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Home My WebLink AboutORANGE, COUNTY OF (REGISTRAR OF VOTERS) INSURANCE NOT REQUIRED WORK MAY PROCEED N-2024-236 CITY CLERK DATE: p Registrar of Voters D p 1300 S Grand Ave,Building C o�Mc Santa Ana VOTE CENTER ENTRY PERMIT (LICENSE) THIS IS A LICENSE TO ENTER("Permit")executed July 18,2024("Effective Date"),by and between CITY OF SANTA ANA, (hereinafter referred to as "Permitter") and the COUNTY OF ORANGE, a political subdivision of the State of California (hereinafter referred to as "County" or "Permittee") without regard to number or gender. Permitter and County may sometimes hereinafter be individually referred to as"Party"or jointly as "Parties." 1. PURPOSE: Pursuant to Section 12283 and 12284 of the Election Code,which authorizes an Election Official to request the use of a public building to be used as a polling place or voting center as needed, and to provide in-person voting sites for voters free of charge, Permitter hereby grants to County use of the JEROME CENTER, MULTIPURPOSE ROOM property located at 726 S CENTER ST, SANTA ANA, CA ("Property") on October 21, 2024, and terminating on November 14, 2024 ("Term"). County will not assign this Entry Permit and/or License. 2. AREA AND USE: Permitter grants County and its invitees and licensees permission to enter and use the Property described above for the purpose of providing a vote center for voters. County agrees not to use the Property for any other purpose, nor to engage in or permit any other activity within or from the Property. County further agrees not to conduct or permit to be conducted any public or private nuisance in, on, or from the Property and to comply with all governmental laws and regulations in connection with its use of the Property. 2.1. DATES AND HOURS OF USE AND ACCESS. 2.1.1. Permitter specifically grants County and its invitees and licensees permission to enter and use the Property for the purpose of providing an early voting location on the dates and hours as follows: Vote Center Dates Hours of Use* Thursday, October 24 8am—5pm Friday, October 25 8am—5pm Saturday, October 26 7:30am- 6pm Sunday, October 27 7:30am- 6pm Monday, October 28 7:30am -6pm Tuesday, October 29 7:30am- 6pm Wednesday, October 30 7:30am-6 m Thursday, October 31 7:30am- 6pm Friday,November 1 7:30am- 6pm Saturday,November 2 7:30am- 9 m Sunday,November 3 7:30am- 9 m DL:726 S CENTER ST,SANTA ANA Pagel of 7 Vote Center Entry Permit(Govermnent Facility)v7.28.22 Registrar of Voters Monday,November 4 7:30am- 97m Tuesday,November 5 6:30am— 12am Wednesday,November 6 8am—5pm *Vote Center hours are subject to change at any time by County based on the operational needs presented by the election turnout. 2.1.2. Permitter specifically grants County permission to enter and. use the Property for the purpose of delivering and picking up Vote Center equipment on the dates and hours as follows: Vote Center Equipment Delivery and P1ck7U Delivery Date Period: Thursday, October 21, 2024 through Wednesday, October 23, 2024 Pick-up Date Period: Thursday,November 7, 2024 through Thursday,November 14, 2024 *Specific dates and hours to be provided by County by October 11, 2024. Permitter shall provide County staff with the means necessary to access the Property by Thursday,October 21,2024. If Permitter is unable or unwilling to provide County staff with the means necessary to access the Property, Permitter shall provide staff to open and close the Property during the hours stated in the table above. 2.2. PROPERTY EQUIPMENT AND SUPPLIES. The Permitter acknowledges and agrees that it will supply the County with the equipment and supplies listed in Attachment 1. 2.3. PERMITTED.OBLIGATIONS.The Permitter acknowledges that the County must have exclusive access to the Property during the dates and hours described in Section 2.1,above.To that end,the Permitter agrees to the following: 2.3.1. Permitter shall secure the Property. 2.3.2. The Permitter shall prohibit access to the Property for purposes other than elections operations. 2.3.3. The Permitter shall provide 2 designated parking stalls for the County's exclusive use for placement of a temporary portable storage container for equipment and supplies. 2.3.4. The Permitter shall not disrupt, or allow to be disrupted, the organization or layout of the Property. 2.3.5, The Permitter shall not schedule, or allow to be scheduled, events or activities on the Property. 2.3.6. The Permitter shall provide restroorn access for County staff. 2.3.7. The Permitter shall provide free parking for voters and County staff. If parking passes are necessary for County staff parking,the passes shall be provided no later than Friday,October 18, 2024. DL:726 S CENTER ST,SANTA ANA Page 2 of 7 Vote Center Entry Pennit(Govenunent Facility)v7.28.22 Registrar of Voters 2.3.8. The Permitter shall provide electricity, including but not limited to, functioning electrical outlets on the Property. 2.3.9. The Pem-iitter shall ensure the Property has adequate and functioning lighting both inside the Property and outside the Property. 2.3.10. The Permitter shall, if identified by County, allow for drive-thru VBM option in their parking lot that would allow the voter's to drop-off their ballot without exiting their vehicles. Logistics and set up will be responsibility of County staff. 3. UTILITIES, MAINTENANCE AND JANITORIAL: Permitter shall pay all the charges for the following utilities: water, gas, electricity, trash disposal and sewer. Permitter shall provide air conditioning and/or heating on the Property during the dates and hours described in Section 2.1,above. Permitter shall be responsible for all maintenance and repairs(including but not limited to: fire alarm, HVAC system, elevator maintenance, landscaping, pest control, and trash) unless such maintenance and repairs arise out of County's negligence or intentional acts not in accordance with the uses permitted herein,per Clause 2 (AREA AND USE) above, and excluding normal wear and tear. Upon mutual agreement in advance of a not to exceed cost, County shall be responsible for payment of any janitorial service, telephone service, cable service, internet service and any other costs not provided for iri this section if approved in writing. 4. AUTHORIZATION FOR USE OF PROPERTY: Parties aclulowledge and agree that the use of this property is provided pursuant to Elections Code section 12283, 5. INDEMNIFICATION: County hereby agrees to indemnify, hold harmless, and defend Permitter against any and all claims, loss, demands, damages,cost, expenses or liability arising out of the use of the Property, except for liability arising out of the concurrent active or sole negligence of, Permitter including the cost of defense of any lawsuit arising therefrom. In the event Permitter is named as co- defendant, County shall notify Permitter of such fact and shall represent Permitter,in such legal action unless Permitter undertakes to represent itself as co-defendant in such legal action, in which event County shall pay to Permitter its litigation costs, expenses and attorney's fees. In the event judgment is entered against County and Permitter because of the concurrent active negligence of County and Permitter,their officers,agents,or employees,an apportionment of liability to pay such judgment shall be made by a court of competent jurisdiction. Neither Party shall request a jury apportionment. 6. ATTORNEYS' FEES: In any action or proceeding to enforce or interpret any provision of this Permit, or where any provision hereof is validly asserted as a defense, the Parties shall bear their own attorneys' fees, costs and expenses. 7. GOVERNING LAW AND VENUE: This Permit has been negotiated and executed in the State of California and shall be governed by and construed under the laws of the State of California. In the event of any legal action to enforce or interpret this Permit, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. 8. EMPLOYMENT: No County employee shall be considered an employee of the Permitter under the DL:726 S CENTER ST,SANTA ANA Page 3 of Vote Center Entry Permit(Goverment Facility)v7.28.22 Registrar of Voters jurisdiction of the Permitter, nor shall such County employees have any Permitter pension, civil service, or other status while an employee of County. County shall have no authority to contract on behalf of Permitter. It is expressly understood.and agreed by both Parties hereto that County, while engaged in carrying out and complying with any terms of this Permit,is not acting as an agent,officer, or employee of Permitter. 9. CONDITION OF PERMIT AREA UPON TERMINATION: Except as otherwise agreed to herein, at its sole cost, County shall, at the expiration or earlier termination of this Permit, restore the Permit Area to its original condition in which it existed immediately prior to the Permit,leave the Permit Area in a neat and clean condition to the sole satisfaction of Permitter,free of trash and debris, and remove all property and materials of County. 10. RELATIONSHIP OF PARTIES: The relationship of the parties hereto is that of Permitter and County, and it is expressly understood and agreed that Permitter does not in any way or for any purpose become a partner of or a joint venture with County in the conduct of County's business or otherwise. 11.NOTICES: All written notices pursuant to this Permit shall be addressed as set forth below or as either Party may hereafter designate by written notice and shall be deemed delivered upon personal delivery, delivery by facsimile machine, electronic mail, or seventy-two (72) hours after deposit in the United States Mail. Any written correspondence between the Parties shall be addressed as follows: COUNTY PERMITTER County of Orange CITY OF SANTA ANA Registrar of Voters 20 Civic Center Plaza Facilities Services Santa Ana, CA 92702 1300 South Grand Avenue Building C Attention: Jennifer Hall Santa Ana, CA 92705 jhall@santa-ana.org Attention: Administrative Manager Email: Kimberly.Hostler@ocvote.gov --Signatures Foflow DL:726 S CENTER ST,SANTA ANA Page 4 of Vote Center Entry Pennit(Government Facility)v7.28.22 Registrar of oters IN WITNESS WHEREOF,the Parties have executed this agreement the day and year first above written. APPROVED AS TO FORM: PERMITTER Office of County Counsel CITY OF SANTA ANA Orange County, California By Gam' � 1,"- _ By See Attached Signature Page U ty County Counsel Name Title Date: TEMPLATE APPROVED 06282023 Date: COUNTY COUN F O'RiANGE T By Bob Page, Registrar of Voters Per Resolution No. 20-091 and Minute Order dated July 14, 2020 Date: 3 DL:726 S CENTER ST,SANTA ANA Page 5 of 7 Vote Center Entry Pernrit(Government Facility)v7.28.22 Registrar of Voters ATTEST: CITE' OF SANTA ANA VVawr� Jennifer L. 11 Alvaro Nunez City Cler Acting City Manager APPROVED AS TO FORM: RECOMMENDED FOR APPROVAL: SONIA R. CARVALHO City Attorney Y, I By: —" iandon. Salvatierra Hawk Scott Deputy City Attorney Executive Director, Parks, Recreation&Community Services DU 726 S CENTER ST,SANTA ANA Page 6 of 7 Vote Center Entry Pennit(Government Facility)v7.28.22 Registrar of V oters ENTRY PE T (LICENSE) Attachment I Pursuant to Section 2.2 of this Permit,Permitter shall 1. Provide four(4) six-foot tables and six (6) chairs. if Permitter is unable to provide this equipment, it shall notify the County within 20 days before the event if the facility cannot provide tables and chairs. 2. Remove any and all items from Property(Voting Room referenced in Section 1), except for the provided tables and chairs,if applicable. Said room shall be free and clear by Set Up Day. 3. Permitter shall provide soap,water,paper towels in restrooms to ensure proper hygiene.Provide stock supplies available over the weekend. 4. If Permitter Staff is assigned to open facility and is running late,they are to contact the County immediately at (714) 954-1901. 5. Permitter shall provide to County facility primary contact and emergency contact information. 6. The designated area for POD placement will be in close proximity to the building and be finalized 20 days before Election period begins. 7. Permitter shall ensure exclusive, secure access to the Voting Room for the County and all doors shall have the ability to lock. When the permitter needs access to the room, the permitter shall coordinate access with the County. DL:726 S CENTER ST,SANTA ANA Page 7 of 7 Vote Center Entry Permit(Government Facility)v7.28.22 Registrar of Voters