HomeMy WebLinkAboutCounty of Santa Clara ROVCounty of Santa Clara
Registrar of Voters
lass Burger Drive, 1309,
SWAM, CA 9511'.'.
W --Wing Address: PO 13ox 611360, sal).lose, CA 95161.13610 VOTER'S CHOICE
(40B)290-VOTE48683) (Mi)430-VOTE W-183) FAX—(408)W8-7314 Registrar of Voters
WWWSCcvoleorg Santa Clara County
Vote Center Facility Use Agreement
Election Name
March 3, 2020 Presidential Primary November 3, 2020 Presidential General
Facility Name
Town of Los Altos Hills
Facility owner Name
Town of Los Altos HMIs
Building/Room Reserved
Council Chambers
Physical Address
26379 Fremont Rd. City/Zip
Los Altos Hills, CA 94022
Mailing Address
26379 Fremont Rd. City/Zip
Los Altos Hills, CA 94022
Primary Contact Name
Deborah Padovan - MMC City Clerk Phone #
(650)947.2513/(707)479.4040 Cell
Email Address
dpadovan@losaltoshilis.ca.gov Fax a
650-941-3160
Secondary Contact Name
a (A Y� I��
11 Phone #
650-941-7222
Email Address
After Hours Emergency Contact
Name
f Phone#
Q7sOab �
1'
so- CIO,IO�g0 (ell
Email Address
`t t I,,
tai �i `i�$(�� 6�� 41�.C'c% AlternatPhone #e
6SOI9 -4:94)
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 or Supervisors: Mike Wasserman, Chicly Chaves Dave Corlese, Susan Ellc:nberg, S. Joseph Similial7 W,
County Execuilve:.loffroy V..'imi1h
Page i of 7
I Facility Use Payment. The'Registrar Of Voters shall pay Facility Owner for use of the Facility In accordance with the
below:
Facility agrees to:walVelhe payment,
FdclMy Ownerthitital ihiee.d
0 for the use of the Facility as set forth In this agreement.
any additional amounts for Facility Owner's,standard fees ordeposits. List amounts and
,reason for additional amounts, march 3,'2020 Presidential Primary 14 days/
November 3, 2020 Presidential General 14 days
C Registrar of Voters ,Insurance and indemnity.
The County of Santa Clara ("County") shall indemnify; defend, and hd1d haerriless1he Facility Owner,fts officers, agents,,
and employees (collectively "Owner") from and against anfludgment., loss, damage, liabillty,.cost,Charge, or expense
(including reasonable'attOthey's fees) arising out of tkedesignation and utilization of the' Facility as a
polling place or
election site, except to the extent such,clalms. a riseth rough -the negligent act(s) oro'mission(s)-or willful misconduct of'the
owner, . The fo.rogo[ I ng Inclem.nityobligAt loni shall rvot.be limited by the types and amounts of insurance or self-insurance
rrialntalned by. -County or owner. P.1easesee.AddendurhCfbr:th,*eSa.htaCleirO:C.o.tintyceftifi,cikteof:Sel,f-ln.su.rance,
5, Genera. - I Conditions:
No alteration or variation of the terms of this.agreement shall be valid unless made In WHOM 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 yin
writing. Nothing In thlsagreement shall be construed to create any duty to,, any standard of care With reference to, or
any Ilab 111ty or obligation, contractual or otherwise, to any third party, At any time and without reason, The Santa Clara
,County Regdstrpr of Voters' may revoke thisagreemen t and
-, not use the above named facility.
The undersigned have executed this agreement as of the clates set forth below.
REGISTRAR OF VOTW.SIGNATURE:
COUNTY OF SANTA CLARA,
a political subdivision of the State of California I APPROVED AS TO FORM AND LEGALITY:
By: By:
fie W
Name: -1ZNa 1i ri 6 h &qj h Name
Title: C! styz�t r Title: D00u'ty�tb`unfyyv1C1, t6unseI
Date:
For ROV Use:
R0VVotaCsntarConta,tt: Smita Shah Contact information: (408) 282-3199
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 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 beopen a
minim= of 8 hours per day for three (3) or ten (10) consecutive days prior to Election Day and on Election bay from
7aim,,to 4pm.jnclusive, Vote Center staffneed access a minimum ofan hour bOore and after voting hours, and on
Election Day will need access for a minimum of two hours after voting concludes.
Important: Please .ensure the accoracy, of the information as'these dates and hours willbe published and made public by
the Santa Clara County Registrar of Voters',
Thursday
Friday
Saturday
Sunday
Monday
Tuesday
Wednesday
T , hursday 2/27/20
Friday
Saturday
Sunday
2/28/20
Monday J/ 4 1,4 V.
Tuesday
3/3/20
Wednesday
Equipment Delivery,
Vote Center Set Up
9:00 a.m... 5:00 O'm"
9:00 a.m, - 5:00 p.m..
9:00:8.hi, - 5:00 p.m. -
9:00 a.m, = 5:00 om,
9:00 aim, - 5!,00 P.M.,
9:00 a.m, - 5,00 P.n,
9:00 a.m. - 5:00 P.M,
9:00 a.m. - 5:00-pn.-
9:00 a.m. - 5:00 P.M.
9:00 a.m. - 5,00 P.M.
7:00 a.m. — 8:00p,m,
Equipment Pick Up
&.00 a.m.- - 5:00 Pin
8"00 a.m. - 5:00 P.M.
8:00 a.m. - 6:00 p.m.
8:00 a.m. - 6:00 pm.
8:00 a.m, - 6,00 p1m I
8:00 a.m. - 6:00 p.m.
8:00 a.m, - 6:00 p.m.
8:00 a.m. - 6:00 p.m,
8:00 a.m. - 6:00 p.m„
8:00.a,.t.. - 6:00 p.m.
8:00 a.m... 6:00 p.m'.
8:00 a.m, 6:00:p,m,
6.00 a.m., 10:00 p.m,
8:00 a.m. 5:00 P.M.
Page 3o f 7
Page 4or 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:
Q 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.
❑Q 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.
Q 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` days) 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.
Functioning grounded electrical outlets in designated voting area.
IME Designated Building/Room for voting is free of any activities during the 14 days.
Restroom access for Vote Center Staff. —
❑ Gender -neutral restroom available? ❑ Disability accessible restroom available?
Q Sufficient inside/outside lighting.
On Air Conditioning/Heating available each day in the voting area.
Free parking for voters and Vote Center Staff.
No plans to remodel facility or changes to path of travel or parking area.* Ire wit 6e A "' noolot tit' '
Occurs 1:56+Skovlld na�-
Optional items you can provide. Check any of the following: ,'�rats, o
171(4) 8 ft. tables or E](6)-6 ft. tables
❑ 15 Chairs
*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@lowtoshols.co.sov ( 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:
Equipment delivery and setup of Vote Center will be scheduled on February 20, 2020 to February 21, 2020 and
October 22, 2020 to October 23, 2020 between 8'00 a.m. and 5'00 p.m.
Other Arrangements T (Jtl me,4 ,r,, o4l Itw&A o✓)
1 h'r IG►�C�1 u�'-� $e-�lp on '1i
0 Equipment can be set uat this time. There are no other events occurr
`�
Pick-up of Equipment:
-�'? m '� be S4onaik
is in this room.
Equipment pick-up at the Vote Center will be scheduled on March 4, 2020 and
November 4, 2020 between 8:00 a.m. ,d5:00 p.m.
Other Arrangements:
0 Equipment can remain set up in the room on Election Day until pick-up occurs.
❑ Equipment cannot be left out on Election Night. All equipment must be packed up and stored until Election Staff
arrive to remove it. The equipment will be securely stored in this location (name of room/building) until Vote Center
staff arrive to pick It up:
Page 6 of 7
Addendum C
Vote Center Facility. Use Agreement
Certificate of Insurance Coverage
County of Santa Clara n N
off eo U1 OIL' CLMMY E7Cmtalvu �+
of a of n1.9k W M$OM111 k
1lab)111yAxtM ty IMMI(WM.n DIv►vlflrl
2310 Nonh Furl S11r.01. Huhn 203
San pose, CaMnllu 05 131
Tel. No. 1406) 4414040 rax (408) 44) 4341
Ins. Cert. No. FY20-082
CERTIFICATE OF COVERAGE
ISSUED BY
COUNTY OF SANTA CLARA
This is to Certify to: All Vote Centers, Training Sites, Outreach and Presentation Sites
and Election Related Activity Sites In County of Santa Clara
Registrar of Voters County of Santa Clara
That the following described coverages are In force on this date as set forth below:
Assured: County of Santa Clara
70 W. Heddino Street
San Jose, CA 95110
Insurer Expiration
i. Self -Funded Retention Continuous
2. Self -Funded Retention Continuous
3. Self -Funded Retentlon Continuous
Type of Coveraoe Limits
1. Comprehensive General
& Automobile Liability $2,000,000 Per Occurrence
2. Workers' Compensation $4,000,000 Per Occurrence
3. Physical Damage $ 50,000
This certificate of coverage Is provided by the County of Santa Clara to the above named
certificate holder. The coveragespecified herein will not be cancelled or reduced without thirty
(30) days written notice from County of Santa Clara to the certificate holder. This certificate
pertains to the County of Santa Clara, Registrar of Voters for 2019 and 2020 elections, Election
Officer Training, delivery, set-up and retrieval of equipment from July 1, 2019 to J te 30, 2020,
Hank Ford
Insurance Technical Manager
July 20, 2019
HF.W
FY20482A0ft riq_EkK1bn2919.20„ ROV
13oWd of supervisor's: Miko Wamermun. ("Indy Chaves, nava Cones, Sus11r16 Wiftrg, S. *rcph Slmkian �
co1Mly 1' callim lr4froy V. Smlill w
Page 7 of 7