REPORT TO COUNCIL AND STADIUM AUTHORITY BOARD
SUBJECT
Title
City Council and Authorities Action Delegating Authority: to the City Manager for the City; the Executive Director for the Santa Clara Stadium Authority; the Contract Administrator for the Sports and Open Space Authority; and the Executive Director for the Housing Authority during the City Council recess period from July 15, 2026, through August 17, 2026
Report
BACKGROUND
The City Council is scheduled for an official recess from July 20, 2026, through August 14, 2026, during which time, there are no scheduled City Council/Santa Clara Stadium Authority/Sports and Open Spaces Authority/Housing Authority meetings. The City Council is scheduled to meet on July 14, 2026, for their last meeting before the scheduled recess and will reconvene on August 18, 2026, for the Council and Authorities Concurrent meeting following the recess.
As in previous years, the City Council has delegated authority to the City Manager/Executive Director/Contract Administrator or their designee through resolution (Attachment 1) to approve contracts and take other administrative actions as necessary during the Council recess on items vital to the function of the City that would otherwise require the approval of the City Council or corresponding Board.
The Delegation of Authority to the City Manager/Executive Director for Santa Clara Stadium Authority/Contract Administrator for Sports and Open Space Authority/Executive Director for Housing Authority will be from July 15, 2026, through August 17, 2026, which covers the City Council recess until the City Council reconvenes on August 18, 2026. A report summarizing any actions taken by the City Manager/Executive Director/Contract Administrator will be presented to the City Council in August 2026.
DISCUSSION
The City’s Municipal Code Section 2.105.300 provides the City Manager with approval authority on contracts up to $250,000. Additionally, Code Section 17.30 provides the Executive Director with approval authority up to and including $100,000.00, as allocated to and authorized by the Stadium Authority by adoption of the annual budget. Contracts above that amount require City Council/Board approval.
The following time-sensitive items are anticipated to be approved during council recess and are as follows:
• Finance Department:
1. Approve the amendment to the contract with Maze and Associates Accounting Corporation to allow Consultant to perform additional Agreed Upon Procedures related to the 2024 General Obligation Bonds, 2026 Series A and B, dated February 10, 2026, and a review of the Santa Clara Tourism Improvement District (SCTID) assessment funds held by the City, and Investment Policy Compliance.
• Santa Clara City Library:
1. Accept the California Library Literacy Services 2026-27 Adult and Family Literacy grant award letter in the amount of $114,250 from the California State Library for the Read Santa Clara/Adult and Family Literacy Program.
• Water & Sewer Utilities Department:
1. Authorize the Water & Sewer Utilities Department to proceed with an emergency procurement for the replacement of the failed pump and motor at Well 10 with an estimate cost of approximately $360,000.
a. The amount exceeds the City’s $250,00 threshold for prior Council approval thereby requiring staff to request authorization to move forward immediately under an emergency procurement determination.
b. Water & Sewer Utilities will submit a future item on this emergency procurement at the August 18, 2026, Council meeting for formal approval.
• Santa Clara Stadium Authority:
1. Action on the Agreement with Superior Alarm Systems for Security Integrator Systems at Levi’s Stadium, Inclusive of All Contract and Option Years and Contingency, and Delegated Authority for Future Amendments.
a. Approve and authorize the Stadium Manager to enter into an agreement with Superior Alarm Systems to provide on-call, as-needed professional security integrator services at Levi’s Stadium for an initial term of five (5) years commencing June 1, 2026, or upon execution, and expiring May 31, 2031, with five (5) optional one-year extensions through May 31, 2036
Compensation for services to be provided shall be set forth on a per-task-order basis and funded through approved Stadium Authority Capital Expense Budgets and/or approved Stadium Manager Shared Stadium Expense budgets. Task orders may be issued for any approved Security Department budget item as part of the Stadium Authority’s annual budget process during any fiscal year within the initial term and any extension periods of the Agreement. Each task order shall not exceed the budgeted amount allocated to the applicable budget item.
The term for each fiscal year is contingent on the Stadium Authority approving the applicable fiscal year's budget, including amounts due under the Agreements.
b. Authorize the Executive Director to approve future amendments as needed to: (a) exercise the option to extend the Agreement by five (5) one-year extension periods through May 31, 2036; and (b) adjust rates in contract years six through ten (June 1, 2031 through May 31, 2036) by up to five percent (5%) annually, in accordance with the terms and conditions associated with rate increases in Exhibit B of the Agreement.
c. Authorize the Stadium Manager to execute and administer task orders with SAS to perform services for approved security department budgeted items approved as part of the Stadium Authority annual budget process during any fiscal year within the initial term and any extension periods, consistent with the terms and funding limitations set forth therein.
2. Action on Agreements with ASF Electrical, Inc., Bear Electrical Solutions, LLC, and Cupertino Electric, Inc. for On-Call Electrical Maintenance and Repair Services at Levi’s Stadium, Limiting Authorization to Spend to a Total Aggregate Not-to-Exceed Amount of $1,506,408, Inclusive of All Option Years and Contingency Across All Three Agreements, and Delegated Authority for Future Amendments [Subject to Council action on July 14, 2026]
a. Approve and authorize the Stadium Manager to enter into agreements with ASF Electric, Inc., Bear Electrical Solutions, LLC, and Cupertino Electric, Inc., to provide on-call electrical maintenance and repair services at Levi’s Stadium for an initial term of three (3) years commencing upon execution of the agreements, and expiring March 31, 2029, with two (2) optional one-year extensions through March 31, 2031.
The total aggregate amount payable under all agreements shall not exceed $250,000 per contract year, $750,000 over the initial three-year period, and $1,250,000 over the maximum five (5) year term unless modified pursuant to recommendation (c)(iv.) below.
The term for each fiscal year is contingent on the Santa Clara Stadium Authority Board (Board) approving the applicable fiscal year's budget, including amounts due under the Agreements.
b. Approve a contingency in the amount of $125,000, that is equal to ten percent (10%) of the aggregate total not-to-exceed value of the baseline amount payable under all Agreements over the maximum five (5) year term of the Agreements (i.e., $250,000 per year x 5 years).
The contingency may be used to increase the not-to-exceed amount of any Agreement during any contract year, as needed to cover unforeseen services, subject to budget appropriations.
c. Authorize the Stadium Authority Executive Director to approve future amendments as needed to:
i. Exercise the option to extend the Agreements by two (2) one-year extension periods through March 31, 2031, and to establish the not-to-exceed amount for each extension period of $250,000 to cover services during each extension;
ii. Increase the rates in contract years two through five (April 1, 2027 - March 31, 2031) by up to five percent (5%) over the previous year’s rates in accordance with the terms and conditions associated with rate increases in Exhibit G of the Agreements;
iii. Increase the not-to-exceed amount payable under each Agreement for contract years two through five (April 1, 2027- March 31, 2031), by up to five percent (5%) over the previous year's amount to account for rate increases, subject to budget appropriations; and
iv. Increase the not-to-exceed amount of any Agreement during any contract year using contingency funds as needed to cover unforeseen services, subject to budget appropriations. The aggregate total not-to-exceed value of amounts payable under all Agreements over the five (5) year term, inclusive of all contract years and contingency, shall not exceed $1,506,408.
d. Authorize the Stadium Manager to issue and execute task orders to the three contracting firms, up to the aggregate not-to-exceed amount for each contract year, subject to budget appropriations.
Should additional unanticipated contractual items arise, they may require City Manager action in the following categories:
a. Accepting grants and donations on behalf of the City and approving associated budget amendments.
b. Approving grant applications.
c. Approving purchase agreements within existing budgetary appropriations.
d. Approving agreements or amendments to agreements to ensure projects are not delayed and service is not interrupted.
If such is the case, the City Manager will use the authority delegated to them by the City Council to take the necessary steps. This authority will be used only in cases where inaction would result in project delays, interruption of services and operations, adverse fiscal impact or in the event of an emergency. The goal of this delegation of authority is to ensure that the City of Santa Clara and public continue to receive uninterrupted services throughout the City Council recess. Any such actions will be subject to review and approval by the City Attorney for compliance with the terms of the delegation, and as to form for any related contracts.
FISCAL IMPACT
Agreements, Amendments, Change Orders, and Award of Contracts that are approved during the Council recess period other than that which is already appropriated within the existing approved budget will be summarized and presented to the City Council in August 2026.
COORDINATION
This report has been coordinated with all other departments as needed.
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
That the City Council/Stadium Authority Board/Sports and Open Space Authority/Housing Authority adopt a Joint Resolution to:
1. Delegate authority to the City Manager, or their designee, in their capacity as for the City Manager for the City, Executive Director for the Santa Clara Stadium Authority, Contract Administrator for the Sports and Open Space Authority, and the Executive Director for the Housing Authority to take actions otherwise subject to Council/Board approval where inaction would result in project delays, interruption of services and operations, adverse fiscal impact or in the event of an emergency, during the period from July 15, 2026, through August 17, 2026, with any such action being subject to review and approval by the City Attorney for compliance with the terms of such delegation, and as to form for any related contracts; and
2. Require the City Manager to submit a report on actions taken during the Council recess at a City Council/Concurrent Authorities Meeting in August 2026.
Staff
Reviewed by: Aimee Escobar, Management Analyst, City Manager’s Office
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. July 15 - August 17, 2026 Delegation of Authority Resolution