HomeMy WebLinkAboutC-7790-4 - Vote Center Facility Use Agreement - Community RoomORANGE COUNTY
REGISTRAR OF
Neal Kelley, Registrarof Voters
RS Vote Center Facility Use Agreement
March 3, 2020 Presidential Primary Election
Facility Name:
Newport Beach Civic Center
Building/Room:
Community Room
Facility Address:
100 Civic Center Drive
City/zip:
Newport Beach, CA 92660
Mailing Address:
100 Civic Center Drive
City/Zip:
Newport Beach, CA 92660
Primary Contact:
Brason Alexander
Primary Phone:
(949)-644-3150
E-mail Address:
balexander@newportbeachca.gov
Fax:
7am-6 m
Facility Contact:
Amanda Mahaffey
Facility Phone:
(949)-644-3166
Emergency Contact:
Justin Schmillen
Emergency Phone:
(949)-644-3160
This agreement allows Orange County Registrar of Voters, herein after referred to as the ROV, access and usage of the above-
named facility with the following terms and conditions:
1. Facility Dates/Hours:
California Elections Code requires Vote Centers to be open for a minimum of 8 hours per day during regular business hours from
Saturday, 02/22/2020 to Friday, 02/28/2020; from 8am-8pm from Saturday, 02/29/2020 to Monday, 03/02/2020; and from 7am-8pm on
Election Day, Tuesday, 03/03/2020. Vote Center staff needs access to the facility one hour prior and up to one hour after voting hours.
Please complete and indicate the Vote Center hours approved below.
Vote Center Dates
Vote Center Hours Requested
Vote Center Hours Approved
Saturday, 02/22/20
7am-6pm
7am-6pm
Sunday, 02/23/20
7am-6m
7am-6pm
Monday, 02/24/20
7am-6 m
7am-6 m
Tuesday, 02/25/20
7am-6pm
7am-6pm
Wednesday, 02/26/20
7am-6 m
7am-6pm
Thursday, 02/27/20
7am-6 m
7am-6pm
Friday, 02/28/20
7am-6 m
7am-6 m
Saturday, 02/29/20
7am-9pm
7am-9pm
Sunday, 03/01/20
7am-9 m
7am-9 m
Monday, 03/02/20
7am-9 m
7am-9pm
Tuesday, 03/03/20
6am-9pm
6am-9pm
2. Equipment and Supplies: (See Addendum A.)
Facility shall provide a secured storage area for the voting equipment and supplies up to three days prior to the date
requested, for the duration of the dates requested, and up to three days after the last date requested. (Required)
0 Two six-foot tables and six chairs. (Optional)
3. Facility Requirements: (Please review and confirm all required items.)
0 Restroom access for Vote Center staff. 0 Air conditioning and/or heating in the voting area.
0 Parking for voters and Vote Center staff. ❑x Functioning electrical outlets in the voting area.
0 Sufficient inside and outside lighting. ❑x Early access at pre -arranged dates/times for site visits.
0 Vote Center staff access one hour before and one hour after voting hours.
0 No other events or activities scheduled in the voting room area during the dates reserved.
4. Facility Access: (Please review and select all that apply.)
0 "Key or Badge access required.
❑ "Parking passes required.
❑ *Alarm Code access required.
*Facility will provide key/badge access, parking passes and alarm code to Vote Center staff.
1300 S Grand Ave, Bldg C, Santa Ana, CA 92705
11 -Day VC Facility Use Agreement Phone: (714) 954-1901 Fax: (714) 567-7316 ocvote.com
Page 1 of 3
ORANGE COUNTY
REGISTRAR OF 4i" RS
Vote Center Facility Use Agreement
Neal Kelley, Registrarof Voters March 3, 2020 Presidential Primary Election
Facility Name: Newport Beach CIVIC Centel Building/Room: _FC 0-Mmunity Room
5. Facility Use Payment: (Please review and select only one check box below.)
nx Facility agrees to waive payment and donate the facility usage as a service to the community.
Authorized agent initial here.
❑ The ROV agrees to pay the above-named facility $ per day for days. The payment includes 11 days for use
as a Vote Center and 2 additional days for setup and take down.
Payee name:
6. Additional Information: (Please review and initial.)
Payee address:
9 No cancellations or room changes, only in the event of a natural disaster or unforeseen building structural damage. The
voting room and secured storage Jocation should remain the same throughout the dates requested and voting period.
Authorized agent initial here. CA
❑x At any time and without reason, t e ROV may revoke this request and not use the above-named facility.
Authorized agent initial here.
❑x A contracted transportation company will coordinate the equipment delivery and pick-up directly with your facility. ROV
staff will contact the facility bypil, il 2-3 weeks before the first date requested to confirm details.
Authorized agent initial here.
7. Certificate of Self -Insurance:
The County of Orange will provide a Certificate of Self -Insurance.
❑x Please check if you are requesting to be added as additional insured. If so please provide the request in writing on your
organization's letterhead and submit with this form.
8. Indemnity Agreement:
The County of Orange shall indemnify, defend, save, and hold harmless the owners of said property, their officers,
agents, and employees, or any of them from and against any judgment, loss, damage, liability, cost, charge, expense or
attorney's fees arising out of the designation and utilization of the Facility as a Vote Center, except to the extent such
claims arise through the sole negligent act or omission of the owner of said Facility. Orange County Registrar of Voters is
responsible for staffing all vote -related activities at the Vote Center and for the security of the ballots.
This Indemnity obligation shall not be limited by the types and amounts of insurance or self-insurance maintained by the
County of Orange or owner. Nothing in this Indemnity obligation 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. This Indemnity
obligation shall not be construed so as to relieve any insurer of its obligation to pay any insurance proceeds in
accordance with the terms and conditions of valid and collectible insurance policies. This indemnification is secondary to
any available primary insurance or coverage.
THE ABOVE SITE INDEMNITY AGREEMENT APPLIES TO ELECTIONS CONDUCTED BY ORANGE COUNTY REGISTRAR
OF VOTERS.
9. Terms and Conditions:
No alteration or variation of the terms of this contract 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 county unless authorized by county in writing.
I have read and understand the terms and conditions of this Vote Center Facility Use Agreement. I am authorized to approve usage of the
above named facility. I understand that there are no cancellations, only in the event of a natural disaster or unforeseen building structural
damage. I approve access and usage for the facility to be used as a Vote Center location and open to the public for the dates and times
specified above during the March 3, 2020 Presidential Primary Election. p
Grace K. Leung, City ManagerCiv) I�. Z
PRINTED NAME AND TITLE OF AUTHORI ED AGENT SIGNATURE AUTHORIZED AGENT DATE
e��.xIPoRT
0� 0 S Grand Ave, Bldg C, Santa Ana, CA 92705 APPROVED AS TO FORM:CITY ATTORNEY'S OFFICE
11 -Day VC Facility Use Agreement ) 954-1901 Fax: (71 ) 67.7 6 ocvote.com Page 2 of 3
v Attest By:
°qct Fov, City Clerk Fot/; Aaron C. Harp, City Attorney
ORANGE COUNTY
REGISTRAR OF R6
Vote Center Facility Use Agreement
Neal Kelley, Registrarof Voters March 3, 2020 Presidential Primary Election
Facility Name: I Newport Beach Civic Center Building/Room: Community ROOM
Addendum A - Equipment Delivery and Pickup Information
Vote Center equipment will be delivered up to three days prior to the date requested, and picked up within three days
after the last date requested. Please complete the information below.
Facility Primary Contact Info:
Please provide the name, phone number and email address of the primary facility contact person who will be accepting
delivery of the Vote Center equipment (if different than pace 1).
I Contact Name: I Brason Alexander I Phone Number: 1949-644-31501Email Address:lbalexander@newportbeachca.govl
Equipment Delivery Info: (Please review and select only one check box below.)
Vote Center equipment deliveries will begin Wednesday, 02/19/20 and continue through Friday, 02/21/20. Please provide
all available delivery hours for each day.
Wednesday, 02/19/20 between 8:00am and 5:00pm
Thursday, 02/20/20 between 8:00am and 5:0013m
Friday, 02/21/20 between 8:00am and 3:30pm
❑x Facility will allow equipment to be set up at the time of delivery. There are no other events occurring in the reserved
voting room. The room will be cleared of any and all other items besides pre -arranged tables and chairs, if applicable.
❑ Facility will not allow equipment to be set up until the date the Vote Center opens. The equipment will be securely stored
in the following location until Vote Center staff arrives on the first date requested:
Equipment Pick Up Info: (Please review and select only one check box below.)
Vote Center equipment will be scheduled to be picked up from Wednesday, 03/04/20 through Friday, 03/06/20. Please
provide all available pick up hours for each day.
Wednesday, 03/04/20 between 8:00am and 4:30pm
Thursda , 03/05/20 between 8:00am and 4:30pm
Friday, 03/06/20 between 8:00am and 3:30pm
❑ Equipment can remain in the reserved voting room at the end of Election Day until pickup occurs.
❑x Equipment cannot be left in the reserved voting room at the end of Election Day. All equipment must be moved and
stored in the following location:
Side storage in room - City staff will assist.
Special Instructions:
Please note any special instructions regarding Vote Center equipment delivery and pickup.
For drop off/pick up call the Recreation Front Desk (949)-644-3151
I have read and understand the terms and conditions of this Vote Center Facility Use Agreement. I am authorized to approve usage of
the above name facility. During the March 3, 2020 Presidential Primary Election, I understand Vote Center equipment will be delivered
up to three days prior to the first date requested and must be stored in a secured location. I understand Vote Center equipment will be
picked up within three days after the last date requested.
Grace K. Leung, City Manager a
PRINTED NAME AND TITLE OF AUTHORIZED AGENT SIGNATURE AUTHORIZED AGEN
PO,gr
1300 S Grand Ave, Bldg C, Santa Ana, CA 92705 O�
11 -Day VC Facility Use Agreement Phone: (714) 954-1901 Fax: (714) 567-7316 o9y9rte.co0/) r
Attest: �1�1�" �q
City Clerk `'�``