AGR-6935 - ORANGE COUNTY REGISTRAR OF VOTERS - VOTE CENTER FACILITY USE AGREEMENT - EL MODENA LIBRARY COMMUNITY ROOMORANGE GOUNTY
R-b7 5
itEGISTRAR OF 170TERS Vote Center Facility Use Agreement
NeaIKelley,RegistrarofVoters March 3, 2020 Presidential Primary Election
Facility Name: EI Modena Branch Library Building/Room: Community Room
Facility Address: 380 S Hewes r/p Orange, CA 92869
Mailing Address: 407 E. Chapman Ave City2ip:Orange 92866
Primary Contact: Lizette Gu2 r3 Primary Phone:714-288-2416
E-mail Address: IguerraQa cityoforange.org Fax:
Facility Contact: ,JOhn FErfy Facility Phone:714-288-2445
Emergency Contact: Keisha Loidolt Emergency Phone: 714-288-2417
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-Spm from Saturday,02/29/2020 to Monday,03/02/2020; and from 7am-8pm on
Election Day,Tuesday,03/03/2020.Vote Center siaff needs access to the faciliry 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 -6 m
Sunda ,02/23/20 7am-6 m 7am - 6 Ill
Monda ,02/24/20 7am-6 m 7am - 6 m
Tuesda ,02/25/20 7am-6 m 7am - 6 m
Wednesday,02/26/20 7am-6 m 7am -6 fTl
Thursda ,02/27/20 7am-6 m 7am - 6 m
Frida ,02/28/20 7am-6 m 7am - 6 (Tl
Saturday,02/29/20 7am-9pm 7am - 9pm
Sunda ,03/Ot/20 7am-9 m 7am - 9 m
Monda ,03/02/20 7am-9 m 7am -9 m
Tuesday,03/03/20 6am-9pm - 68fi1 - JPfTI
2.Equipmentand Supplies: (See Addendum A.J
0 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)
p Two six-foot tables and six chairs. (Optionap
3. Facility Requiremenu:(Please review and confirm all required items.J
x Restroom access for Vote Center staff. px Air conditioning and/or heating in the voting area.
X Parking for voters and Vote Center staff. Functioning eledrical outlets in the voting area.
0 Sufficient inside and outside lighting. p 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. FacilityAccess:(Please review and select a!I that apply.)
x 'Key or Badge access required.
Parking passes required.
x0 'Alarm Code access required.
Facility will provide key/badge access,parking passes and alarzn code to Vote Centerstaff.
1300 S Grand Ave, Bldg C,Santa Ana, CA 92705
17-Day VC Faciliry Use Agreement Phone:(714)9541907 Fax:(714)567-7316 ocvote.com Page 1 of 3
itEGSTRAR OF oreRs Vote Center Facility Use Agreement
NealKelley,RegistrarafVoters March 3,2020 Presidential Primary Election
Fa;i;ry tvame:EI Modena Branch Library s id r,9iRoom: Community Room
5. Facility Use Payment: (Please review and select only one check box below.)
x FaciliTy agrees to waive payme d donate the facility usage as a service to the community.
Authorized agent initial here
The ROV agrees to pay the ove-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: Payee address:
6. Additional Information: (Please review and initial.)
X No cancellations or room changes, only in the event of a naturel disaster or unforeseen building structural damage.The
voting room and secured storage on should remain the same throughout the dates requested and voting period.
Authorized agent initial here.
X At any time and without reaso t may revoke this request and not use the above-named facility.
Authorized agent initial here.
x A contracted transportation com any will coordinate the equipment delivery and pick-up directly with your facility. ROV
staff will contact the facility by e ai -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.
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.
S. 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 anyJudgment, loss, damage, liabifity, 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 insurence or coverege.
THE ABOVE SITE INDEMNINAGREEMENT APPLIES TO ELECTIONS CONDUCTED BY ORANGE COUNTY REGISTR4R
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 siructural `
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.
az zv c c ,—D (_ i y /i1 N.t6- l
i PRINTED NAME AND TITLE OF AUTHORIZED AGENT SIGNATURE AUTHORIZED AGENT DATE
1300 S Grand Ave, Bldg C,Santa Ana, CA 92705
71-Day VC Faciliry Use Agreement Phone:(714)954-1901 Fax:(714)567-7316 ocvote.com Page 2 of 3
R G STRAR OF VOTERS Vote Center Facility Use Agreement
NealKelley,eeyinrarofvoters March 3,2020 Presidential Primary Election
Fa;u y Name:EI Modena Branch Library Building/Room: COfT1fTlUfllty ROOfTI
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
delive of the Vote Center e ui ment(if different than age 1). .
Contact Name: John Ferry Phone Number: 714-288-2445 Email Address: jf2 ry a CityOf0f8flge.Of9
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.
Wednesda , 02/19/20 between 98R1 and 5plll
Thursday, 02/20/20 between 9clm and 5pfi1
Friday, 02/21/20 between 9am and 5pfl'1
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 e9uipment 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.
Wednesda , 03/04/20 between 93fi1 and 5pm
Thursda , 03/OS/20 between 92I11 and 5pfT1
Friday, 03/06/20 between 9fllll and 5pfll
p Equipment can remain in the reserved voting room at the end of Election Day until pickup occurs.
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:
Special Instrudions:
Please note any special instructions regarding Vote Center equipment delivery and pickup.
EI Modena's open hours are limited so specific coordination on delivery/pick-up is essential.
One week prior to use, please provide Primary Contact with on-site contact info for voting center's daily staff
ROV agrees to reimburse City for reasonable costs associated with ROV use of the Library facility.
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 ihe March 3,2020 Presidential Primary Election, I understand VoYe Center equipment will be delivered
up to three days prior to the firstdate requested and must be stored in a secured location. I understand Vote Center equipmentwill be I
picked up within three days after the last date requested.I
Cic k O 7 7..._ _i_`Y i/yc -------- -------------- -- ----__»—
JI PRINTED NAME AND TI E OF AUTHORIZED AGENT SIGN RE AUTHORIZED AGENT DATE
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.tom Page 3 of 3
C-WC
o
oe CITY OF ORANGE
CI7Y MANAGER'S OFFICE PHONE:(714)744-2222 • FAX: (/14)744-5147 www.cityoforange.org
January 23,2020
Orange County
Regisfrar of Voters
1300 S. Grand Ave., Bldng. C
Santa Ana, CA 92705
714)954-1901
To whom it may concem,
Per the enclosed Vote Center Facility Use Agreement (page 2, item 7),the City of Orange
is requesting the El Modena Branch Library facility located at 380 S. Hewes, Orange,
92869, be added as additionally insured to your Certificate of Self-Insurance.
Thank you,
Gy
Ri ,Ott , ity Manager
rotto e,cirioforanee.org
714) 744-2202
ORANGE CIVIC CENTER • 300 E.CHAPMAN AVENUE . ORANGE, CA 92866-1591 . P.O.BOX 449