REPORT TO COUNCIL
SUBJECT
Title
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
Report
BACKGROUND
In January 2025, in preparation for the City of Santa Clara (City) to host 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 to a temporary ad hoc body known as the Economic Development and Marketing Committee (Committee). The purpose of this transition was to refine the Committee’s focus toward economic development, marketing and community engagement efforts associated with the 2026 Major Events.
The Committee began campaign planning and community engagement efforts in April 2025, which led to the launch of the official “Where the Mission Meets the Moment” campaign (WTMMTM Campaign) in October 2025. Also in October 2025, City Council allocated $1,000,000 to support the planning and implementation of WTMMTM 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), which authorizes the City Manager to execute agreements up to $250,000, the City Manager executed agreements for as-needed event planning and production services with Moveable, Inc (Moveable) on January 29, 2026 and with Walk Talkin International LLC (Walk Talkin) and TRAFFIK LLC (TRAFFIK) on February 9, 2026. 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 terms of one-year each.
The scopes of these agreements require the event producers to provide as-needed full-service event production support and planning services, including event concept development, logistics planning, permitting, vendor and talent acquisition and management, on-site event operations, and post-event evaluation. Event assignments are made based on each event producer’s specialized skills, experience, and alignment with the creative vision and operational needs of a particular event.
DISCUSSION
The original $250,000 maximum compensation was based on preliminary estimates of event costs developed prior to completion of full creative conceptualization and detailed event scoping. Since execution of these agreements, planning for the WTMMTM Campaign events has progressed, and event concepts, operational requirements, scopes, and budget allocations have been further refined. To date, the City has utilized the services of both Moveable and Walk Talkin to support the successful planning and implementation of several events, including Celebrate Santa Clara: A Day on the Field, (also referred to as the Stadium Community Event), STEM Bowl, and 2026 Night Markets. While the City has not yet utilized the services of TRAFFIK, the firm has been identified as one of the potential producers for the Watch Parties, subject to FIFA approval of the City’s license application to host FIFA World Cup Watch Parties.
Table 1 below summarizes the amounts invoiced to date, the remaining balances under each agreement and the event-related services provided.
Table 1: Contract Expenditures
|
Vendor |
Amount Invoiced |
Remaining Balance |
Event Scope |
|
Moveable |
$223,363.68 |
$26,636.32 |
STEM Bowl & 2026 Night Markets |
|
Walk Talkin |
$150,924.45 |
$99,075.55 |
Stadium Community Event |
|
TRAFFIK |
N/A |
$250,000.00 |
N/A |
These totals reflect the actual approved invoices to date for the majority of the event producer’s costs associated with producing the identified events; however they do not include the full range of third-party expenses associated with each event, such as talent, food and beverage, hospitality, and other related services, as authorized by the City. The final total cost for each event is still being determined, pending receipt of all final approved third-party invoices. The City anticipates that the costs for Movable events hosted to date will not exceed $250,00, while the costs for Walk Talkin may marginally exceed $250,000. Therefore, as part of the recommendation Staff requests Council to authorize payment to Walk Talkin for the Stadium Community Event in an amount not to exceed $5,000, for expenses incurred above the original $250,000 not to exceed amount.
To meet WTMMTM Campaign needs, ensure continuity of services and avoid disruption of planned events, staff is recommending and proposing an Amendment to both Moveable and Walk Talkin’s agreements to increase their respective maximum compensations by $100,000 each, for a revised not-to-exceed amount of $350,000 per agreement. This increase will ensure the City can provide timely payment for completed services and allow for flexibility in scope allocation for upcoming WTMMTM Campaign events including the remaining series of two-day Night Markets scheduled for June and July and proposed Watch Parties.
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 implement the City’s WTMMTM Campaign. These funds will be used to cover any additional services provided by Moveable and/or Walk Talkin. The additional $200,000 will be absorbed within the citywide non departmental budget. We will continue to monitor all cost related to the event and if needed bring forward a budget in June.
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. 1 with Moveable Inc. 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;
2. Authorize the City Manager or designee to execute Amendment No. 1 with Walk Talkin International 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 to allow for up to $5,000 of the additional $100,000 to be used for payment towards the costs of production of the Stadium Event; and
3. Authorize the City Manager or designee to take all actions necessary to implement and administer the Agreements with Moveable Inc, and Walk Talkin International 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. Moveable Inc. Agreement Amendment No.1
2. Walk Talkin International LLC Agreement Amendment No. 1
3. Moveable, Inc. Event Planning and Production Services Agreement
4. Walk Talkin International LLC Event Planning Production Services Agreement