, CA 93721. 6. All invoicing will be in full itemized detail displaying the costs associated with services using the tables in this Exhibit B. Copies of images of documents billed for will be provided in a pdf file with the invoice number in the name of the file. Pre-payment/Early Payment discounts, Election Dates and Services, Itemized costs, contact information, carryover costs and deductions will be clearly identified and sufficiently described in all invoices sent to County for payment. 7. Integrated Voting Solutions, Inc. (IVS) will maintain its status as a certified Tier 1 print partner for Dominion throughout the contract period. IVS will maintain its status as a licensed GEMS user. IVS will proof the GBF file with the ballot layout prior to printing. IVS will use the GBF file to assure the size and accuracy of the printed ballot. 8. IVS will print 100% of the ballots and assemble 100% of the Vote-by-Mail packets at the facility located in Fresno. IVS will accommodate the needs of Fresno County with a two hour turnaround time on supplemental ballots and Election Day printing. Exhibit C Page 1 of 2 SELF-DEALING TRANSACTION DISCLOSURE FORM In order to conduct business with the County of Fresno (hereinafter referred to as "County"), members of a contractor's board of directors (hereinafter referred to as "County Contractor'), must disclose any self-dealing transactions that they are a party to while providing goods, performing services, or both for the County. A self-dealing transaction is defined below: "A self-dealing transaction means a transaction to which the corporation is a party and in which one or more of its directors has a material financial interest" The definition above will be utilized for purposes of completing this disclosure form. INSTRUCTIONS (1) Enter board member's name,job title (if applicable), and date this disclosure is being made. (2) Enter the board member's company/agency name and address. (3) Describe in detail the nature of the self-dealing transaction that is being disclosed to the County. At a minimum, include a description of the following: a. The name of the agency/company with which the corporation has the transaction; and b. The nature of the material financial interest in the Corporation's transaction that the board member has. (4) Describe in detail why the self-dealing transaction is appropriate based on applicable provisions of the Corporations Code. (5) Form must be signed by the board member that is involved in the self-dealing transaction described in Sections (3) and (4). Exhibit C Page 2 of 2 (1)Company Board Member information: Name: Date: Job Title: (2)Company/Agency Dame and Address: (3)Disclosure(Please describe the nature of the self-dealing transaction you are a party to): (4)Explain why this self-dealing transaction is consistent with the requirements of Corporations Code 5233(a): (5)Authorized Signature Signature: Date: