HomeMy WebLinkAboutROV Vote Center (2)County of Santa Clara
Registrar of Voters
1555 Berger Drive, Bldg. 2
San ,lose, CA 95112
Mailing Address, PO Box 611360, San Jose, CA 95161-1360
(408) 299 -VOTE (8683) (866) 430 -VOTE (8683) FAX: (408) 998-7314
www.sccvote.org
Vote Center Facility Use Agreement
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VOTER'S CHOICE
Registrar of Voters
Santa Clara Coun-ty
March 3, 2020 Presidential Primary November 3, 2020 Presidential General
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This agreement allows The County of Santa Clara, through its Registrar of Voters ("Registrar of Voters"), to access and
use of the above named Facility subject to the following terms and conditions:
1. Facility Use and Hours. Facility Owner agrees that the Registrar of Voters shall * be allowed to use the Facility and the
Facility will be open to voters for the days before and including Election Day as set. forth on Addendum A. Facility
Owner acknowledges and agrees that the dates and times on Addendum A will be printed in publications by the Santa
Clara County Registrar of Voters. Facility Owner agrees that there shall be no cancellations or room changes outside of
an event of a natural disaster or unforeseen structural damage to the Facility. The Registrar of Voters shall be
responsible for staffing all vote -related activities and is responsible for the security of the ballots and vote -casting
activities.
2. Facility Requirements. Facility Owner agrees to the specifications regarding the Facility use set forth on Addendum B.
Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
Page 1 of 7
3. Facility Use Payment. The Registrar of Voters shall pay Facility Owner for use of the Facility in accordance with the
below:
Al Facility agrees to waive the payment,
Facility Owner initial here C - �, r .
El $ for the use of the Facility as set forth in this agreement.
❑ $ 0 any additional amounts for Facility Owner's standard fees or deposits. List amounts and
reason for additional amounts: March 3, 2020 Presidential Primary 14 days/
November 3, 2020 Presidential General 14 days
4. Registrar of Voters Insurance and Indemnity.
The County of Santa Clara ("County") shall indemnify, defend, and hold harmless the Facility Owner, its officers, agents,
and employees (collectively "owner") from and against any judgment, loss, damage, liability, cost, charge, or expense
(including reasonable attorney's fees) arising out of the designation and utilization of the Facility as a polling place or
election site, except to the extent such claims arise through the negligent act(s) or omission(s) or willful misconduct of the
owner. The foregoing indemnity obligation shall not be limited by the types and amounts of insurance or self-insurance
maintained by County or owner. Please see Addendum C for the Santa Clara County certificate of Self -Insurance.
5. General Conditions:
No alteration or variation of the terms of this agreement shall be valid unless made in writing and signed by the parties;
no oral understanding or agreement not incorporated herein shall be binding on either of the parties; and no
exceptions, alternatives, substitutes or revisions are valid or binding on the County unless authorized by the County in
writing. Nothing in this agreement shall be construed to create any duty to, any standard of care with reference to, or
any liability or obligation, contractual or otherwise, to any third party. At any time and without reason, The Santa Clara
County Registrar of Voters' may revoke this agreement and not use the above named facility.
The undersigned have executed this agreement as of the dates set forth below.
PRINTED NAME AND TITLE'
OF AUTHORIZED AGENT of FACILITY OWNER
COUNTY OF SANTA CLARA,
a political subdivision of theState of California
By: _
Name:
Title:
Date:
TURE OF AUTHORIZED AGENT
APPROVED AS TO FORM AND LEGALITY:
By:
Name:
Title: Deputy County Counsel
:For:
O %: 4
Smita- Shah (408) 282-3199
IA V Vota Cents r Clint :t:: Contact t Infwmation ..
DATE
Page 2 of 7
Addendum A
Vote Center Facility Use Agreement
Vote Center Hours
The tables below indicate what hours the Facility will be open to the public as a Vote Center as well as hours for which
the Facility is reserved for Vote Center staff to have access. California Election code requires Vote Centers to be open a
minimum. of 8 hours per day for three (3) 'or ten (10) consecutive days prior to Election Day and on Election Day from
7a. m. to 8p.m,, inclusive. Vote.Ce.nter staff need access a minimum of an hour before and.after voting hours, and on
Election Day will need access for a minimum of two hours after voting concludes.
Important: Please ensure the accuracy of the information as these dates and hours will be published and made public by
the Santa Clara County Registrar of Voters'.
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8:00 •.m. 5:00
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9:00 I.m. 5:00
8:00 I 6:00
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11/ 5:00 p.m.
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2/24/20-'
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8:00 a 6:00
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9:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
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2/26/20
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8:00
Thursday
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8:00 a.m. - 6:00 p.m.
Friday
9:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
Saturday
9:00 I.m. 5:00
8:00 1 6:00
Sunday
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Page of
Thursday
10!22�2o
------------
Equipment, Delivery
8:00 a.m. - 5:00 p.m.
Friday
10/23/20
Vote Centergt Up
8-00 a.m. - 5:00 p.m.
Saturday
10/24/2Q
9:00 8.011: - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
Sunday
10/25/20_
x:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
Monday
10/26/20
g;00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
Tuesday
10/27/20
g:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:Q0 p.m..
Wednesday
10/2$/20
g;00 a.m. - 5:00 p.m,
8:00 a.m. - 6:00 p.m.
Thursday
10/29/20
9:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
Friday
10/30/20
g:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 P.M.
Saturday
10/31/20
g:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
Sunday
1/1/20;
9:00 a.m. - 5:00 p.m.
8:00'-a.m-.,�--,6:00-P,.m.
Monday
11/2/20.;9:00
a.m. -5:00 p.m.
8:00 a.m. - 6:00 p.m.
Tuesday
11/3/20
7:00 a.m. — 8:00 p.m.
6:00 a.m. -10A0 p.m.
Wednesday
11/4/20
Equipment Pick Up
8:00 a.m. - 5:00 p.m.
Page 4of 7
Addendum B
Vote Center Facility Use Agreement
Checklist of Needs and Equipment
Facility Requirements. Please check each box acknowledging you are able to allow or provide:
[�] Facility access for Vote Center Staff one hour before and one hour after voting hours. On Election Day, Vote Center
Staff will have access for one hour before voting hours and two hours after voting concludes.
01 Accessibility survey conducted by Santa Clara County Election Officials; additional visits to facility may be required
to test equipment or obtain additional information for vote center layout.
Fol Acceptance and secured storage of voting equipment delivered up to 2 day(s) prior to the opening of the Vote
Center, for duration that the Vote Center is open, and up to 1 day(s) following Election Day.
Q Reserved room for Vote Center will be cleared of any unused tables, chairs, and equipment prior to Vote Center
equipment delivery.
R Functioning grounded electrical outlets in designated voting area.
RM Designated Building/Room for voting is free of any activities during the 14 days.
RE Restroom access for Vote Center Staff.
R Gender -neutral restroom available? ❑ Disability accessible restroom available?
Sufficient inside/outside lighting.
RM Air Conditioning/Heating available each day in the voting area.
RM Free parking for voters and Vote Center Staff.
RE No plans to remodel facility or changes to path of travel or parking area.' 'Tve re
kw CR &%QA0t tAat-
occuesI
f
Optional items you can provide. Check any of the following:
�❑ (4) 8 ft. tables or ❑ (6) 6 ft. tables
[❑ 15 Chairs
�1 *'Key access for Vote Center Staff
❑ *Badge access for Vote Center Staff
*Alarm code access for Vote Center Staff
❑ *Parking passes for free Vote Center Staff Parking
*The assigned Vote Center Lead will contact the facility up to 2 weeks prior to the opening of the Vote Center and
arrange a time to pick up these items.
Page 5 of 7
Schedule for Equipment Delivery and Pick -Up
A deployment schedule for Vote Center equipment delivery and pick-up will be created based on the information you
provide below. You will receive an email 2-3 weeks before the Vote Center opens to dpadovan@losaltoshills.ca.gov [ insert
email address for receipt of Deployment Schedule] confirming the details of equipment coming to your facility.
Please provide the name, phone number, and email information for the person, if different than the Primary Contact on
page 1, who will be accepting delivery of the Vote Center equipment.
Name: Phone: Email:
If you would like others in your organization copied with the Vote Center Equipment Confirmation email, please list their
email addresses here:
Delivery of Equipment:
February 20, 2020 to February 21, 2020
Equipment delivery and setup of Vote Center will be scheduled on and
October 22, 2020 to October 23, 2020 8:00 a.m.p.m.between and�'p.
Other Arrangements7i � OI " len I 0 )W A6 1, P � � �'� � M � YJL S
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FEW Equipment can be set uat this time. There are no other events occurring in this room.
Pick-up of Equipment:
Equipment pick-up at the Vote Center will be scheduled on March 4, 2020
November 4, 2020 between 800 a.m. and 5:00 p.m.
and
Other Arrangements:
Equipment can remain set up in the room on Election Day until pick-up occurs.
[-1 Equipment cannot be left out on Election Night. All equipment must be packed up and stored until Election Staff
arrive to remove it. The equipment will be securely stored in this location (name of room/building) until Vote Center
staff arrive to pick it up:
Page 6 of 7
Addendum C
Vote Center. Facility Use Agreement
Certificate of Insurance Coverage
County of Santa Clara
fXf1cx,-,,, c'.)N-he county,
<,',):fflce of Risk Pvlanagomeni
L'ablIfty-&Toperty v,,.,, o r)
231 U North First .Sfrec,,J, SUIte 20
San Jose, Califorrila 953,13 J
Tel, *N(.)-, (408) 441--4340 Fax.(408) 44. 1 -4,341
:.. .. _...
Ins. Cert. No. FY20-082
CERTIFICATE OF COVERAGE -
ISSUED BY
COUNTY OF %A.NT*A CLARA
This is to Certify to: All Vote Genters, Training giteS,,:Outreach and Pr en timSltes
HF,td
FY20-082AIlPolling,Election20l9.20,,.ROV
Board of Supervisors: Mike Wassermans Cindy Chavez, nava C ortemse, Susan .1illenbergS, Josoph:Sirnflfan
County Execullve,-.' i-offroy V. Smith a
Page 7 of 7