RESPONSE TO COUNCIL QUESTION
RE: May 26, 2026 AGENDA
Item 3.E 26-383: Action to Authorize the City Manager to Execute Amendments to Agreements with Moveable, Inc. and Walk Talkin International LLC for Providing Event Planning and Production Services, to increase the Not-to-Exceed Compensation by $100,000, for a Total Not-to-Exceed authorization of $350,000 for Each Agreement
Question 1: Why three vendors are approved for the same type of service/events ? This basically increased city managers financial powers to $750K, circumventing the $250k limit. Not good practice. Also, why the budget for Stadium event went pas $250 k without Council approval? Again wrong practice of getting Council approval post expenses have occurred.
Response: The vendors were selected based on their specialized event expertise and the compressed timeline associated with delivering the City’s community events.
Walk Talkin specializes in large-scale, festival-style activations, which made them particularly well suited to support the implementation of Celebrate Santa Clara: A Day on the Field (Stadium Community Event). Given the approximately three-week runway to execute the event, staff determined it was critical to engage a producer with demonstrated experience delivering events of similar scale and operational complexity.
Moveable Inc. specializes in Night Markets and convention-style events, allowing the City to leverage their expertise for both the Night Market Series and the STEM Event held at the Santa Clara Convention Center.
With regard to Stadium Event expenditures, due to the compressed timeline associated with delivering the event, costs are still being reconciled. The City negotiated fees based on Consultant's proposals. In some cases, the total event cost would be subject to the overall NTE for an event, and in other cases it would not. In the case of Walk Talkin, a portion of the consultant fee will be a percentage of the total event cost. At this time, invoices for production- related costs have not exceeded the existing $250,000 agreement authority. However, staff is requesting additional authority as a contingency buffer should final reconciled costs exceed the current agreement limit once final event cost are reconciled.
Question 2: Can we get a full expense and revenue update to date with estimates?
Response: Campaign and specific budget line items are below. A full expense reconciliation is being developed and will be provided at the end of the campaign as a part of the official close- out report to Council and the public.
Note: The Mayor has informed staff that a company is willing to donate additional funds for Watch Parties; these funds have not yet been included in the following budget estimates.
2 Below is the current total campaign program budget estimate:
Below are the current budgets by the categories of (1) Events, (2) Activations, and (3) Promotion/ Branding/Marketing:
Question 3: Council allocated $1M. Now we’re looking at $350K each for Moveable and Walk- Talkin which is $700K. Does the $700K include costs for the Levi’s stadium event and for renting the convention center for STEM?
Response: The overall community event budget includes multiple funding and revenue sources, including sponsorship contributions, CAMP program support through Outfront Media, vendor fees associated with the Night Markets, and Stadium Authority related to Celebrate Santa Clara: A Day on the Field (Stadium Community Event).
The consultant agreements with Moveable and Walk Talkin were negotiated based on the specific production scopes and fee structures outlined in each consultant’s proposal.
Depending on the structure of the event and consultant agreement, certain pass-through event costs may or may not count toward the consultant’s not-to-exceed (NTE) amount. For example:
Funding Sources City Funds Anticipated Revenues TOTAL RESOURCES Allocated Funding General Fund - Seed Money For Community Events 1,000,000$ 1,000,000$ 693,773$ General Fund - Non-event Funding, City Promotion/Branding 194,950$ 194,950$ 145,205$ General Fund - Employee Engagement / Morale 100,000$ 100,000$ 100,000$ CAMP Program - OutFront (SBLX) -$ 87,000$ 87,000$ -$ CAMP Program - OutFront (FIFA) -$ -$ Sponsorships -$ 320,000$ 320,000$ 295,000$ Sponsorships - SVP 200,000$ 200,000$ -$ Stadium Authority 1,000,000$ 1,000,000$ 1,000,000$ 2,294,950$ 607,000$ 2,901,950$ 2,233,977$ Events Current Funding Source Allocated Funding
Watch Parties / Convention Center Events General Fund - Seed Money For Community Events 50,000$ Night Markets General Fund - Seed Money For Community Events 250,000$ CAMP Program
STEM Bowl General Fund - Seed Money For Community Events 140,000$ Sponsorships 115,000$
Event at the Stadium / Youth Cup Stadium Authority 1,000,000$ General Fund - Seed Money For Community Events 100,000$ Sponsorships 150,000$
Events Totals 1,805,000$
Activations Current Funding Source Allocated Funding
Corridor Art (sports Legends x4) Sponsorships 20,000$
General Fund - Seed Money For Community Events
Valley Fair Activation General Fund - Seed Money For Community Events 10,000$ Community Mural Sponsorships 10,000$
Super Bowl Roman Numerals Sign CAMP Program - OutFront (SBLX) 10,500$ Partner -Led Events - Cost for City Services (internal transfers) General Fund - Seed Money For Community Events 80,000$ Activationd Totals 140,500$
Promotion / Branding / Marketing Current Funding Source Allocated Funding Campaign Development - ZO Agency General Fund - Non-event Funding, City Promotion/Bran 74,777$ Street Banners General Fund - Non-event Funding, City Promotion/Bran 38,920$ Business/Resident Campaign (Yard Signs / Window Signs) General Fund - Seed Money For Community Events 28,225$ Giveaways General Fund - Seed Money For Community Events 25,548$ General Fund - Non-event Funding, City Promotion/Bran 23,508$ Online Gear/Clothing Store General Fund - Non-event Funding, City Promotion/Bran 8,000$ Employee Shirts/Hats (SWAG) General Fund - Employee Engagement / Morale 100,000$ SWAG and Giveway Totals 298,977$
3 • Under the Walk Talkin agreement, a portion of compensation is structured as a percentage of the total event production cost associated with the Stadium Event. • Under the Moveable agreement, certain venue-related costs, such as Convention Center rental fees associated with STEM Bowl, are not included within the consultant’s professional fee structure.
Staff is continuing to reconcile the full event budgets and will provide a more comprehensive accounting as costs are finalized.
Question 4: What about public safety costs?
Response: Public Safety costs have been incorporated into each event budget and include staffing, operational support, traffic management, and other event-related public safety services as applicable to each event.
Question 5: Are we over budget?
Response: No.
Item 4.A 26-567: Board, Commissions and Committee Minutes (Deferred from May 5, 2026)
Question 1: How much money is in Wade Brummal (balance)?
Response: The current balance is $16,982.
Question 2: How much money was disbursed this past year and to which organizations?
Response: Please see break out below for 2022 – Current.
Year Amount Organization
2025/26 $3,550 Police Activity League (PAL)
2025/26 $42,044 Santa Clara Youth Soccer League (Lions) Total: $45,594
Year Amount Organization
2024 $31,697 Santa Clara Swim Club
2024 $9,928 Santa Clara Lions Football
2024 $22,240 Santa Clara Youth Soccer League (Recreation) 2024 $29,227 Westside Little League
Total: $93,092
Year Amount Organization
2023 $1,500 Wilcox High School
2023 $3,324 Santa Clara Rush Youth Soccer
2023 $3,258 Santa Clara Pony Baseball
2023 $12,795 Police Activity League (PAL)
2023 $6,000 Santa Clara Lions Football
Total: $26,877
4 Year Amount Organization
2022 $6,693 Santa Clara Youth Soccer League (Recreation) Total: $6,693
Item 4.B 26-600: Action to Authorize the City Manager to Execute an Agreement with Colony Landscape and Maintenance, Inc. for Thatch Removal and Related Services at the Youth Soccer Park and Approve Related Budget Amendments (Deferred from May 19, 2026)
Question 1: Did we find out from the 49ers how often they remove thatch?
Response: The stadium field is replaced multiple times a year completely and all organic/thatch material is removed during each field replacement.
The practice field, on average, is completely replaced ever 3-5 years. When the practice field is replaced, all thatch/organics are removed.
Question 2: The cost to replace two fields is $1.2M and thatch removal is $564K which gives us only 20% extra life for 47% extra cost . Are there other things we can do like aeration to increase water flow, oxygen and reduce compaction that would be cheaper?
The useful life of natural turf fields is typically 8 to 15 years,
Fields with excessive thatch accumulation (greater than 0.5 to 1 inch), as observed at YSP, may experience extension of useful life of approximately one to two years with proper thatch removal.
Response: We aerate 4 times annually YSP grass soccer fields 1 and 3. Using two different types of aeration – deep tine aeration (2 x 8” smaller holes with adding USGA top dressing sand) and core aeration (2 x pulling turf cores with adding USGA top dressing sand). In addition to aeration, we verticut and sweep every six weeks during the growing season (April – October). All of these measure help extend the life and playability of the turf – however, they cannot address the root compaction issues that happen over time due to play and natural soil compaction – which properly thatching approximately every 10 years (which should have been done after SB50) will address. Finally, we spread gypsum twice annually to combat the effects of using recycled water on the fields.
Item 6 26-360: Action on Adoption of a Resolution Designating the FIFA World Cup 2026 Special Event Zone and Special Event Time Period Pursuant to the City’s Special Event Zone Ordinance
Question: The Staff report says the following:
Special Event Zone Boundary Staff recommends adopting the attached Map (Attachment C), the reduced-footprint Special Event Zone boundary previously evaluated by the City Council for SBLX. Staff recommends adopting the attached map (Attachment C), which reflects the reduced-footprint Special Event Zone boundary previously evaluated by the City Council for SBLX. The original SBLX
5 I could not find Attachment C with the new map. All I could find is the following which is the original superbowl boundary:
Response: Attachment 3 is intended to serve as Exhibit C, which includes the reduced-footprint Special Event Zone boundary. The title was inadvertently mislabeled and should only reference FIFA World Cup 2026.