Ebix Insurance No. S200003681
AMENDMENT NO. 1
TO THE AGREEMENT FOR SERVICES
BETWEEN THE
CITY OF SANTA CLARA, CALIFORNIA,
AND
SAFE MOVES, INC.
PREAMBLE
This agreement ("Amendment No. 1 ") is entered into between the City of Santa Clara, California, a chartered California municipal corporation (City) and Safe Moves, Inc., a California corporation, (Consultant). City and Consultant may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement."
RECITALS
A. The Parties previously entered into an agreement entitled "Agreement for Services Between the City of Santa Clara, California, and Safe Moves, Inc.", dated November 11, 2022 (Agreement); and
B. The Parties entered into the Agreement for the purpose of having Consultant provide professional services to organize, facilitate, promote events, and activities relating to the City's Safe Routes to School program and facilities in the program, and the Parties now wish to amend the Agreement to increase compensation by $45,200 for a revised total not-to-exceed maximum compensation of $645,200.
NOW, THEREFORE, the Parties agree as follows:
AMENDMENT TERMS AND CONDITIONS
1. Section 6 of the Agreement, entitled "COMPENSATION AND PAYMENT" IS hereby amended to read as follows:
"In consideration for Consultant's complete performance of Services, City shall pay Consultant for all materials provided and Services rendered by Consultant in accordance with Revised Exhibit B1, entitled "SCHEDULE OF FEES." The maximum compensation of this Agreement is Six Hundred Forty-Five Thousand Two Hundred Dollars ($645,200), subject to budget appropriations, which includes all payments that may be authorized for Services and for expenses, supplies, materials and equipment required to perform the Services. All work performed or materials provided in excess of the maximum compensation shall be at Consultant's expense. Consultant shall not be entitled to any payment above the maximum compensation under any circumstance ." Amendment No. 1 to AgreemenUSafe Moves, Inc.
Rev. 10/25/19
2. Exhibit 81 of the Agreement, entitled "SCHEDULE OF FEES" is heteby amended to read as shown In Revised Exhibit 81, attached herein.
3. Exhibit 82 of the Agreement, entltled "FEES BY TASK AND YEAR" is hereby amended to read as shown In ~evlsed Exhibit 82, attached herein.
4. Except as set forth herein, all other terms and conditions of the Agreement shall remain in full force and effect. In case of a conflict in the terms of the Agreement and this Amendment No. 1, the provisions of this Amendment No. 1 shall control.
The Parties acknowledge and accept the terms and conditions of this Amendment No. 1 as evidenced by the following signatures of their duly authorized representatives.
CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Approved as to Form:
;/t)v--_~
Dated: \D b1 l c.-"1
~~ GLEN R. GOGGINS
City Attorney
"CITY"
JO . N
~
City of Santa Clara
1500 Warburton Avenue
Santa Clara, CA 95050
Telephone: (408) 615-2210
Fax: (408) 241-6771
SAFE MOVES, INC.
a California corporation
+-14;..+-+,+---=--------------Dated: i3/2~
By (Signature): ++-.,...,./Hf....___+-'-----------
Name:atHines -"---------------
Tit I e: Founder/Executive Director
Principal Place of 15500 Erwin Street, #2457
Business Address: Van Nuys, CA 91411
Email Address: [email protected]
Telephone: (408) 37-8991
Fax: N/A
"CONSULTANT"
Amendment No. 1 to AgreemenU Safe Moves, Inc
Rev. 10/25/2019
Page2
REVISED EXHIBIT 81
SCHEDULE OF FEES
1. MAXIMUM COMPENSATION
1.1. The maximum amount payable for all services provided under this Agreement shall not exceed Six Hundred Forty-Five Thousand Two Hundred Dollars ($645,200), during the three-year initial term of the Agreement. No additional services will be performed unless both Parties execute an amendment outlining the services requested and the compensation agreed for such services.
1.2. All payments are based upon City's acceptance of Consultant's performance of services specified in Exhibit A, Scope of Services. City shall have no obligation to pay unless Consultant has successfully completed the work for which payment is due.
1.3. The compensation amount is specified below:
Total for All Tasks for Three Program Years (See 82 for Task Cost Breakdown by Year)
Contingency (Shall be used only for additional scope .) ORIGINAL TOTAL MAXIMUM COMPENSATION NOT-TO
EXCEED
Amendment No. 1
REVISED TOTAL MAXIMUM COMPENSATION NOT-TO
EXCEED
2. FEES
$568,384.75
$31,615.25
$600,000.00
$45,200.00
$645,200.00
2.1. The hourly rates for Consultant's Personnel are listed below in Table B2:
Program Manager (Safe
Moves)
Program Coordinator
(Safe Moves)
Instructor
(Safe Moves)
Pat Hines $127.02
Pamela Nye Pedersen $46.22
Quinn Danz $36.98
Amendment No. 1 to Agreement/Safe Moves, lnc./Revised Exbibit 81 - Schedule of Fees Page 1 Rev. 10/25/19
Title I Personnel I Hourly IRate
Instructor Will Mellon $36.98 (Safe Moves)
Instructor Marni Spencer-Delvin $36.98 (Safe Moves)
Graphic and Social Media
Coordinator Eve Mazzara $46.22
(Safe Moves)
Program Manager (KOA) Carlos Velasquez $164.99
Associate Planner Alberto Salgado $54.19 (KOA)
Associate Planner Sarai Osorio $51.76 (KOA)
2.2. The City will pay the Consultant for each task based on the task breakdown specified in Revised Exhibit B2.
3. PRICING
3.1. All hourly rates are fixed for the Initial Three-Year Term of the Agreement.
3.2. Consultant may request price adjustments after the initial three year term. Any price increases must be supported by a relevant industry specific index.
Requests for increase must be fully documented by Consultant. Price adjustments are subject to City's approval.
4. INVOICING REQUIREMENTS
4.1. Consultant shall invoice the City on a monthly basis for services performed by Consultant during the preceding month and provide the invoice in a format approved by the City, including but not limited to the information listed under Section 4.3 below.
4.2. City shall pay Consultant within thirty (30) days of City's receipt of an approved invoice.
4.3. Invoices shall include, at a minimum, the following :
1.3.1. Identify the task services were provided for;
1.3.2. Description of work performed;
1.3.3. Deliverables completed;
1.3.4. Amount for services provided by task;
1.3.5. The not-to-exceed amount for the task, invoiced amount to date, amount for the current invoice, .and remaining not-to-exceed amount for the task.
Amendment No. 1 to Agreement/Sa fe Moves, lnc./Revised Exbibit 8 1 - Schedule of Fees Rev. 10/25/2019
1. AMENDMENT NO. 1
REVISED EXHIBIT 82
FEES BY TASK AND YEAR
1 .1 . The following number of tasks are being funded by the 2023 California Office of Traffic Safety Grant and will be completed in Year 2. These tasks must be completed by September 30, 2024 and at the following cost:
Activity Unit Cost/Rate Units Total Cost
Bike Rodeo $1,000.00 30 $30,000.00
Student Assemblies $150.00 68 $ 10,200.00
Bicycle Helmets $10.00 300 $3,000.00
Bicycle Safety Equipment $2,000.00 1 $2,000.00
TOTAL $45,200.00
2. The City will pay Consultant for Year 1 based on the fee breakdown below:
TA#SK I DESCRIPTION I BUDGETED I
HOURS TOTAL
'1 PROJECT INITIATION
1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action $3,002.60 Items - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 10 (Safe Moves)
1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 - Pat Hines, ProQram ManaQer (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves)
1.3 Project Invoicing - Monthly Progress Reports with Invoicing $6,121.60 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves) TOT AL FORT ASK 1 240 $21,596.80
2 OUTR EACH
2.1 Website, Voicemail, and Email $13,284 .00
Produce and monitor website $8,894.80
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen , Program Coordinator 40 (Safe Moves) - Eve Mazzara , Graphic and Social Media 70
Amendment No. 1 to Agreement/Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 1 Rev. 10/25/19
Establish and monitor 12hone lines/voicemails/emails $4,389.20 - Pat Hines,_Pro ram Mana er Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 40 Safe Moves
2.2 Event Advertisement $17,211.00
Advertising/~romotional materials $9,240.60
- Pat Hines, Program Mana er Safe Moves 40
- Pamela Nye Pedersen, Program Coordinator 40 Safe Moves - Eve Mazzara, Graphic and Social Media 50 Coordinator Safe Moves 85 event/worksho12s announcements 12osted & 508 $7,970.40 osters rinted/dis la ed - Pat Hines, Program Mana er Safe Moves) 30
- Pamela Nye Pedersen, Program Coord inator 40 Safe Moves - Eve Mazzara , Graphic and Social Media 50 Coordinator Safe Moves TOT AL FOR TASK 2 450 $30,495.00
3 EDUCATION
3.1 Safe Routes to School Maps $37,627.15
Walk Audits (3 Schools} $15,005 .05
- Pat Hines, Program Manager Safe Moves 25
- Pamela Nye Pedersen , Program Coordinator 15 Safe Moves - Quinn Danz, Instructor Safe Moves) 25
- Will Mellon, Instructor Safe Moves 25
- Marni Spencer -Devlin , Instructor (Safe 25 Moves
- Carlos Velas uez, Pro ram Mana er KOA 25
- Alberto Sal ado, Associate Planner KOA 40
- Sarai Osorio, Associate Planner KOA 40
Infrastructure Deficiency Inventory List1 Ma12 & Costs $9,993.70 - Pat Hines, Program Manager Safe Moves) 30
- Carlos Velasquez, Program Manager (KOA) 15
- Alberto Sal ado, Associate Planner KOA 35
- Sarai Osorio , Associate Planner KOA 35
Review/Revise School Ma12s (14 schools} $12 ,628.40
- Pat Hines, Pro ram Mana er Safe Moves 30
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 2 Rev. 10/25/2019
TASK DESCRIPTION BUDGETED TOTAL # HOURS
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 10
- Will Mellon, Instructor (Safe Moves) 15
- Marni Spencer-Devlin, Instructor (Safe 15 Moves)
- Carlos Velasquez, Program Manager (KOA) 15
- Alberto Salgado, Associate Planner (KOA) 35
- Sarai Osorio, Associate Planner (KOA) 35
3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60 Bike1 Scooter & Pedestrian Skill Trainings & Summarv $16,982.60 - Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator 30 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 125
- Will Mellon, Instructor (Safe Moves) 125
Rodeo Toolkit {See Qricing under Printing Year 1 Categorv and SRTS Toolkit under Task 3.3}
3.3 Parent/Teacher/Coordinator Training Workshops $30,837.40 WorkshoQs $11,375.30
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) SRTS Toolkit {1} $12,070.30
- Pat Hines, Program Manager (Safe Moves) 55
- Pamela Nye Pedersen, Program Coordinator 30 (Safe Moves) - Eve Mazzara, Graphic and Social Media 80 Coordinator (Safe Moves) WorkshoQ Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) TOTAL FOR TASK 3 1215 $85,447.15
4 ENCOURAGEMENT
4.1 Kick-off Event (1) $7,058.10
- Pat Hines, Program Manager (Safe Moves) 25
-Pamela Nye Pedersen, Program Coordinator 25
Amendment No. 1 to AgreemenU Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 3 Rev. 10/25/2019
TA#SK I DESCRIPTION I BUDGETED I
HOURS TOTAL
(Safe Moves)
- Quinn Danz, Instructor (Safe Moves) 10
- Will Mellon , Instructor (Safe Moves) 10
- Marni Spencer -Devlin, Instructor (Safe 10 Moves)
- Eve Mazzara , Graphic and Social Media 35 Coordinator (Safe Moves)
4.2 Pop-Up Events (5) $13,053.50
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen , Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer -Devlin , Instructor (Safe 50 Moves)
4.3 Encouragement Events $35,037.90
Walking 2 scooter riding and bicycle riding encouragement $28,072.20 events (51) - Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator 60 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer -Devlin, Instructor (Safe 100 Moves)
- Eve Mazzara, Graphic and Social Media 60 Coordinator (Safe Moves) OTS funded helmets and safety: eguiQment $6,965.70
- Pat Hines, Program Manager (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves) - Quinn Danz , Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
TOTAL FOR TASK 4 965 $55,149 .50
5 PROGRAM EVALUATION
5.1 Surveys $24,745.90
Pre and Post Parent Surveys and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 4 Rev. 10/25/2019
TA:K I I BUDGETED I
I .'
DESCRIPTION HOURS TOT,AL
- Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe 20 Moves)
- Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) OTS Pre and Post Helmet Surve~s (17 Schools} $15,712.20 - Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe 100 Moves)
- Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves)
5.2 (1) Annual Report (17 Schools) $5,486.50
- Pat Hines, Proqram Manaqer (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 20 (Safe Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) TOT AL FOR TASK 5 540 $30,232.40
TOTALFORALLTASKS $222,920.85
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $
1,500.00
SRTS Toolkit (Guide) $
2,500.00
508 Posters $
1,200.00
Safety Tips for Students & Parents $
2,500.00
51 Encouragement Event Flyers $
2,300.00
TOTAL FOR PRINTING $
10,000.00
EQUIPMENT (PURCHASED FIRST YEAR FOR ALL 3 YEARS)
714 OTS Funded Helmets@ $7.00 per helmet (includes tax & handling) $ 5,000.00
2,500 Pedometers@ $1.00 per pedometer (includes tax & handling) $ Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 5 Rev. 10/25/2019
TASK DESCRIPTION I BUDGETED I TOTAL # HOURS
2,500.00
300 Front/Rear Bike Lights @ $8.30 per light (includes tax & handling) $ 2,490.00 .. . $
TOTAL FOR EQUIPMENT 9,990.00
YEAR 1 TOTAL $242,910.85
3. The City will pay Consultant for Year 2 based on the fee breakdown below:
TA#SK I DESCRIPTION I BUDGETE D I
HOURS TOTAL
1 PROJECT INITIATION
1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action $3,002.60 Items - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 10 (Safe Moves)
1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 - Pat Hines, ProQram Manager (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves)
1.3 Project Invoicing - Monthly Progress Reports with Invoicing $6,121.60 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 50 (Safe Moves) TOTAL FOR TASK 1 240 $21,596.80
2 OUTREACH
2.1 Website, Voicemail, and Email $11,897.40
Produce and monitor website $7,508 .20
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) Establish and monitor ~hone lines/voicemails/emails $4,389.20 - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves)
2.2 Event Advertisement $15,362.20
Advertising/~romotional materials $8,316.20
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 6 Rev. 10/25/2019
3 3.1
3.2 3.3
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
40 30
workshops announcements posted & 508
rinted/dis la ed
- Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 Safe Moves - Eve Mazzara, Graphic and Social Media 30 Coordinator Safe Moves TOT AL FORT ASK 2 380
EDUCATION
Safe Routes to School Maps
Walk Audits {3 Schools}
- Pat Hines, Program Manager (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 15 Safe Moves - Quinn Danz, Instructor Safe Moves 25
- Will Mellon, Instructor Safe Moves 25
Infrastructure Deficiency lnventorv List 1 Map & Costs
- Pat Hines, Pro ram Mana er Safe Moves 30
Review/Revise School Maps {14 schools}
- Pat Hines, Pro ram Mana er Safe Moves 30
- Pamela Nye Pedersen, Program Coordinator 25 Safe Moves Bicycle and Pedestrian Student Skills Training Rodeos
Bike 1 Scooter & Pedestrian Skill Trainings & Summary
- Pat Hines, Pro ram Mana er Safe Moves 50
- Pamela Nye Pedersen, Program Coordinator 30 Safe Moves - Quinn Danz, Instructor Safe Moves) 125
- Will Mellon, Instructor Safe Moves 125
Rodeo Toolkit {Developed in Year 1}
Parent/Teacher/Coordinator Training Workshops
Workshops
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator 40 Safe Moves $7,046.00
$27,259.60
$14,494.50
$5,717.80
$3,810.60
$4,966.10
$16,982.60
$16,982 .60
N/A
$18,767.10
$11,375.30
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 7 Rev. 10/25/2019
TA#SK I DESCRIPTION I BUDGETED I
HOURS TOTAL
SRTS Toolkit (1} (Develo~ed in Year 1} N/A
Worksho~ Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen , Program Coordinator 25 (Safe Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) TOT AL FOR TASK 3 710 $50,244.20
A ENCOURAGEMENT
4.1 Kick-off Event (1) NONE N/A
4.2 Pop-Up Events (5) $13,053.50
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe 50 Moves)
4.3 Encouragement Events $27,147.80
Walking 1 scooter riding and bicycle riding encouragement $27,147.80 events (51} - Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator 60 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe 100 Moves)
- Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) OTS funded helmets and safety egui~ment {Purchased in N/A vear1) TOTAL FOR TASK 4 715 $40,201.30
'5 PROGRAM EVALUATON
5.1 Surveys $9,033.70
Pre and Post Parent Surveys and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 8 Rev. 10/25/2019
TA#SK I DESCRIPTION I BUDGETED I
HOURS TOTAL
- Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer-Devlin, Instructor (Safe 20 Moves)
- Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) OTS Pre and Post Helmet Surve~s (17 Schools} N/A
5.2 (1) Annual Report (17 Schools) $5,486.50
- Pat Hines, Promam Manaqer (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator 20 (Safe Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) TOTAL FOR TASK 5 230 $14,520.20
TOTALFORALLTASKS $153,822.10
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $ 1,500.00
508 Posters $ 1,200.00
Safety Tips for Students & Parents $2,500.00
51 Encouragement Event Flyers $2 ,300.00
TOTAL FOR PRINTING $7,500.00
YEAR2TOTAL $161,322.10
4. The City will pay Consultant for Year 3 based on the fee breakdown below:
TASK# I DESCRIPTION I BUDGETED I
HOURS Total
1 PROJECT INITIATON
1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items $3,002 .60 - Pat Hines, Proqram Manaqer (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe 10 Moves)
1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 - Pat Hines, Program Manager (Safe Moves) 80
- Pamela Nye Pedersen, Program Coordinator (Safe 50 Moves)
1.3 Project Invoicing - Monthly Progress Reports with Invoicing $6,121.60 - Pat Hines, Proqram Manaqer (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 50
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 9 Rev. 10/25/2019
TASK# I DESCRIPTION I BUDGETED I
HOURS Total
2 ·"
3 TOTAL FOR TASK 1 240 $21,596.80
OUTREACH
2.1 Website, Voicemail, and Email $11,897.40
Produce and monitor website $7,508.20
- Pat Hines, Proqram Manager (Safe Moves) 30
- Pamela Nye Pedersen , Program Coordinator (Safe 40 Moves) - Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) Establish and monitor ~hone lines/voicemails/emails $4,389.20 - Pat Hines , Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves)
2.2 Event Advertisement $15,362.20
Advertising/~romotional materials $8,316.20
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) 85 event/worksho~s announcements ~osted & 508 ~osters $7,046 .00 orinted/disolaved - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) TOTAL FORT ASK 2 380 $27,259.60
EDUCATION
3.1 Safe Routes to School Maps $14,494.50
Walk Audits (3 Schools} $5,717.80
- Pat Hines, Program Manager (Safe Moves) 25
- Pamela Nye Pedersen, Program Coordinator (Safe 15 Moves) - Quinn Danz, Instructor (Safe Moves) 25
- Will Mellon, Instructor (Safe Moves) 25
Infrastructure Deficienc~ lnventorv List1 Ma~ & Costs $3,810.60 - Pat Hines, Program Manager (Safe Moves) 30
Review/Revise School Ma~s (14 schools} $4,966.10
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit 82 - Fees by Task and Year Page 10 Rev. 10/25/2019
TASK# I DESCRIPTION ·I BUDGETED I "" T .. t I HOURS o a 4 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves)
3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60 Bike1 Scooter & Pedestrian Skill Trainings & Summary: $16,982.60 - Pat Hines, ProQram ManaQer (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator (Safe 30 Moves) - Quinn Danz, Instructor (Safe Moves) 125
- Will Mellon, Instructor (Safe Moves) 125
Rodeo Toolkit {Develo~ed in Year 1} N/A
3.3 Parent/Teacher/Coordinator Training Workshops $18,767.10 Worksho~s $11,375.30
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) SRTS Toolkit {1} {Develo~ed in Year 1} N/A
Worksho~ Content $7,391.80
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) TOTAL FOR TASK 3 710 $50,244.20
ENCOURAGEMENT
4.1 Kick-off Event (1) NONE N/A
4.2 Pop-Up Events (5) $13,053.50
- Pat Hines, Program Manager (Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves) - Quinn Danz, Instructor (Safe Moves) 50
- Will Mellon, Instructor (Safe Moves) 50
- Marni Spencer-Devlin, Instructor (Safe Moves) 50
4.3 Encouragement Events $27,147.80
Walking 1 scooter riding and bicy:cle riding encouragement $27,147.80 events (51) - Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator (Safe 60 Moves) Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 11 Rev. 10/25/2019
TASK# I DESCRIPTION I BUDGETED ·I"' HOURS Total
- Quinn Danz, Instructor (Safe Moves) 100
- Will Mellon, Instructor (Safe Moves) 100
- Marni Spencer-Devlin, Instructor (Safe Moves) 100
- Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) OTS funded helmets and safet)l egui~ment {Purchased in )[ear 1) N/A
TOTAL FOR TASK 4 715 $40,201.30
5 PRORGRAM EVALUATION
5.1 Surveys $9,033 .70
Pre and Post Parent Survevs and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves) - Quinn Danz, Instructor (Safe Moves) 20
- Will Mellon, Instructor (Safe Moves) 20
- Marni Spencer -Devlin, Instructor (Safe Moves) 20
- Eve Mazzara , Graphic and Social Media 25 Coordinator (Safe Moves) OTS Pre and Post Helmet Survevs (17 Schools) N/A
5.2 (1) Annual Report (17 Schools) & Program Evaluation Report (17 $8,316 .20 Schools) - Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen , Program Coordinator (Safe 30 Moves) - Eve Mazzara, Graphic and Social Media 40 Coordinator (Safe Moves) TOTAL FOR TASK 5 265 $17,349.90
TOT AL FOR ALL TASKS $156,651.80
Printing
Rodeo Flyer & Permission Form for 17 Rodeos $ 1,500 .00 508 Posters $ 1,200.00
Safety Tips for Students & Parents $2,500 .00
51 Encouragement Event Flyers $2,300 .00
TOTAL FOR PRINTING $ 7,500.00
YEAR3 TOTAL $164,151.80
Amendment No. 1 to Agreement/ Safe Moves, lnc./Revised Exbibit B2 - Fees by Task and Year Page 12 Rev. 10/25/2019
23-936
REPORT TO COUNCIL
SUBJECT
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
Agenda Date: 10/10/2023
Action on a Grant Agreement with the California Office of Traffic Safety, and Amendment No. 1 to the Agreement with Safe Moves, Inc., for the Safe Routes to School Program, and Related Budget Amendments
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City administers the Safe Routes to School Program (SRTS Program) through a collaborative effort with the Santa Clara Unified School District (SCUSD). Currently, there are 17 schools participating in the program. The program offers Safe Routes to School Maps, Bicycle & Pedestrian Rodeos, Walk & Bike to School Days, Traffic Safety Equipment Giveaways, Safety Education Curriculum, and Parent and School District staff workshops.
In July 2022, the City received a California Office of Traffic Safety (OTS) grant award in the amount of $25,000. OTS is the agency responsible for administering traffic safety grants made available to California by the National Highway Traffic Safety Administration (NHTSA). These grant funds were used to supplement the City's SRTS Program by purchasing bicycle helmets and conducting bicycle and pedestrian rodeos. In January 2023 the Department of Public Works (DPW) submitted another grant application to the OTS for additional funds to supplement the SRTS Program with additional activities and materials. On July 17, 2023, DPW received notification that the City was tentatively awarded a $45,200 grant from OTS.
In November 2022, Council approved an agreement with Safe Moves, Inc. to assist the City in the areas of education, encouragement, and evaluation for the City's SRTS Program. An amendment to this Agreement is needed to reflect the additional work associated with the latest OTS grant.
The purpose of this report is to request approval from Council for the City Manager to execute the Grant Agreement with OTS (Grant Agreement) and Amendment No. 1 to the agreement with Safe Moves. Both documents are required to be executed prior to OTS' release of the additional grant funds.
DISCUSSION
As a recipient, the City is required to execute the Grant Agreement before OTS can approve the award of $45,200. The Grant Agreement specifies that the grant funds niust be expended between October 1, 2023 and September 30, 2024. Therefore, staff is requesting that Council authorize the City Manager to execute the Grant Agreement as the Authorizing Official on behalf of the City.
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23-936 Agenda Date: 10/10/2023
The State-approved grant budget is for "Contractual Services" reflected in the Amendment No. 1 with Safe Moves, which specifies that the grant funds will be used for the purchase of helmets and other equipment, as well as holding student assemblies and bike rodeos. The full amount of the grant ($45,200) is being added to the Safe Moves agreement, for a revised total not-to-exceed amount of $645,200.
ENVIRONMENT AL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The recommended budget action recognizes OTS grant funding in the amount of $45,200 and allocates those funds to a new 2023 Santa Clara School Pedestrian and Bicycle Safety Project in the Streets and Highways Capital Fund. This project will provide funding for Amendment No. 1 with Safe Moves.
Amendment No. 1 with Safe Moves for the SRTS program will increase the current $600,000 agreement by $45,200 for a total not to exceed amount of $645,200.
The table below summarizes the budget action for FY 2023/24.
Budget Amendment
FY 2023/24
Current
Streets and Highways Capital Fund
Revenues
Other Agencies Revenue (OTS Grant) $19,712,116
Expenditures
2023 Santa Clara School Pedestrian $0
and Bicycle Safety Project (New Project)
COO RD I NATION
Increase/
(Decrease)
$45,200
$45,200
Revised
$19,757,316
$45,200
This report has been coordinated with the City Manager's Office, the Finance Department and the City Attorney's Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outsiqe City Hall Council Chambers. A complete agenda packet is available on the City's website and in the City Clerk's Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk's Office at (408) 615-2220, email [email protected] <mailto :clerk@santaclaraca .gov> or at the City of Santa Clara Page 2 of 3 Printed on 10/5/2023
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23-936
public information desk at any City of Santa Clara public library.
RECOMMENDATION
Agenda Date: 10/10/2023
1. Authorize the City Manager to execute and take all necessary steps to approve the Grant Agreement between the City of Santa Clara and the State of California Office of Traffic Safety in the amount of $45,200 for the Safe Routes to School Program , in a final form approved by the City Attorney;
2. Authorize the City Manager to execute Amendment No. 1 to the Agreement with Safe Moves, Inc. to increase the maximum compensation by $45,200 for a revised not-to-exceed amount of $645,200, to provide equipment and services in support of the Safe Routes to School Program, in a final form approved by the City Attorney;
3. Authorize the City Manager to make minor modifications to both agreements and to extend the terms, if needed, in a final form approved by the City Attorney; and
4. Approve the FY 2023/24 budget amendment in the Streets and Highways Capital Fund to increase the Other Agencies Revenue estimate by $45,200 to recognize grant funding for the OTS grant and establish the 2023 Santa Clara School Pedestrian and Bicycle Safety Project in the amount of $45,200 (five affirmative Council votes required to appropriate additional revenue) .
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHM ENTS
1. Office of Traffic Safety Grant Agreement
2. Original Agreement with Safe Moves
3. Amendment No.1 with Safe Moves
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