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CITY OF ARCADIA
PROFESSIONAL SERVICES AGREEMENT
REGARDING ELECTION CONSULTANT SERVICES
THIS AGREEMENT is entered into this fh day of November, 2013 by and
between the CITY OF ARCADIA, a municipal corporation and chartered city in the
State of California, hereinafter referred to as CITY and HUDSON CONSULTING
SERVICES, a sole proprietorship, hereinafter referred to as CONSULTANT. City and
Consultant are sometimes individually referred to as "Party" and collectively as "Parties.
Parties agree to the following terms and conditions:
A. City wishes to engage the services of Consultant to assist in the conduct
of the April 8, 2014 General Municipal Election for the City; and
B. City and Consultant desire to provide for certain procedures, benefits, and
requirements regarding the engagement of Consultant by City; and
C. Consultant is willing to work as an election consultant of said City under
the terms and conditions recited herein.
NOW, THEREFORE, City and Consultant agree to the following:
SECTION 1. DUTIES.
City agrees to retain Hudson Consulting Services as Election Consultant, and
Consultant agrees to perform all duties as specified. The Parties acknowledge that
Consultant is being engaged as an independent contractor. Consultant shall not be
construed, for any purposes, to be an employee of the City.
The duties of Consultant shall be to:
• Provide election consulting services for the City of Arcadia's April 8, 2014
General Municipal Election, including coordination between the Chief Deputy
City Clerk and City Clerk staff, Martin & Chapman Co., Los Angeles County
Registrar- Recorder, and all other necessary entities to insure cohesiveness, to
assist with all necessary election processes in order to comply with the current
California Election Code, to assure impartiality to all candidates and /or
measures placed on the ballot for said election, and to insure that all election
time lines will be adhered to pursuant to the Elections Code.
• Provide technical support to the Chief Deputy City Clerk and City Clerk staff
regarding proper election procedures so as to insure a cohesive and
successful election.
Provide assistance with Martin & Chapman's Vote -By -Mail Voter Tracking
System including, but not limited to, ballot processing, voter signature
verification through VIMS, and coordination with the Registrar- Recorder's
office regarding the same.
• Provide assistance with planning and coordination of pre - election day activities
including, but not limited to, candidate nomination packet preparation, FPPC
forms and filings, etc.
Provide assistance with planning and coordination of election day activities
including, but not limited to central counting boards.
• Provide assistance with post - election processing including, but not limited to,
the certificate of canvass and declaration of results.
SECTION 2. COMPENSATION.
Compensation to be paid to Consultant shall be One Hundred Dollars ($100.00) per
hour. The Parties agree that such compensation is all inclusive and that the City is not
obligated to pay any additional compensation (i.e. benefits including, but not limited to,
PERS contribution) or mileage charges unless expressly agreed to in this Agreement or
required by State Law. The total compensation of this Agreement shall not exceed
$12,000.00.
If Consultant is required to purchase supplies specific to this election, said
purchases shall be reimbursed.
Consultant shall bill City on a monthly basis for actual hours worked and shall be
paid at such times as City normally and regularly pays its warrants.
SECTION 3. TERM OF CONTRACT.
A. Consultant shall complete the duties outlined in Section 1 of this Agreement
by April 30, 2014, unless such term of the Agreement is extended by City.
B. City may terminate this Agreement, without cause, by giving seventy -two (72)
hours written notice to Consultant.
C. Consultant may terminate this Agreement by giving seven (7) days written
notice to City.
D. Upon receipt of notice of termination or the effective date of the resignation,
Consultant shall immediately cease all services except as may be specifically
approved by City. Consultant shall be entitled to compensation for all services
rendered prior to the date of termination of services. Upon termination, the
City has the right to any and all documents and work products of City.
2
E. This Agreement shall be deemed effective upon the date of approval and
execution by the City Manager and City Attorney and Consultant's
engagement shall commence as of said effective date.
SECTION 4. LIABILITY.
City shall defend and indemnify Consultant from acts and omissions occurring
within the course and scope of Consultant's duties, except in a case of gross negligence
or willful misconduct on the part of the Consultant.
SECTION 5. INSURANCE.
Consultant shall be responsible for maintaining all property damage insurance
covering her potential losses. Any general liability or professional responsibility
insurance, including automobile insurance, carried by Consultant shall name City as an
additional insured, which shall be primary with no right of subrogation.
SECTION 6. NOTICE.
Any notice or communication that either party desires or is required to give the other
party shall be in writing and shall be given by personal service or by deposit in the
United States Mail, addressed as follows:
CITY: Lisa Mussenden
Chief Deputy City Clerk/
Records Manager
City of Arcadia
240 W. Huntington Drive
Arcadia, CA 91007
CONSULTANT: Linda Hudson
Hudson Consulting Services
1614 Avenida Entrada
San Dimas, CA 91773
Notices shall be deemed to be given as of the date of personal service, or two (2)
days following the deposit with the United States Postal Service.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed as follows:
[SIGNATURES ON NEXT PAGE]
CITY OF ARCADIA
By:��
Dominic Lazzaretto
City Manager
Dated: 1Jov u�•Q �� ?A t�
ATTEST:
By:
City Clerk
APPROVED AS TO FORM:
By:
Stephen P. Deitsch
City Attorney
4
CONSULTANT
"Hudson Consulting Services"
y: o�
inda Hudson
Hudson Consulting Services
Dated: i� - -, -
CITY OF ARCADIA
By. e, _--
Dominic Lazzaretto
City Manager
Dated: Gf ?.pis
APPROVED AS TO FORM:
By: l
Stephen P. Deitsch
City Attorney
4
CONSULTANT
"Hudson Consulting Services"
in
Linda Hudson
Hudson Consulting Services
Dated: