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SnailWorks Service Agreement – California Elections
Company Name: City of Redondo Beach, CA
This is an “Agreement” between “You”, “Your”, or “City” and “SnailWorks, LLC”, concerning your use of the SnailWorks services, provided by SnailWorks.
Services Provided: This Agreement provides for integrated marketing support services only, providing postal mail tracking, digital marketing campaign support, and associated services to be provided at prices specified in the Pricing Schedule. Additional reports and other services requested that are outside of the scope of this Agreement are subject to additional charges.
Term: This Agreement shall commence on October 6, 2026 and continue through October 5, 2027. Account Setup Fee: The Mail Tracking Account Setup fee includes creating a primary account in the SnailWorks system, issuing logins to primary account users, and training the data processors utilizing SnailWorks for the job creation process.
Vendor Training: For end-users and agencies using multiple vendors for their mailing efforts, a training fee of $250 applies to any vendor that has not previously been trained on using the SnailWorks system. Fees for vendors previously trained on the SnailWorks system are waived.
Branding: Fees for co-branding apply if that option is selected unless noted as included with the subscription or scan credit purchase. White label domain is an additional cost.
Invoicing: Invoices are sent out no later than the tenth day of the month. The terms of payment are net 45 days. In the event of nonpayment, SnailWorks, LLC reserves the right to terminate your SnailWorks account and services and all your sub-accounts.
Additional Service Fees: In addition to the mail tracking fees specified above, there may be fees charged for other services provided as detailed in the Pricing Schedule in this agreement.
These fees will be charged after services are provided monthly. Invoices for such services are sent out no later than the tenth day of the month. The terms of payment are net 45 days.
Data Retention: Summary Data is retained for 6 months; Mailing Detail Records are retained for 6 months.
Mailer ID’s: SnailWorks will manage IV Data Delegation for up to 3 Mailer IDs. Additional Mailer ID Data Delegation to SnailWorks is $100 per MID.
SnailWorks Customer Usage Policy: SnailWorks provides a very flexible and powerful system for our clients. Most systems and processes are developed to serve a specific purpose. Using tools and reporting in ways other than intended can create significant problems system-wide, interfering with the processing of jobs across the system. SnailWorks reserves the right to disable SnailWorks features or accounts as needed to protect system integrity. Uses that may cause actionable problems include, but are not limited to:
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• Misuse of User Defined Fields – summary vs. unique value • Generating large numbers of serial number sequence gaps (non-contiguous) • Misuse of auto-splitting – mixing classes
• Misuse or unauthorized use of SnailWorks MID
In the event of a system failure caused by the above or any other misuse, intended or otherwise, SnailWorks will make every effort to remedy the situation with an alternative solution that serves the needs of the customer. SnailWorks also reserves the right to disable accounts or features until problems can be mitigated.
Reprocessing: Mailing Detail files or Mail.dat files must be uploaded to SnailWorks before, or at the same time as eDocs are submitted to USPS. Files uploaded after eDoc submission may require additional processing to capture historical data and may be subject to additional charges.
Use of Trademarks: “SnailWorks” is a registered trademark of SnailWorks, LLC. As an authorized user of SnailWorks services, you may use the SnailWorks name, logo, and other associated brands in the marketing of your services if you remain an active and paid-up client.
Upon cancellation of this agreement by either party, you agree to remove all references and branding related to SnailWorks from all your marketing materials (including printed materials, web-based marketing, and website within 60 days.
Limitations of service: SnailWorks shall provide its services with reasonable care and skill consistent with industry standards. Further, SnailWorks shall implement commercially reasonable measures to protect the integrity and security of its online services. SnailWorks warrants that the Services shall be performed in a professional workmanlike manner, with reasonable care and skill consistent with applicable industry standards, and shall conform to the requirements of this Agreement. Snailworks shall promptly correct, at no additional cost to you, any Services that fail to conform to this warranty. However, all other warranties, whether express or implied, are disclaimed of any kind or nature concerning SnailWorks services including without limitation, any warranty of title, merchantability, quality, informational content, accuracy, or fitness for your specific purpose. We expressly disclaim any warranties that may be implied from the usage of trade, course of dealing, or course of performance. We do not warrant exclusivity or non-infringement worldwide. Access to SnailWorks, LLC via the Internet is “as is” and “as available” and SnailWorks, LLC provides no warranties of any kind regarding the availability, reliability, or integrity of the Internet, or any data transmitted via the Internet.
Notices. All notices required or permitted to be given hereunder shall be given in writing and shall be deemed to have been given when, emailed, personally delivered or by nationally recognized overnight carrier or mailed, certified or registered mail, return receipt requested, addressed to the intended recipient as follows:
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If to SnailWorks:
SnailWorks LLC
5 S Market Street
Suite B, FL 3
Frederick, MD 21701
Steve Hertz, Director of Sales
Email: [email protected]
If to the City:
City of Redondo Beach
City Clerk’s Office
415 Diamond Street, Door 1
Redondo Beach, CA 90277
Email: [email protected]
Voter Registration Information. In performing the Services under this Agreement, SnailWorks shall comply with all applicable federal, state, and local laws, regulations, and rules governing the access, use, disclosure, storage, security, transmission, retention, and destruction of voter registration information, including, to the extent applicable, California Elections Code sections 2188, 2188.2, 2188.5, and 2194, and Title 2, California Code of Regulations, sections 19001 through 19013, as amended or recodified from time to time.
SnailWorks shall use voter registration information solely as necessary to perform the ballot tracking services for the City under this Agreement and for no other purpose. SnailWorks shall not disclose, transfer, sell, license, or otherwise make voter registration information available to any person or entity except to SnailWorks’ employees, agents, or subcontractors acting on SnailWorks’ behalf who have a need to know such information to perform the Services and who are bound by written obligations no less protective than those set forth in this Agreement, or as otherwise expressly permitted by applicable law. Any transfer of voter registration information shall comply with Title 2, California Code of Regulations, section 19005.
SnailWorks shall maintain administrative, technical, and physical safeguards for voter registration information that meet or exceed the requirements of Title 2, California Code of Regulations, section 19012, and any other applicable legal requirements governing such information. SnailWorks shall remain responsible for any access to, use of, disclosure of, transfer of, storage of, transmission of, retention of, or destruction of voter registration information by its employees, agents, and subcontractors.
SnailWorks shall notify the City immediately, and in no event later than twelve (12) hours after discovery, of any actual or suspected unauthorized access, use, disclosure, exposure, loss, compromise, or breach of voter registration information, or any denial-of-service attack or other security incident materially affecting any system used to access, process, store, or transmit such information. SnailWorks shall cooperate with the City in investigating, mitigating, remediating, documenting, and reporting any such incident and shall make all notifications and reports required by applicable law, including any report required by Title 2, California Code of Regulations, section 19013.
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Upon expiration or termination of this Agreement and in accordance with the data provisions of this Agreement, SnailWorks shall securely delete all data in accordance with Title 2, California Code of Regulations, section 19012, and applicable law, except to the extent retention is required by law.
Governing Law. This Agreement will be construed under the laws of the State of California.
The parties hereto shall comply with all applicable California laws in performance of this Agreement. Any action or proceeding arising out of or relating to this Agreement shall be brought exclusively in the Superior Court of California, County of Los Angeles.
Survival: The provisions concerning indemnification, confidentiality, restrictions on the use or disclosure of information, voter registration, data security, incident notification and cooperation, data retention and destruction, and governing law and venue shall survive the expiration or termination of this Agreement to the extent necessary to give such provisions full effect.
Indemnification: Each party agrees to indemnify, defend, and hold harmless the other party from and against any-and-all third-party claims, damages, losses, and expenses, including reasonable legal fees arising out of or relating to:
• The indemnifying party’s breach of this Agreement
• Indemnifying gross negligence or willful misconduct.
Neither party shall be liable for indemnifying the other for any claims arising from the other party’s own negligence or willful misconduct.
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Insurance: SnailWorks shall comply with the insurance requirements set forth below.
Without limiting SnailWorks, LLC’s indemnification obligations under this Agreement, SnailWorks 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 SnailWorks, LLC, 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.
Minimum Limits of Insurance
SnailWorks shall maintain limits no less than:
• General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage. The general aggregate limit 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.
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 selfinsured retentions as respects the City, its officers, officials, employees and volunteers or (2) SnailWorks, LLC shall provide a financial guarantee 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 are to 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 insured with respect to liability arising out of work performed by or on behalf of SnailWorks. General liability coverage can be provided in the form of an endorsement to SnailWorks insurance, or as a separate owner’s policy.
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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 SnailWorks.
For any claims related to this project, SnailWorks 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 exceed SnailWorks 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 SnailWorks, LLC’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
SnailWorks shall furnish the City with original certificates and amendatory endorsements affecting 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 affecting the coverage required by these specifications at any time.
Subcontractors
SnailWorks shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to the requirements stated herein.
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Risk Management
SnailWorks acknowledges that insurance underwriting standards and practices are subject to change, and the City reserves the right to make changes to these provisions at the reasonable discretion of its Risk Manager.
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SnailWorks Ballot Tracking Pricing Schedule
Quantity Cost Per Piece Total
Account Setup: $1,250
Ballot Tracking: 48,256 $.03/EA. $1,447.68
Address Change Services:
Informed Delivery:
Exception Pricing: This agreement is for ballot mail tracking for the General Election in March 2, 2027.
SnailWorks, LLC, A: City of Redondo Beach, CA
Signature: Signature:
Date: Date: 9/30/2026 | 8:38 AM PDT
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Client Contact Information
Company Name: City of Redondo Beach, CA
Address:415 Diamond Street Redondo Beach, CA 90277
Billing Contact
Contact Name: Eleanor Manzano
Email: [email protected]
Phone: 310-318-0656
Technical Contact
Contact Name: Eleanor Manzano
Email: [email protected]
Phone: 310-318-0656
Account Contact
Contact Name: Eleanor Manzano
Email: [email protected]
Phone: 310-318-0656
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Security Commitment
We take website security very seriously at SnailWorks. Our commitment to providing a secure online experience for our users is unwavering, and we have implemented several measures to ensure that your personal information and online activity remain safe and secure.
Here are some of the security commitments we make to our users:
1. Protection of Personal Information: We are committed to protecting the personal information of our users, including names, addresses, email addresses, phone numbers, and any other information that may be collected during the use of our website. We employ the latest security measures to prevent unauthorized access, use, or disclosure of your personal information.
2. Do Not Sell or Share Personal Information: We do not sell or share your personal information with third parties.
3. Data Retention: Data is retained at the detailed level (name and address) for six months and then purged from our system. Summary data (SCF, State, ZIP) is retained for two years before removing from our system.
4. Use of Secure Protocols: Our website uses SSL encryption protocols to ensure that your data is transmitted securely between your device and our servers. This ensures that any information you provide us remains confidential and cannot be intercepted by third parties.
5. Regular Security Updates: We are constantly monitoring and updating our website to ensure that it remains secure against any potential threats. We use the latest security software and hardware to prevent unauthorized access and to protect against malware, viruses, and other malicious software.
6. Password Protection: We encourage all users to choose strong passwords that are difficult to guess or crack. We also require the use of multi-factor authentication for access to sensitive areas of our website.
7. Timely Notification: In the unlikely event that a security breach does occur, we will notify our users as soon as possible so that appropriate action can be taken to protect their personal information.
We understand that website security is of paramount importance to our users, and we are committed to providing a safe and secure online environment for all. If you have any questions or concerns about the security of our website, please do not hesitate to contact us.
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A : NAIC #
NAME: CONTACT
(A/C, No): FAX
E-MAIL ADDRESS:
PRODUCER
(A/C, No, Ext): PHONE
INSURED
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
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).
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.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBR WVDADDL
INSD
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. $
$
$
$ PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person) COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOS ONLY AUTOS NON-OWNED OWNED SCHEDULED
ANY AUTO
AUTOMOBILE LIABILITY
Y / N WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED?
(Mandatory in NH) DESCRIPTION OF OPERATIONS below
If yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEEE.L. EACH ACCIDENT EROTH- STATUTE PER
(MM/DD/YYYY) LIMITS POLICY EXP(MM/DD/YYYY) POLICY EFFLTR TYPE OF INSURANCE POLICY NUMBER INSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB EACH OCCURRENCE $ AGGREGATE $
$
OCCUR
CLAIMS-MADE DED RETENTION $
PRODUCTS - COMP/OP AGG $ GENERAL AGGREGATE $ PERSONAL & ADV INJURY $ MED EXP (Any one person) $
EACH OCCURRENCE $ DAMAGE TO RENTED
PREMISES (Ea occurrence) $ COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC
CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED
AUTOS ONLY
8/19/2026
Alera Group
10010 Colesville Road
Suite A
Silver Spring MD 20901
Kathy Albaugh, CISR 301-822-9750 301-593-2590 [email protected] Hartford Underwriters Insurance Company 30104 SNAILLC-01 Rated By Multiple Companies 914 Snailworks. LLC
5 S Market Street
Suite B, FL 3
Frederick MD 21701
526867123
A X 1,000,000 X 1,000,000 10,000 1,000,000 2,000,000 Y 42SBAAY5LCJ 7/1/2026 7/1/2027 2,000,000
A 1,000,000 X
X
42SBAAY5LCJ 7/1/2026 7/1/2027
A X X
42SBAAY5LCJ 7/1/2026 7/1/2027
3,000,000 3,000,000 X
10,000
B X
Y
42WECAY5XFP 7/1/2026 7/1/2027
1,000,000 1,000,000 1,000,000
A
A
PROF ERRORS & OMISS
CYBER LIABILITY
42SBAAY5LCJ
42SBAAY5LCJ
7/1/2026
7/1/2026
7/1/2027
7/1/2027
EA WRONGFUL ACT
AGGREGATE
2,000,000
100,000
The Entity, its officers, officials, employees and volunteers are Additional Insureds on the General Liability policy, on a primary and non-contributory basis, with respect to liability arising out of work or operations performed by or on behalf of the Named Insured in accordance with policy terms and conditions, if required by written contract
City of Redondo Beach City Clerk's Office
415 Diamond Street
Redondo Beach CA 90277
SNAILWORKS, LLC
#42SBAAY5LCJ