REPORT TO CITY COUNCIL AND STADIUM AUTHORITY BOARD
SUBJECT
Title
Action on a Standard Agreement with the California Highway Patrol for Traffic Management Related Services for Super Bowl LX
Report
BACKGROUND
The California Highway Patrol (“CHP”) has acted as a partner agency, providing necessary supplemental law enforcement services at Levi’s Stadium events, since 2014 pursuant to various agreements approved by the City Council. Most recently, on June 25, 2024, the City Council and Stadium Authority Board approved a standard agreement with the California Highway Patrol (CHP) for traffic management and support services for special events held at Levi’s Stadium. CHP duties include traffic management, air operations, SWAT, bicycle patrol, crowd control, and other law enforcement duties, including but not limited to fixed or mobile positions, for which CHP bills the City according to the hourly rates listed in the agreement. The term of the agreement is July 1, 2024 through June 30, 2028, and has a not-to-exceed limitation of $5 million. The costs associated with the CHP’s services at the Stadium are required to be reimbursed to the City in accordance with Measure J.
As stated in the Agenda Report supporting the 2024 agreement with the CHP (Attachment 1), the parties contemplated a separate, stand-alone, agreement with the CHP for services provided in connection with the Super Bowl and FIFA World Cup. Accordingly, the proposed agreement has a scope of work as follows, “The Contractee, City of Santa Clara agrees to reimburse the Department of California Highway Patrol (CHP) for costs associated with traffic control related services for Super Bowl LX at the Levi’s Stadium provided by the CHP San Jose Area office.” The term of this new agreement is for one week, from February 1 to February 9, 2026, with a maximum compensation of $1,100,000 (Attachment 2).
DISCUSSION
As the lead law enforcement agency, the Police Department secures local, State, and Federal resources, as necessary, to implement security measures, and corresponding contingency plans, in anticipation of the events currently planned at Levi’s Stadium. This includes, but is not limited to, mitigating traffic congestion for event patrons and local traffic, providing a safe venue for attendees, performers, and stadium personnel as well as preventing intrusion into neighborhoods while maintaining access to adjacent business properties. The Police Department is also the lead in obtaining the necessary approvals required to enter into agreements with law enforcement partners.
The CHP has been an essential public safety partner in the implementation of the traffic management and event plans for Levi’s Stadium events. Since 2014, CHP has provided vehicles, radios, personnel, and other necessary equipment for traffic management and related support services on Highway 101 and Route 237, which they have jurisdiction over. In addition, CHP is also instrumental in helping the Police Department obtain threat intelligence information.
The number of CHP personnel necessary to implement the plans varies according to the event type, day and time, anticipated attendance, dignitaries present, intelligence gathered, and potential threat(s). The standard agreement terms require compensation to be paid according to a CHP hourly employee cost (e.g., salary, benefits, overhead, etc.) from their home station to their return to the home station, including mileage. For the Super Bowl event, air support services are anticipated.
The differences between the 2024 agreement and the proposed agreement for SBLX are as follows:
• The short notice cancellation fee increased from $50 to $150
• All hourly rates increased, except (1) the airplane rate decreased significantly (from $850.62/hr to $739.96/hr), and (2) the Motorcycle Sgt rate is unchanged
• The General Terms and Conditions (“GTC”) has been updated by the State to GTC 2/2025 from the prior version (GTC 4/2017) but the only substantive difference in the new 2025 GTC is that the state has added a generative AI disclosure obligation that requires the City to disclose if we plan to use AI with regard to CHP’s performance of services
The indemnity obligation, highlighted in the 2024 Agenda Report (Attachment 1), remains unchanged. The terms and conditions of the agreement are not negotiable.
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
The services to be provided by the CHP under the proposed agreement qualify as Actual Event Services falling within the definition of Qualified Event Expense, to be reimbursed by Bay Area Host Committee, in accordance with the terms of the League Event Agreement. Section 2.1.2 of the League Event Agreement states, “Super Bowl Services are to be provided by City personnel such as: on-duty and off-duty police officers, fire personnel, medical personnel, traffic management personnel, other public safety personnel, as well as other personnel from the City and other jurisdictions (pursuant to agreements between such other jurisdictions and the City), and other City contractors.” An estimate of expected expenses associated with CHP services (such as staffing/labor related cost) was taken into consideration when calculating the Preliminary Qualified Event Cost Estimate. Expected use of additional services, such as air support services, remain under review and discussion with CHP.
COORDINATION
This report was coordinated with 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Authorize the City Manager to execute the Standard Agreement with the California Highway Patrol for traffic control related services for Super Bowl LX at Levi’s Stadium, in an amount not to exceed $1,100,000 over the period February 1-9, 2026.
Staff
Reviewed by: Cory Morgan, Chief of Police
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agenda Report and attachments for 2024 Agreement with CHP (24-191)
2. Proposed Agreement with CHP for services provided in connection with SBLX