81
BOARD OF COUNTY COMMISSIONERS AGENDA MONDAY, APRIL 30, 2018, 9:00AM COMMISSION CHAMBERS, ROOM B-11 I. PROCLAMATIONS/PRESENTATIONS 1. Presentation of plaque from the Community Thanksgiving Dinner Foundation for support of the Annual Community Thanksgiving Dinner-Myron Johnson, President, Board of Directors. 2. Presentation regarding "Recycle Coach", a Solid Waste Collection Schedule Reminder Service- Public Works/Solid Waste. II. UNFINISHED BUSINESS III. CONSENT AGENDA 1. Consider approval of request to renew annual subscriptions for Amazon Prime for $99.00 annually and Vyncs fleet tracking software for three vehicles for a total of$299.97-Parks +Recreation. 2. Consider emergency vehicle permit for Chris Davenport for fire and EMS response for Shawnee Heights Fire District for two vehicles-Emergency Management. 3. Consider authorization and execution of Contract C142-2018 with Westar Energy for an easement modification for a property at Welton Grove Park for a sum of $2,500.00 payable to the County-Counselor. 4. Acknowledge receipt of an out-of-state travel report from Lee Allen who attended the ESRI Developer Summit--Appraiser. IV. NEW BUSINESS A. COUNTY CLERK- Cynthia Beck 1. Consider all voucher payments. 2. Consider correction orders. B. PLANNING-Barry Beagle 1. Consider approval of request to waive the frontage and access requirement of the Zoning Regulations for property located at 1420 SW Hodges Road. 2. Consider approval of request to accept the final plat for Pleasant Hill Subdivision No.3 located at 6016 NE Olympia Street and 340 NE 60th Terrace in Soldier Township. C. SHERIFF'S OFFICE- Sheriff Jones I. Consider authorization and execution of Contract C143-2018 with CBS Manhattan, LLC for renewal of annual maintenance for door access control, CCTV and intrusion alarms at the LEC. D. APPRAISER-Steve Bauman 1. Consider approval of request to promote an Appraiser I to an Appraiser II position with an annual salary including benefits of$58,892.72 with funding from the 2018 budget.

BOARD OF COUNTY COMMISSIONERS AGENDA MONDAY, … · renewal of annual maintenance for door access control, CCTV and intrusion alarms at the LEC. D. APPRAISER-Steve Bauman 1. Consider

  • Upload
    buidien

  • View
    213

  • Download
    0

Embed Size (px)

Citation preview

BOARD OF COUNTY COMMISSIONERS AGENDA MONDAY, APRIL 30, 2018, 9:00AM

COMMISSION CHAMBERS, ROOM B-11 I. PROCLAMATIONS/PRESENTATIONS

1. Presentation of plaque from the Community Thanksgiving Dinner Foundation for support of the Annual Community Thanksgiving Dinner-Myron Johnson, President, Board of Directors.

2. Presentation regarding "Recycle Coach", a Solid Waste Collection Schedule Reminder Service­Public Works/Solid Waste.

II. UNFINISHED BUSINESS

III. CONSENT AGENDA

1. Consider approval of request to renew annual subscriptions for Amazon Prime for $99.00 annually and Vyncs fleet tracking software for three vehicles for a total of$299.97-Parks +Recreation.

2. Consider emergency vehicle permit for Chris Davenport for fire and EMS response for Shawnee Heights Fire District for two vehicles-Emergency Management.

3. Consider authorization and execution of Contract C142-2018 with Westar Energy for an easement modification for a property at Welton Grove Park for a sum of $2,500.00 payable to the County-Counselor.

4. Acknowledge receipt of an out-of-state travel report from Lee Allen who attended the ESRI Developer Summit--Appraiser.

IV. NEW BUSINESS

A. COUNTY CLERK- Cynthia Beck

1. Consider all voucher payments.

2. Consider correction orders.

B. PLANNING-Barry Beagle

1. Consider approval of request to waive the frontage and access requirement of the Zoning Regulations for property located at 1420 SW Hodges Road.

2. Consider approval of request to accept the final plat for Pleasant Hill Subdivision No.3 located at 6016 NE Olympia Street and 340 NE 60th Terrace in Soldier Township.

C. SHERIFF'S OFFICE- Sheriff Jones

I. Consider authorization and execution of Contract C143-2018 with CBS Manhattan, LLC for renewal of annual maintenance for door access control, CCTV and intrusion alarms at the LEC.

D. APPRAISER-Steve Bauman

1. Consider approval of request to promote an Appraiser I to an Appraiser II position with an annual salary including benefits of$58,892.72 with funding from the 2018 budget.

E. PARKS+ RECREATION-John Knight

1. Request approval for the following project budgets:

(a) Hillcrest: playground "pour in place" surfacing and concrete walk path to the new playground at an estimated project cost of $25,904.50 with funding from the Capital Maintenance (3R) fund.

(b) Rueger Softball Complex: field renovation at an estimated project cost of$88,734.50 with funding from the Capital Maintenance (3R) fund.

(c) Blaisdell Family Aquatic Center: restroom renovations, security pole light conversion to LED, painting of slide towers, and upgrade of spray pad at an estimated cost of $67,362.39 with funding from the Capital Maintenance (3R) fund.

(d) Domwood Park: replacement and repair of lights on ball fields at an estimated cost of $31,749.75 with funding from 2015 COP Funds-Domwood.

(e) Shunga Glen Park and Trail: repair of concrete trail and sidewalk at an estimated cost of $41,350.00 with funding from the Capital Maintenance (3R) fund.

F. PUBLIC WORKS/SOLID WASTE-Tom Vlach

1. Consider approval of request to issue a Request for Qualifications for professional design services for the SW 37th Street Bridge over a Tributary to Shunganunga Creek project with funding from the 2018-2019 Public Works Special Bridge account or other accounts as necessary.

G. ELECTIONS- Andrew Howell

1. Consider approval to issue a "Request for Qualifications" for election ballot services and printing for the 2018-2019 election cycle.

2. Consider approval to issue a "Request for Qualifications" for election equipment moving and delivery services for the 2018-2019 election cycle.

H. ADMINISTRATIVE COMMUNICATIONS

V. EXECUTIVE SESSIONS

Shawnee 1 ~ounty '-', r f; P.arKS+ ~ recreation April23, 2018

TO:

FROM:

RE:

Board of Commissioners Shawnee County { fj_

John E. Knight, _Direa{: ~If Parks + RecreatiOn {j' 2018 Subscription Additions- Amazon Prime and Vyncs Asset Management - Fleet Services

.Jli---1

Purpose: Board of Commissioners approval is requested to add annual subscriptions for Amazon Prime and Vyncs for 2018. Amazon Prime is $99 annually and Vyncs is $99.99 annually per GPS unit.

Justification: In 2016, Shawnee County Parks +Recreation was allowed to create a business account and line of credit with Amazon to take advantage of their competitive pricing. Further cost savings could be achieved by upgrading to Amazon Prime. Two-day shipping is free and faster than the standard shipping, and the time and financial savings achieved by this upgrade would be more than the annual membership fee.

The fleet services division purchased GPS units to place in vehicles for maintenance and usage planning. The units included a trial period for use of the Vyncs tracking software. The cost to continue this service is $99.99 each annually in three vehicles for a total cost of $299.97 annually.

JEK/jpl LRK Attachment( s)

parks.snco.us

Shawnee Co~:n1 y P.::rks "t R~neauo;1 • 3137 SE 29th Street • Topeka, KS 66605 • (785) 251-2600

...... .,

~:}II

18-010 PERMIT NUMBER

Address:

City: Topeka

Vehicle Make/Year Chevrolet/2003

V.I.N.#:

EMERGENCY VEHICLE PERMIT

(VEHICLE COPY)

EXPIRATION DATE

ModeVStyle:

Purpose for which it is to be used: Fire and EMS response for Shawnee Heights Fire, Shawnee County.

The applicant named above has secured all appropriate signatures of approving officials and has agreed to abide with all applicable local, state and federal laws, which pertain to this permit. The required officials and the applicant's signatures are attached to the completed application form, which is on file with Shawnee County Emergency Management.

SHAWNEE COUNTY EMERGENCY MANAGEMENT / ~ _ ~-c:.----­Date:py ~f~~r By:=-_---~---------­SHAWNEE COUNTY BOARD OF COMMISSIONERS:

Date: By:_ -------------------- ~------------------------------------

(Authorized by K.S.A. 8-2010a, as amended, K.S.A. 8-201Gb, as amended, and Shawnee County Resolution #92-154.)

Notice: the issuance of this emergency vehicle permit shall not relieve the driver of an authorized emergency vehicle from the duty to drive with due regard for the safety of all persons, nor shall this permit protect the driver from the consequences of reckless disregard for the safety of others. K.S.A. 8-1506(d)

Rev. 5 06/06/06 SCEM Form No: 107.2

2__

' ..

18-011 PERMIT NUMBER

Name: Chris Davenport

Address:

City: Topeka

Vehicle Make/Year Dodge I 2005

EMERGENCY VEHICLE PERMIT

(VEHICLE COPY)

EXPIRATION DATE

County: Shawnee

ModeVStyle:

Purpose for which it is to be used: Fire and EMS response for Shawnee Heights Fire, Shawnee County.

The applicant named above has secured all appropriate signatures of approving officials and has agreed to abide with all applicable local, state and federal laws, which pertain to this permit. The required officials and the applicant's signatures are attached to the completed application form, which is on file with Shawnee County Emergency Management.

SHAWNEE COUNTY EMERGENCY MANAGEIVIJ=NT:~,__..z--_

/} I /?-~c:;;.;.----Date: A 3" /:(Fr c!P>f(/£: By:~--=.__;.---=--------------

SHAWNEE COUNTY BOARD OF COMMISSIONERS:

Date: By: ------------------- ~------------------------------------

(Authorized by K.S.A. 8-2010a, as amended, K.S.A. 8-2010b, as amended, and Shawnee County Resolution #92-154.)

Notice: the issuance of this emergency vehicle permit shall not relieve the driver of an authorized emergency vehicle from the duty to drive with due regard for the safety of all persons, nor shall this permit protect the driver from the consequences of reckless disregard for the safety of others. K.S.A. 8-1506(d)

Rev. 5 06/06/06 SCEM Form No: 107.2

Shawnee County

Office of the County Counselor

JAMES M. CROWL County Counselor

Shawnee County Courthouse 200 SE th Street, Ste. 100

Topeka, Kansas 66603-3932 Office: (785) 251-4042

Fax: (785) 251-4902 Email: [email protected]

MEMORANDUM

TO:

FROM:

DATE:

RE:

Board of Shawnee County Commissioners /\ ' i.

\ ; Jonathan C. Brzon, Assistant Shawnee County Counselor · ·-! ·

i April24, 2018

\-.;

: !I L~

Request from Westar Energy, Inc. for Easement Modification Agreement; Property at Welton Grove Park

Please place this item on the Monday, April30, 2018 Commission CONSENT agenda.

Westar Energy has asked the County for a Modification to a current Easement Agreement on property located at Welton Grove Park (near SW Wood Valley Drive and SW 41st Street). Westar is doing a rebuild project, replacing the towers with poles and rewiring the transmission lines. This modification would lessen the original easement Westar currently has in place. Westar has agreed to pay the County the sum of$2,500.00 for this matter.

Our office has consulted with the Parks & Recreation Department on this matter and they have no issue with granting the request. Our office recommends that the Board grant Easement Modification Agreement to Westar. If you have any questions, please do not hesitate to contact me at ext. 404 2.

JCB/mlb

Attachment

c: John Knight, Director, Shawnee County Parks & Recreation Mr. Nicholas Rudy, Contract Agent, Westar Energy, Inc.

SHAWNEE COUNTl

Vendor # 999995/101 CONTRACT il£(!.l1Q.il~\[ INV # 32269

RIGHT OF WAY SETTLEMENT

Owner Bowd oF eoum::J Go'N\M\'55\0rl.(5 oc:- -tre. Cou&tj of. s~w~, Ko.'V\5o.P \ 0 Multiple owner · % Agent N\t.."'o\o..c, &,lcl~

Project Name c..en\c~ es{)~~ln3 P~e 4

Project # \ 1 - oSo Line # \ \'f? .Q9 Tract # SN- z_r:,z Agent Phone No -z. L\Q,- 9 \4 - So~3

Qtr N W , Section 23 , Twp \2 S, Rng 115 @W , S~V\f.L County, KS

Or Lot __ , Block ____ , Subdivision------------·' City To re-Y-4 The Owner has agreed to the sum of $ 2

1 'S DO

a fully executed easement.

D IRS Form W-9 attached

from WESTAR ENERGY in full settlement and consideration for

Owner's Signature _______________ ...:..- Date ________ _

Phone Number _______ _

Special Requests ~

(l) ~roe,f\i l'i\od\r\coc\,ott P..'j~

Check To:_

Name:

OFFICE USE ONLY Check Needed _______ __

-----------------------------------Address: -------------------------------City, State, zip:------------------------------­Amount -----------REMIT~RNV~~----------------------------­Approved by:--------'------­ Bus Unit Oper. Unit 10000

Date: -------Acct CF WA __ Dept 06814 Proj _______ _ JT ____________ __

Form 142-1 (4-16)

Form W•9 (Rev. November 2017} Deparbnent of the Treasul)' Internal Revenue Service

Request for Taxpayer Identification Number and Certification

.,. Go to www.Jrs.gov/FormW9 for Instructions and the latest information.

on this line; do not leave

3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes.

0 Individual/sole proprietor or 0 C Corporation 0 S Corporation D Partnership D Trust/estate single-member LLC

0 Urnited llablllly company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnershlp}.,. __ _

Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC Is classified as a single-member LLC that Is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC Is disregarded from the owner should check the appropriate box for the tax classification of Its owner.

Other (see .,.

Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter.

Under penalties of perjury, I certify that:

Give Form to the requester. Do not send to the IRS.

4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3);

Exempt payee code [If any) ___ _

Exemption from FATCA reporting

code Qfany)

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form Qf any) Indicating that I am exempt from FATCA reporting is correct

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report ali interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage Interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement ORA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part ll, later.

Sign Here

I Signature of U.S. person .,.

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.lrs.gov/FormW9.

Purpose of Form An individual or entity (Form W-9 requester) who Is required to file an Information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (A TIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1 099-INT (interest earned or paid)

Gat. No. 10231X

Date~

• Form 1 099-DIV (dividends, including those from stocks or mutual funds)

• Form 1 099-MiSC (various types of income, prizes, awards, or gross proceeds)

• Form 1 099-B (stock or mutual fund sales and certain other transactions by brokers)

• Form 1 099-S (proceeds from real estate transactions)

• Form 1 099-K (merchant card and third party network transactions)

• Form 1098 (home mortgage interest), 1098-E (student loan interest), 1 098-T (tuition)

• Form 1 099-C (canceled debt)

• Form 1099-A (acquisition or abandonment of secured property)

Use Form W-9 only if you are a U.S. person Qncluding a resident alien), to provide your correct TIN.

If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later.

Form W-9 (Rev.11-2017}

NW /4 S23- T12S- R15E

EASEMENT MODIFICATION AGREEMENT

This agreement hereby modifies and amends the following easement(s) recorded in Shawnee County, Kansas:

1. The easement dated January 30, 1931 recorded at Book 632, Page 595;

(which is incorporated herein and referred to as the "Permanent Easement"), only with regard to Grantor Real Property ( defmed below) expressly identified in this Agreement to be modified. This agreement and its contents shall not in any way modify, amend, vacate or affect the Permanent Easement on other property.

For and in consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF SHAWNEE, KANSAS, ("Grantor") and WESTAR ENERGY, INC., a Kansas corporation, its successors, assigns and lessees, ("Grantee") do hereby modify and amend the terms and conditions of the Permanent Easement in, along, under, across, and over only the real property owned by Grantor upon which is located the Right of Way (defined below), such real property referred to as "Grantor Real Property" and described as:

16-EMA-W

A tract ofland in the Northwest Quarter of Section 23, Township 12 south, Range 15 east of the 6th P.M., in Shawnee County, Kansas, described as follows: Beginning at the Southwest comer of said quarter section; thence N 1 °13'23" E 475.57 feet along the West line of said quarter section; thence S 89°58'43" E 255.00 feet; thence N 1 °13'23" E 355.00 feet; thence S 89°58'43" E 840.00 feet to the Southeast comer of Greensboro Subdivision; thence S 89°58'43" E 30.00 feet; thence N 1 °18'31" E 106.67 feet; thence N 77°27'46" E 446.86 feet; thence N 57°09'18" E 594.38 feet; thence N 39°28'06" E 350.27 feet; thence N 83°58'40" E 389.80 feet to the East line of said Northwest Quarter; thence S 1°1 0'01" W 1012.51 feet to a point

Page 1 of5 115.09, Westar RES #17-050, SN-252 County of Shawnee

673.91 feet north of the Southeast corner of said quarter; thence S 77°48'19" W 118.35 feet; thence S 49°18'48" W 291.45 feet; thence S 21°54'22" W 345.77 feet; thence N 89°34'51" W 110.00 feet; thence N 14°25'15" W 289.11 feet; thence N 50°24'43" W 337.38 feet; thence N 86°05'42" W 293.68 feet; thence S 84°03'11" W 193.04 feet; thence S 49°54'56" W 420.86 feet; thence S 36°48'42" W 435.57 feet to the South line of said quarter section; thence N 89°36'30" W 694.76 feet to the point of beginning. Containing 44.38 acres more or less. Except that part deeded for Cambridge Avenue.

The parties ratify the Permanent Easement and agree, acknowledge and consent to its modification and amendment pursuant to this Agreement, and Grantor otherwise grants, conveys and warrants unto Grantee, on the Grantor Real Property, as follows:

Grantor does hereby grant, convey and warrant unto Grantee the right and easement to alter, conduct surveys, construct, erect, inspect, install, maintain, operate, rebuild, reconstruct, relocate, remove, renew, repair and replace electric and communication transmission and distribution lines and their appurtenances under varying conditions of operation, including the poles, towers, anchors, guys, crossarms, insulators, conductors, conduit, ducts, cables, and other fixtures and equipment appurtenant thereto for the transmission and/or distribution of electric energy and communications in, along, under, across and over the Grantor Real Property on a strip ofland particularly described in Exhibit "A" attached hereto and made part of this instrument by reference ("Right of Way") (individually and in any combination referred to as the "Rights''), together with the right of ingress to and egress from the Right ofWay on the Grantor Real Property and contiguous land owned by Grantor for the purpose of Grantee exercising the Rights ("Access Rights"). Grantee shall exercise the Rights and Access Rights in a reasonable and appropriate manner as determined in its good faith and when practicable, use existing roads and lanes.

In the exercise of the Rights and Access Rights, Grantee shall have the further right to erect and use gates in all fences that cross or obstruct the Access Rights or that shall hereafter cross or obstruct the Access Rights on the Grantor Real Property or contiguous land owned by Grantor, and also have the right to trim, remove, eradicate, cut and clear away any trees, limbs, brush and vines ("Woody Vegetation") on or adjoining the Right of Way or on routes exercised as Access Rights now or at any future time whenever in its judgment such Woody Vegetation will interfere with or endanger the exercise of the Rights or the Access Rights. All such Woody Vegetation shall be burned or removed by the Grantee unless otherwise agreed to by Grantor.

The Grantor, its heirs, successors, assigns and lessees, may cultivate, use and enjoy the Right of Way, provided such use shall not in the reasonable judgment of Grantee, interfere with or endanger the Rights, and provided further that no improvements, buildings or structures shall be located, constructed or otherwise placed on the Right of Way without the prior written consent of the Grantee, which consent shall not be unreasonably withheld.

16-EMA-W Page2 of5 115.09, Westar RES #17-050, SN-252 County of Shawnee

fu the event Grantee causes damage to Grantor or the Grantor Real Property from the exercise of the Rights or Access Rights, Grantee shall either cause the physical, material damage to be repaired or pay Grantor the reasonable cost of such work; said damages, if not mutually agreed upon, shall be appraised, ascertained and otherwise valued by three disinterested persons, one of whom shall be selected by each, Grantor and Grantee, their heirs or successors, assigns or lessees, and the third by the two so selected. The damages determined by such persons, or a majority of them, shall be conclusive. This shall be Grantee's only liability for damage.

This agreement shall be binding upon the heirs, successors and assigns of the Grantor and shall otherwise run with the land.

Grantor and Grantee, and their respective heirs, successors, assigns and lessees, agree and warrant that the property rights Grantee acquired on the Grantor Real Property from Grantor or its predecessors by virtue of the Permanent Easement shall hereafter be comprised of those rights specifically described in this Agreement as to the Grantor Real Property. Further, nothing contained within this Agreement shall serve to modify, amend, vacate or otherwise affect any term, condition, nature, extent or other characteristic of any easement or other right acquired through agreement or eminent domain action as to any person or location other than the Grantor, their heirs, successors and assigns, on the Grantor Real Property.

This Agreement may be executed in counterparts, each of which shall be deemed to be an original, but all of which, taken together, shall constitute one and the same agreement.

[Remainder of.page intentionally blank. signature pages fOllow.!

16-EMA-W Page3 of5 115.09, Westar RES #17-050, SN-252 County of Shawnee

WITNESS the hand of the Grantor this __ day of ____ , 2018.

THE BOARD OF COUNTY COMMISSIONERS OF 'lliE COUNTY OF SHAWNEE, KANSAS

By: ___ ~----------\<e.v \(\ 0. CooK

Title(: be\\(

B~·-----------------

Title:. _____________ _

16-EMA-W Page4 of5

B~---------------

Title:, _____________ _

l15.09, WestarRES #17-050, SN-252 County of Shawnee

ACKNOWLEDGMENT

STATE OF _____________ ~

) SS: COUNTY OF---------f

as of THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF SHAWNEE, KANSAS, and did say that said instrwnent was signed and delivered in the name and on behalf of said entity acknowledge said instrument to be the free and voluntary act and deed of said entity.

WTINESS my hand and seal the day and year last above written.

Notary Public

My appointment expires:

16-EMA-W Page 5 of5

Print Name Here

115.09, Westar RES #17-050, SN-252 County of Shawnee

N ll) <.0 -./ 0

THIS SKETCH HAS BEEN PREPARED FOR • EASEMENT EXHIBIT PURPOSES ONLY AND

DOES NOT CONSTITUTE A BOUNDARY SURVEY. DISTANCES AND BEARINGS ARE BASED ON NAD-83 KANSAS NORTH ZONE STATE PLANE DATUM.

EXHIBIT 'A'

SN-252 THE BOARD OF COUN1Y

COMMISSIONERS OF THE COUN1Y OF SHAWNEE, KANSAS

PART OF NW X SEC.23-T12S-R15E

/' WEST LINE OF THE WEST LINE OF LOT 1, \ ~ LOT3 NW X SEC.23-T12S-R15E

EASEMENT AREA = 1.33 AC. +(-

S87°44'01"W P.O.B.

SOUTHWEST CORNER OF THE NW X SEC. 23-T12S-R15E

--------

LEGEND

-- - - _ .. ____ - - ---_.....__ ........... _ P.O.B. R/W

POINT OF BEGINNING RIGHT OF WAY

SECTION LINE ROAD R/W LINE PROPERTY LINE EASEMENT LINE EASEMENT AREA

BLOCK 'A' ARDMORE / ~<;> WALK SUBD. NO.5 1- . s;,· ~

•'t- -;:,'0

I &~" ~~ LOT2 /

.._ ~t'<' I ¥--.._....____ I LOTl J

~ ---1.1 I ··· -·-· ·· ,- w·'

'·- .,.w~:-~ LOTS I ~OT7J aCg[K~D' I ; LOT 4 ARDMORE li5

' BLOCK 'J' WALK J ~ COLLEY CREEK SUBD. N0.3 SUBD. it3

-----1...---·'----'-·- ...... . --- ~

SOUTH LINE OF THE NW X SEC.23-T12S-R15E

INI

0 200'

SCALE: 1 " = 200'

g ~ LINE 115.09 ~1-::Rc:-EV:---r:-o.,-Es-cR--IP""'no:-N----------r::o""Ar""~:--------.:j 1Vhr~-r~. EnP'm'\1 SOUTH GAGE SUB. d: l PROPERTY LINE REVISION 03-19-18 'Wt.Jw.f ·• ..._... oJTN TO CENTRAL CROSSING TAP ~h~~n~L7-l~~n5_2_1-.5-4_6 __ iroo~RAm,WN'G~Y~-JR_S __ +c~H~EC~KE~D~B7Y--S-JM---;~N=.AM~E=============S=N=-2=5=2==============~o~A~~-========~ ~ t--------L-------''-------1 THE BOARD OF COUNTY COMMISSIONERS OF ~=-0.,.,.,3,_-1_9_-2_0_1_8 __ n 0 !& 1200 sw EXECUTIVE DR THE COUNTY OF SHAWNEE KANSAS SHFET NO. z BARTLE -- TOPEKA, KANSAS 66615 '

lL---------~~~E==S~T~----~7~85~-~27~2~-2=2~52~----~=======S=H=A=W=N=E=E=C=O=U=N=TY~,=KA=N=S=A=S==============l==O=F=2~

~ • • 2

;;.

' ' )

3 ~

-.. ~ ·-

~ ... ) ) ) )

EXHIBIT 'A'

EASEMENT DESCRIPTION:

A PORTION OF THAT CERTAIN PARCEL OF LAND DESCRIBED IN DEED RECORDED OCfOBER 4, 2013 AS DOCUMENT NUMBER 2013R20951 IN THE OFFICE OF THE SHAWNEE COUNTY REGISTER OF DEEDS, SITUATED IN THE NORTHWEST QUARTER OF SECTION 23, TOWNSHIP 12 SOUTH, RANGE 15 EAST OF THE SIXTH PRINCIPAL MERIDIAN, SHAWNEE COUNTY, KANSAS, DESCRIBED AS FOLLOWS;

BEGINNING AT THE SOUTHWEST CORNER OF SAID NORTHWEST QUARTER; THENCE NORTH 01 DEGREE 27 MINUTES 51 SECONDS WEST, (BEARING BASED ON NAD-83 KANSAS NORTH ZONE STATE PLANE DATUM), COINQDENT WITH THE WEST LINE OF SAID NORTHWEST QUARTER, A DISTANCE OF 80.01 FEET; THENCE NORTH 87 DEGREES 44 MINUTES 01 SECONDS EAST, A DISTANCE OF 752.63 FEET TO THE WEST LINE OF LOT 1, BLOCK 'A', ARDMORE WALK SUBDIVISION NO. 5; THENCE SOUTH 34 DEGREES 08 MINUTES 35 SECONDS WEST, COINCIDENT WITH THE WEST LINE OF SAID LOT 1, A DISTANCE OF 99.40 FEET TO THE SOUTH LINE OF SAID NORTHWEST QUARTER; THENCE SOUTH 87 DEGREES 44 MINUTES 01 SECONDS WEST, COINCIDENT WITH SAID SOUTH LINE1 A DISTANCE OF 694.75 FEET TO THE POINT OF BEGINNING. CONTAINING 1.33 ACRES, MORE OR LESS.

SURVEYOR CERTIFICATION:

I, JOHN R. SOMMERS, A PROFESSIONAL SURVEYOR IN THE STATE OF KANSAS, DO HEREBY CERTIFY THAT I HAVE MADE OR HAD MADE UNDER MY DIRECf SUPERVISION THE HEREON DESCRIBED EASEMENT ON THE GROUND ON NOVEMBER 10, 2017 AND THAT SAID EASEMENT MEETS OR EXCEEDS CURRENT KANSAS MINIMUM STANDARDS ADOPTED BY KANSAS STATE BOARD OF TECHNICAL PROFESSIONS.

JOHN R. SOMMERS P.S. #1542 BARTLETT & WEST

-

LINE 115.09 ""t=--r.:-::-=-:::-:----------,:-;-:-;,o"':;::-"-----;, .. :rvl- E souTH GAGE suB. i' "" 1 I''" "PROPERTY LINE REVISION 03-19-18 ~·w'estar nergy,. TO CENTRAL CROSSING TAP ~~~'~-------=~~-----r----------;~~============~==========~~====~

l-:--·.r·_'·_r1_G_S2_1_.5_4_6 __ l'._'·~_,., .. _ ... _"·_J_R_s _ _._· ._,~ _' <_r _" ·_s_IM_-;,""';~E BOARD OF CO~~~S~OMMISSIONERS OF ..,.,···=•rf~· 0,...,.3-_1_9-_20_1_8---1

BAR.TLET"''V..-J __ 1200 SW EXECUTIVE DR THE COUNTY OF SHAWNEE, KANSAS .,_,~ ,.,

fL--------~~~=E=S~T~--~-O-P~E~~BS~~?~7~~~~~=~~;_66_1_5_~======S=HA=W==NE=E=G=O=U=N=TY=,~KA==N=SAS======::======z=:=:F;2~

Shawnee County OFFICE OF COUNTY APPRAISER

Steve J Bauman, RMA

Mem011l11dum

To:

From:

Date:

Re:

Board of Shawnee County Commissioners n(_

Steve Bauman, Shawnee County Appraiser Jj) April9, 2018

ESRI Developer Summit- Out of State Travel Report

Lee Allen, our GIS Coordinator was provided the opportunity to attend the ESRI Developer Summit in conjunction with an employee of the Information Technology department. Lee's travel report is attached to this memorandum.

1515 NW Saline, Suite 100- Topeka, Kansas 66618-2838- Phone (785) 233-2882- Fax (785) 291-4903

Memorandum

To: Board of County Commissioners

CC: Steve Bauman

From: Lee Allen

Date: 4/9/2018

Re: Trip Report for Esri Developer Summit in Palm Springs, CA

Out of State Travel Summary for Lee Allen - GIS Coordinator

I attended the 2018 Esri Developer Summit held on March 4-9, 2018 in Palm Springs, CA. The goal of attending the conference was twofold: (1) increase knowledge and abilities as it pertains to programming in GIS (desktop and web software) and (2) increase collaboration with the IT department for future projects and integration with GIS.

I attended a two day class (April 4-5) along with Asim Shaikh covering GIS coding in web applications. This class was essential for future collaboration with IT and very well presented and organized.

Other sessions (April 6-8) I attended included programming GIS with Python scripting, programming in ArcGIS Online for web applications and more Javascript API. Attending these sessions allowed me to gain more knowledge in automating tasks and increasing production while also providing ideas for ways to further our GIS system implement new solutions.

I was also able to talk to developers of the Esri software and get in-person technical support on an issue I have been troubleshooting. Once the issue was resolved, I was immediately able me to deploy custom web maps in the Cartegraph application that Parks and Recreation uses for asset maintenance.

The class and the weeklong sessions were definitely of great value to my knowledge base and an important bridge between collaborating departments. I believe this conference was well worth the funds required and ultimately will benefit the county and the taxpayers.

Agenda Item ~~D~at""""'"e:"""""'A""""'p~ru~2~4,"""""2o"""""t""""'"s~~-~-~==-~~ Project No: NA

Shawnee County Board of Commissioners

Applicant: Craig & Crystal Campbell

Document: NA

Contact Person: Barry T. Beagle, Director

Regarding: Access Waiver

Description: Requesting a Waiver to the frontage and access requirement of Sec. 27.01(b) of the Shawnee County Zoning Regulations with respect to the applicant's undeveloped 6.5-acre parcel located at 1420 SW Hodges Road in Mission Township. It is the applicant's desire to construct a single-family dwelling on the property. Due to physical conditions associated with the site's frontage on SW Hodges Road, the applicant seeks to shift their access to their neighbors drive and entrance on SW Hodges Road immediately north. The Planning and Public Works Departments recommends the requested waiver be approved.

County Commission Action: Consideration by the Board of County Commissioners and decision to adopted requested exception on: April 30, 2018. Reflect action of the Commission in the official County Commission minutes.

Agenda Item

Shawnee County Board of Commissioners

Date: April 24, 2018

Project No: NA

Applicant: Craig & Crystal Campbell

Document: NA

Contact Person: Barry T. Beagle, Director

Regarding: Access Waiver

Description: Requesting a Waiver to the frontage and access requirement of Sec. 27.01(b) of the Shawnee County Zoning Regulations with respect to the applicant's undeveloped 6.5-acre parcel located at 1420 SW Hodges Road in Mission Township. It is the applicant's desire to construct a single-family dwelling on the property. Due to physical conditions associated with the site's frontage on SW Hodges Road, the applicant seeks to shift their access to their neighbors drive and entrance on NW Hodges Road immediately north. The Planning and Public Works Departments recommends the requested waiver be approved.

County Commission Action: Consideration by the Board of County Commissioners and decision to adopted requested exception on: April 30, 2018. Reflect action of the Commission in the official County Commission minutes.

1515 NW Saline Street, Suite 221 Topeka, Kansas 66618 (785) 291-5410 Fax 291-4939

Memo To: Shawnee County Board of Commissioners

From: Bar~agle, Planning Director

Date: October 21, 2015

Shawnee County Planning Department

Re: Request for Waiver to Frontage and Access Requirement.

REQUESTED ACTION: Craig and Crystal Campbell own an undeveloped 6.5-acre parcel located at 1420 SW Hodges Road in Mission Township. The Campbell's seek to construct a single-family dwelling on the property; however, due to a severe grade change across the frontage of their property on SW Hodges Road, they seek an access waiver to access their property through their neighbors property immediately north.

FRONTAGE AND ACCESS REQUIREMENT: In accordance with Sec. 27.01(b) of the Shawnee County Zoning Regulations:

"No lot shall hereafter be created nor shall any principal building be constructed or placed on any lot unless such lot has frontage and access on either a public street or on a private street which has been approved as part of a planned unit development. In order to be approved, such street shall provide permanent and unobstructed vehicular access, have a roadway of adequate width and surface, and meet all other applicable standards and requirements established by the county engineer. No lot shall be accessed except through it required street frontage and no portion of the driveway extending between the street and principal building shall extend beyond the boundaries of said lot." [Emphasis added]

Frontage is further defined by Sec. 27.01(c), which states in part:

"[it] shall be continuous in both dimension and extension, and further provided, the subject street frontage is improved to applicable standards or is guaranteed to be improved through appropriate surety. When applicable, the entire frontage shall include all right-of-way abutting, adjacent, or coincident with such development site, including corner lots."

The subject property is zoned the "RR-1" Residential Reserve District. To construct a single-family dwelling, Sec. 3.03(a)(2)a.requires, in part:

"each proposed structure [shall] be located upon a tract of parcel of land of three acres or more with a minimum frontage dimension of 200 feet upon a public right-of-way which has been improved for public travel and accepted for maintenance by the governing body ... "

The subject property maintains 220-feet of frontage on SW Hodges Road and, therefore, is compliant with the minimum frontage requirement of the "RR-1" District.

ACCESS WAIVER REQUEST: The Campbell's contend that the topographical difference between SW Hodges Road and their property does not allow for a driveway to be constructed that would be

financially feasible. The Planning Department confirms that the applicant's property rises sharply more than 30-feet from Hodges Road across its frontage. Due to the physical conditions associated with the property's frontage on SW Hodges Road, they are seeking a waiver to access their property through a shared driveway easement with the parcel immediately to the north.

The street frontage and access requirement is to be applied uniformly to all property in Shawnee County. It is realized there will be occasions where the strict application of the frontage and access requirement may cause an undue burden or hardship as applied to an individual property due to a unique property condition. It is for this reason that Sec. 27.01(b) includes a mechanism whereby a property owner may seek a waiver to the access requirement. It is incumbent upon the property owner to demonstrate that conditions exist that prevent access to the property through its required street frontage.

Waiver Provision: Sec. 27.01(b) also includes a provision that states:

"any person who suffers an undue burden or hardship as a result of this requirement (access) may apply to the Shawnee County Board of Commissioners for a waiver. However, waivers shall be granted only in cases where there is no possibility of obtaining access to the parcel through frontage on a public or private street as required herein." [Emphasis added]

In the subject case, the applicant states that the difference in grade across the parcels frontage makes putting in a driveway from SW Hodges Road impractical and financially unfeasible. The Planning Department concurs with this condition.

In 2016, the owner of the adjoining parcel immediately north, Robert McDowell, secured an entrance permit through Dover Township to construct a drive coming off of SW Hodges Road. A driveway agreement (attached} was executed between Mr. McDowell and the owner of the subject property in October 2017. The driveway easement shall be binding upon the heirs, successors and assigns of both the McDowell (northern tract) and Campbell (southern tract) as long as the driveway exists; and, that, the owner of the southern tract (Campbell) agrees and consents to pay all cost for the maintenance of the private driveway running over and through the McDowell tract for the benefit of the Campbell tract.

STAFF COMMENTS: Based on the physical conditions associated with the site's frontage on SW Hodges Road, the Planning Department concurs with the applicant that access to SW Hodges Road would be impractical and an excessive expense. The Planning Department recommends the access waiver be approved subject to:

1. access being provided through the McDowell tract immediately north (PID #1510200001005030) using the existing entrance and private drive coming off of SW Hodges Road; and,

2. compliance with the driveway easement agreement executed between the properties and recorded with the Shawnee County Register of Deeds on October 26, 2017 in 2017R 18820.

• Page2

-----------------------------------··········································································································································································

dotloop s.fgnature verification: www.dotloop.com/my/verification/DL-33295Y420-4-1 Q15

March 2018

Mr. Barry Beagle Shawnee County Planning Director Topeka, KS

BERKSHIRE HATHAWAY Home Services

First, REALTORS~

RE: Shared Driveway Waiver, RE: 0 SW Hodges Road, Parcel ID: 1510200001005020

Dear Barry:

It was good seeing you again to discuss the shared driveway at the above referenced location. As you know, when we met a few months ago we both agreed that a single driveway was impossible due to the restrains of the natural terrain ofthe property, (a incline that could not be fixed or changed). Therefore, we were successful in having a shared drive easement written with the neighboring property owner that you currently have on file and has been recorded at the register of deeds. Also, Anna has the agreement by the Dover Township that they are ok with the driveway and approach as a shred driveway.

As the owners are ready to build, please present this at your earliest opportunity to the Shawnee County Commissioners for Approval.

Again, thank you for your assistance. I have had the owners sign below as their acknowledgement of this process.

If you have further questions or need more clarification, please don't hesitate to call.

g~b~~f Sv~~:~~ EDT YW15-VKKO-WJP3-BR6U

------~-------Crystal Campbell (Owner)

Kansas Secured Title

SN046273

DRIVEWAY EASEMENT

2017R18820

SHAWNEE COUNTY, KANSAS REGISTER OF DEEDS

REBECCA J. NIOCE DATE RECORDED:

10/26/2017 10:03:41 AM DEBT: 0.00

THIS EASEMENT AGREEMENT by and between Robert R. McDowell, as Trustee of the Robert R. McDowell Living Trust, U/A dated July 15,2011, AND Barbara J. McDowell, as Trustee of the Barbara J. McDowell Living Trust U/A dated July 15,2011, as First Party, and Robert J. Botkin, aka Robert Jefferson Botkin, a single person, as Second Party;

WHEREAS, the First Party are the owners of the following described real property:

PARCEL A: Tract 5: A tract of land in the Northwest Quarter of the Northwest Quarter of Section 2, Township 12 South, Range 14 East of the 6th Principal Meridian in Shawnee County, Kansas, described as follows: Beginning at a point on the West line of the Northwest Quarter of the Northwest Quarter of said Section 2, said point being South 00 Degrees 03 Minutes 13 Seconds East 864.62 feet from the Northwest Comer of the Northwest Quarter of the Northwest Quarter of said Section 2; thence South 89 Degrees 27 Minutes 41 Seconds East 1,322.09 feet parallel to the North line of the Northwest Quarter of the Northwest Quarter of said Section 2; thence South 0 Degrees 01 Minutes 02 Seconds East 22.00 feet; thence North 89 Degrees 27 Minutes 41 Seconds West 374.94 feet parallel to the North line of the Northwest Quarter of the Northwest Quarter ofsaid Section 2; thence North 00 Degrees 32 Minutes 19 Seconds East 72.00 feet; thence South 86 Degrees 04 Minutes 27 Seconds West 395.37 feet along the South edge of an existing lake; thence South 00 Degrees 32 Minutes 19 Seconds West 55.00 feet; thence North 89 Degrees 27 Minutes 41 Seconds West 551.93 feet, parallel to the North line of the Northwest Quarter of the Northwest Quarter of said Section 2, to the West line of the Northwest Quarter of the Northwest Quarter of said Section 2; thence North 00 Degrees 03 Minutes 13 Seconds West 220.00 feet to the Point of Beginning;

AND WHEREAS, the Second Party is the owner of the following described real property:

PARCELB: A tract of land in the Northwest Quarter of the Northwest Quarter·of Section 2, Township 12 South, Range 14 East of the 6th Principal Meridian in Shawnee County, Kansas, described as follows: Beginning at a point on the West line of the Northwest Quarter of the. Northwest Quarter of said Section 2, said point being South 00 degrees 03 minutes 13 seconds East, 1,084.62 feet from the Northwest Corner of the Northwest Quarter of the Northwest Quarter of said Section 2; thence South 89 degrees 27 minutes 41 seconds East 551.93 feet parallel to the North line of the Northwest Quarter of the Northwest Quarter of said Section 2; thence North 00 degrees 32 minutes 19 seconds East 55.00 feet; thence North 88 degrees 04 minutes 27 seconds East, 395.37 feet along the South edge of an existing lake; thence South 00 degrees 32 minutes 19 seconds West, 72.00 feet; .• thence South 89 degrees 27 minutes 41 seconds East 374.94 feet, parallel to the North line oftne Northwest Quarter of the Northwest Quarter of said Section 2, to the East line of the Northwest Quarter of the Northwest Quarter of said Section 2; thence South 00 degrees 01 minutes 02 seconds East 215.44 feet to the Southeast Corner of the Northwest Quarter of the Northwest Quarter of said Section 2; thence North 89 degrees 39 minutes 59 seconds West, 1,321.80 feet to the Southwest Corner of the Northwest Quarter of the Northwest Quarter of said Section 2; thence North 00 degrees 03 minutes 13 seconds West 220.18 feet to

. the point of beginning;·

: THAT there i;an exfs~'ks,private driveway for the benefit-and use of PARCEL B over and through a South portion:Of-P.ARCEL A, being an ingress and egress leading to SW Hodges Road; AND fA'At'saTifprivate di'i'virway which is located in the Southwest corner of PARCEL A, that does connect and become a part of an existing private driveway and entrance onto said SW Hodges Road, AND FURTHER, that the above existi[lg private driveway does connect to an existing private driveway and entrance onto said SW Hodges Road; AND that this connected part of the driveway and entrance are currently being jointly used for the benefit of the owners of both PARCEL A andPARCEL B;

r- ~ _,, .... ~ ::· ·~:.-~·~:,·;~ ·, :~;,~J

·~ ...... ~ ·-........................... "" . ...:: ............ ~·~::~

THEREFORE, in consideration of one dollar and other valuable consideration, Robert R. McDowell, as Trustee ofthe Robert R. McDowell Living Trust, U/A dated July 15, 2011, AND Barbara J. McDowell, as Trustee of the Barbara J. McDowell Living Trust U/A dated July 15, 2011, as First Party; do hereby grant and convey to Robert J. Botkin, aka Robert Jefferson Botkin, a single person, as Second Party, a certain Easement for ingress and egress of the existing private driveway running over and through the South portion of PARCEL A leading to SW Hodges Road, to be used for the benefit of PARCEL B

AND FURTHER, in consideration of one dollar and other valuable consideration, Robert R. McDowell, as Trustee ofthe Robert R. McDowell Living Trust, U/A dated July 15, 2011, AND Barbara J. McDowell, as Trustee of the Barbara J. McDowell Living Trust U/A dated July 15,2011, as First Party; do hereby grant and convey to Robert J. Botkin, aka Robert Jefferson Botkin, a single person, as Second Party, does grant a Joint Use Easement for that part of the connected existing private driveway and entrance onto SW Hodges Road, that is currently being jointly used for the benefit of the owners of both PARCEL A and PARCEL B;

THAT the above Easement for ingress and egress; AND the above Joint Use Easement shall both run with the above described real properties, and be binding upon the heirs, successors and assigns of said parties; AND THAT, Second Party agrees and consents to pay all cost for the maintenance of said existing private driveway running over and through the South portion of TRACT I for that part of exisiting private driveway used for the benefit of PARCEL B; AND THAT both parties will share in the cost of any major maintenance and repairs of said connected existing private driveway and entrance onto SW Hodges Road, that is currently being jointly used for the benefit of the owners of both PARCEL A and PARCEL B;

AND FURTHER, First Party and Second Party, agrees and consent that both Easements shall become nu 11 and void upon any subsequent loss of said existing private driveway and entranced either by any natural hazards, or by any voluntary removal and consent by all owners of the above two real properties; OR may be revoke by written Revocation by all current owners of the above two real properties, with said Revocation being recorded in the office of the Register ofDeeds. · ·

DATED this {). tfJU day of 0 t:T'O l:neot7.

'Bcv,~M~.1nt. ~ Barbara J. McD ell, Trustee

M~~ RobertJ. Bo

STATE OF KANSAS, SHAWNEE COUNTY, SS:

The foregoing instrument executed by Robert R. McDowell, as Trustee of the Robert R. McDowell Living Trust, U/A dated July 15, 2011, AND by Barbara J. McDowell, as Trus~e Barbara J. McDowell ~Adored''""·""· ~• ~kn5odg00 bofore mo thi• <9'--...,.Y of

4<:: , 2017 l \1 aLA 'RkiJl!M ' · Notary Public

My ap~~wpires:

STATE OF KANSAS, SHAWNEE COUNTY, SS:

The foregoing instrument executed by Robe person, was acknowledged before me this

4_ Traci Pletcher NOTARY PUBLIC- 1 F. ANSAS MYAPPTEXP:

A_ Traci Pletcher NOTARY PUBLICy,;-;;>'J'~'t'N MYAPPTEXP:

.....

- ·.···· ,. · ..

. '-".

'~-·· .[·· .... ·.L"···

.....

Ortega, Anna

From: Sent: To: Subject:

William Thompson [[email protected]] Thursday, October 19, 2017 8:23 AM Ortega, Anna Entrance on SW Hodges Rd - BOTKIN

Hi Anna, It is ok with Dover Township for Doug Bassett to use the entrance on SW Hodges Rd. for two lots. Thank You. (Bill Thompson Dover Township Clerk)

1

Ortega, Anna

From: Sent: To: Subject:

[email protected] Tuesday, April 24, 2018 8:23AM Ortega, Anna Road boundaries

With the agreement between Mission Township and Dover Township~ Dover TWP maintains entire road~ including drive permits, north of 1421 SW Hodges property line.

Thank you, Robert Smiley

Sent from my iPhone

1

Agenda Item

Shawnee County Board of Commissioners

Date: April 24, 2018

Project No: P18/01

Applicant: Shawn Johnson and Andrew Grittman

Document: Final Plat

Contact Person: Barry T. Beagle, Director

Regarding: Pleasant Hill Subdivision No.3

Description: A final plat of Pleasant Hills Subdivision No. 3, a 9.17-acre two-lot replat of property located at 6016 NE Olympia Street and 340 NE 60th Terrace in Soldier Township. The proposed replat is sought to accommodate a land swap between the owners of two adjoini'ng residential lots. The result would be a nearly equal exchange of approximately 0.60-acres each between the two properties. The Planning Department recommended the Planning Commission approve the final plat as referenced in the attached report dated February 12, 2018. The County Commission is requested to accept the public dedications which will allow the plat to be recorded.

Planning Commission Recommendation: The Planning Commission considered this request on February 12, 2018, and by a vote of 6-0-0 acted to Approve the final plat.

County Commission Action: Consideration by the Board of County Commissioners to accept the public dedications appearing on the final plat: April 30, 2018.

SUBDIVISION REPORT

February 12, 2018 Agenda Item #1

SHAWNEE COUNTY PLANNING DEPARTMENT

NAME: Pleasant Hills Subdivision No.3 (Preliminary and Final Plat Phases) [P18/01] a partial replat of Lot 1, Block "P", Pleasant Hills Subdivision and Lots 6, 7 and 12, Block "B", Pleasant Hills Subdivision No. 2

OWNER/DEVELOPER: Shawn Johnson and Andrew Grittman

ENGINEER/SURVEYOR: Schmidt, Beck & Boyd Engineering, LLC

GENERAL LOCATION: On property located 6016 NE Olympia Street and 340 NE 60th Terrace.

PURPOSE OF THE PLAT: To accommodate a land swap between the owners of two adjoining lots. Mr. Shawn Johnson, 6016 NE Olympia Street, currently owns Lot 1, Block "P", Pleasant Hills Subdivision, and, Lots 6 and 7, Block "B", Pleasant Hills Subdivision No.2, an area that comprises 4.85-acres. Mr. Andrew Grittman, 340 NE 60th Terrace, owns Lot 12, Block "B", Pleasant Hills Subdivision, that comprises 4.32-acres. The proposed replat would result in a nearly equal exchange of approximately 0.60-acres each between the two properties.

JURISDICTION:

1. UNIFIED SCHOOL DISTRJCT: USD No. 345 -Seaman.

2. GOVERNMENTAL UNIT/STANDARDS: Soldier Township.

DATA:

1. TOTAL AREA: 9.17-acres, more or less.

2. NO. OF LOTS/ ANTICIPATED LAND USE: Two (2) residential lots. Both lots are currently occupied by single-family dwellings.

3. EXISTING ZONING CLASSIFICATION: 'RA-1" District.

4. PENDING ZONING/CONDITIONAL USE PERMIT: None pending.

DESIGN: As noted, the purpose of the proposed replat is to accommodate the transfer of property between two adjoining lots within Pleasant Hills Subdivision and Pleasant Hills Subdivision No.2. As a result of the replat, existing lots will be consolidated into two (2) residential lots based on current ownership. The replat does not change the primary orientation and access to both lots. The overall design appears to conform to the established standards and provisions of the subdivision regulations relative to design criteria; and the design appears compatible with existing and planned conditions.

ACCESS TO THOROUGHFARES: The proposed replat does not alter access to both ownership lots. Lot 1, Johnson property, will continue to be accessed from NE Olympia Street; and, Lot 2, Grittman property, will continue to be accessed from NE 60th Terrace.

UTILITIES/SERVICES:

1. WATER SERVICE: The development 1s currently served by the Shawnee County Consolidated Rural Water District No.4.

2. SEWAGE DISPOSAL: Both residential dwellings are presently served by individual, on-site septic tank and lateral field systems. ·

3. DRAINAGE CONDITIONS: The subject property is currently traversed by a natural drainage swale protected by a platted natural drainage easement. The Shawnee County Public Works Department indicates that as long as the existing drainage easement is unaltered, an update to the original drainage report is not required. The proposed replat retains the drainage easement as is currently platted.

5. PRELIMINARY STREET PLAN ACCEPTANCE: Not applicable as the proposed plat does not reflect the dedication of a new street.

6. FIRE DISTRICT: Soldier Township Fire District.

DEDICATION/RESERVATION OF OPEN SPACE/PARK AREA: None proposed.

WAIVERIV ARIANCE TO STANDARDS: None requested.

PUBLIC CAPITAL IMPROVEMENTS IN WHICH THE DEVELOPER ANTICIPATES REQUESTING THE GOVERNING BODY TO PARTICIPATE: None anticipated.

DEPARTMENT FINDINGS OF FACT AND RECOMMENDATION:

1. The applicant's seek a replat to affect a land swap between two (2) adjoining parcel ownerships. Mr. Shawn Johnson, 6016 NE Olympia Street, currently owns Lot 1, Block "P", Pleasant Hills Subdivision, and, Lots 6 and 7, Block "B", Pleasant Hills Subdivision No.2, an area that comprises 4.85-acres. Mr. Andrew Grittman, 340 NE 60th Terrace, owns Lot 12, Block "B", Pleasant Hills Subdivision, that comprises 4.32-acres.

2. The proposed replat would result in a nearly equal exchange of approximately 0.60-acres each between the two properties.

3. As a result of the replat, existing lots will be consolidated into two (2) residential lots based on current ownership. The replat does not change the primary orientation and access to both lots.

4. Both residential properties are currently provided water service by Shawnee County Consolidated Rural Water District No.4. Sewage disposal is provided by independent, on-site septic tank and lateral field systems.

2- #1

6. The property is located within Zone X, area of minimal flood hazard, as shown on Flood Insurance Rate Map Community Panels 20177C0092E and 2017C0094E with an effective date of September 29,2011.

7. The overall design appears to conform to the established standards and provisions of the subdivision regulations relative to design criteria and the design appears compatible with existing and planned conditions.

THE DEPARTMENT STAFF RECOMMENDS THE ADOPTION OF THIS REPORT AND FINDINGS OF FACT; AND APPROVAL OF THE PRELIMINARY AND FINAL PLATS OF PLEASANT HILLS SUBDIVISION NO. 3.

3- #1

I I t

Shawnee County

Sheriff's Office Sheriff Herman T. Jones Law Enforcement Center

320 S. KANSAS, SUITE 200 TOPEKA, KANSAS 66603-3641

785-251-2200

MEMORANDUM

April 24, 2018

To: Board of Shawnee County Commissioners

From: Sheriff Herman T. Jones

Re: Renewal of Door Access Maintenance Contract

We will be renewing our annual maintenance contract with CBS Manhattan, LLC, for door access control, CCTV and Intrusion alarms at the Law Enforcement Center. The period of the contract will be from May 4, 2018 to May 3, 2019 at a cost of $38,857 and will be paid from 2018 budget funds.

Please place this on your April 30, 2018 consent agenda.

If you have any questions please let me know.

Sincerely,

J

CBS MANHATTAN LLC 9130 GREEN VALLEY DRIVE

Manhattan, KS 66502 Phone: (785) 537-4935

Bill To: Shawnee County Sheriffs Office

Topeka, Kansas

Date I Ship Via

4/19/2016 I Purchase Order Number I Order Date

Scott Askew I Quantity I Description

Invoice Customer No.:

Invoice No.: SHAWGO

4192016

Ship To: Shawnee County Sheriffs Office

Topeka, Kansas

F.O.B. Terms

Pre-Pay Sales Person Our Reference

Mike Waggoner I Unit Price Amount

2016-2017 Shawnee County Maintenance Contract

Access Control, CCTV and Intrusion Alarms

$38,857.00

Invoice Subtotal

Sales Tax Invoice Total

38,857.00

0.00 38,857.00

We now accept Visa, Master Card, American Express and Discover Credit Cards Thank You

SHAWNEE COUNl'f CONTRACT #.. Qi18,,1ol8

Shawnee County SherifFs Office

2018 Maintenance Agreement

Authorization

l,being an authorized representative of the above mentioned customer, authorize CBS

Manhattan, LLC to proceed with the continuation of the 2016 Door

Access Maintenance Agreement from the dates listed below for a

period of one year.

The language and cost( $38,857) will remain the same as the 2016

Maintnenance Agreement.

The term of the contract will be from May 4, 2018 to May 3, 2019.

Date

***Any future additions, changes or other alterations to the systems listed above from their

present state at the time of the signing of this agreement, may be subject to additional monthly

charges to include those changes to this agreement.

,

;

:i

.I.

SECTION Ill

SCOPE OF PROPOSAL

Scope of the Proposal: fhe Shawnee County Sheriff's Office, sometimes referred to as "the Sheriff's Office/' is seeking a Vendor, to provide warranty service repairs and support for the systems listed below:

a. Provide support foi·the Nexwatch (Pro Watch) by Honeywell. Access Control software program, hardware, server operating system and Nexwatch (Pro Watch) domain located at th,e Shawnee County Sheriffs Office. (Law Enforcement Center).

b. Provide support fo.r the Access Control hardware and software located at the Shawnee County Sheriffs Office Training Complex.

c. Provide support f6r the Shawnee County Sheriffs Office CCTV system and Rapid Eye DVR equipment. . · . .

d. Provide support for the Existing Access Control Hardware, CCTV system and Fusion DVR equipment located at the Shawnee County Courthouse.

e. Prov:1de support fGr the CCTV system and Rapid Eye DVR located at the Shawnee County_1'.reasurer's Office.

f. Provide support fgr the Access Control Hardware and CCTV system located in the Shawnee c;~unty Sherriff's Office.

g. Provide support for the existing system at the Shawnee County Coroners Office.

h. Provide Nexwatch SSA for Corporate Edition System. i. The fire/burglary.fi}arm panels located at 133 NE 46111 Street and 7437 SE

California. ·:., J. Install new serve~.for Door Access system (Provided by SNSO) k. Install new versiol). of Pro Watch software on server (Provided SNSO)

The Shawnee County Sherriff's Op.ice service agreement shall provide support for the above mentioned systems by accomplishing the follow~g:

.. ,· a. Establishing appi9,ved protocol for access into the server and remote

maintenance capapilities; which will allow for trouble shooting and downloads upon request.

b. Servicing, repairif)g or replacing of any and/or all equipment, wiring, and other system hard1vare that causes the above named systems to not operate in their intended fashions.

c.

d. e. f.

Semi-annual hard~:vare testing and inspections of user logs to insure system integrity. '!

Guaranteed servi9e within 24 hours on system critical problems. Guaranteed servfc;e within 72 hours on system non-critical problems. Semi-annual W~4ows security updates for the Nexwatch Server

'•'

,

I

l

... '

g. After hour servic~; calls for software or hardware issue causing unsecured ;"1

doors. h. All costs for repaWreplacement parts and labor i. The selected vendor will track all Shawnee County service tic~ets for the

duration of this agreement and provide monthly email statements indicating the dollar amount spent on service and the total dollar amount left at the time of the email. At t~.e end of the 12 month period; will calculate the actual dollar amount that wouf4 have be~n spent on service. If the total of service calls during the agreement period is less than the amount paid minus the Software Agreement cost, Shawnee County Sheriff Office will be credited the difference for the purchase of new product. If the cost is greater than the contact amount minus the Software Agreement cost, Shawnee County Sheriffs Office Will owe no additional funds.

System critical problems are problems that would prevent the system from performing its intended function (i.e. inability to communicate alarm signals, an electronically controlled .door that will not lock, etc.). System no~~critical problem are problems that will not prevent normal operation (i.e. low batteries, an ala.rrp: zone that can be bypassed, etc.). Twenty-four hour and seventy-two hour guarantees do not guarantee that the problems can be repaired in this time frame, but rather that we will be on s#e within this time to determine what problems exist, and make repairs as soon as possible (no.r.mally on the same trip) .

. ·:

The Shawnee County.Sherriff's Office service agreement does not include warranty repairs or su~port for: '.l

a. Any damages caused by abui~. misuse, unauthorized modifications, remodeling, upgrades, or acts of God (i.e. ,floods, fire, tornadoes, etc.).

b. Repairs that crumot be made·,until other problems are corrected (i.e. phone line or power outages)

The selected vendor will make eve1y effort to keep parts on hand for any repairs, In the event of a failure of equipment that must be ordered, the selected vendor will make temporary repairs until parts can be obtained. ~ ·

Shawnee County Sherriff's Office.:~arranty service repairs and support shall include the listed histalls: {'

L Access Control included in Maintenance Agreement: a. Shawnee County Corpner's Office · b. All Access Control p'9ints at the Shawnee County Courthouse, 200 SE ih Topeka,

Kansas ... c. All Access Control pojnts at Shawnee County Sheriffs Office, 320 SE Ka~sas,

Topeka, KanSas :: d. All Access points at ~hawnee County Sheriff Training Complex, 7437 SE

California, Berryton, kansas.

.!

2. Closed Circuit Television Sydtem CCCTV) included in Maintenance Agreement: a. Shawnee County Shel-iff CCTV located at 320 SE Kansas T.opeka, Kansas b. Shawnee County Couithouse Digital Video at SNCO Courthouse, 200 SE ih

Topeka, Kansas . . . · c. Rapid Eye DVR's lo6·ated in SNCO Courthouse, 200 SE ih Topeka, Kansas

3. Alarm Monitoring included ih Maintenance Aereement: a. Shawnee County She1:iffNorth Storage Building at 133 NE 46th Street b. Shawnee County Sheriff Training Complex at 7437SE California

Upon alarm, the selected vendor shali have the capability or render capable the ability for both alarm panels at the Shawnee County Sheriff's North Storage and the Shawnee County Sheriff's Training Complex, to alert/telephone the Shawnee County Emergency Communications Center located at 320 SE Kansas Topeka, Kansas.

. ' The selected vendor shall have a malljtenance technician reside no more than a (100) miles from 320 SE Kansas Topeka, Kansas. ':·.

:~

The original term of this warranty/service agreement shall be for (12) full calendar months after the date on this agreem,~nt and will automatically continue for successive one (1) year periods from the last day ofthe original term unless either party gives the other at least

') thiliy (30) days prior written notice {)fits intention to cancel the agreement at the end of the original term or at the end of any re:ci~wal term. Written notice shall include: Email or letter. A new RFP received via email shall serve as written notic~ to cancel the successive one- year period agreement.

Contractor'.s Statement of Agreement

Shawnee County, Kansas requires that all contracts of Shawnee County and its · agencies include specific provisions to ensure equal employment opportunity and that all vendors provide evidence of ~a~ adoption of an equal employment opportunity program. To comply with these requirements, all persons wishing to enter into a contract with the Shawnee Couniy shall complete and sign this agreement.

The vendor a·grees to: ,.

1. Comply with K.S.A. 44-1030 requiring that:

(A) The vendor shall· observe the provisions of the Kansas act against · discrimination and · shall not discriminate against any person in the performance.of work under the present contract because of race, religion, color, sex, disability unrelated to such person's ability to engage in the particular work, national origin or ancestry;

. \

2.

~~ r.. . --- -- ---- - ----- -

(B) In all solicitations or advertisements for employees, the vendor shall include the phrase, "equal opportunity employer," or a similar phrase to be approved by the Shawnee County Sheriff's Office;

(C) If the vendor fails td ·comply with the manner in which the vendor reports to the Shawnee County Sheriff's Office· in accordance with the provisions of K.S.A 44-1031, the vendor shall be deemed to have breached the present contract and it ma~t"be cancelled, terminated or suspended, in whole or in part, by the contrac~ng agency; . · ··

(D) If the vendor is found guilty of a violation of the Kansas act against discrimination under a decision or order of the Shawnee County Sheriff's Office which has 6ecome final, th.e vendor shall be deemed to have breached the present contract and it may ·be cancelled, terminated or suspended, in who!~ or in part, by the contracting agency; and

(E) The vendor shall in~lude the provisions of paragraphs (A) through (D) in every sub-contract 9r purchase order so that such provisions will be binding upon such sub-con~ractor or vendor.

. .·

Guarantee that during th~ ·performance of any Shawnee County Sheriff's Office vendor agreement the veljlcjor, sub-contractor, vendor, or supplier of the Sheriff's Office shall comply with al)·'provisions of the Civi( Rights Act of 1866 as amended,'! . Civil Rights Act of 1964 as~ amended, Equal Employment Opportunity Acto~ 1972: ·: as amended, Executive Qrder 11246, Age Discrimination in Employment Act of 1967 as amended, Americans with Disabilities Act of 1990 and Rehabilitation Act of 1973 as amended, Equal Pay Act of 1963 and any regulations or amendments thereto:· ·

~i:

3. Supmit to the Shawnee,J~County Sheriff's Office a written affirmative action program, a certificate of compliance or such other certificate as is acceptable to the Sheriff's Office which' is evidence of th~ adoption of an affirmative action program. ,.

ir The vendor agrees to maicitain a current and accurate plan on file with the Sheriffs Office and sraU update the 'pla_n as needed.

·~ .

(1.ns \(\~~n i.:.LL = v Company Name :,,

,1fii;j4Jr1J'!-I,A.!,M,A-G.f:_·: --:::--:J6t-e4 2.o\Z'"

:y ('6~u\ \f'..l..ol\~e.f :·:;

- .. ,,._.,_ --- _____ .__. _________ _

Signature and Title: Date

CONTRACTUAL PROVISIONS ATTACHMENT

1. TERMS HEREIN CONTROLLING PROVISIONS It is expressly agreed that the terms of each and every provision in this Attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporateq:

2. AGREEMENT WITH KANSAS LAW All contractual agreements shall be subject to, governed by, and construed according to the laws of th!e. State of Kansas.

3. DISCLAIMER OF LIABIUTY

4.

Neither the Sheriff's Office nor any departments or divisions thereof shall hold harmless or indemnify anx.yendor.

!·.

ANTI-DISCRIMINATION CLAUSE The vendor agrees: (a) :to comply with all federal, state, and local laws and ordinances prohibiting unlawful and to not unlawfully discriminate against any person because of race, r~ligion, creed, color, age, sex, disability, national origin or ancestry in the admission or access to, or treatment or employment in, its programs or activities; (b} to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer;" and (c) to include those · provisions in every subcontract or.purchase order so that they are binding upon such subcontractor or v~.hdor. The vendor unqerstands and agrees that the failure to comply with the requirements of this paragraph may constitute a breach of contract, and the contract may be cancelled, terminated or suspended, in whole or in part by Shawnee County .

. ·. 5. ACCEPTANCE OF CONtRACT

This contract shall not be; .considered accepted, approved or otherwise effective untif the legally required approvals and certifications have been given.

·:·: 6. ARBITRATION, DAMAGES, WARRANTIES

Notwithstanding any langl;J,age to the contrary, no interpretation shall be allowed to find the Shawnee County Sheriff's Office or any department or division. thereof has agreed to binding arl;>ltration, or the payment of damages or p~nalties upon the occurrence of a contid,gency. Further, the Sheriff's Office shall not agree to pay attorney fees or late :payment charges, and no provision will be given effect

.~··

i\ I

, I

which attempts to exclud~, :modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

'I·'

7. REPRESENTATIVE'S AUTHORITY TO CONTRACT By signing this contract, t~e representative of the vendor thereby represents that such person is duly authorized by the vendor to execute this contract on behalf of the vendor and that the vendor agrees to he bound by the provisions thereof.

:: 8. RESPONSIBILITY FOR TAxES

The Shawnee County Sheriffs Office shall not be responsible for, nor indemnify a venqor for, any federal, state or local taxes, which may be imposed or levied upon the subject matter of this contra·ct.

9. INSURANCE . The Shawnee County S~eriff's Office shall not be required to purchase any insurance against loss or;<;famage to any personal property to which this contract relates. Subject to the pr~yisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the vendor shaW:bear the risk of any Joss or damage to any personal property in which the vendor holds title.

Vendor:

... ~ ' ... '•

AUTHORIZED SIGNATURE: t!t,£, t..£,/) ~'j'M'.L '~~·: .

.> Submit with your propQsal

. ~. '• ·· ...

'·.

( ( ·I

Memornndtnn

Shawnee County OFFICE OF COUNTY APPRAISER

SteveJ Bauman, RMA

To: Board of Shawnee County Commissioners n~

From: Steve J. Bauman, Shawnee County Appraiser b Date: April25, 2018

Re: Agenda Request - Promotion of Appraiser I to Appraiser II

I am requesting approval to promote an Appraiser I position to an Appraiser II. Monica Michalski, Appraiser I, has recently obtained the State of Kansas Registered Mass Appraiser designation and has complied with all of the requirements and the necessary steps to be promoted to Appraiser II. In recognition of this professional growth development and in keeping with the office succession plan, this promotion is necessary and warranted. The promotion to Appraiser II will come with an increased appraisal difficulty level as well as an increase in appraisal assignments.

With approval, this reclassification will be compensated at range 13, step 5 with an annual salary including benefits of 58,892.72.

This is included in our 2018 budget and sufficient funds are available.

1515 NW Saline, Suite 100- Topeka, Kansas 66618-2838- Phone (785) 233-2882- Fax (785) 291-4903

£_

Shawnee 1 ~ounty '-', r f; P.3fKS+ ~ recreation April23, 2018

TO:

FROM:

RE:

Board of County Commissioners Shawnee County

John E. Knight, nMJ f' Parks + Recreation~-cl' I

Project Budget Requests

Purpose: Board of Commissioners approval is requested for the attached project budget requests totaling $255,101.14 ($223,351.39 Capital Maintenance 3R Fund and $31,749.75 2015 COP Funds). The Individual Management Plan (IMP) Committee evaluated the proposed project budget requests and analyzed the information, including site classifications, purpose, use and community benefit. All projects shall adhere to the Shawnee County Purchasing Policy, including proposals and qualifications.

Justification: In reference to Chapter 7 of the Commission for Accreditation of Park and Recreation Agencies (CAPRA), the IMP Committee proposes having physical resource planning and management plans as a requirement. Operations of parks and facilities with respect to the Facility and Land Use Management Policy (PLUMP) are essential to ensure quality and positive experiences. As noted below each request addresses specific outcomes related to each proposal and will be included in future IMPs being developed for each respective park. As these management plans are implemented, the proposals supporting such will be refined and improved while addressing deferred maintenance. A brief summary of each proposal is as follows.

Hillcrest Playground Surfacing: This project consists of pour in place surfacing and concrete walk path to the new playground equipment in Hillcrest Park. Estimated project cost: $25,904.50 (Capital Maintenance (3R) Fund).

Rueger Softball Complex Field Renovation: This project consists of renovating the fields at Rueger Softball Complex to add additional red shale, extend out fields and irrigation system. New sanction requirements for the USA World Series that SNCO had committed to in 2019. Fields will meet all requirements and for future tournament play requiring the new requirements. Estimated project cost: $88,734.50 (Capital Maintenance 3R Fund). Project to begin in the fall of2018.

parks.snco.us

' . , , ~·, ' . '. .. ·· • 3137 SE 29th Street • Topeka, KS 66605 • (785) 251-2600

I

Blaisdell Family Aquatic Center: This project budget consists of renovating restrooms with paint, mirrors and installing electronic eye flushing system. Converting security pole lights to LED and paint slide towers. Will upgrade spray pad to working condition. Estimated project cost: $67,362.39 (Capital Maintenance 3R Fund). Project to begin in the fall of2018.

Domwood Park: This project budget consists of replacing and repairing lights on the ball fields at Domwood Park after being damaged from wire thief. Upgrading to aluminum and will place bones higher on light poles. Estimated project cost: $31,7 49.7 5 (20 15 COP Funds -Domwood)

Shunga Glen Park and Trail: This project budget consists of repairing the concrete trail and sidewalk at Shunga Glen Park. Estimated project cost: $41,350.00 (Capital Maintenance 3R Funds).

JEK/lk

Shawnee County

Department of Public Works

Fj 1515 N.W. SALINE STREET • SUITE 200 • TOPEKA, KANSAS 66618-2867

785-251-6101 FAX 785-251-4920

THOMAS C. VLACH, P.E. DIRECTOR OF PUBLIC WORKS

COUNTY ENGINEER

MEMORANDUM

Date: April24, 2018

To: Board of County Commissioners

From: Thomas F. Flanagan, P.E. ~ _}. ~,~ Deputy Director of Public Works

Re: Authorization to Issue "Request for Qualifications" SW 3ih Street Bridge over a Tributary to Shunganunga Creek I OSN 303 Shawnee County Project No. S-121048.00

The Public Works Department hereby requests authorization to issue "Request for Qualifications" for professional design services necessary to prepare engineering plans and bidding documents, right-of-way plans and easement documents, utility plans and cost estimates as necessary to replace the SW 3 ih Street Bridge over a Tributary to the Shunganunga Creek. This bridge is located approximately 0.8 miles east of SW Auburn Road and lies adjacent to the Topeka Round-Up Club.

Per the 2018 Biennial Bridge Inventory and Appraisal Report this bridge is Structurally Deficient due to holes in the steel support beams and has a current Sufficiency Rating of 23.7.

Project Funding Sources as follows: • 2018-2019 Public Works Special Bridge or other accounts as necessary

G.\ Shawnee County

Commissioner of Elections Andrew Howell Election Commissioner Mark A. Stock Assistant Election Commissioner

MEMORANDUM

DATE:

TO:

FROM:

April 25, 2018

Board of County Commissioners Kevin Cook, 2nd District, Chair Shelly Buhler, 1st District, Vice Chair

Bob Archer, 3rd l?Distr.ict, Member

Andrew Howell Election Commi 1 er

3420 SW Van Buren Street Topeka, Kansas 66611

FAX {785) 251-5999 TEL (785) 251-5900

RE: Request for Qualifications, Election Ballot Services & Printing for the 2018-2019 election cycle

Please place this item on the Monday, April 30, 2018 Commission Agenda for consideration.

Please find attached the Request for Qualifications (RFQ) for firms to provide secured election ballot services & printing for the 2018- 2019 election cycle. The general scope of work (Section 2) will include the security of the election ballot services and printing.

This RFQ has been reviewed by the Purchasing Office and the County Counselor's Office.

I thank you for your attention and consideration of this matter. If you have any additional questions or concerns please feel free to contact me.

AH/ms

Attachment

Cc: Betty Greiner, Director, Administrative Services James Crowl, County Counselor

www. snco/election. us [email protected]

RFQSOLICITATION NO. DATE MAILED CLOSING

REQUEST FOR QUALIFICATIONS for ELECTION BALLOT SERVICES & PRINTING

Submit Qualifications to

Shawnee County Election Office 3420 SW Van Buren Street

Topeka, Kansas 66611

024-18 04-30-18

2:00P.M. 05-21-2018

VENDOR: __________________ __

ADDRESS:-------------------PHONE: ____________________ __

I. Introduction and Executive Summary

Security of elections became a nationwide issue following the 2016 elections. In 2017, election infrastructure became designated as "critical infrastructure" and a national security risk by the U.S. Department of Homeland Security. With this designation, all facets of the election process are being reviewed for security risks & mitigation ranging from voting equipment, voter registration systems, vote tabulation systems, etc. including election ballots.

Therefore, the Shawnee County Election Office is issuing this Request for Qualifications (RFQ) for vendors to submit proposal responses to provide Election Ballot Services & Printing Services that include ballot printing, delivery, quality control and security control measures that help ensure the integrity of the election process in Shawnee County. The vendor selected from this procurement is expected to provide:

1. Security: Implement, maintain and adhere to strict security protocols for all items related to this procurement including electronic files, proofs, paper ballots, etc. at all times under their control including all phases of production, quality assurance, packaging, storage, and delivery; and

2. Ballot Services & Printing: Produce high quality, printed election ballots capable of being tabulated by the equipment utilized in Shawnee County that meets the Technical Specifications stated herein and within the prescribed timeframes.

This procurement is not a "low bid" procurement. While cost is one of the selection factors, it is not the sole criteria. Vendor selection will be based on meeting the printing standards and technical specifications as outlined in this document as well as demonstrating strict adherence to timeframes, chain of custody (files, ballot proofs, ballots produced, overruns, etc.), other security measures ofthe vendor, and cost proposals.

This procurement is intended to cover all elections to be held in calendar years 2018 and 2019. The scheduled/expected elections are as follows:

2018 Primary Election ..... August 7, 2018 2018 General Election ...... November 6, 2018

2019 Primary Election ...... August 6, 2019 2019 General Election ...... November 5, 2019

Special Elections may occur as well and are intended to be covered and included in this procurement. However no special elections for this time frame are known at the time of issuing this RFQ. The Election Office will work with the selected vendor regarding ballot timeframes for any Special Elections as/when they are known.

II. Scope of Work

General Information 2.1 Extreme Importance: The security of all aspects of ballot services and printing is a critical element in the

overall integrity of the election process. The security of the physical location of and access to all ballot files, ballot proofs, ballots produced, overruns, etc. should be monitored and protected at all times by the

4/26/2018 8: 16 AM 1 \\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

vendor at the vendor's location and during transport and delivery of said items. A secure chain of custody of said items shall be maintained by the vendor at all times while under the vendor's control. The selected vendor shall immediately contact the Shawnee County Election Office of any security breach or any instance which jeopardizes or may appear to jeopardize the integrity of the ballots and/or the election.

2.2 Extreme Importance: Production and printing of optical scan paper ballots for the ES&S DS200 vote tabulation system is an integral element in the overall integrity of the election process. It is critical that the ballots be produced and printed by following the Technical Specifications herein and that the delivery of proofs, ballots and services are provided within the timeframes specified.

2.2 Accuracy: Because of the close scrutiny given to elections, it is imperative that the ballot printing be accurate. The vendor will be accountable for readability of the ballot by the machine tabulator and the voters.

2.3 Ballot Layout: The ballot styles {fronts and backs) will be generated by the ballot production software program {ES&S Electionware) by Shawnee County Election Office staff. For typesetting, the Election Office will provide ballot styles that are converted to a .PDF file format and saved on flash drive for use by the typesetting system at the vendor.

2.4 Quantity: The Shawnee County Election Office will provide to the selected vendor a specific Ballot Order for each election which will indicate the quantity of ballots for each ballot style. However, the odd­numbered year {city/school) primary elections {e.g. 2019 Primary Election) are determined by the number of candidates filing for office. Therefore, the size of the election could vary from not having a primary election to a countywide election. In the event that there is no primary election, the successful vendor will be notified that there will be no order for ballots for that election.

Vendor's Responsibilities 2.5 Vendor must guarantee that finished ballots will be accepted and read by the DS200 tabulator. To help

ensure compliance, if needed, the Election Office can provide a test PDF file from which a sample ballot can be produced for testing on the DS 200 tabulator.

2.6 Vendor must provide proper printing equipment, processes and personnel.

2.7 Vendor must have appropriate and sufficient paper stock available.

2.8 Vendor must provide a controlled environment and required printing conditions.

2.9 Vendor will abide by and adhere to the Technical Specifications as outlined herein.

2.10 Vendor must have enough staff to complete the project by the deadline.

2.11 The vendor's computer software must be in-house, not subcontracted, and compatible with the Electionware software. The election office will work with any interested vendor to produce a ballot to test compatibility.

2.12 Knowledge of Process: Vendor must have an understanding of the ballot printing process, which includes experience with substantial quantities of ballot formats and ballots, rotational sequences of candidates and stringent time frames required by Kansas Election Laws. Without this experience, the vendor must have a clear understanding of the task at hand and be able to demonstrate their capabilities to the satisfaction of Shawnee County Election Office.

2.13 Documentation: Vendor must be able to document that they have previously provided services and supplies and time frames, which are reasonably equivalent to the services and supplies required by the printing specifications herein.

2.14 Facility Inspection: The Election Office reserves the right to inspect printing facilities and/or to request information regarding printing equipment, security or operations. Vendor must ensure the security of the ballots and the ballot files at all times.

4/26/2018 8:16AM 2 1\ChgenBIAuditFinancelhansham\Documents\024-1 8 Ballot Printing.doc

2.15 Registration: The DS200 ballot requires very accurate registration of voting positions, timing marks, diagnostic marks and front to back registration.

2.16 Time Frame: Due to statutory restrictions, it is imperative that ballots must be completed in a timely manner. Completed ballots must be delivered to the Election Office within fourteen (14) calendar days from the date the ballot transfer files are provided to the vendor.

2.17 Test Mock Election Ballot: Vendor may be required to satisfactorily produce a Mock Election Ballot for testing purposes according to these bid specifications, charged at the prices quoted in their cost proposal, within 5 days of being given the information by the Election Office and prior to being awarded the selection by the Shawnee County Election Office. If these ballots do not meet the approval of the Election Office, their proposal will be rejected.

Shawnee County's Responsibilities 2.18 Compatibility of Systems:

2.18.1 Shawnee County will work with any interested vendor to prepare a test mock election ballot to test and ensure compatibility of systems.

2.19 Accuracy Approval: 2.19.1 Shawnee County Election Office will have the final approval on the accuracy of all ballots

produced through this procurement.

2.19.2 If the ballot trims do not show, the registrations or printing are off, or the diagnostic test on the DS200 comes up with error messages due to an error on the part of the vendor, that ballot style will be reprinted at the vendor's expense.

2.19.3 All defective ballots must be immediately destroyed. Shawnee County reserves the right to have a Shawnee County Election Official or their designee present to witness their destruction.

2.19.4 Final delivery must still be made within the fourteen (14) calendar days from the date the ballot transfer files are provided to the vendor.

2.20 Payment: 2.20.1 Shawnee County will authorize payments to be made within 30 days after each election

and with the submission of an invoice by and from the vendor.

2.20.2 The production of ballots must conform to rigid specifications and time frames as outlined herein. If ballots do not meet the specifications to the satisfaction of Shawnee County, the remaining purchase may be canceled with no cost to the County.

Technical Specifications 2.21 Ballot Quality:

2.22

4/26/2018 8:16AM

2.21.1

Ballot Order: 2.22.1

All ballots not conforming to the requirements herein may be considered defective at the discretion of the Shawnee County Election Office.

Ballot Quantities: Ballot length and quantities from previous elections are shown on the Ballot Order History Matrices and are for informational purposes only. The actual Ballot Orders for the 2018 and 2019 elections will be determined by the Shawnee County Election Office at later dates as indicated by the Target Order Dates listed on the Cost Proposal Sheet.

2.22.2 Ballot Order: For each election, Shawnee County intends to provide one single order for ballots listing the exact quantity of ballots for each ballot style by the Target Order Dates listed on the Cost Proposal Sheet. However, changes in voter registration totals or

3 I\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

special questions may require the printing of additional ballots. Therefore, the vendor must indicate if there is any fee for an additional ballot order per 100 ballots.

2.22.3 Minimum Ballot Order: The minimum ballot order for any one ballot style to be placed at any one time will be 100 ballots and shall be in increments of 25 ballots after the initial minimum.

2.22.4 For the purpose of comparing the overall cost of printing the ballots, the election office will use the Average of Ballot Order quantities on the Ballot History Matrices to compare the costs from different vendors. However, the amount billed will be based on the selected vendor's cost proposal sheet and the actual quantities contained in the Ballot Order for each election.

2.23 Ballot Style:

2.24 Proofs:

2.25 Printing:

4126/2018 8: 16 AM

2.23.1 Ballot Style: Each different type of ballot face, including the fronts and backs.

2.23.2 Transfer Method: The PDF ballot information will be transmitted by flash drive.

2.24.1 Proofs must be provided to the Election Office from the actual image.

2.24.2 Proofs and corrected proofs must be provided to the Election Office for each ballot style. Facsimiles (FAX) of proofs are not acceptable.

2.24.3 Proofs will be provided to the Election Office in groups of no more than 100 proofs per day. Upon receipt of each group, the Election Office will then have 24 hours to notify the vendor of acceptance or rejection.

2.24.4 Upon notice of approval, the printer may begin printing the ballots for those approved proofs.

2.24.5 The Election Office will work with vendors which use a digital printing/proofing system. However, the accurate readability of all ballots by the tabulators and by the voters is the responsibility of the vendor.

2.25.1 Vendor will setup by using a PDF medium to produce proofs and finished goods.

2.25.2 The printing of the ballots should be on an offset or digital press.

2.25.3 It may be desirable in some instances to print several ballot styles side-by-side on the press. The most common printing of ballots is on a one-up press due to the small quantity of ballots per style.

2.25.4 The actual printing and cutting of ballots requires the use of ballot templates. The templates provide accurate placement of machine-readable codes and ovals where the voters mark to cast their vote. The templates must be used as an overlay to check the alignment of voting positions (ovals), timing marks, diagnostic marks and trim lines.

2.25.5 The voting positions, timing marks and diagnostic marks are built into a grid. The maximum number of columns for a portrait ballot is 24. There are 24 timing marks across the top of the ballot. Each timing mark is a potential start/stop point for a new column. It can have as many columns up to 24 as long as their combined width is equal to or less than 24. For example, the user could set up three columns (each eight timing marks wide), or four columns (each six wide). Maintaining the accuracy of this grid from top to bottom and from side to side on both sides of the ballot is mandatory.

4 \1Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing.doc

..... • • • • • • • • • • • • • • • • • • • • • • '*' • I

.11 0 0 0 0 0 0 0 0 0 0 ci 0 0: 0 :o' 0 0 0 0 0 0 o:o 0 I ... 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 I .II 0 0 0 0 0 a 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 I

2.26 Ink: ES&S recommends jurisdictions print all machine readable components with commercially available black ink. However, there are no limitations on color applied and any commercial ink may be used on ballots read by ES&S optical scanners. Ink density must remain between a minimum of 0.95 and a maximum of 1.5. For best results, a density of 1.15 should be used. Flat ink should always be used, and powder or varnish should not be used when printing. Following these guidelines will ensure that the ink will not rub off during ballot tabulation or fade, smear or otherwise degrade and obscure or obliterate the paper record over time. The following colored inks are approved only for creating screens on ballots:

• Red PMS Warm Red • Orange Pantone 151 • Brown Pantone 472 • Yellow Pantone 107 • Purple Pantone 252 • Green Pantone 344

2.26.1 The ink used in printing text and other pre-printed marks on the ballot card must be a black non-reflective ink and not water based.

2.26.2 All black printing must be solid, dense and must not have voids or breakthrough with the exception of the voting position ovals. ES&S recommends a .005 inch setting, which creates a thicker oval for maximum mark detection performance.

2.26.3 Certain designated ballots will be required to be printed with a designated pastel colored screen header. The Shawnee County Election Office will determine the pastel color to be used. The color of all text will remain black ink. There must not be any color screen outside the header boundary and close to any timing marks.

2.27 Ballot Scoring: 2.27.1 A folding or scoring machine may be used to score the ballots. Roller pressures should

be reduced to about 2-3 times the thickness of code stock.

2.27.2 The ballot templates for each size of ballot indicate the scoring marks. It is critical that the scores do not go through a voting position oval or timing mark. Use of the templates will ensure this condition does not exist.

2.27.3 One-half {50%} ofthe ballots for each ballot style are to be scored.

2.28 Trimming:

4/26/2018 8:16 AM

2.28.1 Trim of the ballots is critical. The following tolerances are suggested to ensure accuracy of tabulation:

Ballot width: 8.50 in.+ 0.027 in. or- 0.020 in. {21.59 em+ 0.0762 em or- .0508 em)

Ballot height: 11 in., 14 in., 17 in. or 19 in.+ 0.030 in. {27.94 em, 35.56 em, 43.18 em or 48.26 +.0762 em)

2.28.2 Ballot length is important, but ballot width is critical. The ballot templates include trim lines that are printed on the ballot for trim accuracy. After final trim, a portion of the

trim lines must be visible to ensure an accurate trim.

2.28.3 The stock must be squared before printing. The final trim should be cut in lifts of less than 1/2". A gutter must be left between ballots for precise final back trims for the sides.

5 \\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

2.28.4 Testing: Each ballot style must be tested through the DS200 tabulator. The Shawnee County Election Office will work with the selected vendor in conducting this test.

2.29 Paper: ES&S recommends that all printers use ES&S CountRight'M ballot stock, which has been specially engineered to run on ES&S tabulators and meets all ES&S specifications for the equipment. As the manufacturer of the scanning equipment, ES&S understands the critical synergy required between the ballot paper, the ink on the paper, and the tabulator logic. CountRight is available to third party printers in two ways:

• As the only authorized distributor of CountRight, Veritiv offers parent sheets and rolls in several sizes and formats.

• ES&S stocks and markets CountRight Digital Ballot Stock sheets in a variety of lengths.

ES&S tabulators require the following ballot specifications to ensure proper tabulation of voter marks:

2.29.1 ES&S recommends the use of 80 lb. ES&S CountRight Ballot Stock as our testing and certifications are completed using this type and weight of paper.

2.29.2 Grain direction on finished ballot: Long

2.29.3 Basis weight: 80 lb. text weight {36.2874 kg)

2.29.4 Thickness: 0.0061 in. {0.015494 em)

2.29.5 Smoothness: 130 Sheffields

2.29.6 Moisture: 5.5 percent

2.29.7 Opacity: 97.0

2.29.8 Brightness: 96

2.29.9 PPI: 338

2.29.10 Paper Color: All ballots will be printed on white paper stock.

2.29.11 Ballot Sizes: Finished sizes may be 8W' x 11" or 8W' x 14" or 8W' X 17" or 8W' X 19".

2.30 Packaging and Slip Sheets:

2.31

4/26/2018 8: 16 AM

2.30.2 Ballots will be shrink-wrapped in groups of 100 with a brightly colored slip sheet visible every 25 ballots. That is 3 slip-sheets per package of 100. Packages of scored ballots should also have a label or sticker on the wrapper or a small piece of paper inserted with the word "Scored" on it.

Delivery: 2.31.2 Proofs, corrected proofs and ballots will be delivered to the following address: Shawnee

County Election Office, 3420 SW Van Buren St., Topeka, Kansas 66611, Phone {785) 251-5900.

2.31.3 Any shipping or freight charges are to be included as part of a flat fee for each item on the Cost Proposal Sheet. Inside Delivery is required. This facility does not have a loading dock.

6 \\Chgen81AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

2.32 Overruns: 2.32.2 All overrun ballots, if any, are to be delivered within 3 days of the actual ballots ordered,

to the same address listed above. They do not need to be shrink-wrapped in groups of 100 with a brightly colored slip-sheet visible every 25 ballots, but they must be trimmed correctly and boxed.

2.32.3 If the Shawnee County Election Office uses any of these ballots, they will notify the successful vendor and pay the price agreed to for additional orders on the Cost Proposal Sheet.

2.32.4 Ten (10) days following the election, the successful vendor may request to inventory the overruns to ensure the accuracy of the billing. If the successful vendor wishes to exercise this post-election inventory, they must first submit a comprehensive list of ballot overruns, which includes the number of ballots for each ballot style, at the time the overruns are delivered.

2.33 Additional Ballot Order Charge: 2.33.2 If applicable, vendor must note an additional fee over the cost of the paper and run

charge, when any additional ballot orders are placed.

2.34 Proposal Completion: 2.34.2 Vendor must include a quote for all paper sizes on the Cost Proposal Sheet or. the

Proposal may be rejected.

Ill. Proposal Submission Instructions

3.1 Contents of Proposal: The selection of the firm to complete the work will be made from the information provided. Proposals shall include the following elements in the order in which they appear in this document. This is required to enable the County to make an equitable comparison. A firm's failure to present its submittal in this manner may result in less consideration and lower rating scores. Proposals should include the following:

4/26/2018 8:16 AM

3.1.1 Cover letter (please include RFQ solicitation number and project name)

3.1.2 Title Page and Table of Contents

3.1.3 Project understanding and approach (2 pages maximum). Provide a description of your firm's approach to the project with special attention as to how the firm will meet the technical specifications and security.

3.1.4 Cost Proposal Sheet. Provide a completed and signed Cost Proposal Sheet (attached).

3.1.5 Firm Security Protocols. The Project requires that the Ballot Services & Printing firm report their security policies, procedures and measures to ensure the security of the ballot files, proofs, ballots, overruns, and all items related thereto at all times including file transfers, production, storage and delivery for the above proposed services.

3.1.6 References. List a minimum of three (3) references for which election ballot services and printing have been provided in the past three years including:

* General description of services provided * Date(s) services were provided

* Name, address, and telephone number of contact person

3.1.7 Other Information. Include any other items that your firm wishes the County to consider in evaluating your firm's qualifications.

7 \\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

3.1.8 Attach signed copies of the Equal Employment Opportunity Agreement and Shawnee County Contractual Provisions Attachment.

3.2 Deadline for Submission of Proposals: Vendors to submit five (6) copies of the proposal which shall be received not later than 2:00PM, Central Daylight Savings Time, on May 21, 2018, addressed as follows:

Shawnee County Election Office Attn: Edie Zarger RE: Proposal for Ballot Services

3420 SW Van Buren Street Topeka, KS 66611

Phone(785)251-5900 edith .zarger@ snco. us

3.3 Proposals received prior to the closing date shall be kept secured and sealed until closing. Shawnee County shall not be responsible for the premature opening of a proposal or for the rejection of a proposal that was not received prior to the closing date because it was not properly identified on the outside of the envelope or container. Late proposals will be retained unopened in the file and will not receive consideration.

3.4 Inquiries regarding this RFQ: All inquiries requesting clarification of the Request to be addressed in writing to Shawnee County Election Office (Fax: (785) 251-5999) (email: [email protected]) prior to 2:00 PM on May 11, 2018. E-mail is the preferred method. Impromptu questions will be permitted and spontaneous unofficial answers provided, however the firm should clearly understand that the only official answer or position of Shawnee County will be in writing in an email and will be sent to all firms responding to the Request. Failure to properly notify Shawnee County via email or fax of any conflicts or ambiguities in the Request may result in items being resolved in the best interest of Shawnee County. Any modification to this Request as a result of any written answers to written questions, shall be made in writing by addendum and email/mailed to all firms who received the original request from the County. Only written communications are binding.

3.5 Signature of Proposals: Each proposal shall give the complete mailing address of the firm and be signed by an authorized representative by original signature with his or her name and legal title typed b~low the signature line. Each proposal shall include the firm's Federal Employer's Identification Number.

3.6 Acknowledgment of Addenda: All firms shall acknowledge receipt of any addenda to this Request. Failure to acknowledge receipt of any addenda may render the proposal to be non-responsive. Changes to this Request shall be issued only by the County in writing.

3.7 Withdrawal of Proposals: A proposal may be withdrawn on written request from the firm to the County via email or fax prior to the closing date.

3.8 Proposal Disclosures: At the time of closing, only the names of those who submitted proposals shall be made public information. Interested firms or their representatives may be present at the opening of the proposals at the following location:

Shawnee County Election Office 3420 SW Van Buren Street

Topeka, KS 66611

3.12 Evaluation of Proposals: The Shawnee County Election Office will review the proposals and the firm(s) to be interviewed, if required, will be notified. The Shawnee County Election Office may interview some or all of the firms submitting a proposal. The Shawnee County Election Office shall recommend a preferred firm to the Board of County Commissioners who shall make the ultimate decision. Firms not selected to move forward in the process or be interviewed, will also be notified.

4/26/2018 8:16AM 8 \\Chgen81AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

Each firm's proposal will be considered in the best interest of the County as determined by the Shawnee County Election Office. Consideration will focus upon but is not limited to:

• Qualifications. The County will rate each proposal based upon each firm's ability to provide the services as required in this RFQ.

• Experience. The County will rate each proposal based upon each firm's skill and experience in completing projects of a similar size and scope, preferably for a public entity.

• Overall Response. The County will rate each firm's overall response to this Request.

• Costs. The County will rate each firm's costs for providing the work necessary to complete the project.

3.13 Timeline: The following dates are provided for informational purposes only and are subject to change without notice.

Event Date

RFQ Issuance April 30, 2018

Questions from Vendors due on or before 2:00 PM CDT May 11,2018 Proposals submitted on or before 2:00 PM CDT May 21,2018 Review of proposals May 21- 25, 2018 County Commission approval anticipated & contract signed May 31,2018 Preliminary Consulting (security review, technical specs, timelines) June 5, 2018 Ballot Services & Printing As needed for each election

IV. Conditions to Proposal Qualifications/Contract Requirements

4.1 By submitting a proposal, each firm agrees to the following conditions:

4/26/2018 8:16 AM

4.1.1 The County anticipates entering into a contract with the firm who submits the proposal judged by the County to be most advantageous. Firms understand and agree that that this RFQ does not constitute an offer or a contract with the firm. An official contract or agreement is not binding until proposals are reviewed and accepted by the Shawnee County Election Office and a formal contract is executed by the firm and the Board of County Commissioners.

4.1.2 The County reserves the right to reject all proposals, to abandon the project, or to re-advertise for and solicit other proposals. The County may, in its discretion, waive any informalities and irregularities contained in this RFQ solicitation, a proposal or in the manner of a proposal's submittal and award a contract thereafter. The County further reserves the right to negotiate any and all terms of the proposal.

4.1.3 The firm agrees that their proposal and statement of fees and costs shall be valid for at least ninety {90) calendar days following submission ofthe proposal to the County.

4.1.4 The firm agrees to the terms and conditions contained in the County's Contractual Provisions Attachment (copy attached hereto).

4.1.5 The firm agrees to provide the County with all information as described in this RFQ. Charges for services will be based on the proposal submitted. The County must specifically approve any deviation from the submitted proposal.

4.1.6 The agreement between the County and the firm will be a non-exclusive, which means the County is not precluded from hiring other Ballot Services & Printing firms should there be a conflict of interest or because of large volume of work or if the County wants a second option for ballots and services. If the situation should arise where additional Ballot Services & Printing firms are needed, it will not be considered a cancellation of this agreement.

9 \\Chgen81AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

4/26/2018 8:16AM

4.1. 7 RFQ Solicitation Reference Number: The above-number has been assigned to this Request and MUST be shown on all correspondence or other documents associated with this Request and MUST be referred to in all communications. All communications must be via email to the address below to insure accurate information and complete dissemination to all interested parties. The single point of contact for all inquiries as to the Request for Qualifications process shall be directed to:

Shawnee County Election Office ATTN: Edie Zarger

3420 SW Van Buren Street Topeka, KS 66611

Phone (785) 251-5900 [email protected]

No communication is to be had with any other County employee regarding this Request for Qualifications unless otherwise stated. Violations of this provision may result in the rejection of a firm's proposal.

4.1.8 Negotiated Procurement: The County reserves the right to negotiate any part of this RFQ solicitation and any subsequent contract with the selected firm. The firm's proposals are to demonstrate to the County the qualifications of the firm and its ability to provide cost effective ballot services and printing for the Project. The Shawnee County Election Office will review all proposals and make a recommendation to the Board of County Commissioners for its final decision.

4.1.9 Interviews and/or Appearances: Any firm may be required to appear before the Shawnee County Election Office and/or Board to explain the firm's understanding and approach to the Project and/or respond to questions concerning the proposal and their qualifications; or, the County may award the proposal without conducting interviews. The County reserves the right to request information from firms as needed. No additional revisions will be made after the specified cut-off time unless requested by the County.

4.1.10 Cost of Preparing Proposal: The cost of developing and submitting the proposal is entirely the responsibility of the firm. This includes costs to determine the nature of the engagement, preparation of the proposal, submitting the proposal, negotiating for the contract and other costs associated with this Request.

4.1.11 Open Records Act: Once submitted, all proposals become the property of Shawnee County. The Kansas Open Records Act requires all information contained in proposals to become open for public review once a contract is signed or all proposals are rejected.

4.1.12 County's Insurance: Shawnee County shall not be required to purchase any insurance against loss or damage to any personal property nor shall Shawnee County establish a "self-insurance" fund to protect against any loss or damage. Subject to the provisions of the Kansas Tort Claims Act, the firm shall bear the risk of any loss or damage to any of its personal property.

4.1.13 Independent Contractor: Both parties, in the performance of this contract, shall be acting in their individual capacities and not as agents, employees, partners, joint ventures or associates of one another. The employees or agents of one party shall not be construed to be the employees or agents of the other party for any purpose whatsoever.

4.1.15 Indemnification: The firm shall agree to indemnify and hold harmless the County, its departments

and divisions, its employees and agents, from any and all claims, liabilities, expenses or lawsuits

caused by the firm's breach of contract or the negligent performance by the firm (or by any

person acting for the agency/firm or for whom the firm is responsible).

10 \\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

4.1.16 Contract Payments: The County will require a payment schedule based on defined and

measurable deliverables which will be negotiated with the successful Proposer. Under no

circumstances will payments be made in advance of work performed. No payment for extra

services shall be made unless services and their costs have been previously authorized in writing

and approved by the County as a written change order.

4.1.17 The firm accepts full responsibility for payment of unemployment insurance, workers

compensation and social security as well as all income tax deductions and any other taxes or

payroll deductions required by law for its employees engaged in work authorized by this

contract.

4.1.18 Conflict of Interest: The firm shall not knowingly employ, during the period of this contract or any

extensions to it, any professional personnel who are also in the employ of Shawnee County and

who are providing services involving this contract or services similar in nature to the scope of this

contract to Shawnee County. Furthermore, the firm shall not knowingly employ, during the

period of this contract or any extensions to it, any Shawnee County employee who has

participated in the making of this contract until at least one year after his/her termination of

employment with the Shawnee County.

4.1.19 Copies of individual proposals may be obtained under the Kansas Open Records Act by calling {785) 251-5900 to request an estimate of the cost to reproduce the documents and remitting that amount with a written request to the above address, or a firm may make an appointment by calling the above number to view the proposal file. Upon receipt of the funds, the documents will be mailed. Information in proposal flies shall not be released until a contract has been executed or all proposals have been rejected.

Shawnee County invites your firm to submit a proposal utilizing the items covered in Section 3.1 Contents of Proposal, which outlines the objectives and submissions required for the proposal.

4/26/2018 8:16 AM 11 \\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing.doc

1) Target dates in 2018 & 2019 Primary Election- August 7, 2018

General Election- November 6, 2018

Primary Election- August 6, 2019

General Election- November 5, 2019

Cost Proposal Sheet

Target Order Date -June 11, 2018

Target Order Date- September 14, 2018

Target Order Date- June 10, 2019

Target Order Date- September 13, 2019

2) Itemized Cost Proposal (All lines must be completed)

Charge per Ballot Style

Charge for paper (price per 1000) 8 Y, X 11 white paper 8 Y, X 11 white paper with pastel header

8 Y, X 14 white paper 8 Y, X 14 white paper with pastel header

8 Y, X 17 white paper 8 Y, X 17 white paper with pastel header

8 Y, X 19 white paper 8 Y, X 19 white paper with pastel header

3} Charge for Additional Ballot Order (per 100 ballots)

4) Indicate Paper Manufacturer

5) Cost Proposal Information

All paper sizes must be quoted

$ __ _

Delivery Date -June 25, 2018

Delivery Date- September 28, 2018

Delivery Date -June 24, 2019

Delivery Date- September 27, 2019

Proposed Cost

$ __ _

$ __ _ $ __ _

$ __ _ $ __ _

$. __ _ $ __ _

$. __ _ $. __ _

• The quoted prices must be itemized for each paper size & pastel header of paper as well as the Charge per Ballot Style and the Charge for Additional Ballot Order, since that determines the actual amount to be paid. The name of the Paper Manufacturer is also required.

• Freight must be included in the cost. Inside delivery is required. The delivery site does not have a loading dock.

• Printer has fourteen calendar days from the date the order is received to complete ballot printing and delivery.

6) Signature required to show that you understand the dates and amounts indicated above.

Company _____________________________________________ Date ________________ _

Signature __________________________ Name & Title ________________________ __

Slibmit·INith:your proposal

4/26/2018 8:16AM 12 \\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

:(3 "' " ~ "' "' :... 0>

~

...... (.,)

fi :;,. co gj

I ~ s· Ill ::J

~ Ill a :;,. Ill

~ 0

§ 3 "' ;a.

~ "' "' !!!. §:

"3! s· g co c. g

Request For Qualifications RFQNo. 024-2018

412512018 9:58AM

For Informational Purposes Onlv

Ballot Order History Matrix· Even Numbered Year Elections

Shawnee County Election Office 3420 SW Van Buren Street

Topeka, KS 66611

ballots styles, and quantities ordered. These factors include the number of registered voters, the number of ballot questions, the number of candidates and planning. Actual quantities will vary.

be changed and must be met. Close and constant communication between the selected vendor and the

O:~Common\Eiao11onsl2018 Sectlons\2018 Procurement OOOJmen~IRFQ for llaDOls 2019 • 2019 Balot Order Hlslory Matrlx.xls

:(3

~ 00 a> :..;.

"' ~

.... .j:o.

fi <5

i a. ~ ~-:J

~ :J

~ Ill

~ 0 g 3 <D :J

~ 00 [D

!!!. §:

~ 3: s· co

~

Request For O.ualifications RFO. No. 024-2018

!'fiinaij,s~o~;·r•> . .. < ' >

Ballot Styles (fronts and backs)

Paper

81/2x11 white

8 1/2 x 11 pastel header 8 1/2 x 14 white 8 1/2 x 14 pastel header

81/2 x 17 white 81/2x 17 pastel header 81/2 x 18 white

8 1/2 x 18 pastel header

81/2 x 19 white 81/2 x 19 pastel header

General Election ••

Ballot Styles (fronts and backs) Paper

81/2 x 11 white 81/2 x 11 pastel header

8 1/2 x 14 white 81/2 x 14 pastel header

81/2x 17 white 81/2x 17 pastel header

81/2 x 18 white 81/2 x 18 pastel header

81/2 x 19 white 81/2 x 19 pastel header

li

I

For Informational Purposes Onlv

Ballot Order History Matrix- Odd Numbered Year Elections

2009 Ballot Order 2011 Ballot Order 2013 Ballot Order 2015 Ballot Order

Primacy Ei~ction ' · · '····t"·· ·! ·. '

p~~~~': eiei:i~n. . ,. ,., .. ~ ..... , .... i ;·~P.r(maWEt~i9n; ,.. ~ ' 'r~ri¥aiY El~~~n.; ·•• ~ 141 10 11 12

''62,100 8,650 39,825' 17,150

,

General Election Gen~ral Election General Ell!ction General Election

235 42 44 46

116,375 65,925 89,525 89,ns n/a 3,700 n/a n/a

2017 Ballot Order

1•:; P~i~,Y:~i~&io~. ·•'·.:

Shawnee County Election Office 3410 SW Van Buren.Street

Topeka, KS 66511

Average of Ballot Orders

; ~nmarv Elettio~

150 .. 65

59i325 37,410

General Election General Election .

274 128

80,975 88,515

6,050 4,875

• Odd numbered year city/school primary elections are determined by the number of candidates filing for office. Therefore, the size of the election could vary from not having a primary election to holding a countywide election. In the event that there Is no primary election, the successful vendor will be notified thatthere will be no order for ballots. •• Many factors will affect the number of run changes, ballots styles, and quantities ordered. These factors Include the number of registered voters, the number of ballot questions, the number of candidates and candidate rotation. This list Is provided solely to aid in planning. Actual quantities will vary. Many ofthe milestone dates for tasks associated with this procurement are set by state statute and cannot be changed and must be met. Close and constant communication between the selected vendor and the election office Is imperative. All delivery dates must be met asfailure may jeopardize the election(s).

412512018 9'.58AM O:~Common'Becllons\2018 S.cfiOils\2018 PlocurementOocuments\RFQ for Bellots2018·2019 Balot Otderlilslari Matrixlds

- .. , -·-··~-- ~ _, .-,·-·-----------·---

Equal Employment Opportunity Agreement

Shawnee County, Kansas requires that all contracts of Shawnee County and its agencies include specific provisions to ensure equal

employment opportunity and that all firms provide evidence of the adoption of an equal employment opportunity program. To

comply with these requirements, all persons wishing to enter into a contract with the Shawnee County shall complete and sign this

agreement. The firm agrees to:

1. Comply with K.S.A. 44-1030 requiring that:

(A) The firm shall observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person in the performance of work under the present contract because of race, religion, color, sex, disability unrelated to such person's ability to engage in the particular work, national origin or ancestry;

(B) In all solicitations or advertisements for employees, the firm shall include the phrase, "equal opportunity employer," or a similar phrase to be approved by the County;

(C) If the firm fails to comply with the manner in which the Firm reports to the County in accordance with the provisions of K.S.A. 44-1031, the Firm shall be deemed to have breached the present contract and it may be cancelled, terminated or suspended, in whole or in part, by the contracting agency;

(D) If the firm is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the County which has become final, the firm shall be deemed to have breached the present contract and it may be cancelled, terminated or suspended, in whole or in part, by the contracting agency; and

(E) The firm shall include the provisions of paragraphs (A) through (D) in every subcontract or purchase order so that such provisions will be binding upon such subcontractor or vendor.

2. Guarantee that during the performance of any agreement the firm and its sub-contractors, vendors, and suppliers shall comply with all provisions of the Civil Rights Act of 1866 as amended, Civil Rights Act of 1964 as amended, Equal Employment Opportunity Act of 1972 as amended, Executive Order 11246, Age Discrimination in Employment Act of 1967 as amended, Americans with Disabilities Act of 1990 and Rehabilitation Act of 1973 as amended, Equal Pay Act of 1963 and any regulations or amendments thereto.

3. Submit to the County a written affirmative action program, a certificate of compliance or such other certificate as is acceptable to the County which is evidence of the adoption of an affirmative action program.

The firm agrees to maintain a current and accurate plan on file with the County and shall update the plan as needed.

Company Name Company Address

Signature and Title Date

submit witnyour.pioposal

4126/2018 8:16AM 15 I\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing. doc

CONTRACTUAL PROVISIONS ATTACHMENT

1. TERMS HEREIN CONTROLLING PROVISIONS It is expressly agreed that the terms of each and every provision in this Attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGREEMENT WITH KANSAS LAW All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

3. TERMINATION DUE TO LACK OF FUNDING APPROPRIATION If, in the judgment of the Financial Officer, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, Shawnee County may terminate this agreement at the end of its current fiscal year. Shawnee County agrees to give written notice of termination to firm at least thirty {30) days prior to the end of its current fiscal year, and shall give such notice for a greater period prior to the end of such fiscal year as may be provided in this contract, except that such notice shall not be required prior to ninety {90) days before the end of such fiscal year. Firm shall have the right, at the end of such fiscal year, to take possession of any equipment provided Shawnee County under the contract. Shawnee County will pay to the firm all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such equipment. Upon termination of the agreement by Shawnee County, title to any such equipment shall revert to firm at the end of Shawnee County's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the agency or the firm.

4. DISCLAIMER OF LIABILITY Neither Shawnee County nor any departments or divisions thereof shall hold harmless or indemnify any Firm.

5. ANTI-DISCRIMINATION CLAUSE The firm agrees: (a) to comply with all federal, state, and local laws and ordinances prohibiting unlawful and to not unlawfully discriminate against any person because of race, religion, creed, color, age, sex, disability, national origin or ancestry in the admission or access to, or treatment or employment in, its programs or activities; {b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer;" and (c) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor. The Firm understands and agrees that the failure to comply with the requirements of this paragraph may constitute a breach of contract, and the contract may be cancelled, terminated or suspended, in whole or in part by Shawnee County.

6. ACCEPTANCE OF CONTRACT This contract shall not be considered accepted, approved or otherwise effective until the legally required approvals and certifications have been given.

7. ARBITRATION, DAMAGES, WARRANTIES Notwithstanding any language to the contrary, no interpretation shall be allowed to find Shawnee County or any department or division thereof has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, Shawnee County shall not agree to pay attorney fees or late payment charges, and no provision will be given effect which attempts to exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

8. REPRESENTATIVE'S AUTHORITY TO CONTRACT By signing this contract, the representative of the firm thereby represents that such person is duly authorized by the firm to execute this contract on behalf of the firm and that the firm agrees to be bound by the provisions thereof.

9. RESPONSIBILITY FOR TAXES Shawnee County shall not be responsible for, nor indemnify any firm for, any federal, state or local taxes which may be imposed or levied upon the subject matter ofthis contract.

10. INSURANCE Shawnee County shall not be required to purchase any insurance against loss or damage to any personal property to which this contract relates. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the firm shall bear the

4/26/2018 8:16 AM 16 \\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing.doc

risk of any loss or damage to any personal property in which the firm holds title.

FIRM: ______________________ _

AUTHORIZED SIGNATURE:

DATE:

~t.lbmit with ~our Proposal

4/26/2018 8:16AM 17 \\Chgen8\AuditFinance\hansham\Documents\024-18 Ballot Printing.doc

Shawnee County Commissioner of Elections Andrew Howell Election Commissioner Mark A. Stock Assistant Election Commissioner

3420 SW Van Buren Street Topeka, Kansas 66611

FAX (785) 251-5999 TEL (785) 251-5900

MEMORANDUM

DATE:

TO:

FROM:

RE:

April 25, 2018

Board of County Commissioners Kevin Cook, 2nd District, Chair Shelly Buhler, l 5

t District, Vice Chair Bob Archer, 3rd Distr t, Member

Andrew Howell Election Comm·

Request for Qualifications, Election Equipment Moving & Delivery Services for the 2018- 2019 election cycle

Please place this item on the Monday, April 30, 2018 Commission Agenda for consideration.

Please find attached the Request for Qualifications (RFQ) for firms to provide secured moving and delivery services of election equipment for the 2018- 2019 election cycle. The general scope of work (Section 2) will include the security of the election equipment during the loading, moving and delivery.

This RFQ has been reviewed by the Purchasing Office and the County Counselor's Office.

I thank you for your attention and consideration of this matter. If you have any additional questions or concerns please feel free to contact me.

AH/ms

Attachment

Cc: Betty Greiner, Director, Administrative Services James Crowl, County Counselor

www.snco/election.us electionoffice@snco. us

REQUEST FOR QUALIFICATIONS for ELECTION EQUIPMENT MOVING & DELIVERY SERVICES

Submit Qualifications to

Shawnee County Election Office 3420 SW Van Buren Street

Topeka,Kansas 66611

RFQSOLICITATION NO. DATE MAILED

023-18 04-30-18

2:00 P.M. 05-21-18

VENDOR: __________________ _

ADDRESS:----------CLOSING PHONE: _________________ _

I. Introduction and Executive Summary

Security of elections became a nationwide issue following the 2016 elections. In 2017, election infrastructure became designated as "critical infrastructure" and a national security risk by the U.S. Department of Homeland Security. With this designation, all facets of the election process are being reviewed for security risks & mitigation ranging from voting equipment, voter registration systems, vote tabulation systems, etc. including deployment (transportation, moving & delivery, chain of custody, etc.) of election equipment.

Therefore, the Shawnee County Election Office is issuing this Request for Qualifications (RFQ) for vendors to submit proposal responses to provide Election Equipment Moving & Delivery Services that include route scheduling, loading, packing, securing, and unloading of election voting equipment for inside delivery at designated polling locations, quality control and security control measures that help ensure the integrity of the election process in Shawnee County. The vendor selected from this procurement is expected to provide:

1. Security: Implement, maintain and adhere to strict security protocols for all events related to this procurement including the movement, loading, packing, unloading, etc. of election equipment and supplies at all times under their control with special emphasis on a secure chain of custody of said items; and

2. Election Equipment Moving & Delivery Services: Provide a detailed delivery route sheet for the orderly, precise, and accurate delivery of specific voting equipment and supplies to specific polling locations at prescribed times and the same for the return of the items to the election office. Provide dependable delivery vehicles of sufficient number and size to accomplish the purposes of this procurement. Provide dependable labor of sufficient number and qualifications to accomplish the purposes of this procurement. All events of this project are to be carefully planned, sequenced, coordinated, communicated and implemented within strict timeframes.

This procurement is not a "low bid" procurement. While cost is one of the selection factors, it is not the sole criteria. Vendor selection will be based on meeting the standards and requirements as outlined in this document as well as demonstrating strict adherence to timeframes, chain of custody of the election equipment, other security measures of the vendor, and cost proposals.

This procurement is intended to cover all elections to be held in calendar years 2018 and 2019. The scheduled/expected elections are as follows:

2018 Primary Election ..... August 7, 2018 2018 General Election ...... November 6, 2018

2019 Primary Election ...... August 6, 2019 2019 General Election ...... November 5, 2019

Special Elections may occur as well and are intended to be covered and included in this procurement. However no special elections for this time frame are known at the time of issuing this RFQ. The Election Office will work with the selected vendor regarding election equipment delivery timeframes for any Special Elections as/when they are known.

4/26/2018 8: 13 AM 1 \\Chgen8\AuditFinance\hansham\Documents\023-18 Deliver Voting Booths. doc

II. Scope of Work

General Information 2.1 Extreme Importance: The security of all aspects of election equipment moving & delivery services is a

critical element in the overall integrity of the election process. The security of the physical location of and access to all election equipment should be monitored and protected at all times by the vendor during loading, transport and delivery of said items. A secure chain of custody of said items shall be maintained by the vendor at all times while under the vendor's control. The selected vendor shall immediately contact the Shawnee County Election Office of any security breach or any instance which jeopardizes or may appear to jeopardize the integrity of the election equipment and/or the election.

2.2 Extreme Importance: The timely delivery of the proper election equipment to the proper delivery locations is an integral element in the overall integrity of the election process. It is critical that the delivery timeframes are met and the delivery schedule is followed. Delivery access into some of the buildings is coordinated with the property owners/occupants.

2.2 Accuracy: Because of the close scrutiny given to elections, it is imperative that the delivery of election equipment be accurate. Each piece of election equipment is specifically programmed, designed and/or set-up for each specific polling place. Wrongful delivery of equipment could cause failure of an election.

2.3 Delivery Locations: Inside delivery is required. Approximately 100 separate polling places are used across Shawnee County; most of them are buildings not owned by Shawnee County. In many instances, the building's owner (or their representative) needs to meet the delivery team to provide access. Therefore, close communication and coordination between the selected vendor, the Shawnee County Election Office and the delivery site's owner/representative is imperative. Most locations do not have a loading dock. The number of polling places may vary for each election.

2.4 Route Schedule: The Shawnee County Election Office will coordinate with the selected vendor on a specific delivery route schedule for each delivery vehicle for each election which will indicate the quantity of election equipment for each polling location. The route schedule from the vendor is to indicate the proposed timeframe for each stop on the routes. This information will then be sent to the contact person for each delivery location. '

2.5 Election Equipment: The election equipment to be moved and delivered by this procurement is as follows:

• ES&S DS200 Precinct Tabulators & cabinets • ES&S ExpressVote Ballot Marking Devices (inside a soft-sided carrying case) • Voting Booths (disassembled, inside a flat storage box)

The quantities of each piece of equipment to move and deliver will vary by election.

2.6 Damages to Election Equipment: The vendor will be accountable for any damages to the election equipment incurred while performing the services outlined herein.

2.7 Odd Numbered Year Primary Elections: The odd-numbered year (city/school) primary elections (e.g. 2019 Primary Election) are determined by the number of candidates filing for office. Therefore, the size of the election could vary from not having a primary election to a countywide election. In the event that there is no primary election, the successful vendor will be notified that there will be no delivery of election equipment for that election.

4/26/2018 8:13AM 2 \\Chgen81AuditFinancelhansham\Documents\023-18 Deliver Voting Booths. doc

Vendor's Responsibilities 2.8 Vendor must meet the General Information items listed above.

2.9 Vendor must provide appropriate and sufficient vehicles, moving equipment, processes and personnel. For security purposes, all vehicles must be clearly identifiable with the vendor's company name.

2.10 Vendor must provide appropriate and sufficient load securing devices and materials.

2.11 Vendor must provide appropriate and sufficient loading and moving equipment.

2.12 Vendor must have enough staff to complete the project by the deadline.

2.13 Knowledge of Process: Vendor must have an understanding of the election equipment moving & delivery process, which includes experience with loading, packing, securing, moving and inside delivery of site specific items to multiple locations within stringent time frames required by Kansas Election Laws. Without this experience, the vendor must have a clear understanding of the task at hand and be able to demonstrate their capabilities to the satisfaction of Shawnee County Election Office.

2.14 Documentation: Vendor must be able to document that they have previously provided similar services with similar time frames, which are reasonably equivalent to the services required herein.

2.15 Vehicle & Equipment Inspection: The Election Office reserves the right to inspect the proposed delivery vehicles and equipment and/or to request information regarding delivery and moving equipment, security or operations. Vendor must ensure the security of the election equipment and supplies at all times.

2.16 Time Frame: Due to statutory restrictions, it is imperative that election equipment moving & delivery services must be completed in a timely manner. Loading must begin on the Friday before each election, delivery must be completed per the schedule on the day before each election, and the return pickup and delivery from the polling locations to the election office must be completed the day after each election.

Shawnee County's Responsibilities 2.17 Delivery Locations & Route Schedule:

2.17.1 For each election, Shawnee County will provide to the vendor the information necessary to develop a route schedule for each delivery vehicle including a list of all polling places to be used and the quantity of each type of equipment to be delivered thereto.

2.17.2 Shawnee County will coordinate site specific delivery schedules with the appropriate individuals providing access to each of the polling places.

2.18 Accuracy Approval:

2.19

4/26/2018 8:13AM

2.18.1 Shawnee County Election Office will deploy appropriate personnel to help facilitate the accuracy of the deliveries.

2.18.2 If any of the equipment is delivered incorrectly due to an error on the part of the vendor, that equipment will be correctly redelivered at the vendor's expense.

2.18.3 Shawnee County reserves the right to have a Shawnee County Election Official or their designee present to observe any activity associated with this procurement.

Payment: 2.19.1 Shawnee County will authorize payments to be made within 30 days after each election and

with the submission of an invoice by and from the vendor.

2.19.2 The safe delivery and return of election equipment must conform to rigid time frames as outlined herein. If delivery services do not meet the time specifications to the satisfaction of Shawnee County, the remaining purchase may be canceled with no cost to the County.

3 I\Chgen8\AuditFinance\hansham\Documentsl023-18 Deliver Voting Booths. doc

Ill. Proposal Submission Instructions

3.1 Contents of Proposal: The selection of the firm to complete the work will be made from the information provided. Proposals shall include the following elements in the order in which they appear in this document. This is required to enable the County to make an equitable comparison. A firm's failure to present its submittal in this manner may result in less consideration and lower rating scores. Proposals should include the following:

3.1.1 Cover letter (please include RFQ solicitation number and project name)

3.1.2 Title Page and Table of Contents

3.1.3 Project understanding and approach (2 pages maximum). Provide a description of your firm's approach to the project with special attention as to how the firm will meet the security needs and requirements.

3.1.4 Cost Proposal Sheet. Provide a completed and signed Cost Proposal Sheet (attached).

3.1.5 Firm Security Protocols. The Project requires that the Election Equipment Moving & Delivery Services firm report their security policies, procedures and measures to ensure the security of the election equipment, supplies and all items related thereto for the above proposed services.

3.1.6 References. List a minimum of three {3) references for which services have been provided including:

* General description of services provided * Date(s) services were provided * Name, address, and telephone number of contact person

3.1.7 Other Information. Include any other items that your firm wishes the County to consider in evaluating your firm's qualifications.

3.1.8 Attach signed copies of the Equal Employment Opportunity Agreement and Shawnee County Contractual Provisions Attachment.

3.2 Deadline for Submission of Proposals: Vendors to submit five (6) copies of the proposal which shall be received not later than 2:00PM, Central Daylight Savings Time, on May 21, 2018, addressed as follows:

Shawnee County Election Office Attn: Edie Zarger RE: Proposal for Equipment Delivery Services

3420 SW Van Buren Street Topeka, KS 66611

Phone(785)251-5900 [email protected]

3.3 Proposals received prior to the closing date shall be kept secured and sealed until closing. Shawnee County shall not be responsible for the premature opening of a proposal or for the rejection of a proposal that was not received prior to the closing date because it was not properly identified on the outside of the envelope or container. Late proposals will be retained unopened in the file and will not receive consideration.

3.4 Inquiries regarding this RFQ: All inquiries requesting clarification of the Request to be addressed in writing to Shawnee County Election Office (Fax: (785) 251-5999} (email: [email protected]) prior to 2:00PM on May 11, 2018. E-mail is the preferred method. Impromptu questions will be permitted and spontaneous unofficial answers provided, however the firm should clearly understand that the only official answer or position of Shawnee County will be in writing in an email and will be sent to all firms responding to the Request. Failure to properly notify Shawnee County via email or fax of any conflicts or

4/26/2018 8:13AM 4 \\Chgen8\AuditFinance\hansham\Documents\023-18 Deliver Voting Booths.doc

ambiguities in the Request may result in items being resolved in the best interest of Shawnee County. Any modification to this Request as a result of any written answers to written questions, shall be made in writing by addendum and email/mailed to all firms who received the original request from the County. Only written communications are binding.

3.5 Signature of Proposals: Each proposal shall give the complete mailing address of the firm and be signed by an authorized representative by original signature with his or her name and legal title typed below the signature line. Each proposal shall include the firm's Federal Employer's Identification Number.

3.6 Acknowledgment of Addenda: All firms shall acknowledge receipt of any addenda to this Request. Failure to acknowledge receipt of any addenda may render the proposal to be non-responsive. Changes to this Request shall be issued only by the County in writing.

3.7 Withdrawal of Proposals: A proposal may be withdrawn on written request from the firm to the County via email or fax prior to the closing date.

3.8 Proposal Disclosures: At the time of closing, only the names of those who submitted proposals shall be made public information. Interested firms or their representatives may be present at the opening of the proposals at the following location:

Shawnee County Election Office 3420 SW Van Buren Street

Topeka, KS 66611

3.9 Evaluation of Proposals: The Shawnee County Election Office will review the proposals and the firm(s) to be interviewed, if required, will be notified. The Shawnee County Election Office may interview some or all of the firms submitting a proposal. The Shawnee County Election Office shall recommend a preferred firm to the Board of County Commissioners who shall make the ultimate decision. Firms not selected to move forward in the process or be interviewed, will also be notified.

Each firm's proposal will be considered in the best interest of the County as determined by the Shawnee County Election Office. Consideration will focus upon but is not limited to:

• Qualifications. The County will rate each proposal based upon each firm's ability to provide the services as required in this RFQ.

• Experience. The County will rate each proposal based upon each firm's skill and experience in completing projects of a similar size and scope, preferably for a public entity.

• Overall Response. The County will rate each firm's overall response to this Request.

• Costs. The County will rate each firm's costs for providing the work necessary to complete the project.

3.10 Timeline: The following dates are provided for informational purposes only and are subject to change without notice.

Event Date

RFQ Issuance April 30, 2018 Questions from Vendors due on or before 2:00 PM CDT May 11,2018 Proposals submitted on or before 2:00 PM CDT May 21,2018 Review of proposals May 21- 25, 2018 County Commission approval anticipated & contract signed May 31,2018 Preliminary Consulting (security review, technical specs, timelines) June 5, 2018 Election Equipment Moving & Delivery Services As needed for each election

4/26/2018 8:13AM 5 \\Chgen8\AuditFinance\hansham\Documents\023-18 Deliver Voting Booths. doc

IV. Conditions to Proposal Qualifications/Contract Requirements

4.1 By submitting a proposal, each firm agrees to the following conditions:

4/26/2018 8:13AM

4.1.1 The County anticipates entering into a contract with the firm who submits the proposal judged by the County to be most advantageous. Firms understand and agree that that this RFQ does not constitute an offer or a contract with the firm. An official contract or agreement is not binding until proposals are reviewed and accepted by the Shawnee County Election Office and a formal contract is executed by the firm and the Board of County Commissioners.

4.1.2 The County reserves the right to reject all proposals, to abandon the project, or to re-advertise for and solicit other proposals. The County may, in its discretion, waive any informalities and irregularities contained in this RFQ solicitation, a proposal or in the manner of a proposal's submittal and award a contract thereafter. The County further reserves the right to negotiate any and all terms of the proposal.

4.1.3 The firm agrees that their proposal and statement of fees and costs shall be valid for at least ninety (90) calendar days following submission of the proposal to the County.

4.1.4 The firm agrees to the terms and conditions contained in the County's Contractual Provisions Attachment (copy attached hereto).

4.1.5 The firm agrees to provide the County with all information as described in this RFQ. Charges for services will be based on the proposal submitted. The County must specifically approve any deviation from the submitted proposal.

4.1.6 The agreement between the County and the firm will be a non-exclusive, which means the County is not precluded from hiring other Election Equipment Moving & Delivery Service firms should there be a conflict of interest or because of large volume of work or if the County wants a second option for election equipment moving & delivery services. If the situation should arise where additional election equipment moving & delivery services firms are needed, it will not be considered a cancellation of this agreement.

4.1.7 RFQ Solicitation Reference Number: The above-number has been assigned to this Request and MUST be shown on all correspondence or other documents associated with this Request and MUST be referred to in all communications. All communications must be via email to the address below to insure accurate information and complete dissemination to all interested parties. The single point of contact for all inquiries as to the Request for Qualifications process shall be directed to:

Shawnee County Election Office ATTN: Edie Zarger

3420 SW Van Buren Street Topeka, KS 66611

Phone(785)251-5900 [email protected]

No communication is to be had with any other County employee regarding this Request for Qualifications unless otherwise stated. Violations of this provision may result in the rejection of a firm's proposal.

4.1.8 Negotiated Procurement: The County reserves the right to negotiate any part of this RFQ solicitation and any subsequent contract with the selected firm. The firm's proposals are to demonstrate to the County the qualifications of the firm and its ability to provide cost effective election equipment moving & delivery services for the Project. The Shawnee County Election Office will review all proposals and make a recommendation to the Board of County

6 \\Chgen8\AuditFinance\hansham\Documentsi023-18 Deliver Voting Booths. doc

4/26/2018 8:13AM

Commissioners for its final decision.

4.1.9 Interviews and/or Appearances: Any firm may be required to appear before the Shawnee County Election Office and/or Board to explain the firm's understanding and approach to the Project and/or respond to questions concerning the proposal and their qualifications; or, the County may award the proposal without conducting interviews. The County reserves the right to request information from firms as needed. No additional revisions will be made after the specified cut-off time unless requested by the County.

4.1.10 Cost of Preparing Proposal: The cost of developing and submitting the proposal is entirely the responsibility of the firm. This includes costs to determine the nature of the engagement, preparation of the proposal, submitting the proposal, negotiating for the contract and other costs associated with this Request.

4.1.11 Open Records Act: Once submitted, all proposals become the property of Shawnee County. The Kansas Open Records Act requires all information contained in proposals to become open for public review once a contract is signed or all proposals are rejected.

4.1.12 County's Insurance: Shawnee County shall not be required to purchase any insurance against loss or damage to any personal property nor shall Shawnee County establish a "self-insurance" fund to protect against any loss or damage. Subject to the provisions of the Kansas Tort Claims Act, the firm shall bear the risk of any loss or damage to any of its personal property.

4.1.13 Firm's Insurance. Prior to beginning any work on the Project, Firm shall procure, and maintain as required, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the project. The cost of such insurance shall be included in the Firm's proposal.

• Coverages and minimum limits shall be as follows:

o Commercial General Liability: [ISO "occurrence" form or its equivalent] $2,000,000 per occurrence limit and products completed operations limit. Any general aggregate limit should be at least $1 million. Business Auto Coverage: {Owned, hired and non-owned autos) $1,000,000 per occurrence limit.

o Workers Compensation and Employers Liability; Workers compensation limits as required by the statutes of the state of Kansas and employers liability limits of $500,000/$500,000/$500,000. When workers compensation insurance policy is applicable "other states" coverage is required.

o Professional Liability: Minimum limits to be $1,000,000 each claim/annual aggregate.

o Coverage Limits. Coverage limits for General and Auto Liability exposures may be met by a combination of primary and umbrella policy limits.

o Exposure Limits: The above are minimum acceptable coverage limits and do not infer or place a limit on the liability of the Contractor nor has the County assessed the risk that may be applicable to Contractor. Contractor shall assess its own risks and if it deems appropriate and/or prudent maintain higher limits and/or broader coverages. The firm's insurance shall be primary and any insurance or self-insurance maintained by the County shall be excess and not contribute with the coverage maintained by contractor

• Additional Insured. The County shall be listed by ISO endorsement or its equivalent as an additional insured for the Project. Any and all coverage available to the named insured is applicable to the additional insured. The firm's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

7 \\Chgen8\AuditFinance\hansham\Documents\023-18 Deliver Voting Booths. doc

4/26/2018 8:13AM

• Verification of Coverage o A certificate of insurance accompanied by an additional insured ISO form

endorsement (CG 20 10; and CG 2037) or equivalent effecting the coverage required by the County which includes products and completed operations.

o The insurance coverages are to be provided by Kansas authorized insurance companies with a Best's rating of at least A-: VII. Those not admitted must be approved by County.

o Any self-insurance or self-insured retentions must be specified on the certificate of insurance. In addition, the name, address, and telephone number ofthe claims office must be indicated on the certificate or separate attached document. Any and all deductibles or self-insurance in the above describes coverages shall be the responsibility and at the sole risk of the firm. The County may require written guarantees for payment procedures of self-insured losses and related investigations, claims administration and cost of defense.

o The commercial general liability policy shall not contain an endorsement excluding contractual or completed operations liability.

o When any of the foregoing insurance coverages are required to remain in force after final payment, an additional certificate with appropriate endorsements evidencing continuation of such coverage shall be submitted along with the application for final payment.

o Any coverage provided by a Claims-Made form policy must contain a three year tail option, extended reporting period, or must be maintained for three years post contract.

• Cancellation. Each insurance policy required by this clause shall not be suspended, voided, or canceled by either party; except after thirty (30) days' written notice has been given to the County.

• Subcontractors. All coverages for subcontractors shall be subject to all of the requirements stated herein.

4.1.14 Independent Contractor: Both parties, in the performance of this contract, shall be acting in their

individual capacities and not as agents, employees, partners, joint ventures or associates of one

another. The employees or agents of one party shall not be construed to be the employees or

agents of the other party for any purpose whatsoever.

4.1.15 Indemnification: The firm shall agree to indemnify and hold harmless the County, its departments

and divisions, its employees and agents, from any and all claims, liabilities, expenses or lawsuits

caused by the firm's breach of contract or the negligent performance by the firm (or by any

person acting for the agency/firm or for whom the firm is responsible).

4.1.16 Contract Payments: The County will require a payment schedule based on defined and

measurable deliverables which will be negotiated with the successful Proposer. Under no

circumstances will payments be made in advance of work performed. No payment for extra

services shall be made unless services and their costs have been previously authorized in writing

and approved by the County as a written change order.

4.1.17 The firm accepts full responsibility for payment of unemployment insurance, workers

compensation and social security as well as all income tax deductions and any other taxes or

payroll deductions required by law for its employees engaged in work authorized by this

contract.

8 \\Chgen8\AuditFinance\hansham\Documents\023-18 Deliver Voting Booths. doc

4.1.18 Conflict of Interest: The firm shall not knowingly employ, during the period of this contract or any

extensions to it, any professional personnel who are also in the employ of Shawnee County and

who are providing services involving this contract or services similar in nature to the scope of this

contract to Shawnee County. Furthermore, the firm shall not knowingly employ, during the

period of this contract or any extensions to it, any Shawnee County employee who has

participated in the making of this contract until at least one year after his/her termination of

employment with the Shawnee County.

4.1.19 Copies of individual proposals may be obtained under the Kansas Open Records Act by calling {785) 251-5900 to request an estimate of the cost to reproduce the documents and remitting that amount with a written request to the above address, or a firm may make an appointment by calling the above number to view the proposal file. Upon receipt of the funds, the documents will be mailed. Information in proposal flies shall not be released until a contract has been executed

or all proposals have been rejected.

Shawnee County invites your firm to submit a proposal utilizing the items covered in Section 3.1 Contents of

Proposal, which outlines the objectives and submissions required for the proposal.

4/26/2018 8:13AM 9 \\Chgen8\Audi!Finance\hansham\Documentsl023-18 Deliver Voting Booths. doc

Cost Proposal Sheet

1) Known election dates in 2018 & 2019

2018 Primary Election -August 7, 2018 General Election- November 6, 2018

2019 Primary Election- August 6, 2019 General Election -November 5, 2019

2) Proposed Itemized Costs All Lines Must be completed

A. Proposed Cost per location:

Proposed Cost

Provide the proposed cost of delivery & pick up of election equipment to each location $ ___ _

B. Proposed Estimated Total Cost:

Provide the proposed estimated total cost $ __ _

(Four {4) elections times 100 locations times the Proposed Cost per Location)

3) Delivery Vehicles A. Provide the proposed number and size of delivery vehicles No.: ___ _ Size: ___ _

No.: ___ _ Size: ___ _

No.: ___ _ Size: ___ _

B. Provide the proposed total number of delivery vehicles: Total No.: _____ _

4) Estimated Manpower for each election A. Provide the proposed total number of individual workers to be used per election: No.: ___ _

5) Cost Proposal Information • Freight must be included in the cost. Inside delivery required for all locations. Assume no loading docks available.

• Proposed Costs, Delivery Vehicles and Estimated Manpower to be based on meeting the RFQ timeframes.

• · subhlit this page with vour proppsal.

6) Signature required showing that you know and understand the dates and amounts indicated above.

Company _______________________ Date _______ _

Signature _____________ Name & Title ____________ _

4/26/2018 8:13AM 10 1\ChgenB\AuditFinance\hansham\Documents\023-18 Deliver Voting Booths. doc

..

Equal Employment Opportunity Agreement

Shawnee County, Kansas requires that all contracts of Shawnee County and its agencies include specific provisions to ensure equal

employment opportunity and that all firms provide evidence of the adoption of an equal employment opportunity program. To

comply with these requirements, all persons wishing to enter into a contract with the Shawnee County shall complete and sign this

agreement. The firm agrees to:

1. Comply with K.S.A. 44-1030 requiring that:

(A) The firm shall observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person in the performance of work under the present contract because of race, religion, color,. sex, disability unrelated to such person's ability to engage in the particular work, national origin or ancestry;

(B) In all solicitations or advertisements for employees, the firm shall include the phrase, "equal opportunity employer," or a similar phrase to be approved by the County;

(C) If the firm fails to comply with the manner in which the Firm reports to the County in accordance with the provisions of K.S.A. 44-1031, the Firm shall be deemed to have breached the present contract and it may be cancelled, terminated or suspended, in whole or in part, by the contracting agency;

(D) If the firm is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the County which has become final, the firm shall be deemed to have breached the present contract and it may be cancelled, terminated or suspended, in whole or in part, by the contracting agency; and

(E) The firm shall include the provisions of paragraphs (A) through (D) in every subcontract or purchase order so that such provisions will be binding upon such subcontractor or vendor.

2. Guarantee that during the performance of any agreement the firm and its sub-contractors, vendors, and suppliers shall comply with all provisions of the Civil Rights Act of 1866 as amended, Civil Rights Act of 1964 as amended, Equal Employment Opportunity Act of 1972 as amended, Executive Order 11246, Age Discrimination in Employment Act of 1967 as amended, Americans with Disabilities Act of !990 and Rehabilitation Act of 1973 as amended, Equal Pay Act of 1963 and any regulations or amendments thereto.

3. Submit to the County a written affirmative action program, a certificate of compliance or such other certificate as is acceptable to the County which is evidence of the adoption of an affirmative action program.

The firm agrees to maintain a current and accurate plan on file with the County and shall update the plan as needed.

Company Name Company Address

Signature and Title Date

4/26/2018 8:13AM 11 1\ChgenB\AuditFinance\hansharn\Documents\023-18 Deliver Voting Booths. doc

CONTRACTUAL PROVISIONS ATIACHMENT

1. TERMS HEREIN CONTROLLING PROVISIONS It is expressly agreed that the terms of each and every provision in this Attachment shall prevail and control over the terms of any other conflicting provision in any other document relating to and a part of the contract in which this attachment is incorporated.

2. AGREEMENT WITH KANSAS LAW All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.

3. TERMINATION DUE TO LACK OF FUNDING APPROPRIATION If, in the judgment of the Financial Officer, sufficient funds are not appropriated to continue the function performed in this agreement and for the payment of the charges hereunder, Shawnee County may terminate this agreement at the end of its current fiscal year. Shawnee County agrees to give written notice of termination to firm at least thirty (30) days prior to the end of its current fiscal year, and shall give such notice for a greater period prior to the end of such fiscal year as may be provided in this contract, except that such notice shall not be required prior to ninety (90} days before the end of such fiscal year. Firm shall have the right, at the end of such fiscal year, to take possession of any equipment provided Shawnee County under the contract. Shawnee County will pay to the firm all regular contractual payments incurred through the end of such fiscal year, plus contractual charges incidental to the return of any such equipment. Upon termination of the agreement by Shawnee County, title to any such equipment shall revert to firm at the end of Shawnee County's current fiscal year. The termination of the contract pursuant to this paragraph shall not cause any penalty to be charged to the agency or the firm.

4. DISCLAIMER OF LIABILITY Neither Shawnee County nor any departments or divisions thereof shall hold harmless or indemnify any Firm.

5. ANTI-DISCRIMINATION CLAUSE The firm agrees: (a) to comply with all federal, state, and local laws and ordinances prohibiting unlawful and to not unlawfully discriminate against any person because of race, religion, creed, color, age, sex, disability, national origin or ancestry in the admission or access to, or treatment or employment in, its programs or activities; (b) to include in all solicitations or advertisements for employees, the phrase "equal opportunity employer;" and (c) to include those provisions in every subcontract or purchase order so that they are binding upon such subcontractor or vendor. The Firm understands and agrees that the failure to comply with the requirements of this paragraph may constitute a breach of contract, and the contract may be cancelled, terminated or suspended, in whole or in part by Shawnee County.

6. ACCEPTANCE OF CONTRACT This contract shall not be considered accepted, approved or otherwise effective until the legally required approvals and certifications have been given.

7. ARBITRATION, DAMAGES. WARRANTIES Notwithstanding any language to the contrary, no interpretation shall be allowed to find Shawnee County or any department or division thereof has agreed to binding arbitration, or the payment of damages or penalties upon the occurrence of a contingency. Further, Shawnee County shall not agree to pay attorney fees or late payment charges, and no provision will be given effect which attempts to exclude, modify, disclaim or otherwise attempt to limit implied warranties of merchantability and fitness for a particular purpose.

8. REPRESENTATIVE'S AUTHORITY TO CONTRACT By signing this contract, the representative of the firm thereby represents that such person is duly authorized by the firm to execute this contract on behalf of the firm and that the firm agrees to be bound by the provisions thereof.

9. RESPONSIBILITY FOR TAXES Shawnee County shall not be responsible for, nor indemnify any firm for, any federal, state or local taxes which may be imposed or levied upon the subject matter of this contract.

10. INSURANCE Shawnee County shall not be required to purchase any insurance against loss or damage to any personal property to which this contract relates. Subject to the provisions of the Kansas Tort Claims Act (K.S.A. 75-6101 et seq.), the firm shall bear the

4/26/2018 8:13AM 12 \\Chgen8\AuditFinance\hansham\Documents\023-18 Deliver Voting Booths. doc

risk of any loss or damage to any personal property in which the firm holds title.

FIRM: __________________________________________ ___

AUTHORIZED SIGNATURE: -------------------------------

DATE: -----------------

submit with vouroroposal

4/26/2018 8:13AM 13 \\ChgenB\AuditFinance\hansham\Documents\023-18 Deliver Voting Booths. doc