REPORT TO COUNCIL
SUBJECT
Title
Action to Authorize the City Manager to Execute Amendments to Agreements with Moveable, Inc. and TRAFFIK, LLC for Event Planning and Production Services, to Increase the Not-to-Exceed Compensation for Moveable, Inc. by $200,000 for a Total Not-to-Exceed Compensation of $550,000 and Increase the Not-to-Exceed Compensation for TRAFFIK, LLC by $100,000 for a Total Not-to-Exceed Compensation of $350,000
Report
BACKGROUND
In January 2025, in preparation for the City of Santa Clara (City) hosting both Super Bowl LX and six Fédération Internationale de Football Association (FIFA) World Cup matches in 2026 (collectively, the “2026 Major Events”), the City transitioned the Economic Development and Communications Committee into a temporary ad hoc Economic Development and Marketing Committee (Committee). The Committee’s purpose is to advance economic development, marketing, and community engagement initiatives associated with the 2026 Major Events.
The Committee began campaign planning and community engagement activities in April 2025, resulting in the launch of the City’s official “Where the Mission Meets the Moment” campaign (WTMMTM Campaign) in October 2025. At that time, the City Council (Council) also allocated $1,000,000 to support campaign-related events and activations, including a Community Stadium Event, STEM Bowl, Night Markets & Festivals, and FIFA Watch Parties.
Following a competitive Request For Proposals process, and pursuant to City Code Section 2.105.300(a), the City Manager executed agreements for as-needed event planning and production services with Moveable, Inc (Moveable) Walk Talkin International LLC (Walk Talkin) and TRAFFIK LLC (TRAFFIK). Each agreement authorized a maximum compensation of $250,000 and includes an initial one-year term through March 1, 2027, with options to renew for up to four (4) additional one-year terms
On May 26, 2026 (RTC# 26-383), the City Council amended the contract to increase the maximum compensation for Moveable and Walk Talkin by $100,000 each, for revised not-to-exceed maximum compensation amounts of $350,000 each. The original $250,000 maximum compensation amounts were based on preliminary estimates of event costs developed prior to completion of full creative conceptualization and detailed event scoping. The additional $100,000 per Agreement was authorized to support continued planning and successful implementation of WTMMTM Campaign events, upon finalization of creative conceptualization and detailed event scoping.
DISCUSSION
On June 12, 2026, FIFA approved the City’s Public Viewing License applications for the WTMMTM Campaign which authorized the City to host a series of official FIFA World Cup watch parties. The approval significantly expanded the scope of the campaign and increased the level of event production, operational coordination, and public safety support necessary to successfully deliver these community events.
In July 2026, the City will host nine (9) FIFA World Cup watch parties across three venues: Alamo Drafthouse at Westfield Valley Fair Mall, the Santa Clara Convention Center, and the City’s July Night Markets. These events are designed to provide residents and visitors with unique, family-friendly viewing experiences while ensuring compliance with FIFA’s Public Viewing License requirements.
Alamo Drafthouse Watch Party
The City is set host three Round of 32 watch parties at Alamo Drafthouse Valley Fair on July 2, 2026, for matches scheduled for 12:00 p.m., 4:00 p.m., and 8:00 p.m. The venue is expected to accommodate more than 3,300 attendees throughout the day and will provide a premium cinema viewing experience, reserved seating, and integrated food and beverage service.
Convention Center Watch Party and Activity Zone
From July 9, 2026 through July 11, 2026, the City will host a three-day public viewing event at the Santa Clara Convention Center. The activation will include five Quarterfinal matches and will serve as the City's flagship public viewing hub and fan engagement zone. Each match is expected to accommodate up to 3,000 viewers, with the associated activity zone anticipated to attract approximately 10,000 attendees.
Night Market Watch Parties
On July 18, 2026 and July 19, 2026, the City will incorporate one watch party each day into its WTMMTM Campaign Night Market, creating a two-day outdoor community celebration. These events are expected to attract approximately 3,000 match viewers and more than 25,000 Night Market attendees.
Collectively, these events will provide residents and visitors with a range of indoor and outdoor viewing opportunities while furthering the City’s goals of community engagement, tourism, economic activity, and celebration of the FIFA World Cup.
To date, $950,000 has been allocated among the event production agreements, as shown in Table 1. To date, the City has approved payment of $448,828 in invoices. These invoices represent direct production costs and do not include all authorized third-party expenses, such as talent, food and beverage, hospitality, and other related services. Final total event costs will be reconciled as remaining vendor invoices are received and approved.
Table 1: Contract Expenditures
|
Vendor |
Event |
Current NTE |
Amount Invoiced |
Remaining Balance |
|
Moveable |
STEM Bowl Night Markets Alamo Drafthouse |
$350,000 |
$294,623 |
$55,377 |
|
Walk Talkin |
Stadium Community Event |
$350,000 |
$150,924 |
$199,076 |
|
TRAFFIK |
Stadium Site Visit |
$250,000 |
$3,281* |
$246,719 |
|
TOTALS |
$950,000 |
$448,828 |
$501,172 |
*This cost was incurred for a site visit and consultation services related to the Stadium Community Event, which was later assigned to Walk Talkin.
It is important to note that the City received $500,000 in sponsorship funding from Devcon Construction Inc. (Devcon) to support the WTMMTM Campaign. On June 23, 2026, the City Council authorized acceptance of the Devcon sponsorship (RTC# 26-511). These sponsorship funds, together with the total WTMMTM Campaign budget of $1,000,000, will support the remaining campaign events and related community activities.
Moveable was selected to produce the watch parties at the July Night Markets and Alamo Drafthouse based on its role as the current producer of the Night Markets and its experience delivering pop-up community events for the WTMMTM Campaign. To support the planning and production needs of these watch parties, and to ensure sufficient funding is available to reconcile the final costs of the STEM Bowl and Night Markets upon receipt of all third-party invoices, staff recommends increasing Moveable’s maximum compensation amount by $200,000 for a revised not-to-exceed amount of $550,000.
TRAFFIK was previously identified as the best-qualified firm to produce the Convention Center Watch Party and Activity Zone, pending approval of the City’s FIFA Public Viewing License applications. While current estimates indicate that the Convention Center event will not exceed the agreement’s current maximum compensation amount of $250,000, staff recommends increasing maximum compensation by $100,000 for a revised not-to-exceed amount of $350,000 to provide flexibility for additional production or operational needs that may arise, without interrupting event delivery.
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 an administrative activity that will not result in direct or indirect physical changes in the environment.
FISCAL IMPACT
In October 2025, City Council allocated $1,000,000 to the City Manager’s Office to support the planning and implementation of the WTMMTM Campaign. On June 23, 2026, City Council also authorized the City to accept $500,000 in WTMMTM Campaign sponsorship funding. These funds will be used to support the proposed $200,000 increase to Moveable’s agreement and $100,000 increase to TRAFFIK’s agreement.
COORDINATION
This report was coordinated with the City Manager’s Office, Finance 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 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 Amendment No. 2 with Moveable Inc. to increase the maximum compensation by $200,000 for event production services, for a revised not-to-exceed maximum compensation amount of $550,000, subject to appropriation of funds;
2. Authorize the City Manager or designee to execute Amendment No. 1 with TRAFFIK, LLC to increase the maximum compensation by $100,000 for event production services, for a revised not-to-exceed maximum compensation amount of $350,000, subject to appropriation of funds; and
3. Authorize the City Manager or designee to take all actions necessary to implement and administer the Agreements with Moveable, Inc. Walk Talkin International LLC, and TRAFFIK, LLC, including negotiating and executing future amendments to (i) add or delete related line item services; (ii) implement rate adjustments on the terms provided in Exhibit B, and (iii) make de minimis changes, provided that the total not-to-exceed maximum compensation is not exceeded, subject to the appropriation of funds and review and approval as to form by the City Attorney.
Staff
Reviewed by: Elycia Knight, Assistant to the City Manager
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement - TRAFFIK, LLC
2. Amendment No. 1 - TRAFFIK, LLC
3. Agreement - Moveable, Inc.
4. Amendment No. 1 - Moveable, Inc.
5. DRAFT Amendment No. 2 - Moveable, Inc.