REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Report from the Stadium Authority for Action Regarding Stadium Manager’s Request to Utilize Cooperative Agreements to Leverage Discounted Pricing and Award Purchase Orders to EyeP Solutions, Inc. for Security Software Subscription Renewals and Security Cardkeys and Tags
Report
BOARD PILLAR
Ensure Compliance with Measure J and Manage Levi’s Stadium
BACKGROUND
On October 8, 2019, the Stadium Authority Board (Board) approved Ordinance No. 2005 amending Chapter 17.30 of the City Code (Stadium Authority Procurement Policy), which rescinded the delegation to the Executive Director to enter into agreements without prior Board approval. As result of Ordinance No. 2005, the Stadium Manager is also required to request Board approval before entering into agreements on behalf of the Stadium Authority. As of the effective date of the Ordinance (November 8, 2019), all Stadium Authority agreements for services, supplies, materials, and equipment require the approval of the Stadium Authority Board.
The Stadium Manager is requesting approval to utilize cooperative agreements available through the Federal General Services Administration (GSA) Schedules to leverage discounted pricing for the following:
1. Genetec Advantage Software Subscription Renewal: Award a purchase order to EyeP Solutions, Inc. in the amount of $40,126 to provide Genetec Advantage software subscription license renewals for a one-year period. These costs are classified in the Stadium Authority Fiscal Year (FY) 2022/23 Shared Stadium Manager Expenses as Non-Compensation Expenses for the Security Department.
2. Genetec Proximity Cardkeys and Microprox Tags: Award a purchase order to EyeP Solutions, Inc. in the amount of $6,931 to procure Genetec proximity cardkeys and Microprox tags. These costs are classified in the Stadium Authority FY 2022/23 Shared Stadium Manager Expenses as Non-Compensation Expenses for the Security Department.
DISCUSSION
Stadium Authority staff reviewed the Stadium Manager’s Recommendation for Award memo, supporting procurement materials, and draft purchase orders for the two requests (the memo is attached to corresponding report #22-1186) for consistency against the Stadium Authority Procurement Policy and Santa Clara City Code Chapter 2.105.160 (Single source procurement).
The Genetec Security Center system at Levi’s Stadium requires a proprietary software, referenced as Genetec Advantage, to maintain support. Genetec software license subscriptions, products, and related maintenance and subscription renewals can only be procured through Genetec’s third party resellers and the requested purchase is consistent with best practices for single source procurements.
At the June 21, 2022 meeting, the Stadium Authority Board approved the Stadium Manager’s request to award a purchase order to Johnson Controls, Inc. Fire and Security (JCI) in the amount of $7,845 to procure the Genetec proximity cardkeys, Microprox HID tags, and related supplies. However, as noted in the Stadium Manager’s memo, JCI took exception to the Stadium Manager’s purchase order terms and conditions and as result, the Stadium Manager will not move forward with the purchase order. The requested purchase order with EyeP Solutions, Inc. will procure 1,000 Genetec proximity cardkeys and 200 Microprox tags.
Staff recommends approval of the Stadium Manager’s request to award two purchase orders to EyeP Solutions, Inc. for the Genetec Advantage software license renewals and Genetec proximity cardkeys and Microprox tags. Per Paragraph 4(b) of the Settlement Agreement, the Stadium Authority reserves all rights to confirm and dispute charges by and payments to the Stadium Manager during a fiscal year-end reconciliation/true-up, including but not limited to changes based on improper allocation, calculation, lack of support, or failure to comply with the Parties’ contracts or California law. The Stadium Authority may raise related questions before the fiscal year-end reconciliation/true-up, which the Stadium Manager agrees to assess and respond to in good faith.
ENVIRONMENTAL REVIEW
The actions being considered do not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The Stadium Authority Fiscal Year (FY) 2022/23 Budget contains Shared Expenses such as Security, Stadium Operations, Engineering, Guest Services, and Groundskeeping. Shared Expenses are split between the Stadium Authority and Forty Niners SC Stadium Company LLC per the Management Agreement.
There are sufficient funds in the Stadium Authority FY 2022/23 Security line item to cover the Genetec Advantage software subscription license renewals ($40,126, of which the Stadium Authority is responsible for $20,063) and Genetec proximity cardkeys and Microprox tags ($6,931, of which the Stadium Authority is responsible for $3,466).
COORDINATION
This report has been coordinated with the City’s Purchasing Manager and the Treasurer’s and Stadium Authority Counsel’s Offices.
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 report to Council may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation:
1. Approve the Stadium Manager’s request to utilize a cooperative agreement to leverage discounted pricing and award a purchase order to EyeP Solutions, Inc. in the amount of $40,126 to provide Genetec Advantage software license subscription renewals for a one-year period; and
2. Approve the Stadium Manager’s request to utilize a cooperative agreement to leverage discounted pricing and award a purchase order to EyeP Solutions, Inc. in the amount of $6,931 to procure Genetec proximity cardkeys and Microprox tags.
Staff
Prepared by: Christine Jung, Assistant to the Executive Director
Approved by: Rajeev Batra, Executive Director