AGREEMENT FOR PROJECT SERVICES
BETWEEN THE CITY OF REDONDO BEACH
AND PRO DOCUMENT SOLUTIONS, INC. DBA PRO VOTE SOLUTIONS THIS AGREEMENT FOR PROJECT SERVICES (this "Agreement”) is made between the City of Redondo Beach, a chartered municipal corporation ("City") and Pro Document Solutions, Inc., a California corporation dba Pro Vote Solutions (“Contractor" or “Consultant”).
The parties hereby agree as follows:
A. Description of Project or Scope of Services. The project description or scope of services to be provided by Contractor, and any corresponding responsibilities of City or services required to be performed by City are set forth in Exhibit "A”.
B. Term and Time of Completion. Contractor shall commence and complete the project or services described in Exhibit "A" in accordance with the schedule set forth in Exhibit "B".
C. Compensation. City agrees to pay Contractor for work performed in accordance with Exhibit "C”.
D. Insurance. Contractor shall adhere to the insurance requirements outlined in Exhibit “D”, unless otherwise waived by the City’s Risk Manager.
E. Cybersecurity Requirements. Contractor shall comply with the cybersecurity requirements as outlined in Exhibit “E”.
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GENERAL PROVISIONS
1. Independent Contractor. Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, officer, agent, joint venturer or partner of the City, but rather an independent contractor. This Agreement shall not be construed as a contract of employment. Contractor shall have no rights to any benefits which accrue to City employees unless otherwise expressly provided in this Agreement. Due to the independent contractor relationship created by this Agreement, the City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.
2. Brokers. Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Agreement.
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3. City Property. All plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Agreement shall upon request be delivered to the City within a reasonable time, and the rights thereto shall be deemed assigned to the City. If applicable, Contractor shall prepare check prints upon request. Said plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials shall be specific for the project herein and shall not be used by the City for any other project without Contractor's consent. Notwithstanding the foregoing, Contractor shall not be obligated to assign any proprietary software or data developed by or at the direction of Contractor for Contractor's own use; provided, however, that Contractor shall, pursuant to Paragraph 14 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of any such proprietary software or data.
4. Inspection. If the services set forth in Exhibit "A" shall be performed on City or other public property, the City shall have the right to inspect such work without notice. If such services shall not be performed on City or other public property, the City shall have the right to inspect such work upon reasonable notice.
Inspections by the City shall not relieve or minimize the responsibility of Contractor to conduct any inspections Contractor has agreed to perform pursuant to the terms of this Agreement. Contractor shall be solely liable for said inspections performed by Contractor. Contractor shall certify in writing to the City as to the completeness and accuracy of each inspection required to be conducted by Contractor hereunder.
5. Services. The project or services set forth in Exhibit "A" shall be performed to the full satisfaction and approval of the City. In the event that the project or services set forth in Exhibit "A" are itemized by price in Exhibit "C”, the City in its sole discretion may, upon notice to Contractor, delete certain items or services set forth in Exhibit "A", in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor. City shall furnish Contractor, to the extent available, with any City standards, details, specifications and regulations applicable to the Project and necessary for the performance of Contractor's services hereunder. Notwithstanding the foregoing, any and all additional data necessary for design shall be the responsibility of Contractor.
6. Records. Unless otherwise provided herein, Contractor, including any of its subcontractors, shall maintain full and complete documents and records, including accounting records, employee time sheets, work papers, and correspondence pertaining to the project or services set forth in Exhibit "A".
Contractor, including any of its subcontractors, shall make such documents and records available for City review or audit upon request and reasonable notice, and shall keep such documents and records, for at least five (5) years after Contractor’s completion of performance of this Agreement. Copies of all pertinent reports and correspondence shall be furnished to the City for its files. - 3 -
7. Changes and Extra Work. Unless otherwise provided herein, all changes and/or extra work under this Agreement shall be provided for by a subsequent written amendment executed by City and Contractor.
8. Additional Assistance. If this Agreement requires Contractor to prepare plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of this Agreement.
9. Professional Ability. Contractor acknowledges, represents and warrants that Contractor is skilled and able to competently provide the services hereunder, and possesses all professional licenses, certifications, and approvals necessary to engage in its occupation. City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Agreement.
Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession.
10. Business License. Reserved.
11. Termination Without Default. Notwithstanding any provision herein to the contrary, the City may, in its sole and absolute discretion and without cause, terminate this Agreement at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. In the event of any such termination, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; and (2) necessary materials or services of others ordered by Contractor for this Agreement prior to Contractor’s receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, and further provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by the City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to the City. In conjunction with any termination of this Agreement, the City may, at its own expense, make copies or extract information from any notes, sketches, computations, drawings, and specifications or other data, whether complete or not.
12. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Agreement, the City may immediately terminate this Agreement by giving written notice of such termination, stating the reasons - 4 -
for such termination. Contractor shall be compensated as provided immediately above, provided, however, there shall be deducted from such amount the amount of damages, if any, sustained by the City by virtue of Contractor's breach of this Agreement.
13. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Agreement. Contractor further acknowledges, represents and warrants that Contractor has no business relationship or arrangement of any kind with any City official or employee with respect to this Agreement. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Agreement, all consideration received under this Agreement shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Agreement for one (1) year.
14. Indemnity. To the maximum extent permitted by law, Contractor hereby agrees, at its sole cost and expense, to defend, protect, indemnify, and hold harmless the City, its elected and appointed officials, officers, employees, volunteers, attorneys, and agents (collectively “Indemnitees”) from and against any and all claims, including, without limitation, claims for bodily injury, death or damage to property, demands, charges, obligations, damages, causes of action, proceedings, suits, losses, stop payment notices, judgments, fines, liens, penalties, liabilities, costs and expenses of every kind and nature whatsoever, in any manner arising out of, incident to, related to, in connection with or arising from any act, failure to act, error or omission of Contractor’s performance or work hereunder (including any of its officers, agents, employees, Subcontractors) or its failure to comply with any of its obligations contained in the Agreement, or its failure to comply with any current or prospective law, except for such loss or damage which was caused by the sole negligence or willful misconduct of the City. Contractor’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by Contractor or Indemnitees. This indemnification obligation shall survive this Agreement and shall not be limited by any term of any insurance policy required under this Agreement.
a. Nonwaiver of Rights. Indemnitees do not and shall not waive any rights that they may possess against Contractor because the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement.
b. Waiver of Right of Subrogation. Contractor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnitees.
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15. Insurance. Contractor shall comply with the requirements set forth in Exhibit "D." Insurance requirements that are waived by the City's Risk Manager do not require amendments or revisions to this Agreement.
16. Cybersecurity. Contractor shall comply with the cybersecurity requirements set forth in Exhibit “E”.
17. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Agreement.
18. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Agreement, including without limitation all environmental laws, and employment laws.
19. Non-Discrimination. Contractor shall comply with all applicable federal, state, and local laws, ordinances, regulations, and codes prohibiting discrimination, including but not limited to the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and the California Fair Employment and Housing Act.
Contractor shall not discriminate against any employee or applicant for employment on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military and veteran status, or any other legally protected characteristic. Contractor shall ensure that the evaluation and treatment of its employees and applicants for employment are free from such discrimination and harassment. Contractor shall include a similar non-discrimination provision in all subcontracts related to the performance of this Agreement.
20. Limitations upon Subcontracting and Assignment. Contractor acknowledges that the services which Contractor shall provide under this Agreement are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in the City's sole and absolute discretion. In the event that the City, in writing, approves any assignment or subletting of this Agreement or the retention of subcontractors by Contractor, Contractor shall provide to the City upon request copies of each and every subcontract prior to the execution thereof by Contractor and subcontractor. Any attempt by Contractor to assign any or all of its rights under this Agreement without first obtaining the City’s prior written consent shall constitute a material default under this Agreement.
The sale, assignment, transfer or other disposition, on a cumulative basis, of twenty-five percent (25%) or more of the ownership interest in Contractor or twenty-five percent (25%) or more the voting control of Contractor (whether Contractor is a corporation, limited liability company, partnership, joint venture or - 6 -
otherwise) shall constitute an assignment for purposes of this Agreement.
Further, the involvement of Contractor or its assets in any transaction or series of transactions (by way of merger, sale, acquisition, financing, transfer, leveraged buyout or otherwise), whether or not a formal assignment or hypothecation of this Agreement or Contractor’s assets occurs, which reduces Contractor’s assets or net worth by twenty-five percent (25%) or more shall also constitute an assignment for purposes of this Agreement.
21. Subcontractors. Contractor shall provide properly skilled professional and technical personnel to perform any approved subcontracting duties. Contractor shall not engage the services of any person or persons now employed by the City without the prior written approval of City, which approval may be withheld in the City's sole and absolute discretion.
22. Integration. This Agreement constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the exhibits to this Agreement.
23. Amendment. This Agreement may be amended or modified only by a subsequent written amendment executed by both parties.
24. Conflicting Provisions. In the event of a conflict between the terms and conditions of this Agreement and those of any exhibit or attachment hereto, this Agreement proper shall prevail. In the event of a conflict between the terms and conditions of any two or more exhibits or attachments hereto, those prepared by the City shall prevail over those prepared by Contractor.
25. Non-Exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and City reserves the right to employ other contractors in connection with the project.
26. Exhibits. All exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit "A" which does not pertain to the project description, proposal, or scope of services (as applicable) to be provided by Contractor, or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Agreement.
27. Time of Essence. Time is of the essence of this Agreement.
28. Confidentiality. To the extent permissible under law, Contractor shall keep confidential its obligations hereunder and the information acquired during the performance of the project or services hereunder.
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29. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Agreement shall not be considered "third parties."
30. Governing Law and Venue. This Agreement shall be construed in accordance with the laws of the State of California without regard to principles of conflicts of law. Venue for any litigation or other action arising hereunder shall reside exclusively in the Superior Court of the County of Los Angeles, Southwest Judicial District.
31. Attorneys’ Fees. In the event either party to this Agreement brings any action to enforce or interpret this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees (including expert witness fees) and costs.
This provision shall survive the termination of this Agreement.
32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 810 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six (6) months after accrual of the cause of action.
33. Interpretation. Contractor acknowledges that it has had ample opportunity to seek legal advice with respect to the negotiation of this Agreement. This Agreement shall be interpreted as if drafted by both parties.
34. Warranty; Correction of Work. Contractor warrants that all products, equipment, materials, services, deliverables, and work provided under this Agreement shall:
a. be delivered with good title, free of liens, claims, and encumbrances; b. conform to all requirements of this Agreement;
c. be new and of good quality, unless otherwise expressly approved by the City in writing;
d. be free from defects in design, materials, manufacture, fabrication, installation, and workmanship; and
e. be fit and suitable for their intended purpose.
Unless a longer warranty period is specified in this Agreement or provided by an applicable manufacturer, supplier, subcontractor, or other third party, the warranties in this Section shall remain in effect for one (1) year from the latest of the date of delivery, completion of the applicable services or work, installation and operational testing, if applicable, or acceptance by the City. The City’s inspection, testing, use, payment, or acceptance of any product, service, deliverable, or work shall not waive any warranty or relieve Contractor of any obligation under this Section.
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Consumable items shall be warranted for thirty (30) days from the date of delivery or acceptance by the City, whichever is later. For purposes of this Section, “consumable items” means items intended to be routinely consumed, depleted, or replaced through normal use, such as disposable filters, fluids, and replaceable lamps. Consumable items do not include installed equipment, batteries, electrical or lighting components or assemblies, finishes, graphics, manufactured or fabricated components, or any other item intended to remain in service as part of the completed product or work.
If, during the applicable warranty period, the City determines that any product, equipment, material, service, deliverable, or work is defective or nonconforming, Contractor shall, upon the City’s written notice and at Contractor’s sole cost and expense, promptly repair, correct, remove, replace, or reperform the defective or nonconforming product, service, deliverable, or work. Contractor’s obligations shall include all labor, professional services, supervision, materials, equipment, testing, transportation, removal, disposal, reinstallation, restoration, and other costs necessary to provide fully conforming products, services, deliverables, and work.
If Contractor fails to begin and diligently complete the required correction within the time specified by the City, or immediately when necessary to protect persons or property or prevent interruption of City operations, the City may correct, replace, or reperform the defective or nonconforming product, service, deliverable, or work itself or through others. Contractor shall reimburse the City for all costs and expenses incurred by the City.
Any repaired, corrected, replaced, or reperformed product, service, deliverable, or work shall be warranted for one (1) year from the date the repair, correction, replacement, or reperformance is completed and accepted by the City, or for the remainder of the original warranty period, whichever is longer.
Contractor shall obtain and pass through to the City all applicable manufacturer, supplier, subcontractor, and other third-party warranties, together with all documentation reasonably necessary for the City to enforce those warranties.
Third-party warranties are in addition to, and shall not limit, reduce, replace, or condition, Contractor’s obligations under this Section.
Nothing in this Section shall limit Contractor’s obligation to correct, replace, or reperform defective or nonconforming products, services, deliverables, or work or Contractor’s indemnity obligations under Section 14. The warranties, obligations, and remedies set forth in this Section are cumulative and are in addition to all other rights and remedies available to the City under this Agreement or applicable law.
The warranties and obligations set forth in this Section shall survive completion, acceptance, payment, termination, and expiration of this Agreement and shall - 9 -
remain in full force and effect for the applicable warranty periods stated herein and under any assigned or passed-through third-party warranties.
35. Severability. Any provision of this Agreement that is found invalid or unenforceable shall be deemed severed and all remaining provisions of this Agreement shall remain enforceable to the fullest extent permitted by law.
36. Authority. City warrants and represents that upon City Council approval, the Mayor of the City of Redondo Beach is duly authorized to enter into and execute this Agreement on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Agreement on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Agreement on behalf of Contractor.
37. Waiver. The waiver by the City of any breach of any term or provision of this Agreement shall not be construed as a waiver of any subsequent breach.
38. Counterparts and Electronic Signatures. This Agreement may be executed in one or more counterparts, each of which shall constitute an original and all of which when taken together shall constitute one agreement. Signatures transmitted electronically or executed by electronic signature shall have the same force and effect as original signatures.
SIGNATURES FOLLOW ON NEXT PAGE
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IN WITNESS WHEREOF, the parties have executed this Agreement in Redondo Beach, California, as of this 6th day of October, 2026.
CITY OF REDONDO BEACH, PROVOTE DOCUMENT SOLUTIONS, INC., a chartered municipal corporation a California corporation dba Pro Vote Solutions __________________________ By: _______________________
James A. Light, Mayor Name:_______________________
Title: _______________________
ATTEST: APPROVED:
__________________________ __________________________
Eleanor Manzano, City Clerk Diane Strickfaden, Risk Manager APPROVED AS TO FORM:
__________________________
Joy A. Ford, City Attorney
Paul Mantey
10/1/2026 | 1:49 PM PDT
President
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EXHIBIT "A"
PROJECT DESCRIPTION/SCOPE OF SERVICES
A. PROJECT OVERVIEW. Contractor shall provide election printing, mailing, ballot preparation, and related services for the City’s March 2, 2027 General Municipal Election (“Election”).
B. SCOPE OF WORK. Contractor shall provide the following services: printing and inkjet addressing/mailing of ballots; preparation of sample ballot pamphlets; preparation and mailing election postcards; preparation and provision of outgoing and return ballot envelopes; and provision of precinct supplies, as further described below.
C. TASKS AND ACTIVITIES. Contractor shall:
1. Official Ballots
a. Set up equipment and perform digital printing for each precinct, including production of Vote-by-Mail ballots in English and Spanish, Counter/Office ballots, and supplemental ballots.
b. Set up and provide pre-marked test decks as required by the City. c. Fold, insert, and prepare ballots for mailing.
2. Inkjet Addressing and Mailing
a. Perform data processing and setup for initial and supplemental mailings in English and Spanish.
b. Set up equipment and track ballots throughout the mailing process. c. Address and prepare ballots and associated pamphlets for mailing.
3. Sample Ballot Pamphlets
a. Set up election covers, manage ballot type changes, and prepare candidate statement page layouts in English and Spanish.
b. Print and insert the sample ballot pamphlets into Vote-by-Mail envelopes.
4. Election Postcards. Prepare, print, address, and mail election postcards.
5. Outgoing and Return Envelopes. Prepare and provide outgoing and return envelopes for Vote-by Mail ballots.
6. Precinct Supplies. Provide all of the precinct supplies identified in Attachment “C-1”.
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D. DELIVERABLES. Contractor shall provide the services and deliverables described in Section C of this Exhibit “A”. All services and deliverables shall comply with all applicable federal, state, and local laws, regulations, rules, codes, standards, and amendments thereto, including applicable California Secretary of State regulations governing the services described herein.
E. PERFORMANCE REQUIREMENTS. Contractor shall perform all services in accordance with this Agreement and all applicable federal, state, and local laws, regulations, rules, codes, including amendments thereto, and generally accepted industry standards applicable to the services described herein. Contractor shall maintain throughout the term of this Agreement al licenses, certifications, and approvals required to perform the services under this Agreement. Contractor shall maintain its SOC 1 compliance throughout the entire term of this Agreement and promptly notify the City in writing if SOC 1 compliance is lost. - 13 -
EXHIBIT "B"
TERM AND TIME OF COMPLETION
TERM. This Agreement shall commence on October 7, 2026 and shall continue through June 30, 2027 unless otherwise terminated as herein provided.
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EXHIBIT "C"
COMPENSATION
Provided Contractor is not in default under this Agreement, Contractor shall be compensated as provided below.
A. AMOUNT. Contractor shall be paid in accordance with the schedule attached hereto as Attachment “C-1”, which is incorporated herein by reference.
B. REIMBURSABLE EXPENSES. Contractor’s compensation is fully burdened and the City shall not separately reimburse Contractor for any expenses arising out of or related to the performance of this Agreement.
C. NOT TO EXCEED AMOUNT. In no event shall the total amount paid to the Contractor exceed $152,497.11 during the term of this Agreement.
D. METHOD OF PAYMENT. Contractor shall submit a monthly invoice for services performed in the prior month. Each invoice shall indicate the applicable line item from the Attachment “C-1”, the quantity of services or materials provided, the applicable unit price or rate, the corresponding amount, and the total amount due.
Invoices must be itemized, adequately detailed, based on accurate records.
Invoices must be in a form reasonably satisfactory to the City. Contractor may be required to provide backup material upon request.
E. SCHEDULE FOR PAYMENT. The City will pay within 45 days of receiving the monthly invoice, provided the services are completed to the City’s full satisfaction. .
Notwithstanding the foregoing, the City may withhold any payments, or portion thereof, that the City disputes in good faith until the dispute is resolved, to the maximum extent permitted by law.
F. NOTICE. Written notices to City and shall be given by registered or certified mail, postage prepaid, email, or personally served, and addressed to the following parties.
Contractor: Pro Document Solutions, Inc. dba Pro Vote Solutions 90 W Poplar Ave
Porterville, CA 93257
Attention: Paul Mantey, President
Email: [email protected]
City: City of Redondo Beach
City Clerk’s Office
415 Diamond Street
Redondo Beach, CA 90277
Attention: Eleanor Manzano, City Clerk
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Email: Eleanor [email protected]
All notices, including notices of address changes, provided under this Agreement are deemed received as follows: (1) on the second business day after emailing, provided that no “bounce-back” or similar message indicating non-delivery is received; (2) on the third day after mailing if sent by registered or certified mail; or (3) upon personal delivery. Changes in the respective address set forth above may be made from time to time by any party upon written notice to the other party in accordance with this section. - 16 -
ATTACHMENT “C-1”
PRICING SCHEDULE
OFFICIAL BALLOTS Job No. E $21,942.50
2 Machine Setup @ $485.00 /Lot $970.00
20 Digital Print/ Per Precinct @ $83.00 /ea $1,660.00
50,000 Vote by Mail Ballots English -14" Ballot @ $375.00 /per thousand $18,750.00 400 Vote by Mail Ballots Spanish -14" Ballot @ $375.00 /per thousand $150.00 1,000 Printing Counter/Office Ballots - 14" @ $375.00 /per thousand $375.00 100 UnMarked Test Deck @ $375.00 /per thousand $37.50
1 SET OF PREMARKED TEST DECKS $405.20
20 Setup: Total Precincts @ $19.00 /ea $380.00
60 14" Ballot @ $0.42 /ea $25.20
INKJET ADDRESSING AND MAILING $26,103.60
1 Data Processing and Setup 1st initial
mailing-English @ $549.00 /per ea $549.00
1 Data Processing and Setup-Spanish @ $549.00 /per ea $549.00 20 Machine Set up - Per Precinct @ $18.00 /ea $360.00
50,000
Run Charge - 1 Ballot with pamphlet
English @ $440.00 /per thousand $22,000.00
400
Run Charge - 1 Ballot with pamphlet
Spanish @ $440.00 /per thousand $176.00
50,400 Ballot Tracking @ $49.00 /per thousand $2,469.60 SAMPLE BALLOT PAMPHLETS Job No. E $70,376.21
2 Election Setup-Covers @ $950.00 /Lot $1,900.00
8 Ballot Type Changes @ $115.00 /ea $920.00
14 Candidate Statement Page Setup-English @ $108.00 /ea $1,512.00 4 Measure Pages Setup -English @ $108.00 /ea $432.00
20 Candidate Statement Page Setup-Spanish @ $108.00 /ea $2,160.00 31 Measure Pages-Spanish @ $108.00 /ea $3,348.00
Electronic Copy Input
14 Canidate Statement English @ $55.00 /ea $770.00
4 Canidate Statement Spanish @ $55.00 /ea $220.00
20 Measure Pages - English @ $55.00 /ea $1,100.00
31 Measure Pages - Spanish @ $55.00 /ea $1,705.00
Booklet Run Charges
55,025 48 Page (24 Part) English @ $982.56 /per thousand $54,065.36 525 48 Page (24 Part) English @ $982.56 /per thousand $515.84 Misc. Book Charges
8 Fillers Pages and Misc Pages @ $108.00 /ea $864.00
AUGUST 2026
ESTIMATE - COST BREAKDOWN
C– 027615 BILL TO: JOB NO. ALPINE COUNTY CLERK
General Municipal Election
2027
C–116608 BILL TO: JOB NO. DEL NORTE COUNTY
BILL TO: CITY OF REDONDO BEACH
415 DIAMOND ST
REDONDO BEACH, CA 90277
ATTN. ELEANOR MANZANO
90 West Poplar Avenue, Porterville, CA 93257
Phone 559 719-2136
Fax 559 719-2111
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8 Filler Pages -Spanish @ $108.00 /ea $864.00
OUTGOING AND INCOMING ENVELOPES Job No. E $17,454.80
54,000
Outgoing envelope- w/Indicia, 11 x 6
1/8, cello window, White wove 24#,
Black ink 2 sides @ $135.11 /per thouisand $7,295.94
54,000
Return BRM, 10 x 5-7/8, Colored wove
28#, 2 colors with inside tint @ $182.25 /per thouisand $9,841.50 1,000 Outgoing envelope - no indicia @ $135.11 /per thouisand $135.11 1,000 Return BRM for City @ $182.25 /per thouisand $182.25 ELECTION POSTCARD #1 $7,987.70
42000
Election Postcard - 5.575 x 11 Wht card
stock, CMYK front and back @ $122.85 /per thousand $5,159.70 1 Mail File Processing @ $350.00 /ea $350.00
42000 Addressing and Mailing @ $59.00 /per thousand $2,478.00 ELECTION POSTCARD #2 $7,987.70
42000
Election Postcard - 5.575 x 11 Wht card
stock, CMYK front and back @ $122.85 /per thousand $5,159.70 1 Mail File Processing @ $350.00 /ea $350.00
42000 Addressing and Mailing @ $59.00 /per thousand $2,478.00 PRECINCT SUPPLIES $239.40
20 AV-41 Boxes @ $7.12 /ea $142.40
20 Image Cast Boxes @ $4.85 /ea $97.00
SUBTOTAL $152,497.11
THIS IS AN ESTIMATE ONLY DOES NOT INCLUDE,
TRANSLATIONS, POSTAGE,
FREIGHT, SALES TAX OR ANYTHING
NOT LISTED ABOVE.
PRICES MAY CHANGE
2 of 2
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EXHIBIT “D”
INSURANCE REQUIREMENTS FOR CONTRACTORS
Without limiting Contractor’s indemnification obligations under this Agreement, Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, or employees.
Minimum Scope of Insurance
Coverage shall be at least as broad as:
Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).
Workers’ Compensation insurance as required by the State of California.
Employer’s Liability Insurance.
Cyber Liability Insurance.
Professional Liability.
Minimum Limits of Insurance
Contractor shall maintain limits no less than:
General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. The general aggregate limit of $2,000,000 shall apply separately to this project.
Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
Employer’s Liability: $1,000,000 per accident for bodily injury or disease.
Cyber Liability: $1,000,000 per occurrence for data breaches, cyberattacks, and other cybersecurity risks.
Professional Liability: $1,000,000 per occurrence and $3,000,000 in the aggregate.
Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers or (2) the Contractor shall provide a financial guarantee - 18 -
satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.
Other Insurance Provisions
The general liability and automobile liability policies shall contain, or be endorsed to contain, the following provisions:
Additional Insured Endorsement:
General Liability: The City, its officers, elected and appointed officials, employees, and volunteers shall be covered as insureds with respect to liability arising out of work performed by or on behalf of the Contractor. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance, or as a separate owner’s policy.
Automobile Liability: The City, its officers, elected and appointed officials, employees, and volunteers shall be covered as insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor.
For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance as respects the City, its officers, elected and appointed officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.
Each insurance policy shall be endorsed to state that the inclusion of more than one insured shall not operate to impair the rights of one insured against another insured, and the coverages afforded shall apply as though separate policies had been issued to each insured.
Each insurance policy shall be in effect prior to awarding the contract and each insurance policy or a successor policy shall be in effect for the duration of the project.
The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract on the Contractor’s part.
Acceptability of Insurers
Insurance shall be placed with insurers with a current A.M. Best’s rating of no less than A:VII and which are authorized to transact insurance business in the State of California by the Department of Insurance.
Verification of Coverage
- 19 -
Contractor shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on the City authorized forms provided with the contract specifications. Standard ISO forms which shall be subject to City approval and amended to conform to the City’s requirements may be acceptable in lieu of City authorized forms. All certificates and endorsements shall be received and approved by the City before the contract is awarded. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time.
Subcontractors
Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
Risk Management
Contractor acknowledges that insurance underwriting standards and practices are subject to change, and the City reserves the right to make changes to these provisions in the reasonable discretion of its Risk Manager.
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EXHIBIT “E”
CYBERSECURITY PROVISIONS
A. DEFINITION OF "CITY CONFIDENTIAL INFORMATION"
For the purposes of this Agreement, "City Confidential Information" shall include, but not be limited to, all non-public information that is designated as confidential by the City, including but not limited to:
1. Personally Identifiable Information (“PII”) as defined under applicable state and federal law;
2. Protected Health Information (“PHI”) as defined under the Health Insurance Portability and Accountability Act (“HIPAA”);
3. Payment Card Information as defined under the Payment Card Industry Data Security Standard (“PCI-DSS”);
4. Law enforcement-sensitive information including but not limited to data collected or generated by the City Police Department;
5. Trade secrets and proprietary information, including but not limited to intellectual property, designs, processes, or strategies;
6. Financial data such as budgets, tax records, or other fiscal documents;
7. Any other information that, due to its nature or the circumstances of its disclosure, a reasonable person would understand to be confidential or proprietary.
8. Voter Registration Information. “Voter Registration Information” means voter registration information as in California Code of Regulations, title 2, sections 19001 through 19013, that Contractor receives or accesses from or on behalf of the City in connection with the services under this Agreement.
B. COMPLIANCE WITH DATA PROTECTION LAWS
Contractor shall comply with all applicable federal, state, and local laws and regulations relating to data privacy and cybersecurity, including but not limited to the California Consumer Privacy Act (“CCPA”), the California Privacy Rights Act (“CPRA”), HIPAA, SB 1386, and the PCI-DSS where credit cards are involved, and with respect to Voter Registration Information, California Elections Code sections 2188, 2188.2, 2188.5, and 2194, Government Code section 7924.000, - 21 -
California Code of Regulations, title 2, division 7, chapter 1, article 1, and all other applicable laws and regulations governing the access, use, disclosure, storage, security, and transfer of Voter Registration Information, and any other applicable privacy or security laws.
C. DATA SECURITY MEASURES
Contractor shall implement and maintain appropriate technical and organizational security measures to protect any City Confidential Information from unauthorized access, disclosure, alteration, destruction, or loss. At a minimum, these measures shall include:
1. Encryption. All City Confidential Information must be encrypted in transit and at rest using industry-standard encryption protocols, such as TLS 1.3, AES256, or better.
2. Access Controls. Contractor shall implement strict access control measures, including multi-factor authentication (“MFA”), role-based access controls (“RBAC”), and the principle of least privilege, ensuring that only authorized personnel have access to City Confidential Information.
3. Secure Data Storage. Contractor shall ensure that City Confidential Information is stored in secure data centers that comply with industryrecognized security standards, such as SOC 2, ISO 27001, or equivalent.
4. Network Security. Contractor shall maintain up-to-date firewalls, intrusion detection and prevention systems (“IDPS”), anti-virus software, and other security tools to safeguard City Confidential Information from external and internal cyber threats.
5. Personnel Security. Contractor shall implement personnel security measures, including conducting background checks for employees with access to City Confidential Information. In addition, the Contractor shall ensure all employees handling City Confidential Information are trained regularly on best practices in cybersecurity and data protection. Training shall cover topics such as data privacy laws, phishing prevention, secure data handling, and incident reporting procedures.
6. Alignment with Standards and Audits. All security measures shall align with the National Institute of Standards and Technology Cybersecurity Framework (NIST CSF) or an equivalent framework (e.g., ISO 27001 or SOC 2 Type 2).
Contractor shall conduct annual third-party audits of its cybersecurity practices and provide the City with certified reports, including any findings related to City Confidential Information. Audits shall cover compliance with CCPA/CPRA requirements, including any amendments on data minimization and location data handling.
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7. Voter Registration Information. Contractor shall use Voter Registration Information solely as necessary to perform the services under this Agreement and only for purposes authorized by the City and permitted by applicable law.
Contractor shall maintain and secure Voter Registration Information in accordance with applicable law and the security requirements of this Exhibit “E,” whichever provides greater protection.
D. INCIDENT RESPONSE AND DATA BREACH NOTIFICATION
Contractor shall maintain a comprehensive incident response plan to address potential cybersecurity incidents, including but not limited to data breaches, malware infections, and unauthorized access to City data. In the event of any security breach or unauthorized access involving City data, Contractor agrees to:
1. Immediate Notification. Notify the City in writing within 24 hours of discovering any actual or suspected security incident involving City data. For any incident involving Voter Registration Information, Contractor shall also comply with all applicable reporting requirements under California Code of Regulations, Title 2, section 19013.
2. Investigation and Remediation. Investigate the breach, take all necessary steps to contain and mitigate its impact, and provide a full written report to the City detailing the breach's nature, the data involved, and the corrective actions taken.
3. Cooperation. Fully cooperate with the City and any regulatory authorities in any investigation or legal actions relating to the breach, including providing access to any relevant security logs, audit trails, or other information.
E. DATA BACKUP AND DISASTER RECOVERY
Contractor shall implement a robust data backup and disaster recovery plan.
Contractor shall ensure that all City Confidential Information is backed up regularly to secure offsite locations with sufficient geographic redundancy.
Contractor shall ensure that in the event of a disaster or significant system failure, all City Confidential Information can be restored to its original state within a reasonable timeframe agreed upon with the City.
F. DATA RETENTION AND SECURE DISPOSAL
Contractor shall retain City Confidential Information for the duration of this Agreement. However, upon termination or expiration of the Agreement, or upon the City’s request, Contractor shall:
1. Return or Destroy Data. Promptly return all City Confidential Information in a format specified by the City or securely destroy the data and provide a written certification of destruction within thirty (30) days of the City’s request. Voter Registration Information shall be erased or wiped when no longer needed in accordance with California Code of Regulations, Title 2, section 19012. - 23 -
2. Secure Disposal. Ensure that any media, devices, or documents containing City Confidential Information are disposed of in a manner that ensures the data is rendered irrecoverable, using methods such as secure shredding or certified electronic data destruction. For Police Department data, Contractor shall utilize Department of Defense (“DOD”) certified destruction processes to ensure the complete and secure disposal of all confidential law enforcementrelated information.
3. Post-Termination Access Limitations. Notwithstanding any provision in the Agreement, access to City Confidential Information after termination or expiration for purposes of calculating compensation under Exhibit “C” shall be restricted to aggregated or de-identified data only, where feasible, and shall expire six (6) months following termination or expiration, unless extended by mutual written agreement. Upon expiration of this access period, Contractor shall immediately destroy all such data pursuant to subsections (1) and (2) above, and provide certification thereof.
G. SUBCONTRACTORS AND THIRD-PARTY PROVIDERS
If Contractor uses any subcontractors or third-party providers to assist in the performance of services under this Agreement, Contractor shall ensure that such subcontractors or providers comply with the same cybersecurity requirements outlined in this Agreement. This includes, but is not limited to:
1. Compliance with Cybersecurity Measures. Subcontractor and third-party providers must implement and maintain the same security measures as set forth in Section C of this Exhibit “E”, including without limitation, encryption, access controls, secure data storage, and network security.
2. Personnel Security Training.
Contractor shall ensure that all subcontractors, third-party providers, and any other personnel involved in handling City Confidential Information are trained regularly on best practices in cybersecurity and data protection. Training shall cover the topics outlined in Section C of this Exhibit “E”.
3. Audit Rights.
The City reserves the right to audit any subcontractor's or third-party provider's compliance with this Exhibit “E” upon reasonable notice (at least 10 business days), at the City's expense unless non-compliance is identified (in which case Contractor shall reimburse costs). Such audits may include review of security logs, training records, and data handling practices. - 24 -
Contractor shall be fully responsible for any acts, omissions, or security breaches caused by its subcontractors or third-party providers, including but not limited to, their failure to comply with the cybersecurity requirements or training obligations set forth in this Exhibit “E”.
H. NOTIFICATION OF CHANGES IN SECURITY CERTIFICATIONS
Contractor shall immediately notify the City of any changes, lapses, or expirations in cybersecurity certifications (e.g., FEDRAMP, SOC 2 Type 2, etc.) that were in effect at the time of the Agreement execution.
I. INDEMNIFICATION FOR CYBERSECURITY BREACH
For the avoidance of doubt, and without limiting the scope of the indemnification obligations under Section 14 of this Agreement, Contractor acknowledges that its indemnification obligations include any and all claims, damages, losses, liabilities, fines, penalties, or expenses, including reasonable attorneys’ fees, arising out of or related to any cybersecurity incident or data breach involving City Confidential Information, to the extent such incident or breach is caused by the Contractor’s or its subcontractors’ negligence, intentional misconduct, or failure to comply with the cybersecurity requirements set forth herein.
ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED?
INSR ADDL SUBR
LTR INSD WVD
PRODUCER CONTACT NAME: PHONE FAX
(A/C, No, Ext): (A/C, No): E-MAIL ADDRESS:
INSURER A :
INSURED INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
POLICY NUMBER POLICY EFF POLICY EXP TYPE OF INSURANCE (MM/DD/YYYY) (MM/DD/YYYY) LIMITS
AUTOMOBILE LIABILITY
UMBRELLA LIAB
EXCESS LIAB WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
AUTHORIZED REPRESENTATIVE
EACH OCCURRENCE $ DAMAGE TO RENTED CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ PRO- POLICY JECT LOC PRODUCTS - COMP/OP AGG OTHER: $ COMBINED SINGLE LIMIT
(Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $
$ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $
If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT INSURER(S) AFFORDING COVERAGE NAIC #
COMMERCIAL GENERAL LIABILITY
Y / N
N / A
(Mandatory in NH)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
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.
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 policy, 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).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
CERTIFICATE HOLDER CANCELLATION
ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
$
$
$
$
$
The ACORD name and logo are registered marks of ACORD
9/24/2026
License # 0305584
(805) 543-6887 133
23787
PRODocumentSolutions, Inc.
DBA: Pro Vote Solutions
1760 Commerce Way
Paso Robles, CA 93446
31194
A 1,000,000
X ACPCG013202125953 1/1/2026 1/1/2027 100,000
5,000
1,000,000
2,000,000
2,000,000
A 1,000,000
X ACPBA013202125953 1/1/2026 1/1/2027
A 2,000,000
ACPCU013202125953 1/1/2026 1/1/2027 2,000,000
0 A
ACPWC013202125953 1/1/2026 1/1/2027 1,000,000
1,000,000
1,000,000
B Professional Liab 106332002 1/1/2026 Per Claim - $1M, Agg 3,000,000 B Cyber Liability 107314182 1/1/2026 1/1/2027 $5K Retention 1,000,000 If required by written contract, The City, its officers, elected and appointed officials, employees, and volunteers are additional insureds as respects to the following:
See forms attached as triggered by written contract:
GL: AI/PNC - NCG8042 1216;
AL: AI/PNC - NCA7006 0118
City of Redondo Beach, a Chartered Municipal Corporation The City Clerk's Office
415 Diamond Street
Redondo Beach, CA 90277
PRODOCU-01 ZJONES
Morris & Garritano Insurance Agency, Inc.
1122 Laurel Ln
San Luis Obispo, CA 93401-5823
Kim Garcia
[email protected]
Nationwide Mutual Insurance Company
Travelers Casualty and Surety Company of America
X
1/1/2027
X
X
X
X
X
X
X
ACP CG013202125953 CA 50776
ACP CG013202125953 CA 50776