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Home My WebLink AboutCounty of Santa Clara ROV (5)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 /VTER'S CHOICE gsntatrar of Voters SaClara County Election Name.;: November 7, 2023 — Special Election Facility Name 1 Town of Los Altos Hills Facility C1�iner'Narrile Town of Los Altos Hills Building/Room.Reserved COUr1Cll Chambers Physlcal Address . 26379 Fremont Rd. c,ty/zip Los Altos, Ca 94022 Malting address 26379 Fremont Rd. City/zip t Los Altos, Ca 94022 Primary tOn#act Name DeborahPadOVarl --MMC City Cleric ,Phone # .- .' 650)94 7-2513/7074 79-4040 Cell nailAddress dpadovan@losaltoshills.ca.gov fax# ' 650-941-3160 secohday Contact Name Sarah Robustelli Phone # ; _� 650-947-2518 EmaiiAddress srobustelli@losaltoshills.ca.gov Fax# : 650-996-8015 After:Huurs. Emergency contact . NOMM Mike SCh I Otter Phone # << , 650-531-5123 mschlofter@losaltoshills.ca.gov 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 asset 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: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian County Executive: Jeffrey V. Smith 3. Facility Use Payment. The Registrar of Voters shall pay Facility Owner for use of the Facility in accordance with the below: 0 Facility will not charge a rental fee or agrees to waive the payment. The facility will not charge the Registrar of Voters any money for useof t e facility. Facility Owner initial here. El $ total cost for the use of the Facility as set forth in this agreement. A detailed breakdown of the total cost is included below or attached to this agreement as Addendum D. The breakdown must include each amount and/or service included in the total cost. 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. S. 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 request and not use the above-named facility. The undersigned have executed this agreement as of the dates set forth below. FACILITY OWNER SIGNATURE r PRINTED NAME A TITLE S GNATURE OF THORIZED AGENT DATE OF AUTHORIZED AGENT OF FACILITY OWNER REGISTRAR OF VOTERS SIGNATURE:' COUNTY OF SANTA CLARA, APPROVED AS TO FORM AND LEGALITY: a political subdivision of the State of California By: Name: By: Title: Deputy County Counsel Name: Date: Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian County Executive: Jeffrey V. Smith 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 ten (10) consecutive days prior to Election Day and on Election Day from 7a.m. to 8p.m., inclusive. Vote Center 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. Thursday 10/26/23 Friday 10/27/23 Equipment Delivery/Set up 8 am to 5 pm Saturday 10/28/23 8 am to 5 pm 8 am to 6 pm Sunday 10/29/23 8 am to 5 pm 8 am to 6 pm Monday 10/30/23 8 am to 5 pm 8 am to 6 pm Tuesday 10/31/23 8 am to 5 pm 8 am to 6 pm Wednesday 11/1/23 8 am to 5 pm 8 am to 6 pm Thursday 11/2/23 8 am to 5 pm 8 am to 6 pm Friday 11/3/23 8 am to 5 pm 8 am to 6 pm Saturday 11/4/23 8 am to 5 pm 8 am to 6 pm Sunday 11/5/23 Equipment Delivery/Set up 8 am to 6 pm Monday 11/6/23 Equipment Delivery/Set up 8 am to 6 pm Tuesday 11/7/23 7:00 a.m. — 8:00 p.m. 6:00 a.m. —10:00 p.m. Wednesday 11/8/23 Equipment Pick up 8 am to 5 pm Thursday 11/9/23 Friday 11/10/23 Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian County Executive: Jeffrey V. Smith 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: 0✓ 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. 0✓ 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. 0✓ 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 2 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. 0✓ Functioning grounded electrical outlets in designated voting area. Q Designated Building/Room for voting is free of any activities during the 5 days. [✓ Restroom access for Vote Center Staff. Q✓ Gender -neutral restroom available? 0✓ Disability accessible restroom available? BSufficient inside/outside lighting. 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. Optional items you can provide. Check any of the following: 7 (4) 8 ft. tables or ❑✓ (6) 6 ft. tables 0✓ 15 Chairs ❑✓ *Key access for Vote Center Staff a*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. For RAV Use; RovVote Center Ccntact. Contract information: Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simittan County Executive: Jeffrey V. Smith 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, to the Primary Contact (unless another contact is listed below), 2-3 weeks before the Vote Centeropens to confirm the details of equipment coming to yourfacility. Please provide the name, phone number, and email information of the person, if different than the Primary Contact on page 1, who will be accepting delivery of the Vote Center equipment. Name: Phone: Email: dpadovan@Iosaltoshills.Ca.gov (650)947-2513/707479-4040 Cell dpadovan@losaltoshills.ca.gov 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 will be scheduled for the following dates and times: 10/27/2023 8 am to 5 pm 2 Equipment and Vote Center furnishings can be set up at this time. There are no other events occurring in this room. If the Vote Center cannot be set up until a later time, state when the Vote Center can be set up: Pick-up of Equipment: Equipment pick-up will be scheduled for the following dates and times: 11/8/2023 8 am to 5 pm Q Equipment can remain set up in the room on Election Day until pick-up occurs. OR 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 the following location (name of room/building) until Vote Center staff arrive to pick it up: Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian County Executive: Jeffrey V. Smith DocuSlgn Envelope ID: 1A2F088C-D3A2-4843-8F9D-EE869092059E County of Santa Clara Office of the County Executive Office of Risk Management Liability/Property Insurance Division 2310 North First Street, Suite 203 San Jose, California 95131 Tel. No. (408) 441-4340 FAX (408) 441-4341 CERTIFICATE OF COVERAGE ISSUED BY COUNTY OF SANTA CLARA Revised Ins. Cert. No. FY24-002 This is to Certify to: All Vote Centers, Training Sites, Outreach and Presentation Sites And Election Related Activity Sites in County of Santa Clara County of Santa Clara Registrar Voters That the following described coverages are in force on this date as set forth below: Assured: County of Santa Clara 70 W. Heddinq Street San Jose, CA 95110 Insurer 1. Self -Funded Retention 2. Self -Funded Retention 3. Self -Funded Retention 4. PRISM Excess Insurance Type of Coverage 1. Comprehensive General & Automobile Liability 2. Workers' Compensation 3. Pollution Liability 4. Pollution Liability Expiration Continuous Continuous Continuous 06/30/2024 Limits $5,000,000 Per Occurrence Statutory $ 250,000 Per Occurrence $1,000,000 Per Occurrence This certificate of coverage is provided by the County of Santa Clara to the above named certificate holder. The coverage specified 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 2023 and 2024 elections, Election Officer Training, delivery, set-up and retrieval of equipment. This certificate expires June 30, 2024. DocuSigned by: EFOMNDANCOB... Hank Ford Insurance Contracts & Claims Manager June 23, 2023 HF3d FY24-002E1ectlo n2023ROV Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian County Executive: Jeffrey V. smith