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Y..Republic of the Philippines i

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MEMORANDUMF*f{ ATTY. MA.IOSEFINA E. DELA CRUZClerk of the Commission and Acting Comelec Secretary

MA. MELINDA P. BELUANGBoard Secretary VMARIA KHRISTINA J. ANGELESBoard Secretary IV

Compliance with Law Department Memoranda Nos. 10-1588and 10-1592 both dated April 10,2070 re: Resolution No.8795(supply and delivery of 1,815,000 pieces ballot secrecy folder)April 13,2010

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m.4'{'nX--- ------ XRespectfully forwarding compliance report of the undersigned anent Law

Department Memoranda Nos. 10-1588 and 10-1592 both dated April 10, 2010 andreceived by the Office of the Comelec Secretary on April 12, 2070 at 4:00 p.m. and April73,2010 at 10:45 a.m., respectively, re: Comelec Resolution No. 8795 promulgated March15,201"0, entitled: "In the matter of BAC Resolution No. 85-2010, Re: Recommenclation ofthe Bids and Awards Committee to award the contract for the supply and delivery of1,815,000 pcs. of ballot secrecy folder for the May 10, 2010 National and Local Elections."

At the outset, may we state that the Office of the Comelec Secretary has alwaysadhered to the principle of check and balance, hence, no one transaction begins and endswith one and the same person. The preparation of the resolution of the Commissioninvolving administrative matters discussed during the en banc meeting is one of thesetransactions.

As a backgtoundet, may we outline the following procedures in the preparationof a resolution:

1. Receiving the memorandum/letter/endors" .y of a matter for the actionof the Commission en banc as enrlorsed by thJ'Executive Director and/or theOffice of the Chairman.

Said document is shown to the Acting Comelec Secretaly who willdetermine if said matter is for agencla andf or immediate preparation ofresolution. A reference number is assigned to each ( ocument received for

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Page 2 of 6 Compliance with Law Department Memoranda Nos. 10-1588 and 10-1592

2. Calendar item in the next scheduled en banc meetingThe agenda folders are prepared/distributed to the members of the

Commission En Banc. In case of urgent matters involving the preparation for'a/the elections and with the instruction from the Executive Director and/or themembers of the Commission en banc, andf or when the pertinent documentshave already been signed by members of the Commission, the dlaftresolution is immediately prepared.

3. Draft ResolutionThe item received in No. 2 above is immediately assigned to a staff for

drafting/encoding.

-t. Review Resolution4.1. First draft submitted by encoder to the Board Secretary IV (BS IV

for brevity);4.2. BS IV reviews/corrects draft resolution in 4.1 above and submits

to the Board Secretary V (BS V for brevity);4.3. BS V reviews/collects draft resolution submitted by BS IV in 4.2

above, and submits to Acting Comelec Secretary (ActingCOMSEC for brevity) for final review;

4.4. Acting COMSEC makes final review. If okay, resolution shall berouted for approval andf or signature by members of theCommission.

5. Routing of ResolutionResolutions are routed for approval andf or signature of the members of

the Commission en banc. Hence, resolutions are transferred from one officeto the next. A dgbook is maintainecl for this purpose. If in the course ofreview by the staff-in-charge of the office of the member of the Commissionthere are errors in the resolution, the draft is returned to the Office of theCOMSEC for correction. After the corrections are made, the draft is againshown to the Acting COMSEC and routing of resolution continues.

There are instances where important and urgent resolutions are routedfor approval andf or signature by the members of the Commission during theen banc meeting.

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Page3of 6Cdmpliancewith Law Department Memoranda Nos. 1O-15BBand 10-1592

6. Numbering of ResolutionOnce the lesolution (Formal) is fully signed by the members of the

Commission, the same is entered by the BS V, or in her absence by the BS IV,in the logbook for the purpose and assigned a resolution number. The BS V,or in her absence the BS IV, indicates the number on the resolution, signs thesame, and initials the bottom of each page of the resolution. The ActingCOMSEC signs the date of promulgation.

7. Releasing of ResolutionThe person-in-charge photocopies the original resolution and releases

the same to the offices/departments/comrnittees concerned. There is alogbook maintained for this purpose.

NOW, with respect to the particular resolution in question, Comelec ResolutionNo. 8795, the following are the antecedent facts:

L. RECEIVINGBAC Memorandum (Annex "A") dated March 8,2070 signed by BAC Chairman

Atty. Ma. Leah Alarkon with attached BAC Resolution No. 85-2010 (Annex "8") wasreceived by the Office of the Comelec Secretary on March 9,2010,7:00 P.M. by Mr. ArnelP. Paulo.

BAC Resolution No. 85-2010 is signed by BAC's Chair, Vice-Chair and Member[two (2) members on O.B.]. Chairman Jose A.R. Melo, Comrnissioners Rene V.Sarmiento, Lucenito N. Tagle, Elias R. Yusoph and Gregorio Y. Larcazabal signed thebottom portion of BAC Resolution No. 85-2010, as follows:

Chairman MeloComm. SarmientoComm. TagleComm. YusophComm. Larrazabal

The BAC Memorandum and itsassigned Reference No. 433-10 on MarchRobles.

OK 3/B/10 sgd.3/e/1.0 sgd.

oK 3/8/10 sgd.oK 3/8/10 sgd.oK 3/B/10 sgd.attachment BAC Resolution 85-2010 was9, 201,0 by staff-in-charge, Ms. Virginia L.

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Page 4 of 6 Compliance with Law Department Memoranda Nos. 1G1588 and 1G1592

2. DRAFTING/ENCODINGReference No. 433-10 - BAC Memorandum dated March B, 2010 and BAC

Resolution No. 85-2010 was assigned for drafting/encoding to COMSEC staff, Mr.Jeofrey B. Pareja (Annex "C" arrd"C-1") on March 9,2010.

3. REVIEW OF RESOLUTION1,. Draft (Annex "D") submitted by encoder Mr. Pareja to BS IV, Ms. Maria

Khristina ]. Angeles.- See corrections as indicated bv BS IV.

2. After corrections were made by encoder, the draft was reviewed by BS IV(Annex "D-L - routing slip", initial of Ms. Angeles) and BS V, Ma.Melinda P. Beluang (Annex "D-2" - logbook of Ms. Beluang)

,/,/- Pl""r" note that the entire text of BAC Resolution No. 85-20L0was quoted in toto. The unit price was only in f.gures - P380.00. SaidBAC Resolution does not indicate the same amount in words. No totalcontract price (in words and figures) was also indicated therein.

In preparing the dispositive portion of Comelec Resolution No.8795 which states (Annex "G"),

"The Commission RESOLWD, as it hereby RESOLWS, toapproae the foregoing recornrnendation "f the Bids and AzuardsCommittee as embodied in BAC Resohrtion No. 85-2010 to award thecontract for the supply and deliaery of one milliorr eight hunilred fifteenthousand Q,815,000) pieces of ballot segecy folder for use in the May 10,2010 National and Local Elections to OTC PAPER SUPPLY.'(Underlining ours)

no unit cost of the folder nor total cost was indicated.

BAC Resolution No. 85-2010 itself does not provide the totalunit cost in words nor does it provide the total cost, in words andfigures. The words "as embodied in BAC Resolution No. 85-20L0" inthe dispositive portion of Comelec Resolution No. 8795 is suprposed toinclude what is in BAC Resolution No. 85-201,0 as quoted. r'r

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3. After review of the draft resolution by the BS V, the same was forwardedto the Acting COMSEC for final review.

The BS V placed a check (/) mark in the right portion of therouting slip and the Acting COMSEC, likewise, placed a check (",) markto indicate that the resolution has been reviewed. (Annex "D-9")

4. ROUTING OF RESOLUTION/ Thereafter, draft resolution with Reference No. 433-10 was

signature by the membels of the Commission. The staff-in-charge,Alesta, routed the same (Annex "E"), to w7t:

routed for theMr. Adriano B-

Commissioner Date resolution (signed)returned to COMSEC

Comm. E.R. Yusoph March 11,2010 March 77,2070Comm. L.N. Tagle March 17,2010 March 11,2010Comm. G.Y.Larrazabal March 72,2010 March 15,2070Comm. R.V. Sarmiento Signed at En Banc meeting on March 15,2010Chair J A.R. Melo Signed at En Banc meeting on March 15,2010

On Official BusinessComm. N.T. FerrerComm. A.C. Velasco

/ Ologbook is maintained for this purpose./ O" earlier stated on page 2, No. 5 (Routing of Resolulion), if in the course of

routing the resolution, there are errors identified or corrections to be made, theresolution is returned to COMSEC for appropriate action. The subject resolution wassigned by the members of the Commission and no mention of any error committed norcorrection to be made was relayed to COMSEC. /

5. NUMBERING OF RESOLUTION

After the formal resolution was fully signed by the memb :rs of the Commissionwho were present, [two (2) were on O.8., Comm. Ferrer and Conrm. Velasco], the samewas entered in the logbook maintained for the purpose by ti,e BS V and assignedResolution No. 8795 (Annex "F").

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The Resolution No. 8795 was signed by Ma. Melinda P. Beluang, BS V while thedate of promulgatiory March 15, 201,0 was signed by Atty. Ma. Josefina E. dela Cruz,Acting COMSEC. (Annex "G") \

6. RELEASE QF RESOTUTION

After promulgation of Resolution 8795, original Resolution was photocopied bystaff-in-charge, Messrs. Joselito C. Vistan and Francsis P. Palacio, and released to thec oncerne d off ices / departments/ comrnittees (Annex " H" ) .

We hope that the foregoing matters substantially answered the queries anentpleparation of Comelec Resoludon No. 8795.

Thank you.

u**--^{e{4. MgrrN[]A P" h#'r u,qtodr;Board Secretary V4ltsho&AK{A e$TltN A {" A ru {;F,.f .h.SBoard Secre+ary IV

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" REPUSIIC OF THFCOMMTSSTON ONInLramurog,PHILTPPINESEI,ECTIONSManila rrAnnex A

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f&t ('It':lil,n-* f ?,,,1',T'fIE IIONOITAI}LE COI\,IIUTSSION EN BANCAT'TY. JOStr NI. 'I OLIIN I'INO JR.lirecutir e l)ileclol'A'I"T}'. NIA. .IOSEFIN,,\ E. DELA CRUZActing Cotttelec Sect'eta11''I'r'ausrrrittal - Recottuttettclatiott of Alvarcls on the supply arrd deliveryol 1,815,000 pcs. of llallot Secrecy Folder for the May 10' 2010Nationrl and l-ocal Elections (llAC-M-Ref. #2009-023)

,/ B NIarch 2010-03-07l)lease rerce ive tlre BAC's lloarcl Resolution No. B5-2010, providing for the recorntnendation toau'arcl llre corrtracts ott tlte srrpply attcl clelivet'i, oltlre above-stated.

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n PPROVED and SIGNED by the undersfiqn*-O t\arrran, Vice-Chairman andils lvlenrbers. ttris 5il'rJay of March 2o1.o, in the cit)-o\a'irqq, p1-ritippines.,,1f1" .n r*w**faxryfut o'',i*Nt$}-ir*f ,'' (cbiirnrTh) (vice-O" h. ]tr 0MARIA NoRrNa rnru,G/hRo-cAsrNGAL r ,l MARTTNlndrrrrrer ) /r{hh (Me

OFCOMMISSION ON ELECTIONSIrrtraRnuros, Manila, philippines lOO2 Anncx'o-(OFFICE OF THE BIDS AND AWARDS COMMITTEE)

-EACBESA@ ,(supply arrcl Delivery of 1",815/ooo Pieces of Ballot Secrecy Folder for the*lIl3:Y:jT:"ll::i:1:"j:il:Ty:_(!Ac-M-REr*zo6g-023):==========-Wl{FREAS, on 17 February 20J.0, the Flonorable Commission En Banc issuedCotrelec Minute Resolution No. 10-0251. approving the design presented byExecutive Director Jose M. Tolentino, Jr. for the procurement of the Ballot SecrecyFolder 1'or the May 10, 2010 National and Local Elections;WHEREAS, on 27 February 2010, OTC PAPER SUPpLy submitted to theBids and Awat'ds Comt'nittee (BAC) its proposal to supply the above-subject;rrocuremettt witlr attachtnent of its improved.File Folder whose technicalsltecificatiolrs are very much in unison with the design approved by the HonorableCot}lnrission Etr Banc as well as its attachment of the certification issued by thelltl-ellectual Property Office certifying that it had a pending patent application on theal'oresaicl Improved File Folder;Wl-IEREAS/ Section 48.1 in relation to Section 53.2 of the Revisedltrtplemerlting Rules and Regulations o1'Republic Act No. gIB4, provides that inernergency cases, where immediate action is necessary to restore vital publicselvices, l.he procurirrg entity may resort to alternative methods of procurement;l/VIIEREAS, Section 50 of the Revised Implementing Rules and Regulationsr:l'Republic Act No. 9184 provides that alternative mode of direct contracting isapplical-rle in case of procurernent irrvolving goods of proprietary nature which canLre obtairrecl only ft-onr a proprietary source, i.e., when patents, trade secrets, andcopyrigltts prolribit others frorn manufacturing the same item, and when theprocurenrerrt of critical plarrt componerrts from a specific supplier is a conditionPtecedertI t.o trold a contractor to guarantee its project performance, in accordancewiflr the pr-ovisions of its contract;WIIERHAS, after a carelul evaluatiotr of the proposal and the accompanyingeliqibility rJocuments, as well as its application for copyright, the BAC finds thatcrttly O'IC PAPER SUPPLY can supply and deliver the necessary ballot secrecyI'olrJer-f'ot tlre llay 1A,2O10 National and Local Elections by virtue of its claim ofcopyrigltt over tlre desiqrr o1' tlre ballot secrecy folder;Wl{ERHFORE, in view o1'tlre foregoing, the BAC hereby recommends to thellottot'able Cr:mtnission En Banc to award the contract for the Supply and Delivery,rl't.lte 1,815,000 pieces of Ballot Secrecy Folders for the May i0, 2010 l'rjaiionai and[-ocal Elections at tlre rate of P380.00 per piece to oTC pApER SUppLy;

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P.r.i'qrettce No.:* " ff ff ii:#, I,:,1'*ffi?;:,, /f; n v-.''l /-' b!

LB Page No.:

Date & TimeReturned

OFF'ICE OF T"IIE COMELEC SECRETIntrarnuros, ManilaROUTING SLIP ffi

,WffiH&14{qi|IBJMCf MATTBR:Reconrrnendation of AwardsRallot Secrer:y Folder for theI?.ef, #2009-023)

and Delivery ofNational and Local:li ;ri ' I i1,815,000 pcs,OfElections (BAC-M-on the SupplyMay 10, 2010

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[excrnnr FRoM THE MTNUTEs oF THE REGU1 , r f'h{ {f" MEETING OF THE COMMISSION ON\iit oi nf,t-o oNdrad{uARy16t r ' *.i nELU UNgffiI[IAnrTpflUCIl' l',f 't" Present: ,r'u 1., Chairman Lgse{.R. tVeto^ l" Commissioner ;Rene V. Sarmiento,l ., r ,u' ' commissionlr // ttilil'.;i. Ferreri\l' : n I .. Commissiopef' Lucenito N. Tagle1 { . Commissiopef Lucenito N. Tagler " g,i f i .o Commissi0ner Arnrando C. Velascoiiu ,f), Conlmissioner EliasR.Yusophl" - l,-L. ,\'/ perdmissioner Gregorio Y. Larrazabalt- - xxx"/ xxx

, f t o\ d;Ql'r'a r *1 -,,rfsupplyr'bi 1,b15,000 Bieces of ballot secr@y folder iLbe4n r,n4A Nlafia^^l nnrl I ^^^l El^^+i^^^ ln'

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use/ in the May10,2A10 National and Local Elections.

BAC Resolution No. 85-2010 reads:"WHEREAS, on 17 February 2010, the Honorable Commission EnBanc lssued Comelec Minute Resolution No. 10-0251 approving thedesign presented by Executive Director Jose M. Tolentino, Jr. for theprocurement of the Ballot secrecy Folder for the May 10, 2010 Nationaland Local Elections;WHEREAS, on 27 February 201A, OTC PAPER SUppLysubmitted to the Bids and Awards Committee (BAC) ifs proposalto supplythe above-subiect procurement with attachment of its lmproved File Fotder, whose technical specifications are very rnuch in unison with the designapproved by the Honorable Comrnisslo n En Banc as well as ifs affac hmentof the certification lssued by the lntellectual Property Office certifying that ithad a pending patent application "i l!:F{7r"said tmproved Fite Fotder;WHEREAS, Secfion 4L.1ln ,!"t"tion to Section 53.2 of the Revisedlmplementing Ru/es and Regulations of Republic Act No. g184, providesthat in emergency cases, where immediate action is necessa ry to restorevital public servlces, the procuring entity may resori to alternative methodsof procurement;WHEREAS, Secflon 50 of lhe Revised lmplementing Rules andRegulations of Republic Act No.9184 provides that alternative mode ofdirect contracting is applicable in case of procurement involving goods ofproprietary nature which can be obtained only from a proprietary sot)rce,i.e., when patents, trade secrets, and copyrights prohibit others frommanufacturing the same item, and when the procurement of critical ptantcomponents from a specific supplier is a condition precedent to hold acontractor to guarantee its project performance, in accordance with theprovlsions of its contract;

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XXX. IN THE MATTER OF BAC RESOLUTION NO. 85.201AND DELIVERY OF 1,815,000 PCS. OF BALLOT SECR FOLDERFOR THE MAY 10, 2O1O NATIONAL AND LOCAL ELE

I I b"'t'vThis pertains to the Memorandum dated March B, 2010 of fularia Lea R.Atarkon, chairman, Bids and Awards committee, 6+tf#{#-{t" BAC)n No.. 85-2010.r t ,1. d-Q( t'r , u.t re: recomrnendation to award.the contr ^rtffi V"esolution

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t*WHEREAS, after a careful evaluation of the proposal and theaccampanying eligibility documents, as well as its apptication for copyright,the BAC finds that onty orc pApER suppLy can suppty and deiiieitnenecessary ballot secrecy folder for the May 10, 2010 National and LocalElections by viftue of its claim of copyright over the design of the ballotsecrecy folder;WHEREFORE, in view of the foregoing, the BAC herebyrecommends to the Honorable Commission En Banc to award the contraitfor the supply and Delivery of thd 1,91s,000 pieces of Bailot secrecyFolders for the May 10, 2010 Nationar and Local Elections at the rate of

I rtu"|i'- rES, to approve theforegoing recommendation of the Bids and Awards Committee as embodied in

P380.00 per piece " ?"EroPER suppLyy)";xxx'" { '[*td rThe Conrrnission *Ot- D, as it hereby O6@

BAC Resotution No. BS-2010 to award the contqc,j:: ,,["*ptL?2!,of,fr,815,ooo)pieces of balot secretary fotde4o dji{pnFER siJFpiV.I'Pn, t"lf{''rn d# f,"-s,-, ft6-,. ffn.,n-"tLet the Bids and Awards c.ommittee implement this Resolution.

deliverv7o to Pt7,ftn'J^ *,t{2,/.( c /.,,-,

SO ORDERFD.

RENE V. SARMIENTOCommissioner

LUCENITO N. TAGLECommissioner

ELIAS R. YUSOPHCommissionerCc: ChairmanAll Commissioners

Executive DirectorDeputy Executive Director for OperationsBids and Awards Committeelnternal Audit OfficeCOA Resident Auditor

JOSE A.R. MELOChairman

NICODEMO T. FERRERCommissioner

ARMANDO C. VELASCOCommissioner

GREGORIO Y. LARRMABALCommissioner

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Republic of the philippinesCOMMISSION ON HLECI-IONS htna:n lVlanila _,....."\\EN BANC .oN\lN ]-tlE MATI-ER oF BAc RESOLUTI0N chairman Jose A.R. Mero \ryg BS-2010, RH: RECOMMENDATION cornmissioner Rene V. sarmiento tl'OF Tl"lE B'DS AND nWnnnS Comrnissioner Nicodem;}. ;;,.ri \COMMIT"IFH T'O AWARD :fUi Commissionerlucenito N. Tagte \""coNI RAcr FoR rr-rE suppt-v ^ry? 3:ilil::[;:ifi:J['?3;J0",]"'"" R,[ttllfil*,K*]-;3'l$g- ?B* tng 6""''i*''"nerGregorio v-iu"u'ub"r \AY 10, 2O1O NAI"I(}NAL AND LOCAL .$ \\\l'Hf;"rloNs Promulqated: Lrareh 15,?o1o .J \ronrulgats6. .I{[areh UrqgO d"H\--------x / \RESOLL,TICIN I{O. '1rT?5 ,J+..tr

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i,liYl'-l llis pertains to the lVlerrroranclum dated March 8,2010 0f Director Marial"ea R' Ararhon, chairman, Bids arrcJ Awards comrnittee, submitting BACResoh-rtiorr Ncl' 85-2010, le. recornnrendation to award the contract for thesltllply artcl delivery of 1,815,000 pieces of ballot secrecy folder for use in thelVlay 10, 2010 National and l_ocal Elections.BAC f?esolutiorr No. Bb_2010 reads:

"WITEREAS, orrrr February 2010, the Honarabre comm,ssioii Fnatrc issued conrcrec Minute Resorution No. 10_02s1 approving the/esigrr presented by Execrftive Director Jos;i M. Torentino, Jr. for therocurentent of tlte Ballot secrecy Folder for the May 10, 2bio Nationatand Local Elections;WHEREAS, ON 27 FC,TUATY 2010, OTC PAPER SIJPPLYsubmitted ta the Bids and Awards..,co**i1tr"'1aAp its pipis-atlo-supptythe above-subiect procurement witlt attachmeif of ifs lmproved Fite Falder/iose {echnical specificatio/ls a/e very rnuclt in unison with the designapproved by the Honorable conr,nrssio i en a"r,, as wellas ifs attachntentof tlrc ceftificalion rssued by the tnlelt.ecttil piprttv office certifying that ittad a pending patent applicatiort on the aforesaid lmprov,ed File Folder;WHEREAS, Seclion 48.1 irt relation fo Secfion 53.2 of the RevisedIrrtssrementing Rures and Regurations oi-A;irbi; Ad No. 9184, providestltat itt etnergenc)/ cases, wltere immediate'actiinis necessa ry to restorevital pultlic sei.vice.s, the procurirtg entity i"i ,iti,t to alternative methodsof 1srocwentent;WHEREAS, sec/ion s0 of rhe Revise d rmprementing Rute.s andegulatiorrs of Rept btic Act No. 9184 providets' that alternative ntode ofirect cntracting is appricabre in t1ase or priiuri^ent invorving goods ofroprietary narure which can be abtained'o,ity- r-n, a proprietary source,i.e., wrrcrt patents, rrade secrets, una ,oiirigits proninit others frontntanufat;tuting urc sarne itent, and .uyrrcn h;'p;)curement of criticar prantcotttponents fr"om a specific susttrtlier is a coniitian precedrntii t|in i,

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contractor to .guarantee l/s project performance, in accordance with therovisions f its cctntract;W|{EREAS, after a carefur evaruation of the proposar and theaccotl'lpanying etigibility docun.renfs, as wellas ifs appticatioin for cotpyright,the BAC fin.rrs that onry or$ FA?ER suppLi can suppry and deriver the/)ecessaty ballot sec/ecJl folder fo_r the May 10, 2010 National and LocatElectiorts by vitlue of ffs claint of copyrigit ouL, the design of the bailotsecrecy folder;*HERE''RE, in view of jhe foregoing, the BAC herebyrecotttmerlcls fo the Honorahle Commissrbn En -Banc to award the contractfor tlrc suppry and Derivery of ,fi"t.e 1,.B1s,ooipi"r"s of Bartoi iurrr"y[:olders for the May la, 2010 National and Local Elections at the rate ofP3B0.A0 per piece to eTC pApER SUppLy;XXX. ''

Tlre c*nrrrrission RESOLVHD, as it hereby RESOLVES, to approve theforegoirtg recotllrneltcjation clf the Bids and Awards committee as embodied irrBAC Resolution No. 85-2010 to award the contract for the supply and deliveryof otle rnillion eight ltundrecl fifteerr thousand (1,81b,000) pieces of ballotsecrecy folder for use irr the tVlay 10, 2010 National and Local Elections toO-TC PAPER SLJPPLY

Page 2

Let tlre Bids ancl Awarcls Comrnittee irnplement this Resolution.$O ORDFRHN.

0n 0ffiaia] BusinessNICODEMO T. FERRERCommissioner

LIJCENI"TCornmissi

Clr:irnranA,ll ComnrissionersExecutive DirectorDeputy Executive Director for OperationsBids and Awards ComnritteeFroject Manaoernetrt Officelnternal Audit OfficeCOA Resident AuditorI,rl

CIn #ff{ofnl 3rr,.s ine ssVE comtsoY.Cornrnissioner GREGO omrTlts

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