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HomeMy WebLinkAboutAgreement A-15-584-2 with Integrated Voting Systems Inc..pdf Agreement No. 15-584-2 1 FIRST AMENDMENT TO AGREEMENT 2 THIS FIRST AMENDMENT TO AGREEMENT No. 15-584 (hereinafter"First Amendment") is made 3 and entered into this 26th day of March, 2019, by and between COUNTY OF FRESNO, a Political 4 Subdivision of the State of California, Fresno, California (hereinafter"COUNTY"), and INTEGRATED 5 VOTING SYSTEMS, INC., a Delaware Corporation, dba INTEGRATED VOTING SOLUTIONS, whose 6 address is 496 S. Uruapan Way, Dinuba, CA. 93618 (hereinafter 7 "CONTRACTOR"). 8 WITNESSETH: 9 WHEREAS, COUNTY and CONTRACTOR entered into Assignment of Agreement number 15- 10 584-1, dated 61 day of March 2018 (hereinafter"Assignment"), pursuant to which CONTRACTOR, as 11 the ASSIGNEE, accepted the assignment and transfer of all rights, obligations, duties and liabilities 12 regarding Agreement number 15-584 dated 17th November, 2015 (hereinafter"Agreement")from the 13 ASSIGNOR, INTEGRATED VOTING SOLUTIONS, INC., retroactive to November 18, 2015; and 14 WHEREAS, COUNTY and CONTRACTOR in May 2018 agreed to a one-year extension of the 15 Agreement to the date of June 30, 2019; and 16 WHEREAS, COUNTY and CONTRACTOR now desire to amend the Agreement retroactively 17 in order to increase contract maximum compensation and provide contract pricing for specialized 18 services and to reflect CONTRACTOR's name change. 19 NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which 20 is hereby acknowledged, COUNTY and CONTRACTOR agree as follows: 21 1. Page 1 of the Agreement, on lines 4-5, the words "Integrated Voting Solutions, Inc., a 22 Corporation, whose address is 1931 G Street, Fresno, CA 93706" are deleted and the following words 23 are inserted: 24 "INTEGRATED VOTING SYSTEMS, INC., a Delaware Corporation, dba INTEGRATED 25 VOTING SOLUTIONS, 496 S. Uruapan Way, Dinuba, CA 93618, or also identified 26 herein as Integrated Voting Systems, Inc." 27 2. Throughout the Agreement, except for Lines 4-5 on page 1, the words "Integrated 28 Voting Solutions, Inc." and the words "INTEGRATED VOTING SOLUTIONS, INC." are deleted and the - 1 - 1 following words are inserted: 2 "Integrated Voting Systems, Inc." 3 3. Section 4 of the Agreement, located on page 3, lines 19 through 24, is deleted in its 4 entirety and replaced with the following: 5 "Five Hundred Forty-Five Thousand and No/100 Dollars ($545,000.00) during the 6 period of July 1, 2018 through June 30, 2019. In no event shall services performed under this 7 Agreement be in excess of Six Hundred Sixty Thousand and No/100 Dollars ($660,000.00) during the 8 period of July 1, 2019 through June 30, 2020. The maximum total compensation for services included 9 in this Agreement from the period of November 18, 2015 through June 30, 2020, shall be Two Million 10 Seven Hundred Seventy Thousand and No/100 Dollars ($2,770,000.00). It is understood that all 11 expenses incidental to" 12 4. Section 12 of the Agreement, located on page 8, lines 5-8, are deleted in their entirety 13 and insert the following: 14 "Should CONTRACTOR fail to make any deadlines as set forth in "COUNTY DEADLINES' in 15 Exhibit A, Page 3, CONTRACTOR shall pay COUNTY $10,000 per day for each calendar day of delay 16 as fixed and agreed liquidated damages (the "Liquidated Damages Amount"), but not as a penalty. 17 Liquidated Damages Amount shall under no circumstances exceed $100,000 for each election date of 18 any Primary, General, or regularly scheduled election and any Special election." 19 5. Exhibit A-1 of the Agreement, pages 1-20 are deleted in their entirety and 20 replaced with Exhibit A-2, pages 1-20. Throughout the Agreement the words "Exhibit A" and 21 "Exhibit A-1" are deleted and the words "Exhibit A-2" are inserted in their place. 22 6. Exhibit B-1 of the Agreement, is deleted in its entirety and replaced with Exhibit 23 B-2. Throughout the Agreement the words "Exhibit B" and "Exhibit B-1" are deleted and the 24 words "Exhibit B-2" are inserted in their place. 25 COUNTY and CONTRACTOR agree that this First Amendment is sufficient to amend the 26 Agreement and, that upon execution of this First Amendment, the Agreement, the Assignment and this 27 First Amendment together shall be considered the Agreement. 28 The Agreement, as hereby amended, is ratified and continued. All provisions, terms, - 2 - 1 this First Amendment together shall be considered the Agreement. 2 The Agreement, as hereby amended, is ratified and continued. All provisions, terms, 3 covenants, conditions and promises contained in the Agreement and not amended herein shall remain 4 in full force and effect. 5 EXECUTED AND EFFECTIVE as of the date first above set forth. 6 7 CON TR TOR COUNTY OF FRESNO 8 9 (Aut orized Sig atur Nathan Magsig, ChairmanWof the Board /�_` v 1 of Supervisors of the County of Fresno 10 PPC'a F—OZ�(�l�Jb� � �f�S���,v'1�- Print Name &Title 11 gCi(-9 3 t)rudQ-A V1 12 CND 13 Mailing Address ATTEST: 14 Bernice E. Seidel CONTRACTilR Clerk of the Board of Supervisors 15 4 County of Fresno, State of California I", LX,-t"A-- - 16 (Authorized Signature) 17 18 Print Na &Title t 19 -k9 l-� -!�> a 20 21 22 By: Sa aS,b.�v� IJtS h 23 Deputy FOR ACCOUNTING USE ONLY: 24 25 Fund:0001 26 Subclass: 27 10000 28 - 3 - 1 Account: 2 7295 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 - 4 - Integrated Voting Systems, Inc. Exhibit A- 2 Ballot Printing, Vote by Mail Processing,Vote by Mail Envelopes Page 1 of 20 SUMMARY OF SERVICES ORGANIZATION: Integrated Voting Systems, Inc. ADDRESS: 496 S Uruapan Way, Dinuba, CA 93618 MANAGER: Rebecca Kozlowski, President CONTACT: Phone: (559) 498-6151 Fax: (559) 498-6585 Email: Rebeccak@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 $545,000 for the period of July 1, 2018 —June 30, 2019 $660,000 for the period of July 1, 2019 —June 30, 2020 TOTAL CONTRACT AMOUNT: $2,770,000(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 Y/s" x 11", 8 Y2" 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 Systems, Inc. Exhibit A 2 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 Sheriffs 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. 11. Scope of Work IVS shall provide Ballot Printing (Section 1) and Vote by Mail Ballot Processing and Vote by Mail Envelopes (Section II) 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 '/z" 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 Systems, Inc. ExhibitA-2 Ballot Printing, Vote by Mail Processing,Vote by Mail Envelopes Page 3 of 20 COUNTY DEADLINES SECTION 1: 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 deposits in mail to County the ballot order 58 days before the election proof to verify 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 deposits in mail to County ballot image proofs 50 days before the election and paper proofs to County for verification IVS prints and deposits in mail Vote by Mail Uniformed 50 to 45 days before the and Overseas Citizens Absentee Voting Act (UOCAVA) elections Ballots 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 County's request locations in County SECTION II: VOTE BY MAIL BALLOT PROCESSING AND VOTE BY MAIL 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 Istvote by mail voter extract to 56 days before the election IVS IVS delivers vote by mail envelopes in 55 days before the election requested quantities to County IVS deposits in mail to County UOCAVA ballots 50 to 45 days before the election IVS deposits in mail to County vote by mail 29 days before the election packets for 1st extract IVS assembles subsequent vote by mail packets 28 to 6 days before the election for subsequent voter extracts Integrated Voting Systems, Inc. ExhibitA-2 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- aoproval/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 Sheriffs 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 Systems, Inc. ExhibitA-2 Ballot Printing,Vote by Mail Processing,Vote by Mail Envelopes Page 5 of 20 SECTION 1: BALLOT PRINTING I. 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 theAccuVote-OS Ballot Specifications Guide (Exhibit A-1). California election codes are located at the following web address: httpl/www.leginfo .ca.gov/cgi-bin/calawquery?codesect ion=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.t0.0005 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 notto 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 Systems, Inc. ExhibitA-2 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 (050 illuminant). Any color descriptions containing two color names color component on the right. b. Restrictions-The following describes the background color restrictions for any particularbbllot. Foreach ballot,all ofthe restricted zones in the ballot layout must be of the same uniform color and density. The background colorforthe restricted zones must be selected from the AccuVote-OS Ballot Specifications Guide(ExhibitA-1). I nthe restricted zones,onlyoneofthe available colors in theAccuVote-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 printedwithin a tolerance match of"4(delta)e" (a single numberthat 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 Systems,Inc. Exhibit A-2 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 0250 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 ball at,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 ballotstyle. This equates tofourzones. Each of these zones is defined as the following areas: (Between the timing markzones on each face of the ballot)by(0.092 in.above and belowthe center of each row of I D marks and diagnostic marks). a. Text and Watermarks- Notext orwatermark patterns can be printed in any of these four zones. Integrated Voting Systems, Inc. Exhibit A-2 Ballot Printing,Vote by Mail Processing, Vote by Mail Envelopes Page 8 of 20 b. Background Color-The 10 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 10 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 10 mark row and diagnostic mark row. Note: The ballot identification text must be no closer than 0.060 in.to the 10 mark row. 7. Voting Position Zones-The voting position ovals arethe marks that outline the data area to befilled in by the voter. Red ink isto be used to printthe 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 belowthe 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 blackinkcan beusedto createthevoting position ovals.The oval's linethickness cannot exceed 0.002 in.The printed ovals are to have sharp edged boundaries and are to be of uniform density. Nomarks(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 0,1-7)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 10 marks on the front and back ofthe 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 10 marks. The height of the text must be no greater than 0.100 in.(typically an 8-pointfont).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 notpenetrate any ofthe critical zones listed inthe'Restricted Zones and Critical Marks'(Section 0, 1-7). IVS must be able to print multi- colored headers for primary elections (i.e.parry specific ballots). 4. Watermarks Patterns and Striping-Watermark patterns and striping can be printed in any color or halftone as long asthe watermark pattern and/or striping does not penetrate any of the critical zones listed in that section. Integrated Voting Systems,Inc. Exhibit A-2 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 111h timin mark on the left side of the ballot, the score must then end in between the 10�"and 11 t 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 Systems, Inc. ExhibitA-2 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(5ornormax): The logic and accuracy test deck is a test deck comprised of optical scan ballots that is used to test the logic of 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. Forexample,ifthere are seven candidates and a write-in—eight ovals in the race-an LAS deck would give a 1,2,3,4,5,1,2,3 pattern.This deck can be ordered with any N number ofthe pattern.This deck can also be ordered as an"LA max"deck.In this case,the largest number of candidates on the ballotwill define the"maximum" numberof the pattern.Ifthere are 15 candidates,then the deckwould consist of 1 ballot forthe 1 stcandidate,2 ballots forthe 2nd candidate,etc.,uptothe 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 LAS deckto si mply 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 lastoval 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 Systems,Inc. Exhibit A-2 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 2nd and 2nd 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 Systems, Inc. Exhibit A-2 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 Systems,Inc. Exhibit A-2 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 (81/" x 11", 8 %"x 14" or 8 1/2" 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 Systems, Inc. Exhibit A-2 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 Systems, Inc. Exhibit A-2 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: • 81/2."x 11" and 8 W 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 MAIL 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 Systems,Inc. Exhibit A-2 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'/z" 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 3/"x 4"; position is in the right hand corner; cellophane window c. Official Ballot (8 W x 11"; 8 Y2" x 14" or 8 '/z" x 18"). Official ballots are divided into separate precincts as called for by a specific election and must be Integrated Voting Systems, Inc. Exhibit A-2 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 %"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 returnlreply 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 Systems, Inc. Exhibit A-2 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 '/" 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 0OF123456 Issue number 1 1 Voter Name 41 William J Henderson Jr Residence Add 50 123 W Fountain Way Integrated Voting Systems, Inc. Exhibit A-2 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 'I (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 '/d'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 mailerto the Fresno BMEU (Bulk Mail Election Unit). ADDITIONAL REQUIREMENTS A) Annually, by January 30t' 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 Systems,Inc. Exhibit A-2 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. Exhibit B-2 Page 1 of 5 Integrated Voting Systems, Inc., a Delaware Corporation DBA Integrated Voting Solutions Budget and Price List Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Budget Summary Contract: Integrated Voting Systems, Inc. Service: Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes and Specialized Services 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 $375,000 March 2019 City of Clovis & Special Election $150,000 Specialized Services $ 20,000 Unscheduled Elections $ 0 Contract Max (July 1, 2018 —June 30, 2019) $545,000 5 July 1, 2019 —June 30, 2020 November 2019 UDEL $ 10,000 March 2020 Statewide Presidential Primary $450,000 Specialized Services $ 50,000 Unscheduled Elections $150,000 Contract Max (July 1, 2019 —June 30, 2020) $660,000 Total Contract Maximum (November 18, 2015—June 30, 2020) $2,770,000 Integrated Voting Systems,Inc.,Budget and Price List Exhibit B-2 Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 2 of 5 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 • 14" Ballot $1.00 per box • 18" Ballot $1.00 per box Additional Pricing • 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 of 100,000 N/A • Scoring, folding, printing all variable data, Included in pricing including inkjet set u • 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 Systems,Inc.,Budget and Price List Exhibit-13-2 Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 3 of 5 Vote by Mail Processing, Mailing and Envelopes Cost Initial Mailing (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 Mailing (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 after E-56 Plus 5% • Envelopes including USPS approval under 100,000 $.065 per envelope • Envelopes including USPS approval over 100,000 $.055 per envelope • 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 Systems, Inc. a Delaware Corporation DBA Integrated Voting Solutions Budget and Price List Ballot Printing,Vote by Mail Processing,Vote by Mail Envelopes,Specialized Services Exhibit B-2, Page 4 Item Specialized Services Cost 1 81D2 Cards $.136 per card (minimum of$237.00) 2 Voter Notification Post Card $.056 per card (minimum of$237.00) 3 Booklets/Precinct Officer Reference Guide $8.10 per book 4 Vote By Mail Inserts- black printing $.04 per sheet 5 Ballot Translation Guides (facsimile ballots) $0.12 per 6 White Precinct Rosters $0.06 per page 7 Yellow Street Index $0.06 per page 8 Roster Assembly $50.00 per hour Ink Jetting and Mailing of County Voter Information 9 Guides $0.07 per book 10 Batch Cards $0.30 per Integrated Voting Systems, Inc., Budget and Price List Exhibit-13-2 Ballot Printing, Vote by Mail Processing, Vote by Mail Envelopes Page 5 of 5 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 Systems, 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 Dinuba. IVS will accommodate the needs of Fresno County with a two hour turnaround time on supplemental ballots and Election Day printing.