REPORT TO COUNCIL
SUBJECT
Title
Action on City Bills and Claims Report for the period August 16, 2025 - September 19, 2025
Report
BACKGROUND
Disbursements made by the City of Santa Clara (City) are based on invoices submitted for payment. Prior to payment, staff reviews all disbursement documents to ensure they are reflective of the goods or services provided. Invoices are usually paid within 30 days of receipt of an accurate invoice. As a final step, the City Auditor, or designee, verifies all documents before the City issues payment. Payments are issued through accounts payable checks and wire transfers. It is important to note that items that pertain to Stadium Authority operations are billed to the Stadium Manager (ManCo) to pay on behalf of the Stadium Authority for Non-NFL events, and on behalf of the 49ers for NFL events.
The Bills and Claims Report, as required by the City Charter, represents the cash disbursements required for operations of the City for the reporting period covered. The report reflects the payment date, invoice number, description of the payment, funding source, and payment amount for all invoices. The budget control is set by the City Council through the budget adoption process. The attached report is sorted by Silicon Valley Power (SVP) expenses first, followed by the rest of the City funds.
DISCUSSION
Significant expenditures in this period include:
• Payment to Northern California Power Agency in the amount of $24,078,352 for August 2025 all resources bill.
• Payment to Castanea Project, LLC in the amount of $9,689,754 for June and July 2025 solar energy purchase with battery energy storage system.
• Payment to MSR Public Power Agency/Energy Authority in the amount of $5,266,437 for July, August and September 2025 power purchase and August 2025 renewable administrative Cost.
• Payment to Prism in the amount of $4,616,207 for FY2025-26 general liability, cyber liability, master crime, and pollution programs.
• Payment to Tri-Dam Authority/Project in the amount of $4,119,517 for July 2025 Hydroelectric purchase.
• Payment to Aquamarine Westside LLC., in the amount of $4,342,518 for June and July 2025 solar Power purchase.
Payments to ManCo are not included in the City’s Bills and Claims report as they are currently reported through a separate Stadium Authority Bills and Claims report. Stadium Authority related payments in the City’s Bills and Claims report include general administrative, material, and supply expenses of approximately $530,800. Included in this amount are $434,575 to Sunnyvale Department of Public Safety and California Highway Patrol for protection services for events at the stadium and $70,806 to County of Santa Clara for FY2025-26 assessment fee for a new registration with the Silicon Valley Regional Interoperability Authority (SVRIA). These expenses are reimbursed to the City by the Stadium Authority.
During this period, payments were made on behalf of the City, Housing Authority, and the Santa Clara Stadium Authority (described above).
Certain information such as names of law firms and recipients of workers’ compensation have been redacted from the Bills and Claims report. The Supreme Court of California in Los Angeles County Board of Supervisors v. Superior Court, (2016) 2 Cal.5th 282, held that invoices specifying the amounts billed by a law firm to a client fall within the scope of attorney-client privilege while the matters are active. In accordance with the Supreme Court’s ruling, the names of law firms retained by the City, and the specific amounts billed by each, have been redacted from the public report to maintain the confidentiality of billing records for legal services. In addition, individually identifiable information about recipients of workers’ compensation has been redacted from the report based on California Labor Code section 138.7.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to section 15378(b)(4) of Title 14 of the Code of Regulations in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.
FISCAL IMPACT
The expenditures of $111,301,783 were appropriated to various funds with the adoption of the Fiscal Year 2024/25 and 2025/26 budget, as amended.
COORDINATION
This report has been coordinated with 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve the list of Bills and Claims for August 16, 2025 - September 19, 2025.
Staff
Reviewed by: David Noce, Audit Manager
Approved by: Jovan D. Grogan, City Manager
ATTACHMENT
1. Bills and Claims Approved for Payment Report