REPORT TO COUNCIL AND STADIUM AUTHORITY BOARD
SUBJECT
Title
Report on Actions Taken During City Council Recess period from July 15, 2026, through August 17, 2026
Report
BACKGROUND
On July 14, 2026, the City Council authorized the City Manager, on behalf of the City, as the Executive Director for the Santa Clara Stadium Authority, and as the Contract Administrator for the Sports and Open Space Authority, to approve items vital to the function of the City during the Council official recess from July 20, 2026, through August 14, 2026, during which time, there were no scheduled City Council/Santa Clara Stadium Authority/Sports and Open Spaces Authority/Housing Authority meetings.
This authority would be used in cases where inaction would result in project delays, interruption of services and operations, adverse fiscal impact or in the event of an emergency and to ensure that the City of Santa Clara and public continue to receive uninterrupted services throughout the City Council recess.
DISCUSSION
During the Council recess period from July 20, 2026, through August 14, 2026, the following items were approved by the City Manager and /or Executive Director respectively for the City of Santa Clara and Santa Clara Stadium Authority.
Approved by the City Manager for the City of Santa Clara:
No items were approved by the City Manager for the City of Santa Clara during the Council recess.
Approved by the Executive Director for the Santa Clara Stadium Authority:
1. 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
Approval of this item was previously deferred by the Council from the June 23, 2026, Joint Council and Authorities Concurrent and Stadium Authority Board Meeting to the July 14, 2026, meeting. The item was not heard at the July 14 meeting, and no action was taken.
Vice Mayor Gonzalez noted, at the July 14, 2026 Joint Council and Authorities Concurrent & Stadium Authority Board Meeting that City Manager Grogan has authority to move forward with this agreement due to delegation of authority to the City Manager during Council recess.
The request sought approval of a total aggregate not-to-exceed amount of $1,505,408, inclusive of all option years and contingency across the three agreements, as well as delegated authority to approve future amendments consistent with the Board’s authorization.
Pursuant to his delegated authority during the Council/Board recess, on July 20, 2026, the Executive Director approved the Stadium Manager’s April 2, 2026, request for the following actions on behalf of the Stadium Authority Board:
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 agreement 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 3 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, which 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.
The agreements do not guarantee a minimum amount of work. Services will be performed only on an as-needed basis through task orders issued by the Stadium Manager within approved budget appropriations.
COORDINATION
This report has been coordinated with all other departments as necessary.
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
Note and file the Report on Actions taken During City Council Recess period from July 15, 2026, through August 17, 2026.
Staff
Reviewed by: Aimee Escobar, Management Analyst, City Manager’s Office
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Resolution 26-9588