City Council and Authorities Concurrent
January 13, 2026

Correct Bid Amount is $3,822,950.50

Draft
as a person engaging in investment activities in Iran, as defined in the Act, or is otherwise expressly exempt under the Act.

3. 7 Certificate of Reported Compliance. If the Project involves the use of vehicles subject to the Off-Road Regulation, Bidder will submit to City valid Certificates of Reported Compliance for its fleet and its listed Subcontractors, if applicable, in accordance with the Off-Road Regulation, within three Working Days following a request from City. (See Section 21 of the Instructions to Bidders.)

4. Award of Contract. By signing and submitting this Bid Proposal, Bidder agrees that if Bidder is awarded the Contract for the Project, within ten days following issuance of the Notice of Award to Bidder, Bidder will do all of the following:

4.1 Execute Contract. Enter into the Contract with City in accordance with the terms of this Bid Proposal, by signing and submitting to City the Contract prepared by City using the form included with the Contract Documents;

4.2 Submit Required Bonds. Submit to City a payment bond and a performance bond, each for 100% of the Maximum Price, using the bond forms provided and in accordance with the requirements of the Contract Documents; and

4.3 Insurance Requirements. Submit to City the insurance certificate(s) and endorsement(s) as required by the Contract Documents.

5. Bid Security. As a guarantee that, if awarded the Contract, Bidder will perform its obligations under Section 4 above, Bidder is enclosing bid security in the amount of ten percent of its maximum bid amount in one of the following forms (check one):

X
A cashier's check or certified check payable to City of Santa Clara and issued by ______________ [Bank name] in the amount of
$ ___________ _
A bid bond, using the Bid Bond form included with the Contract Documents, payable to City of Santa Clara and executed by a surety licensed to do business in the State of California.
[Signatures are on the following page.]
Fiber Optic Aerial and Substructure Projects
2004F
2025 Form BID PROPOSAL

Draft
This Bid Proposal is hereby submitted on _D_e_c_em_ be_r_1_1 _ _ ____ , 2025. &<JIA~/'1
7 :;:rp\ T\ (
& I --[See Section 3 of lnsfructions to Bidders}
West Valley Construction Company , Inc.

Company Name
603 Campbell Technology Parkway
Address
Campbell , CA 95008
City, State, Zip
M. Jonathan Robb, Jr.

Contact Name
M. Jonathan Robb, Jr., Assistant Vice President
Name and Title
Mark Rodriguez - CFO/Secretary/Treasurer
Name and Title
174968, Class A, C36 Exp. 08/31/26
License# , Expiration Date, and Classification
1000002493
DIR Registration #
(408) 371-5510
Phone
[email protected]
Contact Email

END OF BID PROPOSAL
Fiber Optic Aerial and Substructure Projects
2004F
2025 Form BID PROPOSAL

Draft
Bid Schedule
Bidder Name: West Valley Construction Company, Inc.

This Bid Schedule must be completed legibly and included with the Bid Proposal. Pricing must be provided for each Bid Item as indicated. Items marked "(SW)" are Specialty Work that must be performed by a qualified Subcontractor. The lump sum or unit cost for each item must be inclusive of all costs, whether direct or indirect, including profit and overhead. The sum of all amounts entered in the "Extended Total Amount" column must be identical to the Base Bid price entered in Section 1 of the Bid Proposal form.

AL = Allowance
LF = Linear Foot
CF= Cubic Feet
LS= Lump Sum
CY= Cubic Yard
SF = Square Feet

BID ESTIMATED ITEM ITEM DESCRIPTION
NO. QUANTITY
1 Trench Dirt-Machine (up to 40" depth and
12" width) 4500
2 Trench Dirt Manual (30" depth x 12"
width) 900
Place City furnished condult(s ) in trench
3 bottom , per trench foot (mule tape
included) 6000
4 Excavate & Intercept conduits , up to 4 ft
deep 6
5 Wye-Castinq conduits , up to 4 ft deep 9
6 Rod & Rope or brush and mandrel 3000
7 Punch Hole (up to 5") in cabinet 30
8 Traffic Control (Expressway) 30
9 Traffic Control (Major Street) 45
10 Traffic Control (Minor Street) 75
11 Eni:iineered Traffic Plans - Unstamped 120
12 Engineered Traffic Plans - Stamped 30
13 Conventional Bore 1-2" or 1-4" 75
14 Directional Bore 1-2" HOPE 600
15 Directional Bore up to 3-2" HOPE or 1-4"
HOPE 900
16 Core Bore up to 5" diameter 9
17 Place in conduit or casing - 1 Owner
furnished locate wire 750
Place one or two Owner furnished
18 MaxcelUinnerduct line into Occupied or
Unoccupied Duct - up to 3 cellsnine 1500
Place one or two owner furnished
19 Microduct line into Occupied or
Unoccupied Duct 4500
Fiber Optic Aerial and Substructure Projects
2004F
2025 Fann
EA= Each LB= Pounds
TON= Ton (2000 lbs)
UNIT
LF
LF
LF
EA
EA
LF
EA
DAY
DAY
DAY
SHEET
SHEET
LF
LF
LF
EA
LF
LF
LF

UNIT EXTENDED

TOTAL COST AMOUNT
').Ct,Q.0O $ l,li~ooo.oo
2~~-.oo $2 "1,100.00
'),. "6 $ 15, &,o~OO
,-;,o.oo $ 31,i 80,00
r, Ho,oo $ ~2-,'l lO.Ol>
1 .,0 $ ~ ,qoo.M
S:2.\.00 f 15,(,~0.00
Z,I\O .Oo
2,110.00
2,ltD,00
i.~o.oo
s1q,oo
qe,~.00
'l C,'?,,00
211.0D
q10,00

2. .00

3.10 '3.10
$ ,3,3()0,00
$ Cf'l,150,00
$ /5K,250,0O
$'34,ioo. oo
$ /7/?>?o.oo
$ 7},, '3oo,OO
$ 17 ~ f ~. «>
$2,~7/300 , Ol>
$ t,2.fO , 00
$ /500.00 ,
$ 5,55',00
$J,1{&J.oo

BID SCHEDULE

1 Draft

BID ESTIMATED ITEM ITEM DESCRIPTION
NO. QUANTITY
20 Place Owner-furnished Air Blown fiber
cable (up to 10mm) 1500
21 Place Owner-furnished fiber cable (up to
1 ") into buildings 750
Place Owner-furnished fiber cable (up to
22 1" into Un-Occupied Duct, lnnerduct,
Maxcell or MOD 3000
Place Owner-furnished fiber cable (up to
23 1 ") into Occupied Duct, innerduct,
Maxcell or MOD 1500
24 Remove (up to 1 ") cable from Fiber Cable
Plant 600
Install City furnished small box less than
25 or equal to 30"x48" splice box - non
traffic 22
26 Install City furnished large box 30"x60",
48"x48" splice box - non traffic 22
27 Install City furnished up to 4'x6' traffic
rated box 6
28 Native backfill for trench 150
29 Sand backfill for trench 300
30 Import backfill for trench 600
31 Concrete Removal & Restoral up to 4" in
depth 1500
32 Concrete Removal & Restoral over 4" in
depth, each additional two inches 750
Place new sidewalk, curb and gutter
33 (Residential) (Commercial use this +
restoral item) 75
Place new sidewalk, attach to existing
34 curb (Residential) (Commercial use this+
restoral item) 150
35 Driveway removal and restoration 3
36 Driveway removal and restoration (per
foot after standard 12') 15
37 Place New ADA compliant ramp, curved
or straight 3
38 Asphalt Removal & Restoral up to 2" in
depth, Grind/T-cut 3000
39 Asphalt Removal & Restoral up to 8" in
depth 1500
40 Asphalt Removal & Restoral over 8" in
depth, each additional two inches 450
41 Landscaped Surface Restoration 450
42 Fiber Cable - Cable Prep - Splice (up to
72 fiber strands) per location 7
43 Splice Fiber Strand 1-12 strands per
location 7
Fiber Optic Aerial and Substructure Projects
2004F
2025 Form
UNIT
LF
LF
FT
FT
LF
EA
EA
EA
CY
CY
CY
SF
SF
LF
LF
EA
LF
EA
SF
SF
SF
SF
EA
EA
UNIT
COST

4.10 1,io

4.oo
'5.40
�-50

1../Lfc0.fl>
4 ,2..10 ,()()
,� I '3DO.
(X>
3'&-00
!39,00
li i.oo

55. 00

34.oo
4'18.oo

2.00.00 I s,500.�
115.00
1p50.oo
10,00
llg,oo
1i.oo
,i.oo
/<,1.O.00
1�00.00

EXTENDED
TOTAL
AMOUNT
$7/JJO,W
$ s,z5o,oo
$fz,ooo.oo
$ ?./00,00
$ ;1qoo, oo
$ l{J, 1'£0, 00
$ q4✓-3go.oo
$ R� & Oo,00
$ 5;?00.00
$ l//; 7(X), oo
$ 2,g1 -goo. oo
$ g2 5DO,(X) I
$ 25,500.l>O
$37,350,00
$�{)00.0C>
$ l{C,,s-,o 1)()
$13,115.00
$1.'f',55O.0C)
$ 30,000. oO
$ 11../XXJ. 00
$ ,J.Joo.oo,
$�00,00
$ f�3'f0, OD
$ 9.goo.00
"/

BID SCHEDULE

Draft

BID ESTIMATED ITEM ITEM DESCRIPTION
NO. QUANTITY
44 Splice Fiber Strand 13+ strands per
location 7
45 Install Anchor - up to 10" (Manta Rey or
Bust Plate) 15
46 Install Down guv - UP to 16M 15
Install/Move/Replace/Update/Transfer 47 Sidewalk/Queen's Post auv up to 16M 7 48 Install up to 2" aerial self supporting inner
duct (MOD) with Mule Taoe (S.E.) 5250
49 Install up to 2" aerial self supporting inner
duct (MOD) with Mule Tape (R.E.) 5250
50 Place or removal aerial squirrel guard
(S.E.l 750
51 Place or removal aerial squirrel guard
(R.E.) 3000
52 Install Fiber OPtic Riser 18
53 F/O slack storage-strand or cable
mounted (S.E.) 6
54 F/0 slack storage-strand or cable
mounted (R.E.l 12
55 High strength support strand (S.E.) 900
56 Hiah Strenath SUPPOrt strand (R.E.) 1500
57 Install Owner-furnished ADSS fiber optic
cable UP to 1.0" dia (S.E.) 450
58 Install Owner-furnished ADSS fiber optic
cable over 1.0" dia lR.E.l 750
59 Overlash fiber optic cable/duct/Microduct
to strand (S.E.) 450
60 Overlash fiber optic cable/duct/Microduct
to strand (R.E.) 750
61 Delash/Relash fiber (S.E.) 4275
62 Delash/Relash fiber (R.E.) 3525
63 Multiple strand bond 15
64 Pole Ground 15
65 Install Ground Rod 15
66 Cross Arm and Guard Arm (S.E.) 22
67 Cross Arm or Guard Arm (R.E.) 52
Double Cross Arm or Double Guard Arm 68 (S.E.) 7
69 Double Cross Arm or Double Guard Arm
(.R.E.l 7
70 Aerial Cable or Strand Wreckout (S.E.) 1500
71 Aerial Cable or Strand Wreckout (R.E.) 3000
Fiber Optic Aerial and Substructure Projects
2004F
2025 Form
UNIT
EA
EA
EA
EA
LF
LF
LF
LF
EA
EA
EA
LF
LF
LF
LF
LF
LF
LF
LF
EA
EA
EA
EA
EA
EA
EA
LF
LF
UNIT
COST
10,()0
301O.bO
,14.00
110.00
,o.oo
,�.00
1,(pO
11 .oo

EXTENDED
TOTAL
AMOUNT
$ 410.00
$ 4'/®.00
$ 9210.r.:o
,
$£tr7o.oo
$Sz,�oo
$,i25o-oo
$5,100.00
$ 3'3,0C0,00
�,s.ro $ 12.1/50.00
1!.lo,oo
IILlo,oo
1, ,o

11.00 10,00
11 .. :i.s
q,lO
11,oo

1.10 \0,00
\it,. 00
i.qo.l'.O
':)()1-{.00
501.{,<10
1qo.OD
lt>"o.oo
11,0.00
1·'°
lo.oo
$1.J/{40. OO
$f�37t>,00
$ G8'-IO,OO ,
$ U, ,.Soo.tx:>
$ 1./500-CO
$ �1 (87.SO
$ Y,OlfS.O0
$&,J.50,0O
$'30, 1io.oo
$ 35,"2.'vl.00
$ z:1qo.oo
$ l-L 5t;,\ ()()
$7,5C,o.oo
$ 11.0K>Z0O
$3&.4K0,OO ,
$ 7/fll,OO
$ i, /2c>,(J)
$ lf,400,(X)
$ 30000.co ,,,

BID SCHEDULE

$13,680
.

Draft

BID ESTIMATED UNIT EXTENDED

ITEM ITEM DESCRIPTION UNIT TOTAL
NO. QUANTITY COST AMOUNT
72 Move/transfer/remove down guy or false
�.00 $ 1210,s.oodead end (S.E.) 15 EA
73 Move/transfer/remove down guy or false 10�0.oo $7,?/50.00 dead end (R.E.) 7 EA 74 Move/transfer 0/H guy or vacant strand
C,(� .00 $1,2-10.00 (S.E.) 15 EA
75 Move/transfer 0/H guy or vacant strand
&01.00 $5�.ro (R.E.) 7 EA
76 Move/transfer cable attachment or
740-CO $ fl, /00.06 suspension strand (S.E.) 15 EA
77 Move/transfer cable attachment or q�,00 $4'l7'(.� suspension strand (R.E.) 7 EA 78 Move/transfer one drop wire (S.E.) 37 EA I q 1.00 $70,7.00 79 Move/transfer one drop wire (R.E.) 22 EA Jt/ / ()1) $ 411'>7 ,0() 80 Install Stub Pole 3 EA r,3 l/ go, 00 $ fO, 41./O, oo TOTAL BASE BID: Items 1 through inclusive:$ '3,?>'2."2,S�0,50 -- ---J,'-':..._.....L-CC'-'-'---"---------- Note: The amount entered as the "Total Base Bid" should be identical to the Base Bid amount entered in Section 1 of the Bid Proposal form.

Fiber Optic Aerial and Substructure Projects
2004F
2025 Form BID SCHEDULE

$3,822,950.50 (Corrected Amount)
,
. ,
Draft

DAILY CREW RATES FOR EMERGENCY SERVICES
Crew Daily Crew Rate
2-Person Crew for Substructure
Services $5,022.00/dy
3-Person Crew for Substructure $7,203.00/dy Services
4-Person Crew for Substructure $8,986.00/dy Services
3-Person Crew for Aerial $8,957 .00/dy Services
Crew Daily Rates" includes:

1.1.1 Labor and equipment listed in this Section.

Overtime Crew
Hourly Rate
$667.00/hr
$1,011.00/hr
$1,264.00/hr
$1,378.00/hr
Double
Time Crew
Hourly Rate
$758.00/hr
$1, 122.00/hr
$1,404.00/hr
$1,723.00/hr

1.1.2 Eight (8) hours of straight-time labor rates, equipment, tools, vehicles, fuel, maintenance, power, connections, and consumables needed to perform the Services.

1.1.3 All vehicles and equipment are to be operated by a skilled and trained representative of the Contractor.

1.1.4 The City will supply substructure and aerial materials (e.g., conduit, boxes, and fiber-optic cables).

1.2 "Two (2)-Person Crew for Substructure Services" includes:

1.2.1 Labor: a) One (1) Foreman with Utility Truck (Underground); b) One (1) Laborer; and

1.2.2 Equipment: a) One (1) utility truck with air compressor and tools; b) One (1) small reel trailer; c) Concrete and asphalt tools; d) One (1) vibrating tamper - 100 lb.; e) One (1) set of barricades; f) One (1) dump trailer, and g) One (1) compactor - 18" diesel plate.

1.3 "Three (3)-Person Crew for Substructure Services" includes:

1.3.1 Labor: a) One (1) Foreman with Utility Truck (Underground); b) One (1) Laborer; and c) One (1) Equipment Operator; and

1.3.2 Equipment: a) One (1) utility truck with air compressor and tools; b) One (1) mini excavator 20 HP minimum; c) One (1) Loader 39 HP minimum; d) One (1) small reel trailer; e) Concrete and asphalt tools; f) One (1) vibrating tamper - 100 lb.; g) One (1) set of barricades; h) One (1) dump trailer, and i) One (1) compactor - 18" diesel plate.

1.4 "Four (4)-Person Crew for Substructure Services" includes:

1.4.1 Labor: a) One (1) Foreman with Utility Truck (Underground); b) One (1) Laborer; c) One (1) Equipment Operator; and d) One (1) Truck Driver; and

1.4.2 Equipment: a) One (1) utility truck with air compressor and tools; b) One (1) mini excavator 20 HP minimum; c) One (1) loader 39 HP minimum; d) One (1) small reel Trailer; e) Concrete and asphalt tools; f) One (1) vibrating tamper - 100 lb.; g) One (1) set of barricades; h) One (1) dump trailer; i) One (1) compactor - 18" diesel plate; j) One (1) ton pickup truck; k) One (1) 6 wheel dump truck; l) One (1) pipe trailer; m) One (1) 32" vibratory roller; and n) One (1) arrow board.

1.5 "Three (3)-Person Crew for Aerial Services" includes:

1.5.1 Labor: a) One (1) Foreman; b) One (1) Journeyman lineman; and c) One (1) Apprentice Lineman; and

1.5.2 Equipment: a) One (1) aerial truck with tools with a 28-foot reach minimum; b) One (1) ton pickup truck; and c) One (1) small reel trailer.

Fiber Optic Aerial and Substructure Projects
2004F
2025 Form BID SCHEDULE

Draft
Subcontractor List
Bidder's Name: West Valley Construction Company, Inc.

For each Subcontractor that will perform a portion of the Work in an amount in excess of one-half of 1% of the Bidder's total Base Bid, 1 the bidder must list a description of the Work, the name of the Subcontractor . its Californ ia contractor license number. the location of its place of business. its DIR registration number, and the portion of the Work that the Subcontractor is perform ing based on a percentage of the Base Bid price. Each bidder should review the Instructions to Bidders for any limitation on the amount of Work that may be performed by Subcontractors .

DESCRIPTION SUBCONTRACTOR CALIFORNIA LOCATION OF DIR PERCENT OF WORK NAME CONTRACTOR BUSINESS REGISTRATION OF LICENSE NO. (CITY AND NO. WORK STATE) IAenal EDT Tee EDT Tee Livermore CA 1000927696 14% Construction -

END OF SUBCONTRACTOR UST
1 For street or highway construction, this requirement applies to any subcontract of $10,000 or more.

Fiber Optic Aerial and Substructure Projects 2025 Form
2004F

SUBCONTRACTOR LIST

Draft
Noncollusion Declaration

TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID
The undersigned declares:

I am the Assistant Vice President [title) of West Valley Construction Company, Inc. [business name), the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporat ion. The bid is genuine and not collusive or sham.

The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, consp ired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporat ion, partnership, joint venture , limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

This declaration is intended to comply with Californ ia Public Contract Code§ 7106 and Title 23 U.S.C§ 112.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on _______ [date], at Campbell [city], CA [state).

M. Jonathan Robb, Jr., Assistant Vice President
Name [print]

END OF NONCOLLUSION DECLARATION
Fiber Optic Aerial and Substructure Projects 2025 Form NONCOLLUSION DECLARATION 200~ ~~~
Draft
Bid Bond
West Valley Construction Company, Inc. _ ("Bidder") has submitted a bid, dated December 9 20 25 ("Bid"), to City of Santa Clara ("City") for work on the Fiber Optic Aerial and Substructure Projects ("Project"). Under this duly executed bid bond ("Bid Bond"), Bidder as Principal and liberty Mutual Insurance Company , its surety ("Surety"), are bound to City as obligee in the penal sum of ten percent of the maximum amount of the Bid (the "Bond Sum"). Bidder and Surety bind themselves and their respective heirs, executors, administrators, successors and assigns, jointly and severally, as follows:

1. General. If Bidder is awarded the Contract for the Project, Bidder will enter into the Contract with City in accordance with the terms of the Bid.

2. Submittals. Within ten days following issuance of the Notice of Award to Bidder, Bidder must submit to City the following:

2.1 Contract. The executed Contract, using the form provided by City in the Project contract documents ("Contract Documents");

2.2 Payment Bond. A payment bond for 100% of the Maximum Price, executed by a surety licensed to do business in the State of California, using the Payment Bond form included with the Contract Documents;

2.3 Performance Bond. A performance bond for 100% of the Maximum Price, executed by a surety licensed to do business in the State of California, using the Performance Bond form included with the Contract Documents; and

2.4 Insurance. The insurance certificate(s) and endorsement(s) required by the Contract Documents, and any other documents required by the Instructions to Bidders or Notice of Award.

3. Enforcement. If Bidder fails to execute the Contract or to submit the bonds and insurance certificates as required by the Contract Documents, Surety guarantees that Bidder forfeits the Bond Sum to City. Any notice to Surety may be given in the manner specified in the Contract and delivered or transmitted to Surety as follows:

Attn: Daniel Holland
Address: One Embarcadero Center, Suite 1320
City/State/Zip: San Francisco CA 94lll
Phone: 628-201-3919
Fax: 415-896-9072
Email: [email protected]

4. Duration and Waiver. If Bidder fulfills its obligations under Section 2, above, then this obligation will be null and void; otherwise, it will remain in full force and effect for 60 days following the bid opening or until this Bid Bond is returned to Bidder, whichever occurs first.

Surety waives the provisions of Civil Code§§ 2819 and 2845. [Signatures are on the following page.]
Fiber Optic Aerial and Substructure Projects 2025 Form
2004F

BID BOND

Draft
This Bid Bond is entered into and effective on _____ D;..;ec~e~m=b'""e;;;..;r I~--· 20..e__ .

SURETY:
liberty Mutual Insurance Co7y---::::::i
December 1. 2025
Date
Patricia K. Simicich, Attorney-In-Fact
Name, Title
(Attach Acknowledgment with Notary Seal and Power of Attorney) BIDDER:

West Valley Construction Comeany. Inc.

Name, Title

END OF BID BOND
Fiber Optic Aerial and Substructure Projects 2025 Form
2004F

BID BOND
Page25
Draft
CALIFORNIA ACKNOWLEDGMENT CIVIL CODE§ 1189
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.

State of California
County of . SOfttOi a o.ro.. }
On DecflY\l:»r: 5tt- 2Q2S before me, _..__\2._,,ru---..;:a:;..;.....,;f\Je ........... r ..... i __ (_, .... N-Dta:= ~""--4---4B--tl__..i_c,.___ __ Date Here Insert Nome ~ miJ of the Officer
personally appeared _ __._y\ ___ .'---u .. --.... ~-.... ............. .....,.....,__\2-0_~ ___ ~ __ l"'.._..:;.• ___________ _ Nome(s) of Signer(s)
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/the ir authorized capacity(ies), and that by his/her/their signature(s) on th(; instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

Place Notary Seal and/or Stamp Above
I certify under PENAL TY OF PERJURY under the
laws of the State of California that the forego ing
paragraph is true and correct.

WITNESS my hand and official seal.

Signature~\C 1
Signature of Notary Public

OPTIONAL
Completing this information con deter alteration of the document or fraudulent reattachment of this form to on unintended document Description of Attached Document
Title or Type of Document: ___________ _ _______ ________ _ Document Date: _ _ ___________ ________ Number of Pages: ___ _ Signer(s) Other Than Named Above: ____ ___________________ _ Capacity(ies) Claimed by Signer(s)
Signer's Name:
o Corporate Officer - Title(s): ______ _
o Partner - o Limited o General
D Individual
o Trustee
D Other:
o Attorney in Fact
o Guardian or Conservator
Signer is Representing: _ ________ _
©2019 National Notary Association
Signer's Name: ____________ _
o Corporate Officer - T itle(s): ____ __ _
o Partner - o Limited o General
D Individual
o Trustee
D Other:
o Attorney in Fact
o Guardian or Conservator
Signer is Representing: _________ _
Draft
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE§ 1189
A notary pl.blic or other officer cofll)letill:I this certif1eate verifies only the Identity d the individual wto signed the document to which this certif1eate is attached, and net the tn.ihfuness, accu-acy, or validity or that dociment.

State of Galifornia
County of Santa Clara
)
)
On December L 2025 before me, Casey Lewis, Notary Public Date Here Insert Name and Title of the Officer
personally appeared ----=-P.;.;.at;;;.r;.;;;ic.;.;it..;;.K.;.;. . .;;.;Si;;;;nu;;;.·..;;;o::;:.;;.h _______________________ _ Name(s) of Signer(s)
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws
of the State of Galifomia that the foregoing paragraph
is true and correct.

WrTNESS my hand and offlcial seal.

Place Notary Seal Above
j
Signature ~ /
Public
---------------oPTIONAL ______________ _
Though this section is optional, completing this information can deter alteration of the document or fraud.tlent reattachment of this form to an unintended document.

Description of Attached Document
Title or Type of Document: ____ ________ Document Date: _______ _ Number of Pages: ___ Signer(s) Other Than Named Above: ___________ _ Capacity(ies) Claimed by Signer(s)
Signer's Name: ___________ _ Signer's Name: ___________ _ D Corporate Officer - Title(s): _____ _ D Corporate Offlcer - Title(s): ____ _ _ D Partner - D Limited D General D Partner - D Limited D General D Individual D Attorney in Fact D Individual □ Attorney in Fact D Trustee D Guardian or Conservator D Trustee D Guardian or Conservator D Other: D Other: _______ _ _____ _
Signer Is Representing: _ _______ _ Signer Is Representing: _______ _ @2014 National Notary Association• www.NationalNotary.org • 1-800-US NOTARY (1-800-876-6827) Item #5907 City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
26-1764 Agenda Date: 1/13/2026

REPORT TO COUNCIL

SUBJECT
Action to Authorize the City Manager to Execute a Settlement Agreement with Rosendin Electric Inc. and Zurich American Insurance Company and Take Any Other Action(s) Necessary to Resolve the City’s Reimbursement Claim for Damage to the Lick Mill Pump Station related to the Citywide Emergency Generator Replacement - Phase 1 Project and Approve Related Budget Amendments

BACKGROUND
On August 18, 2020, the City Council awarded a construction contract for the Citywide Emergency Generator Replacement - Phase 1 project to the lowest responsible bidder Rosendin Electric, Inc (Rosendin). The contract executed was for a total not-to-exceed amount of $3,363,510 and included removal and replacement of the emergency stand-by generators at nine City facilities: City Hall - East Wing, Emergency Operation Center, Radio Shop (at the Utilities Corporation Yard), Fire Station 1, 7, and 8, Parks Service Center, and Rambo and Lick Mill Storm Drain pump stations.

On Friday, January 19, 2024, during Rosendin’s work on the Lick Mill Pump Station, the contractor mistakenly removed components of the Motor Control Center (MCC). The MCC functions as the central control system for the pump station. This error inadvertently disconnected power to the station’s active pumps just ahead of a forecasted weekend rain event.

In the early morning of Monday, January 22, 2024, at approximately 3:30 a.m., on ‑
call staff from the
Water and Sewer Utilities Department received a high
‑
water alarm from City dispatch. Upon arriving
at the station, staff discovered that key MCC components had been dismantled, leaving Pump #2 and Pump #3 without power. City staff immediately contacted Rosendin’s foreman, who returned to the site and attempted to reconnect the wiring and components. However, the contractor did not properly verify the wiring phasing before re
‑
energizing the pumps, causing them to run in reverse.

This reverse rotation resulted in extensive damage to the motors, sensor cables, lifting chains, anti ‑
rotation locks, and suction bells of the active pumps, as well as the electrical bucket for Pump #2 due to cable twisting.

Following this incident, City staff engaged the City’s pump repair vendor, Shape Inc., and the control system vendor, True Blue, to troubleshoot the system and assess the full extent of the damage. The assessment by True Blue indicated that the Programmable Logic Controller (PLC), was also damaged as a result of this incident. The City provided temporary portable pumps which were deployed to maintain pumping capacity while permanent repairs were completed. At the June 25, 2024 City Council meeting, staff presented a Post-Emergency Report and received City Council approval transferring $685,000 from the General Fund’s Budget Stabilization Reserve to the Storm Pump Motor and Control Replacement Project in the Storm Drain Capital Fund and authorizing payments to these vendors (Report to Council 24-452).

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26-1764 Agenda Date: 1/13/2026

DISCUSSION
All repairs to the Lick Mill Pump Station, including the restoration of Pumps #2 and #3 and all associated wiring and support equipment were completed on March 26, 2025.

On April 22, 2025, the City formally submitted a reimbursement request to Rosendin totaling $481,428 for costs incurred as a result of Rosendin’s actions at the Lick Mill Pump Station. The reimbursement request included all actual expenses related directly to the pumps, associated wiring, and equipment, deployment of temporary pumps, and City staff labor during and subsequent to the outage (through March 2025); in other words, the costs and expenses traceable to the property damage the City suffered. City personnel performed a wide range of emergency response activities, including manual pump operation during outages and overnight shifts, pump removal and installation, float installation, assembly and disassembly of temporary pumps, participation in internal and external coordination meetings, and preparation of expenditure documentation. Not included in the City’s reimbursement request to Rosendin was $17,395.62 in third-party claims paid out by the City to residents who experienced water damage to their vehicles as a result of the flooding.

On January 5, 2026, the City, Rosendin Electric, and Rosendin’s insurance carrier (Zurich American Insurance Company) finalized settlement terms to resolve the City’s claim. The key terms of the settlement agreement include:
• Settlement Payment: $481,428 paid to the City of Santa Clara (full reimbursement of costs and expenses related to the City’s property damage).
• Mutual Releases: The City and Rosendin/Zurich mutually release all known and unknown claims related to the incident and related contract payment disputes (excluding any outstanding amounts owed to Rosendin for work under the Emergency Generator project contract).
• Outstanding Payments: The City will pay Rosendin $195,763 in accounts receivable and $159,325 in retention from this Project within 30 days of the City’s receipt of the Settlement Payment.
• Contract Close-Out: Release of remaining contract funds to Rosendin and initiation of project close-out for the Citywide Emergency Generator Replacement - Phase 1 project. • Each Party Bears Own Costs: Each party is responsible for its own legal and related costs.

A formal settlement agreement consistent with these terms is now presented for Council approval (Attachment 2). The agreement has been approved by the City Attorney’s Office as to form and signed by Rosendin and Zurich American Insurance Company. Upon Council approval, the agreement will be circulated for City signature.

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes to the environment.

FISCAL IMPACT
City staff have identified $481,428 in expenses the City incurred related to its own property damage from January 19, 2024, through March 2025 arising from Contractor’s actions. Approval of the City of Santa Clara Printed on 1/9/2026Page 2 of 4
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26-1764 Agenda Date: 1/13/2026
Agreement will provide the opportunity for the City to be reimbursed by Rosendin Electric Inc. for these costs. Staff completed a reconciliation to determine the funding sources for the costs incurred for these repairs, including contractual services and staff costs. The following budget amendment table details the recommended allocation for the reimbursement based on the reconciliation.

Budget Amendment
FY 2025/26
Current Increase/
(Decrease)
Revised
General Fund
Revenue
Other Revenue $3,622,328 $450,116 $4,072,444
Fund Balance
Budget Stabilization Reserve $81,000,000 $450,116 $81,450,116 Sewer Utility Fund
Revenue
Other Revenue $0 $18,135 $18,135
Fund Balance
Unrestricted Ending Fund Balance $3,686,320 $18,135 $3,704,455 Water Utility Fund
Revenue
Other Revenue $681,430 $13,177 $694,607
Fund Balance
Unrestricted Ending Fund Balance $1,328,171 $13,177 $1,341,348

COORDINATION
The report was coordinated with the Water and Sewer Utilities Department and 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 Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Authorize the City Manager to Execute a Settlement Agreement with Rosendin Electric Inc. and Zurich American Insurance Company and Take Any Other Action(s) Necessary to Resolve the City’s Reimbursement Claim for Damage to the Lick Mill Pump Station related to the Citywide Emergency Generator Replacement - Phase 1 Project; and
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26-1764 Agenda Date: 1/13/2026

2. Approve the following Fiscal Year 2025/26 budget amendments:
a. In the General Fund, recognize reimbursements in the amount of $450,116 and increase the Budget Stabilization Reserve in the amount of $450,116 (five affirmative Council votes required to appropriate additional revenue);
b. In the Sewer Utility Fund, recognize reimbursements in the amount of $18,135 and increase the unrestricted ending fund balance in the amount of $18,135 (five affirmative Council votes required to appropriate additional revenue); and
c. In the Water Utility Fund, recognize reimbursements in the amount of $13,177 and increase the unrestricted ending fund balance in the amount of $13,177 (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. Location Map

2. Settlement Agreement
City of Santa Clara Printed on 1/9/2026Page 4 of 4
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Lick Mill Pump Station Location Map
Site Location
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1 SETTLEMENT AGREEMENT AND RELEASE OF ALL CLAIMS
City of Santa Clara v. Rosendin Electric, Inc.

SETTLEMENT AGREEMENT AND RELEASE OF ALL CLAIMS

THIS SETTLEMENT AGREEMENT AND MUTUAL RELEASE OF ALL
CLAIMS (“Agreement” or “Release”) is entered into by and between CITY OF SANTA CLARA on the one hand, and ROSENDIN ELECTRIC, INC., on the other hand, for damages and losses, known and unknown, which have arisen or which may hereafter arise out of the incident that occurred on or about JANUARY 19, 2024 at the Lick Mill pumping station located in Santa Clara, California (“the Incident”). The CITY OF SANTA CLARA and ROSENDIN ELECTRIC, INC. may be referred to individually as a “Party” and collectively as the “Parties.” FOR AND IN CONSIDERATION of a total payment by ZURICH AMERICAN INSURANCE COMPANY of FOUR HUNDRED EIGHTY-ONE THOUSAND FOUR HUNDRED TWENTY-EIGHT DOLLARS AND NO CENTS ($481,428.00) (“Settlement Payment”), CITY OF SANTA CLARA, on behalf of itself and any and all of its related entities, fictitious names, principals, agents, members, partners, subsidiaries, affiliates, parents, empl oyees, former employees, independent contractors, representatives, heirs, executors, administrators, successors-in- interest, officers, directors, board members, owners, principals, shareholders, consultants, experts, attorneys, insurance carriers, assigns, predecessors and related persons or companies, does hereby release ZURICH AMERICAN INSURANCE COMPANY, ROSENDIN HO LDINGS, INC. and ROSENDIN ELECTRIC, INC., and any and all of their respective related entities, fictitious names, principals, agents, members, partn ers, subsidiaries, affiliates, parents, employees, former employees, independent contractors, representatives, heirs,  #"

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2 SETTLEMENT AGREEMENT AND RELEASE OF ALL CLAIMS
City of Santa Clara v. Rosendin Electric, Inc.
executors, administrators, successors-in-interest, officers, directors, board members, owners, principals, shareholde rs, consultants, experts, attorneys, insurance carriers, assigns, predecessors and related companies, as well as any and all other persons or entities who are or may be liable in any way for the Incident (hereinafter individually and collectively designated as the “Rosendin Releasees”), of and from any and all past, present or future rights, actions, causes of actions, claims, liabilities, demands, costs, liens, losses, damages, expenses, and/or compensation, known or unknown, in any way arising from or resulting from or which may hereafter result from the Incident (hereinafter collectively, “Rosendin Released Claims”).

FOR AND IN CONSIDERATION of the payment of all monies due to ROSENDIN ELECTRIC, INC . under the Citywide Emergency Generator Replacement – Phase 1 Project (CE 17-18-07) (“Project”) and commencement of the Project close-out process, ROSENDIN ELECTRIC INC., on behalf of themselves and any and all of their respective related entities, fictitious names, principals, agents, members, partners, subsidiaries, affiliates, parents, employees, former employees, independent contractors, representatives, heirs, executors, administrators, successors-in-interest, officers, directors, board members, owners, principals, shareholders, consultants, experts, attorneys, insurance carriers, assigns, predecessors, and related persons or companies, do hereby release the CITY OF SANTA CLARA , its City Council, commissions, officers, employees, volunteers, and agents, as well as any and all other persons or entities who are or may be liable in any way for any monies retained during the dispute period by CITY OF SANTA CLARA due to ROSENDIN ELECTRIC, INC. pursuant to General  #"

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3 SETTLEMENT AGREEMENT AND RELEASE OF ALL CLAIMS
City of Santa Clara v. Rosendin Electric, Inc.

Conditions Section 16.3(E) of the Agreement between the CITY OF SANTA CLARA and ROSENDIN ELECTRIC, INC. (hereinafter individually and collectively designated as the “City Releasees”), of and from any and all past, present, or future rights, actions, causes of ac tion, claims, liabilities, demands, costs, liens, losses, damages, expenses, and/or compensation, known or unknown, in any way arising from or resulting from or which may hereinafter result from such retention of monies (hereinafter collectively, “City Released Claims”). Excluded from the City Released Claims are any amounts still to be billed by ROSENDIN ELECTRIC, INC. for the Project, and ROSENDIN ELECTRIC, INC. retains all rights related to any such future billings for this Project. The CITY OF SANTA CLARA still owes ROSENDIN ELECTRIC, INC. $195,763 in AR and $159,325 in retention from this Project and the CITY OF SANTA CLARA shall release these payments to ROSENDIN ELECTRIC, INC. within 30 days of the CITY OF SANTA CLARA receiving the Settlement Payment. ROSENDIN ELECTRIC, INC. reserves all rights to enforce the terms of this Agreement, including but not limited enforcing payment of the AR and retention amounts referenced herein.

Hereinafter, the term “Released Claims” shall mean, collectively, the Rosendin Released Claims and the City Released Claims.

IT IS UNDERSTOOD AND AGREED that each Party, as a Releasor, waives all rights under California Civil Code §1542, which provides as follows:
“A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materially affected his or her settlement with the debtor or released party.”

 #"

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4 SETTLEMENT AGREEMENT AND RELEASE OF ALL CLAIMS
City of Santa Clara v. Rosendin Electric, Inc.

It is understood and agreed that this settlement involves a compromise of a doubtful and disputed claim. Neither this Agreement, nor any payment of a sum of money in connection herewith, shall constitute or be deemed or construed as an admission of liability by any Party, by whom, liability is expressly denied.

In making this Release, it is understood and agreed that Parties are relying wholly on their own judgment, belief, and knowledge of the nature, extent and duration of the alleged damages, and that Parties have not been influenced to any extent in making this Agreement by any representations or statements regarding alleged damages or regarding any other matter made by this Agreement or by any person or entity representing any Party. Parties hereby declare and represent that they are effecting and executing this Agreement after having had the opportunity to receive legal advice as to each Party’s rights from legal counsel of Party’s own choosing.

In making this Agreement, it is understood and agreed that each Party, on behalf of itself and Party’s related entities, fictitious names, principals, agents, members, partners, subsidiaries, affiliates, parents, employees, former employees, independent contractors, representatives, heirs, executors, administrators, successors-in- interest, officers, directors, board members, owners, principals, shareholders, consultants, experts, attorneys, insurance carriers, assigns, predecessors and related persons or companies, acknowledges and agrees that Rosendin Releasees and City Releasees, at all times pertinent hereto, negotiated, bargained, and settled this matter in good faith and have at all times pertinent hereto conducted themselves in good faith. Parties expressly warrant that this settlement pursuant to this Release shall constitute a “good faith  #"

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5 SETTLEMENT AGREEMENT AND RELEASE OF ALL CLAIMS
City of Santa Clara v. Rosendin Electric, Inc.
settlement” in accordance with American Motorcycle Ass’n. v. Superior Court, and its progeny.

Parties represent that they have not assigned to any third party at any time any claims, or any portions of such claims, arising from the Incident. It will be the responsibility of each Party to resolve and satisfy all outstanding payments owed to any third parties arising out of the Released Claims or the Incident, including but not limited to any and all liens. Parties agree to indemnify, defend and hold harmless the other Party, including but not limited to their insurers and attorneys, from any action by third parties seeking payment of liens or claims for reimbursement arising out of the Released Claims or the Incident.

Parties represent and warrant that they shall do all acts and execute and deliver all documents necessary, convenient, or desirable to effect all provisions of this Agreement. If any provision of this Agreement is determined, by a court of competent jurisdiction, to be illegal or unenforceable, said provision shall be deemed to be severed and deleted and neither such provision, its severance or deletion, shall affect the validity of the remaining provisions of this Agreement.

This Agreement shall bind and inure to the benefit of each Party and any and all of each Party’s related entities, fictitious names, principals, agents, members, partners, subsidiaries, affiliates, parents, employees, former employees, independent contractors, representatives, heirs, executors, administrators, successors-in-interest, officers, directors, board members, owners, principals, shareholders, consultants, experts, attorneys, insurance carriers, assigns, predecessors and related persons or companies.
 #"

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6 SETTLEMENT AGREEMENT AND RELEASE OF ALL CLAIMS
City of Santa Clara v. Rosendin Electric, Inc.

Parties agree to bear their own costs and fees, including but not limited to attorney fees, consultant fees and expert fees, incurred in connection with the Incident or the Released Claims.

IN WITNESS WHEREOF, THE UNDERSIGNED SIGNATORY HEREBY

ACKNOWLEDGES THEY HAVE READ, UNDERSTAND AND AGREE TO THE

TERMS AND CONDITIONS SET FORTH IN THIS AGREEMENT AND HAVE

AUTHORITY TO EXECUTE THIS RELEASE ON WHOSE BEHALF THEY ARE SIGNING.

CITY OF SANTA CLARA

DATED: ____________________________________
_______________ J ƿVAN D. GROGAN
City Manager

Approved as to Form:

____________________________________
GLEN R. GOOGINS
C i t y A t t o r n e y

ROSENDIN ELECTRIC, INC.

DATED: ____________________________________
_______________ CARRIE MACINTOSH
General Counsel

ZURICH AMERICAN INSURANCE COMPANY

DATED: ____________________________________
_______________ TONYA TRUITT
General Liability Claims Specialist
Senior Technical Team
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~ DocuSigned by:
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City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
26-1008 Agenda Date: 1/13/2026

REPORT TO COUNCIL

SUBJECT
Action on the First Amendment to the Contract between the County of Santa Clara and the City of Santa Clara for the provision of the Senior Nutrition Program - Congregate Meals and Related Budget Amendments

BACKGROUND
The City of Santa Clara (City) works collaboratively with the County of Santa Clara (County) to provide a Senior Nutrition Congregate Meals Program (Program) at the Santa Clara Senior Center.

The Program is designed for seniors, age 60 and over, serving a basic need for lower-income households and special needs populations. The goals of the Program are to reduce hunger and food insecurity, increase socialization, and promote the well-being of older adults. The Program also serves as a gateway to other supportive community programs and services at the Senior Center.

On May 6, 2024, the County authorized a contract with the City for the provision of the Program for FY 2024/25 effective July 1, 2024 through June 30, 2025 (Attachment 1).

DISCUSSION
Retroactively, the County has issued Amendment No. 1 to the agreement with the City (Attachment 2) for FY 2025/26. Approval of this Amendment would reinstate the underlying contract and extend its term for one year, from July 1, 2025, through June 30, 2026.

Under the amendment, the City will provide an average of eighty-one (81) hot meals per day, for 248 days per year, totaling 20,088 annual meals for eligible seniors and disabled individuals. For FY 2025 -26, the projected non-duplicative number of persons to be served is 300.

Consistent with prior years, the Agreement requires a City match consisting of volunteer hours and City funding. Of the total Program expenditures, 20.78% will be met through an in-kind City match valued at $41,634 in volunteer hours, and 3.84% will be funded through a General Fund allocation in the amount of $7,702 (Attachment 3). The County will reimburse the City for the remaining allowable Program expenditures, in an amount not-to-exceed $151,061.76 in accordance with the terms of the Agreement.

The purpose of this item is to seek City Council authorization for the City Manager to execute the Agreement and approve the related budget amendments for FY 2025/26.

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

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26-1008 Agenda Date: 1/13/2026

FISCAL IMPACT
The City’s Senior Nutrition Congregate Meals Program budget is appropriated in the Parks and Recreation Operating Grant Trust Fund. The County funds a portion of the Program on a reimbursement basis. Under the Agreement, the County will reimburse the City up to $151,061.76 for FY 2025/26, with a required City match of $7,702 from the General Fund. In-kind resources, in the form of volunteer hours, cover the remaining program cost of $41,634. Budget amendments to the FY 2025/26 budget are needed to align the City’s budget with the terms of the Agreement and the Program’s cost structure.

As approved in the Adopted Budget, the Senior Nutrition Program has been appropriated in a single Senior Nutrition appropriation for the current and prior fiscal years. Moving forward, staff recommends establishing separate Senior Nutrition appropriations by fiscal year to improve tracking and reporting.

The table below details the proposed FY 2025/26 budget amendments, including the establishment of a new appropriation for the FY 2025/26 Senior Nutrition Program and the reappropriation of the existing Senior Nutrition budget, which includes estimated FY 2025/26 amounts, to the new appropriation.

Budget Amendment
FY 2025/26
Current Increase/
(Decrease)
Revised
Parks and Recreation Operating Grant Trust Fund
Revenues
Other Agencies Revenue $139,872 $11,190 $151,062
Transfer From General Fund $27,445 ($19,743) $7,702 Expenditures
Senior Nutrition Program Senior
Nutrition Program FY 25-26
$167,317 $0 ($167,317)
$158,764
$0 $158,764
General Fund
Transfer To
Parks and Recreation Operating
Grant Trust Fund
$27,445 ($19,743) $7,702
Fund Balance Unrestricted Ending
Fund Balance
$2,728,464 $19,743 $2,748,207

COORDINATION
This report has been coordinated with the City Manager’s Office, City Attorney’s Office, and Finance Department.

PUBLIC CONTACT
City of Santa Clara Printed on 1/9/2026Page 2 of 3
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26-1008 Agenda Date: 1/13/2026
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 Office at (408) 615-2220, email [email protected].

RECOMMENDATION

1. Approve and authorize the City Manager to execute the Amendment No. 1 of the Contract between the County of Santa Clara and the City of Santa Clara for the provision of the Senior Nutrition Congregate Meals Program, not-to-exceed $151,061.76 for Fiscal Year 2025/26 in a final form approved by the City Attorney;

2. Approve the related Fiscal Year 2025/26 budget amendments in the Parks and Recreation Operating Grant Trust Fund to increase the Other Agencies Revenue estimate by $11,190 to recognize the additional funding from the County of Santa Clara, decrease the Transfer from the General Fund by $19,743 to true up the City’s cash match, establish a new Senior Nutrition Program Fiscal Year 25-26 appropriation in the amount of $158,764, and eliminate the existing Senior Nutrition Program appropriation in the amount of $167,317 (five affirmative Council votes required to appropriate additional revenue); and

3. Approve the related Fiscal Year 2025/26 budget amendments in the General Fund to decrease the Transfer to the Parks & Recreation Operating Grant Trust Fund and increase the Unrestricted Ending Fund Balance by $19,743 (majority affirmative Council votes required).

Reviewed by: Damon Sparacino, Director of Parks & Recreation Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Executed Contract FY25 City of Santa Clara Congregate Meals

2. First Amendment to the Contract between the County of Santa Clara and the City of Santa Clara Senior Nutrition Program

3. Resource Table
City of Santa Clara Printed on 1/9/2026Page 3 of 3
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Contract between the County of Santa Clara and City of Santa Clara

CONTRACT BETWEEN THE COUNTY OF SANTA CLARA AND

THE CITY OF SANTA CLARA

1. This Contract is between the County of Santa Clara (henceforth, COUNTY) and The City of Santa Clara (henceforth, CONTRACTOR) for the Senior Nutrition Program – Congregate Meals.

2. The parties agree to comply with the General Terms and Conditions contained in Articles I-V of this Contract and provisions contained in Exhibit A: Program Provisions, Exhibit B: Program Plan & Provisions, Exhibit C: Budget, and Exhibit D: Logic Model which are attached hereto and incorporated herein by this reference and made a part of this Contract.

IN WITNESS WHEREOF, COUNTY and CONTRACTOR hereby agree to the terms of this Contract.

COUNTY OF SANTA CLARA CONTRACTOR

______________________________ ________________________________ Daniel Little, Director Office of City Manager
Social Services Agency City of Santa Clara

Date: _________ Date: _________

ATTEST

______________________________ ______________________________ Daniel Crick, Chief Fiscal Officer Assistant City Clerk Social Services Agency

Date: _________ Date: _________

______________________________
Procurement Department

Date: _________

APPROVED AS TO FORM AND LEGALITY APPROVED AS TO FORM AND LEGALITY

______________________________ ______________________________ Deputy County Counsel Office of the City Attorney

Date: _________ Date: _________
Docusign Envelope ID: B123E79D-2691-4159-B561-45071 EAA 1 BSA 8/15/2024 8/13/2024
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7/8/2024 8/13/2024
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Director of Procurement
9/12/2024
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7/14/2024
7/24/2024
Contract between the County of Santa Clara and City of Santa Clara

Contract General Terms and Conditions

Article I
General Terms

1. ENTIRE CONTRACT
This Contract and its Exhibits/Appendices (if any) constitutes the final, complete and exclusive statement of the terms of the agreement between the parties. It incorporates and supersedes all the Contracts, covenants and understandings between the parties concerning the subject matter hereof, and all such Contracts, covenants and understandings have been merged into this Contract. No prior or contemporaneous Contract or understanding, verbal or otherwise, of the parties or their agents shall be valid or enforceable unless embodied in this Contract.

2. A MENDMENTS
This Contract may only be amended by written instrument and signed by authorized representatives of all contracting parties.

3. CONFLICTS OF INTEREST; POLITICAL REFORM ACT
a. CONTRACTOR shall comply, and require its subcontractors to comply, with all applicable (i) requirements governing avoidance of impermissible client conflicts; and (ii) federal, state and local conflict of interest laws and regulations including, without limitation, California Government Code section 1090 et. seq., the California Political Reform Act (California Government Code section 87100 et. seq.) and the regulations of the Fair Political Practices Commission concerning disclosure and disqualification (2 California Code of Regulations section 18700 et. seq.). Failure to do so constitutes a material breach of this Contract and is grounds for immediate termination of this Contract by the COUNTY.

b. In accepting this Contract, CONTRACTOR covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of this Contract.

CONTRACTOR further covenants that, in the performance of this Contract, it will not employ any CONTRACTOR or person having such an interest. CONTRACTOR, including but not limited to CONTRACTOR’s employees and subcontractors, may be subject to the disclosure and disqualification provisions of the California Political Reform Act of 1974 (the “Act”), that (1) requires such persons to disclose economic interests that may foreseeably be materially affected by the work performed under this Contract, and (2) prohibits such persons from making or participating in making decisions that will foreseeably financially affect such interests.

c. If the disclosure provisions of the Political Reform Act are applicable to any individual providing service under this Contract, CONTRACTOR shall, upon execution of this Contract, provide the COUNTY with the names, description of individual duties to be performed, and email addresses of all individuals, including but not limited to CONTRACTOR’s employees, agents and subcontractors, that could be substantively involved in “making a governmental decision” or “serving in a staff capacity and in that capacity participating in making governmental decisions or performing duties that would be performed by an individual in a designated position,” (2 CCR 18700.3), as part of CONTRACTOR’s service to the COUNTY under this Contract. CONTRACTOR shall immediately notify the COUNTY of the names and Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

email addresses of any additional individuals later assigned to provide such service to the COUNTY under this Contract in such a capacity. CONTRACTOR shall immediately notify the COUNTY of the names of individuals working in such a capacity who, during the course of the Contract, end their service to the COUNTY.

4. GOVERNING LAW, VENUE
This Contract has been executed and delivered in, and shall be construed and enforced in accordance with, the laws of the State of California. Proper venue for legal action regarding this Contract shall be in the County of Santa Clara.

5. ASSIGNMENT
No assignment of this Contract or of the rights and obligations hereunder shall be valid without the prior written consent of the other party.

6. WAIVER
No delay or failure to require performance of any provision of this Contract shall constitute a waiver of that provision as to that or any other instance. Any waiver granted by a party shall be in writing and shall apply to the specific instance expressly stated.

7. INDEPENDENT CONTRACTOR STATUS
CONTRACTOR will perform all work and services described herein as an independent contractor and not as an officer, agent, servant, or employee of COUNTY. None of the provisions of this Contract is intended to create, nor will be deemed or construed to create, any relationship between the parties other than that of independent parties contracting with each other for purpose of effecting the provisions of this Contract. The parties are not, and will not be construed to be in a relationship of joint venture, partnership, or employer-employee. Neither party has the authority to make any statements, representations, or commitments of any kind on behalf of the other party, or to use the name of the other party in any publications or advertisements, except with the written consent of the other party or as is explicitly provided herein. CONTRACTOR is solely responsible for the acts and omissions of its officers, agents, employees, contractors, and subcontractors, if any.

8. SEVERABILITY OF PROVISIONS
If any provision(s) of this Contract are held invalid, the remainder of this Contract remains in force.

Article II
Fiscal Accountability and Requirements

1. AVAILABILITY AND SUBSTITUTION OF FUNDS
a. Notwithstanding any provision herein, this Contract is valid and enforceable only if sufficient funds are available. In the event of reduction, suspension, discontinuance, or other unavailability of funds, COUNTY unilaterally may take appropriate actions including, but not limited to, reducing existing service authorization, immediate termination of the Contract, or reducing the maximum dollar amount of this Contract with no liability occurring to the COUNTY.

b. The COUNTY may substitute State or Federal funds for funds appropriated by the Board of Supervisors for payments to be made pursuant to this Contract.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

CONTRACTOR will then be bound by the requirements of any State or Federal grant contracts, statutes, regulations, guidelines, or directives associated with the funds.

2. COMPENSATION TO CONTRACTOR
Compensation method shall be Fee for Service.

3. DISALLOWED COSTS
a. CONTRACTOR is liable for any funds expended that are not in accordance with this Contract, including, but not limited to, disallowed costs, violation, and/or default of Contract. CONTRACTOR will repay COUNTY disallowed costs, violation and/or default amounts within ninety (90) days of discovery of these costs. This provision survives the termination of this Contract.

b. If funding under this Contract are from Federal sources, such funds may not be used by CONTRACTOR, either directly or indirectly, as a contribution for the purpose of obtaining any Federal funds under any Federal programs. An indirect use of such funds to match Federal funds is defined as: “the allocation by CONTRACTOR of funds received under this Contract to a non-matching expenditure, thereby releasing or displacing other of its funds for the purpose of matching Federal funds.”

4. FINANCIAL RECORDS
a. CONTRACTOR will establish and maintain a system of financial controls and accounting in conformance with Generally Accepted Accounting Principles (GAAP).

b. CONTRACTOR must maintain accurate and complete financial records of all costs and operating expenses in connection with this Contract including, but not limited to subcontracts, invoices, timecards, cash receipts, vouchers, canceled checks, bank Statements, and other official documentation indicating in proper detail the nature and propriety of all costs incurred, and reimbursed by COUNTY.

c. The financial records must show that funds received under this Contract are used for purposes consistent with the terms of this Contract.

Article III
Reporting, Records, Audit, Evaluations, and Termination

1. INSPECTION AND AUDIT
a. All records, books, reports, and documentation maintained by CONTRACTOR pursuant to this Contract, or related to the CONTRACTOR’s activities and expenditures under this Contract, will be open for inspection and audit by Federal, State, and County officials, or their agents, upon demand at reasonable times. Such records must be kept in the State of California for the retention period specified in this Contract. This provision survives the termination of this contract.

b. CONTRACTOR will provide the Federal, State, or County officials, or their agents’ reasonable access, through representatives of CONTRACTOR, to facilities, records, clients, and employees that are used in conjunction with the provision of contract services, except where prohibited by Federal or State laws, regulations or rules.

c. CONTRACTOR must submit to COUNTY audited financial reports conducted by an Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

independent certified public accountant no later than four (4) months after the end of the last month of the contract term, indicating that reported costs are actual, reasonable, necessary, allowable, and computed in accordance with GAAP and provisions stipulated in this Contract. In addition, the CONTRACTOR must submit any management letters or management advisory letters that apply to the CONTRACTOR’s agency audit. COUNTY has the discretion to only require an audit report every two (2) years.

d. COUNTY may elect to accept an audit report in accordance with GAAP conducted to meet compliance requirements of other funding entities in the event all of the above provisions are met.

2. REPORTING REQUIREMENTS
a. CONTRACTOR must maintain complete and accurate records of its operation, including any and all records required by COUNTY relating to matters covered by this Contract, including, but not limited to, financial records, supporting documents, client statistical records, personnel and all other pertinent records. COUNTY may receive copies of any and all such records upon request.

b. must submit to COUNTY a compensation claim on forms approved by COUNTY Social Services Agency.

c. CONTRACTOR must assist COUNTY in meeting COUNTY's reporting requirements to the State and other agencies with respect to CONTRACTOR's work hereunder.

This cooperation includes assisting COUNTY to prepare evaluations required by the State or Federal governments regarding services provided by CONTRACTOR under this Contract. CONTRACTOR must submit to COUNTY any and all reports that may be required by COUNTY concerning CONTRACTOR's performance under this Contract.

d. Upon COUNTY's request, CONTRACTOR must provide COUNTY evidence of CONTRACTOR's capacity to perform under this Contract, its compliance with applicable statutes and regulations, and its compliance with the terms and conditions of this Contract.

e. All records, books, reports and documentation must be retained in the State of California by CONTRACTOR for four (4) years after termination of this Contract; or until all Federal, State and County audits are completed; or until all disputes, litigation, or claims are resolved; whichever is later. All such records, books, reports and documentation must be transmitted to the COUNTY of Santa Clara, Social Services Agency in the event that CONTRACTOR goes out of business during the period in which records are required to be maintained. This provision survives the termination of this contract.

f. CONTRACTOR must within 30 calendar days advise the COUNTY of 1) the issuance of any legal complaint by an enforcement agency, or any enforcement proceedings by any Federal, State or local agency for alleged violations of Federal, State or local rules, regulations or laws, and/or 2) the issuance of citations, court findings or administrative findings for violations of applicable Federal, State or local rules, regulations or laws.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

g. CONTRACTOR guarantees that it, its employees, contractors, subcontractors or agents are not suspended or debarred from receiving Federal fund as listed in the List of Parties Excluded from Federal Procurement or Non-procurement Programs issued by the Federal General Services Administration (https://www.sam.gov/).

CONTRACTOR must within 30 calendar days advise the COUNTY if it, its employees, contractors, subcontractors or agents become suspended or debarred from receiving Federal funds as listed in the List of Parties Excluded from Federal Procurement or Non-procurement Programs issued by the Federal General Services Administration during the term of this Contract.

3. R ESPONSIBILITY FOR AUDIT EXCEPTIONS
CONTRACTOR accepts responsibility for receiving, replying to, and complying with any audit exceptions by appropriate Federal, State, or County, audit agencies.

4. MONITORING AND EVALUATION
a. COUNTY's Social Services Agency will monitor the work performed and financial operations conducted under this Contract to determine whether CONTRACTOR's operation conforms to County policy, Federal and State statutes and regulations, and to the terms of this Contract.

b. COUNTY may conduct participant interviews to determine program compliance.

c. CONTRACTOR agrees to participate in and cooperate with studies and surveys COUNTY deems necessary to meet its monitoring and evaluation responsibility.

d. CONTRACTOR must furnish all data, Statements, records, information, and reports necessary for COUNTY to monitor, review, and evaluate the performance of the program and its components. Performance evaluations will examine the following five factors: 1) fiscal accountability; 2) completion of work within a given time frame; 3) ability and effort to meet the performance criteria; 4) quality of services; and 5) a recommendation for future contracting with the CONTRACTOR.

e. If, in the course of monitoring and evaluation, COUNTY discovers any practice, procedure or policy of CONTRACTOR that deviates from the terms of this Contract; that violates State or Federal statutes or regulations; that threatens the success of the program carried on pursuant to this Contract, or that jeopardizes the fiscal integrity of said program, COUNTY may impose reasonable funding restrictions upon notice specifying the nature of the restrictions(s), reasons for imposition, the corrective action that must be taken before they will be removed, time allowed for completing the corrective action, and method of requesting reconsideration.

f. CONTRACTOR must respond in writing to any discrepancies, violations, or deficiencies identified by COUNTY within ten (10) days.

5. CORRECTIVE ACTION PROCEDURE
a. Upon receipt by COUNTY of information regarding a failure by CONTRACTOR to comply with any provision of this Contract, COUNTY has the right to forward to CONTRACTOR a notice of COUNTY’s intent to consider corrective action to enforce compliance with such provision. Such notice will indicate the nature of the issue, or issues, to be reviewed in determining the need for corrective action. CONTRACTOR may have the opportunity to respond or participate in formulating the corrective Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

action recommendation. COUNTY has the right to require the presence of CONTRACTOR’s officer(s) or employee(s) at any hearing or meeting called for the purpose of considering corrective action.

b. After issuing such notice, and after considering CONTRACTOR’s response, if any, COUNTY may forward to CONTRACTOR a set of specific corrective actions recommended and a timetable for implementing the specified corrective actions recommended. Following implementation of the corrective actions, CONTRACTOR will forward to COUNTY, within the time specified by COUNTY, any verification required by COUNTY regarding the corrective actions.

c. In the event CONTRACTOR does not implement the corrective actions recommended in accordance with the corrective actions timetable, COUNTY may suspend payments hereunder or immediately terminate this Contract without further notice to CONTRACTOR.

6. TERMINATION
a. Termination for Convenience
COUNTY may, by written notice to CONTRACTOR, terminate all or part of this Contract at any time for the convenience of the COUNTY. The notice shall specify the effective date and the scope of the termination.

b. Termination for Cause
COUNTY may, at any time, elect to suspend or terminate this Contract or withhold payments to CONTRACTOR, in whole or in part, for cause, by giving written notice specifying the effective date and scope of such termination. Cause includes, but is not limited to the following:

i. CONTRACTOR failure to comply with any contract provision; ii. CONTRACTOR fails to meet the performance criteria of this Contract; iii. COUNTY deems CONTRACTOR’s performance unsatisfactory. iv. Litigation is pending with respect to the CONTRACTOR’s performance under this Contract that may jeopardize or adversely affect services; v. CONTRACTOR is the subject of a voluntary or involuntary proceeding under the Bankruptcy Act;
vi. CONTRACTOR submits to COUNTY any reports that are incorrect or incomplete in any material respect, or fails to file timely reports; or, vii. CONTRACTOR is suspended or debarred from receiving Federal funds as listed in the List of Parties Excluded from Federal Procurement or Non- procurement Programs issued by the General Services Administration.

c. Terminations
In the event of any termination, all finished or unfinished documents, data, studies, reports, and materials (Materials) prepared by the CONTRACTOR under this Contract becomes the property of the COUNTY and will be promptly delivered to the COUNTY. Upon termination, the CONTRACTOR may make and retain a copy of such Materials. CONTRACTOR may be compensated based on the completion of services provided, as solely and reasonably determined by COUNTY.

7. NON-EXCLUSIVE REMEDIES
The remedies listed in this Contract are non-exclusive, and COUNTY retains all other Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

rights and remedies it may have under general law, including the right to terminate the Contract immediately without advance notice if CONTRACTOR becomes unable to perform its obligations under this Contract.

Article IV
Statutes, Regulations, and Policies

1. COMPLIANCE WITH ALL LAWS, INCLUDING NONDISCRMINATION, EQUAL

OPPORTUNITY, AND WAGE THEFT PREVENTION
a. Compliance with All Laws. CONTRACTOR shall comply with all applicable Federal, State, and local laws, regulations, rules, and policies (collectively, “Laws”), including but not limited to the non-discrimination, equal opportunity, and wage and hour Laws referenced in the paragraphs below.

b. Complian ce with Non-Discrimination and Equal Opportunity Laws: CONTRACTOR shall comply with all applicable Laws concerning nondiscrimination and equal opportunity in employment and contracting, including but not limited to the following:

Santa Clara County’s policies for contractors on nondiscrimination and equal opportunity; Title VII of the Civil Rights Act of 1964 as amended; Americans with Disabilities Act of 1990; the Age Discrimination in Employment Act of 1967; the Rehabilitation Act of 1973 (Sections 503 and 504); the Equal Pay Act of 1963; California Fair Employment and Housing Act (Government Code sections 12900 et seq.); California Labor Code sections 1101, 1102, and 1197.5; and the Genetic Information Nondiscrimination Act of 2008. In addition to the foregoing, CONTRACTOR shall not discriminate against any subcontractor, e mployee, or applicant for employment because of age, race, color, national origin, ancestry, religion, sex, gender identity, gender expression, sexual orientation, mental disability, physical disability, medical condition, political belief, organizational affiliation, or marital status in the recruitment, selection for training (including but not limited to apprenticeship), hiring, employment, assignment, promotion, layoff, rates of pay or other forms of compensation. Nor shall CONTRACTOR discriminate in the provision of services provided under this contract because of age, race, color, national origin, ancestry, religion, sex, gender identity, gender expression, sexual orientation, mental disability, physical disability, medica l condition, political beliefs, organizational affiliations, or marital status.
c. Complian ce with Wage and Hour Laws: CONTRACTOR shall comply with all applicable wage and hour Laws, which may include but are not limited to, the Federal Fair Labor Standards Act, the California Labor Code, and, if applicable, any local Minimum Wage, Prevailing Wage, or Living Wage laws.

d. Definitions: For pu rposes of this Section, the following definitions shall apply. A “Final Judgment” shall mean a judgment, decision, determination, or order (a) which is issued by a court of law, an investigatory government agency authorized by law to enforce an applicable Law, an arbiter, or arbitration panel and (b) for which all appeals have been exhausted or the time period to appeal has expired. For pay equity Laws, relevant investigatory government agencies include the federal Equal Employment Opportunity Commission, the California Division of Labor Standards Enforcement, and the California Department of Fair Employment and Housing.

Violation of a pay equity Law shall mean unlawful discrimination in compensation on the basis of an individual’s sex, gender, gender identity, gender expression, sexual Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

orientation, race, color, ethnicity, or national origin under Title VII of the Civil Rights Act of 1964 as amended, the Equal Pay Act of 1963, California Fair Employment and Housing Act, or California Labor Code section 1197.5, as applicable. For wage and hour Laws, relevant investigatory government agencies include the federal Department of Labor, the California Division of Labor Standards Enforcement, and the City of San Jose’s Office of Equality Assurance.

e. Prior Judgments, Decisions or Orders against CONTRACTOR : BY SIGNING THIS

CONTRACT, CONTRACTOR AFFIRMS THAT IT HAS DISCLOSED ANY FINAL

JUDGMENTS THAT (A) WERE ISSUED IN THE FIVE YEARS PRIOR TO

EXECUTING THIS CONTRACT BY A COURT, ANINVESTIGATORY

GOVERNMENT AGENCY, ARBITER, OR ARBITRATION PANEL AND (B) FOUND

THAT CONTRACTOR VIOLATED AN APPLICABLE WAGE AND HOUR LAW OR PAY EQUITY LAW. CONTRACTOR FURTHER AFFIRMS THAT IT HAS
SATISFIED AND COMPLIED WITH—OR HAS REACHED CONTRACT WITH THE COUNTY REGARDING THE MANNER IN WHICH IT WILL SATISFY—ANY SUCH FINAL JUDGMENTS, DECISIONS, DETERMINATIONS, OR ORDERS.

f. Violations of Wage and Hour Laws or Pay Equity Laws During Term of Contract: If at any time during the term of this Contract, CONTRACTOR receives a Final Judgment rendered against it for violation of an applicable wage and hour Law or pay equity Law, then CONTRACTOR shall promptly satisfy and comply with any such Final Judgment. CONTRACTOR shall inform the Office of the County Executive-Office of Countywide Contracting Management (OCCM) of any relevant Final Judgment against it within 30 days of the Final Judgment becoming final or of learning of the Final Judgment, whichever is later. CONTRACTOR shall also provide any documentary evidence of compliance with the Final Judgment within 5 days of satisfying the Final Judgment. Any notice required by this paragraph shall be addressed to the Office of the County Executive-OCCM at 70 W. Hedding Street, East Wing, 11th Floor, San José, CA 95110. Notice provisions in this paragraph are separate from any other notice provisions in this Contract and, accordingly, only notice provided to the Office of the County Executive-OCCM satisfies the notice requirements in this paragraph.

g. Access to Records Concerning Compliance with Pay Equity Laws: In addition to and notwithstanding any other provision of this Contract concerning access to CONTRACTOR’s records, CONTRACTOR shall permit the COUNTY and/or its authorized representatives to audit and review records related to compliance with applicable pay equity Laws. Upon the COUNTY’s request, CONTRACTOR shall provide the COUNTY with access to any and all facilities and records, including but not limited to financial and employee records, that are related to the purpose of this Section, except where prohibited by federal or state laws, regulations or rules.

COUNTY’s access to such records and facilities shall be permitted at any time during CONTRACTOR’s normal business hours upon no less than 10 business days’ advance notice.

h. Pay Equity Notification: CONTRACTOR shall (1) at least once in the first year of this Contract and annually thereafter, provide each of its employees working in California and each person applying to CONTRACTOR for a job in California (collectively, “Employees and Job Applicants”) with an electronic or paper copy of any applicable pay equity Laws, or (2) throughout the term of this Contract, Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

continuously post an electronic copy of all applicable pay equity Laws in conspicuous places accessible to all of CONTRACTOR’s Employees and Job Applicants.

i. Material Breach: Failure to comply with any part of this Section shall constitute a material breach of this Contract. In the event of such a breach, the COUNTY may, in its discretion, exercise any or all remedies available under this Contract and at law. COUNTY may, among other things, take any or all of the following actions:

I. Suspend or terminate any or all parts of this Contract.

II. Withhold payment to CONTRACTOR until full satisfaction of a Final Judgment concerning violation of an applicable wage and hour Law or pay equity Law.

III. Offer CONTRACTOR an opportunity to cure the breach.

j. Subcontractors: CONTRACTOR shall impose all of the requirements set forth in this Section on any subcontractors permitted to perform work under this Contract.

This includes ensuring that any subcontractor receiving a Final Judgment for violation of an applicable Law promptly satisfies and complies with such Final Judgment.

k. C ONTRACTOR recognizes the mandatory standards and policies relating to energy efficiency in the State energy conservation plan (Title 24, California Administrative Code).

l. For Contracts over $100,000 CONTRACTOR will comply with all applicable standards, orders, or requirements issued under Section 306 of the Clean Air Act (42 U.S. Code 1857 (h)), Section 508 of the Clean Water Act (33 U.S. Code 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR Part 15).

m. CONTRACTOR must establish procedures assuring that any person’s complaints and grievances against CONTRACTOR regarding the delivery of services under this Contract are promptly addressed and fairly resolved.

2. ASSIGNMENT OF CLAYTON ACT, CARTWRIGHT ACT CLAIMS
CONTRACTOR hereby assigns to the COUNTY all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the CONTRACTOR for sale to the COUNTY pursuant to this Contract.

3. COUNTY NO-SMOKING POLICY
CONTRACTOR and its employees, agents and subcontractors, shall comply with the COUNTY’s No-Smoking Policy, as set forth in the Board of Supervisors Policy Manual section 3.47 (as amended from time to time), which prohibits smoking: (1) at the Santa Clara Valley Medical Center Campus and all COUNTY-owned and operated health facilities, (2) within 30 feet surrounding COUNTY-owned buildings and leased buildings where the COUNTY is the sole occupant, and (3) in all COUNTY vehicles.

4. FOOD AND BEVERAGE STANDARDS
Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

a. Except in the event of an emergency or medical necessity, the following nutritional standards shall apply to any foods and/or beverages purchased by CONTRACTOR with COUNTY funds for COUNTY-sponsored meetings or events.

b. If food is to be provided, healthier food options must be offered. “Healthier food options” include (1) fruits, vegetables, whole grains, and low-fat and low-calorie foods; (2) minimally processed foods without added sugar and with low sodium; (3) foods prepared using healthy cooking techniques; and (4) foods with less than 0.5 grams of trans fat per serving. Whenever possible, CONTRACTOR shall (1) offer seasonal and local produce; (2) serve fruit instead of sugary, high calorie desserts; (3) attempt to accommodate special, dietary and cultural needs; and (4) post nutritional information and/or a list of ingredients for items served. If meals are to be provided, a vegetarian option shall be provided, and the CONTRACTOR should consider providing a vegan option. If pre-packaged snack foods are provided, the items shall contain: (1) no more than 35% of calories from fat, unless the snack food items consist solely of nuts or seeds; (2) no more than 10% of calories from saturated fat; (3) zero trans fat; (4) no more than 35% of total weight from sugar and caloric sweeteners, except for fruits and vegetables with no added sweeteners or fats; and (5) no more than 360 mg of sodium per serving.

c. If beverages are to be provided, beverages that meet the COUNTY’s nutritional criteria are (1) water with no caloric sweeteners; (2) unsweetened coffee or tea, provided that sugar and sugar substitutes may be provided as condiments; (3) unsweetened, unflavored, reduced fat (either nonfat or 1% low fat) dairy milk; (4) plant-derived milk (e.g., soy milk, rice milk, and almond milk) with no more than 130 calories per 8 ounce serving; (5) 100% fruit or vegetable juice (limited to a maximum of 8 ounces per container); and (6) other low-calorie beverages (including tea and/or diet soda) that do not exceed 40 calories per 8 ounce serving. Sugar-sweetened beverages shall not be provided.

5. C ONTRACTING PRINCIPLES
CONTRACTOR agrees to comply with the COUNTY’s Contracting Principles set forth in the Board Policy Manual. The Contracting Principles require, among other things, that CONTRACTOR be a fiscally responsible entity and treat its employees fairly.

CONTRACTOR is also required to (1) comply with all applicable federal, state and local rules, regulations and laws; (2) maintain financial records, and make those records available upon request; (3) provide to the COUNTY copies of any financial audits that have been completed during the term of the contract; and (4) upon the COUNTY's request, provide the COUNTY reasonable access, through representatives of the CONTRACTOR, to facilities, financial and employee records that are related to the purpose of the contract, except where prohibited by federal or state laws, regulations or rules. Refer to:
https://boardclerk.sccgov.org/sites/g/files/exjcpb656/files/BOSPolicyCHAP5.pdf

6. THIRD PARTY BENEFICIARIES
This Contract does not, and is not intended to, confer any rights or remedies upon any person or entity other than the parties.

7. MAINTENANCE OF SOFTWARE
If CONTRACTOR is provided with “remote access”, defined as the act of connecting to a COUNTY attached information technology system from a non-county attached system through a public network, CONTRACTOR will maintain and use its non-county system, Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

hardware, and software in compliance with COUNTY standards and policies set by the COUNTY Information Services Department.

8. CONTRACT EXECUTION
Unless otherwise prohibited by law or County policy, the parties agree that an electronic copy of a signed contract, or an electronically signed contract, has the same force and legal effect as a contract executed with an original ink signature. The term “ELECTRONIC COPY OF A SIGNED CONTRACT” refers to a transmission by facsimile, electronic mail, or other electronic means of a copy of an original signed contract in a portable document format. The term “ELECTRONICALLY SIGNED CONTRACT” means a contract that is executed by applying an electronic signature using technology approved by the COUNTY.

9. LIVING WAGE (If Applicable)
Unless otherwise exempted or prohibited by law or County policy, where applicable, CONTRACTORs that contract with the COUNTY to provide Direct Services developed pursuant to a formal Request for Proposals process, as defined in County of Santa Clara Ordinance Code Division B36 (“Division B36”) and Board Policy section 5.5.5.5 (“Living Wage Policy”), and their subcontractors, where the contract value is $100,000 or more (“Direct Services Contract”), must comply with Division B36 and the Living Wage Policy and compensate their employees in accordance with Division B36 and the Living Wage Policy. Compliance and compensation for purposes of this provision includes, but is not limited to, components relating to fair compensation, earned sick leave, paid jury duty, fair workweek, worker retention, fair chance hiring, targeted hiring, local hiring, protection from retaliation, and labor peace. If CONTRACTOR and/or a subcontractor violate this provision, the Boar d of Supervisors or its designee may, at its sole discretion, take responsive actions including, but not limited to, the following:
a. Suspend, modify, or terminate the Direct Services Contract.

b. Require the CONTRACTOR and/or Subcontractor to comply with an appropriate remediation plan developed by the COUNTY.

c. Waive all or part of Division B36 or the Living Wage Policy.

This provision shall not be construed to limit an employee's rights to bring any legal action for violation of the employee's rights under Division B36 or any other applicable law. Further, this provision does not confer any rights upon any person or entity other than the Board of Supervisors or its designee to bring any action seeking the cancellation or suspension of a COUNTY contract. By entering into this contract, CONTRACTOR certifies that it is currently complying with Division B36 and the Living Wage Policy with respect to applicable contracts, and warrants that it will continue to comply with Division B36 and the Living Wage Policy with respect to applicable contracts.

10. COUNTY DATA & CONFIDENTIALITY
a. Definitions: “COUNTY Data” shall mean data and information received by CONTRACTOR from COUNTY. County Data includes any information or data that is transported across a County network, or that resides in a County-owned information system, or on a network or system under the control and management of a CONTRACTOR for use by COUNTY. “County Confidential Information” shall include all material, non-public information (including material, non-public County Data) appearing in any form (including, without limitation, written, oral or displayed), Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

that is disclosed, directly or indirectly, through any means of communication by COUNTY, its agents or employees, to CONTRACTOR, its agents or employees, or any of its affiliates or representatives.

b. CONTRACTOR shall not acquire any ownership interest in County Data (including County Confidential Information). As between CONTRACTOR and COUNTY, all County Confidential Information and/or County Data shall remain the property of the COUNTY. CONTRACTOR shall not, without COUNTY’s written permission, use or disclose County Data (including County Confidential Information) other than in the performance of its obligations under this Contract.

c. CONTRACTOR shall be responsible for establishing and maintaining an information security program that is designed to ensure the security and confidentiality of County Data, protect against any anticipated threats or hazards to the security or integrity of County Data, and protect against unauthorized access to or use of County Data that could result in substantial harm or inconvenience to COUNTY or any end users.

Upon termination or expiration of this Contract, CONTRACTOR shall seek and follow COUNTY’s direction regarding the proper disposition of County Data.

d. CONTRACTOR shall take appropriate action to address any incident of unauthorized access to County Data, including addressing and/or remedying the issue that resulted in such unauthorized access, and notifying COUNTY by phone or in writing within 24 hours of any incident of unauthorized access to County Data, or any other breach in CONTRACTOR’s security that materially affects COUNTY or end users. If the initial notification is by phone, CONTRACTOR shall provide a written notice within 5 days of the incident. CONTRACTOR shall be responsible for ensuring compliance by its officers, employees, agents, and subcontractors with the confidentiality, privacy, and information security requirements of this Contract.

Should County Confidential Information and/or legally protected County Data be divulged to unauthorized third parties, CONTRACTOR shall comply with all applicable federal and state laws and regulations, including but not limited to California Civil Code sections 1798.29 and 1798.82 at CONTRACTOR’s sole expense. CONTRACTOR shall not charge COUNTY for any expenses associated with CONTRACTOR’s compliance with these obligations.

e. CONTRACTOR shall defend, indemnify and hold COUNTY harmless against any claim, liability, loss, injury or damage arising out of, or in connection with, the unauthorized use, access, and/or disclosure of information by CONTRACTOR and/or its agents, employees or sub-contractors, excepting only loss, injury or damage caused by the sole negligence or willful misconduct of personnel employed by the COUNTY.
f. CONTRACTOR must require its employees and all persons performing services at its direction to comply with all applicable privacy laws and regulations, including but not limited to the provisions of Sections 827 and 10850 et seq. of the Welfare and Institutions Code (WIC) and California Department of Social Services (CDSS) Manual of Policies and Procedures, Division 19 Regulations.

I. All applications and records concerning any individual receiving services pursuant to this contract are confidential and are not open to examination for any purpose not directly connected with the administration, Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

performance compliance, monitoring or auditing of the program.

II. No person may publish, disclose, use, or permit or cause to be published or disclosed; any confidential information pertaining to services, except as is provided by law.

g. Upon the disclosure of confidential information, inadvertent or otherwise, the COUNTY may terminate this contract immediately and take legal action against CONTRACTOR. Any person who knowingly and intentionally violates the provisions stated above is guilty of a misdemeanor and the COUNTY intends to prosecute such violators to the full extent of the law.

h. CONTRACTOR will inform all employees, agents, officers, and all persons performing services at its direction of the above provisions. All provisions of Article IV, Section 10. survive the termination of this contract.

11. CALI FORNIA PUBLIC RECORDS ACT
a. The COUNTY is a public agency subject to the disclosure requirements of the California Public Records Act (“CPRA”). If CONTRACTOR’s proprietary information is contained in documents or information submitted to COUNTY, and CONTRACTOR claims that such information falls within one or more CPRA exemptions, CONTRACTOR must clearly mark such information “CONFIDENTIAL AND PROPRIETARY,” and identify the specific lines containing the information. In the event of a request for such information, the COUNTY will make best efforts to provide notice to CONTRACTOR prior to such disclosure. If CONTRACTOR contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Santa Clara COUNTY before the COUNTY is required to respond to the CPRA request. If CONTRACTOR fails to obtain such remedy within the time the COUNTY is required to respond to the CPRA request, COUNTY may disclose the requested information.

b. CONTRACTOR further agrees that it shall defend, indemnify and hold COUNTY harmless against any claim, action or litigation (including but not limited to all judgments, costs, fees, and attorney’s fees) that may result from denial by COUNTY of a CPRA request for information arising from any representation, or any action (or inaction), by the CONTRACTOR.

12. COVID-19 REQUIREMENTS
CONTRACTOR shall comply with all COUNTY requirements in effect relating to COVID- 19 for persons who routinely perform services for COUNTY onsite and share airspace with or proximity to other people at a COUNTY facility as part of their services for COUNTY as set forth in a County Health Order (or similar directives) available at https://covid19.sccgov.org/home, and incorporated herein by this reference.

CONTRACTOR shall comply with all reasonable requests by COUNTY for documentation demonstrating CONTRACTOR’s compliance with this Section.

13. SURVIVAL
All representations, warranties, and covenants contained in this Contract, or in any instrument, certificate, exhibit, or other writing intended by the parties to survive this Contract, shall survive the termination or expiration of this Contract, including but not Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

limited to all terms (1) providing for indemnification of COUNTY; (2) relating to the California Public Records Act; (3) relating to COUNTY Data; and (4) relating to CONTRACTOR’s obligations upon termination or expiration of this Contract.

14. LEVINE ACT COMPLIANCE
CONTRACTOR will comply, and will ensure that its agents (as that term is defined under 2 Cal. Code Regs. § 18438.3(a)) and its subcontractors identified in CONTRACTOR’s proposal responding to a COUNTY solicitation and/or identified in this Contract (“Subcontractors”) comply, with California Government Code section 84308 (“Levine Act”) and the applicable regulations of the Fair Political Practices Commission concerning campaign disclosure (2 California Code of Regulations sections 18438.1 – 18438.8), which (1) require a party to a proceeding involving a contract to disclose on the record of the proceeding any contribution, as defined by Government Code section 84308(a)(6), of more than $250 that the party or their agent has made within the prior 12 months, and (2) prohibit a party to a proceeding involving a contract from making a contribution, as defined by Government Code section 84308(a)(6), of more than $250 to any COUNTY officer during the proceeding and for 12 months following the final decision in the proceeding. CONTRACTOR agrees to submit disclosures required to be made under the Levine Act at the Office of the Clerk of the Board of Supervisors website at http://www.sccgov.org/levineact, and shall require Subcontractors to do the same. If this Contract is to be considered or voted upon by the COUNTY’s Board of Supervisors, CONTRACTOR shall complete the Levine Act CONTRACTOR Form: Identification of Subcontractors and Agents, and if applicable, shall ensure that any Subcontractor completes the Levine Act Subcontractor Form: Identification of Agents, and CONTRACTOR must submit all such forms to the COUNTY as a prerequisite to execution of the Contract.

Article V
Insurance Requirements

INSURANCE REQUIREMENTS FOR
STANDARD CONTRACTS ABOVE $100,000
Indemnity
Notwithstanding any other provision of this Agreement, CONTRACTOR shall indemnify, release, hold harmless, and defend, with counsel approved by County of Santa Clara (hereinafter “COUNTY”), COUNTY and its officers, agents, and employees from any claim, demand, suit, judgment, liability, loss, injury, damage, or expense of any kind (including attorneys’ fees and costs) arising out of, or in connection with, performance of this Agreement by CONTRACTOR and/or its officers, agents, employees, or sub-contractors, excepting only loss, injury, or damage caused by the sole negligence or willful misconduct of personnel employed by COUNTY. It is the intent of the parties to this Agreement to provide the broadest possible coverage for COUNTY as allowed by law. CONTRACTOR shall reimburse COUNTY for all costs, attorneys’ fees, expenses, and liabilities incurred with respect to any litigation or process in which CONTRACTOR contests its obligation to indemnify, defend, and/or hold harmless COUNTY under this Agreement and does not prevail in that contest.

Insurance
Without limiting the CONTRACTOR's indemnification of the COUNTY, the CONTRACTOR shall provide and maintain at its own expense, during the term of this Agreement, or as may Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

be further required herein, the following insurance coverages and provisions:

A. Evidence of Coverage
Prior to commencement of this Agreement, the CONTRACTOR shall provide a Certificate of Insurance certifying that coverage as required herein has been obtained. Individual endorsements executed by the insurance carrier shall accompany the certificate. In addition, a certified copy of the policy or policies shall be provided by the CONTRACTOR upon request.

This verification of coverage shall be sent to the requesting COUNTY department, unless otherwise directed. The CONTRACTOR shall not receive a Notice to Proceed with the work under the Agreement until it has obtained all insurance required and such insurance has been approved by the COUNTY. This approval of insurance shall neither relieve nor decrease the liability of the CONTRACTOR.

B. Qualifying Insurers
All coverages, except surety, shall be issued by companies which hold a current policy holder's alphabetic and financial size category rating of not less than A- V, according to the current Best's Key Rating Guide or a company of equal financial stability that is approved by the COUNTY's Insurance Manager.

C. Notice of Cancellation
All coverage as required herein shall not be canceled or changed so as to no longer meet the specified COUNTY insurance requirements without 30 days' prior written notice of such cancellation or change being delivered to the County of Santa Clara or their designated agent.

D. Insurance Required

1. Commercial General Liability Insurance - for bodily injury (including death) and property damage which provides limits as follows:

a. Each occurrence - $1,000,000
b. General aggregate - $2,000,000
c. Products/Completed Operations aggregate - $2,000,000

d. Personal Injury - $1,000,000

2. General liability coverage shall include:
a. Premises and Operations

b. Products/Completed

c. Personal Injury liability

d. Severability of interest

3. General liability coverage shall include the following endorsement, a copy of which shall be provided to the COUNTY:

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

Additional Insured Endorsement, which shall read:

“County of Santa Clara, and members of the Board of Supervisors of the County of Santa Clara, and the officers, agents, and employees of the County of Santa Clara, individually and collectively, as additional insureds.”

Insurance afforded by the additional insured endorsement shall apply as primary insurance, and other insurance maintained by the County of Santa Clara, its officers, agents, and employees shall be excess only and not contributing with insurance provided under this policy. Public Entities may also be added to the additional insured endorsement as applicable and the CONTRACTOR shall be notified by the contracting department of these requirements.

4. Automobile Liabil ity Insurance
For bodily injury (including death) and property damage which provides total limits of not less than one million dollars ($1,000,000) combined single limit per occurrence applicable to all owned, non-owned and hired vehicles.

4a. Aircraft/Watercraft Li ability Insurance (Required if CONTRACTOR or any of its agents or subcontractors will operate aircraft or watercraft in the scope of the Agreement)

For bodily injury (including death) and property damage which provides total limits of not less than one million dollars ($1,000,000) combined single limit per occurrence applicable to all owned, non-owned and hired aircraft/watercraft.

5. Workers' C ompensation and Employer's Liability Insurance a. Statutory California Workers' Compensation coverage including broad form all-states coverage.

b. Employer's Liability coverage for not less than one million dollars ($1,000,000) per occurrence.

E. Special Provisions
The following provisions shall apply to this Agreement:

1. The foregoing requirements as to the types and limits of insurance coverage to be maintained by the CONTRACTOR and any approval of said insurance by the COUNTY or its insurance consultant(s) are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by the CONTRACTOR pursuant to this Agreement, including but not limited to the provisions concerning indemnification.

2. The COUNTY acknowledges that some insurance requirements contained in this Agreement may be fulfilled by self-insurance on the part of the CONTRACTOR. However, this shall not in any way limit liabilities assumed by the CONTRACTOR under this Agreement. Any self-insurance shall be Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Contract between the County of Santa Clara and City of Santa Clara

approved in writing by the COUNTY upon satisfactory evidence of financial capacity. CONTRACTORS obligation hereunder may be satisfied in whole or in part by adequately funded self-insurance programs or self-insurance retentions.

3. Should any of the work under this Agreement be sublet, the CONTRACTOR shall require each of its subcontractors of any tier to carry the aforementioned coverages, or CONTRACTOR may insure subcontractors under its own policies.

4. The COUNTY reserves the right to withhold payments to the CONTRACTOR in the event of material noncompliance with the insurance requirements outlined above.

F. Fidelity Bonds
Before receiving compensation under this Agreement, CONTRACTOR will furnish COUNTY with evidence that all officials, employees, and agents handling or having access to funds received or disbursed under this Agreement, or authorized to sign or countersign checks, are covered by a BLANKET FIDELITY BOND in an amount of AT LEAST fifteen percent (15%) of the maximum financial obligation of the COUNTY cited herein. If such bond is canceled or reduced, CONTRACTOR will notify COUNTY immediately, and COUNTY may withhold further payment to CONTRACTOR until proper coverage has been obtained. Failure to give such notice may be cause for termination of this Agreement, at the option of COUNTY.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit A: Program Provisions

Contract between the County of Santa Clara and City of Santa Clara

CONTRACTOR: City of Santa Clara

PROGRAM NAME: Senior Nutrition Program – Congregate Meals

1. SERVICE DESCRIPTION
This is a contract between the County of Santa Clara (COUNTY) and City of Santa Clara (CONTRACTOR) for the purpose of providing meals to persons 60 years of age and older at a congregate meal site, which is to be performed in accordance with the Older Americans Act of 1965, as amended, P.L. 89-73, U.S.C. Section 3000 et seq., and all amendments, rules, and regulations pertaining thereto and may be funded by the Older Americans Act and/or may be funded, in whole or part, by the American Rescue Plan Act of 2021, OARR, CARES, Mello-Granlund Older Californian Act Modernization (MOCA), and/or other state and federal grants to support the Senior Nutrition Program.

Meals will be provided in compliance with the current Senior Nutrition Program Policy and Procedure manual. Unless otherwise approved in advance by County in writing, all meals will be served as Congregate Meals, Indoor or Outdoor Dining. Each participant must be registered with each service model received.

2. TERM OF CONTRACT
The term begins on July 1, 2024, and expires on June 30, 2025, unless terminated earlier or otherwise amended.

3. MAXIMUM FINANCIAL OBLIGATION
COUNTY will reimburse CONTRACTOR actual allowable expenditures subject to the provisions of this Contract, for a total not to exceed $139,872.00.

4. BUDGET CONTINGENCY
This Contract is contingent upon the appropriation of sufficient funding by COUNTY for the services covered by this Contract. Notwithstanding the termination provisions set forth herein, if funding is reduced or depleted by COUNTY for services covered by this Contract, COUNTY has the option to either terminate this Contract without notice (except that necessary to transition clients in the discretion of COUNTY) and with no liability occurring to COUNTY, or to offer an amendment to this Contract indicating the reduced amount.

5. COMPENSATION TO CONTRACTOR
a. FEE FOR SERVICE CONTRACT
i. CONTRACTOR will be paid by COUNTY in accordance with Exhibit A:

Program Provisions, Exhibit B: Program Plan & Requirements, Exhibit C:

Budget, and Exhibit D: Logic Model for the performance of services as outlined in this Contract up to the maximum compensation. These costs will also be in accordance with current cost principles and with all other requirements of this contract:

1. For Non-Profit Agencies, OMB Circular A-122.

2. For Local Governments, OMB Circular A-87.

3. For Public and Nonprofit Institutions of Higher Education, OMB Circular A-121.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit A: Program Provisions

Contract between the County of Santa Clara and City of Santa Clara

4. For Profit Making Organization, 41 CFR Part 1.

ii. If CONTRACTOR provides any tasks, deliverables, goods, services, or other work, other than as specified in this Contract, the same will be deemed to be a gratuitous effort on the part of CONTRACTOR, and CONTRACTOR will have no claim whatsoever against COUNTY.

iii. CONTRACTOR must participate in a closeout period at the end of the COUNTY funding period. During the closeout period all funds awarded to CONTRACTOR must be reconciled to the costs incurred and to the remaining cash, if any. A closeout packet will be provided to CONTRACTOR by COUNTY at the end of the funding period and is due within forty-five (45) days thereafter. If actual cost of providing services based on Unit Cost per meal is less than the amount reimbursed by COUNTY, CONTRACTOR’S final reimbursement will be reduced by the overpayment received from COUNTY. This provision survives the termination of this Contract.

b. COMPENSATION
CONTRACTOR must submit to COUNTY an invoice in a form approved by COUNTY, by the tenth (10th) working day of each month for the month just preceding in which services were performed. The CONTRACTOR will get paid on a monthly basis upon receiving an accurate account and invoice for service rendered, as well as payment for participant and guest contributions as outlined in Exhibit B: Program Plan & Requirements.

i. Prior to submittal, invoices must be certified and signed by a responsible officer of CONTRACTOR with authority to certify that the information submitted by CONTRACTOR is accurate and CONTRACTOR is entitled to payment under the terms of the Contract. COUNTY may rely on said certification in making payment, but this payment will not constitute a waiver of any of COUNTY's legal rights or objections.

ii. Funding for time frames during the year may be allocated to the different funding sources listed in Section 1. In order to ensure continuation of service, CONTRACTOR will not be paid for meals in excess of the number of year-to- date meals listed in the Service Delivery Plan in current fiscal year Budget for the current funding source. Meals that are provided but not reimbursed in a particular month may be reimbursed if claimed on later invoice so long as CONTRACTOR has offered the agreed upon services continuously and so long as there are available unreimbursed meals available from the current funding source.

iii. If the invoice is in proper form and the items billed are payable under this Contract, COUNTY will make payment to CONTRACTOR.

iv. COUNTY will not be required to make payment if the amount claimed is not in accordance with the provisions of this Contract. All payments under this Contract will be made directly to CONTRACTOR as a corporate entity. Under no circumstances will COUNTY be required to make payments in any amount Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit A: Program Provisions

Contract between the County of Santa Clara and City of Santa Clara

pursuant to this Contract to any other parties, including individual employees or creditors of CONTRACTOR.

v. COUNTY is not obligated to reimburse CONTRACTOR for any expenditure not reported to COUNTY within sixty (60) calendar days after the end of the last month of the Contract term.

6. PARTICIPANT CONTRIBUTIONS
a. CONTRACTOR will submit participant contributions on a monthly basis with the monthly expense claims.

b. CONTRACTOR will deposit all participant contributions in a bank account maintained for the Senior Nutrition Program (SNP). All deposits, withdrawals, and balances for the Senior Nutrition Program must be separately identified.

COUNTY has the right to review all financial records and bank accounts for audit purposes. Participants’ contributions will be collected, counted, and recorded daily by CONTRACTOR. Two persons designated by CONTRACTOR will co-verify the collection and count of participant contributions daily by their signature and date on a participant contribution accounting record. Participant contributions are to be deposited daily when possible, but no less frequently than on a weekly basis.

Participant contributions are to be kept in a secure locked location and at night locking in a safe, pending deposit into the Senior Nutrition Program bank account.

7. ADVA NCE PAYMENTS
a. If CONTRACTOR is not for profit who has not had a congregate meals contract with the COUNTY in the last five years, COUNTY, at its discretion may make advance payments under this contract to CONTRACTOR up to a maximum of 25% of the total contract amount and under conditions as the COUNTY may specify. Such advance payments will in no way increase the total maximum financial obligation specified under this contract.

b. CONTRACTOR must meet fidelity bond requirements as specified in Article V F. of this contract prior to receiving advance payment.

c. All advance payments require full repayment prior to the expiration of the contract.

COUNTY will specify repayment method of the advance payment amount by deducting an agreed upon monthly amount from the outstanding balance of the contract until the repayment obligation is fulfilled, or deducting the advance payment amount in a lump sum from the remaining contract balance.

8. ADJUSTMENT TO EXHIBIT B: PROGRAM PLAN & REQUIREMENTS A written adjustment to the Program Plan & Requirements may be approved by the COUNTY Representative, or designee, identified in this Exhibit, without a contract amendment as long as the adjustment reflects approved original program provisions and both parties are notified at least 10 days before the adjusted Program Plan & Requirements begins.

9. ADJUSTMENT TO EXHIBIT D: LOGIC MODEL
A written adjustment to the Logic Model may be approved by the COUNTY Representative, or designee, identified in this Exhibit, without a contract amendment Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit A: Program Provisions

Contract between the County of Santa Clara and City of Santa Clara

as long as the adjustment reflects approved original program provisions and both parties are notified at least 10 days before the adjusted Logic Model begins.

10. SERVICE PROVIDED
a. CONTRACTOR must inform COUNTY of services and activities performed under this Contract and accept appropriately referred clients from the COUNTY for contract services as part of CONTRACTOR’s client base.

b. CONTRACTOR must coordinate services with other organizations providing similar services in order to foster community cooperation and avoid unnecessary duplication of services.

c. CONTRACTOR must timely assist in the coordination of and verification of eligibility for mobility management benefits each month.

d. CONTRACTOR must collaborate with other COUNTY-sponsored organizations targeting services to congregate meal participants to implement those services.

11. CONTRACT REPRESENTATIVES
a. CONTRACTOR designates Jovan D. Grogan, City Manager, as CONTRACTOR’s representative for the purpose of performing the services as required by this Contract. Unless otherwise indicated in writing, the above-named person has the primary authority and responsibility to carry out this Contract.

b. COUNTY designates the Director of Social Services Agency, or designee, as its representative for the purpose of managing the services performed pursuant to this Contract.

12. NOTICES
All notices prescribed by this Contract will be in writing and deemed effective if sent by certified mail or registered mail and properly deposited with the United States Postal Service, postage prepaid with return receipt requested and addressed as follows:
a. To COUNTY: Social Services Agency
Office of Contracts Management
333 West Julian Street
San Jose, California 95110-2335

b. To CONTRACTOR: City of Santa Clara
Jovan D. Grogan, City Manager
1500 Warburton Avenue
Santa Clara, CA 95050

13. COUNTY’S CONTRACT TRANSITION PROCESS
CONTRACTOR agrees to provide all information deemed necessary by COUNTY for use in subsequent procurement cycles.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

CONTRACTOR: City of Santa Clara

PROGRAM NAME: Senior Nutrition Program – Congregate Meals

1. SERVICE DESCRIPTION & EXPECTED OUTCOME
CONTRACTOR will work with the Social Services Agency – Senior Nutrition Program (COUNTY) and other community partners to ensure that the seniors receive nutritious and healthy meals at CONTRACTOR’s nutrition site(s). The PROGRAM provides seniors and older adults of Santa Clara County access to healthy, nutritious meals and the opportunity to socialize, take classes, and access other services. CONTRACTOR will perform services in compliance with the Senior Nutrition Program, Congregate Policy & Procedures Manual, and any updates thereto.

2. PERMITS AND LICENSES
CONTRACTOR will obtain all permits and licenses necessary to the performance of this contract will assure that its subcontractors obtain the same. The CONTRACTOR will pay all normal fees for permits, licenses, inspections or any other certification or service required in the performance of this contract.

3. ELIGIBLE INDIVIDUALS
Persons who are eligible for meals and services under this contract are those persons who are 60 years of age or older or who are spouses of persons who are 60 years of age or older. Meals may be made available to disabled individuals who have not attained 60 years of age but who reside in housing facilities occupied primarily by the elderly at which congregate nutrition services are provided, or individuals with disabilities who reside at home with and accompany older individuals who are eligible for services. Priority will be given to those older persons in greatest social and economic need with particular attention to seniors who are age 75 or older, low-income, and/or living alone, as defined by the Older Americans Act of 1965.

4. MEALS
a. Meals served by CONTRACTOR must provide at least one-third (1/3rd) of the current recommended dietary allowance specified by the Food and Nutrition Board of the National Academy of Sciences – National Research Council.

b. Menus will be planned by CONTRACTOR in cycles, the minimum period being five (5) weeks. Such menus must be planned in accordance with COUNTY requirements. Such menus will be submitted to COUNTY three (3) weeks prior to initial use. Client facing menus will be posted in a conspicuous location at the meal site at least one (1) week in advance of use.

c. Table settings will be of reasonable quality. If disposable dinnerware is used, it will be of sturdy quality. Only offer single-use items needed to eat or prevent spillage of the ready-to-eat food. Only provide single-use accessories to participants upon request. Samples of single use items are forks, knives, spoons, and sporks. Compostable serve ware is highly encouraged.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

5. CONGREGATE MEAL SITES
a. CONTRACTOR will provide congregate meals at the meal site(s), days, and times indicated in current fiscal year Budget. Notwithstanding, CONTRACTOR may make minor changes to the service days and times listed in current fiscal year Budget with prior written approval of COUNTY.

b. CONTRACTOR may not relocate the meal site or add a meal site without prior notification, inspection, and approval by COUNTY. Relocation or addition of a meal site without the prior approval of the COUNTY may be considered a breach of the provisions of this contract. COUNTY may suspend or withhold payments, or terminate the contract if the relocation affects any of the provisions of the contract including, but not limited to the following:

i. The relocation or addition reduces or terminates the provision of services to seniors in the geographic area served by this contract.

ii. The relocation or addition changes the service area served by this contract.

iii. The relocation or addition does not serve or give priority to older persons in the greatest social or economic need as defined by the Older Americans Act of 1965 as amended.

c. The site must have adequate lighting and ventilation and must meet all applicable health, fire, safety and sanitation regulations. CONTRACTOR must obtain current certificates from appropriate public officials indicating the site is in compliance with health and fire regulations.

d. CONTRACTOR ensures that a pleasant dining atmosphere is maintained and that there is adequate space for the equipment of participants, such as canes, crutches and wheelchairs.

e. There will be no architectural barriers which would prevent an eligible individual from having access to the meal site facility.

f. Innovative services may be added to the PROGRAM during the term of this contract, or upon an extension of this contract, upon written approval of the COUNTY.

g. If a site is designated as a catered site in current fiscal year Budget, upon written approval from COUNTY and upon obtaining all required governmental approvals, CONTRACTOR may switch to being a cook on site location. In the event of this switch, CONTRACTOR’s per-meal rate will be changed to the standard cook on site per-meal rate if different than the catered meal rate.

6. NUMBER OF MEALS, SERVING DAYS, AND HOLIDAYS
a. CONTRACTOR will provide the number of meals as specified in current fiscal year Budget. If demand by eligible individuals in the first six (6) months of this Contract does not result in CONTRACTOR providing the average number of meals per day specified in current fiscal year Budget, COUNTY may terminate this Contract. Prior to termination, COUNTY and CONTRACTOR may attempt Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

to renegotiate this Contract to allow CONTRACTOR to reduce the average number of meals to be provided per day. If CONTRACTOR provides additional meals and such additional meals will cause CONTRACTOR to exceed the Maximum Financial Obligation of this Contract, such additional costs will be the sole expense of CONTRACTOR, unless the parties agree and execute a Contract Amendment.
b. CONTRACTOR will be paid for the number of meals provided to eligible participants at a meal site, not the number of meals prepared. COUNTY will not reimburse meals served that do not meet the dietary requirements in Section 4(a).

c. CONTRACTOR must open its Nutrition Site(s) for the number of service days specified in current fiscal year Budget. CONTRACTOR must open its Nutrition Site(s) at minimum the number of serving days indicated each week except for holidays. Should CONTRACTOR close its Nutrition Site(s) due to unforeseen circumstances, CONTRACTOR will notify COUNTY immediately and work collaboratively to reschedule the day(s) that the Nutrition Site(s) was closed.

Should CONTRACTOR close their Nutrition Site(s) due to foreseen circumstances and not be able to reschedule the day(s) of services, CONTRACTOR will not be reimbursed for the number of meals allocated to the serving day(s) that the Nutrition Site(s) was closed.

7. ADVISORY COUNCIL
CONTRACTOR will ensure that an election is held to elect a participant to represent each of its nutrition sites on the countywide program Advisory Council. It will be the responsibility of the program Advisory Council to advise the COUNTY on policy matters relating to the delivery of the congregate nutrition services throughout the COUNTY program area.

8. SUPPORTIVE SERVICES
a. CONTRACTOR will provide supportive services, to the extent that such services are needed and are not already available from third parties and accessible to individuals participating in the Congregate Meals Program.

Supportive services may include:

i. Transportation of eligible individuals to and from congregate meal sites so that nutrition and other services will be accessible to those eligible individuals living within the program area who, because of lack of mobility or physical or mental handicap, would otherwise be unable to participate in the program;

ii. Information and referral services designed to provide eligible individuals with current information of, and referral to, all appropriate services to meet their needs;

iii. Health and welfare counseling services designed to assist eligible individuals in dealing with the problems and stresses that interfere with normal health and social functioning. CONTRACTOR may provide such services through person-to-person assistance from trained counselors or Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

referrals to other resources;

iv. Nutrition education through a formal program of regularly scheduled meetings to make available pertinent facts related to nutritional need;

v. Recreation activities designed to foster the health and social well-being of program participants through social interaction and satisfying use of free time;

vi. Outreach activities to assure maximum participation of hard to reach and other eligible individuals.

b. CONTRACTOR will report the supportive services provided at its meal site(s) to the COUNTY in the format requested by the COUNTY and whether the service is provided by CONTRACTOR or another entity at least annually, or more often, as requested by the COUNTY. COUNTY may request this information from CONTRACTOR up to once per quarter.

9. FOOD INVENTORY
CONTRACTOR will develop a written plan for conducting food inventories. The plan will include the procedures for conducting food inventories, identify persons responsible for conducting the inventory, and set the schedule for completing the inventories. The plan will also include a description of the "First-in-First Out" food rotation system that will be used to ensure stored goods are rotated to prevent deterioration. CONTRACTOR will provide COUNTY with a copy of its food inventory plan and completed food inventories, upon request.

10. PEST CONTROL
CONTRACTOR is required to follow the pest control requirements in the current Senior Nutrition Program, Congregate Policy & Procedures Manual. In addition, if a pest issue is identified, COUNTY reserves the right to require CONTRACTOR to take corrective action to remedy the issue or require any other action from CONTRACTOR necessary to protect the health and welfare of participants.

11. DATA COLLECTION AND PRIVACY
a. At intervals prescribed by the COUNTY and, on forms provided by COUNTY, CONTRACTOR will collect program data and information relating to nutrition risk assessments, registered site participants, meals, use of services and program contributions. CONTRACTOR will also be required to collect program data through the use of electronic collection methods. Such methods may include the use of computers, scanners, or other means. CONTRACTOR must comply with collection requirements as directed by COUNTY.

b. Unless otherwise specified, COUNTY will provide CONTRACTOR with the equipment needed to collect data by electronic means (“Scanning Equipment”).

If COUNTY provides CONTRACTOR with Scanning Equipment, COUNTY will be considered legal owner and Scanning Equipment must be returned to COUNTY immediately upon termination or expiration of this agreement.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

c. CONTRACTOR agrees to provide information deemed necessary by COUNTY such as providing SNP a Budget Justification workbook with line-item budget, detailed staffing information, and a list of other agency resources being contributed towards the program.

d. CONTRACTOR must submit a completed and signed Santa Clara Senior Nutrition Program – Monthly Report, New Client Log, Monthly Scanner Data Report for the prior month by the fourth (4th) working day of the current month to their assigned registered dietitian.

e. No later than the second time an eligible participant attends a congregate meal site operated by CONTRACTOR, CONTRACTOR must have the participant complete a registration form with participant’s information. Registration forms must be submitted online to the designated COUNTY staff person on an ongoing basis for new and updated registrations.

f. Quarterly Report. Quarterly Reports with output and outcome data must be turned in with September, December, March, and July invoices. Quarterly Reports must be prepared on the form provided by the COUNTY. Submission of the Quarterly Report is required before the corresponding monthly invoice can be paid.

g. Within 30 days of executing this agreement, and annually thereafter if the term of this agreement is extended, all employees, volunteers, subcontractors, or agents of CONTRACTOR who handle confidential client information, including but not limited to registration forms, must complete the information security and privacy presentation online training provided by the California Department of Aging (currently available at:
https://www.aging.ca.gov/ProgramsProviders/Information_Security_and_Priv acy/Presentation/index.html). Upon completion, evidence must be submitted to COUNTY to provide to Sourcewise.

12. PARTICIPANT CONTRIBUTION PRINCIPLES
a. CONTRACTOR will provide meals to eligible individuals regardless of their ability to contribute for all or part of their meals. Recipients are requested to make a financial contribution to offset the cost of the meals. Suggested contribution for congregate meals is $3.00 per meal. If CONTRACTOR also provides home delivered meals, the suggested contribution is $3.00 per meal.

Contributions are confidential. CONTRACTOR will not disclose records of the amount of contribution received or the name of contributor to third parties without written permission of the contributor. COUNTY has the right to review CONTRACTOR'S contribution records for audit purposes. Payment of the suggested contribution is not a condition for the receipt of meals.

b. CONTRACTOR will submit participant contributions monthly with the monthly reimbursement claims. One hundred percent of these contributions must be submitted to COUNTY.

13. VOLUNTEER, GUEST, AND STAFF MEALS
a. Volunteer Meals: A volunteer under the age of 60 who provides services during Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

meal hours may be offered a meal, if doing so will not deprive an older individual of a meal. Volunteers under age 60 who receive a full meal that meets the requirements in Section 4 must pay a $3.00 fee and the fee must be included with the participant contributions and returned to the COUNTY.

CONTRACTOR must record the number of volunteer meals served.

CONTRACTOR will be reimbursed for volunteer meals provided.

b. Guest Meals: A guest under the age of 60 may be offered a meal during meal hours if doing so will not deprive an older individual of a meal or add to the cost of meals prepared. A guest must pay a fee of at least $8.00-$9.00 or up to the actual cost of the meal served, as specified in current fiscal year Budget.

CONTRACTOR must record the number of guest meals served and keep guest fees separate from participant contributions. CONTRACTOR may keep guest fees received. The cost of providing guest meals may not be included in the quarterly reconciliation.

c. Staff Meals: Nutrition services staff under the age of 60 may receive a meal if doing so will not deprive an older individual of a meal or add to the cost of meals prepared. CONTRACTOR must record the number of nutrition services staff meals served. The cost of providing staff meals may not be included in the quarterly reconciliation.

14. MANDATORY ATTENDANCE
CONTRACTOR must have a representative attend every required training and meeting offered by the COUNTY that is specific to the Senior Nutrition Program.

15. PURCHASES
COUNTY may require CONTRACTOR, by written notice, to obtain approval of COUNTY for all purchases of food and materials. Approval will not be withheld by COUNTY except for good cause.

16. NON-EXPENDABLE PROPERTY
Any acquisition by CONTRACTOR of non-expendable property with a retail purchase price in excess of five-thousand dollars ($5,000.00), that is required by CONTRACTOR for performance of this Contract, must require prior written approval of COUNTY. COUNTY will be the legal owner of all equipment that is purchased with COUNTY funds. COUNTY may take possession of its equipment if it is not being used primarily for program purposes and will determine disposition of that equipment upon expiration or termination of this contract.

17. COMPETITIVE BID REQUIREMENTS
a. All equipment purchases by the CONTRACTOR exceeding five-thousand dollars ($5,000.00) must be procured through a competitive process in compliance with Sourcewise’s bidding procedures unless services or materials can be obtained only from a single source. Any procurement exceeding ten- thousand dollars ($10,000.00) must also comply with the requirements of Office of Management and Budget Circular Uniform Guidance.

b. Unless CONTRACTOR uses the COUNTY’s designated vendor, prior to making any equipment purchase that has a value of five-thousand dollars Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

($5,000.00) or more, CONTRACTOR will submit to COUNTY evidence that it has received a minimum of three (3) bids for such subcontract and justification for selection of the successful bidder or submit documentation to support the use of the sole supplier. Record shall be maintained by CONTRACTOR showing the parties solicited and the bids submitted.

18. OVERTIME WORK
Overtime work expenditures that are incurred by the CONTRACTOR will not be paid by reducing services or meals under this contract.

19. RESTRICTION OF DISCLOSURES
Any reports, analysis, studies, drawings, information or data generated as a result of this contract are to be provided to COUNTY prior to public dissemination.

20. MEAL VERIFICATION AND ERROR RATES
CONTRACTOR must create and provide accurate electronic and paper documentation for the total number of meals provided and invoiced each month.

Paper documentation of the number of monthly meals provided includes both monthly reports, New Client Logs, Guest and Staff meal logs, and daily sign-in sheet for the meals distributed. Monthly reports are submitted to the COUNTY per section 11(d) above. Sign-in sheets are described in the Senior Nutrition Program policies and procedures manual and must be submitted to COUNTY monthly. Sign-in sheets and New Client Logs are verification of the number of meals included on the monthly reports and the total number of signatures and reported meals must match.

COUNTY will not reimburse for meals reported on the monthly report for which there is no signature on a sign-in sheet or signatures on the new client log.

Electronic documentation is described in section 11(a) above and includes electronic meal data collected through the use of a scanning device or entry into a COUNTY- provided system. Electronic data report may be accepted by COUNTY as back-up documentation for the monthly report in lieu of a sign-in sheet. COUNTY will not reimburse for meals reported on the monthly report for which there is no electronic documentation unless otherwise verified in a manner acceptable to COUNTY, such as with a new client log.

Electronic data also must be reconcilable to Sourcewise’s AssureCare database. If electronic documentation is not reconcilable to Sourcewise’s Assurecare database an error rate is created. If CONTRACTOR’s electronic data exceeds an error rate of 5%, COUNTY may withhold a percentage of CONTRACTOR’s invoice equivalent to the percentage of the error rate exceeding the 5% threshold. For example, if CONTRACTOR has an error rate of 23%, COUNTY may withhold 18% (23% - 5%) of CONTRACTOR’s invoice for that month. However, if Sourcewise reimburses COUNTY for the meals that create this error rate, then the County will not withhold any percentage of CONTRACTOR’s invoice for the error rate but still may withhold payment for the other documentation issues listed in this section.

21. GRIEVANCE POLICY
a. CONTRACTOR must establish a written grievance process for reviewing and attempting to resolve complaints of older individuals receiving services funded Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

by this Contract which complies with Sourcewise’s requirements and the Older Americans Act, Section 315(b)(4). At a minimum, the process shall include all of the following:
i. Time frames within which a complaint will be acted upon.

ii. Written notification to the complainant of the results of the review, including a statement that the complainant may appeal to Sourcewise if dissatisfied with the results of CONTRACTOR’s review.

iii. Confidentiality provisions to protect the complainant’s rights to privacy.

Only information relevant to the complaint may be released to the responding party without the older individual’s consent.

b. CONTRACTOR shall notify older individuals of the grievance process available to them by:

i. Posting notification of the process in visible and accessible areas, such as the bulletin boards in multipurpose senior centers or areas in which there are a substantial number of older adults. For individuals who are non-English speaking, the notification shall also be posted in the primary language of a significant number of older individuals.

ii. Advising homebound older individuals of the process either orally or in writing upon CONTRACTOR’s contact with the individuals.

c. Complaints may involve, but not be limited to, any or all of the following:

i. Amount or duration of a service.

ii. Denial or discontinuance of a service.

iii. Dissatisfaction with the service being provided or with the service provider. If the complaint involves an issue of professional conduct that is under the jurisdiction of another entity, such as the California Medical Board or the State Bar Association, the complainant shall be referred to the proper entity.

iv. Failure of the service provider to comply with any of the requirements set forth in California Department of Aging regulations or in the contract with Sourcewise.

d. Nothing in this Grievance policy shall be construed as prohibiting older individuals from seeking other available remedies, such as presenting their complaints at an open meeting of CONTRACTOR’s governing board.

e. Participants shall notify the COUNTY in writing within ten working days after statement has been issued to complainant detailing the complaint, resolution and copy of the statement sent to the complainant. The address for mailing is 353 W. Julian Street, 4th Floor, San Jose, CA 95110.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Exhibit B: Program Plan & Requirements
Contract between the County of Santa Clara and City of Santa Clara

f. If a participant is dissatisfied with the results of the review, they shall notify Sourcewise in writing within ten working days after statement has been issued to complainant detailing the complaint, resolution and a copy of the statement sent to complainant. The address for mailing is 3100 De La Cruz Boulevard, Suite 310, Santa Clara, CA, 95054.

22. FISCAL YEAR CLOSEOUT SUBMISSION
Due to fiscal reporting deadlines imposed by the California Department of Aging and Sourcewise, CONTRACTOR must submit requested fiscal year-end closeout documents to COUNTY accounting staff by July 3 of current fiscal year.

Docusign Envelope ID: B123E79D-2691-4159-B561-45071EAA185A Docusign Envelope ID: B123E79D-2691-4159-B561-45071 EAA 1 B5A County of Santa Clara
Social Services Agency
FY 2024-25
Agency Name: City of Santa Clara
Program: Congregate Meals - Combined Agency Budget
A B
Budget Annual Units
Per Meal Reimbursement Rate 18,600
Contract Total I
C
Rate
$7.52
Contract between the County of Santa Clara and City of Santa Clara D
Total
$139,872.00
I $139,872.00 I
Exhibit C
Master Budget

Docusign Envelope ID: B123E79D-2691-4159-B561-45071 EAA 1 B5A County of Santa Clara
Social Services Agency
Agency Name: City of Santa Clara
Site: Santa Clara Senior Center
A B C
#of #of
Budget Daily Meals Serving Days
Per Meal Reimbursement Rate* 75 248
Grand Total
Weekly Service Plan Mon Tues Weds Thurs
Service Start 11:00AM 11:00AM 11:00AM 11:00AM
Service End 12:15 PM 12:15 PM 12:15 PM 12:15 PM
!Total Hours 1.25 1.25 1.25 1.25
Monthly Service Delivery Plan Jul Aug Sep Oct
Possible Serving Days 23 22 21 23
Unpaid Days Off 1 0 2 1
Holidays 0 0 0 0
Actual Serving Days 22 22 19 22
Budgeted Monthly Meals 1650 1650 1425 1650 (Serving Davs x # of Dailv Meals) YTD Budgeted Meals** 1650 3300 4725 6375
FY 2024-25
D E
Annual Units Rate
18,600 $7.52
Fri Sat Sun
11:00AM N/A N/A
12:15 PM N/A N/A

1.25 N/A N/A
Nov Dec Jan Feb
21 22 23 20
3 1 2 1
0 0 0 0
18 21 21 19
1350 1575 1575 1425
7725 9300 10875 12300
F
Total Contract
Amount**
$139,872.00
$139,872.00
Exhibit C
Site 1 - Service Plan & Budget
Site Preparation Type
Catered
Mar Apr May Jun Total
21 22 22 21 261
0 1 1 0 13
0 0 0 0 0
21 21 21 21 248
1575 1575 1575 1575 18600
13875 15450 17025 18600
*Only meals provided to eligible participants which meet dietary requirements will be reimbursed . The maximum number of meals reimbursed by the County will not exceed the YTD number of budgeted meals based on County-approved holiday schedule. Meals provided in a previous month but not reimbursed may be billed in a subsequent month . **Food costs must equal at least 25% less $.25 of the Total Contract Amount. Meals that are unserved will not be reimbursed.

Contract between the County of Santa Clara and City of Santa Clara Page 2 of 3 Docusign Envelope ID: B123E79D-2691-4159-B561-45071 EAA 1 B5A County of Santa Clara FY 2024-25 Exhibit C
Site 1 - Staffing Social Services Agency
Agency Name: City of Santa Clara
Site: Santa Clara Senior Center
Provide the following information for each staff member who would be assigned to fulfill the terms of contract. # Staff Job Title Activities Staff Person Will Perform
Maintains safe and sanitary procedures according to the nutritional standards and policies in all areas of food service; cleans equipment and work area; assists site manager in checking the delivery of catered food; serves the 1 Nutrition Meal Server prescribed portions for each meal; prepares beverages as necessary; stores kitchen supplies and supervises return of caterer's equipment; keeps record of usage of supplies and notifies Site Manager when inventory is low; performs related tasks as necessary.

Supervises nutrition staff and volunteers in the performance of their duties; establishes and maintains procedures which adhere to policies and standards of the City of Santa Clara, the Project Council and the County which reflect the intent of the program; orders meals and necessary supplies; assists participants with transportation needs; 2 Nutrition Site Manager keeps all necessary records; collects and deposits money received from client contributions; works with Senior Center personnel to coordinate services for clients; maintains high standards of sanitation and safety in the work place; supervises the collection of client contributions in an atmosphere free from embarrassment and harassment; confers with caterers and the County Nutritionist in the delivery of meals of basic nutritional value; performs related tasks as necessary.
3 Volunteer Assists with dining room set up and clean up; assists with meal service and delivery; assists with preparing and serving catered meals; other duties as assigned.

Contract between the County of Santa Clara and City of Santa Clara Page 3 of 3 Santa Clara County
Social Services Agency
FY 2024-25 Exhibit D: Logic Model
Logic Model - Agency Name: City of Santa Clara
A. Contract Goal:

B. Situation C. Activities/Services
D1. # of
unduplicated
clients/families
served per FY
D2. # of
Outputs
per FY
D3. Output E. Short/Long Term
Outcome Measures
By June 30, 2025, City of Santa
Clara will have provided 17,856
meals over 248 lunch meal service
days to at least 300 unduplicated
seniors.
300 18,600 Meals
Provide training to meal site
volunteers on food safety topics. 12 6 Volunteer Trainings Provide training to meal site
participants on food safety topics. 300 4 Informational Handouts
SNP - Congregate Meals
Provide nutritious meals, opportunities to socialize, transportation, and resources to older adults across Santa Clara County.

Lack of food access,
financial instability, and
social isolation are
pervasive issues among the
older adult community. In
order to meet the needs of
this community services
need to include ethnically
diverse cuisine served in
locations in proximity to low-
income neighborhoods,
innovative service models
that bring the food to the
people, transportation
options, and additional
safety net resources. These
services are a vital
component to keeping
people healthy and living
independently.

By June 30, 2025, at least 75% of eligible older adult
congregate meal participants will have participated in at least one other service offered at the meal site.

Contract between the County of Santa Clara and City of Santa Clara Page 1 of 1 Docusign Envelope ID: B123E79D-2691-4159-B561-45071 EAA 1 BSA I

First Amendment to the Contract between the County of Santa Clara and the City of Santa Clara

FIRST A MENDMENT TO THE CONTRACT BETWEEN THE COUNTY OF SANTA CLARA AND

THE CITY OF SANTA CLARA
This is the First Amendment to the Contract between the County of Santa Clara (COUNTY) and the City of Santa Clara (CONTRACTOR) for the provision of the Senior Nutrition Program – Congregate Meals.

This Contract is amended as follows:

Effective July 1, 2025, the parties agree to comply with the provisions contained in the following exhibits and article , which are either attached hereto or stated below, and incorporated herein by this reference and made a part of the Contract.

1. Add Exhibit A-1: Program Provisions, which is attached hereto and incorporated by this reference.

2. Add Exhibit B -1: Program Plan & Provisions, which is attached hereto and incorporated by this reference.

3. Add Exhibit C-1: Budget, which is attached hereto and incorporated herein by this reference.

4. Add Exhibit D-1: Logic Model, which is attached hereto and incorporated by this reference.

5. Article IV, Statutes, Regulations, and Policies, 14. LEVINE ACT COMPLIANCE is revised to read:

14. LEVINE ACT COMPLIANCE
CONTRACTOR will comply, and will ensure that its agents (as that term is defined under California Government Code section 84308(h)) and its subcontractors identified in CONTRACTOR’s proposal responding to a County solicitation and/or identified in this Agreement (“Subcontractors”) comply, with Government Code section 84308 (“Levine Act”) and the applicable regulations of the Fair Political Practices Commission concerning campaign disclosure (2 California Code of Regulations sections 18438.1 – 18438.8), which (1) requ ire a party to a proceeding involving certain contracts to disclose on the record of the proceeding any contribution, as defined by Government Code section 84308(a)(6), of more than $500 that the party or their agent has made within the prior 12 months to a member of the County’s Board of Supervisors or any Other Elected County Officer (“Elected County Officer”), and (2) prohibit a party to a proceeding involving a covered contract from making a contribution, as defined by Government Code section 84308(a)(6), of more than $500 to any Elected County Officer during the proceeding and for 12 months following the final decision in the proceeding, as well as prohibit an agent of the party from making a contribution in any amount to any Elected County Officer duri ng the same time periods. CONTRACTOR agrees to submit any disclosures required to be made under the Levine Act at the Office of the Clerk of the Board of Supervisors website at https://www.sccgov.org/levineact, and CONTRACTOR shall require Subcontractors to do the same. If this Agreement is of the type subject to the Levine Act and is to be considered or voted upon by the County’s Board of Supervisors, CONTRACTOR shall complete the Levine Act Contractor Form: Identification of Subcontractors and Agents, and if applicable, shall ensure that any Subcontractor completes the Levine Act Subcontractor Form: Identification of Agents, and CONTRACTOR must submit all such forms to the County as a prerequisite to execution of the Agreement.

All other terms and conditions of the Contract remain in full force and effect. In the event of a conflict between the original Contract and this Amendment, this Amendment controls.

DRAFT

First Amendment to the Contract between the County of Santa Clara and the City of Santa Clara IN WITNESS WHEREOF, COUNTY and CONTRACTOR hereby agree to the terms of this Amendment to the Contract.

COUNTY OF SANTA CLARA CONTRACTOR

______________________________ ________________________________ Daniel Little, Director Office of City Manager Social Services Agency City of Santa Clara
Date: _________ Date: _________

ATTEST

______________________________ ______________________________ Daniel Crick, Chief Fiscal Officer Assistant City Clerk Social Services Agency
Date: _________ Date: _________

______________________________
Procurement Department
Date: _________

APPROVED AS TO FORM AND LEGALITY APPROVED AS TO FORM AND LEGALITY

______________________________ ______________________________ Deputy County Counsel Office of the City Attorney
Date: _________ Date: _________
DRAFT
Exhibit A-1: Program Provisions

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

CONTRACTOR: City of Santa Clara

PROGRAM NAME: Senior Nutrition Program – Congregate Meals

1. SERVICE DESCRIPTION
This is a contract between the County of Santa Clara (COUNTY) and City of Santa Clara (CONTRACTOR) for the purpose of providing meals to persons 60 years of age and older at a congregate meal site, which is to be performed in accordance with the Older Americans Act of 1965, as amended, Pub. 1. 89-73; 42 U.S.C. Section 3001 et seq., and all amendments, rules, and regulations pertaining thereto and may be funded by the Older Americans Act (OAA) and/or may be funded, in whole or part, by the American Rescue Plan Act of 2021 (ARPA), Older Adults Recovery and Resiliency (OARR ), Coronavirus Aid, Relief, and Economic Security Act (CARES Act), Modernizing the Older Californians Act (MOCA), and/or other state and federal grants to support the Senior Nutrition Program.

Meals will be provided in compliance with the current Senior Nutrition Program Policy and Procedure manual.

Unless otherwise approved in advance by C OUNTY in
writing, all meals will be served as Congregate Meals, Indoor or Outdoor Dining. Each participant must be registered with each service model received.

2. DELIVERABLES
a. Invoices
CONTRACTOR will submit invoices in a format approved by COUNTY and as outlined in Section 6 of this Exhibit. Invoices must be signed by CONTRACTOR.

b. SSA Outcome Measurement Reporting
CONTRACTOR will submit a quarterly report as outlined in Section 7 of this Exhibit and Exhibit D-1: Logic Model.

3. TERM OF CONTRACT
The term begins on July 1, 2024, and expires on June 30, 2026, unless terminated earlier or otherwise amended; with three one-year extension options.

4. MAXIMUM FINANCIAL OBLIGATION
COUNTY will reimburse CONTRACTOR actual allowable expenditures subject to the provisions of this Contract, for a total not to exceed $139,872.00 in FY2024-2025 and $151,061.76 in FY2025-2026 for a total not to exceed $290,933.76.

5. BUDGET CONTINGENCY
This Contract is contingent upon the appropriation of sufficient funding by COUNTY for the services covered by this Contract. Notwithstanding the termination provisions set forth herein, if funding is reduced or depleted by COUNTY for services covered by this Contract , COUNTY has the option to either terminate this Contract without notice (except that necessary to transition clients in the discretion of COUNTY ) and with no liability occurring to COUNTY, or to offer an amendment to this Contract indicating the reduced amount.

DRAFT
Exhibit A-1: Program Provisions

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

6. COMPENSATION TO CONTRACTOR
a. FEE FOR SERVICE CONTRACT
i. CONTRACTOR will be paid by COUNTY in accordance with Exhibit A-1:

Program Provisions, Exhibit B-1: Program Plan & Requirements, Exhibit C-1:

Budget, and Exhibit D -1: Logic Model for the performance of services as outlined in this Contract up to the maximum compensation. These costs will also be in accordance with current cost principles and with all other requirements of this contract:

1. For Non-Profit Agencies, OMB Circular A-122.

2. For Local Governments, OMB Circular A-87.

3. For Public and Nonprofit Institutions of Higher Education, OMB Circular A-121.

4. For Profit Making Organization, 41 CFR Part 1.

ii. If CONTRACTOR provides any tasks, deliverables, goods, services, or other work, other than as specified in this Contract, the same will be deemed to be a gratuitous effort on the part of CONTRACTOR, and CONTRACTOR will have no claim whatsoever against COUNTY.

iii. CONTRACTOR must participate in a closeout period at the end of the COUNTY funding period. During the closeout period all funds awarded to CONTRACTOR must be reconciled to the costs incurred and to the remaining cash, if any. A closeout packet will be provided to CONTRACTOR by COUNTY at the end of the funding period and is due within forty -five (45) days thereafter. If actual cost of providing services base d on Unit Cost per meal is less than the amount reimbursed by COUNTY, CONTRACTOR’S final reimbursement will be reduced by the overpayment received from COUNTY. This provision survives the termination of this Contract.

b. COMPENSATION
CONTRACTOR must submit to COUNTY an invoice in a form approved by COUNTY, by the tenth (10th) working day of each month for the month just preceding in which services were performed. The CONTRACTOR will get paid on a monthly basis upon receiving an accurate account and invoice for service rendered, as well as payment for participant and guest contributions as outlined in Exhibit B-1: Program Plan & Requirements.

i. Prior to submittal, invoices must be certified and signed by a responsible officer of CONTRACTOR with authority to certify that the information submitted by CONTRACTOR is accurate and CONTRACTOR is entitled to payment under the terms of the Contract. COUNTY may rely on said certification in making payment, but this payment will not constitute a waiver of any of COUNTY's legal rights or objections.

ii. Funding for time frames during the year may be allocated to the different funding sources listed in Section 1. In order to ensure continuation of service, CONTRACTOR will not be paid for meals in excess of the number of year-to- date meals listed in the Service Delivery Plan in current fiscal year Budget for DRAFT
Exhibit A-1: Program Provisions

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

the current funding source. Meals that are provided but not reimbursed in a particular month may be reimbursed if claimed on later invoice so long as CONTRACTOR has offered the agreed upon services continuously and so long as there are available unreimbursed meals available from the current funding source.

iii. If the invoice is in proper form and the items billed are payable under this Contract, COUNTY will make payment to CONTRACTOR.

iv. COUNTY will not be required to make payment if the amount claimed is not in accordance with the provisions of this Contract. All payments under this Contract will be made directly to CONTRACTOR as a corporate entity. Under no circumstances will COUNTY be required to make payments in any amount pursuant to this Contract to any other parties, including individual employees or creditors of CONTRACTOR.

v. COUNTY is not obligated to reimburse CONTRACTOR for any expenditure not reported to COUNTY within sixty (60) calendar days after the end of the last month of the Contract term.

7. OUTCOME MEASUREMENT REPORTING
This contract requires SSA’s performance and outcome measurement reporting in order to demonstrate the impact of services on client populations. CONTRACTOR shall monitor, measure and report on the service outputs and outcomes outlined in Exhibit D-1: Logic Model.

CONTRACTOR must submit to COUNTY a quarterly report using the form provided by the COUNTY. Instructions and training to complete the form can be found on https://www.youtube.com/watch?v=Ij2VUO4PhW8.

CONTRACTOR must submit the report by the fifteenth (15th) working day after each quarter for services performed during the preceding quarter.

8. PARTICIPANT CONTRIBUTIONS
a. CONTRACTOR will submit participant contributions on a monthly basis with the monthly expense claims.

b. CONTRACTOR will deposit all participant contributions in a bank account maintained for the Senior Nutrition Program (SNP). All deposits, withdrawals, and balances for the Senior Nutrition Program must be separately identified.

COUNTY has the right to review all financial records and bank accounts for audit purposes. Participants’ contributions will be collected, counted, and recorded daily by CONTRACTOR. Two persons designated by CONTRACTOR will co-verify the collection and count of participant contributions daily by their signature and date on a participant contribution accounting record. Participant contributions are to be deposited daily when possible, but no less frequently than on a weekly basis.

Participant contributions are to be kept in a secure loc ked location and at night locked in a safe, pending deposit into the Senior Nutrition Program bank account.

DRAFT
Exhibit A-1: Program Provisions

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

9. ADVANCE PAYMENTS
a. If CONTRACTOR is not for profit who has not had a congregate meals contract with the COUNTY in the last five years, COUNTY, at its discretion may make advance payments under this contract to CONTRACTOR up to a maximum of 25% of the total contract amount and under conditions as the COUNTY may specify. Such advance payments will in no way increase the total maximum financial obligation specified under this contract.

b. CONTRACTOR must meet fidelity bond requirements as specified in Article V F. of this contract prior to receiving advance payment.

c. All advance payments require full repayment prior to the expiration of the contract.

COUNTY will specify repayment method of the advance payment amount by deducting an agreed upon monthly amount from the outstanding balance of the contract until the repayment obligation is fulfilled, or deducting the advance payment amount in a lump sum from the remaining contract balance.

10. ADJUSTMENT TO EXHIBIT B-1: PROGRAM PLAN & REQUIREMENTS A written adjustment to the Program Plan & Requirements may be approved by the COUNTY Representative, or designee, identified in this Exhibit, without a contract amendment as long as the adjustment reflects approved original program provisions and both parties are notified at least 10 days before the adjusted Program Plan & Requirements begins.

11. ADJUSTMENT TO EXHIBIT D-1: LOGIC MODEL
A written adjustment to the Logic Model may be approved by the COUNTY Representative, or designee, identified in this Exhibit, without a contract amendment as long as the adjustment reflects approved original program provisions and both parties are notified at least 10 days before the adjusted Logic Model begins.

12. SERVICE PROVIDED
a. CONTRACTOR must inform COUNTY of services and activities performed under this Contract and accept appropriately referred clients from the COUNTY for contract services as part of CONTRACTOR’s client base.

b. CONTRACTOR must coordinate services with other organizations providing similar services in order to foster community cooperation and avoid unnecessary duplication of services.

c. CONTRACTOR must timely assist in the coordination of and verification of eligibility for mobility management benefits each month.

d. CONTRACTOR must co llaborate with other COUNTY -sponsored organizations targeting services to congregate meal participants to implement those services.

13. CRITICAL INCIDENT REPORTING PROVISION
a. CONTRACTOR shall report and document a ll major and/or sensitive incidents (“critical incidents”) to COUNTY pursuant to the procedures and timing outlined below. COUNTY, in its sole discretion, may require CONTRACTOR to conduct DRAFT
Exhibit A-1: Program Provisions

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

all necessary follow-up after reporting critical incidents. If there is any doubt about whether an incident should be reported, the default shall be for CONTRACTOR to report the incident to COUNTY.

b. A “cri tical incident” generally refers to an unanticipated and unusual ev ent or occurrence which (1) impacts or poses a ri sk to the hea lth or safe ty of the participants, if any, and/or CONTRACTOR’s staff; or (2) represents a significant deviation from the standard of care for the participants, if any , served by CONTRACTOR. Critical incidents may include, but are not limited to the following allegations and/or events:

i. Boundary v iolation ( e.g., inappropriate conta ct/communication/or other interaction between a service prov ider and participants, if any , served by CONTRACTOR).
ii. Sex ual assault or misconduct.
iii. Physical, psychological, or emotional abuse or neglect. iv. Attempted suicide.
v. Death.
vi. Serious injury or death related to the services provided under the contract. vii. Serious injury or death of any person on property owned, leased, or operated by CONTRACTOR, including but not limited to facilities, parks, sidewalks, roads, and parks.
viii. Serious damage to the property of another related to the services provided by CONTRACTOR under this Agreement.
ix. Event requiring significant medical intervention ( e.g., emergency medical services, inpatient stay, complications from psychotropic medication regimen, overdose, involuntary psychiatric hold under § 5150).
x. Notice that the District Attorney’s Office will or has filed a criminal charge against participants and their child(ren), if any , served by CONTRACTOR. xi. Notice that the District Attorney’s Office will or has filed a criminal charge against any staff member of CONTRACTOR.
xii. Use of or possession of a weapon by participants and their child(ren), if any, served by CONTRACTOR or by CONTRACTOR’s staff.
xiii. Any phone calls made to 911 or law enforcement.
xiv. Criminal conduct involving CONTRACTOR personnel.
xv. Any other incident outside the realm of normal events that may have an adverse effect on the client, or the integrity and operation of the program. xvi. Any event that has a significant possibility of resulting in a claim or lawsuit against CONTRACTOR that is related to this Agreement.
xvii. Any event that has a possibility of receiving public or media attention.

c. When CONTRACTOR, or an employee or agent of CONTRACTOR, knows or has reason to believe that a critical incident has occurred or may have occurred, CONTRACTOR must notify the COUNTY as soon as possible but no later than twenty-four (24) hours from when the incident occurred. Consistent with federal and state laws and grant requirements, CONTRACTOR must include the following information in all incident reports: name and contact information of the submitting individual; name and email address of the best contact for immediate access to a CONTRACTOR staff member who can answer questions regarding the incident; DRAFT
Exhibit A-1: Program Provisions

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

an indication of whether press coverage is likely; an incident description, including date, time, and location of the incident; the names and job titles of CONTRACTOR personnel involved in the incident; and a description of any action taken in response to the incident.

14. CONTRACT REPRESENTATIVES
a. CONTRACTOR designates Jovan D. Grogan, City Manager, as CONTRACTOR’s representative for the purpose of performing the services as required by this Contract. Unless otherwise indicated in writing, the above-named person has the primary authority and responsibility to carry out this Contract.

b. COUNTY designates the Director of Social Services Agency, or designee, as its representative for the purpose of managing the services performed pursuant to this Contract.

15. NOTICES
All notices prescribed by this Contract will be in writing and deemed effective if sent by certified mail or registered mail and properly deposited with the United States Postal Service, postage prepaid with return receipt requested and addressed as follows:

a. To COUNTY: Social Services Agency
Office of Contracts Management
333 West Julian Street
San Jose, California 95110-2335

b. To CONTRACTOR: City of Santa Clara
Jovan D. Grogan, City Manager
1500 Warburton Avenue
Santa Clara, CA 95050

16. COUNTY’S CONTRACT TRANSITION PROCESS
CONTRACTOR agrees to provide all information deemed necessary by COUNTY for use in subsequent procurement cycles.

DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

CONTRACTOR: City of Santa Clara

PROGRAM NAME: Senior Nutrition Program – Congregate Meals

1. SERVICE DESCRIPTION & EXPECTED OUTCOME
CONTRACTOR will work with the Social Services Agency – Senior Nutrition Program (COUNTY) and other community partners to ensure that the seniors receive nutritious and healthy meals at CONTRACTOR’s nutrition site(s). The Senior Nutrition Program – Congregate Meals provides seniors and older adults of Santa Clara County access to healthy, nutritious meals and the opportunity to socialize, take classes, and access other services. CONTRACTOR will perform services in compliance with the Senior Nutrition Program, Congregate Policy & Procedures Manual, and any updates thereto.

2. PERMITS AND LICENSES
CONTRACTOR will obtain all permits and licenses necessary to the performance of this contract and will assure that its subcontractors obtain the same. The CONTRACTOR will pay all normal fees for permits, licenses, inspections or any other certification or service required in the performance of this contract.

3. ELIGIBLE INDIVIDUALS
Persons who are eligible for meals and services under this contract are those persons who are 60 years of age or older or who are spouses of persons who are 60 years of age or older. Meals may be made available to disabled individuals who have not attained 60 years of age but who reside in housing facilities occupied primarily by the elderly at which congregate nutrition services are provided, or individuals with disabilities who reside at home with and accompany older individuals who are eligible for services. Priority will be given to those older persons in greatest social and economic need with particular attention to seniors who are age 75 or older, low-income, and/or living alone, as defined by the Older Americans Act of 1965.

4. MEALS
a. Meals served by CONTRACTOR must provide at least one-third (1/3rd) of the current recommended dietary allowance specified by the Food and Nutrition Board of the National Academy of Sciences – National Research Council.

b. Menus will be planned by CONTRACTOR in cycles, the minimum period being five (5) weeks. Such menus must be planned in accordance with COUNTY requirements. Such menus will be submitted to COUNTY three (3) weeks prior to initial use. Client facing m enus will be posted in a conspicuous location at the meal site at least one (1) week in advance of use.

c. Table settings will be of reasonable quality. If disposable dinnerware is used, it will be of sturdy quality. CONTRACTOR will only offer single-use items needed to eat or prevent spillage of the ready-to-eat food and will only provide single- use accessories to participants upon request. Samples of single use items are forks, knives, spoons, and sporks. Compostable serve ware is highly encouraged.

DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

5. CONGREGATE MEAL SITES
a. CONTRACTOR will provide congregate meals at the meal site(s) , days, and times indicated in current fiscal year Budget. Notwithstanding, CONTRACTOR may make minor changes to the service days and times listed in current fiscal year Budget with prior written approval of COUNTY.

b. CONTRACTOR may not relocate the meal site or add a meal site without prior notification, inspection, and approval by COUNTY. Relocation or addition of a meal site without the prior approval of the COUNTY may be considered a breach of the provisions of this contract. COUNTY may suspend or withhold payments, or terminate the contract if the relocation affects any of the provisions of the contract including, but not limited to the following:

i. The relocation or addition reduces or terminates the provision of services to seniors in the geographic area served by this contract.

ii. The relocation or addition changes the service area served by this contract.

iii. The relocation or addition does not serve or give priority to older persons in the greatest social or economic need as defined by the Older Americans Act of 1965 as amended.

c. The site must have adequate lighting and ventilation and must meet all applicable health, fire, safety and sanitation regulations. CONTRACTOR must obtain current certificates from appropriate public officials indicating the site is in compliance with health and fire regulations.

d. CONTRACTOR shall ensure that a pleasant dining atmosphere is maintained and that there is adequate space for the equipment of participants, such as canes, crutches and wheelchairs.

e. There will be no architectural barriers which would prevent an eligible individual from having access to the meal site facility.

f. Innovative services may be added to the PROGRAM during the term of this contract, or upon an extension of this contract, upon written approval of the COUNTY.

g. If a site is designated as a catered site in current fiscal year Budget, upon written approval from COUNTY and upon obtaining all required governmental approvals, CONTRACTOR may switch to being a cook on site location. In the event of this switch, CONTRACTOR’s per -meal rate will be changed to the standard cook on site per-meal rate if different than the catered meal rate.

6. NUMBER OF MEALS, SERVING DAYS, AND HOLIDAYS
a. CONTRACTOR will provide the number of meals as specified in current fiscal year Budget. If demand by eligible individuals in the first six (6) months of this DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

Contract does not result in CONTRACTOR providing the average number of meals per day specified in current fiscal year Budget, COUNTY may terminate this Contract. Prior to termination, COUNTY and CONTRACTOR may attempt to renegotiate this Contract to allow CONTRACTOR to reduce the average number of meals to be provided per day. If CONTRACTOR provides additional meals and such additional meals will cause CONTRACTOR to exceed the Maximum Financial Obligation of this Contract, such additional costs will be the sole expense of CONTRACTOR, unless the parties agree and execute a Contract Amendment.

b. CONTRACTOR will be paid for the number of meals provided to eligible participants at a meal site, not the number of meals prepared. COUNTY will not reimburse meals served that do not meet the dietary requirements in Section 4(a).

c. CONTRACTOR must open its Nutrition Site(s) for the number of service days specified in current fiscal year Budget. CONTRACTOR must open its Nutrition Site(s) at minimum the number of serving days indicated each week except for holidays. Should CONTRACTOR close its Nutrition Site(s) due to unforeseen circumstances, CONTRACTOR will notify COUNTY immediately and work collaboratively to reschedule the day(s) that the Nutrition Site(s) was closed.

Should CONTRACTOR close their Nutrition Site(s) due to foreseen circumstances and not be able to reschedule the day(s) of services, CONTRACTOR will not be reimbursed for the number of meals allocated to the serving day(s) that the Nutrition Site(s) was closed.

7. ADVISORY COUNCIL
CONTRACTOR will ensure that an election is held to elect a participant to represent each of its nutrition sites on the countywide program Advisory Council. It will be the responsibility of the program Advisory Council to advise the COUNTY on policy matters relating to the delivery of the congregate nutrition services throughout the COUNTY program area.

8. SUPPORTIVE SERVICES
a. CONTRACTOR will provide supportive services, to the extent that such services are needed and are not already available from third parties and accessible to individuals participating in the Congregate Meals Program.

Supportive services may include:

i. Transportation of eligible individuals to and from congregate meal sites so that nutrition and other services will be accessible to those eligible individuals living within the program area who, because of lack of mobility or physical or mental handicap, would otherwise be unable to participate in the program;

ii. Information and referral services designed to provide eligible individuals with current information of, and referral to, all appropriate services to meet their needs;

DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

iii. Health and welfare counseling services designed to assist eligible individuals in dealing with the problems and stresses that interfere with normal health and social functioning. CONTRACTOR may provide such services through person-to-person assistance from trained counselors or referrals to other resources;

iv. Nutrition education through a formal program of regularly scheduled meetings to make available pertinent facts related to nutritional need;

v. Recreation activities designed to foster the health and social well-being of program participants through social interaction and satisfying use of free time;

vi. Outreach activities to assure maximum participation of hard to reach and other eligible individuals.

b. CONTRACTOR will report the supportive services provided at its meal site(s) to the COUNTY in the format requested by the COUNTY and whether the service is provided by CONTRACTOR or another entity at least annually, or more often, as requested by the COUNTY. COUNTY may request this information from CONTRACTOR up to once per quarter.

9. FOOD INVENTORY
CONTRACTOR will develop a written plan for conducting food inventories. The plan will include the procedures for conducting food inventories, identify persons responsible for conducting the inventory, and set the schedule for completing the inventories. The plan will also include a description of the "First -in-First Out" food rotation system that will be used to ensure stored goods are rotated to prevent deterioration. CONTRACTOR will provide COUNTY with a copy of its food inventory plan and completed food inventories, upon request.

10. PEST CONTROL
CONTRACTOR is required to follow the pest control requirements in the current Senior Nutrition Program, Congregate Policy & Procedures Manual. In addition, if a pest issue is identified, COUNTY reserves the right to require CONTRACTOR to take corrective action to remedy the issue or require any other action from CONTRACTOR necessary to protect the health and welfare of participants.

11. DATA COLLECTION AND PRIVACY
a. At intervals prescribed by the COUNTY and, on forms provided by COUNTY, CONTRACTOR will collect program data and information relating to nutrition risk assessments, registered site participants, meals, use of services and program contributions. CONTRACTOR will also be required to collect program data through the use of electronic collection methods. Such methods may include the use of computers, scanners, or other means. CONTRACTOR must comply with collection requirements as directed by COUNTY.

b. Unless otherwise specified, COUNTY will provide CONTRACTOR with the equipment needed to collect data by electronic means (“Scanning Equipment”).

DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

If COUNTY provides CONTRACTOR with Scanning Equipment, COUNTY will be considered legal owner and Scanning Equipment must be returned to COUNTY immediately upon termination or expiration of this agreement.

c. CONTRACTOR agrees to provide information deemed necessary by COUNTY such as providing SNP a Budget Justification workbook with line- item budget, detailed staffing information, and a list of other agency resources being contributed towards the program.

d. CONTRACTOR must submit a completed and signed Santa Clara Senior Nutrition Program – Monthly Report, New Client Log, Monthly Scanner Data Report for the prior month by the fourth (4th) working day of the current month to their assigned registered dietitian.

e. No later than the second time an eligible participant attends a congregate meal site operated by CONTRACTOR, CONTRACTOR must have the participant complete a registration form with participant’s information. Registration forms must be submitted online to the designated COUNTY staff person on an ongoing basis for new and updated registrations.

f. Quarterly Report. Quarterly Reports with output and outcome data must be turned in with September, December, March, and July invoices. Quarterly Reports must be prepared on the form provided by the COUNTY. Submission of the Quarterly Report is required before the corresponding monthly invoice can be paid.

g. Within 30 days of executing this agreement, and annually thereafter if the term of this agreement is extended, all employees, volunteers, subcontractors, or agents of CONTRACTOR who handle confidential client information, including but not limited to registration forms, must complete the information security and privacy presentation online training provided by the California Department of Aging (currently available at:
https://www.aging.ca.gov/ProgramsProviders/Information_Security_and_Priv acy/Presentation/index.html). Upon completion, evidence must be submitted to COUNTY to provide to Sourcewise.

12. PARTICIPANT CONTRIBUTION PRINCIPLES
a. CONTRACTOR will provide meals to eligible individuals regardless of their ability to contribute for all or part of their meals. Recipients are requested to make a financial contribution to offset the cost of the meals. Suggested contribution for congregate meals is $5.00 per meal. If CONTRACTOR also provides home delivered meals, the suggested contribution is $5.00 per meal.

Contributions are confidential. CONTRACTOR will not disclose records of the amount of contribution received or the name of contributor to third parties without written permission of the contributor. COUNTY has the right to review CONTRACTOR'S contribution records for audit purposes. Payment of the suggested contribution is not a condition for the receipt of meals.

DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

b. CONTRACTOR will submit participant contributions monthly with the monthly reimbursement claims. One hundred percent of these contributions must be submitted to COUNTY.

13. VOLUNTEER, GUEST, AND STAFF MEALS
a. Volunteer Meals: A volunteer under the age of 60 who provides services during meal hours may be offered a meal, if doing so will not deprive an older individual of a meal. Volunteers under age 60 who receive a full meal that meets the requirements in Section 4 must pay a $5.00 fee and the fee must be included with the participant contributions and returned to the COUNTY.

CONTRACTOR must record the number of volunteer meals served.

CONTRACTOR will be reimbursed for volunteer meals provided.

b. Guest Meals: A guest under the age of 60 may be offered a meal during meal hours if doing so will not deprive an older individual of a meal or add to the cost of meals prepared. A guest must pay a fee of at least $9.00 or up to the actual cost of the meal served, as specified in current fiscal year Budget.

CONTRACTOR must record the number of guest meals served and keep guest fees separate from participant contributions. CONTRACTOR may keep guest fees received. The cost of providing guest meals may not be included in the quarterly reconciliation.

c. Staff Meals: Nutrition services staff under the age of 60 may receive a meal if doing so will not deprive an older individual of a meal or add to the cost of meals prepared. CONTRACTOR must record the number of nutrition services staff meals served. The cost of providing staff meals may not be included in the quarterly reconciliation.

14. MANDATORY ATTENDANCE
CONTRACTOR must have a representative attend every required training and meeting offered by the COUNTY that is specific to the Senior Nutrition Program.

15. PURCHASES
COUNTY may require CONTRACTOR, by written notice, to obtain approval of COUNTY for all purchases of food and materials. Approval will not be withheld by COUNTY except for good cause.

16. NON-EXPENDABLE PROPERTY
Any acquisition by CONTRACTOR of non-expendable property with a retail purchase price in excess of five -thousand dollars ($5,000.00), that is required by CONTRACTOR for performance of this Contract, must require prior written approval of COUNTY. COUNTY will be the legal owner of all equipment that is purchased with COUNTY funds. COUNTY may take possession of its equipment if it is not being used primarily for program purposes and will determine disposition of that equipment upon expiration or termination of this contract.

17. COMPETITIVE BID REQUIREMENTS
a. All equipment purchases by the CONTRACTOR exceeding five -thousand dollars ($ 5,000.00) must be procured through a competitive process in DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

compliance with Sourcewise’s bidding procedures unless services or materials can be obtained only from a single source. Any procurement exceeding ten- thousand dollars ($10,000.00) must also comply with the requirements of Office of Management and Budget Circular Uniform Guidance.

b. Unless CONTRACTOR uses the COUNTY’s designated vendor, prior to making any equipment purchase that has a value of five -thousand dollars ($5,000.00) or more, CONTRACTOR will submit to COUNTY evidence that it has received a minimum of three (3) bids for such subcontract and justification for selection of the successful bidder or submit documentation to support the use of the sole supplier. Record shall be maintained by CONTRACTOR showing the parties solicited and the bids submitted.

18. OVERTIME WORK
Overtime work expenditures that are incurred by the CONTRACTOR will not be paid by reducing services or meals under this contract.

19. RESTRICTION OF DISCLOSURES
Any reports, analysis, studies, drawings, information or data generated as a result of this contract are to be provided to COUNTY prior to public dissemination.

20. MEAL VERIFICATION AND ERROR RATES
CONTRACTOR must create and provide accurate electronic and paper documentation for the total number of meals provided and invoiced each month.

Paper d ocumentation of the number of monthly meals provided includes both monthly reports, New Client Logs, Guest and Staff meal logs, and daily sign-in sheet for the meals distributed. Monthly reports are submitted to the COUNTY per section 11(d) above. Sign-in sheets are described in the Senior Nutrition Program policies and procedures manual and must be submitted to COUNTY monthly. Sign-in sheets and New Client Logs are verification of the number of meals included on the monthly reports and the total number of signatures and reported meals must match.

COUNTY will not reimburse for meals reported on the monthly report for which there is no signature on a sign-in sheet or signatures on the new client log.

Electronic documentation is described in section 11(a) above and includes electronic meal data collected through the use of a scanning device or entry into a COUNTY- provided system. Electronic data report may be accepted by COUNTY as back -up documentation for the monthly report in lieu of a sign- in sheet. COUNTY will not reimburse for meals reported on the monthly report for which there is no electronic documentation unless otherwise verified in a manner acceptable to COUNTY, such as with a new client log.

Electronic data also must be reconcilable to Sourcewise’s AssureCare database. If electronic documentation is not reconcilable to Sourcewise’s AssureCare database an error rate is created. If CONTRACTOR’s electronic data exceeds an error rate of 5%, COUNTY may withhold a percentage of CONTRACTOR’s invoice equivalent to the percentage of the error rate exceeding the 5% threshold. For example, if CONTRACTOR has an error rate of 23%, COUNTY may withhold 18% (23% - 5%) DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

of CONTRACTOR’s invoice for that month. However, if Sourcewise reimburses COUNTY for the meals that create this error rate, then the County will not withhold any percentage of CONTRACTOR’s invoice for the error rate but still may withhold payment for the other documentation issues listed in this section.

21. GRIEVANCE POLICY
a. CONTRACTOR must establish a written grievance process for reviewing and attempting to resolve complaints of older individuals receiving services funded by this Contract which complies with Sourcewise’s requirements and the Older Americans Act, Section 315(b)(4). At a minimum, the process shall include all of the following:

i. Time frames within which a complaint will be acted upon.

ii. Written notification to the complainant of the results of the review, including a statement that the complainant may appeal to Sourcewise if dissatisfied with the results of CONTRACTOR’s review.

iii. Confidentiality provisions to protect the complainant’s rights to privacy.

Only information relevant to the complaint may be released to the responding party without the older individual’s consent.

b. CONTRACTOR shall notify older individuals of the grievance process available to them by:

i. Posting notification of the process in visible and accessible areas, such as the bulletin boards in multipurpose senior centers or areas in which there are a substantial number of older adults. For individuals who are non-English speaking, the notification shall also be posted in the primary language of a significant number of older individuals.

ii. Advising homebound older individuals of the process either orally or in writing upon CONTRACTOR’s contact with the individuals.

c. Complaints may involve, but not be limited to, any or all of the following:

i. Amount or duration of a service.

ii. Denial or discontinuance of a service.

iii. Dissatisfaction with the service being provided or with the service provider. If the complaint involves an issue of professional conduct that is under the jurisdiction of another entity, such as the California Medical Board or the State Bar Association, the complainant shall be referred to the proper entity.

iv. Failure of the service provider to comply with any of the requirements set forth in California Department of Aging regulations or in the contract with Sourcewise.

DRAFT
Exhibit B-1: Program Plan & Requirements

First Amendment to the Contract between the County of Santa Clara and City of Santa Clara

d. Nothing in this Grievance policy shall be construed as prohibiting older individuals from seeking other available remedies, such as presenting their complaints at an open meeting of CONTRACTOR’s governing board.

e. Participants shall notify the COUNTY in writing within ten working days after statement has been issued to complainant detailing the complaint, resolution and copy of the statement sent to the complainant. The address for mailing is 353 W. Julian Street, 4th Floor, San Jose, CA 95110.

f. If a participant is dissatisfied with the results of the review, they shall notify Sourcewise in writing within ten working days after statement has been issued to complainant detailing the complaint, resolution and a copy of the statement sent to complainant. The address for mailing is 3100 De La Cruz Boulevard, Suite 310, Santa Clara, CA, 95054.

22. FISCAL YEAR CLOSEOUT SUBMISSION
Due to fiscal reporting deadlines imposed by the California Department of Aging and Sourcewise, CONTRACTOR must submit requested fiscal year- end closeout documents to COUNTY accounting staff by July 3 of current fiscal year.

DRAFT
County of Santa Clara
Social Services Agency
FY 2025-26 Exhibit C-1
Master Budget
Agency Name:

Program:

A
Budget
Per Meal Reimbursement Rate
Contract Total
Annual Units Rate Total
City of Santa Clara
Congregate Meals - Combined Agency Budget
B C D
$151,061.76
20,088 $7.52 $151,061.76
First Amendement to the Contract between the County of Santa Clara and City of Santa Clara Page 1 of 4 DRAFT
County of Santa Clara
Social Services Agency
FY 2025-26 Exhibit C-1
Site 1 - Holidays
Agency Name: City of Santa Clara
Site: Santa Clara Senior Center
A B
Date Holiday Name
07/04/2025 Fourth of July (unpaid)
09/01/2025 Labor Day (unpaid)
09/09/2025 Admission Day (unpaid)
10/13/2025 Indigenous Peoples' Day (unpaid)
11/11/2025 Veteran's Day (unpaid)
11/27/2025 Thanksgiving (unpaid)
11/28/2025 Day After Thanksgiving (unpaid)
12/25/2025 Christmas Day (unpaid)
01/01/2026 New Year's Day (unpaid)
01/19/2026 Martin Luther King Jr. (unpaid)
02/16/2026 President's Day (unpaid)
04/03/2026 Spring Holiday (unpaid)
05/25/2026 Memorial Day (unpaid)
Total Holidays 0
Contractor will close on the following dates for observance of the listed holiday.

First Amendement to the Contract between the County of Santa Clara and City of Santa Clara Page 2 of 4 DRAFT
I
County of Santa Clara
Social Services Agency
FY 2025-26 Exhibit C-1
Site 1 - Service Plan & Budget
Agency Name:

Site:

A
Budget
Per Meal Reimbursement Rate*
Grand Total
Weekly Service Plan Mon Tues Weds Thurs Fri Sat Sun
Service
Days
Service Start 11:00 AM 11:00 AM 11:00 AM 11:00 AM 11:00 AM N/A N/A Service End 12:00 PM 12:00 PM 12:00 PM 12:00 PM 12:00 PM N/A N/A Total Hours 1.00 1.00 1.00 1.00 1.00 N/A N/A 5
Monthly Service Delivery Plan Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Total Possible Serving Days 23 21 22 23 20 23 22 20 22 22 21 22 261 Unpaid Days Off 1 0 2 1 3 1 2 1 0 1 1 0 13
Holidays 0 0 0 0 0 0 0 0 0 0 0 0 0
Actual Serving Days 22 21 20 22 17 22 20 19 22 21 20 22 248 Budgeted Monthly Meals
(Serving Days x # of Daily Meals) 1782 1701 1620 1782 1377 1782 1620 1539 1782 1701 1620 1782 20088 YTD Budgeted Meals** 1782 3483 5103 6885 8262 10044 11664 13203 14985 16686 18306 20088 *Only meals provided to eligible participants which meet dietary requirements will be reimbursed. The maximum number of meals reimbursed by the County will not exceed the YTD number of budgeted meals based on County-approved holiday schedule. Meals provided in a previous month but not reimbursed may be billed in a subsequent month. **Food costs must equal at least 25% less $.25 of the Total Contract Amount. Meals that are unserved will not be reimbursed.

Rate
$7.52
Total Contract
Amount**
$151,061.76
$151,061.76
81 248 20,088
City of Santa Clara
Site Preparation Type
Catered
Santa Clara Senior Center

E FB C D
# of
Daily Meals
# of
Serving Days Annual Units
First Amendement to the Contract between the County of Santa Clara and City of Santa Clara Page 3 of 4 DRAFT
County of Santa Clara
Social Services Agency
FY 2025-26 Exhibit C-1
Site 1 - Staffing
Agency Name: City of Santa Clara
Site: Santa Clara Senior Center
# Staff Job Title Activities Staff Person Will Perform
1 Nutrition Meal Server
Maintains safe and sanitary procedures according to the nutritional standards and policies in all areas of food service; cleans equipment and work area; assists site manager in checking the delivery of catered food; serves the prescribed portions for each meal; prepares beverages as necessary; stores kitchen supplies and supervises return of caterer's equipment; keeps record of usage of supplies and notifies Site Manager when inventory is low; performs related tasks as necessary.
2 Nutrition Site Manager
Supervises nutrition staff and volunteers in the performance of their duties; establishes and maintains procedures which adhere to policies and standards of the City of Santa Clara, the Project Council and the County which reflect the intent of the program; orders meals and necessary supplies; assists participants with transportation needs; keeps all necessary records; collects and deposits money received from client contributions; works with Senior Center personnel to coordinate services for clients; maintains high standards of sanitation and safety in the work place; supervises the collection of client contributions in an atmosphere free from embarrassment and harassment; confers with caterers and the County Nutritionist in the delivery of meals of basic nutritional value; performs related tasks as necessary.
3 Volunteer
Assists with dining room set up and clean up; assists with meal service and delivery; assists with preparing and serving catered meals; other duties as assigned.

Provide the following information for each staff member who would be assigned to fulfill the terms of contract.

First Amendement to the Contract between the County of Santa Clara and City of Santa Clara Page 4 of 4 DRAFT
Santa Clara County
Social Services Agency
FY 2025-26 Exhibit D-1: Logic Model
Logic Model - Agency Name: City of Santa Clara
A. Contract Goal:

B. Situation C. Activities/Services
D1. # of
unduplicated
clients/families
served per FY
D2. # of
Outputs
per FY
D3. Output E. Short/Long Term
Outcome Measures
By June 30, 2026, the City of Santa
Clara will have provided 20,088
meals during 248 lunch meal service
days to at least 300 unduplicated
seniors, age 60+.
300 20,088 Meals
Provide quarterly entertainment to
meal site participants to encourage
diversity and inclusion.
300 4 Entertainment
Provide quarterly presentations to
meal site participants on topics such
as nutrition, exercise, and
socialization.
300 4 Presentations
SNP - Congregate Meals
Provide nutritious meals, opportunities to socialize, transportation, and resources to older adults across Santa Clara County.

Lack of food access,
financial instability, and
social isolation are
pervasive issues among the
older adult community. In
order to meet the needs of
this community services
need to include ethnically
diverse cuisine served in
locations in proximity to low-
income neighborhoods,
innovative service models
that bring the food to the
people, transportation
options, and additional
safety net resources. These
services are a vital
component to keeping
people healthy and living
independently.

By June 30, 2026, at least 75% of eligible older adult
congregate meal participants will have participated in at least one other service offered at the meal site.

First Amendment for the Contract between the County of Santa Clara Social Services Agency and City of Santa Clara Page 4 of 4 DRAFT
I
Agency Name: City of Santa Clara
Program: SNP Congregate Meals
A B C
Source of Funds FY25 Amount % of Total
Santa Clara County Senior Nutrition
Program (This Contract) 151,061.76$ 75.38% Volunteer Hours $41,634.00 20.78%

0.00%

0.00%
Agency General Fund $7,702.00 3.84%

0.00%

0.00%

0.00%
Total Program Cost 200,397.76$ 100.00% Total Per Meal Match
$2.46
Commitment Code
1 2
3 4
5 $7.52
Resources Provided by County
Resources Provided by Agency (
Match)
In-Kind Resources
Cash Resources
SCC Rate
* Volunteer Hours are valued by the County as: Living Wage * Hours Per Day * Serving Days Firm Commitment-Already have an agreement or letter confirming funding Anticipated Renewal of Existing Funding-Continuation of current year funding Anticipated Resource-Projection of previous fees or donations Application Pending-Application has been submitted, no confirmation at this time Pre-Application-Not yet submitted
I
D
Commitment Code
1 3
1 Actual Meal Cost
(Match + SCC Rate)
$9.98
Firm Commitment-Already have an agreement or letter confirming funding Anticipated Renewal of Existing Funding-Continuation of current year funding Application Pending-Application has been submitted, no confirmation at this time I
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
26-1647 Agenda Date: 1/13/2026

REPORT TO COUNCIL

SUBJECT
Action on Annual Appointment of Vice Mayor and Chaplain

BACKGROUND
At the beginning of each calendar year, the City Council appoints a member of the City Council into the positions of Vice Mayor and Chaplain to serve for approximately one year until a successor Vice Mayor and successor Chaplain are appointed the following year.

On June 9, 1998, the City Council adopted Resolution No. 6442, which established, pursuant to Section 705 of the City Charter, a procedure for selection of Vice Mayor and selection of Chaplain of the City Council. On January 15, 2019, the City Council adopted Resolution No. 19-8650 to repeal and replace Resolution No. 6442, establishing, pursuant to Section 705 of the City Charter, a procedure for selection of Vice Mayor and selection of Chaplain of the City Council (Attachment 1).

Resolution 19-8650 includes the following procedure for selection of a Vice Mayor and selection of a Chaplain:
1) In January of each year, the City Council shall select a Vice Mayor and a Chaplain by majority vote of a quorum of the City Council.
2) The Vice Mayor and Chaplain shall commence service immediately upon selection and shall serve for approximately one (1) year until the next Vice Mayor and Chaplain are appointed, provided that such service shall be at the pleasure of the City Council. by a majority vote of a quorum of the City Council.
3) The Vice Mayor shall be the Councilmember with the highest seniority in consecutive years on the City Council and who has not previously served as Vice Mayor. 4) The most recent outgoing Vice Mayor will serve as Chaplain. 5) If two or more Councilmembers have the same seniority in number of consecutive years served on the City Council, the Vice Mayor selected will be the Councilmember who received the most votes in the most recent applicable council election. 6) No Councilmember shall serve more than once as Vice Mayor unless all Councilmembers, expressly including those joining the Council from a later election, have had an opportunity to serve in that position.
7) A Councilmember may choose to not serve as Vice Mayor or exchange such service opportunity. Councilmembers may exchange places in the Vice Mayor rotation (i.e., allow another member to take his/her position in the rotation) if a majority of a Council quorum votes to approve the request.
8) The Chaplain will be selected in January of each year by majority vote of a quorum of the City Council. The Chaplain will be the most recent outgoing Vice Mayor.

City of Santa Clara Printed on 1/9/2026Page 1 of 3
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26-1647 Agenda Date: 1/13/2026

DISCUSSION
Appointment of Vice Mayor
The City Charter Section 705 provides that the City Council will designate one of its members as Vice Mayor to perform the duties of the Mayor during the Mayor’s absence or disability.

The table below lists the City Councilmembers who have served as Vice Mayor since 2019.

Vice Mayor Calendar Year
Patricia M. Mahan 2019
Karen Hardy 2020
Raj Chahal 2021
Sudhanshu “Suds” Jain 2022
Kevin Park 2023
Anthony Becker 2024
Kelly Cox 2025
Resolution No. 19-8650 states the following:
· No Councilmember shall serve more than once as Vice Mayor unless all City Councilmembers, expressly including those joining the Council from a later election year, have had an opportunity to serve in that position.
· If two or more Councilmembers have the same seniority in number of consecutive years served on the City Council, the Vice Mayor selected will be the Councilmember who received the most votes in the most recent applicable council election.

Based on the current City Council, Councilmember Albert Gonzalez is the only Councilmember who has not served in the position of Vice Mayor.

Based on the process outlined in Resolution 19-8650, City Councilmember Albert Gonzalez would be considered for the position of Vice Mayor until the appointment of a successor Vice Mayor in January 2027.

Appointment of Chaplain
As outlined in Resolution No. 19-8650, the selection process states the Chaplain will be selected in January of each year by majority vote of a quorum of the City Council. The Chaplain will be the most recent outgoing Vice Mayor.

The table below lists the City Councilmembers who have served as Chaplain since 2019.

ChaplainCalendar Year
Kathy Watanabe 2019
Patricia Mahan 2020
Karen Hardy 2021
Raj Chahal 2022
Suds Jain 2023
Kevin Park 2024
Karen Hardy 2025
City of Santa Clara Printed on 1/9/2026Page 2 of 3
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26-1647 Agenda Date: 1/13/2026
ChaplainCalendar Year
Kathy Watanabe 2019
Patricia Mahan 2020
Karen Hardy 2021
Raj Chahal 2022
Suds Jain 2023
Kevin Park 2024
Karen Hardy 2025
Resolution No. 19-8650 states the following:
· The Chaplain will be selected in January of each year by majority vote of a quorum of the City Council. The Chaplain will be the most recent outgoing Vice Mayor.

Based on the process outlined in Resolution 19-8650, City Councilmember Kelly G. Cox would be considered for the position of Chaplain until the appointment of a successor Chaplain in January 2027.

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
There is no fiscal impact to the City other than staff time.

COORDINATION
This report was coordinated with the City Attorney’s Office and the City Manager’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 Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Appoint Councilmember Albert Gonzalez as Vice Mayor for approximately one year until the appointment of a successor Vice Mayor in January 2027; and

2. Appoint the Councilmember Kelly G. Cox to serve as Chaplain for approximately one year until the appointment of a successor Chaplain in January 2027.

Reviewed by: Aimee Escobar, Management Analyst, City Manager’s Office Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Resolution No. 19-8650
City of Santa Clara Printed on 1/9/2026Page 3 of 3
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RESOLUTION NO. 19-8650

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA
REPEALING AND REPLACING RESOLUTION NO. 6442 FOR
ESTABLISHING, PURSUANT TO SECTION 705 OF THE CITY

CHARTER, A PROCEDURE FOR SELECTION OF VICE MAYOR

AND SELECTION OF CHAPLAIN OF THE CITY COUNCIL
BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, Section 705 of the City Charter provides that the City Council will designate one of its members as Vice Mayor to perform the duties of the Mayor during the Mayor's absence or disability;
WHEREAS, on June 9, 1998, the City Council adopted Resolution No. 6442, which established, pursuant to Section 705 of the City Charter, a procedure for selection of Vice Mayor and selection of Chaplain of the City Council;
WHEREAS, this Resolution will replace Resolution No. 6442 and establish an amended procedure for the selection of Vice Mayor and Chaplain of the Santa Clara City Council; and WHEREAS, the goal of this policy is to provide for an orderly progression for the opportunity to serve in the Vice Mayor and Chaplain positions with the objective to give every elected Councilmembers the opportunity to serve as Vice Mayor.

NOW THEREFORE, BE IT FURTHER RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That Resolution No. 6442, attached hereto as Attachment 1, is hereby repealed in its entirety.

2. In January of each year, the City Council shall select a Vice Mayor and a Chaplain by majority vote of a quorum of the City Council.

3. The Vice Mayor and Chaplain shall commence service immediately upon selection and shall serve for approximately one (1) year until the next Vice Mayor and Chaplain are appointed, provided that such service shall be at the pleasure of the City Council.

Resolution/Repeal and Replace Resolution No. 6442
Rev: 12/14/2018

4. The Vice Mayor, after adoption of this Resolution, shall be the City Councilmember with (a) the highest seniority in consecutive years on the Council and (2) who has not previously served as Vice Mayor.

5. If two or more Councilmembers have the same seniority in number of consecu_tive years served on the City Council, the Vice Mayor selected will be the Councilmember who received the most votes in the most recent applicable council election.

6. No Councilmember shall serve more than once as Vice Mayor unless all Councilmembers, expressly including those joining the Council from a later election, have had an opportunity to serve in that position.

7. A Councilmember may choose to not serve as Vice Mayor or exchange such service opportunity. Councilmembers may exchange places in the Vice Mayor rotation (i.e., allow another member to take his/her position in the rotation) if a majority of a Council quorum votes to approve the request.

8. The Chaplain will be selected in January of each year by majority vote of a quorum of the City Council. The Chaplain will be the most recent outgoing Vice Mayor.

9. Effective date. This resolution shall become effective immediately.

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE 15TH DAY OF JANUARY, 2019, BY THE FOLLOWING VOTE :

AYES: COUNCILORS :

NOES : COUNCILORS :

ABSENT: COUNCILORS :

ABSTAINED : COUNCILORS :

Attachments incorporated by reference:

1. Resolution No. 6442
Resolution/Repeal and Replace Resolution No. 6442
Rev: 12/14/2018
Chahal , Davis, Hardy, Mahan, O'Neill, and
Watanabe and Mayor Gillmor
None
None
None ~
ATTEST: ~ lp
_ ......._.N"""'o"""R'-'A-P-"-1M'-=E=N-"--'F-r-L_,_, _M_M_c __ _

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

RESOLUTION NO. 6442

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

SANTA CLARA, CALIFORNIA ESTABLISHING, PURSUANT
TO SECTION 705 OF THE CITY CHARTER, A PROCEDURE

FOR SELECTION OF MAYOR PRO TEMPORE AND

SELECTION OF A CHAPLAIN OF THE CITY COUNCIL

BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA CLARA, CALIFORNIA, as follows:

WHEREAS, Section 705 of the City Charter provides that the City Council will designate one of its members as Mayor Pro Tempore to perform the duties of the Mayor during the Mayor's absence or disability; arid
WHEREAS, this Resolution establishes a procedure for the selection of Mayor Pro Tempore and Chaplain of the Santa Clara City Council; and
WHEREAS, the goal of this policy is to provide for an orderly progression for the opportunity to serve in the Mayor Pro Tempore and Chaplain positions with the objective to give every elected Council member the opportunity to serve as Mayor Pro Tempore. This policy is based on the existing Council s~niority policy for City representation at special events, when the Mayor is not available to represent the City. This policy also acknowledges voter's input during the election process.

NOW, THEREFORE, BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF SANTA CLARA, CALIFORNIA, as follows:
(1) In December of each year, the City Council shall select a Mayor Pro Tempore and a Chaplain by majority vote of a quornm of the City Council.
(2) The Mayor Pro Tempore and Chaplain shall commence service on the immediately following January 1st and shall serve for a one ( 1) year term, provided that such service shall be at the pleasure of the City Council.
(3) The first Mayor Pro Tempore, after adoption of this Resolution, shall be the City Council member with (a) the highest seniority in consecutive years on the Council and (2) who has not previously Resolution/Selecting Mayor Pro Tempore and Chaplain Page I of2 served as Mayor Pro Tempore.
(4) If two or more Council members have the same seniority in number of consecutive years served on the City Council, the Mayor Pro Tempore selected will be the Council member who received the most votes in the most recent applicable council election. (5) The order ofrotation for appointment of subsequent Mayors Pro Tempore shall be determined by seniority and election vote result as stated above.
(6) No Council member shall serve more than once as Mayor Pro Tempore unless all Council members, expressly including those joining the Council from a later election, have had an opportunity to serve in that position.
(7) A Council member may choose to not serve as Mayor Pro Tempore or exchange such service opportunity. Council members may exchange places in the Mayor Pro Tempore rotation (i.e., allow another member to take his/her position in the rotation) ifa majority ofa Council quonnn votes to approve the request.
(8) TI1e Chaplain will be selected in December of each year by majority vote of a quorum of the City Council. The Chaplain will be the most recent outgoing Mayor Pro Tempore.

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE 9thDAY OF JUNE, 1998, BY THB FOLLOWING VOTE:

AYES: COUNCILORS: Arno, Diridon, Gillmor, Mahan, Mclemore, Parle and Mayor Nadler
NOES: COUNCILORS: None
ABSENT: COUNCILORS: None
ABSTAINED: COUNCILORS: None
I:WOL2\DATA\WP\RESOLUTI\MA YORPR3.TEM
Resolution/Selecting Mayor Pro Tempore and Chaplain
ATTEST:

J.~ CIGNONE
CI YCLERK.

CITY OF SANTA CLARA

City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
26-1652 Agenda Date: 1/13/2026

REPORT TO COUNCIL

SUBJECT
Action on Appointments to City Committees and Outside Agency Committees for the 2026 Calendar Year

BACKGROUND
On an annual basis, the City compiles a list of appointments of City Councilmembers to serve on City Committees and other regional outside agency Committees for review and consideration by the City Council. The Mayor routinely proposes recommendations for the appointments of City Councilmembers to serve as members or alternate members on the various City Committees and outside agency Committees.

The recommendations for appointments are reviewed and approved by the City Council. The final proposed recommendations for outside agencies will be provided to agency and staff liaisons for those committees to be implemented in accordance with their appointment processes.

DISCUSSION
Staff is presenting Mayor Lisa Gillmor’s proposed recommendations for appointments to the 2026 City Committees and Outside Agency Committees for City Council review (Attachment 1).

For 2026, Mayor Lisa Gillmor has proposed maintaining the same City Committee and Outside Agency appointments as in 2025, with the exception of the recommended changes identified in bold below:

City Committees
· American with Disabilities Act (ADA) Committee
o Appoint Councilmember Raj Chahal as Chair
o Appoint as Councilmember Kevin Park as Alternate
· Audit Committee
o Appoint Councilmember Albert Gonzalez as Chair
o Appoint Councilmember Karen Hardy as Member
o Appoint Councilmember Kevin Park as Member
o Appoint Councilmember Raj Chahal as Alternate
· Bicycle and Pedestrian Advisory Committee (BPAC)
o Appoint Councilmember Karen Hardy as Chair
o Appoint Councilmember Suds Jain as Alternate
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26-1652 Agenda Date: 1/13/2026
· Economic Development & Marketing Committee (Ad Hoc)
o Appoint Mayor Lisa M. Gillmor as Chair
o Appoint Councilmember Kelly G. Cox as Member
o Appoint Councilmember Albert Gonzalez as Member
o Appoint Councilmember Karen Hardy as Alternate
· Governance and Ethics Committee
o Appoint Councilmember Suds Jain as Chair
o Appoint Councilmember Kevin Park as Member
o Appoint Councilmember Raj Chahal as Member
o Appoint Councilmember Kelly G. Cox as Alternate
· Stadium Neighborhood Relations Ad Hoc Subcommittee
o Appoint Councilmember Albert Gonzalez as Chair*
o Appoint Councilmember Karen Hardy as Member
o Appoint Councilmember Suds Jain as Member
o Appoint Councilmember Raj Chahal as Alternate
*Councilmember Albert Gonzalez was elected as Chair at the December 15, 2025, Stadium Neighborhood Relations Ad Hoc Subcommittee Meeting.

Outside Agency Committees
· Association of Bay Area Governments (ABAG) (General Assembly) o Appoint Councilmember Kevin Park as Member
o Appoint Councilmember Albert Gonzalez as Alternate
· Bay Area Water Supply and Conservation Agency (BAWSCA) o Appoint Councilmember Karen Hardy as Member (Continues 4-year term ending June 30, 2027)
· Caltrain Modernization Local Policymaker Group (CalMod) o Appoint Councilmember Raj Chahal as Member
o Appoint Councilmember Suds Jain as Alternate
· Cities Association of Santa Clara County Board of Directors o Appoint Councilmember Kelly G. Cox as Member
o Appoint Mayor Lisa M. Gillmor as Alternate
· Cities Association of Santa Clara County City Selection Committee o Appoint Mayor Lisa M. Gillmor as Member
· Cities Association of Santa Clara County Legislative Action Committee o Appoint Councilmember Kelly G. Cox as Member
o Appoint Councilmember Suds Jain as Alternate
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26-1652 Agenda Date: 1/13/2026
· City / Mission College Liaison Committee
o Appoint Councilmember Raj Chahal as Chair
o Appoint Councilmember Albert Gonzalez as Member
o Appoint Councilmember Karen Hardy as Member
o Appoint Councilmember Kevin Park as Alternate
· City / Santa Clara Unified School District (SCUSD) School Liaison Committee o Appoint Councilmember Albert Gonzalez as Chair
o Appoint Councilmember Raj Chahal as Member
o Appoint Mayor Lisa M. Gillmor as Member
o Appoint Councilmember Suds Jain as Alternate
· Grand Boulevard Initiative Task Force / El Camino Real o Appoint Councilmember Raj Chahal as Member
o Appoint Councilmember Suds Jain as Alternate
· Human Trafficking Commission
o Appoint Mayor Lisa M. Gillmor as Member
o Appoint Councilmember Kevin Park as Alternate
· Joint Recycled Water Policy Advisory Committee
o Appoint Councilmember Karen Hardy as Member
o Appoint Councilmember Albert Gonzalez as Alternate
· League of California Cities - Peninsula Division
o Appoint Councilmember Kevin Park as Member
o Appoint Councilmember Suds Jain as Alternate
· Neighborhood University Relations Committee (NURC):
o Appoint Councilmember Suds Jain as Chair
o Appoint Councilmember Raj Chahal as Member
o Appoint Councilmember Kevin Park as Member
o Appoint Councilmember Albert Gonzalez as Alternate
· Northern California Power Agency (NCPA)
o Appoint Councilmember Suds Jain as Member
o Appoint Councilmember Karen Hardy as Alternate
· Police Activities League (PAL)
o Appoint Councilmember Kelly G. Cox as Member
o Appoint Mayor Lisa M. Gillmor as Alternate
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26-1652 Agenda Date: 1/13/2026
· Recycling and Waste Reduction Commission of Santa Clara County (RWRC) o Appoint Councilmember Albert Gonzalez as Member (Note: Central County appointee alternates with Santa Clara and Milpitas)
· San Francisco Bay Area Regional Water System Financing Authority o Appoint Councilmember Karen Hardy as Member
· San Jose/Santa Clara Clean Water Financing Authority
o Appoint Councilmember Kevin Park as Member
o Appoint Councilmember Suds Jain as Member
o Appoint Councilmember Karen Hardy as Alternate
· San Jose/Santa Clara Treatment Plant Advisory Committee (TPAC) o Appoint Councilmember Karen Hardy as Member
o Appoint Councilmember Albert Gonzales as Member
o Appoint Mayor Lisa M. Gillmor as Alternate
· Santa Clara County Expressway Plan 2040 Policy Advisory Board (PAB) o Appoint Councilmember Karen Hardy as Member
o Appoint Councilmember Kevin Park as Alternate
· Santa Clara Sister Cities Association
o Appoint Councilmember Kevin Park as Member
o Appoint Councilmember Raj Chahal as Alternate
· Santa Clara Valley Transportation Authority (SCVTA) Board of Directors o Appoint Councilmember Suds Jain as Member
· Santa Clara Valley Transportation Authority (SCVTA) Policy Advisory Committee (PAC) o Appoint Councilmember Raj Chahal as Member
o Appoint Councilmember Kevin Park as Alternate
· Santa Clara Valley Water Commission (SCVW)
o Appoint Councilmember Karen Hardy as Member
o Appoint Councilmember Suds Jain as Alternate
· Silicon Valley Animal Control Authority (SVACA)
o Appoint Councilmember Raj Chahal as Member
o Appoint Councilmember Kelly G. Cox as Alternate
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26-1652 Agenda Date: 1/13/2026
· Silicon Valley Regional Interoperability Authority (SVRIA) Board of Directors o Appoint Councilmember Karen Hardy as Member (Note: Santa Clara alternates primary o member position with Sunnyvale and Milpitas)
· Stevens Creek Corridor Steering Committee
o Appoint Councilmember Kelly G. Cox as Member
· Triton Museum of Art Liaison Committee
o Appoint Councilmember Kevin Park as Member
o Appoint Councilmember Raj Chahal as Alternate
As part of the recommendations for appointments, Mayor Lisa Gillmor requested to include a summary of the total appointments proposed for each member of City Council based on the 2026 recommendations. Below is a summary of the total assignments for each City Councilmember:
· Mayor Lisa Gillmor:
7 total Committee assignments
(includes a Cities Association Selection Committee and Human Trafficking Commission that mandates that the member shall be the Mayor)
3 total Alternate Committee assignments
· Councilmember Albert Gonzalez:
10 total Committee assignments
3 total Alternate Committee assignments
· Councilmember Raj Chahal:
12 total Committee assignments
4 total Alternate Committee assignments
· Councilmember Karen Hardy:
14 total Committee assignments
3 total Alternate Committee assignments
· Councilmember Kevin Park:
13 total Committee assignments
5 total Alternate Committee assignments
· Councilmember Suds Jain:
13 total Committee assignments
7 total Alternate assignments
· Councilmember Kelly G. Cox:
6 total Committee assignments
2 Alternate Committee assignments

ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of a California Environmental Quality Act ("CEQA") pursuant to the 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.

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26-1652 Agenda Date: 1/13/2026

FISCAL IMPACT
There is no fiscal impact to the City other than staff time.

COORDINATION
This report has been coordinated by the City Manager’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 Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Approve the Recommendations for Appointments to the 2026 City Committees and Outside Agency Committees as presented, subject to any amendments Council may propose and approve.

Reviewed by: Aimee Escobar, Management Analyst, City Manager’s Office Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Proposed 2026 City Committees and Outside Agency Committee List City of Santa Clara Printed on 1/9/2026Page 6 of 6
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PROPOSED RECOMMENDATIONS
2026 City Council Appointments to City Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Members Staff Liaison Americans with
Disabilities Act
(ADA) Committee
Meets on call TBD

City of Santa Clara
1500 Warburton
Ave., Santa Clara
Raj Chahal (Chair) Kevin Park Director of Public
Works, City Attorney
Kelly Conoscenti, Dept. of
Public Works
kconoscenti@
santaclaraca.gov
(408) 615-3000
Established on September 29, 1992, to review accessibility issues, the Committee includes individuals and representatives from community organizations such as VIA Rehabilitation, Hearing Loss Association of America, and Silicon Valley Independent Living Center.

Audit Committee Meets on call TBD

City of Santa Clara
1500 Warburton
Ave., Santa Clara
Albert Gonzalez (Chair)
Karen Hardy
Raj Chahal

Kevin Park
City Manager,
Director of Finance,
City Auditor, City
Attorney
Marissa Perez, Finance
[email protected]
(408) 615-2341
Reviews the annual independent audits, Comprehensive Annual Financial Report, Single Audit Report, Electric Utility Financial Statements, Stadium Authority Financial Statements, and City Auditor’s Annual Report. In addition, the Committee reviews a variety of City and Stadium Authority audits and reports as described in the City Author's Workplan, as well as the Workplan itself. Meetings are attended with the independent auditor.

Bicycle
Pedestrian
Advisory
Committee
(BPAC)
Meets on the
fourth Monday
of January,
March, June,
August, and
October
4:00 p.m. City of Santa Clara
1500 Warburton
Ave., Santa Clara
Karen Hardy (Chair) Suds Jain
Director of Public
Works, Traffic
Engineer, Police
Department Traffic
Sergeant, City
Attorney
Michael Liw
[email protected]
(408) 615-3024
Originally established on May 14, 1991, the Committee was established to explore developing safe bicycle lanes and routes on City streets. The Committee name and duties were revised in March 25, 2014 to include pedestrian aspects and to provide input on non- engineering activities to increase pedestrian and bicycle usage in the City.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to City Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Members Staff Liaison Economic
Development and
Marketing
Committee (Ad
Hoc)
Meets at least
quarterly as a
Non-Brown Act
body
TBD TBD Lisa Gillmor (Chair)
Kelly G. Cox
Albert Gonzalez

Karen Hardy
City Manager,
Assistant City
Manager, Director of
Economic
Development and
Sustainability, City
Attorney
Reena Brilliot
City Manager’s Office

The Economic Development and Marketing Committee (Ad Hoc) will be limited in duration, and following 2025, the City Council will assess the continuation or adjustments to the Committee. The Economic Development and Marketing Committee (Ad Hoc) Committee focus will be on establishment of Economic Development Programs and Economic Development Impact/Opportunities Related to 2026 Major Events.

Stadium
Neighborhood
Relations Ad Hoc
Subcommittee
Scheduled to
be determined.

TBD TBD Albert Gonzalez (Chair)
Karen Hardy
Suds Jain

Raj Chahal
City Manager,
Assistant City
Manager, Director of
Economic
Development and
Sustainability
Aimée Escobar
City Manager’s Office
The Stadium Neighborhood Relations Ad Hoc Subcommittee will address a broad range of stadium- related topics, including both major and regularly scheduled events that affect nearby neighborhoods. Its scope includes identifying and discussing community concerns such as traffic management, parking, noise levels, rideshare zones, public benefits, and quality-of-life issues. The committee will also gather input on existing communication and outreach methods among the City, Stadium, and residents, and propose recommendations to improve transparency, responsiveness, and coordination moving forward.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to City Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Governance and
Ethics Committee
Meets on the
first Monday of
March, June,
September,
and December
TBD City Hall Council
Chambers: 1500
Warburton Ave.,
Santa Clara
Suds Jain (Chair)
Raj Chahal
Kevin Park

Kelly G. Cox

City Manager, City
Attorney, City Clerk
Maria Le
City Manager’s Office
The Governance and Ethics Committee was established by Council action on February 5, 2019, to consolidate the Governance Committee, Ethics Committee, and the Facilities Naming and Honorary Recognition Ad Hoc Committee. The Committee focuses on the refinement or establishment of poli cies and procedures regarding City Council operations and general good government practices, as well as the further implementation of the City’s Code of Ethics & Values program. This Committee is also responsible for reviewing requests for facility naming and honorary recognitions.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Association of Bay Area
Governments (ABAG)
(General Assembly)
Meetings
held once a
year
From approx.
9:00 a.m. to
3:00 p.m.

Locations
alternate
Kevin Park Albert
Gonzalez
Director of
Community
Development
Frank Castro, ABAG
[email protected]
(415) 820-7913
Established in 1961 to protect local control, planning for the future, and promoting cooperation in area-wide issues. ABAG’s General Assembly, which meets at least once a year as part of the GA Conference, determines policy and adopts the annual budget and work program. In addition, the GA reviews policy recommendations from the ABAG Executive Board, establishes annual membership fees, and reviews the bylaws of the ABAG Association. No stipend for attendee.

Bay Area Water Supply
and Conservation Agency
(BAWSCA)
Meetings
held every
odd month on
the third
Thurs. of the
month
6:30 p.m. Locations may
rotate central
to the three-
county district
Karen Hardy N/A Director of
Water and
Sewer Utilities
Nicole Sandkulla, BAWSCA
Lourdes Enriquez, BAWSCA
[email protected]
(650) 349-3000
Established in 2003 to allow the City to have a greater voice in planning and funding of improvements in the Hetch- Hetchy regional water supply system. The BAWSCA term is a four-year (and has only one representative (no alternate). $100 stipend for meeting attendance. The appointment of Councilmember Karen Hardy is for a four- year term which began on July 1, 2023 and ends on June 30, 2027.

Caltrain Modernization
Local Policymaker Group
Meets
monthly on
the fourth
Thursday;
except in
December,
meets on the
third
Thursday
5:30 p.m.-
7:30 p.m.

Via Zoom or
additional
location, if
any, TBD
Raj Chahal Suds Jain Director of
Public Works
(advisor only,
does not attend
meetings)
[email protected]
(650) 730-6172
Established by Caltrain Joint Powers Board for Caltrain modernization/electrification. Members represent cities along the Cal train corridor. No stipend for attendee.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Cities Association of
Santa Clara County

Board of Directors
Meets 2nd
Thurs. of the
month,
except July
7:00 p.m. Sunnyvale City
Hall: 456 West
Olive Avenue,
Sunnyvale
Kelly G. Cox Lisa
Gillmor
City Manager
or Assistant
City Manager
Shali Sirkay, Cities Association
[email protected]
Phone: (408) 455-4154
No stipend for attendee. City Council appoints one council member and one alternate. For more information, see Association Bylaws, Art, III, Section 1 and 2.

Cities Association of
Santa Clara County

City Selection Committee
Meets on call 6:45 p.m.
(Immediately
before Board
of Directors
meeting)
Sunnyvale City
Hall: 456 West
Olive Avenue,
Sunnyvale
Lisa M. Gillmor Designee
as need
N/A
Shali Sirkay, Cities Association
[email protected]
Phone: (408) 455-4154
Established to promote cooperation among the fifteen cities of Santa Clara County and to promote legislative action that will affect local control. The membership of the City Selection Committee shall be the Mayor or the Mayor’s designee. Governed by the requirements of Government Code sections 50270-50279.4.

Cities Association of
Santa Clara County

Legislative Action
Committee
Meets on call 6:45 p.m.
(Immediately
before Board
of Directors
meeting)
Sunnyvale City
Hall: 456 West
Olive Avenue,
Sunnyvale
Kelly G. Cox Suds Jain N/A
Shali Sirkay, Cities Association
[email protected]
Phone: (408) 455-4154
The representative shall be a City Councilmember or the Mayor. Each city shall also appoint an alternate to serve on the Committee in the absence of the representative.

The alternate may be a City Councilmember or the Mayor. For more information, see Associati on Bylaws, Art, VI, Section 1 (b).

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact City/Mission College
Liaison Committee
Meets on call
twice a year
TBD Alternates
between
Santa Clara
City Hall and
Mission
College

Raj Chahal
(Chair)
Albert Gonzalez
Karen Hardy

Kevin
Park
Assistant City
Manager

Aimée Escobar
City Manager’s Office
Mission College Office of the
President

Establishes ongoing communication and review of joint programs with Mission College. The Mission College President and two board members participate on the Committee. No stipend for attendee.

City/School Liaison
Committee (Santa Clara
Unified School District):

Meets first
Wednesday
every other
month
beginning
January
11:45 a.m. Alternates
between
Santa Clara
City Hall and
Santa Clara
Unified School
District
Albert Gonzalez
(Chair)
Raj Chahal
Lisa M. Gillmor

Suds Jain Assistant City
Manager,
Director of
Parks and
Recreation,
Chief of Police

Aimée Escobar
City Manager’s Office

Jean Burrell, SCUSD
Superintendent’s Office
(408) 423-2006
Establishes ongoing communication and coordination of joint projects/programs between City officials and Santa Clara Unified School District (SCUSD) officials. The SCUSD School Board representatives and School Superintendent are members of the Committee. No stipend for attendee.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Grand Boulevard Initiative
Task Force/El Camino
Real
In lieu of
regular
meetings,
there will be
annual
convening(s)
on specific
topics
TBD Locations
alternate
Raj Chahal Suds Jain Director of
Community
Development
Dave Pape, SamTrans
Phone: (650) 508-6210
The Grand Boulevard Initiative is a collaboration of 19 cities, counties, local and regional agencies united to improve the p erformance, safety and aesthetics of El Camino Real. Joint Venture Silicon Valley Network/Peninsula Policy Partnership formed the Task Force for the purpose of looking for ways to raise the status of El Camino Real to a world-class boulevard with special attention to the aesthetic, safety, and interjurisdictional issues. No stipend for attendee.

Human Trafficking
Commission
Meetings
held once per
year,
generally at
the end of the
year
(November)
1:00 p.m. Board of
Supervisors’
Chambers,
County
Government
Center: 70
West Hedding
Street, San
Jose
Lisa Gillmor Kevin
Park
Chief of Police

County of Santa Clara
Office of Supervisor Betty Duong
District 2
Khánh-Ly Võ, Board Aide
(Pronouns: She, Her, and Hers)
70 West Hedding Street, San Jose,
CA 95110
Phone: 408-299-5020
[email protected]
The Human Trafficking Commission was established on April 29, 2014 to investigate the nature and scope of human trafficking i n the County, including both labor and sex trafficking; identify model victim-centered policies, services, and preventative measures to address this issue; make legislative and policy recommendations to the Santa Clara County Board of Supervisors; support the apprehension and prosecution of traffickers; and collaborate with partners regionally, nationally, and internationally to share information and strategies for ending human trafficking. No stipend for attendee.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Joint Recycled Water
Policy Advisory
Committee
Meets third
Thursday in
April and as
needed
Alternates
annually
between San
Jose City Hall
(even years)
and the Santa
Clara Valley
Water District
Headquarters,
San Jose (odd
years)
Karen Hardy Albert
Gonzalez
Director of
Water and
Sewer Utilities
Jeff Provenzano, City of San Jose
Environmental Services
(408) 277-3288
Established in 2010 to review and advise the Santa Clara Water District and the City of San Jose (lead agency for the San Jose/Santa Clara Water Pollution Control Plant) on all policy issues related to recycled water including operations and capital improvements.

League of California Cities
(Peninsula Division)
Meets 4
times per
year.

Alternating
between San
Mateo and
Santa Clara
Counties
Kevin Park Suds Jain City Manager Seth Miller, Peninsula Division of the League of California Cities
[email protected]
(415) 595-8629
Established to encourage greater participation in the Division’s activities, thereby creating a unified voice for the Peninsula division. The responsibilities of the liaison include keeping the City Council informed in the Division’s legislative activities, provide League updates and to attend Division and League events. No stipend for attendees.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Neighborhood - University
Relations Committee
(NURC)
Meets three
times
annually on
Monday
evenings
during the
academic
year
7:00 p.m. Locations
alternate
Suds Jain (Chair)
Raj Chahal

Albert
Gonzalez
City Manager,
Director of
Community
Development,
Code
Enforcement
Technician,
Chief of Police
Lesley Xavier, City of Santa Clara
[email protected]
Established in 1990 to review student housing issues (formerly Student Housing Committee). Established a forum for on- going communication and problem solving among City officials, neighborhoods, property owners and Santa Clara University officials and students. Santa Clara University/City Liaison Committee and NURC were combined because of the similar topics that the two committees cover. Three NURC meetings will be held per year (October /November, February and April) for neighborhood issues, and the Staff Task Force and City-Neighborhood forum will no longer be held pursuant to Council action of June 23, 2009). A University -City Subcommittee comprised of NURC City Councilmembers, University officials and City Executive Team Members will meet as needed.

Northern California Power
Agency (NCPA)
Meets most
months,
fourth
Thursday of
every month
Typically
meets at
9:30 a.m.

Rotating
NCPA Cities
(half in
Roseville)
Suds Jain Raj
Chahal
Chief Electric
Utility Officer,
Assistant Dir. of
Electric Utility,
Electric Division
Manager
NCPA
Phone: (916) 781-4202
The Northern California Power Agency (NCPA), a California Joint Action Agency, was established in 1968 by a consortium of locally owned electric utilities to make joint investments in energy resources that would ensure an affordable, reliable, and clean supply of electricity for customers in its member communities. NCPA members include municipalities, a rural electric cooperative, and other publicly owned entities for which the public agency provides such services as the purchase, aggregation, scheduling, and management of electrical energy.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact

Police Activities League
(PAL)
Meets
second
Wednesday
of every
month
7:00 p.m. Police
Department
Community
Room: 601 El
Camino Real,
Santa Clara
Kelly G. Cox Kevin
Park
PAL Executive
Director, Chief
of Police
Catalina Rangel, PAL
[email protected]
Founded and incorporated in 1970 as a nonprofit organization to provide a place where the youth of the City may enjoy educati onal and social benefits and athletic activities under competent supervision. The organization is managed by a board of directors comprised of volunteers.

Recycling and Waste
Reduction Commission of
Santa Clara County
(RWRC)
Meets 4th
Wed. of every
even
numbered
month except
the Dec.
meeting (date
TBD due to
holidays)
5:30 p.m. Board of
Supervisors’
Chambers,
County
Government
Center: 70
West Hedding
St, 1
st Floor,
San Jose
Albert Gonzalez N/A Deputy Director
of Public Works
Kathryn Pisano, City of Morgan Hill
[email protected]
(408) 282-3180
Established per requirements of the California Integrated Waste Management Act of 1989 (AB 939) and subsequent amending legislation in order to coordinate and provide input to the countywide solid waste management program. Membership appointed through the City Selection Committee of Santa Clara County Cities’ Association.

No stipend for attendee.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact San Francisco Bay Area
Regional Water System
Financing Authority
Meets once a
year, in
January
Immediately
prior to the
BAWSCA
Board
Meetings at
6:30pm
San Mateo
Main Library,
Oak Room, 55
West 3rd
Avenue, San
Mateo
Karen Hardy N/A Director of Water and
Sewer Utilities
Nicole Sandkulla, BAWSCA
Lourdes Enriquez, BAWSCA
[email protected]
(650) 349-3000

Established February 2003 to allow the City to have a greater voice in planning and funding of improvements in the Hetch- Hetchy regional water supply system. The Regional Financing Authority is a parallel organization with the Bay Area Water Supply and Conservation Agency (BAWSCA). Same stipend for this and BAWSCA meeting attendance. The appointment of Councilmember Hardy will be for a four-year term beginning July 1, 2023 and ending on June 30, 2027.

San Jose/Santa Clara
Clean Water Financing
Authority
Meets Feb., if
necessary,
May, Aug., &
Nov. on 2nd
Thurs. of the
month
3:30 p.m. San Jose City
Hall, 200 East
Santa Clara
Street, Room
T-1352
Kevin Park
Suds Jain
Karen
Hardy
Director of
Water and
Sewer Utilities
[email protected]
(408) 535-7010

A joint powers authority created under CA Gov Code (Articles 1, 2 and 4 of Chapter 5 of Division 7 of Title 1) pursuant to the Joint Exercise of Powers Agreement dated March 1, 1981, as amended and restated, between the City of San José and the City of Santa Clara. CWFA’s purpose is to acquire and construct any additions and improvements to the existing wastewater treatment plant and related facilities jointly owned by the City of San José and the Ci ty of Santa Clara.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact San Jose/Santa Clara
Treatment Plant Advisory
Committee (TPAC)
Meets
second
Thurs.
monthly (third
Thurs. in
May, no
meeting in
July)
4:00 p.m.
(if there are
other
meetings,
this group
would meet
last)
San Jose City
Hall, City
Manager’s
Office, 17
th
floor, Room
1734, San
Jose
Karen Hardy
Albert Gonzalez

Lisa
Gillmor

Director of
Water and
Sewer Utilities
April Kellett, City of San Jose
Environmental Services
(408) 975-2547
Reviews and advises the City of San Jose City Council on all issues relating to the operation and capital improvement of the San Jose/Santa Clara Water Pollution Control Plant. $100 stipend for regular meeting attendance.

Santa Clara County
Expressway Plan 2040
Policy Advisory Board
(PAB)
Meets as
needed
TBA Locations
alternate

Karen Hardy Kevin Park
Director of
Public Works
(Advisor only,
does not attend
meetings)
Ellen Talbo, County of Santa Clara,
(408) 573-2482
The Santa Clara County Comprehensive Expressway Planning Study Policy Advisory Board (PAB) will provide a forum for policy input from elected officials for updating the Expressway Study’s Implementation Plan originally adopted in August 2003. No stipend for attendee.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Santa Clara Sister Cities
Association
Meets as
needed
7:00 p.m.

Headen Inman
House for
Board
Meetings
Kevin Park Raj
Chahal
Aimée Escobar
City Manager’s
Office
Margaret Horoszko, Santa Clara
Sister Cities Association
[email protected]
The Santa Clara Sister Cities Association, an independent nonprofit organization, assists the City in exchange activities with Coimbra, Portugal, Izumo, Japan and Limerick, Ireland -- Santa Clara's three Sister Cities, as well as Icheon, Santa Clara’s Friendship City. The Council appoints a representative to serve as liaison to the Association
Santa Clara Valley
Transportation Authority
(SCVTA)

Board of Directors
Meets first
Thursday of
every month
(except July
5:30 p.m.

Board of
Supervisors
Chambers, 70
West Hedding
St., San Jose
Suds Jain N/A City Manager’s
Office and
Dept. of Public
Works
Board Secretary, SCVTA
(408) 321-5680
Northeast Cities Group: Position includes appointment to one of three sub -committees appointed by the VTA Board of Directors. Small Cities Group representation is a 2- year rotating term with two member cities and one alternate city. The Small Cities Group is comprised of the Cities of Milpitas, Sunnyvale, and Santa Clara. Sets VTA policy; establishes committees to give advice on policy matters and provide in- depth review. $100 stipend for meeting attendance, per day. The VTA Administrative Code states that appointments to standing committees are approved by the VTA Board of Directors based on the recommendations of the current chairperson. At the first meeting in January, the Board shall approve the members and chairpersons of all standing committees of the Board based on recommendations for these positions provided by the Board Chairperson. The term of each appointment shall be for one year.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Santa Clara Valley
Transportation Authority
(SCVTA)
Policy Advisory
Committee
Meets on the
second
Thursday of
every month
4:00 p.m.

VTA Offices,
3331 North
First Street,
San Jose,
Bldg B,
Conference
Room B-106
Raj Chahal Kevin Park
City Manager’s
Office and
Dept. of Public
Works
Board Secretary, SCVTA
(408) 321-5680
Ensures that all jurisdictions within the County have access to development of VTA's policies. No stipend for attendee.

Santa Clara Valley Water
Commission (SCVW)
Meets
quarterly in
Jan., April
(2
nd Wed.),
July, and Oct.
on the fourth
Wed. of the
month
12:00 p.m. SCVW District
Headquarters,
5700 Almaden
Expressway,
San Jose
Karen Hardy Suds Jain Director of
Water and
Sewer Utilities
Stephanie Simunic, Board Clerk II
Santa Clara Valley Water District
[email protected]
(408) 630-2408
Established by the Santa Clara Valley Water District Board of Directors to review and advise on issues relating to water supply and water pricing. No stipend for attendee.

Silicon Valley Animal
Control Authority
(SVACA)
Meets 4th
Wed. of every
other month
beginning in
Jan.
8:30 a.m. SVACA
Headquarters,
3370 Thomas
Road, Santa
Clara
Raj Chahal Kelly G.

Cox
Police
Department
Patrol
Lieutenant
Heidi Springer, SVACA
(408) 764-0350
Established in 2000 to provide animal control field services and shelter services for the participating cities. The Board is comprised of f ive members representing the participating cities of Santa Clara, Campbell, Monte Sereno, Los Gatos, and Mountain View. No stipend for attendee.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Silicon Valley Regional
Interoperability Authority
(SVRIA) Board of
Directors
Meets every
other month -
must meet
annually a
minimum of
two regular
meetings
5:00 p.m. Santa Clara
Police
Department,
601 El Camino
Real, Santa
Clara
Karen Hardy
(Santa Clara
alternates primary
member position
with Sunnyvale
and Milpitas).

N/A Chief of Police Eric Nickel, SVRIA
(408) 615-5571
In 2001, the Silicon Valley Regional Interoperability Project was established to design an implementation strategy for an interoperable communications network; purchase a radio and data communications system or network; integrate this system or network with other nearby regional public safety communications systems; participate in regional interoperability; and to apply for grants and funding to facilitate these goals. In 2010, a Joint Powers Agreement was established to implement and operate the SVRIA and other projects. The 11-member Board of Directors of the JPA consists of elected officials from different geographic regions of the County and will serve as the governing body for the agreement. The City of Santa Clara is represented in the “Central County Agencies” that also includes Sunnyvale and Milpitas. No stipend for attendee.

Stevens Creek Corridor
Steering Committee
Meets as-
needed basis
TBD Locations
alternate
Kelly G. Cox City of San Jose – District 1
(408) 535-4901
In 2019, the cities of Cupertino, Santa Clara, San José, and Santa Clara County adopted resolutions in support of a vision study of the Stevens Creek Corridor, formalizing interest in creating a common vision for high-capacity transit along the Stevens Creek Corridor that will improve mobility and its interrelationship with walking, biking, placemaking, and enhancing the quality of life for all community members in a seamless manner. A steering committee of elected officials from the participating jurisdictions formed to provide a forum for their elected representatives to meet, discuss and provide direction on a common vision for the Stevens Creek Cor ridor. On August 29, 2023, the Council voted to name Councilmember Anthony Becker as Primary member.

City of
Santa Clara
The Center of What's Possible

PROPOSED RECOMMENDATIONS
2026 City Council Appointments to Outside Agency Committees

Proposed – January 13, 2026

Committee Date Time Location Councilmembers Alternate Staff Contact Triton Museum of Art
Liaison Committee
Meets
generally on
the fourth
Thursday of
every month
4:30 p.m. –
5:30 p.m.

Triton Museum
Boardroom,
1505
Warburton
Avenue, Santa
Clara
Kevin Park Raj
Chahal
City Manager’s
Office
Management
Analyst
Preston Metcalf, Triton Museum of
Art
[email protected]
(408) 247-3754
The Triton Museum of Art is an independent nonprofit organization. The Council appoints a representative to serve as a liaison to the Triton Museum Board. The participation of a Councilmember at the Triton Museum Board meetings will further the communication and knowledge of the City ’s support. No stipend for attendee.

City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
26-1627 Agenda Date: 1/13/2026

REPORT TO COUNCIL

SUBJECT
Action on Resolutions Approving and Setting the Cultural Commission, Youth Commission, Senior Advisory Commission, and Parks & Recreation Commission 2026 Schedule of Regular Meetings

BACKGROUND
The City Code provides that each board or commission shall hold regular meetings at times and on days established by resolution of the City Council, which may be amended from time to time by subsequent Council action. Adopted in 1987, Resolution No. 5195 originally set the regular meeting dates and times for the Cultural Commission, the Senior Advisory Commission, and the Parks & Recreation Commission. Resolution No. 6047 later established the Youth Commission’s regular meeting schedule. Since that time, the City Council has adopted additional resolutions updating the commissions’ regular meeting schedules to meet the needs of each commission and the community.

DISCUSSION
Each year, the City publishes an annual schedule of regular meetings for the City Council, Boards, and Commissions. The purpose of this item is to establish the 2026 Schedule of Regular Meetings for the Cultural Commission, Youth Commission, Senior Advisory Commission, and Parks & Recreation Commission. To streamline the process, this report consolidates all four (4) commissions’ proposed meeting schedules into one Council item, with four separate resolutions for review and approval.

Commissions currently meet by adopted resolution on the following schedules:
· According to Council Resolution No. 19-8667, the Cultural Commission meets eleven times per year on the first Monday of each month at 7 p.m., except when such day falls on a City holiday. On October 6, 2025, the Cultural Commission recommended that Council adopt the proposed resolution setting its 2026 schedule of regular meetings (Attachment 1). · According to Council Resolution No. 19-8771, the Youth Commission meets on the second Tuesday of each month from January to May and September to December at 6 p.m. On October 14, 2025, the Youth Commission recommended that Council adopt the proposed resolution setting its 2026 schedule of regular meetings (Attachment 2). · According to Council Resolution No. 24-9340, the Senior Advisory Commission meets on the third Monday of each month from January to November at 5 p.m. On October 20, 2025, the Senior Advisory Commission recommended that Council adopt the proposed resolution setting its 2026 schedule of regular meetings (Attachment 3).

City of Santa Clara Printed on 1/9/2026Page 1 of 3
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26-1627 Agenda Date: 1/13/2026
· According to Council Resolution No. 20-8918, the Parks & Recreation Commission meets eleven times per year on the third Tuesday of each month at 7 p.m. On June 25, 2024, the City Council adopted Resolution No. 24-9337, changing the regular meeting day to the second Monday of each month at 7 p.m. to avoid conflicts with City Council meetings. On October 20, 2025, the Parks & Recreation Commission recommended that Council adopt the proposed resolution setting its 2026 schedule of regular meetings (Attachment 4).

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
There is no fiscal impact other than staff time.

COORDINATION
This report has been coordinated with the City Manager’s Office 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 Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION

1. Adopt Resolution approving and setting the Cultural Commission schedule of regular meetings for 2026;

2. Adopt Resolution approving and setting the Youth Commission schedule of regular meetings for 2026;

3. Adopt Resolution approving and setting the Senior Advisory Commission schedule of regular meetings for 2026; and

4. Adopt Resolution approving and setting the Parks & Recreation Commission schedule of regular meeting dates for 2026.

Prepared by: Tamra Orlando, Management Analyst
Reviewed by: Damon Sparacino, Director, Parks & Recreation Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. Resolution Approving and Setting the Cultural Commission Schedule of Regular Meetings for 2026

2. Resolution Approving and Setting the Youth Commission Schedule of Regular Meetings for 2026

3. Resolution Approving and Setting the Senior Advisory Commission Schedule of Regular Meetings for 2026

4. Resolution Approving and Setting the Parks & Recreation Commission Schedule of Regular City of Santa Clara Printed on 1/9/2026Page 2 of 3
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Meetings for 2026
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Resolution/Approving and Setting Cultural Commission Schedule of Regular Meetings for 2026 Page 1 of 2 Rev: 7/27/2023
RESOLUTION NO. _____

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA

APPROVING AND SETTING THE CULTURAL COMMISSION
SCHEDULE OF REGULAR MEETINGS FOR 2026

WHEREAS, Section 2.120.030 of the Santa Clara City Code ("SCCC") requires City boards and commissions to hold regular meetings at the times and on the days indicated by resolution of the Council;
WHEREAS, the City Council in 1987 adopted Resolution No. 5195 to set the original dates and times of the Cultural Commission, and on December 17, 2019 the Council adopted Resolution No. 19-8667 setting the first Monday of the month at 7:00 p.m. as the regular meeting date and time; and
WHEREAS, on January 13, 2026, the Cultural Commission recommended to the City Council its meeting schedule for 2026, which proposes eleven (11) meetings (January through December), and a start time of 7:00 p.m. as more particularly set forth in Exhibit A.

NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That the City Council hereby finds that the above Recitals are true and correct and by this reference makes them a part hereof.

2. The City Council hereby approves the Cultural Commission Schedule of Meetings for 2026, attached hereto as Exhibit A.

3. Effective date. This resolution shall become effective immediately.

Resolution/Approving and Setting Cultural Commission Schedule of Regular Meetings for 2026 Page 2 of 2 Rev: 7/27/2023

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 2026, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ______________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

Attachments incorporated by reference:

S:\Attorney\RESOLUTIONS\Form Resolution-City.doc

Resolution/Approving and Setting Cultural Commission Schedule of Regular Meetings for 2026 Page 3 of 2 Rev: 7/27/2023

EXHIBIT A
Cultural Commission
Santa Clara Senior Center
1303 Fremont Street
Santa Clara, CA 95050

Cultural Commission Schedule of Regular Meetings for 2026 Regular meetings are typically held on the first Monday of the month, beginning at 7 p.m., at the Santa Clara Senior Center, Room 205, 1303 Fremont Street. Meetings may be canceled in the event they fall on a holiday, or a quorum cannot be reached.

The City of Santa Clara is conducting the Cultural Commission meetings in a hybrid manner (in- person and a method for the pubic to participate remotely).

January 5, 2026

February 2, 2026
March 2, 2026

April 6, 2026

May 3, 2026

June 1, 2026

July 6, 2026

August 3, 2026

October 5. 2026

November 2, 2026

December 7, 2026

City of
Santa Clara
The Center of What 's Possible
Resolution/Approving and Setting the Youth Commission Schedule of Regular Meetings 2026 Page 1 of 2 Rev: 7/27/2023
RESOLUTION NO. _____

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA

APPROVING AND SETTING THE YOUTH COMMISSION
SCHEDULE OF REGULAR MEETINGS FOR 2026

WHEREAS, Section 2.120.030 of the Santa Clara City Code ("SCCC") requires City boards and commissions to hold regular meetings at the times and on the days indicated by resolution of the Council;
WHEREAS, the City Council in 1995 adopted Resolution No. 6047 to set the original dates and times of the Youth Commission, and on December 7, 2021 the Council adopted Resolution No. 21-9028 setting the second Tuesday of the month at 6:00 p.m. as the regular meeting date and time; and
WHEREAS, on January 13, 2026, the Youth Commission recommended to the City Council its meeting schedule for 2026, which proposes nine (9) meetings (January-May and September- December) and a start time of 6:00 p.m. as more particularly set forth in Exhibit A.

NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That the City Council hereby finds that the above Recitals are true and correct and by this reference makes them a part hereof.

2. The City Council hereby approves the Youth Commission Schedule of Regular Meetings for 2026 attached hereto as Exhibit A.

3. Effective date. This resolution shall become effective immediately.

Resolution/Approving and Setting the Youth Commission Schedule of Regular Meetings 2026 Page 2 of 2 Rev: 7/27/2023

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 2026, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ______________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

Attachments incorporated by reference:

S:\Attorney\RESOLUTIONS\Form Resolution-City.doc

Resolution/Approving and Setting the Youth Commission Schedule of Regular Meetings 2026 Page 3 of 2 Rev: 7/27/2023

EXHIBIT A

YOUTH COMMISSION

YOUTH & TEEN CENTER
2446 Cabrillo
Avenue Santa
Clara, CA 95051

2026 Youth Commission Schedule of Regular Meetings

Regular meetings are typically held on the second Tuesday of the month, beginning at 6:00 p.m., in accordance with the following schedule:

Meeting Dates

January 13, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)
February 10, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)

March 10, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)
April 7, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)

May 12, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)

September 8, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)

October 13, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)
November 10, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)
December 8, 2026
(2446 Cabrillo Avenue, Santa Clara, CA 95051)

City of
Santa Clara
The Center of What's Possible
Resolution/Approving and Setting Senior Advisory Commission Schedule of Regular Meetings for 2026 Page 1 of 2 Rev: 7/27/2023
RESOLUTION NO. _____

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA

APPROVING AND SETTING THE SENIOR ADVISORY
COMMISSION SCHEDULE OF REGULAR MEETINGS FOR 2026

WHEREAS, Section 2.120.030 of the Santa Clara City Code ("SCCC") requires City boards and commissions to hold regular meetings at the times and on the days indicated by resolution of the Council;
WHEREAS, the City Council in 1987 adopted Resolution No. 5195 to set the original dates and times of the Senior Advisory Commission, and on June 24, 2024, the Council adopted Resolution No. 24-9340 setting the third Monday of the month at 5:00 p.m. as the regular meeting date and time; and
WHEREAS, on January 13, 2026, the Senior Advisory Commission recommended to the City Council its meeting schedule for 2026, which proposes eleven (11) meetings (January through December), and a start time of 5:00 p.m.as more particularly set forth in Exhibit A.

NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That the City Council hereby finds that the above Recitals are true and correct and by this reference makes them a part hereof.

2. The City Council hereby approves the Senior Advisory Commission Schedule of Meetings for 2026, attached hereto as Exhibit A.

3. Effective date. This resolution shall become effective immediately.

Resolution/Approving and Setting Senior Advisory Commission Schedule of Regular Meetings for 2026 Page 2 of 2 Rev: 7/27/2023

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 2026, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ______________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

Attachments incorporated by reference:

S:\Attorney\RESOLUTIONS\Form Resolution-City.doc

Resolution/Approving and Setting Senior Advisory Commission Schedule of Regular Meetings for 2026 Page 3 of 2 Rev: 7/27/2023

EXHIBIT A

SENIOR ADVISORY COMMISSION
Senior Center
Conference Room 205
1303 Fremont Street
Santa Clara, CA 95050

Senior Advisory Commission
Schedule of Regular Meetings for 2026
Regular meetings are typically held on the third Monday of the month, beginning at 5 p.m., in accordance with the following schedule.

Meeting Dates

January 26, 2026
Special Meeting

February 23, 2026
Special Meeting

March 16, 2026

April 20, 2026
May 18, 2026
June 15, 2026

July 20, 2026

August 17, 2026

September 28, 2026
Special Meeting

October 19, 2026

November 16, 2026

City of
Santa Clara
The Center of What 's Possible
Resolution/Approving and Setting Parks & Recreation Commission Schedule of Regular Meetings for 2026 Page 1 of 2 Rev: 7/27/2023
RESOLUTION NO. _____

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA

APPROVING AND SETTING THE PARKS & RECREATION
COMMISSION SCHEDULE OF REGULAR MEETINGS FOR 2026

WHEREAS, Section 2.120.030 of the Santa Clara City Code ("SCCC") requires City boards and commissions to hold regular meetings at the times and on the days indicated by resolution of the Council;
WHEREAS, the City Council in 1987 adopted Resolution 5195 to set the original dates and times of the Parks & Recreation Commission, and on June 25, 2024, the Council adopted Resolution No. 24-9337 setting the second Monday of the month at 7:00 p.m. as the regular meeting date and time; and
WHEREAS, on January 13, 2026, the Parks & Recreation Commission recommended to the City Council its meeting schedule for 2026, which proposes eleven (11) meetings and a start time of 7:00 p.m. as more particularly set forth in Exhibit A.

NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That the City Council hereby finds that the above Recitals are true and correct and by this reference makes them a part hereof.

2. The City Council hereby approves the Parks & Recreation Commission Schedule of Regular Meetings for 2026 attached hereto as Exhibit A.

3. Effective date. This resolution shall become effective immediately.

Resolution/Approving and Setting Parks & Recreation Commission Schedule of Regular Meetings for 2026 Page 2 of 2 Rev: 7/27/2023

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 2026, BY THE FOLLOWING VOTE:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ______________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

Attachments incorporated by reference:

S:\Attorney\RESOLUTIONS\Form Resolution-City.doc
Resolution/Approving and Setting Parks & Recreation Commission Schedule of Regular Meetings for 2026 Page 3 of 2 Rev: 7/27/2023

EXHIBIT A
Parks & Recreation Commission
Hybrid Meeting
City Hall - Lower Level, Sparacino Conference Room
1500 Warburton Avenue
Santa Clara, CA 95050
And Via Zoom

Parks & Recreation Commission
Schedule of Regular Meetings for 2026
Meeting Dates
Regular meetings are typically held on the second Monday of the month, beginning at 7:00 p.m., in accordance with the following schedule:

January 12

February 9

March 9

April 13

May 11

June 8

July 13

August 10

September 14

October 19
(Indigenous Peoples’ Day, October 12)
November 9

City of
Santa Clara
The Center of What 's Possible
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
26-1710 Agenda Date: 1/13/2026

REPORT TO COUNCIL

SUBJECT
Action to Waive First Reading and Approve Introduction of an Ordinance Amending Section 2.80.080 of the City Code

BACKGROUND
Assembly Bill 481 (AB 481), codified in California Government Code Sections 7070-7075, established statewide requirements to enhance transparency, accountability, and oversight requirements related to the acquisition and use of military equipment by law enforcement agencies.

To implement these requirements, in March 2022, the City Council approved Ordinance No. 2042 (RTC #22-409) creating Chapter 2.80.080 (“Military Equipment Policy”) of Title 2 (“Administration and Personnel”) of the Code of the City of Santa Clara (“City Code”). The ordinance establishes procedures for annual reporting, public review, and ongoing authorization, to provide a consistent framework for evaluating the use of identified equipment by the Police Department.

The City Code incorporates obligations codified in California Government Code Sections 7070, et. seq., related to AB 481 including annual reporting and public review; requirements for public availability and community engagement; and documentation of fiscal impacts associated with military equipment. Ensuring accurate cross-references to California Government Code is essential for continued compliance and maintenance of a clear and functional regulatory framework.

In addition to transparency and reporting requirements, AB 481 obligates the governing body to annually review and formally approve the published Military Equipment Use Report and Policy, and to vote to renew the Ordinance for an additional year, based upon particular findings. City Code

2.80.080 Paragraph (f) reflects this mandate.

DISCUSSION
The City Code currently references multiple obligations established under the California Government Code, specifically:
· Section 7072 (2.80.080(e)) regarding annual reporting and public review requirements; · Section 7071(e)(2) (2.80.080(f)) regarding annual review and approval by the City Council of the Military Equipment Use Report, and renewal of the Ordinance; and · Section 7070(d) (2.80.80(g)) regarding a statement of formal approval of Policy.

Including clarifying language that California Government Code sections may be amended or renumbered in future legislative cycles will help ensure the City Code remains accurate and aligned with AB 481 requirements in the event of State legislative amendments.

City of Santa Clara Printed on 1/9/2026Page 1 of 3
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26-1710 Agenda Date: 1/13/2026
Additionally, Paragraph (f) of the City Code requires the ordinance be reviewed and renewed by the City Council on an annual basis. While AB 481 mandates annual review and authorization of military equipment use policies by the governing body, it does not specifically require the yearly adoption or amendment of a new City ordinance. State law states, in pertinent part, that “The governing body shall review any ordinance that it has adopted pursuant to this section approving the funding, acquisition, or use of military equipment at least annually and … vote on whether to renew the ordinance at a regular meeting held pursuant to the … Ralph M. Brown Act.” Historically, the City has implemented this requirement through adoption of a Resolution making the required findings and formally renewing the ordinance for an additional year. The proposed Ordinance amendment includes an express reference to the Resolution process for ordinance renewal. Renewal of the current ordinance by resolution will provide clear, procedural continuity while fully complying with the intent and statutory obligations of AB 481.

Proposed Updates to the City Code
The proposed amendments to the existing ordinance can be summarized as follows:
· Modifications to 2.80.080 Paragraphs (e), (f) and (g) to include “as that section may be amended or renumbered” after each specified California Government Code Section. · Modification to 2.80.080 Paragraph (f) to include annual review of the ordinance and vote whether to renew it by Resolution.

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
There are no additional costs to the City beyond administrative staff time and related expenses, which are already included in the current budget.

COORDINATION
This report has been coordinated with 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 Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Waive First Reading and Approve Introduction of an Ordinance Amending Section 2.80.080 (“Military Equipment Policy”) of the City Code to provide for updated references to applicable Government Code Sections and a formalized process for annual review and renewal by Council resolution.

City of Santa Clara Printed on 1/9/2026Page 2 of 3
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26-1710 Agenda Date: 1/13/2026
Reviewed by: Cory Morgan, Chief of Police
Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. Ordinance No. 2042, adopted on March 22, 2022

2. Proposed Ordinance Amending City Code Section 2.80.080 City of Santa Clara Printed on 1/9/2026Page 3 of 3
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ORDINANCE NO. 2042

AN ORDINANCE OF THE CITY OF SANTA CLARA,
CALIFORNIA, ADDING SECTION 2.80.080 ENTITLED
"MILITARY EQUIPMENT POLICY" TO "THE CODE OF
THE CITY OF SANTA CLARA, CALIFORNIA" IN
COMPLIANCE WITH ASSEMBLY BILL 481
BE IT ORDAINED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, on September 30, 2021, Governor Gavin Newsom signed into law Assembly Bill 481 (creating Government Code Section 7070, et seq.), relating to the use of military equipment by California law enforcement agencies; WHEREAS, AB 481 seeks to provide transparency, oversight, and an opportunity for meaningful public input on decisions regarding whether and how military equipment is funded, acquired, or used;
WHEREAS, the Santa Clara Police Department is in possession of certain items of equipment that qualify as "military equipment" under AB 481; WHEREAS, AB 481 requires that a law enforcement agency possessing and using such qualifying equipment prepare a publicly released, written, military equipment use policy document covering the inventory, description, purpose, use, acquisition, maintenance, fiscal impacts, procedures, training, oversight, and complaint process, applicable to the Department's use of such equipment;
WHEREAS, the Policy and supporting information must be approved by the governing body by ordinance, and reviewed annually; and,
WHEREAS, the City Council of the City of Santa Clara, having received the information required under AB 481 regarding the Santa Clara Police Department's use of military equipment as defined in said law, deems it to be in the best interest of the City to approve the Military Equipment Policy as set forth herein.

Ordinance/AB 481 Military Equipment Policy
Rev: 09/2019

NOW THEREFORE, BE IT FURTHER ORDAINED BY THE CITY OF SANTA CLARA AS FOLLOWS:

SECTION 1: That a new Section 2.80.080 is added to Chapter 2.80 (entitled "Police Department") of Title 2 (entitled "Administration and Personnel") of 'The Code of the Cityof Santa Clara, California" to read as follows:
"2.80.080 Military Equipment Policy.
(a) The City Council has made the following determinations:
(1) The military equipment inventoried and presented to the City Council is necessary because there is no reasonable alternative that can achieve the same objective of officer and civilian safety;
(2) The proposed military equipment use policy ("Policy") will safeguard the public's welfare, safety, civil rights, and civil liberties; (3) The equipment is reasonably cost effective compared to available alternatives that can achieve the same objective of officer and civilian safety (if any); (4) Prior military equipment use complied with the applicable equipment use policy (which included equipment now defined as military equipment) that was in effect at the time, or if prior uses did not comply with the accompanying military equipment use policy, corrective action has been taken to remedy nonconforming uses and ensure future compliance.
(b) The Police Department has submitted a proposed Policy to the City Council and has made those documents available on the Police Department's website for at least30 days prior to the public hearing concerning the military equipment at issue.

II
II
Ordinance/AB 481 Military Equipment Policy
Rev: 09/2019

(c) The Policy was considered by the City Council as an agenda item in an open session of a regular meeting, noticed in accordance with the Ralph M. Brown Act, at which public comment was permitted.
(d) The Policy shall be made publicly available on the Police Department's website for as long as the military equipment is available for use. (e) The Police Department shall submit an annual military equipment report to the City Council, containing the information required in Government Code Section 7072, and the City Council shall determine whether each type of military equipment identified in that report has complied with the standards for approval set forth in (a)(1 )-(4) above. (f) The City Council shall review this ordinance, and vote on whether to renew it, on an annual basis at a regular meeting, in accordance with Government Code Section 7071 (e)(2)
(g) The City Council approves the use of the Policy, and finds that it satisfies the requirements of Government Code Section 7070(d)."
SECTION 2: Ordinances Repealed. With exception of the provisions protected by the savings clause, all ordinances (or parts of ordinances) in conflict with or inconsistent withthis ordinance are hereby repealed.

SECTION 3: Savings clause. The changes provided for in this ordinance shall not affect any offense or act committed or done or any penalty or forfeiture incurred or any right established or accruing before the effective date of this ordinance; nor shall it affect any prosecution, suit or proceeding pending or any judgment rendered prior to the effective date of this ordinance. All fee schedules shall remain in force until superseded by the fee schedules adopted by the City Council.

II
Ordinance/AB 481 Military Equipment Policy
Rev: 09/2019

SECTION 4: Effective date. This ordinance shall take effect thirty (30) days after its final adoption; however, prior to its final adoption it shall be published in accordance with the requirements of Section 808 and 812 of "The Charter of the City of Santa Clara, California."
PASSED FOR THE PURPOSE OF PUBLICATION this 8th day of March, 2022, by the following vote:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

Becker, Chahal, Hardy, Jain, Park, and Watanabe,
and Mayor Gillmor
None
None
None
ATTEST:

NORA PIMENT L, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

FINALLY PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF SANTA CLARA this 22ND day of MARCH, 2022, by the following vote:

AYES : COUNCILORS :

NOES : COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED : COUNCILORS :

Attachments incorporated by reference:

Becker, Chahal, Hardy, Jain, Park, and Watanabe,
and Mayor Gillmor
None
None
None
ATTEST: ~if NORAPMENTEL,M MC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

1. Lexipol Policy 706 "Military Equipment" and Inventory of Military Equipment as of January 1, 2022
Ordinance/AB 481 Military Equipment Policy
Rev: 09/2019

Policy Santa Clara Police Department
706
SCPD Policy Manual
Military Equipment
706.1 PURPOSE AND SCOPE
The purpose of this policy is to provide guidelines for the approval, acquisition, and reporting requirements of military equipment (Government Code § 7070; Government Code § 7071; Government Code § 7072).
706.1.1 DEFINITIONS
Definitions related to this policy include (Government Code § 7070):

Governing body - The elected or appointed body that oversees the Department.

Military equipment categories- Includes but is not limited to the following:
• Unmanned, remotely piloted, powered aerial or ground vehicles. • Mine-resistant ambush-protected (MRAP) vehicles or armored personnel carriers. • High mobility multipurpose wheeled vehicles (HMMWV), two-and-one-half-ton trucks, five-ton trucks, or wheeled vehicles that have a breaching or entry apparatus attached. • Tracked armored vehicles that provide ballistic protection to their occupants. • Command and control vehicles that are either built or modified to facilitate the operational control and direction of public safety units. • Weaponized aircraft, vessels, or vehicles of any kind. • Battering rams, slugs, and breaching apparatuses that are explosive in nature. This does not include a handheld, one-person ram.
• Firearms and ammunition of .50 caliber or greater, excluding standard-issue shotguns and standard-issue shotgun ammunition.
• Specialized firearms and ammunition of less than .50 caliber, including firearms and accessories identified as assault weapons in Penal Code § 30510 and Penal Code § 30515, with the exception of standard-issue firearms.
• Any firearm or firearm accessory that is designed to launch explosive projectiles. • Noise-flash diversionary devices and explosive breaching tools. • Munitions containing tear gas or OC, excluding standard, service-issued handheld pepper spray.
• TASER® Shockwave, microwave weapons, water cannons, and long-range acoustic devices (LRADs).
• Kinetic energy weapons and munitions.
• Any other equipment as determined by a governing body or a state agency to require additional oversight.

Copyright Lexipol, LLC 2022/03/14, All Rights Reserved.

Published with permission by Santa Clara Police Department Military Equipment - 1
Santa Clara Police Department
SCP □ Policy Manual
Military Equipment
706.2 POLICY
It is the policy of the Santa Clara Police Department that members of this department comply with the provisions of Government Code § 7071 with respect to military equipment. 706.3 MILITARY EQUIPMENT COORDINATOR
The Chief of Police should designate a member of this department to act as the military equipment coordinator. The responsibilities of the military equipment coordinator include but are not limited to:
(a) Acting as liaison to the governing body for matters related to the requirements of this policy.
(b) Identifying department equipment that qualifies as military equipment in the current possession of the Department, or the equipment the Department intends to acquire that requires approval by the governing body.
(c) Conducting an inventory of all military equipment at least annually. (d) Collaborating with any allied agency that may use military equipment within the jurisdiction of Santa Clara Police Department (Government Code § 7071 ). (e) Preparing for, scheduling, and coordinating the annual community engagement meeting to include:

1. Publicizing the details of the meeting.

2. Preparing for public questions regarding the department's funding, acquisition, and use of equipment.
(f) Preparing the annual military equipment report for submission to the Chief of Police and ensuring that the report is made available on the department website (Government Code § 7072).
(g) Establishing the procedure for a person to register a complaint or concern, or how that person may submit a question about the use of a type of military equipment, and how the Department will respond in a timely manner.
706.4 MILITARY EQUIPMENT INVENTORY
The following constitutes a list of qualifying equipment for the Department:

See attachment: 706.4 MILITARY EQUIPMENT INVENTORY.pdf
706.5 APPROVAL
The Chief of Police or the authorized designee shall obtain approval from the governing body by way of an ordinance adopting the military equipment policy. As part of the approval process, the Chief of Police or the authorized designee shall ensure the proposed military equipment policy is submitted to the governing body and is available on the department website at least 30 days prior to any public hearing concerning the military equipment at issue (Government Code§ 7071 ). The military equipment policy must be approved by the governing body prior to engaging in any of the following (Government Code § 7071 ):

Copyright Lexipol, LLC 2022/03/14, All Rights Reserved.

Published with permission by Santa Clara Police Department Military Equipment - 2
Santa Clara Police Department
SCPD Policy Manual
Military Equipment
(a) Requesting military equipment made available pursuant to 10 USC § 2576a. (b) Seeking funds for military equipment, including but not limited to applying for a grant, soliciting or accepting private, local, state, or federal funds, in-kind donations, or other donations or transfers.
(c) Acquiring military equipment either permanently or temporarily, including by borrowing or leasing.
(d) Collaborating with another law enforcement agency in the deployment or other use of military equipment within the jurisdiction of this department. ( e) Using any new or existing military equipment for a purpose, in a manner, or by a person not previously approved by the governing body.
(f) Soliciting or responding to a proposal for, or entering into an agreement with, any other person or entity to seek funds for, apply to receive, acquire, use, or collaborate in the use of military equipment.
(g) Acquiring military equipment through any means not provided above. 706.6 COORDINATION WITH OTHER JURISDICTIONS
Military equipment should not be used by any other law enforcement agency or member in this jurisdiction unless the military equipment is approved for use in accordance with this policy. 706.7 ANNUAL REPORT
Upon approval of a military equipment policy, the Chief of Police or the authorized designee should submit a military equipment report to the governing body for each type of military equipment approved within one year of approval, and annually thereafter for as long as the military equipment is available for use (Government Code § 7072).

The Chief of Police or the authorized designee should also make each annual military equipment report publicly available on the department website for as long as the military equipment is available for use. The report shall include all information required by Government Code § 7072 for the preceding calendar year for each type of military equipment in department inventory. 706.8 COMMUNITY ENGAGEMENT
Within 30 days of submitting and publicly releasing the annual report, the Department shall hold at least one well-publicized and conveniently located community engagement meeting, at which the Department should discuss the report and respond to public questions regarding the funding, acquisition, or use of military equipment.

Copyright Lexipol, LLC 2022/03/14, All Rights Reserved.

Published with permission by Santa Clara Police Department Military Equipment - 3
SCPD Policy Manual
Attachments
Copyright Lexipol, LLC 2022/03/14, All Rights Reserved.

Published with permission by Santa Clara Police Department Attachments - 4
Attachment
SCPD Policy Manual
706.4 MILITARY EQUIPMENT INVENTORY.pdf
Copyright Lexipol, LLC 2022/03/14, All Rights Reserved.

Published with permission by Santa Clara Police Department 706.4 MILITARY EQUIPMENT
INVENTORY.pdf - 5

1. Robot (Category 1)
a. Description, quantity, capabilities, and purchase cost:

Transcend Tactical Robot, cost: $24,452.24, Quantify: 1. This equipment is a battery powered, remote operated device. Equipped with two cameras and two­ way radio capabilities. This equipment is for (potential) use during high-risk incidents. Use is limited to members of the Departments Special Response Team (SRT). Incidents that may qualify for its use include, but are not limited to, a high­ risk warrant service, barricaded subject, and hostage negotiation/rescue. Before entering a structure, particularly in a tactically compromised and dangerous situation, knowledge of a subject's location is very important, and the robot can provide that without placing anyone at risk. Cameras can also help determine if a subject is armed and also if there are other subjects inside that need assistance.

The two-way speakers can be used to de-escalate and determine resistance level.
b. Purpose:

To be used to remotely gain visual/audio data, deliver CNT phone, open doors, disrupt packages, and clear buildings.
c. Authorized Use:

Only assigned operators who have completed the required training shall be permitted to operate the robot. Use is established by the Incident Commander.

All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 311 - Search and Seizure, SCPD Policy 703 - Vehicle Use, SCPD Policy 404 - Special Response Team.
d. Expected Lifespan:
10-15 years
e. Fiscal Impact:

No known annual maintenance cost.

2. Unmanned Aerial Vehicles (Category 1)
a. Description, quantity, capabilities, and purchase cost:

Yuneec H520 unmanned aerial vehicle (UAV), cost: Included with purchase of Transcend Tactical Robot, Quantity: 1. The H520 is a commercial-grade UAV.

Commonly used by construction and utility companies for the inspection of buildings, powerlines, windmills and other infrastructure. This UAV is a battery powered, remote operated device. Controller: ST16 All-in-one controller with 7- inch integrated screen. Controller allows operators to control UAV and view live feed from UAV-mounted cameras. Camera: CGOET camera with dual RGB and FLIR capabilities. Camera provides operators ability to switch between standard RGB camera and views based on heat of objects within frame. Flight time of approximately 25-30 minutes per battery, depending on weather and flight conditions. The UAV has also proven to be useful to public safety agencies in firefighting, search and rescue, pre-operational surveillance, and other tactical situations where aerial views enhance the safety and efficiency of law enforcement and fire personnel
b. Purpose:

To be deployed when its view would assist officers or incident commanders with the following situations, which include but are not limited to:
i. major collision investigations.
ii. search for missing persons.
iii. natural disaster management.
iv. crime scene photography.
v. SWAT, tactical or other public safety and life preservation missions. vi. In response to specific requests from local, state or federal fire authorities for fire response and/or prevention.
c. Authorized Use:

Only assigned operators who have completed the required training shall be permitted to operate the Yuneec H520 during approved missions. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 311 - Search and Seizure, SCPD Policy 316 - Missing Persons, SCPD Policy 606 - Unmanned Aerial System Operations, SCPD Policy 703 - Vehicle Use, SCPD Policy 404 - Special Response Team.
d. Expected Lifespan:
10 years
e. Fiscal Impact:

No known annual maintenance cost.

3. Armored Personnel Carrier, vehicle with entry apparatus attached (Category 2 & 3) a. Description, quantity, capabilities, and purchase cost:

Lenee Armored Rescue Vehicle, cost: $309,000, quantity: 1.The ARV is designed to provide ballistic protection during tactical events (designed to withstand multiple bullet strikes from small arms fire as well as low level explosions).Equipped with nuclear/radiological detection devices, self-contained breathing apparatus, explosive gas detection devices, and thermal imaging camera. Equipped with emergency lights/siren and a public address system.

Common uses for the ARV include citizen and officer rescues, evacuations, and the deployment of officers and chemical agents. The ARV is currently deployed at every large event in the city of Santa Clara including stadium events, parades, and festivals. The ARV is a regional mutual-aid asset that has been requested and deployed to allied agencies in Santa Clara, San Benito, Monterey, Santa Cruz, Alameda, and San Mateo Counties. The ARV responded high profile events including: The Gilroy Garlic Festival shooting, Super Bowl 50, an armed barricade at Main Jail, the VTA active shooter and several incidents where local officers were killed in the line of duty
b. Purpose:

To be used in response to critical incidents to enhance officer and community safety, improve scene containment and stabilization, and assist in resolving critical incidents.
c. Authorized Use:

The use of armored vehicles shall only be authorized by a watch commander or SWAT commander, based on the specific circumstances of a given critical incident. Armored vehicles shall be used only by officers trained in their deployment and in a manner consistent with Department policy and training. The driver of the vehicle shall have a valid California driver license. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 703 - Vehicle Use, SCPD Policy 404 - Special Response Team. d. Expected Lifespan:
20 years
e. Fiscal Impact:

Annual maintenance cost of approximately $2,500.

4. Command and Control Vehicles (Category 5)
a. Description, quantity, capabilities, and purchase cost:
1993 Int. Model 3800, cost: $13,291, quantity: 1. The vehicle is a two-axel bus style vehicle with a front door and a rear door. It is painted black with police graphics affixed to the front, sides, and the rear of the vehicle. The vehicle has been partitioned into (2) separate workspace areas. The equipment housed in the vehicle includes, but is not limited to, a negotiations control console and accessories, communications throw phone and cables, miscellaneous office supplies, tabletops, chairs, storage space, coffee maker, and refrigerator The vehicle is capable of being used as a mobile operation and dispatch center.

The vehicle is also capable of transporting personnel and equipment The Mobile Communications Vehicle was placed into service in 2006 after its acquisition from the City of Santa Clara Library (formerly the bookmobile).

The Mobile Command Vehicle is used as an auxiliary command vehicle during major incidents. The vehicle is separated into two areas by a walled partition and door. One area is used as a negotiation / communication center by the Crisis Negotiations Team. The second area can be used as a mobile command center aiding in the command, control, and deployment of personnel at a critical incident.
b. Purpose:

To be utilized for critical incident callouts.
c. Authorized Use:

The CNT vehicle used by officers and staff who have been properly trained in the safe handling of the vehicle. The driver of the vehicle shall have a valid California driver license. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 703 - Vehicle Use, SCPD Policy 404 - Special Response Team.
d. Expected Lifespan:
25 years (Expired)
e. Fiscal Impact:

Annual maintenance cost of approximately $5,589

5. Command and Control Vehicles (Category 5)
a. Description, quantity, capabilities, and purchase cost:
2001 Freightliner MT45 - custom upfit by Mattman, cost: $162,181, quantity: 1.

The SRT van is a command vehicle and an equipment storage and transportation vehicle. Computerized screen used for tracking operations on the exterior. Desk with radios for dispatch on the interior. Several storage areas for the different equipment used by SRT. Manual breaching tools/ Energetic breaching materials, Water, Generator, Ammunition, Robot/ UAV, 40mm launchers and projectiles
b. Purpose:

To be used based on the specific circumstances of a given critical incident, large event, natural disaster or community event that is taking place. c. Authorized Use:

The SRT Van shall be used by officers trained in their deployment and in a manner consistent with Department policy and training. The driver of the vehicle shall have a valid California driver license. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 703 - Vehicle Use, SCPD Policy 404 - Special Response Team.
d. Expected Lifespan:
20 years (expires in March 2022)
e. Fiscal Impact:

Annual maintenance cost of approximately $2,500

6. Command and Control Vehicles (Category 5)
a. Description, quantity, capabilities, and purchase cost:
2018 Ford E450 Super Duty cutaway/stripped chassis with a large built-out cargo box mounted on the chassis. It looks like a typical box style cargo van/truck painted black with police graphics. The CSI van is not used in an enforcement capacity. This vehicle is used for the transportation of investigative equipment including a Total Station laser surveyor and accessories, computer equipment and software, evidence collection materials, and storage space for transporting items to the Santa Clara Police Department. There is a large computer monitor/TV mounted on an interior wall to view photos, diagrams, and to aid in crime scene diagramming. The CSI van is used to transport evidence and investigative tools, and a limited number of personnel, to a major crime scene or a crime scene requiring a vehicle larger than a traditional police vehicle for the purposes of transporting evidence collection materials or crime scene evidence.

Once on-scene, the van is used as shelter, supply storage, and evidence storage b. Purpose:

To be utilized for critical incident callouts.
c. Authorized Use:

The CSI vehicle is used by officers and staff who have been properly trained in the safe handling of the vehicle. The driver of the vehicle shall have a valid California driver license. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 703 - Vehicle Use, SCPD Policy 802 - Property and Evidence.
d. Expected Lifespan:
20 years
e. Fiscal Impact:

Annual maintenance cost of approximately $5,770.

7. Breaching Apparatus: Slugs (Category 7)
a. Description, quantity, capabilities, and purchase cost:

Royal Arms Tesar-2, cost: $1,880, quantity: 470. Shotgun breaching rounds are specialty shotgun shells utilized for door breaching. The Royal Arms Tesar-2 rounds contain compressed copper powder and are fired through a specialized breaching shotgun barrel. The copper powder is designed to strike and destroy the lock throw inside of the door, allowing entry into the room or structure. The powder is designed to dissipate after striking the lock throw in order to minimize entry into the target space for the safety of occupants and operators. Designed to breach heavy locks, dead-bolts, and hinges mounted inside of solid oak or steel doors. Royal Arms Tesar-2 rounds are good until expended if stored properly.

Shotgun breaching rounds are used to gain rapid access to a room or structure when an emergent law enforcement need exists
b. Purpose:

To safely gain entry into a structure.
c. Authorized Use:

Explosive breaching may only occur after authorization by the Incident Commander or SWAT Commander in the field, and during training exercises. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 311 - Search and Seizure, SCPD Policy 404 Special Response Team.
d. Expected Lifespan:

Until expended
e. Fiscal Impact:

Individual unit price of approximately $4 each. Estimated between $0 and $1,880 annually

8. Breaching Apparatus: Energetic Breaching Program (Category 7) a. Description, quantity, capabilities, and purchase cost:

Energetic breaching is used to gain rapid access to a room or structure when an emergent law enforcement need exists. All efforts are made to minimize the amount of energetics applied to a target, while still achieving a positive breach.

Energetic breaching materials are used to make breaching charges of various shapes and strength which are specifically designed for the target. The materials release gasses, heat, and light when initiated. The pressure from the gasses released presses against mediums and or the target to cause the structure of the target to fail for a successful breach.

Breaching charges are specially designed to cause structural failure of the desired target. The breaching charges in stock were built in house by the SRT breaching cadre. Various types, configurations, and energetic weights are maintained for use as needed. Older charges are cycled out of stock during monthly training.
i. 25 grain detonation cord, cost: $349, quantity 2.4Ibs. The detonating cord is a thin, flexible plastic tube usually filled with pentaerythritol tetranitrate (PETN, pentrite). With the PETN exploding at a rate of approximately 6400 m/s, any common length of detonation cord appears to explode instantaneously. It is a high-speed fuse which explodes, rather than burns, and is suitable for detonating high explosives.
ii. 50 grain detonation cord, cost $1,915.49, quantity 1 roll. The detonating cord is a thin, flexible plastic tube usually filled with pentaerythritol tetra nitrate (PETN, pentrite ). With the PETN exploding at a rate of approximately 6400 m/s, any common length of detonation cord appears to explode instantaneously. It is a high­ speed fuse which explodes, rather than burns, and is suitable for detonating high explosives.
iii. Nonel starters, cost: included with 50 grain det cord, quantity: 88. A blasting cap is a small sensitive primary explosive device generally used to detonate a larger, more powerful and less sensitive secondary explosive such as TNT, dynamite, or plastic explosive.

Blasting caps come in a variety of types, including non-electric caps, electric caps, and fuse caps
iv. C2 Prima sheet, cost: $1,183.50, quantity: 10 lbs. A PETN based sheet explosive
b. Purpose:

To safely gain entry into a structure.
c. Authorized Use:

Explosive breaching may only occur after authorization by the Incident Commander or SWAT Commander in the field, and during training exercises. All Breachers shall be licensed as a Blaster by Cal/OSHA. All Breachers will attend an approved "Tactical Energetic Breaching" course. Master Breacher designation upon: Attend an accredited "advanced" Energetic Breaching course or equivalent. Participate in a minimum of 50 documented training breaches, of which at least ten (10) were considered "research and development" shots.

Participate in at least 1 operational energetic breach. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 311 - Search and Seizure, SCPD Policy 404 Special Response Team.
d. Expected Lifespan:
25 grain detonation cord - 5 years
50 grain detonation cord - 5 years
C2 Prima Sheet - Until expended
Nonel Starters - until expended
e. Fiscal Impact:
25 grain detonation cord - estimated between $0 and $349 annually. 50 grain detonation cord - estimated between $0 and $1,915.49 annually C2 Prima Sheet - estimated between $0 and $1,183.50 annually Nonel Starters - $0

9. Specialized Firearms and Ammunition (Equipment Category 10) a. Description, quantity, capabilities, and purchase cost:

I. The Carbine Rifle is a firearm, capable of accurately stopping an armed subject at various distances. The Carbine Rifle is a lightweight, air-cooled, gas operated, magazine fed, shoulder fired weapon, designed for semi-automatic & selective fire. The Carbine Rifle does not have an expiration and will need to be serviced or replaced when the Rifle fails or breaks. The .223 / 5.56 cartridge is used as a lethal option designed to stop a violent encounter. The projectile is capable of penetrating soft body armor being worn by armed subjects. Colt AR-15/M4, cost: $119,850, quantity: 102, FN-15, cost: $46, 371, quantity: 29
II. The Hornady .223 Remington, 75 grain, BTHP Tap Precision cartridge is the primary duty ammunition deployed during potential lethal encounters. Cost: $19,980, quantity: 25,000
Ill. The Hornady .223 Remington, 62 grain, Tap Barrier cartridge is the secondary ammunition deployed during potential lethal encounters, when shooting through barriers. Cost: $3,996, quantity: 5,000
IV. The Hornady .223 Remington, 55 grain cartridge is the primary training ammunition for the Department. Cost: $40,176, quantity:
100,000
V. The Santa Clara Police Department Special Response Team (SRT) was formed in 1975, in response to very dangerous or violent tactical encounters. The Sniper element deploys with precision rifles, which enables the stopping of an armed subject at a safe distance. The Sniper Rifle does not have an expiration and will need to be serviced or replaced when the Rifle fails or breaks.

The .308 Winchester cartridge: is a rimless, bottlenecked rifle cartridge. The .308 WIN. cartridge is used as a Lethal option designed to stop a violent encounter. The projectile is capable of penetrating soft body armor being worn by armed subjects. JP LRP-07 Rifle cost: $14,276, quantity: 4, TacOps 700, cost: $3,999, quantity: 1, DT SRS-A 1 rifle, cost: $7,698, quantity: 2, Spartan rifle, cost: $8,800, quantity: 2.

VI. The Hornady .308 WIN., 110 grain, Tap Urban cartridge is ammunition deployed during potential lethal encounters, in high collateral risk environments. The 110 grain, Tap Urban offers a unique projectile that allows rapid expansion, fragmentation & low retained weight. It also offers the least penetration, but with substantially more temporary & permanent cavity & fragmentation.

Cost: $6,303, quantity: 5,000
VII. The Hornady .308 WIN., 168 grain, ELD Match Tap Precision cartridge is ammunition deployed during potential lethal encounters at longer distances. The 168 grain projectile maintains accuracy, while resulting in higher impact velocities, less drop, less wind drift, and more energy on target. Cost: $18,909, quantity: 15,000.

VIII. The RUAG .308 WIN., 164 grain, Tactical cartridge is ammunition deployed during potential lethal encounters, when shooting through barriers. The 164-grain projectile is capable of accurately striking targets behind an angled window or windshield, without the risk of unpredictable bullet deflection Conventional bullets break apart or fragment when penetrating glass, which does not allow an accurate hit. Cost: $1,512, quantity: 500
IX. The RUAG .308 WIN., 196 grain, Armor Piercing cartridge is ammunition deployed during potential lethal encounters, when shooting through heavy barriers. The 196 grain projectile is capable of accurately striking targets behind armor, without the risk of unpredictable bullet deflection. Conventional bullets break apart or fragment when penetrating armor, which does not allow an accurate hit. Cost: $385, quantity: 80
X. The RUAG .338 Lapua Magnum, 247 grain, Styx Action cartridge is ammunition deployed during potential lethal encounters, in high collateral risk environments. The 247 grain Styx Action cartridge offers a unique projectile that allows rapid expansion, fragmentation & low retained weight. It also offers the least penetration, but with substantially more temporary & permanent cavity & fragmentation. Cost: $1,618, quantity: 500
XI. The Hornady .338 Lapua Magnum, 285 grain, ELD Match cartridge, is ammunition deployed during potential lethal encounters at longer distances. The 285-grain projectile maintains accuracy, while resulting in higher impact velocities, less drop, less wind drift, and more energy on target. Cost: $17,766, quantity: 3,840
XII. The RUAG .338 Lapua Magnum, 250 grain, Tactical cartridge is ammunition deployed during potential lethal encounters, when shooting through barriers. The 250-grain projectile is capable of accurately striking targets behind an angled window or windshield, without the risk of unpredictable bullet deflection Conventional bullets break apart or fragment when penetrating glass, which does not allow an accurate hit. Cost: $953, quantity: 350 XIII. The RUAG .338 Lapua Magnum, 260 grain, Armor Piercing cartridge is ammunition deployed during potential lethal encounters, when shooting through heavy barriers. The 260-grain projectile is capable of accurately striking targets behind armor, without the risk of unpredictable bullet deflection. Conventional bullets break apart or fragment when penetrating armor, which does not allow an accurate hit. Cost: $3,240, quantity: 500 XIV. Selections of which of the above ammunition to use is dependent on the threat and the environment (to include barriers, weather conditions, uninvolved parties, etc.)
b. Purpose:

To be used as precision weapons to address a threat with more precision and/or greater distances than a handgun, if present and feasible. c. Authorized Use:

Only members that are POST certified are authorized to use a rifle. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 300 - Use of Force, SCPD Policy 306.5 - Firearms Training and Qualifications, SCPD Policy 404 - Special Response Team. d. Expected Lifespan:

I. Carbine Rifle - No expiration
II. The Hornady .223 Remington, 75 grain - No expiration Ill. The Hornady .223 Remington, 62 grain, Tap Barrier - No expiration IV. The Hornady .223 Remington, 55 grain, - No expiration V. Sniper Rifles - No expiration
VI. The Hornady .308 WIN., 11 O grain - No expiration
VII. The Hornady .308 WIN., 168 grain - No expiration
VIII. The RUAG .308 WIN., 164 grain - No expiration
IX. The RUAG .308 WIN., 196 grain - No expiration
X. The RUAG .338 Lapua Magnum, 247 grain - No expiration XI. The Hornady .338 Lapua Magnum, 285 grain - No expiration XII. The RUAG .338 Lapua Magnum, 250 grain - No expiration XIII. The RUAG .338 Lapua Magnum, 260 grain - No expiration e. Fiscal Impact:

I. Carbine Rifle - Annual cost between $19,999 - $166,221 II. The Hornady .223 Remington, 75 grain -Annual cost between $0 - $19,980
Ill. The Hornady .223 Remington, 62 grain, Tap Barrier - Annual cost between $0 - $3,996
IV. The Hornady .223 Remington, 55 grain - Annual cost between $0 - $40,176
V. Sniper Rifle -Annual cost between $900 - $34,773
VI. The Hornady .308 WIN., 110 grain - Annual cost between $0 - $6,303 VII. The Hornady .308 WIN., 168 grain-Annual cost between $0- $18,909 VIII. The RUAG .308 WIN., 164 grain-Annual cost between $0- $1,512 IX. The RUAG .308 WIN., 196 grain -Annual cost between $0 - $385 X. The RUAG .338 Lapua Magnum, 247 grain -Annual cost between $0 - $1,618
XI. The Hornady .338 Lapua Magnum, 285 grain - Annual cost between $0 - $17,766
XII. The RUAG .338 Lapua Magnum, 250 grain -Annual cost between $0 - $953
XIII. The RUAG .338 Lapua Magnum, 260 grain - Annual cost between $0 - $3,240

10. Flash bangs (Category 12)
a. Description, quantity, capabilities, and purchase cost:

A Noise Flash Diversionary Devices (NFDD) is a device that creates a bright flash and loud sound to temporarily divert the attention of subjects in the immediate area. NFDD are used to distract and temporarily incapacitate dangerous suspects by overwhelming their senses of vision and hearing. The distraction allows officers to seize a moment of opportunity to take control of high-risk situations.

I. NFDD 7290M emits a loud "bang" and a flash of light, cost:
$4,345.97, quantity: 96
II. NFDD 7290-5 emits a loud "bang" and a flash of light (5) times, cost: $1,070.13, quantity: 10
Ill. NFDD 9593 Multi-effect grenades with a loud blast, bright flash and dispersion of stinging .31 caliber pellets. Can also be configured to dispense an instantaneous cloud of irritant powder.

Cost: $443.30, quantity: 11
b. Purpose:

To produce atmospheric over-pressure and brilliant white light and, as a result, can cause short-term (6 - 8 seconds) physiological/psychological sensory deprivation to give officers a tactical advantage.
c. Authorized Use:

Diversionary Devices shall only be used:
i. By SRT officers who have been trained in their proper use. ii. In hostage and barricaded subject situations.
iii. In high risk warrant (search/arrest) services where there may be extreme hazards to officers.
iv. During other high-risk situations where their use would enhance officer safety. v. During training exercises.

All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 300 - Use of Force, SCPD Policy 404- Special Response Team. d. Expected Lifespan:

I. NFDD 7290M - 5 years
II. NFDD 7290-5 - 5 years
Ill. NFDD 9593 - 5 years
e. Fiscal Impact:

I. NFDD 7290M -Annual cost between $0 - $4,345.97
II. NFDD 7290-5 - Annual cost between $0 - $1,070.13
Ill. NFDD 9593 -Annual cost between $0 - $1,070.13

11. Tear Gas (Category 12)
a. Description, quantity, capabilities, and purchase cost:

Chemical agent munitions, which are commonly referred to as "tear gas," are used by the Santa Clara Police Department as a non-lethal tool to disperse rioting suspects and on barricaded suspects.

The Santa Clara Police Department uses chemical agents which are used by law enforcement across the United States: CS (2-Chlorobenzylidenemalononitrile) and OC (Oleoresin Capsicum)
CS is an irritating agent and lachrymator (irritates the eyes and causes tears to flow). CS has been medically tested in the UK and US, specifically by the U.S.

Army. There are no known allergic reactions to CS.

OC was de-regulated in California in 1996, is endorsed by the FBI, and is available to civilians to legally possess (2.5oz or less). OC is an inflammatory agent which causes involuntary closure of eyes (open in 2-5 minutes) and respiratory inflammation (subsides in approximately 2 minutes).

I. 5230B - Pyrotechnic grenade designed for indoor use delivering a maximum amount of irritant smoke throughout multiple rooms with minimal risk of fire. Cost: $2,412, quantity: 67
II. 6230 - Pyrotechnic canister grenade emitting smoke through multiple emission ports for 30 to 40 seconds. May be launched or hand thrown.

Cost: $450, quantity: 15
Ill. 8230 - The smallest diameter burning grenade that discharges a high volume of smoke and chemical agent through multiple emission ports.

Specifically for outdoor use and it should not be deployed on rooftops, in crawl spaces or indoors due to fire producing capability. Can be hand thrown or launched. Cost: $504, quantity: 21
IV. 9230 - The 9230 CS Jet-Lite Rubber Ball Grenade is one of the smaller diameter burning grenades that discharges a high volume of chemical agents through multiple emission ports. Specifically for outdoor use and should not be deployed from rooftops, in crawl spaces or indoors due to fire producing capability. Can be hand thrown or launched. Cost: $725, quantity: 25.

V. 3330 - Liquid CS filled projectile penetrates intermediate barriers and delivers irritant agents into an adjacent room. Cost: $735, quantity: 35 VI. 6340 - This unique grenade delivers an invisible OC vapor and renders an intense respiratory effect to a non-compliant subject. Cost: $360, quantity 10
VII. 4330 - Liquid CS filled projectile penetrates intermediate barriers and delivers irritant agents into an adjacent room. Cost: $1,950, quantity: 75 VIII. The Spede-Heat™ 40mm Short Range CS Round incorporates an aluminum shell and utilizes black powder as the propellant. The Spede­ Heat™ 40mm Short Range Round is designed to deliver one dual-ported chemical canister from a 40mm launcher 75 yards to the intended target zone. Cost: $420, quantity: 15
IX. The 6 oz. OC Aerosol Grenade will delivery its payload of 1.3% MC% OC in 20-25 seconds. This is a antomized mist which enhances the pungent

1.3% OC formulation. Cost: $180, quantity: 10
b. Purpose:

To limit the escalation of conflict where employment of lethal force is prohibited or undesirable. Situations for use of the less lethal weapon systems may include, but are not limited to:
i. Self-destructive, dangerous and/or combative individuals. ii. Riot/crowd control and civil unrest incidents.
iii. Circumstances where a tactical advantage can be obtained. iv. Potentially vicious animals.
v. Training exercises or approved demonstrations.
c. Authorized Use:

Only officers who have received POST certification in the use chemical agents are authorized to use chemical agents. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 300 - Use of Force, SCPD Policy 404 - Special Response Team.
d. Expected Lifespan:

I. 5230B - 5 years
II. 6230 - 5 years
Ill. 8230 - 5 years
IV. 9230 - 5 years
V. 3330 - 5 years
VI. 6340 - 5 years
VII. 4330 - 5 years
VIII. The Specie-Heat™ 40mm Short Range CS Round - 5 years IX. The 6 oz. OC Aerosol Grenade - 5 years
e. Fiscal Impact:

I. 5230B - estimated between $0 and $2,412 annually
II. 6230 - estimated between $0 and $450 annually
Ill. 8230 - estimated between $0 and $504 annually
IV. 9230- estimated between $0 and $725 annually
V. 3330 - estimated between $0 and $735 annually
VI. 6340 - estimated between $0 and $360 annually
VII. 4330 - estimated between $0 and $1,950 annually
VIII. The Specie-Heat™ 40mm Short Range CS Round
IX. The 6 oz. OC Aerosol Grenade

12. PepperBall Launcher (Category 12)
a. Description, quantity, capabilities, and purchase cost:

System that uses high pressure air to deliver PAVA powder projectiles (similar to a paint ball delivery system). System capable of launching projectiles at a subject up to 60'. System capable of area saturation up to 160'. Non-lethal option to offer law enforcement officers to deliver chemical agents and kinetic energy impacts to subjects in a potentially violent encounter. De-Escalation tool used to avoid further injuries or lethal options on a subject. Cost: $7,500, quantity:

I. PepperBall LIVE PROJECTILE, The basic PepperBall projectile contains 2% PAVA pepper powder, and is designed for direct impact and area saturation, especially in confined, interior spaces.

Discharged from a PepperBall Launcher, the projectile has a velocity of 280-350 FPS. The projectile has a direct impact of 60ft and an area of saturation of 150+ft. The projectile contains 0.5% PAVA Powder.8230. Cost: $3,412 quantity: 1500
II. PepperBall VXR LIVE-X PROJECTILE: The VXR Live-X Projectile is a non-lethal round. The projectile contains approximately 1 Ox the PAVA of the VXR LIVE projectile. This projectile is best for direct impact or area saturation. Discharged from a PepperBall Launcher, the projectile has a velocity of 280-425 FPS. The projectile has a direct impact of 150ft and an area of saturation of b. Purpose:
390+ft. The projectile contains 2.5% PAVA powder. Cost: $8,984 quantity: 3000
To limit the escalation of conflict where employment of lethal force is prohibited or undesirable. Situations for use of the less lethal weapon systems may include but, are not limited to:
i. Self-destructive, dangerous and/or combative individuals. ii. Riot/crowd control and civil unrest incidents.
iii. Circumstances where a tactical advantage can be obtained. iv. Potentially vicious animals.
v. Training exercises or approved demonstrations.
c. Authorized Use:

Only those officers who have been trained in the use of PepperBall launchers are authorized to use the PepperBall launchers. All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 300 - Use of Force. d. Expected Lifespan:

I. PepperBall Launcher: No expiration
II. Live Projectile: 1 year
Ill. Live-X Projectile: 1 year
e. Fiscal Impact:

I. PepperBall Launcher: estimated between $0 and $7,500 annually II. Live Projectile: estimated between $0 and $3,412 annually Ill. Live-X Projectile: estimated between $0 and $9,000 annually

13. Projectile Launch platforms and associated munitions (Category 14) a. Description 1 guantity 1 capabilities 1 and purchase cost:

Penn Arms Launcher: Cost: $23,650, quantity: 22.The Penn Arms Launcher is not a firearm, but a Less-Lethal systems that uses smokeless powder to deliver 40MM projectiles from a safe distance. The Less-Lethal launcher is capable of launching 40MM munitions at a subject up to 25 yards. The Less-Lethal launcher is a single launcher, which allows the Officer to assess after every spent munition. Less-Lethal launcher does not have an expiration and will need to be serviced or replaced when the launcher fails or breaks. The 40MM munition is a Direct Impact Spin Stabilized Smokeless Sponge Munition. The Sponge Baton munition is used as a Less-Lethal weapon designed to de-escalate a potentially violent encounter. Cost: $11,454, quantity: 600
b. Purpose:

To limit the escalation of conflict where employment of lethal force is prohibited or undesirable.
c. Authorized Use:

Situations for use of the less lethal weapon systems may include, but are not limited to:
i. Self-destructive, dangerous and/or combative individuals. ii. Riot/crowd control and civil unrest incidents.
iii. Circumstances where a tactical advantage can be obtained. iv. Potentially vicious animals.
v. Training exercises or approved demonstrations.

All other applicable SCPD policies remain in effect, to include, but not limited to, SCPD Policy 300 - Use of Force.
d. Expected Lifespan:

I. 40mm Launcher: No expiration
II. 40mm Sponge Round: 5 years
e. Fiscal Impact:

I. 40mm Launcher: estimated between $0 and $23,650 annually II. 40mm Sponge Round: estimated between $0 and $12,000 annually

Ordinance/Military Equipment Policy Page 1 of 4
ORDINANCE NO. _____

AN ORDINANCE OF THE CITY OF SANTA CLARA ,
CALIFORNIA, AMENDING SECTION 2.80.080 (“MILITARY
EQUIPMENT POLICY”) OF CHAPTER 2.80 (“POLICE
DEPARTMENT”) OF TITLE 2 (“ADMINISTRATION AND
PERSONNEL”) OF “THE CODE OF THE CITY OF SANTA
CLARA, CALIFORNIA”

BE IT ORDAINED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, In March 2022, the City Council approved Ordinance No. 2042 adding Section

2.80.080 (“Military Equipment Policy”) to Chapter 2.80 (“Police Department”) of Title 2 (“Administration and Personnel”) of the Santa Clara City Code, to implement the requirements of California Assembly Bill 481 (AB 481), codified in California Government Code Sections 7070, et seq.;
WHEREAS, the City Council of the City of Santa Clara desires to ensure that th e Santa Clara City Code remains accurate, consistent, and aligned with the requirements of AB 481 and the corresponding provisions of the State of California Government Code; WHEREAS, California Government Code Sections 7070, 7071, and 7072 may be amended or renumbered by the State from time to time, and that updates to Santa Clara City Code Section 2.80.080 are therefore necessary to reference these statutory provisions as that section may be amended or renumbered in order to preserve clarity and legal consistency; WHEREAS, transparency and accountability are integral to the implementation of the Military Equipment Use Policy and that such accountability is required through regular review and renewal of the ordinance; WHEREAS, the City Council desires ongoing oversight by requiring an annual review of the Military Equipment Use Policy by the City Council, and by requiring the annual renewal of

Ordinance/Military Equipment Policy Page 2 of 4
the Ordinance to be by formal written Resolution; and
WHEREAS, to balance the interests of transparency, accountabil ity, and operational efficiency, the City Council deems it to be in the best interests of the City to amend Section

2.80.080 of the City Code to reference numbered State law sections and to allow annual review and approval by Resolution.

NOW THEREFORE, BE IT FURTHER ORDAINED BY THE CITY OF SANTA CLARA AS FOLLOWS:

SECTION 1: That Section 2.80.080 (entitled “Military Equipment Policy”) of Chapter 2.80 (entitled “Police Department) of Title 2 (entitled “Administration and Personnel”) of “The Code of the City of Santa Clara, California” (“SCCC”) is amended to read as follows:

“2.80.080 Military equipment policy.
(a) The City Council has made the following determinations:
(1) The military equipment inventoried and presented to the City Council is necessary because there is no reasonable alternative that can achieve the same objective of officer and civilian safety;
(2) The proposed military equipment use policy (“policy”) will safeguard the public’s welfare, safety, civil rights, and civil liberties;
(3) The equipment is reasonably cost effective compared to available alternatives that can achieve the same objective of officer and civilian safety (if any); (4) Prior military equipment use complied with the applicable equipment use policy (which included equipment now defined as military equipment) that was in effect at the time, or if prior uses did not comply with the accompanying military equipment use policy,

Ordinance/Military Equipment Policy Page 3 of 4
corrective action has been taken to remedy nonconforming uses and ensure future compliance.
(b) The Police Department has submitted a proposed policy to the City Council and has made those documents available on the Police Department’s website for at least thirty (30) days prior to the public hearing concerning the military equipment at issue. (c) The policy was considered by the City Council as an agenda item in an open session of a regular meeting, noticed in accordance with the Ralph M. Brown Act, at which public comment was permitted.
(d) The policy shall be made publicly available on the Police Department’s website for as long as the military equipment is available for use.
(e) The Police Department shall submit an annual military equipment report to the City Council, containing the information required in Government Code Section 7072 (as that section may be amended or renumbered ), and the City Council shall determine whether each type of military equipment identified in that report has complied with the standards for approval set forth in subsections (a)(1) through (a)(4) of this section. (f) The City Council shall review the ordinance codified in this section along with the annual military equipment report, and vote on whether to renew it on an annual basis at a regular meeting, by adoption of a written Resolution, in accordance with Government Code Section 7071(e)(2) (as that section may be amended or renumbered). (g) The City Council approves the use of the policy, and finds that it satisfies the requirements of Government Code Section 7070(d) (as that section may be amended or renumbered).”
SECTION 2: Ordinances Repealed. With exception of the provisions protected by the

Ordinance/Military Equipment Policy Page 4 of 4
savings clause, all ordinances (or parts of ordinances) in conflict with or inconsistent with this ordinance are hereby repealed.

SECTION 3: Savings clause. The changes provided for in this ordinance shall not affect any offense or act committed or done or any penalty or forfeiture incurred or any right established or accruing before the effective date of this ordinance; nor shall it affect any prosecution, suit or proceeding pending or any judgment rendered prior to the effective date of this ordinance. All fee schedules shall remain in force until superseded by the fee schedules adopted by the City Council.

SECTION 4: Effective date. This ordinance shall take effect thirty (30) days after its final adoption; however, prior to its final adoption it shall be published in accordance with the requirements of Section 808 and 812 of “The Charter of the City of Santa Clara, California.” PASSED FOR THE PURPOSE OF PUBLICATION this 16th day of January, 2026, by the following vote:

AYES: COUNCILORS:

NOES: COUNCILORS:

ABSENT: COUNCILORS:

ABSTAINED: COUNCILORS:

ATTEST: ___________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

Attachments incorporated by reference:

None
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
26-1762 Agenda Date: 1/13/2026

REPORT TO CITY COUNCIL

SUBJECT
Action on a joint Resolution of the City of Santa Clara and Stadium Authority Authorizing the Display of the “Where the Mission Meets the Moment” flag from January 14, 2026 to December 2026 and the Super Bowl LX flag from January 14, 2026 to February 9, 2026.

BACKGROUND
In 2026, the City of Santa Clara will be hosting two major sporting events National Football League (NFL) Super Bowl LX (SBLX) and six Fédération Internationale de Football (FIFA) Men’s World Cup 2026 (FWC26) matches at Levi’s® Stadium (Stadium).

The Super Bowl is the annual championship game of the National Football League (NFL). It serves as the final game of every NFL season and is generally played on the second Sunday in February.

SBLX will be held at the Stadium on February 8, 2026.

To celebrate this once-in-a-lifetime opportunity of hosting these two events in one year, Santa Clara developed, through community input, a community engagement campaign “Where the Mission Meets the Moment.” The campaign’s primary purpose is to foster community pride and belonging, ensuring that residents feel ownership, excitement, and connection as Santa Clara prepares to welcome the world. The City Council approved the branding (logo and mark) for the campaign.

On August 28, 2018, the City Council approved Council Policy 48 (Attachment 2) titled “Display of Flags,” which established guidelines for the exhibition of the United States of America flag, California State flag, City of Santa Clara flag, and the display of ceremonial flags at City facilities and at City Hall. Per Council Policy 48, the City Council may by resolution authorize the display of a ceremonial flag for a period of time that is reasonable or customary for the subject that is to be commemorated, but no longer than 30 continuous days.

DISCUSSION
To mark the beginning of 2026 a milestone year in which Santa Clara will host globally significant events, the City proposes to fly a commemorative “Where the Mission Meets the Moment” flag from January 2026 through December 2026. The “Where the Mission Meets the Moment” flag will be displayed at City Hall and other City facilities as determined by the City Manager. This flag will serve as a visible symbol of the City’s community engagement campaign and its role on the world stage.

As the campaign is for 2026, staff recommends that the City Council waive the 30-day continuous maximum restriction for the display of a ceremonial flag.

Additionally, in anticipation of hosting Super Bowl LX, the staff proposes to display the official Super Bowl LX flag from January 2026 through February 9, 2026. The Super Bowl LX flag will be displayed at Levi’s® Stadium. Display of the Super Bowl LX flag is subject to NFL approval, which is currently City of Santa Clara Printed on 1/9/2026Page 1 of 2
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26-1762 Agenda Date: 1/13/2026
pending. If approval is not granted, the City will be unable to display the flag.

In accordance with Council Policy 48, it is recommended that the City Council and Stadium Authority adopt a joint resolution authorizing the display of the “Where the Mission Meets the Moment” flag from January 2026 to December 2026, waive the 30 continuous day requirement, and authorize the display of the Super Bowl LX flag from January 14, 2026, to February 9, 2026.

Should a FIFA flag become available, staff will bring forward a report for Council’s consideration and authorization regarding the display of a ceremonial FIFA flag.

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
There is no fiscal impact to the City other than staff time.

COORDINATION
This report was coordinated with 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 Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Adopt a joint City Council and Stadium Authority resolution (1) waiving the 30 continuous day maximum display period in City Council Policy 48 (“Display of Flags”), and authorizing the display of the “Where the Mission Meets the Moment” flag from January 2026 to December 2026 at City Hall and other suitable locations throughout the City approved by the City Manager, and (2) authorizing the display of the Super Bowl LX flag from January 14, 2026, to February 9, 2026 at Levi’s® Stadium.

Reviewed by: Paulina Morales, Assistant City Manager
Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. Draft joint City Council and Stadium Authority Resolution

2. City Council Policy 48 (“Display of Flags”)
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Resolution/Display of Where the Mission Meets the Moment & Super Bowl LX Flags Page 1 of 2 Rev: 7/27/2023
RESOLUTION NO. _____

RESOLUTION NO. _____ (STADIUM AUTHORITY)

A RESOLUTION OF THE CITY OF SANTA CLARA, CALIFORNIA

AND A RESOLUTION OF THE STA DIUM AU THORITY,
CALIFORNIA, AUTHORIZING THE DISPLAY OF THE “WHERE
THE MISSION MEETS THE MOMENT” FLAG FROM JANUARY
2026 TO DECEMBER 202 6 AND THE SUPER BOWL LX FLAG
FROM JANUARY 14, 2026, TO FEBRUARY 9, 2026.

WHEREAS, in 2026, the City of Santa Clara will be hosting two major sporting events National Football League (NFL) Super Bowl LX and six Fédération Internationale de Football (FIFA) Men’s World Cup 2026 (FWC26) matches at Levi’s® Stadium (Stadium) ; WHEREAS, to celebrate this once-in-a-lifetime opportunity of hosting these two major events in one year, Santa Clara developed, through community input, a community engagement campaign “Where the Mission Meets the Moment.” The campaign’s primary purpose is to foster community pride and belonging, ensuring that residents feel ownership, excitement, and connection as Santa Clara prepares to welcome the world; and, WHEREAS, the Super Bowl is the annual championship game of the NFL. It serves as the final game of every NFL season and is generally played on the second Sunday in February. Super Bowl LX will be held at the Stadium on February 8, 2026; and, WHEREAS, August 28, 2018, the City Council of the City of Santa Clara adopted Resolution No. 18-8597 approving the Council Policy on the Display of Flags (CP 048) which established guidelines for the exhibition of the United States of America flag, California State flag, City of Santa Clara flag, and the display of ceremonial flags at City facilities and at City Hall; and, WHEREAS, the display of ceremonial flags that commemorate special observances is permitted under the Council Policy on the Display of Flags, attached hereto as Attachment 1, when approved by the City Council by adoption of a resolution prior to the observance and shall be displayed for a period of time no longer than 30 continuous days; and,

Resolution/Display of Where the Mission Meets the Moment & Super Bowl LX Flags Page 2 of 2 Rev: 7/27/2023
WHEREAS, the display of the “Where the Mission Meets the Moment” campaign flag during the 2026 year will heighten awareness of the community engagement campaign, as well as celebrate hosting these major events; and,
WHEREAS, the display of the Super Bowl LX flag from January 15, 2026, through February 9, 2026, serves to recognize and celebrate the City’s role as host of the NFL’s championship game.

NOW THEREFORE, BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That the “Where the Mission Meets the Moment” Flag will be displayed for increments of 30-days between January 14, 2026, and December 31, 2026 at various City facilities as determined by the City Manager and at City Hall.

2. The Super Bowl LX flag will be displayed from January 14, 2026, to February 9, 2026, at Levi’s® Stadium.

Resolution/Display of Where the Mission Meets the Moment & Super Bowl LX Flags Page 3 of 2 Rev: 7/27/2023

3. Effective date. This resolution shall become effective immediately.

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION PASSED

AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE ___ DAY OF _________, 2026, BY THE FOLLOWING VOTE:

AYES: COUNCILORS / BOARD MEMBERS:

NOES: COUNCILORS / BOARD MEMBERS:

ABSENT: COUNCILORS / BOARD MEMBERS:

ABSTAINED: COUNCILORS / BOARD MEMBERS:

ATTEST: ______________________________

NORA PIMENTEL, MMC

ASSISTANT CITY CLERK

CITY OF SANTA CLARA

ATTEST: ______________________________

NORA PIMENTEL, MMC

SECRETARY OF THE STADIUM AUTHORITY

SANTA CLARA STADIUM AUTHORITY

Attachments incorporated by reference:

1. Council Policy on the Display of Flags

City of Santa Clara
Council Policy Manual

DISPLAY OF FLAGS POLICY

Adopted 8/28/2018 P&P 048 Page 1 of 2 Resolution No. 18-8597
PURPOSE To establish clear guidelines for: 1) the exhibition of the United States of America flag, the California State flag, the City of Santa Clara flag at City facilities and at City Hall, and 2) the display of ceremonial flags.

POLICY It is the policy of the City of Santa Clara that flags should be displayed in conformance with Federal and State laws and policies, as stated in the Federal “The Flag” publication of the Congress, Title 4, Chapter, 1 of the United States Code, and the State of California Government Code Sections 430 and 437.

The City’s flagpoles are not intended to serve as a forum for free expression by the public. The City will not display a ceremonial flag based on a request from a third party, nor will the City use its flagpoles to sponsor the expression of a third party.

PROCEDURE Federal, State, and City Flags

1. Outdoor flags will be flown at City facilities in the following order of precedence: first, the United States of America flag; second, the California State flag; third, the City of Santa Clara flag;

2. The City of Santa Clara flag will be flown wherever there are sufficient poles to do so. The City flag may be displayed on the same pole with, and underneath the State flag, whenever the pole is of sufficient height. The Federal, State, and City flags shall not be flown on a single pole of any height.

3. Indoor City flags shall be displayed at a minimum in the City Hall Council Chambers and in the Mayor’s Office.

Ceremonial Flags

1. Flags of governments recognized by the United States m ay be displayed upon the request of the Mayor, a member of the City Council, or the City Manager. If flags of two or more nations are flown, the foreign flag(s) must be of equal size and displayed on staffs of equal height as the United States flag.

2. The f lags of official Sister Cities of the City of Santa Clara may be displayed in conjunction with an event involving the Sister City or Cities, and shall follow the City flag in the order of precedence of Federal, State, and City flags.

City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Council Policy Manual

DISPLAY OF FLAGS POLICY

Adopted 8/28/2018 P&P 048 Page 2 of 2 Resolution No. 18-8597

3. Ceremonial flags of si gnificance to the City’s history may be displayed as designated by City Council by adoption of a resolution in conjunction with official actions or proclamations of the City Council.

4. Ceremonial flags that commemorate special observances must be approved b y City Council by adoption of a resolution prior to the observance and shall be displayed for a period of time that is reasonable or customary for the subject that is to be commemorated, but no longer than 30 continuous days.

5. All ceremonial flags shall be no larger than three feet by five feet and no smaller than two feet by four feet.

City of
Santa Clara
The Center of What's Possible
City of Santa Clara
Agenda Report
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
26-51 Agenda Date: 1/13/2026

REPORT TO CITY COUNCIL AND STADIUM AUTHORITY BOARD

SUBJECT
Action on a Standard Agreement with the California Highway Patrol for Traffic Management Related Services for Super Bowl LX

BACKGROUND
The California Highway Patrol (“CHP”) has acted as a partner agency, providing necessary supplemental law enforcement services at Levi’s Stadium events, since 2014 pursuant to various agreements approved by the City Council. Most recently, on June 25, 2024, the City Council and Stadium Authority Board approved a standard agreement with the California Highway Patrol (CHP) for traffic management and support services for special events held at Levi’s Stadium. CHP duties include traffic management, air operations, SWAT, bicycle patrol, crowd control, and other law enforcement duties, including but not limited to fixed or mobile positions, for which CHP bills the City according to the hourly rates listed in the agreement. The term of the agreement is July 1, 2024 through June 30, 2028, and has a not-to-exceed limitation of $5 million. The costs associated with the CHP’s services at the Stadium are required to be reimbursed to the City in accordance with Measure J.

As stated in the Agenda Report supporting the 2024 agreement with the CHP (Attachment 1), the parties contemplated a separate, stand-alone, agreement with the CHP for services provided in connection with the Super Bowl and FIFA World Cup. Accordingly, the proposed agreement has a scope of work as follows, “The Contractee, City of Santa Clara agrees to reimburse the Department of California Highway Patrol (CHP) for costs associated with traffic control related services for Super Bowl LX at the Levi’s Stadium provided by the CHP San Jose Area office.” The term of this new agreement is for one week, from February 1 to February 9, 2026, with a maximum compensation of $1,100,000 (Attachment 2).

DISCUSSION
As the lead law enforcement agency, the Police Department secures local, State, and Federal resources, as necessary, to implement security measures, and corresponding contingency plans, in anticipation of the events currently planned at Levi’s Stadium. This includes, but is not limited to, mitigating traffic congestion for event patrons and local traffic, providing a safe venue for attendees, performers, and stadium personnel as well as preventing intrusion into neighborhoods while maintaining access to adjacent business properties. The Police Department is also the lead in obtaining the necessary approvals required to enter into agreements with law enforcement partners.

The CHP has been an essential public safety partner in the implementation of the traffic management and event plans for Levi’s Stadium events. Since 2014, CHP has provided vehicles, radios, personnel, and other necessary equipment for traffic management and related support services on Highway 101 and Route 237, which they have jurisdiction over. In addition, CHP is also instrumental City of Santa Clara Printed on 1/9/2026Page 1 of 3
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26-51 Agenda Date: 1/13/2026
in helping the Police Department obtain threat intelligence information.

The number of CHP personnel necessary to implement the plans varies according to the event type, day and time, anticipated attendance, dignitaries present, intelligence gathered, and potential threat (s). The standard agreement terms require compensation to be paid according to a CHP hourly employee cost (e.g., salary, benefits, overhead, etc.) from their home station to their return to the home station, including mileage. For the Super Bowl event, air support services are anticipated.

The differences between the 2024 agreement and the proposed agreement for SBLX are as follows:
· The short notice cancellation fee increased from $50 to $150 · All hourly rates increased, except (1) the airplane rate decreased significantly (from $850.62/hr to $739.96/hr), and (2) the Motorcycle Sgt rate is unchanged · The General Terms and Conditions (“GTC”) has been updated by the State to GTC 2/2025 from the prior version (GTC 4/2017) but the only substantive difference in the new 2025 GTC is that the state has added a generative AI disclosure obligation that requires the City to disclose if we plan to use AI with regard to CHP’s performance of services The indemnity obligation, highlighted in the 2024 Agenda Report (Attachment 1), remains unchanged. The terms and conditions of the agreement are not negotiable.

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
The services to be provided by the CHP under the proposed agreement qualify as Actual Event Services falling within the definition of Qualified Event Expense, to be reimbursed by Bay Area Host Committee, in accordance with the terms of the League Event Agreement. Section 2.1.2 of the League Event Agreement states, “Super Bowl Services are to be provided by City personnel such as:
on-duty and off-duty police officers, fire personnel, medical personnel, traffic management personnel, other public safety personnel, as well as other personnel from the City and other jurisdictions (pursuant to agreements between such other jurisdictions and the City), and other City contractors.” An estimate of expected expenses associated with CHP services (such as staffing/labor related cost) was taken into consideration when calculating the Preliminary Qualified Event Cost Estimate.

Expected use of additional services, such as air support services, remain under review and discussion with CHP.

COORDINATION
This report was coordinated with 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 Printed on 1/9/2026Page 2 of 3
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26-51 Agenda Date: 1/13/2026
Office at (408) 615-2220, email [email protected] or at the public information desk at any City of Santa Clara public library.

RECOMMENDATION
Authorize the City Manager to execute the Standard Agreement with the California Highway Patrol for traffic control related services for Super Bowl LX at Levi’s Stadium, in an amount not to exceed $1,100,000 over the period February 1-9, 2026.

Reviewed by: Cory Morgan, Chief of Police
Approved by: Jovan Grogan, City Manager

ATTACHMENTS

1. Agenda Report and attachments for 2024 Agreement with CHP (24-191)

2. Proposed Agreement with CHP for services provided in connection with SBLX City of Santa Clara Printed on 1/9/2026Page 3 of 3
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(
City of Santa Clara
Agenda Report
24-191

REPORT TO COUNCIL AND STADIUM AUTHORITY BOARD

SUBJECT
1500 Warburton Avenue
Santa Clara, CA 95050
santaclaraca.gov
@SantaClaraCity
Agenda Date: 6/25/2024
Action on a Standard Agreement with the California Highway Patrol for Traffic Management and Law Enforcement Services Related to Levi's Stadium Events

COUNCIL PILLARS
Deliver and Enhance High Quality Efficient Services and Infrastructure Ensure Compliance with Measure J and Manage Levi's Stadium

BACKGROUND
On May 6, 2014, the City Council approved a standard agreement with the California Highway Patrol (CHP) for traffic management and support services provided by the CHP for special events at Levi's Stadium. CHP duties include traffic management, air operations, SWAT, bicycle patrol, and crowd control. Through the Standard Agreement including the State's mandatory "General Terms and Conditions" (some of which are inapplicable to the present agreement) the City is required to indemnify and defend the State for claims resulting from injury or damage caused by City employees in connection with CH P's services. The terms and conditions of the agreement are not negotiable.

The term of the original agreement was July 1, 2014 through June 30, 2016, totaling $1,724,811.

When this agreement was initially established, the Police Department estimated 23 events that would require CHP services. On July 14, 2015, the City Council approved Amendment No. 1 to increase the funding of the original agreement by $1,000,000 to $2,724,811 over the same term to address the increase in events over the preliminary projection. The amendment addressed the revised projection of 45 events scheduled during the contract period.

On July 19, 2016, the City Council approved Amendment No. 2 to extend the term of the agreement with CHP for an additional 24 months, retroactive to June 30, 2016 and extending through June 30, 2018. Amendment No. 2 increased the agreement by $1,700,000, for a total not to exceed amount of $4,424,811.

On June 12, 2018, the City Council approved Amendment No. 3 to extend the term of t~e agreement with CHP from July 1, 2018 through June 30, 2020. Amendment No. 3 added $1,500,000 for a maximum amount not to exceed $5,924,811.

On June 23, 2020, the City Council approved Amendment No. 4 which added $2,500,000 to the agreement, extended the term from July 1, 2020 through June 30, 2022 and adjusted the maximum amount not to exceed $8,424,811.

Most recently, Amendment No. 5 extended the term of the agreement for traffic management and support related services from June 30, 2022 to June 30, 2024 and added $2,875,189 for a total not to City of Santa Clara Page 1 of 4 Printed on 8/26/2025
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24-191 Agenda Date: 6/25/2024
exceed amount of $11,300,000 . All other terms and conditions remained the same; during this timeframe the Police Department continued to receive the CHP's annual salary and benefit overtime rate sheet by classification according to the collective bargaining agreement.

The costs associated with the CHP's services at the Stadium are required to be reimbursed to the City in accordance with Measure J. From July 2014 through March 2024, approximately $9,370,047 in CHP services have been paid and subsequently reimbursed.

A new Standard Agreement with CHP for traffic management and law enforcement services for Levi's Stadium events with a not to exceed amount of $5,000,000 over a four-year term is being presented to the Council for its approval.

DISCUSSION
Levi's Stadium has been the host to 185 public events with an attendance of over 20,000 since its opening in August 2014.

As the lead law enforcement agency, the Police Department secures local, State, and Federal resources, as necessary, to implement security measures, and corresponding contingency plans, in anticipation of the events currently planned at Levi's Stadium. This includes, but is not limited to, mitigating traffic congestion for event patrons and local traffic, providing a safe venue for attendees, performers, and stadium personnel as well as preventing intrusion into neighborhoods while maintaining access to adjacent business properties . The Police Department is also the lead in obtaining the necessary approvals required to enter into agreements with law enforcement partners.

The CHP has been an essential public safety partner in the implementation of the traffic management and event plans for Levi's Stadium events . Since 2014, CHP has provided vehicles, radios, personnel, and other necessary equipment for traffic management and related support services on Highway 101 and Route 237, which they have jurisdiction over. In addition, CHP is also instrumental in helping the Police Department obtain threat intelligence information.

The number of CHP personnel necessary to implement the plans varies according to the event type, day and time, anticipated attendance, dignitaries present, intelligence gathered, and potential threat (s). The standard agreement requires compensation to be paid according a CHP hourly employee cost (e.g., salary, benefits, overhead, etc.) from their home station to their return to the home station, including mileage.

In Fiscal Year 2023/24, there were 12 NFL events and six non-NFL events. The average CHP cost was approximately $49,576 per NFL event and $48,153 per non-NFL event.

As of the writing of this report, there are 14 events scheduled for Fiscal Year 2024/25 (10 NFL events and four non-NFL events); it is unknown how many additional event(s) may be scheduled over this timeframe . In addition , there are seven significant events scheduled (e.g., Super Bowl LX and FIFA World Cup 2026) for Fiscal Years 2025/26 and 2026/27; a separate Agreement will be crafted to address these events with the CHP and other entities as needed. As written, this new Agreement is for traffic management and law enforcement services over a four-year term from July 1, 2024 to June 30, 2028 with a not to exceed amount of $5,000,000 . All other terms and conditions will remain the same, and the City will reimburse CHP based on the agency's rates, including any rate increases in salary and benefits which are governed by the agency's respective collective bargaining agreements.

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24-191 Agenda Date: 6/25/2024
Below is a schedule of upcoming major events at Levi's Stadium :

DAY/ DATE EVENT
July 2, 2024 COPA America - Brazil vs Colombia
July 17, 2024 Rolling Stones
July 24, 2024 Chelsea FC vs Wrexham AFC
July 27, 2024 San Jose Earthquakes vs Chivas Guadalajara J\ugust 18, 2024 San Francisco 49ers vs New Orleans Saints September 9, 2024 San Francisco 49ers vs New York Jets
September 29, 2024 San Francisco 49ers vs New England Patriots October 6, 2024 San Francisco 49ers vs Arizona Cardinals October 20, 2024 San Francisco 49ers vs Kansas City Chiefs October 27, 2024 San Francisco 49ers vs Dallas Cowboys
November 17, 2024 San Francisco 49ers vs Seattle Seahawks December 8, 2024 San Francisco 49ers vs Chicago Bears
December 12, 2024 San Francisco 49ers vs Los Angeles Rams December 30, 2024 San Francisco 49ers vs Detroit Lions
February 2026 Super Bowl LX*
June 13, 2026 FIFA World Cup 2026*
June 16, 2026 FIFA World Cup 2026*
June 19, 2026 FIFA World Cup 2026*
June 22, 2026 FIFA World Cup 2026*
June 25, 2026 FIFA World Cup 2026*
July 1, 2026 FIFA World Cup 2026*
* As noted above, a separate agreement with the CHP and other agencies wtll be drafted to support these events.

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

FISCAL IMPACT
This Standard Agreement with CHP for traffic management and law enforcement services for Levi's Stadium events is for a not to exceed amount of $5,000,000 over four years, July 1, 2024 - June 30, 2028, to provide necessary traffic management and related support services at the venue. Funding for this agreement has been factored into the Fiscal Year 2024/25 Non-Departmental operating budget appropriation, subject to approval. For future Fiscal Years, funding for this agreement will likewise be subject to the appropriation of funds.

City of Santa Clara Page 3 of4 Printed on 8/26/2025
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24-191 Agenda Date: 6/25/2024
Per Measure J, the City cannot be liable for the obligations of the Stadium Authority, including operating expenses. As such, all public safety services for Levi's Stadium events provided by or paid for by the City, including specialized traffic management and law enforcement services provided through this Agreement, will be reimbursed to the City by the 49ers and Stadium Authority for their respective events.

COORDINATION
This report was coordinated with the Finance Department and City Attorney's Office.

RECOMMENDATION
Authorize City Manager to execute the Standard Agreement with the California Highway Patrol for traffic management and law enforcement services for Levi's Stadium events, in an amount not to exceed $5,000,000 over a four-year term (July 1, 2024 - June 30, 2028).

Reviewed by: Pat Nikolai, Chief of Police
Approved by: Jovan D. Grogan, City Manager

ATTACHMENTS

1. Proposed State of California Standard Agreement

2. Exhibit C General Terms and Conditions (GTC 04/2017) City of Santa Clara Page 4 of4 Printed on 8/26/2025
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State of California-Transportation Agency GAVIN NEWSOM, Governor

DEPARTMENT OF CALIFORNIA HIGHWAY PATROL
Business Services Section
Contract Services Unit
601 N. 7th Street
Sacramento, CA 95811
(916) 843-3610
(800) 735-2929 (TT/TDD)
(800) 735-2922 (Voice)
May 30, 2024
City of Santa Clara (Santa Clara Police Department)
601 El Camino Real
Santa Clara, CA 95050
Subject: Agreement Number 24R340002-0
Congratulations, you have been awarded the agreement. Please complete the following marked item(s) and return to the above address within ten (10) business days:
..t STD. 213, Standard Agreement with attached exhibits. Sign the first page of the STD. 213 and email back to Contract Analyst.

STD. 213A, Standard Agreement Amendment. Sign the first page of the STD. 213A, sign the additional single STD. 213A, and return both copies.

STD. 210, Short Form Contract. Sign and return both copies.

STD. 204, Payee Data Record. Complete and return .
..t CCC, Contractor Certification Clauses. Complete and return.

Obtain and forward the liability insurance certificate required by the terms of the Agreement. ~ Resolution, motion, order, or ordinance from the local governing body authorizing this Agreement. STD. 807, Payment Bond. Complete and return one copy.

CHP 28, Voluntary Statistical Data. Complete and return.

CHP 78V, Conflict ofinterest & CHP 116, Darfur Certification Letter of Agreement. Sign and return both copies.

Contract status.

The enclosed agreement is signed on behalf of the Department of California Highway Patrol. Process and when approved, return an original to this office.

The enclosed approved agreement is for your records. You are now authorized to provide services.

KELLIE AU
Contract Analyst
Enclosures
Safety, Service, and Security An Internationally Accredited Agency Cover Letter_0119.xft
SCO ID: 2720-24R340002
STATE OF CALIFORNIA-DEPARTMENT OF GENERAL SERVICES .------ -------.----- ----- - -------,

STANDARD AGREEMENT AGREEMENT NUMBER
24R340002
PURCHASING AUTHORITY NUMBER (If Applicable)
STD 213 (Rev. 04/2020)

1. This Agreement is entered into between the Contracting Agency and the Contractor named below:

CONTRACTING AGENCY NAME
Department of California Highway Patrol

CONTRACTOR NAME
City of Santa Clara

2. The term of this Agreement is:

START DATE
07/01/2024

THROUGH END DATE
06/30/2028

3. The maximum amount of this Agreement is:
$5,000,000.00 (Five Millions Dollars and Zero Cents)

4. The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement.

Exhibits Title
Exhibit A Scope of Work
Exhibit B Budget Detail and Payment Provisions
Exhibit C * General Terms and Conditions (GTC) 04/2017
+ ...- Exhibit D Special Terms and Conditions
-
tems shown with an asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.

These documents can be viewed at htrps:/lwww.dqs.ca.gov/OLS/Resources IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.

CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.) City of Santa Clara

CONTRACTOR BUSINESS ADDRESS
601 El Camino Real

PRINTED NAME OF PERSON SIGNING

CONTRACTOR AUTHORIZED SIGNATURE

STATE OF CALIFORNIA

CONTRACTING AGENCY NAME
Department of California Highway Patrol

CONTRACTING AGENCY ADDRESS
601 North 7th Street

PRINTED NAME OF PERSON SIGNING

CONTRACTING AGENCY AUTHORIZED SIGNATURE

CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL
CITY
Santa Clara
TITLE

DATE SIGNED
CITY
Sacramento
TITLE

DATE SIGNED
EXEMPTION (If Applicable)
Pages
2 1
*
2 I
STATE
CA I
ZIP
95050
I
STATE
CA I
ZIP
95811