REPORT TO COUNCIL
SUBJECT
Title
Action on a Grant Agreement with the California Office of Traffic Safety, and Amendment No. 2 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.
In July 2022, the City received a $25,000 grant from the California Office of Traffic Safety (OTS). OTS, which administers traffic safety grants made available to California by the National Highway Traffic Safety Administration (NHTSA), awarded these funds to enhance the City’s SRTS Program. In November 2022, the City allocated these funds through an agreement with Safe Moves, Inc. This agreement was later amended (Amendment No. 1) to incorporate an additional $45,200 grant received from OTS in July 2023. 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 2024, the Department of Public Works (DPW) submitted a third grant application to OTS for additional funds to continue to support the SRTS Program. The application sought funding for activities and materials similar to those supported by the first two grant awards. On July 17, 2024, DPW received notification that the City was tentatively awarded a $69,050 grant from OTS.
The purpose of this report is to request Council authorization for the City Manager to execute the 2024 Grant Agreement with OTS (Grant Agreement) and Amendment No. 2 to the agreement with Safe Moves, Inc. 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 $69,050. The Grant Agreement stipulates that these funds must be expended between October 1, 2024 and September 30, 2025. Therefore, staff is requesting that 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. 2 to the agreement with Safe Moves. Amendment No. 2 will allocate the full grant amount of $69,050 to the Safe Moves agreement, bringing the total not-to-exceed amount to $714,250. The funds will be used for the purchase of helmets and other safety equipment and to support additional programs, including student assemblies and bike rodeos.
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 $69,050 and allocates those funds to a new 2024 Santa Clara School Pedestrian and Bicycle Safety Project in the Streets and Highways Capital Fund. This project will provide funding for Amendment No. 2 with Safe Moves.
Amendment No. 2 with Safe Moves for the SRTS program will increase the current $645,200 agreement by $69,050 for a total not to exceed amount of $714,250.
The table below summarizes the budget action for FY 2024/25.
Budget Amendment
FY 2024/25
|
|
Current |
Increase/ (Decrease) |
Revised |
|
Streets and Highways Capital Fund |
|
|
|
|
|
|
|
|
|
Revenues |
|
|
|
|
Other Agencies Revenue |
$27,692,361 |
$69,050 |
$27,761,411 |
|
|
|
|
|
|
Expenditures |
|
|
|
|
2024 Santa Clara School Pedestrian and Bicycle Safety Project (New Project) |
$0 |
$69,050 |
$69,050 |
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, email clerk@santaclaraca.gov <mailto: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 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 $69,050 for the Safe Routes to School Program, in a final form approved by the City Attorney;
2. Authorize the City Manager to execute Amendment No. 2 to the Agreement with Safe Moves, Inc. to increase the maximum compensation by $69,050 for a revised not-to-exceed amount of $714,250, to provide equipment and services in support of the Safe Routes to School Program, in a final form approved by the City Attorney;
3. Authorize the City Manager to make minor modifications to both agreements and to extend the terms, if needed, in a final form approved by the City Attorney; and
4. Approve the FY 2024/25 budget amendment in the Streets and Highways Capital Fund to increase the Other Agencies Revenue estimate by $69,050 to recognize grant funding for the OTS grant and establish the 2024 Santa Clara School Pedestrian and Bicycle Safety Project in the amount of $69,050 (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. 2024 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