HomeMy WebLinkAboutAgreement - County of Santa Clara - Contract No. 24CCO1286 - Vote Center Facility Use - Signed 2023-10-19Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
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Vote Center Facility Use Agreement
Election Name March 5, 2024 – Presidential Primary Election
&
November 5, 2024 – Presidential General Election
Facility Name
Facility Owner Name
Building/Room Reserved
Physical Address City/Zip
Mailing Address City/Zip
Primary Contact Name Phone #
Email Address Fax #
Secondary Contact Name Phone #
Email Address Fax #
After Hours Emergency Contact
Name Phone #
Email Address Alternate
Phone #
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.
County of Santa Clara
Registrar of Voters
1555 Berger Drive, Bldg. 2
San Jose, 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
DocuSign Envelope ID: A49EDC1F-5EAF-4104-94D7-9C51DB2ABF72
tammy.puthoff@cityofgilroy.org
Annette Romero
PD Community Room
Police Department Community Room
408-846-0309
408-846-0310
Gilroy CA, 95020
City of Gilroy
Tammy Puthoff
7301 Hanna St
7301 Hanna St
Non-emergency Communications
Gilroy CA, 95020
DocuSign Envelope ID: 5116D7D0-3AFF-4D1E-9A95-31435F923360
Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
2 | Page
3.Facility Use Payment. The Registrar of Voters shall pay Facility Owner for use of the Facility in accordance with
the below:
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 use of the facility.
Facility Owner initial here .
$ 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.
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 request and not use the above‐named facility.
The undersigned have executed this agreement as of the dates set forth below.
FACILITY OWNER SIGNATURE:
PRINTED NAME AND TITLE
OF AUTHORIZED AGENT OF FACILITY OWNER
SIGNATURE OF AUTHORIZED AGENT DATE
REGISTRAR OF VOTERS SIGNATURE:
COUNTY OF SANTA CLARA,
a political subdivision of the State of California
By:
Name:
Title:
Date:
APPROVED AS TO FORM AND LEGALITY:
By:
Name:
Title: Deputy County Counsel
DocuSign Envelope ID: A49EDC1F-5EAF-4104-94D7-9C51DB2ABF72
10/19/2023
X
TP
DocuSign Envelope ID: 5116D7D0-3AFF-4D1E-9A95-31435F923360
Thai Nam Pham, City Clerk
Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
3 | Page
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 7 a.m. to 8 p.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’.
FACILITY INFORMATION
Facility Name
Building/Room Reserved
Physical Address
MARCH 5, 2024 – PRESIDENTIAL PRIMARY ELECTION SCHEDULE
Day Date Vote Center Hours Reserved Hours
Thursday 2/22/24
Friday 2/23/24
Saturday 2/24/24
Sunday 2/25/24
Monday 2/26/24
Tuesday 2/27/24
Wednesday 2/28/24
Thursday 2/29/24
Friday 3/1/24
Saturday 3/2/24
Sunday 3/3/24
Monday 3/4/24
Tuesday 3/5/24 7:00 a.m. – 8:00 p.m. 6:00 a.m. – 10:00 p.m.
Wednesday 3/6/24
Thursday 3/7/24
Friday 3/8/24
Saturday 3/9/24
Sunday 3/10/24
Monday 3/11/24
DocuSign Envelope ID: A49EDC1F-5EAF-4104-94D7-9C51DB2ABF72
9:00 a.m. - 5:00 p.m.
N/A
7301 Hanna St., Gilroy CA, 95020
Break Down
8:00 a.m. - 5:00 p.m.
PD Community Room
N/A
8:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
N/A
N/A
N/A
N/A
8:00 a.m. - 5:00 p.m.
N/A
N/A
8:00 a.m. - 6:00 p.m.
N/A
Set Up
9:00 a.m. - 5:00 p.m.
N/A
8:00 a.m. - 5:00 p.m.
8:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
N/A
Break Down
N/A
Set Up
N/A
N/A
N/A
Break Down
Police Department Community Room
N/A
9:00 a.m. - 5:00 p.m.
N/A
N/A
8:00 a.m. - 5:00 p.m.
Set Up
DocuSign Envelope ID: 5116D7D0-3AFF-4D1E-9A95-31435F923360
Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
4 | Page
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 7 a.m. to 8 p.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’.
NOVEMBER 5, 2024 – PRESIDENTIAL GENERAL ELECTION SCHEDULE
Day Date Vote Center Hours Reserved Hours
Thursday 10/24/24
Friday 10/25/24
Saturday 10/26/24
Sunday 10/27/24
Monday 10/28/24
Tuesday 10/29/24
Wednesday 10/30/24
Thursday 10/31/24
Friday 11/1/24
Saturday 11/2/24
Sunday 11/3/24
Monday 11/4/24
Tuesday 11/5/24 7:00 a.m. – 8:00 p.m. 6:00 a.m. – 10:00 p.m.
Wednesday 11/6/24
Thursday 11/7/24
Friday 11/8/24
Saturday 11/9/24
Sunday 11/10/24
Monday 11/11/24
FACILITY INFORMATION
Facility Name
Building/Room Reserved
Physical Address
DocuSign Envelope ID: A49EDC1F-5EAF-4104-94D7-9C51DB2ABF72
8:00 a.m. - 5:00 p.m.
Police Department Community Room
N/A
N/A N/A
N/A
Break Down
8:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
N/A
N/A
8:00 a.m. - 5:00 p.m.
N/A
N/A
N/A
N/A
N/A
Set Up
8:00 a.m. - 5:00 p.m.
8:00 a.m. - 6:00 p.m.
Break Down
N/A
7301 Hanna St., Gilroy CA, 95020
9:00 a.m. - 5:00 p.m.
N/A
Set Up
N/A
Set Up
9:00 a.m. - 5:00 p.m.8:00 a.m. - 6:00 p.m.
N/A
N/A
N/A
8:00 a.m. - 5:00 p.m.
N/A
9:00 a.m. - 5:00 p.m.
Break Down
PD Community Room
8:00 a.m. - 5:00 p.m.
DocuSign Envelope ID: 5116D7D0-3AFF-4D1E-9A95-31435F923360
Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
5 | Page
Addendum B –
March 5, 2024 Primary Election
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.
Accessibility survey conducted by Registrar of Voters Representatives; additional visits to the facility may be
required to test equipment or obtain additional information for vote center layout.
Acceptance and secured storage of voting equipment delivered up to day(s) prior to the opening of the
Vote Center, for the duration that the Vote Center is open, and up to day(s) following Election Day.
Reserved room for Vote Center will be cleared of any unused furniture and equipment prior to Vote Center
equipment delivery.
Functioning grounded electrical outlets in designated voting area.
Designated Building/Room for voting is free of any activities during
the____days listed in Addendum A.
Restroom access for Vote Center Staff.
Gender‐neutral restroom available? Accessible restroom available?
Sufficient inside/outside lighting.
Air Conditioning/Heating is available each day listed in Addendum A.
Free parking for voters and Vote Center Staff.
No plans to remodel the facility or changes to the path of travel or parking area between the date of the accessibility
survey and the end of the period described in Addendum A.
Optional items you can provide. Check any of the following:
*Key access for Vote Center Staff.
*Badge access for Vote Center Staff, if needed.
*Alarm code access for Vote Center Staff, if needed.
*Parking passes for free Vote Center Staff Parking, if needed.
(4)8 ft. tables or (6) 6 ft. tables.
(15)chairs.
*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.
DocuSign Envelope ID: A49EDC1F-5EAF-4104-94D7-9C51DB2ABF72
X
X
X
X
3
3
X
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X
X
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10
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DocuSign Envelope ID: 5116D7D0-3AFF-4D1E-9A95-31435F923360
Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
6 | Page
Addendum B –
November 5, 2024 General Election
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.
Accessibility survey conducted by Registrar of Voters Representatives; additional visits to the facility may be
required to test equipment or obtain additional information for vote center layout.
Acceptance and secured storage of voting equipment delivered up to day(s) prior to the opening of the
Vote Center, for the duration that the Vote Center is open, and up to day(s) following Election Day.
Reserved room for Vote Center will be cleared of any unused furniture and equipment prior to Vote Center
equipment delivery.
Functioning grounded electrical outlets in designated voting area.
Designated Building/Room for voting is free of any activities during
the____days listed in Addendum A.
Restroom access for Vote Center Staff.
Gender‐neutral restroom available? Accessible restroom available?
Sufficient inside/outside lighting.
Air Conditioning/Heating is available each day listed in Addendum A.
Free parking for voters and Vote Center Staff.
No plans to remodel the facility or changes to the path of travel or parking area between the date of the accessibility
survey and the end of the period described in Addendum A.
Optional items you can provide. Check any of the following:
*Key access for Vote Center Staff.
*Badge access for Vote Center Staff, if needed.
*Alarm code access for Vote Center Staff, if needed.
*Parking passes for free Vote Center Staff Parking, if needed.
(4)8 ft. tables or (6) 6 ft. tables.
(15)chairs.
*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.
DocuSign Envelope ID: A49EDC1F-5EAF-4104-94D7-9C51DB2ABF72
X
3
X
X
X
X
X
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3
X
X
X
X
X
10
DocuSign Envelope ID: 5116D7D0-3AFF-4D1E-9A95-31435F923360
Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
7 | Page
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
Center opens to confirm the details of equipment coming to your facility.
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:
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:
Primary (March 2024):
General (November 2024): _______________________________________________________.
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:
Primary (March 2024):
General November (2024): _______________________________________________________.
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:
DocuSign Envelope ID: A49EDC1F-5EAF-4104-94D7-9C51DB2ABF72
3/6/24, 3/7/24, 3/8/24: 8:00 a.m. - 5:00 p.m.
X
10/30/24, 10/31/24, 11/1/24: 8:00 a.m. - 5:00 p.m.
11/6/24, 11/7/24, 11/8/24: 8:00 a.m. - 5:00 p.m.
2/28/24, 2/29/24, 2/30/24: 8:00 a.m. - 5:00 p.m.
X
DocuSign Envelope ID: 5116D7D0-3AFF-4D1E-9A95-31435F923360
Board of Supervisors: Sylvia Arenas, Cindy Chavez, Otto Lee, Susan Ellenberg, S. Joseph Simitian
County Executive: Jeffrey V. Smith
8 | Page
Addendum C
Vote Center Facility Use Agreement
Certificate of Insurance Coverage
DocuSign Envelope ID: A49EDC1F-5EAF-4104-94D7-9C51DB2ABF72DocuSign Envelope ID: 5116D7D0-3AFF-4D1E-9A95-31435F923360