Ebix Insurance No. S200003681
AMENDMENT NO. 2
TO THE AGREEMENT FOR SERVICES
BETWEEN THE
CITY OF SANTA CLARA, CALIFORNIA,
AND
SAFE MOVES, INC.
PREAMBLE
This agreement ("Amendment No. 2") 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);
B. The Agreement was previously amended by Amendment No. 1, dated October 17, 2023, and is again amended by this Amendment No. 2. The Agreement and all previous amendments are collectively referred to herein as the "Agreement as Amended"; and
C. The Parties entered into the Agreement as Amended 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 as Amended to increase compensation by $69,050 for a revised total not-to-exceed maximum compensation of $714,250.
NOW, THEREFORE, the Parties agree as follows:
AMENDMENT TERMS AND CONDITIONS
1. Section 6 of the Agreement as Amended, entitled "COMPENSATION AND PAYMENT' is 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 Second Revised Exhibit 81, entitled "SCHEDULE OF FEES." The maximum compensation of this Agreement is Seven Hundred Fourteen Thousand Two Hundred Fifty Dollars ($714,250), subject to budget appropriations, which includes all payments that may be authorized for Services Amendment No. 2 to Agreement/Safe Moves, Inc.
Rev. 10/25/19
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."
2. Revised Exhibit B1 of the Agreement, entitled "SCHEDULE OF FEES' is hereby amended to read as show in Second Revised Exhibit B1, attached herein.
3. Revised Exhibit B2 of the Agreement, entitled "FEES BY TASK AND YEAR" is hereby amendment to read as shown in Second Revised Exhibit B2, attached herein .
4. Except as set forth herein, all other terms and conditions of the Agreement as Amended shall remain in full force and effect. In case of a conflict in the terms of the Agreement as Amended and this Amendment No . 2, the provisions of this Amendment No. 2 shall control.
SIGNATURES ON NEXT PAGE
Amendment No. 2 to AgreemenUSafe Moves, Inc.
Rev. 10/25/2019
The Parties acknowledge and accept the terms and conditions of this Amendment No. 2 as evidenced by the following signatures of their duly authorized representatives.
Approved as to Form:
CITY OF SANTA CLARA, CALIFORNIA
a chartered California municipal corporation
Dated: /ro /-z- /-i'I
Digitally signed by Daniel
D n. I B II' Ballin
8 19 8 In Date: 2024.10.01
15:22:16-07'00'
GLEN R. GOOGINS
City Attorney
~ ...,..,_..' ~--7"'0'--GAN __ _
~ ~ger
"CITY"
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
Dated: 8/26/2024
By (Signature) : _A_ac__._f¼_t,;t,u.,_· - --- -------
Name: Pat Hines
Title: Founder/Executive Director
Principal Place of 15500 Erwin Street, #2457
Business Address: Van Nuys, CA 91411
Email Address: [email protected]
Telephone: (408) 374-8991
Fax: N/A
"CONSUL TANT'
Amendment No. 2 to Agreement/Safe Moves, Inc.
Rev . 10/25/2019
SECOND 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 Seven Hundred Fourteen Thousand Two Hundred Fifty Dollars ($714,250), 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 Second Revised Exhibit 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
Amendment No. 2
SECOND REVISED TOTAL MAXIMUM COMPENSATION
NOT-TO-EXCEED
2. FEES
$568,384.75
$31,615.25
$600,000.00
$45,200.00
$645,200.00
$69,050.00
$714,250.00
2.1 . The hourly rates for Consultant's Personnel are listed below in Table 82:
Program Manager (Safe
Moves)
Program Coordinator
(Safe Moves)
Pat Hines
Pamela Nye Pedersen
$127.02
$46.22
Amendment No. 2 to AgreemenUSafe Moves, lnc./Second Revised Exhibit 81 - Schedule of Fees Page 1 Rev. 10/25/2019
Title I Personnel Hourly Rate
Instructor Quinn Danz $36.98 (Safe Moves)
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 82 .
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;
Amendment No. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit 81 - Schedule of Fees Rev. 10/25/2019
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. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit 81 - Schedule of Fees Rev. 10/25/2019 ·
1. AMENDMENT NO. 2
SECOND REVISED EXHIBIT B2
FEESBYTASKANDYEAR
1.1. The following tasks are being funded by the 2024 California Office of Traffic Safety Grant and will be completed in Year 3. These tasks must be completed prior to September 30, 2025 and at the following cost.
Activity Unit Cost/Rate Units • • •
Traffic Safety Student Assemblies $200.00 75 $15,000.00 Bike Rodeos $1,500.00 25 $37,500.00
Bicycle Rodeo Activity Supplies $11,550.00 1 $11,550.00 Pedestrian/Bicycle Safety Items $2,000.00 1 $2,000 .00
Bicycle Helmets $10.00 300 $3,000.00
TOTAL $69,050.00
2. AMENDMENT NO. 1
2.1. 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
3. The City will pay Consultant for Year 1 based on the fee breakdown below:
TA#SK I DESCRIPTION I BUDGETE I
D HOURS TOTAL
1 PROJECT INITIATION
1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, $3,002.60 Action 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, Program Manager (Safe Moves) 80
Amendment No. 2 to AgreemenUSafe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Page 1 Rev. 10/25/2019
2 3
1.3 - Pamela Nye Pedersen, Program Coordinator
Safe Moves
Project Invoicing - Monthly Progress Reports with
lnvoicin
- Pat Hines, Pro ram Mana er (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
TOTAL FOR TASK 1
OUTREACH
50 240
2.1 Website, Voicemail, and Email
Produce and monitor website
- Pat Hines, Pro ram Mana er Safe Moves
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
30 40
70 Establish and· monitor phone lines/voicemails/emails - Pat Hines, Pro ram Mana er Safe Moves 20
- Pamela Nye Pedersen , Program Coordinator
Safe Moves
2.2 Event Advertisement
- Pat Hines, Pro ram Mana er Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Eve Mazzara , Graphic and Social Media
Coordinator Safe Moves
40 40
40 50
ouncements posted & 508
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Eve Mazzara, Graphic and Social Media
Coordinator (Safe Moves
TOTAL FOR TASK 2
EDUCATION
3.1 Safe Routes to School Maps
Walk Audits (3 Schools)
30 40
50 450
25 15
$6,121.60
$21,596.80
$13,284.00
$8,894.80
$4,389 .20
$17,211;00
$9,240 .60
$7,970.40
$30,495.00
$37,627.15
$15,005 .05
Amendment No. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Rev. 1 0/25/2019
3.2 - Quinn Danz, Instructor (Safe Moves
- Will Mellon, Instructor (Safe Moves)
- Marni Spencer-Devlin, Instructor (Safe
Moves
- Sarai Osorio, Associat
lnfrastructur
- Pat Hines,
- Sarai Osorio, Associate Planner KOA
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor Safe Moves)
- Will Mellon, Instructor Safe Moves
- Marni Spencer-Devlin, Instructor (Safe
Moves
25 25
25 25
40 40
& Costs
30 15
35 35
30 25
10 15
15 - Alberto Sal ado, Associate Planner (KOA 35
- Sarai Osorio, Associate Planner KOA 35
Bicycle and Pedestrian Student Skills Training Rodeos
Bike Scooter & Pedestrian Skill Trainin s & Summa
- Pat Hines, Pro ram Mana er Safe Moves) 50
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon, Instructor Safe Moves
30 125
125
$9,993.70
$12,628.40
$16,982.60
$16,982.60
Rodeo Toolkit (See pricing under Printing Year 1 Category and SRTS Toolkit under Task 3.3)
3.3 Parent/Teacher/Coordinator Training Worksho s $30,837.40 Workshops
- Pat Hines, Pro ram Mana er Safe Moves
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
er Safe Moves)
- Pamela N e Pedersen, Pro ram Coordinator
$11,375.30
75 40
$12,070.30
55 30
Amendment No. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Rev. 10/25/2019
TASK DESCRIPTION BUDGETE I TOTAL # D HOURS
(Safe Moves)
- Eve Mazzara, Graphic and Social Media 80 Coordinator (Safe Moves) Workshop Content $7,391.80
- Pat Hines, ProQram ManaQer (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 (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 1 scooter riding and bic~cle riding $28,072.20 encouraaeme nt events (·51 l - 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
Amendment No. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Rev. 10/25/2019
5 5.1
OTS funded helmets and safety equipment
- Pat Hines, Program Manager (Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor (Safe Moves)
- Will Mellon , Instructor (Safe Moves)
TOTAL FOR TASK 4
PROGRAM EVALUATION
Surveys
Pre and Post Parent Surve s and Student Tallies
- Pat Hines, Pro ram Mana er Safe Moves
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor Safe Moves
- Will Mellon, Instructor Safe Moves)
- Marni Spencer-Devlin, Instructor (Safe
Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
OTS Pre and Post Helmet Surveys (17 Schools)
- Pat Hines, Pro ram Mana er Safe Moves)
- Pamela Nye Pedersen, Program Coordinator
Safe Moves
- Quinn Danz, Instructor Safe Moves)
- Will Mellon , Instructor Safe Moves
- Marni Spencer-Devlin, Instructor (Safe
Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
5.2 (1) Annual Report (17 Schools)
Printin
- Pat Hines , Pro ram Mana er Safe Moves)
- Pamela Nye Pedersen , Program Coordinator
Safe Moves
- Eve Mazzara, Graphic and Social Media
Coordinator Safe Moves
TOTAL FOR TASK 5
TOTAL FOR ALL TASKS
Rodeo Flyer & Permission Form for 17 Rodeos
$6,965.70
25 50
20 20
965 $55,149.50
$24,745.90
$9,033 .70
30 40
20 20
20 25
$15,712 .20
40 40
50 50
100
30 $5,486.50
25 20
30 540 $30,232.40
$222,920.85
$ 1,500.00
Amendment No. 2 to AgreemenUSafe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Page 5 Rev. 10/25/2019
TA#SK I DESCRIPTION I BUDGETE I
D HOURS TOTAL
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 & $ 5,000 .00 handlinq) 2,500 Pedometers@ $1 .00 per pedometer (includes tax & handling) $ 2,500.00 300 FronURear Bike Lights @ $8.30 per light (includes tax & handling) $ 2,490 .00 TOTAL FOR EQUIPMENT $ 9,990.00
YEAR 1 TOTAL $242,910.85
4. The City will pay Consultant for Year 2 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 Manaqer (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator 10 (Safe Moves)
1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 - Pat Hines, Program 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) Amendment No. 2 to AgreemenUSafe Moves, lnc./Second Revised Exhibit B2 - Schedule of Fees Page 6 Rev. 10/25/2019
TA#SK I DESCRIPTION BUDGETED I
HOURS TOTAL
Establish and monitor Qhone 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/Qromotional materials $8,316 .20
- Pat Hines, Program Manager (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - Eve Mazzara, Graphic and Social Media 30 Coordinator (Safe Moves) 85 event/workshoQs announcements QOSted & 508 $7,046 .00 oosters orinted/disolaved - 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) TOTAL FOR TASK 2 380 $27,259.60
3 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 15 (Safe Moves) - Quinn Danz, Instructor (Safe Moves) 25
- Will Mellon, Instructor (Safe Moves) 25
Infrastructure Deficienc:i: lnventorv List1 MaQ & Costs $3,810.60 - Pat Hines, Program Manager (Safe Moves) 30
Review/Revise School Maos (14 schools) $4,966.10
- Pat Hines , Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves)
3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60 Bike Scooter & Pedestrian Skill TraininQs & 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
Amendment No. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Rev. 10/25/2019
TA#SK I DESCRIPTION I BUDGETED I
HOURS TOTAL
Rodeo Toolkit {Develo~ed in Year 1} N/A
3.3 Parent/Teacher/Coordinator Training Workshops $18,767.10 Works hoes $11 ,375.30
- Pat Hines, Program Manager (Safe Moves) 75
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) SRTS Toolkit {1) {Develo~ed in Year 1} N/A
Workshoo Content $7,391.80
- Pat Hines, Program ManaQer (Safe Moves) 40
- Pamela Nye Pedersen, Program Coordinator 25 (Safe Moves) - Eve Mazzara, Graphic and Social Media 25 Coordinator (Safe Moves) TOTAL FOR TASK 3 710 $50,244.20
4 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 bic:il:cle 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 safetv egui~ment {Purchased in N/A vear 1 l TOTAL FOR TASK 4 715 $40,201.30
Amendment No. 2 to AgreemenUSafe Moves, lnc./Second Revised Exhibit B2 - Schedule of Fees Rev. 10/25/2019
TASK DESCRIPTION I BUDGETED I TOTAL # HOURS
5 PROGRAM EVALUATION
5.1 Surveys $9,033.70
Pre and Post Parent Surve)l'.s and Student Tallies $9,033.70 - Pat Hines, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator 40 (Safe Moves) - 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)l'.s {17 Schools} N/A
5.2 (1) Annual Report (17 Schools) $5,486.50
- Pat Hines, Program Manager (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
TOTAL FOR ALL TASKS $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
5. The City will pay Consultant for Year 3 based on the fee breakdown below:
TASK# I DESCRIPTION I BUDGETED I
HOURS Total
1 PROJECT INITIATION
1.1 Project Kick-Off Meeting - Meeting Agenda, Minutes, Action Items $3,002.60 - Pat Hines, Program Manager (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe 10 Moves)
1.2 Staff Coordination with Consultant - Biweekly Meetings $12,472.60 Amendment No. 2 to AgreemenUSafe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Rev. 10/25/2019
TASK# I DESCRIPTION I BUDGETED
HOURS Total
2 3
- Pat Hines, Proqram 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, Program Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 50 Moves) 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 Qhone lines/voicemails/emails $4,389.20 - Pat Hines, Proqram Manaqer (Safe Moves) 20
- Pamela Nye Pedersen, Program Coordinator (Safe 40 Moves)
2.2 Event Advertisement $15,362.20
Advertising/Qromotional 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/worksho12s announcements 12osted & 508 12osters $7,046.00 printed/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 FOR TASK 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
Amendment No. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Rev. 10/25/2019
TASK# I DESCRIPTION I BUDGETED
HOURS Total
4 Moves)
- Quinn Danz, Instructor (Safe Moves) 25
- Will Mellon , Instructor (Safe Moves) 25
Infrastructure Deficienc~ lnventorv List1 Ma~ & Costs $3,810.60 - Pat Hines, ProQram ManaQer (Safe Moves) 30
Review/Revise School Ma~s (14 schools} $4,966.10
- Pat Hines, ProQram Manager (Safe Moves) 30
- Pamela Nye Pedersen, Program Coordinator (Safe 25 Moves)
3.2 Bicycle and Pedestrian Student Skills Training Rodeos $16,982.60 Bike. Scooter & Pedestrian Skill Traininas & Summarv $16,982 .60 - Pat Hines, Program Manager (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 (1l mevelooed in Year 1l 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
Amendment No. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit B2 - Schedule of Fees Rev. 10/25/2019
TASK# I DESCRIPTION I BUDGETED I
HOURS Total
4.3 Encouragement Events $27,147.80
Walking 1 scooter riding and bic)lcle riding encouragement $27,147 .80 events (51) - Pat Hines, Program Manager (Safe Moves) 90
- Pamela Nye Pedersen, Program Coordinator (Safe 60 Moves) - 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 eguiQment {Purchased in )lear 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, ProQram ManaQer (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
TOTAL 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
Amendment No. 2 to Agreement/Safe Moves, lnc./Second Revised Exhibit B2 - Schedule of Fees Rev. 10/25/2019
TASK# I DESCRIPTION I BUDGETED
HOURS Total
51 Encouragement Event Flyers $2,300.00
TOTAL FOR PRINTING . $7,500.00
YEARJTOTAL $164,151.80
Amendment No. 2 to AgreemenUSafe Moves, lnc./Second Revised Exhibit 82 - Schedule of Fees Rev. 10/25/2019
24-702
REPORT TO COUNCIL
SUBJECT
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
Agenda Date: 9/24/2024
Action on a Grant Agreement with the California Office of Traffic Safety, and Amendment No. 2 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 of Santa Clara administers the Safe Routes to School Program (SRTS Program) through a collaborative effort with the Santa Clara Unified School District (SCUSD). Currently, 17 schools participate in the program, which 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 $25,000 grant from the California Office of Traffic Safety (OTS).
OTS, which administers traffic safety grants made available to California by the National Highway Traffic Safety Administration (NHTSA), awarded these funds to enhance the City's SRTS Program. In November 2022, the City allocated these funds through an agreement with Safe Moves, Inc. This agreement was later amended (Amendment No. 1) to incorporate an additional $45,200 grant received from OTS in July 2023. These funds were used to purchase safety equipment, such as bicycle helmets, and to support activities including bicycle and pedestrian rodeos and student assemblies.
In January 2024, the Department of Public Works (DPW) submitted a third grant application to OTS for additional funds to continue to support the SRTS Program. The application sought funding for activities and materials similar to those supported by the first two grant awards. On July 17, 2024, DPW received notification that the City was tentatively awarded a $69,050 grant from OTS.
The purpose of this report is to request Council authorization for the City Manager to execute the 2024 Grant Agreement with OTS (Grant Agreement) and Amendment No. 2 to the agreement with Safe Moves, Inc. Both documents must be executed prior to OTS' release of the grant funds.
DISCUSSION
As a condition of receiving the grant, the City is required to execute the Grant Agreement before OTS can approve the award of $69,050. The Grant Agreement stipulates that these funds must be expended between October 1, 2024 and September 30, 2025. 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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24-702 Agenda Date: 9/24/2024
Additionally, staff is seeking authorization to execute Amendment No. 2 to the agreement with Safe Moves . Amendment No. 2 will allocate the full grant amount of $69,050 to the Safe Moves agreement, bringing the total not-to-exceed amount to $714,250. The funds will be used for the purchase of helmets and other safety equipment and to support additional programs, including student assemblies and bike rodeos.
ENVIRONMENTAL 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 $69,050 and allocates those funds to a new 2024 Santa Clara School Pedestrian and Bicycle Safety Project in the Streets and Highways Capital Fund. This project will provide funding for Amendment No. 2 with Safe Moves .
Amendment No. 2 with Safe Moves for the SRTS program will increase the current $645,200 agreement by $69,050 for a total not to exceed amount of $714,250.
The table below summarizes the budget action for FY 2024/25.
Streets and Highways Capital Fund
Revenues
Other Agencies Revenue
Expenditures
2024 Santa Clara School Pedestrian
and Bicycle Safety Project (New
Project)
COORDINATION
Budget Amendment
FY 2024/25
Current
$27,692,361
$0
Increase/
(Decrease)
$69,050
$69,050
Revised
$27,761,411
$69,050
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 outside 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 City of Santa Clara Page 2 of3 Printed on 9/17/2024
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24-702 Agenda Date: 9/24/2024
Office at (408) 615-2220 , email clerk@santaclaraca .gov <mailto:[email protected] .::: or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
1. Authorize the City Manager to execute and take all necessary steps to implement the Grant Agreement between the City of Santa Clara and the State of California Office of Traffic Safety in the amount of $69,050 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. 2 to the Agreement with Safe Moves, Inc. to increase the maximum compensation by $69,050 for a revised not-to-exceed amount of $714,250, 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 2024/25 budget amendment in the Streets and Highways Capital Fund to increase the Other Agencies Revenue estimate by $69,050 to recognize grant funding for the OTS grant and establish the 2024 Santa Clara School Pedestrian and Bicycle Safety Project in the amount of $69,050 (five affirmative Council votes required to appropriate additional revenue).
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. 2024 Office of Traffic Safety Grant Agreement
2. Original Agreement with Safe Moves and Report to Council No. 22-1190
3. Amendment No. 1 to Agreement with Safe Moves and Report to Council No. 23-936
4. Amendment No. 2 to Agreement with Safe Moves
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