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HomeMy WebLinkAbout24279AGREEMENT INFORMATION AGREEMENT NUMBER 24279 NAME/TYPE OF AGREEMENT HONEST BALLOT DESCRIPTION PROFESSIONAL SERVICES AGREEMENT/CITY OF MIAMI CIVIL SERVICE BOARD ELECTION/MATTER ID: 23-435 EFFECTIVE DATE ATTESTED BY ATTESTED DATE DATE RECEIVED FROM ISSUING DEPT. 3/2/2023 NOTE DocuSign Envelope ID: 95D9C106-AA2C-4CF7-A2C2-5826F7A473 DD n1 EST BALLOT *** PROPOSAL DATE: PROPOSAL TO: PROPOSAL FOR: February 23, 2023 (Revised from January 17, 2023) Sandra Forges sforges@miamigov.com City of Miami Civil Service Board Election (for employees) Board Members Election Members —3,500 (expect 25% - 35% turnout) In -Person Voting — 6 Voting Machines/2 each per 3 locations Two Days ELECTION DATES/TIMES: • Election Thursday, April 20, 2023 7:00 A.M. to 5:30 P.M. Friday, April 21, 2023 7:00 A.M. to 5:30 P.M. • Locations: City Hall, Police Department, Waste Management Miami, FL • Run-OffElection: Thursday, April 27, 2023 7:00 A.M. to 5:30 P.M. Friday, April 28, 2023 7:00 A.M. to 5:30 P.M. IN -PERSON VOTING: Honest Ballot will: • 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 personnel to register employee voters 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 proofs 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! DocuSign Envelope ID: 95D9C106-AA2C-4CF7-A2C2-5826F7A4734D 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. Please note: Certified Election Report will be delivered 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 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, for the In -Person Election. CSB 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 if runoff is necessary. FEES $24,350.00 Election package for in person voting with six (6) voting stations, two (2) each at three Miami locations. Includes registration, tabulation, and certification. $8,350.00 Deposit due upon signing $8,000.00 Due April 1, 2023 $8,000.00 Balance due at close of election — April 21, 2023. $18,150.00 Runoff election, if necessary — April 27 — 28, 2023 The fee for your election includes the services described above. The fee for the Runoff Election is additional if a runoff election becomes necessary. Honest Ballot fees do not include any "exceptional costs" or overtime which 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 attorneys fees. DocuSign Envelope ID: 95D9C106-AA2C-4CF7-A2C2-5826F7A4734D 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 Liw,d cvC�i �r President Approved and Accepted: c:icuSigned by: By:✓uw hbvitlt Title: City Manager March 2, 2023 1 08:22:12 EST Date: Olivera, Rosemary From: Lee, Denise Sent: Thursday, March 2, 2023 1:18 PM To: Olivera, Rosemary Cc: Forges, Sandra Subject: FW: EXPEDITE Please: Review of Proposed contract for Civil Service Board Election (Matter 23-435) Attachments: City of Miami Civil Service Board Election (Honest Ballot).pdf Good afternoon Rosemary, Please see below & attached. Regards, Doi Le&i Legislative Services Representative Lobbyist Administrator City of Miami Office of the City Clerk 3500 Pan American Drive Miami, FL 33133 Direct Line: (305) 250-5367 Main Office: (305) 250-5361 w w w.miamigov.com/cityclerk Miami -Dade Commission on Ethics and Public Trust can be accessed using the following link: http://ethics.miamidade.gov/ "A Uttle''rogre.'Ea.dvDay Add4-up From: Forges, Sandra <sforges@miamigov.com> Sent: Thursday, March 2, 2023 1:13 PM To: Lee, Denise <DLee@miamigov.com> Subject: FW: EXPEDITE Please: Review of Proposed contract for Civil Service Board Election (Matter 23-435) Hi Denise, Please found attached a signed contract for filing. From: Gandarilla, Aimee <AGandarilla@miamigov.com> Sent: Thursday, March 2, 2023 8:26 AM To: Forges, Sandra <sforges@miamigov.com>; Calderon, Yadissa <ycalderon@miamigov.com> Cc: Perez, Annie <AnniePerez@miamigov.com>; Hannon, Todd <thannon@miamigov.com> Subject: RE: EXPEDITE Please: Review of Proposed contract for Civil Service Board Election (Matter 23-435) Good morning, Please find attached the signed board election letter. i Thank you, athwe candwatea Procurement Assistant City of Miami Department of Procurement 444 SW 2' Avenue, 6th floor, Miami, FL 33130 P(305) 416-1906 F(305) 400-5338 Eagandarilla@miamigov.com https://miamiciov.com/Government/Departments-Organizations/Procurement "Serving, Enhancing, and Transforming our Community" From: Forges, Sandra <sforges@miamigov.com> Sent: Wednesday, March 1, 2023 1:57 PM To: Calderon, Yadissa <ycalderon@miamigov.com>; Gandarilla, Aimee <AGandarilla@miamigov.com> Cc: Perez, Annie <AnniePerez@miamigov.com>; Hannon, Todd <thannon@miamigov.com> Subject: RE: EXPEDITE Please: Review of Proposed contract for Civil Service Board Election (Matter 23-435) Good afternoon, Aimee. Please let me know if this has been routed. Thank you. @Calderon, Yadissa —Thank you! From: Calderon, Yadissa <ycalderon@miamigov.com> Sent: Monday, February 27, 2023 10:05 AM To: Gandarilla, Aimee <AGandarilla@miamigov.com> Cc: Perez, Annie <AnniePerez@miamigov.com>; Hannon, Todd <thannon@miamigov.com>; Forges, Sandra <sforges@miamigov.com>; Velez, Pablo <pvelez@miamigov.com> Subject: FW: EXPEDITE Please: Review of Proposed contract for Civil Service Board Election (Matter 23-435) Aimee, Please route for the Manager's signature since the vendor is asking for the City to accept by signing the Proposal. Sandra, The City Manager is the only authorized City representative that can bind the City into a contract. Once the Manager signs please submit a requisition and attach the sign proposal along with the insurance. Thank you in advance. Respectfully, Yadissa A. Calderon, CPPB, NIGP-CPP Assistant Director of Procurement City of Miami 2 Procurement Department 444 SW 2 Ave, 6th FL Miami, FL 33130 305 416-1907 g: 305 400-5369 ycalderon@miamigov.com Website: http://www.miamigov.com/procurement/ "Serving, Enhancing, and Transforming our Community" CONFIDENTIAL COMMUNICATION The information contained in this transmission may contain privileged and confidential information. It is intended only for the use of the person(s) named above. If you are not the intended recipient, you are hereby notified that any review, dissemination, distribution, or duplication of this communication is strictly prohibited. If you are not the intended recipient, please immediately contact the sender by reply e-mail and destroy all copies of the original message. Thank you. *Please Note: Due to Florida's very broad public records law, most written communications to or from City of Miami employees regarding City business are public records, available to the public and media upon request. Therefore, this e-mail communication may be subject to public disclosure If you're not already a Vendor, click on or scan the QR Code to register as a new vendor for the City of Miami. 3 ACD CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DDIYYYY) 02/10/2023 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 policy(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 Northern Boulevard P.O. Box 9004 Roslyn NY 11576 INSURED Honest Ballot LLC 272-46 Grand Central Pkwy Floral Park coNTACt Melinda Lynch PHONE (516)621-9000 INC. No, Ext): E-MAIL melindal@fabricantinsurance.com ADDRESS: FAx () 516 621-0092 FAX No): MSURERtSI AFFORDING COVERAGE NAIC # INSURERA: ACE Property and Casualty Ins Co 20699C INSURER B : Rated by Multiple Cos INSURER C : Hiscox Ins. Co. (ARC) 00914 10200 INSURER D : INSURER E : NY 11005-1342 INSURER F : COVERAGES CERTIFICATE NUMBER: 23-24 Master Cert 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. INSR LTR A x TYPE OF INSURANCE COMMERCIAL GENERAL LIABILITY CLAIMS -MADE x OCCUR GEN'LAGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC OTHER: AUUL INSD SUER WVD POLICY NUMBER SERNYD5269176A3N POLICY EFF (MMIDDIYYYYI 02/10/2023 POLICY EXP (MMIDDIYYYYI 02/10/2024 LIMITS EACH OCCURRENCE DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL &ADV INJURY GENERAL AGGREGATE PRODUCTS - COMP/OP AGG AUTOMOBILE LIABILITY A x B ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY UMBRELLA LIAB EXCESS LIAB SCHEDULED AUTOS IN NON -OWNED AUTOS ONLY OCCUR CLAIMS -MADE DED RETENTION S WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Professional Liability YIN NIA i SERNYD5269176A3N 12WECNT9977 02/10/2023 02/10/2023 02/10/2024 02/10/2024 COMBINED SINGLE LIMIT (Ea acddenl ) BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE (Per accident) EACH OCCURRENCE AGGREGATE x PER STATUTE OTH- ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE • POLICY LIMIT MPL419038522 06/28/2022 06/28/2023 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) 5 1,000,000 s 1,000,000 $ 5,000 $ 1,000,000 $ 2,000,000 s 2,000,000 $ 1,000,000 $ 3 5 $ 100,000 $ 100,000 $ 500,000 $1,000,000 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 City of Miami 444 SW 2ND AVENUE MIAMI CANCELLATION 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 FL 33130 ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD