REPORT TO COUNCIL
SUBJECT
Title
Action on a Grant Agreement with the California Office of Traffic Safety, Amendment No. 4 to the Agreement with Safe Moves, Inc., for the Safe Routes to School Program, and Related Budget Amendments
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara administers the Safe Routes to School Program (SRTS Program) through a collaborative effort with the Santa Clara Unified School District (SCUSD). Currently, 17 schools participate in the program, which offers Safe Routes to School Maps, Bicycle & Pedestrian Rodeos, Walk & Bike to School Days, Traffic Safety Equipment Giveaways, Safety Education Curriculum, and Parent and School District staff workshops.
Since 2022, the City has received several grants from the California Office of Traffic Safety (OTS), which administers traffic safety grants from the National Highway Traffic Safety Administration (NHTSA).
• In July 2022, the City received a $25,000 grant from OTS to enhance the City’s SRTS Program. In November 2022, the City Council approved an agreement with Safe Moves, Inc. (Agreement) allocating the grant funds in support of the City’s SRTS Program (Attachment 2).
• In July 2023, the City received an additional $45,200 OTS grant. In October 2023, the City Council approved Amendment No. 1 (Attachment 3) to the Agreement to use these funds.
• In July 2024, the City received an additional $69,050 OTS grant. In September 2024, the City Council approved Amendment No. 2 (Attachment 4) to the Agreement to use these funds.
In June 2025, Amendment No. 3 (Attachment 5) was executed under City Manager Authority to revise unit quantities for the additional tasks added by Amendment No. 2, with no increase in compensation. These funds were used to purchase safety equipment, such as bicycle helmets, and to support activities including bicycle and pedestrian rodeos and student assemblies.
In January 2025, the Department of Public Works (DPW) submitted a third grant application to OTS for additional funding for the SRTS Program. On June 5, 2025, DPW received notification that the City was tentatively awarded a $105,000 grant from OTS.
The purpose of this report is to request Council authorization for the City Manager to execute the 2025 Grant Agreement with OTS (Attachment 1) and Amendment No. 4 to the agreement with Safe Moves, Inc. (Attachment 6). Both documents must be executed prior to OTS’ release of the grant funds.
DISCUSSION
As a condition of receiving the grant, the City is required to execute the Grant Agreement before OTS can approve the award of $105,000. The Grant Agreement stipulates that these funds must be expended between October 1, 2025, and September 30, 2026. Therefore, staff requests that the Council authorize the City Manager to execute the Grant Agreement as the Authorizing Official on behalf of the City.
Additionally, staff is seeking authorization to execute Amendment No. 4 to the agreement with Safe Moves. Amendment No. 4 will add the full grant amount of $105,000 to the Safe Moves agreement, bringing the total not-to-exceed amount to $819,250. The funds will support the purchase of helmets and other safety equipment, as well as additional programs, including student assemblies and bike rodeos. Rates for these activities and equipment are established in the agreement. The final form of Amendment No. 4 will contain additional language intended to address the terms of the Grant Agreement.
The Safe Moves agreement has an initial term beginning November 16, 2022, and ending November 30, 2025, with one option to extend an additional year through November 30, 2026. Staff is seeking authorization to revise the Option 1 expiration date from November 30, 2026, to July 31, 2027. These additional eight months will ensure that the program continues without interruption during the school year and will align the agreement term with the program dates.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a), as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The recommended budget action recognizes OTS grant funding in the amount of $105,000 and allocates those funds to a new 2025 Santa Clara School Pedestrian and Bicycle Safety Project in the Streets and Highways Capital Fund. This project will provide funding for Amendment No. 4 with Safe Moves.
Amendment No. 4 with Safe Moves for the SRTS program will increase the current $714,250 agreement by $105,000 for a total not to exceed amount of $819,250.
The table below summarizes the budget action for FY 2025/26.
Budget Amendment
FY 2025/26
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Streets and Highways Capital Fund |
|
|
|
|
|
|
|
|
|
Revenues |
|
|
|
|
Other Agencies Revenue |
$28,571,001 |
$105,000 |
$28,676,001 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
2025 Santa Clara School Pedestrian and Bicycle Safety Project (New Project) |
$0 |
$105,000 |
$105,000 |
COORDINATION
This report has been coordinated with the City Manager’s Office, the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, by emailing clerk@santaclaraca.gov, or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to execute and take all necessary steps to implement the Grant Agreement between the City of Santa Clara and the State of California Office of Traffic Safety in the amount of $105,000 for the Safe Routes to School Program, subject to the review and approval as to form by the City Attorney;
2. Authorize the City Manager or designee to negotiate and execute Amendment No. 4 to the Agreement with Safe Moves, Inc. to increase the maximum compensation by $105,000 for a revised not-to-exceed amount of $819,250 and to revise the end date of Option 1 to July 31, 2027, subject to appropriation of funds and review and approval as to form by the City Attorney;
3. Authorize the City Manager or designee to make minor modifications to both agreements, if needed, subject to review and approval as to form by the City Attorney; and
4. Approve the FY 2025/26 budget amendment in the Streets and Highways Capital Fund to increase the Other Agencies Revenue estimate by $105,000 to recognize grant funding for the OTS grant and establish the 2025 Santa Clara School Pedestrian and Bicycle Safety Project in the amount of $105,000 (five affirmative Council votes required to appropriate additional revenue).
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. 2025 Office of Traffic Safety Grant Agreement
2. Original Agreement with Safe Moves and Report to Council No. 22-1190
3. Amendment No. 1 to Agreement with Safe Moves and Report to Council No. 23-936
4. Amendment No. 2 to Agreement with Safe Moves and Report to Council No. 24-702
5. Amendment No. 3 to Agreement with Safe Moves
6. Amendment No. 4 to Agreement with Safe Moves (DRAFT)