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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
RESOLUTION NO. ______________
A RESOLUTION OF THE COUNCIL OF THE CITY OF
SAN JOSE AUTHORIZING, SUBJECT TO THE
APPROPRIATION OF FUNDS BY THE CITY COUNCIL,
AND ON SUCH TERMS AND CONDITIONS AS DEEMED
APPROPRIATE BY THE CITY MANAGER, THE DIRECTOR
OF PARKS, RECREATION, AND NEIGHBORHOOD
SERVICES TO APPLY FOR, ACCEPT FUNDS,
NEGOTIATE, AND EXECUTE 2023-2024 AGREEMENTS
AND AMENDMENTS AS IDENTIFIED IN "DELEGATION OF
CONTRACT AUTHORITY TO DEPARTMENT OF PARKS,
RECREATION AND NEIGHBORHOOD SERVICES
DIRECTOR" CONSISTENT WITH ADOPTED BUDGET
AMOUNTS FOR VARIOUS CITY PROGRAMS AND/OR
SERVICES
WHEREAS, the City of San José (“City”) contracts with community-based organizations, school districts, and other agencies to assist with various programs that support the livability of neighborhoods, offer opportunities for individuals to enjoy life, and cultivate healthy communities through quality programs and dynamic public spaces; and
WHEREAS, in response to the City Council's request to streamline the City's administrative process of doing business, including contract development, the Department of Parks, Recreation and Neighborhood Services seeks authorization to apply for, accept, negotiate, and execute agreements for the following City programs and/or services, and identified in the Delegation of Contract Authority to the Department of Parks, Recreation and Neighborhood Services shown in Attachment A:
1. After School Education and Safety;
2. Alternative Feeding Location Program
3. BeautifySJ Initiative;
a. Encampment Trash Program;
b. Litter, Trash, Illegal Dumping Service, and Graffiti Agreements; NVF:AXY:JMD
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
c. Interagency Agreements;
d. Memoranda of Understanding;
4. BeautifySJ Grant Program Fiscal Agent Agreement;
5. Capital Improvement Program Master Consultant Projects;
6. Citywide Aquatics Program;
7. Community Service Provider Agreements;
8. Facility Use Agreements;
a. Leisure and Recreation Fee Class Vendor Agreements;
b. Family Camp;
c. Neighborhood Center Partner Program;
d. Recreation of City Kids Program;
e. San José Youth Empowerment Alliance;
f. Therapeutic Services;
9. “Friends of” PRNS Non-Profit Organization Partners;
10. Golf Course Agreement;
11. Grantmaking Programs;
a. Bringing Everyone’s Strengths Together;
b. BeautifySJ Neighborhood Associations Grant Program;
c. Franklin-McKinley Children’s Initiative;
d. Safe Summer Initiative Grant;
e. Saint James/Urban Park Activation;
f. Senior Health and Wellness;
g. Spartan-Keyes Neighborhood Action Center;
12. Grant Revenue Agreements;
13. Happy Hollow Park & Zoo;
a. Education Programs;
b. Private Events;
14. Leisure and Recreation Fee Class Vendor Service Agreements;
15. Little League Agreements;
16. Mitigation Monitoring and Maintenance Support Services;
17. Park Concessionaires Agreements;
18. Reimbursement Agreements;
19. Right-of-Entry Agreements;
20. San José Police Activity League Agreement;
21. San José Youth Empowerment Alliance;
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
a. Agreements with subcontracted agencies to implement Alliance programs; b. Memoranda of Understanding;
c. County of Santa Clara Agreement for Hospital-Based Intervention Program (Trauma to Triumph);
22. Senior Nutrition Program
a. County of Santa Clara Agreement for Senior Nutrition Program;
23. Sponsorship Agreements;
24. Standard Consultant Agreements for Non-Capital Projects;
25. Summer Food Service Program; and
26. Trail Program Joint Use Agreements.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SAN JOSE THAT:
The City Council hereby authorizes the Director of Parks, Recreation, and Neighborhood Services to apply for, accept funds, negotiate, and execute 2023-2024 agreements and amendments as identified in "Delegation of Contract Authority to Department of Parks, Recreation and Neighborhood Services Director" (Attachment A) consistent with Adopted Budget amounts for those City programs and/or services.
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
ADOPTED this _____ day of ___________, 2023, by the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
MATT MAHAN
Mayor
ATTEST:
TONI J. TABER, CMC
City Clerk
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
ATTACHMENT A
Delegation of Contract Authority to Department of Parks, Recreation, and Neighborhood Services Director
PROGRAM/
FUNCTION
AGREEMENT
DESCRIPTION
TYPE OF
CONTRACT
(REVENUE, NO
MONETARY, OR
PAID BY THE CITY)
2023-2024
CONTRACT
AUTHORITY
After School
Education and
Safety
Grant revenue agreements to
provide after school
recreation programs and
facility use agreements with
school districts.
Revenue Up to $600,000 per
agreement
Alternative
Feeding Location
Program at Saint
James Park
Agreement with organizations
to offer a permitted meal
location, volunteer and
organization recruitment and
management, and outreach
services.
Paid by the City Up to $600,000 per
agreement
BeautifySJ Grant
Fiscal Agent
Fiscal Agent agreement with
United Neighborhoods of
Santa Clara County.
Paid by the City Up to $400,000 per
agreement
BeautifySJ
Initiative
Encampment Trash Program
- Agreements with
Encampment Trash Program
partners.
Paid by the City Up to $750,000 per
agreement
Litter Trash Near Waterways
- Agreements to address litter
and trash near waterways;
San José Conservation
Corps to collect trash and
debris near waterways.
Paid by the City Up to $650,000 per
agreement
Anti-Litter - agreements to
address Neighborhood Litter
Program efforts and large
graffiti projects throughout the
city.
Paid by the City Up to $100,000 per
agreement
Capital
Improvement
Program
Consultant
Agreements with consultants
to provide landscape
architectural, architectural,
environmental, and
engineering support services
for the development of parks,
trails, and recreational and
community facilities.
Paid by the City
Up to a total of
$1,500,000 per
agreement
Community
Services Provider
Agreements
Agreements for basic park
support, maintenance
services, and workforce
development to further the
Paid by the City Up to $1,600,000 per
agreement per year
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
PROGRAM/
FUNCTION
AGREEMENT
DESCRIPTION
TYPE OF
CONTRACT
(REVENUE, NO
MONETARY, OR
PAID BY THE CITY)
2023-2024
CONTRACT
AUTHORITY
Department’s goals and
objectives.
Citywide
Aquatics
Services
Agreements with service
providers to deliver services
in City-owned pools.
Revenue Up to a total of $50,000
per agreement
County of Santa
Clara Agreement
for Senior
Nutrition Program
Joint provision agreement of
a nutrition program for
seniors.
Revenue City estimates receipt
of up to $3,000,000
Facility Use
Agreements
Family Camp - Agreements
with other entities for the use
of the facilities at Family
Camp.
Revenue
Up to $25,000 per
agreement; no limit on
in-kind donations
Leisure and Recreation
Program, and Training and
Development - Agreements
with school districts and other
entities, for the use of non-
City facilities to support
Department programs,
trainings, classes, and
camps.
Paid by the City Up to a total of $25,000
per agreement
Neighborhood Center Partner
Program - Agreements with
community partners to deliver
services in neighborhood and
community center facilities
not regularly operated by the
Department.
Revenue Up to a total of $15,000
per agreement
Recreation of City Kids -
Facility Use agreements with
school districts to offer the
after-school program at their
sites.
Paid by the City
Up to a total of
$100,000 per
agreement
Therapeutic Services -
County of Santa Clara - Adult
Probation Department - City
providing facility(s) to County
to conduct peer support
groups through its “Family of
Friends” Program
Revenue Up to $22,800 per
agreement
San José Youth
Empowerment Alliance -
Facility Use agreements with
non-City agencies to provide
space for urgent SJYEA
programming.
No monetary
exchange
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
PROGRAM/
FUNCTION
AGREEMENT
DESCRIPTION
TYPE OF
CONTRACT
(REVENUE, NO
MONETARY, OR
PAID BY THE CITY)
2023-2024
CONTRACT
AUTHORITY
Friends of PRNS
Non-Profits
Agreements with non-profit
organizations created to
support the Department.
Paid by the City Up to $350,000 per
agreement
Golf Course
Agreements with company to
lease and operate Rancho
del Pueblo Golf Course, Los
Lagos Golf Course, and San
José Municipal Golf Course.
Revenue Up to $2,000,000 per
agreement
Grantmaking
Programs
BeautifySJ Grant -
Memoranda of Understanding
with resident-based groups to
build community and beautify
public spaces.
Paid by the City Up to $5,000 per
agreement
Bringing Everyone's
Strengths Grant
Together (BEST) -
agreements that support the
efforts of the Mayor's Gang
Prevention Task Force.
Paid by the City Up to a total of
$3,250,000
Franklin-McKinley Children’s
Initiative Grant - agreement to
support place-based
summertime educational,
enrichment, and recreational
opportunities for Santee
neighborhood youth ages 6-
14 and their families.
Paid by the City Up to $40,000 per
agreement
Safe Summer Initiative Grant
- agreements that support
summer activities and
programming for youth.
Paid by the City Up to a total of
$500,000
Saint James/Urban Park
Activation - Grant
agreements to activate parks
and public spaces.
Paid by the City Up to $1,000,000 per
agreement
Senior Health and Wellness
Grant - agreements to
improve health and wellness
for seniors ages 60 and up.
Paid by the City Up to a total of
$600,000
Spartan Keyes Neighborhood
Action Center - Grant
agreement to oversee the
provision of a variety of
neighborhood-based services
in the Spartan-Keyes
community.
Paid by the City Up to a total of
$110,000 per year
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
PROGRAM/
FUNCTION
AGREEMENT
DESCRIPTION
TYPE OF
CONTRACT
(REVENUE, NO
MONETARY, OR
PAID BY THE CITY)
2023-2024
CONTRACT
AUTHORITY
Grant Revenue
Grant revenue agreements to
support the goals and
objectives of the Department.
Revenue Up to $1,000,000 per
agreement
Happy Hollow
Park & Zoo
Happy Hollow Education
Programs - Agreements with
school districts or other
entities to allow Happy Hollow
Park & Zoo to conduct and
receive revenue for programs
on non-City property.
Paid by the City Up to a total of $5,000
per agreement
Happy Hollow Private Events
- Revenue agreements to
reserve areas of Happy
Hollow Park & Zoo and
provide catering or other
amenities.
Paid by the City Up to $320,000 per
agreement
Little League
Agreements with local Little
Leagues for the use of
playing fields, concession,
and storage areas at City
Parks.
Revenue Up to $5,000 per
agreement
Leisure and
Recreation Fee
Class Vendor
Vendor service agreements
to provide recreation and
leisure classes.
Paid by the City Up to $750,000 per
agreement
Mitigation
Monitoring and
Park
Maintenance
Support Services
Environmental consulting
service agreements to
monitor and evaluate the
establishment and success of
environmental mitigation
areas, provide maintenance
services, and prepare annual
reports.
Paid by the City Up to $3,100,000 per
agreement
Park
Concessionaires
Concessionaire agreements
with vendors to provide
concessions in City parks.
Revenue
Up to a total of
$100,000 per
agreement
Reimbursement
Reimbursement agreements
with public and private
entities to offset costs paid
initially by the Department for
support of various programs
and projects.
Paid by the City
Up to a total of
$500,000 per
agreement
Right-of-Entry
Agreements with
municipalities and other
entities to complete
mandatory site improvements
on City property.
No monetary
exchange
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
PROGRAM/
FUNCTION
AGREEMENT
DESCRIPTION
TYPE OF
CONTRACT
(REVENUE, NO
MONETARY, OR
PAID BY THE CITY)
2023-2024
CONTRACT
AUTHORITY
San José Police
Activity League
Agreement for maintenance
of the fields, coordination of
facility use and activities,
establish fees, and to provide
non-profit support and
development in partnership
with the Police Activity
League Board.
Paid by the City Up to a total of
$300,000
San José Youth
Empowerment
Alliance (SJYEA)
Grant revenue – agreements
with subcontractors for the
SJYEA
Paid by the City Up to $1,000,000 per
agreement
SJYEA & BEST Evaluation
Consultant – Agreements
with evaluation consultants to
assess SJYEA and BEST-
related programs and
services.
Paid by the City Up to $500,000 per
agreement
MOU for agency participation
in SJYEA Technical Team
meetings.
No monetary
exchange
County of Santa
Clara –Trauma to
Triumph Program
An agreement between the
City and County to deliver a
hospital-based intervention
program.
No monetary
exchange
Sponsorship
Agreements with public and
private entities to accept in-
kind and/or direct financial
support for Department
programs and services in
exchange for sponsorship
opportunities.
Revenue
Up to a total of
$320,000 per
agreement
Standard
Consultant
Standard Consultant
Agreements with qualified
providers for Non-Capital
Projects.
Paid by the City
Up to a total of
$500,000 per
agreement paid by City
Summer Food
Service Program
Agreements with the
California Department of
Education to participate in the
program and agreements
with subcontractors to
administer the operation of
the program.
Revenue and Paid by
the City
Up to $75,000 paid to
the City and up to
$75,000 paid by the
City to subcontractors
Trail Program
Joint Use
Agreements with Campbell
Union School District and
Cupertino Union School
District to continue to jointly
use and operate a trail
No monetary
exchange
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Council Agenda: 06-20-2023
Item No.: 2.28
DRAFT--Contact the Office of the City Clerk at (408)535-1260 or [email protected] for final document.
PROGRAM/
FUNCTION
AGREEMENT
DESCRIPTION
TYPE OF
CONTRACT
(REVENUE, NO
MONETARY, OR
PAID BY THE CITY)
2023-2024
CONTRACT
AUTHORITY
segment on school district
owned lands.