REPORT TO COUNCIL AND STADIUM AUTHORITY BOARD
SUBJECT
Title
Action on an Agreement with South San Joaquin County Fire Authority for Municipal Hazardous Materials Response Services with a Projected Cost of $150,000 for FIFA World Cup and Approve Related Budget Amendment; Action on a Resolution Delegating Authority to the City Manager to Negotiate and Execute Future Municipal Hazardous Materials Response Services Agreements with Public Safety Agencies for Supplemental HazMat Response Services
Report
BACKGROUND
The South San Joaquin County Fire Authority (SJCFA) is a regional fire authority that has been identified as a proposed partner for the City’s hazardous materials response operations during the FIFA World Cup events at Levi’s Stadium. The SJCFA holds a Type 1 Hazardous Materials Response Team rating, while the City of Santa Clara Fire Department holds a Type 2 Hazardous Materials Response Team rating. Given the scale and high-profile nature of the FIFA World Cup 2026, the support of a dedicated Type 1 team would strengthen the Fire Department’s response model to implement during these events.
A similar response model was used during Super Bowl LX, when a Type 1 team was deployed through a coordinated effort led by the California Office of Emergency Management (Cal OES). Cal OES has stated that it will not lead the effort for FIFA World Cup events, so the Fire Department is coordinating a similar model with guidance and support from the State.
The authority of the City Council to contract with neighboring cities for the provision of supplemental public safety services derives from the City Charter as well as state law, as follows:
City Charter Sec. 1108 Contract for administrative services
The City Council, upon recommendation of the City Manager, may contract with the governing body of any other city, or county within this state, or with any state department, or with any private or governmental agency for the furnishing of administrative, fiscal, or personnel services.
Government Code Sec. 55632
The legislative body of any local agency may contract with any other local agency for the furnishing of fire or police protection to such other local agency.
DISCUSSION
In preparation for the FIFA World Cup 2026 at Levi’s Stadium, public safety agencies are developing operational plans and identifying necessary resources to support the six (6) scheduled events between June 2, 2026, and July 2, 2026. As part of this effort, Cal OES assisted the Fire Department in coordinating and recommending a Type 1 hazardous materials response resource to support the City’s operational needs during the event period.
Cal OES coordinates emergency response, disaster recovery, and homeland security efforts throughout California and designates certain agencies as Type 1 hazardous materials assets, including SJCFA. Type 1 teams provide the highest level of hazardous materials response capability and are trained and equipped to manage weapons of mass destruction incidents, as well as other large-scale hazardous materials emergencies. To support this identified need, the City proposes entering into an agreement with SJCFA to provide a dedicated Type 1 response team during the event period.
The proposed agreement with SJCFA (Attachment 1) would provide a dedicated Type 1 hazardous materials response team to support FIFA World Cup 2026 operations in coordination with the Fire Department’s hazardous materials response team. The agreement would be effective for a one-year term upon execution and in an amount not to exceed $200,000, including personnel, transportation costs, and applicable equipment associated with deployment. Although the expected cost associated with this service is approximately $150,000, the agreement includes a contingency allocation of $50,000 to support the potential maximum deployment of SJCFA personnel and resources associated with FIFA World Cup 2026 events, bringing the total maximum compensation to $200,000. The contingency accounts for the possibility of extended deployment periods in response to hazardous materials incidents, contamination events, or other hazmat-related emergencies requiring additional operational support.
The agreement would supplement staffing for the six (6) scheduled events, increase the Fire Department’s operational capacity, and reduce demands on existing internal hazardous materials resources. This coordinated response model would help maintain normal Fire Department operations during the event period while strengthening overall emergency response capabilities for the FIFA World Cup 2026 events.
The scope of work includes the following:
• Provision of a Type 1 team consisting of at least eight (8) certified hazardous material specialists. The team will also include one (1) certified Assistant Safety Officer and one (1) team leader serving as the agency representative. The Type 1 team will maintain certifications necessary to manage incidents involving weapons of mass destruction and to identify and mitigate unknown chemical and biological warfare agents.
• Capability to conduct advanced hazardous materials analysis and technical field identification of unknown substances.
• Capability to manage large-scale mass decontamination operations in response to high-level contamination incidents involving large crowds.
The terms of this agreement are modeled on the Municipal Law Enforcement Services Agreement approved in 2023 (RTC 23-815) by the City Council for use by the Police Department to supplement internal event staffing without further City Council approval.
Staff anticipates that there will be a continued need for execution of future similar agreements in an expedient fashion. To avoid a scenario in which Stadium event staffing is negatively impacted as a result of late notice from a partner agency or the timing of Council meetings, staff recommends the Council delegate authority to the City Manager by resolution to negotiate and execute such agreements in the future.
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 agreement provides for a maximum compensation not to exceed $200,000 for SJCFA to cover costs for personnel and equipment necessary for municipal hazardous materials response at Levi’s Stadium and includes a contingency of $50,000. However, the Department estimates total SJCFA costs for the FIFA World Cup events to be approximately $150,000 based on the current planned deployment. Staff recommends increasing the budget to align with the anticipated activity as detailed in the table below.
Budget Amendment
FY 2025/26
|
|
Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
|
|
|
Revenue |
|
|
|
|
Other Fees for Services |
$60,545,453 |
$150,000 |
$60,695,453 |
|
|
|
|
|
|
Expenditure |
|
|
|
|
Non-Departmental |
$41,584,838 |
$150,000 |
$41,734,838 |
The services provided by SJCFA qualify as event-related governmental services under the FIFA World Cup 2026 Assignment and Assumption Agreement. Pursuant to the terms of the agreement, the Bay Area Host Committee is responsible for reimbursing the City and the Stadium Authority for all costs incurred in connection with event planning, preparation, and operations, including public safety personnel and mutual aid resources. Estimated costs associated with SJCFA services have been incorporated into preliminary event cost projections. This reimbursement framework is consistent with the approach previously approved by the City Council for Super Bowl LX and is expected to result in no net fiscal impact on the City, subject to final cost reconciliation and reimbursement.
If additional SJCFA services are needed beyond the budgeted amount, staff will bring forward a budget amendment for City Council approval.
COORDINATION
This report was coordinated with the 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 to execute the Agreement with the South San Joaquin County Fire Authority for Municipal Hazardous Materials Response Services for FIFA World Cup 2026 at Levi’s Stadium, in an amount not to exceed $200,000 over the period of June 2, 2026, to July 2, 2026;
2. Approve a Resolution delegating authority to the City Manager to negotiate and execute future Municipal Hazardous Materials Response Services Agreements with public safety agencies for supplemental hazmat response services, within appropriated limits, and subject to approval as to form by the City Attorney; and
3. Approve the FY 2025/26 budget amendment in the General Fund, increasing the Other Fees for Services estimate by $150,000 and increasing the Non-Departmental appropriation by $150,000 (five affirmative Council votes required to appropriate additional revenue).
Staff
Reviewed by: Ruben Torres, Fire Chief
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Proposed Agreement with SJCFA for services provided in connection with FIFA World Cup 2026
2. Resolution For Fire Department HazMat Supplemental Services