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CONTRACT 6960 Vender AgreementAgreement No. 6960 VOTE CENTER ELECTION PLAN November 5, 2024 Presidential General Election The following constitutes the mutually agreed upon Vote Center Election Plan for the November 5, 2024 Presidential General Election by City of El Segundo ('Host') and the Los Angeles County Registrar-Recorder/County Clerk ('RRCC') for the use of the facility space specified below: Ell Segundo Public Library - 219 S Carter Friends of the Library Comm Rm 111 W Mariposa Ave Ell Segundo, CA 90245 Contact List - Host Primary Contact Name Mark Herbert Phone # (310) 524-2732 Email Address mherbert@elsegundo.org i Alternate Phone # (310)619-6073 On -Site Access Contact Name Kristina Kora-Beckman Phone # (310) 524-2772 Email Address Kbeckman@elsegundo.org Alternate Phone # (424) 367-9190 Custodial Service Contact Name Jorge Prado Phone # (310)524-2713 Email Address jprado@eLcegundo.org Alternate Phone # (310)696-6438 IT Contact Name Jose Calderon Phone # (310) 524-2392 Email Address Calderon@elsegundo.org Alternate Phone # 310)658-3070 After Hours/Emergency Mark Herbert Phone # (310 524-2732 ) Contact Name Email Address mherbert@elsegundo.org Alternate Phone # (310)619-6073 Contact List -RR/CC Account Manager Diana Villareal Phone # (562) 547-0913 Email Address dvillareal@rrcc.lacounty.gov Alternate Phone # (562) 673-6494 Agreement No. 6960 IT Contact Name Shannon Gadson Phone # 562-462-2826 Email Address sgadson@rrcc.lacounty.gov Alternate Phone # 562-277-2118 After Hours/Emergency Jaime Young Phone # 562-347-2447 Contact Name Email Address votecenters@rrcc.lacounty.gov Alternate Phone # 562-229-8865 Access Schedule Host has agreed to grant access to the designated voting space for the following dates and times: Equipment Delivery & Set -Up (exclusive access October 30, 2024; 8:OOAM to 8:OOPM begins) Election Worker Pre -check Day November 1, 2024; 12:OOPMto 5:OOPM Early Voting Period November 2-4, 2024; 9:OOAM to 8:OOPM Election Day November 5, 2024; 6:OOAM to 10:OOPM Vote Center Breakdown & Equipment Pick-up November 07, 2024; 8:OOAM to 8:OOPM (exclusive access ends) A deployment schedule for vote center equipment delivery/set-up and breakdown/pick-up is tentatively scheduled for the above dates. RR/CC will contact Host within two weeks of the equipment delivery & set-up date to confirm access to the designated space. This Agreement may be modified or amended only upon the mutual written consent of both the Host and the RR/CC. During the public voting period, RR/CC staff shall have access to the designated space during the dates and times listed above. Voting hours are from 10:OOAM to 7:OOPM during the Early Voting Period and 7:OOAM to 8:OOPM on Election Day. Host acknowledges that public voting hours may be extended due to long lines. Pursuant to California Elections Code, any voter in line at the time of closing shall be provided the opportunityto receive and cast a ballot. The contact persons and the phone numbers must be reachable during the period identified in the Access Schedule. Health and Safety Plan The Safe Election Plan (Attachment B) describes how RR/CC will ensure that public health guidelines are adhered to in all vote centers across LA Countyfrom the beginning of equipment set-up, during the voting period, and through the breakdown of the vote center. Specific Responsibilities (Attachment A) outlines the expectations for RR/CC and facility staff in maintaining the cleanliness of the vote center and to safeguard the health of voters, election workers, and facility staff/users. Agreement No. 6960 Designated Space, Parking, and Public Access RR/CC agrees to make best efforts to limit voting traffic to the mutually agreed upon areas. Host agrees to provide an accessible means of entry, sufficient parking including accessible spaces, and a minimum of one space for curbside voting. Consistent with the Host's obligation to provide access compliant with the American with Disabilities Act (ADA), reasonable accommodations will be facilitated. Voting Space (Check one and write your Initials to acknowledge): F✓The items in the designated voting space/s will be free from tables, chairs, printers, electronic equipment, exercise equipment, musical instruments, movable cabinets, appliances, and other large items prior to the set-up day. Host Initials: V-1\4 T- The items specified below may be left in the designated voting space/s as mutually agreed upon by both RR/CC and Host. Host Initials: M-i RR/CC Initials: Floor Coverings (Check one and write your Initials to acknowledge): Fv-'The designated voting space/s will be free from any floor coverings such as tarps and mats that may potentially cause tripping or injuries prior to the set-up day. Host Initials: PH r The floor covering below may be used/remain in place in the designated voting space. Host Initials: RR/CC Initials: The following details below represent any additional considerations necessary in providing RR/CC access to the designated space (check all that apply): f7/0n-site staff will open and lock the facility on days noted in the Access Schedule. r' Facility key or key card, alarm code or access badge will be provided to RR/CC staff for direct access to the voting area. The Host authorizes the use of a lockbox during the period identified in the Access Schedule to secure the key/key card on the premises. The placement of this lockbox shall be mutually agreed upon. Host Initials: RR/CC Initials: F- Parking permits will be provided to RR/CC staff. Agreement No. 6960 Internet Connection (Check one and write your Initials to acknowledge): W Host agrees to provide hardwire connection (hardline, LAN) at the start of the period identified in the Access Schedule. An active data port will be available and security passwords (if any) will be provided to RR/CC staff. Host Initials: I- f Host will not provide hardwire connection at the start of the Access Schedule. Host Initials: NOT APPLICABLE - Private Facility Use Payment (Check one and write your Initials to acknowledge): NOT APPLICABLE - Host agrees to waive any payment for use of the facility. Host Initials: NOT APPLICABLE - r RR/CC agrees to pay Host for use of the facility in the amount of $ . This payment covers all associated and incidental costs including, but not limited to, staff and custodial fees, hired security fees, cleaning fees and purchase of items, etc. used during the period identified in the Access Schedule. Private facilities must provide their W-9 to RR/CC before payment is processed. The payee name and mailing address is based on the information from the W-9. Host Initials: N/A Public Facility Use Payment (Check one and write your Initials to acknowledge): r Host agrees to waive any and all payments for use of the facility pursuant to the California Elections Code. Host Initials: VBy mutual agreement, the RR/CC agrees to pay reasonable costs for staff hours and custodial costs incurred during the Access Schedule. An official invoice containing Agency letterhead must be submitted to RR/CC within 60 days after the election showing the breakdown of costs. Host Initials: VH Other Costs In the event that any unforeseen additional cost or fees are incurred by Host in connection with RR/CC's access to the designated voting space, Host shall notify RR/CC in advance of said fees/costs. Host shall provide RR/CC with detailed invoices of said costs. If practicable, a negotiated amendment shall be executed between Host and RR/CC to reflect such costs. Electronic Signatures The Host and RR/CC agree to facsimile and electronic scanned versions of original signatures of authorized signatures of each party have the same force and effect as original signatures such that the parties need not follow up facsimile or electronic transmissions of executed documents with original wet -signature versions. Agreement No. 6960 THE ABOVE ELECTION PLAN APPLIES ONLY TO ELECTIONS CONDUCTED BY LOS ANGELES COUNTY REGISTRAR-RECORDER/COUNTY CLERK. IN WITNESS WHEREOF, the authorized representatives of the parties have executed this agreement and it is effective as of the date of last signature below. Los Angeles County Registrar-Recorder/County Clerk a�-- 4 Sign and Date I un I ant G�Ivisl M r Printed Name and Title City of El Segundo Signature and Date OqaI �� �w�r� t� Printed Name and mile AID t AS TO FORM: ry CITY ATTOA6 �1 Agreement No. 6960 ATTACHMENT A SPECIFIC RESPONSIBILITIES LA County RR/CC staff is responsible for: • Disinfecting the surfaces of all voting equipment including, but not limited to, the Ballot Marking Devices, electronic pollbooks, and central ballot box after voter use. • Placing mitigation items such as signs, cones, mats, door stops, etc. to maintain the most accessible path to and from the voting area. Facility staff is responsible for: • Daily/frequent cleaning of the restrooms. • Daily/frequent trash pick-up. • Providing a space outside of the vote centerfor curbside voting. • Allowing RR/CC staff to place mitigation items such as signs, cones, mats, door stops, etc. to maintain the most accessible path to and from the voting area. • Provide additional signage, if needed, to direct voters to the vote center. Additional consideration: • Wherever feasible, doors and windows should be open during hours where election workers are present to increase airflow. REGISTRAR=RE,CORDER/COUNTY CLERK EL'ECTIO PLAN The Los Angeles County "'Safe Election Plan"' aligns with the latest best practices to prevent illnesses such as COVID-19, flu, and colds. These were developed in consultation with relevant health authorities using the best public health information available. Vaccination Election Workers will beencouraged tostay Optional face masks will be available for voters. Optional face masks and N9S masks will be available for Election Workers. The RP)eCC will follow current mask rules and public health guidelines, such as return -to -work guidelines for individuals 2nd workers. - The importance of hand washing an4 sanitizing will be emphasized in Election Worker training. MLAVOTE.G01 Agreement No. 6960 LOS ANGELES COUNTY 4 REGISTRAR-RECORDER/COUNTY CLERK DEAN C. LOGAN Registrar-Recorder/County Clerk ATTACHMENT C Voting Space The space/s must be free from tables, chairs, printers, electronic equipment, exercise equipment, musical Ti, Floor Coverings The space/s must be free from any floor coverings such as tarps and mats that may potentially cause tripping or injuries as shown in the pictures below.