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HomeMy WebLinkAbout25441AGREEMENT INFORMATION AGREEMENT NUMBER 25441 NAME/TYPE OF AGREEMENT HONEST BALLOT LLC DESCRIPTION PROFESSIONAL SERVICES AGREEMENT/2025 CIVIL SERVICE BOARD ELECTION/MATTER ID: 24-3464 EFFECTIVE DATE ATTESTED BY TODD B. HANNON ATTESTED DATE 2/19/2025 DATE RECEIVED FROM ISSUING DEPT. 2/19/2025 NOTE DOCUSIGN AGREEMENT BY EMAIL CITY OF MIAMI DOCUMENT ROUTING FORM ORIGINATING DEPARTMENT: Department of Procurement DEPT. CONTACT PERSON: Aimee Gandarilla NAME OF OTHER CONTRACTUAL PARTY/ENTITY: Honest Ballot LLC EXT. 1906 IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? TOTAL CONTRACT AMOUNT: $ FUNDING INVOLVED? TYPE OF AGREEMENT: ❑ MANAGEMENT AGREEMENT ❑ PROFESSIONAL SERVICES AGREEMENT ❑ GRANT AGREEMENT ❑ EXPERT CONSULTANT AGREEMENT ❑ LICENSE AGREEMENT OTHER: (PLEASE SPECIFY) YES YES ❑ PUBLIC WORKS AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ INTER -LOCAL AGREEMENT ❑ LEASE AGREEMENT ❑ PURCHASE OR SALE AGREEMENT NO NO PURPOSE OF ITEM (BRIEF SUMMARY): Honest Ballot Proposal City of Miami Civil Service Board Election (for employees) COMMISSION APPROVAL DATE: FILE ID: ENACTMENT NO.: IF THIS DOES NOT REQUIRE COMMISSION APPROVAL, PLEASE EXPLAIN: ROUTING INFORMATION Date PLEASE PRINT AND SIGN DIRECTOR/CHIEF PROCUREMENT OFFICER February 12 , 2025 Annie Perez, CPPO I 13 : 22 :,5-4..4.51- SIGNATURE: �^- RISK MANAGEMENT February 12, 2025 Ann -Marie Sharpe I 13:38: ocE5Tv SIGNATURE: fiwm? aivat CITY ATTORNEY Matter 24-3464 February 14, 20RO IAl#Y69n@s4I SIG ATURE: ,--s--v attil. (464 III ASSISTANT CITY MANAGER, CHIEF FINANCIAL OFFICER February 18, 2025 Larry Spring, CPA I 15:25: ..SST SIGNATURE: 1, oSprtv,) ASSISTANT CITY MANAGER, CHIEF OF OPERATIONS Barbara Hernandez, MPA SIGNATURE: ASSISTANT CITY MANAGER, CHIEF OF INFRASTRUCTURE Asael Marrero SIGNATURE: DEPUTY CITY MANAGER February 18, 20RtTs'1i `59e'1ocE -Williams SIGNATURE: NAY„i:tle.c - dt .1 CITY MANAGER February 19, 2025 Arthur Noriega V 1 09:12:13 EST oos,9.ed e. SIGNATURE: Q ,,,y CITY CLERK February 19, nodd p `BSOCF6C1]MMA 20T2-5`-1 HO9:2:33 sEST SIGNATURE: 6,, —' PLEASE ATTACH THIS ROUTING FORM TO ALL DOCUMENTS THAT REQUIRE EXECUTION BY THE CITY MANAGER City of Miami Office of the City Attorney Legal Services Request To: Office of the City Attorney From: Yadissa Calderon Contact Person Assistant Director Title 2/12/2025 Date: Procurement Requesting Client (305) 416-1907 Telephone Legal Service Requested: Matter 24-3464: Honest Ballot LLC - City of Miami Civil Service Board Election (for employees) Complete form and forward to the Office of the City Attorney or e-mail to Legal Services. Do not assume that the Office of the City Attorney knows the background of the question and/or issue, such as opinions on the same or similar issues, the existence of relevant memos, correspondence, etc. Please attach to this form and/or e-mail all pertinent information relating to the subject. Once your request has been assigned, an e-mail will be sent to you with the Assigned Attorney's name and the issued matter identification number. All attorneys in the Office of the City Attorney shall fully comply with the Rules Regulating the Florida Bar. For Legal Services requesting an opinion from the Office of the City Attorney: Issue opinion in writing. Publish opinion after issuance. Authorized by: Annie Perez Date response requested by: BELOW PORTION TO BE COMPLETED BY THE OFFICE OF THE CITY ATTORNEY Assigned Attorney: Date: File No. Approved by: Ultimate Client: Comments: D / R Date: Copy returned to Requesting Client Type: Matrix: Category: Copy to Ultimate Client rev. 04/14/2017 ****HONEST**** BALLOTS PROPOSAL DATE: PROPOSAL TO: PROPOSAL FOR: February 6, 2025 Todd B. Hannon, City Clerk City of Miami, Florida clerks@miamigov.com Email cc: sforges@miamigov.com City of Miami Civil Service Board Election (for employees) Election for Board Members Members — approximately 3,500 (expect 25% - 35% turnout) In -Person Voting — 6 Voting Stations/2 each per 3 locations Two Days ELECTION DATES/TIMES: • Election: Thursday, April 24, 2025, 7:00 A.M. to 5:30 P.M. Friday, April 25, 2025, 7:00 A.M. to 5:30 P.M. • Locations: Miami Riverside Center (MRC), Police Department, and Waste Management Department (Miami, FL) • Run -Off Election: Thursday, May 1, 2025, 7:00 A.M. to 5:30 P.M. (If required) Friday, May 2, 2025 7:00 A.M. to 5:30 P.M. IN -PERSON VOTING: Honest Ballot will: • Arrive one day in advance to set up each of the election locations. • Arrive approximately one hour prior to the opening to set up for the election. • Provide six (6) touch screen voting machines — two (2) each at three (3) locations. • Include shipping and handling of the voting equipment to/from the locations. • Provide election/support personnel to operate the voting machines, and provide voter assistance or technical support, as needed. • Provide Honest Ballot (HB) personnel to register members upon their arrival. Please note: HB personnel will require proof of identification. • Provide voting slips for the voters to give to the machine operator after registration/check in. • Program the electronic ballot ➢ Ballot will be programmed in English (please advise if additional languages are required) ➢ Candidate photos, if provided, may be included on the ballot. • Provide ballot proof for your approval prior to the election. • Provide sample ballots for the members to view prior to voting. • Open and close the election at the agreed upon dates/times. • Provide Challenge Ballots (paper ballots) and envelopes — if necessary. Honest Ballot . 27246 Grand Central Parkway . Floral Park . NY . 11005 718-279-VOTE (8683) . 800-541-1851 . Fax 718-279-0873 . Email vote@honestballot.com www.honestballot.com Founded in 1909! TABULATION AND RESULTS: Honest Ballot will: • Tabulate the results, combining the votes from each location, following the close of the polls. • Provide interim results following the close of the polls. • Deliver the Certified Election Results report upon final payment. • Be responsible for election administration, tally, and certification. • Seal and store election material for three years. RUN-OFF ELECTION: The need for a Runoff Election will be determined based on the resulting number of votes and the percentage votes received by each of the candidates. If necessary, Honest Ballot will provide the same set of services for the Run -Off Election, as noted above. The Runoff Election will be billed separately. CITY WILL PROVIDE THE FOLLOWING TO HONEST BALLOT: ✓ Copies of all election related correspondence distributed to members. ✓ Candidates' names and the order names are to appear on the ballot. ✓ Candidate photos in png or jpeg format — optional. ✓ Timely (within 24 hours) approval of screen and/or printing proofs. ✓ Tables, chairs and electrical supply for use during the election. ✓ Wi-Fi service in the election area with access during the election. ✓ Name, phone number, and email of contact person at each location. ✓ Secure storage of voting equipment, overnight at each location, and for runoff, if necessary. FEES: $24,650.00 Election package for in person voting with six (6) voting stations, two (2) each at three Miami locations; two (2) days with voting open for 10.5 hours. Includes registration, tabulation, and certification. $8,350.00 Deposit due upon signing $8,200.00 Due March 1, 2025 $8,100.00 Balance due — (balance paid once service is rendered & Certified results received. $19,950.00 Estimate for Runoff, if necessary. The fee for your election includes the services described above. The fee for a Runoff Election is additional if a runoff election becomes necessary. Honest Ballot fees do not include any exceptional costs or overtime which, if incurred, will be presented and agreed to prior to billing. GOVERNING LAW, VENUE, AND LEGAL FEES In the case of any dispute, governing law shall be Florida law and venue shall be the courts located in Miami -Dade County, Florida. Additionally, in the case of any such dispute, each party shall be responsible for its own court costs and attorney's fees. Honest Ballot, LLC agrees to indemnify, defend and hold the City harmless from and against any and all claims, liabilities, damages, causes of actions, demands and suits arising out of or in connection with the services performed under this agreement. Honest Ballot further agrees to provide the City with a certificate of insurance pursuant to language outlined in the attached and incorporated Exhibit B. ANTI -HUMAN TRAFFICKING AFFIDAVIT: Honest Ballot confirms and certifies that Honest Ballot is not in violation of Section 787.06, Florida Statutes, and that Honest Ballot does not and shall not use "coercion" for labor or services as defined in Section 787.06, Florida Statutes. Honest Ballot shall execute and submit to the City an Affidavit in compliance with Section 787.06(13), Florida Statutes, attached an incorporated herein as Exhibit "A." If Honest Ballot fails to comply with the terms of this Section, the City may suspend or terminate this agreement immediately, without prior notice, and in no event shall the City be liable to Honest Ballot for any additional compensation or for any consequential or incidental damages. Will you please have an authorized officer sign this proposal and return it to me by email to honestballot@aol.com? Honest Ballot will reserve your election date when we receive the deposit. We are looking forward to working with you again. Thank you. Very truly yours, Honest Ballot LLC L1 na ' b ,- President Approved and Accepted — See Signature Page Attached IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by their respective officials thereunto duly authorized on the date provided herein. BY: WITNESS: Name: 1cb Title: Date: AiflST: Signed by: BY: { _ Todd B. Hannon City Clerk February 19, 2025 1 09:22:33 EST Date: APPROVED AS TO LEGAL FORM AND CORRECTNESS: BY: atery,' RhsbIA.1 ni swe,.a George K. Wysong III 24-2464 City Attorney February 14, 2025 1 12:17:07 EST Date: DS pG "Honest Ballot" HONEST BALLOT LLC, a foreign limited liability company authorized to conduct business in Florida BY: "City" Wl.ct,() Name: 2-/ ikf D %4 c 6b5 Title: P46:24,4-14 -74" Date: / 6/ CITY OF MIAMI, a Florida municipal corporation BY: arf✓wr Arthur Noriega V City Manager February 19, 2025 1 09:12:13 EST Date: APPROVED AS TO INSURANCE REQUIREMENTS: BY: bfin ac,d� Anne Marie Sharpe, Director Risk Management February 12, 2025 1 13:38:41 EST Date: EXHIBIT A ANTI -HUMAN TRAFFICKING AFFIDAVIT 1. The undersigned affirms, certifies, attests, and stipulates as follows: a. The entity/individual is a nongovernmental entity authorized to transact business in the State of Florida (hereinafter, "nongovernmental entity"). b. The nongovernmental entity is either executing, renewing, or extending a contract (including, but not limited to, any amendments, as applicable) with the City of Miami ("City") or one of its agencies, authorities, boards, trusts, or other City entity which constitutes a governmental entity as defined in Section 287.138(1), Florida Statutes (2024). c. The nongovernmental entity is not in violation of Section 787.06, Florida Statutes (2024), titled "Human Trafficking." d. The nongovernmental entity does not use "coercion" for labor or services as defined in Section 787.06, Florida Statutes (2024). 2. Under penalties of perjury, pursuant to Section 92.525, Florida Statutes, I declare the following: a. I have read and understand the foregoing Anti -Human Trafficking Affidavit and that the facts, statements and representations provided in Section 1 are true and correct. b. I am an officer, a representative, or individual of the nongovernmental entity authorized to execute this Anti -Human Trafficking Affidavit. FURTHER AFFIANT SAYETH NAUGHT. Nongovernmental Entity/Individual: Name: L/j(J � Signature: Office Address: c 7. apple4 f.02. , 0 � ICf 4 //a dia#4-eiaCprrj Main Phone Numbe :.7/ 8 2_7ehro 13 Email Address: n,,± t3 t!4- Title: . e_ezi -n 7L EXHIBIT B INSURANCE REQUIREMENTS HONEST BALLOT SERVICES FOR 2025 CIVIL SERVICE BOARD ELECTION I. Commercial General Liability A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence $1,000,000 General Aggregate Limit $ 2,000,000 Personal and Adv. Injury $ 1,000,000 Products/Completed Operations $ 1,000,000 B. Endorsements Required City of Miami listed as additional insured Primary Insurance Clause Endorsement Contingent Exposures Included Non Owned Auto Exposures Included, if applicable II. Worker's Compensation Limits of Liability Statutory -State of Florida Waiver of Subrogation Employer's Liability A. Limits of Liability $100,000 for bodily injury caused by an accident, each accident $100,000 for bodily injury caused by disease, each employee $500,000 for bodily injury caused by disease, policy limit IV. Professional/E&O Liability Combined Single Limit Each Claim $1,000,000 Policy Aggregate $1,000,000 Retroactive date included The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance to policy provisions. Companies authorized to do business in the State of Florida, with the following qualifications, shall issue all insurance policies required above: The company must be rated no less than "A-" as to management, and no less than "Class V" as to Financial Strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and /or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. A�QR4& CERTIFICATE OF LIABILITY INSURANCE DATE(MM/2025 ) 02/06I2025 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the poIIcy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the po icy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Fabricant & Fabricant Inc, 1251 Old Northem Boulevard P.O. Box 9004 Roslyn NY 11576 CONTACT Melinda Lynch NAME. in"cNNEaE�cl (516) 621.9000 I fa No): (616) 621`0092 E-MAIL melindal@fabricantinsuranae_com ADDRESS INSURER(S) AFFORDING COVERAGE NAIL# INSURERA: Hartford Underwriters Ins. Co. 30104 INSURED Honest Ballot LLC & Hha Inc. 27246 Grand Central Pkwy Floral Park NY 11005-1342 INSURERB: Rated by Multiple Co's 00914 INSURERC: Hiscox Ins. Co. (ARC) 10200 INSURER D : INSURER E : _ INSURER F: COVERAGES CERTIFICATE NUMBER: 25/26 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. TYPE OF INSURANCE maiPOLICY POLICY NUMBER N=F IbIMtoc-yVYY POLIC'! EXP hIMiDDFYYYY LIMITS A COMMERCIAL GENERAL LIABILITY X OCCUR 12SBABD6B56 02/10/2025 02/10/2026 OCCURRENCE $ 1,000,000 MADE CLAIMS-MADE PREMISESIEo occutranrel 5 1,000,000 MED E%P (Any one personl S 10,000 ■ PERSONAL &ADV INJURY g 1,000,000 GEN'LAGGREGATE LIMIT RO- POLICY - JECTPRO- OmER- APPLIES PER: GENERALAGGREGATE S 2,DO0,000 ■ ❑ LOC PRODUCTS - COMP/OP AGG S 2,000,000 AICNT s A AUTOMOBILE LIABILITY ANY AUTO AUTOS ONLY AUTOS ONLY 12SBABD6B56 02/10/2025 02/10/2026 O1d$IN86 SINGLE LIMIT (Eaauodenq $ BODILY INJURY (Per person) S ■OWNED ■ SCHEDULED AUTOS BODILY INJURY (Per accident) S ■HIRED NON -OWNED AUTOS ONLY P`OPERTY DAMAGE (Par occIdoi0l( S ■ ■ S ■ UMBRELLA LIAB EXCESS LIAB • OCCUR EACH OCCURRENCE 5 CLAIMS -MADE AGGREGATE S I DED I RETENTION 5 S B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) - If yes, describe under DESCRIPTION OF OPERATIONS below N/A 12WECNT9977 02/10/2025 02/10/2026 1 PERj TUTS 1 I OT ER EL. EACH ACCIDENT 5 100,000 E,L. DISEASE - EA EMPLOYEE $ 100,000 EL. DISEASE - POLICY LIMIT 500,000 S C Errors and Omissions MPL419038524 06/28/2024 06/28/2025 General Aggregate Each Occurrence $1,000,000 $1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS l VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space Is required) City of Miami is included as Additional Insured on a Primary, Non -Contributory basis with respect to work performed by Named Insured as required by written contract. Waiver of Subrogation applies. 30 Days Notice of Cancellation except for Non Payment of Premium which is 10 Days Notice. CERTIFICATE HOLDER CANCELLATION City of Miami 444 SW 2NDAVENUE MIAMI FL 33130 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) ©1968-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 1/16/25, 1:41 PM Detail by Entity Name DIVISION OF CORPORATIONS '/IiIrji ,5),(4s-7.org � l 0 p ;} A r rr r an official Strut of Florida svek.ite Department of State / Division of Corporations / Search Records / Search by Entity Name / Detail by Entity Name Foreign Limited Liability Company HONEST BALLOT, LLC Filing Information Document Number M17000005013 FEI/EIN Number 82-1764430 Date Filed 06/13/2017 State DE Status ACTIVE Principal Address 27246 GRAND CENTRAL PARKWAY FLORAL PARK, NY 11005 Mailing Address 27246 GRAND CENTRAL PARKWAY FLORAL PARK, NY 11005 Registered Agent Name & Address CORPORATION SERVICE COMPANY 1201 HAYS STREET TALLAHASSEE, FL 32301-2525 Authorized Person(s) Detail Name & Address Title MBR GIBBS, LINDA 26910 GRAND CENTRAL PKW, 3R FLORAL PARK, NY 11005 Annual Reports Report Year Filed Date 2022 04/28/2022 2023 04/19/2023 2024 08/05/2024 Document Imams 08/05/2024 --ANNUAL REPORT View image in PDF format https://search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=1 nitial&searchNameOrder=HONEST... 1/2 1/16/25, 1:41 PM 04/19/2023 --ANNUAL REPORT 04/28/2022 --ANNUAL REPORT 03/30/2021 --ANNUAL REPORT 03/04/2020 --ANNUAL REPORT 04/17/2019 --ANNUAL REPORT 01/17/2018 --ANNUAL REPORT 06/13/2017 -- Foreign Limited View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format View image in PDF format Detail by Entity Name Florida Department of State, Division of Corporations https://search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=EntityName&directionType=1 nitial&searchNameOrder=HONEST... 2/2 Olivera, Rosemary From: Gandarilla, Aimee Sent: Wednesday, February 19, 2025 9:30 AM To: Hannon, Todd Cc: Olivera, Rosemary; Brown, Sadie; Roberts, Frankeetha Subject: Honest Ballot Proposal (matter 24-3464) Attachments: Honest Ballot Proposal (matter 24-3464).pdf Good morning Todd, Please find attached the fully executed copy of an agreement from DocuSign that will be considered an original agreement for your records. Thank you, Aimee) candcailiai Procurement Assistant City of Miami Procurement Department 444 SW 2nd Avenue, 6thfloor, Miami, FL 33130 P (305) 416-1906 F (305) 400-5073 E agandarilla@miami.gov "Serving, Enhancing, and Transforming our Community" i