BLUE FOLDER ITEM
Blue folder items are additional back up material to administrative reports and/or public comments received after the printing and distribution of the agenda packet for receive and file.
CITY COUNCIL MEETING
October 6, 2026
L.1 DISCUSSION AND POSSIBLE ACTION PERTAINING TO RESOLUTIONS REGARDING CALLING AND GIVING NOTICE OF HOLDING AN ALLMAIL BALLOT GENERAL MUNICIPAL ELECTION CONSOLIDATED
WITH THE REDONDO BEACH UNIFIED SCHOOL DISTRICT BOARD OF EDUCATION ON TUESDAY, MARCH 2, 2027, REQUESTING LOS
ANGELES COUNTY TO RENDER SPECIFIC SERVICES, ADOPTING
REGULATIONS FOR CANDIDATE STATEMENTS, AND APPROVING
CERTAIN VENDOR AGREEMENTS FOR ELECTION-RELATED
SERVICES WHICH INCLUDE RANKED CHOICE VOTING
ADOPT BY TITLE ONLY RESOLUTION NO. CC-2610-080, A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO
BEACH, CALIFORNIA, CALLING AND GIVING NOTICE OF THE
HOLDING OF AN ALL-MAILED BALLOT GENERAL MUNICIPAL
ELECTION CONSOLIDATED WITH THE ELECTION OF THE BOARD OF
EDUCATION OF THE REDONDO BEACH UNIFIED SCHOOL DISTRICT, TO BE HELD IN SAID CITY ON TUESDAY, MARCH 2, 2027, FOR THE
ELECTION OF CERTAIN OFFICERS OF THE CITY AND MEMBERS OF
THE BOARD OF EDUCATION OF SAID SCHOOL DISTRICT, AS
REQUIRED BY THE PROVISIONS OF THE CHARTER OF THE CITY OF
REDONDO BEACH
ADOPT BY TITLE ONLY RESOLUTION NO. CC-2610-081, A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO
BEACH, CALIFORNIA, REQUESTING THE BOARD OF SUPERVISORS
OF THE COUNTY OF LOS ANGELES TO RENDER SPECIFIED
SERVICES TO THE CITY RELATING TO CONDUCTING AN ALL-MAILED
BALLOT GENERAL MUNICIPAL ELECTION CONSOLIDATED WITH THE
ELECTION OF MEMBERS OF THE BOARD OF EDUCATION OF THE
REDONDO BEACH UNIFIED SCHOOL DISTRICT TO BE HELD ON
TUESDAY, MARCH 2, 2027
ADOPT BY TITLE ONLY RESOLUTION NO. CC-2610-082, A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO
BEACH, CALIFORNIA, ADOPTING REGULATIONS PERTAINING TO
CANDIDATES' STATEMENTS SUBMITTED TO THE VOTERS AT A
GENERAL MUNICIPAL ELECTION CONSOLIDATED WITH THE
ELECTION OF MEMBERS OF THE BOARD OF EDUCATION OF THE
REDONDO BEACH UNIFIED SCHOOL DISTRICT FOR THE ELECTION
ON MARCH 2, 2027
APPROVE AN AGREEMENT WITH SNAILWORKS, LLC FOR POSTAL
BALLOT MAIL TRACKING SERVICES FOR THE MARCH 2, 2027
GENERAL MUNICIPAL ELECTION FOR THE TERM OCTOBER 6, 2026 TO OCTOBER 5, 2027
APPROVE AN AGREEMENT WITH STELLARA GROUP, LLC FOR
MANAGEMENT CONSULTING AND ELECTION SERVICES IN AN
AMOUNT NOT TO EXCEED $30,000 FOR THE TERM OCTOBER 7, 2026 TO JUNE 30, 2027
APPROVE AN AGREEMENT WITH THE CITY OF WHITTIER FOR USE
OF GENERAL ELECTION MANAGEMENT BALLOT TRACKING
SOFTWARE FOR THE MARCH 2, 2027 GENERAL MUNICIPAL
ELECTION IN AN AMOUNT NOT TO EXCEED $16,000 FOR THE TERM
COMMENCING UPON EXECUTION OF THE AGREEMENT THROUGH
THE CONCLUSION OF ALL LAWFUL ELECTION ACTIVITIES
APPROVE AN AGREEMENT WITH PRO DOCUMENT SOLUTIONS, INC.,
DBA PRO VOTE SOLUTIONS, FOR PRINT AND MAIL SERVICES FOR THE MARCH 2, 2027 GENERAL MUNICIPAL ELECTION IN THE
AMOUNT OF $152,497 FOR THE TERM OCTOBER 7, 2026 TO JUNE 30, 2027
APPROVE AN AGREEMENT WITH AVANTPAGE, INC. FOR SPANISH
LANGUAGE TRANSLATION SERVICES FOR THE MARCH 2, 2027
GENERAL MUNICIPAL ELECTION BALLOT MATERIALS AT A RATE OF $75 PER HOUR AND THE TERM OCTOBER 6, 2026 TO JUNE 30, 2027 APPROVE AN AGREEMENT WITH NEO PHILANTHROPY, INC., FOR
STRATEGIC GUIDANCE, MATERIAL UPDATES, COMMUNITY-LED
VOTER EDUCATION, AND CANDIDATE TRAINING SERVICES FOR THE GENERAL MUNICIPAL ELECTION ON MARCH 2, 2027 IN AN AMOUNT NOT TO EXCEED $5,000 FOR THE TERM OCTOBER 6, 2026 TO JUNE 30, 2027
APPROVE AN AGREEMENT WITH LIBERTY VOTE USA, INC. FOR THE
RENTAL OF LIBERTY VOTE EQUIPMENT, BALLOT DESIGN,
TABULATION SOFTWARE, AND RELATED SERVICES FOR THE
MARCH 2, 2027 GENERAL MUNICIPAL ELECTION IN AN AMOUNT NOT TO EXCEED $76,400 AND THE TERM COMMENCING UPON
EXECUTION OF THE AGREEMENT THROUGH MARCH 30, 2027
CONTACT: MARC WIENER, COMMUNITY DEVELOPMENT DIRECTOR
• Agreement with Neo Philanthropy, Inc.
AGREEMENT FOR PROJECT SERVICES
BETWEEN THE CITY OF REDONDO BEACH
AND NEO PHILANTHROPY, INC.
THIS AGREEMENT FOR PROJECT SERVICES ( this "Agreement”) is made between the City of Redondo Beach, a chartered municipal corporation (" City") and Neo Philanthropy, Inc. a New York nonprofit corporation (“ 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.
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.
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. 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.
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. Contractor shall obtain a Redondo Beach Business License before performing any services required under this Agreement. The failure to so obtain such license shall be a material breach of this Agreement and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual circumstances without necessitating any modification of this Agreement to reflect such waiver.
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 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.
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. 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.
17. 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.
18. 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.
19. 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 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.
20. 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.
21. 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.
22. Amendment. This Agreement may be amended or modified only by a subsequent written amendment executed by both parties.
23. 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.
24. 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.
25. 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.
26. Time of Essence. Time is of the essence of this Agreement.
27. 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.
28. 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."
29. 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.
30. 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.
31. 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.
32. 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.
33. 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.
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 remain in full force and effect for the applicable warranty periods stated herein and under any assigned or passed- through third-party warranties.
34. 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.
35. 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.
36. 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.
37. 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
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, NEO PHILANTHROPY, INC.,
a chartered municipal corporation a New York nonprofit corporation 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
EXHIBIT " A"
PROJECT DESCRIPTION/ SCOPE OF SERVICES
A. PROJECT OVERVIEW. Contractor shall provide non-partisan voter education services to support the City’s transition to ranked choice voting for the March 2, 2027 General Municipal Election ( the “Election”). Contractor’ s services shall focus on community outreach and non-partisan candidate training. Contractor shall also provide strategic guidance and support to the City Clerk’ s Office regarding voter education efforts.
B. SCOPE OF WORK. Contractor shall assist the City Clerk’ s Office with the development of non-partisan voter education materials, community outreach, and non-partisan candidate training for the Election. Contractor shall also provide strategic guidance and support regarding ranked choice voting education and outreach, as requested by the City.
C. TASKS AND ACTIVITIES. Contractor shall perform the following tasks and activities:
1. Non-Partisan Voter Education and Outreach. Contractor shall review existing non-partisan voter education materials and assist in updating and adapting those materials for the Election, including incorporating the new ballot layout so that voters are provided an accurate representation of the ballot.
Upon request by the City Clerk or designee, Contractor shall update voter education and outreach materials for the Election, which shall include:
a. voter information materials;
b. frequently asked questions;
c. ballot inserts;
d. sample and mock ballots;
e. mailers;
f. website content;
g. social media content;
h. press releases; and
i. a standard non-partisan ranked choice voting education presentation.
2. Non-Partisan Candidate Training. Contractor shall develop and provide nonpartisan ranked choice voting training for candidates and their campaign teams.
The training shall be available to all candidates on the same basis and shall include informational materials regarding ranked choice voting and the election process. The training shall be recorded, if requested by the City, and made available to candidates who are unable to attend.
D. DELIVERABLES. Contractor shall provide the deliverables described in Section C of this Exhibit “ A”, including:
1. Non-partisan voter education materials;
2. Candidate training curriculum and related materials; and
3. candidate training.
E. PERFORMANCE REQUIREMENTS. Contractor shall perform the services in accordance with generally accepted industry standards applicable to voter education and election support services and shall comply with all applicable federal, state, and local laws, regulations, and rules.
F. ROLES AND RESPONSIBILITIES. Contractor shall coordinate with the City Clerk’ s Office to perform the services.
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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. 14 -
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 a fixed fee of $5,000.00 for the services described in Exhibit “ A".
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 $ 5,000.00 during the term of this Agreement.
D. METHOD OF PAYMENT. Contractor shall submit one invoice for services performed under this Agreement following completion of the services described in Exhibit “ A”.
The invoice shall describe the dates of service, services performed, and the amount due. The invoice must be itemized, adequately detailed, and based on accurate records. The invoice 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 shall make payment within forty-five (45) days after receipt of a complete and accurate invoice and the City’s acceptance of the services covered by the invoice. Notwithstanding the foregoing, the City may withhold any payment, 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 Contractor shall be given by registered or certified mail, postage prepaid, email, or personally served, and addressed to the following parties.
Contractor: NEO Philanthropy, Inc.
1001 6th Ave, 12th Floor
New York, NY 10018
Attention: Erin Ballard, Chief Operating Officer
Email: coosignatory@neophilanthropy. org
City: City of Redondo Beach
City Clerk’s Office
415 Diamond Street
Redondo Beach, CA 90277
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Attention: Eleanor Manzano, City Clerk
Email: Eleanor. Manzano@redondo. org
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 -
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.
Minimum Limits of Insurance
Contractor 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 of $4,000,000 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.
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 satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.
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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.
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Verification of Coverage
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.