REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Action on Award of Purchase Orders to Presidio for Cisco Catalyst Network Switches (Replacement of End of Life Network Equipment CapEx Project), MedixSafe for the Narcotics Safe CapEx Project and Related Budget Amendment, Orlandi Trailer, Inc. for the Enclosed Trailer CapEx Project and Related Budget Amendment, and Dell and Pivot Interiors, Inc. for Office Supplies and Equipment.
Report
BOARD PILLARS
Deliver and Enhance High Quality Efficient Services and Infrastructure
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Ordinance No. 2005 amending Chapter 17.30 of the Santa Clara City Code (Stadium Authority Procurement Policy), which rescinded the delegation to the Executive Director to enter into agreements without prior Board approval. 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 Executive Director is requesting authorization for the following:
1. Award a purchase order to Presidio for Cisco Catalyst Network Switches in the amount of $69,298, plus applicable taxes. This project is included in the Stadium Authority Fiscal Year (FY) 2022/23 Capital Expense (CapEx) Budget under the Replacement of End of Life Network Equipment line item for $110,250;
2. Award a purchase order to MedixSafe in the amount of $1,857 for a biometric-style narcotics safe and approve a budget amendment for this new CapEx Project;
3. Award a purchase order to Orlandi Trailer, Inc. in the amount of $15,283 for an enclosed trailer to haul and store Police Department mules that are primarily used for Levi’s Stadium events and approve a budget amendment for this new CapEx Project.
4. Award a purchase order to Dell in the amount of $740 for computer monitors; and
5. Award a purchase order to Pivot Interiors, Inc. in the amount of $1,391 for an ergonomic office chair.
DISCUSSION
Stadium Authority staff has obtained quotes for the following items pursuant to the appropriate purchasing sections under Chapters 2.105 and 17.30 of the Santa Clara City Code. Staff is following the City Code provisions listed below for consistency and to ensure that best practices in public sector procurement are being followed:
• 2.105.140(a) Purchases less than $15,000 do not require competitive bidding.
• 2.105.140(b) Purchases greater than $15,000 and up to and including $250,000 requires an informal request for quotes.
Replacement of End of Life Network Equipment CapEx Project
The citywide network extends to Levi’s Stadium in support of Stadium Authority, Police, Fire, and traffic management operations. The current network that was originally installed during stadium construction has reached end of life. Refresh of this equipment is required to keep up with security updates and ongoing hardware support. This network refresh brings the stadium in alignment with the City’s Metro Area Network upgrade which was approved by City Council in July 2021.
Pursuant to City Code Section 2.105.140(b), a Request for Quotes (RFQ) was conducted as the solicitation method for this procurement, with award recommendation based on lowest responsive and responsible quote that met all specifications.
In November 2022, the Stadium Authority released an RFQ on the City’s e-procurement platform for Cisco Catalyst Network Switches including software subscription and maintenance and support, and shipping costs. A bid notification was also posted to the Stadium Authority’s e-procurement platform, DemandStar, directing bidders to the City’s e-procurement platform. A total of 57 companies viewed the RFQ and nine responsive bids were received as follows:
|
Bidder |
Total Base Bid |
|
Presidio |
$69,297.73 |
|
Saitech |
$72,500.00 |
|
Axelliant, LLC |
$72,675.00 |
|
Mvation Worldwide, Inc. |
$73,011.57 |
|
ConvegeOne |
$73,299.30 |
|
BrightCentra, Inc. |
$76.100.00 |
|
Sunflower Lab |
$80,386.12 |
|
EyeP Solutions |
$80,441.85 |
|
Key Code Media |
$82,075.34 |
Presidio is recommended for award of purchase order as having submitted the lowest responsive and responsible bid. The purchase order will be issued for a purchase.
Staff also anticipates implementation costs, such as staff time and Unisys consultant services, which will be charged to this CapEx Project. There are remaining funds to cover such costs.
Narcotics Safe CapEx Project
Controlled substances used in Emergency Medical Services (EMS) provided at Levi’s Stadium events are required to be secured in a biometric-style safe when not in the possession of a certified paramedic. Stadium EMS equipment is currently being moved from Fire Station 1 to Fire Station 8 to make operations more efficient. In order to store all the equipment in a DEA-compliant manner, the Fire Department requires a narcotics safe that will be dedicated to the controlled substances used at Levi’s Stadium.
Staff obtained a quote from MedixSafe in the amount of $1,857, inclusive of tax and shipping, and recommends award of purchase order to the vendor to purchase the described narcotics safe. This project is not included in the Stadium Authority FY 2022/23 CapEx Budget and a budget amendment of $1,857 for a Narcotics Safe CapEx Project line item would be required to complete the purchase.
Enclosed Trailer CapEx Project
The Police Department requires an enclosed trailer that will better protect existing mules from the elements. The mules are currently stored outside and primarily used for Levi’s Stadium events. This trailer would fulfill a dual-purpose role: 1) improved storage extending the life of current mules, and 2) reduce the number of personnel needed when moving mules from one location to another, including servicing appointments. This project will replace the existing Onsite Conex Storage CapEx Project ($4,200). The Conex container made storage semi-fixed and would require multiple personnel to move the mules.
Staff obtained a quote from Orlandi Trailer, Inc. in the amount of $15,283, inclusive of tax, and recommends award of purchase order to the vendor to purchase the described trailer. There are no anticipated shipping costs as the business is located in San Jose and staff can pick it up. This project is not included in the Stadium Authority FY 2022/23 CapEx Budget and a budget amendment of $15,283 for an Enclosed Trailer CapEx Project line item would be required to complete the purchase.
Computer Monitors
Several Stadium Authority staff require replacement computer monitors. Staff received a quote of $740, inclusive of shipping, tax, and environmental fees, and recommends award of purchase order to the vendor to purchase four Dell computer monitors.
Ergonomic Office Chair
Stadium Authority staff require an ergonomic office chair and received a quote from Pivot Interiors, Inc. in the amount of $1,391, inclusive of tax and delivery. Staff recommends award of purchase order to the vendor to purchase the chair.
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)(4) in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
The Stadium Authority FY 2022/23 CapEx Budget includes $110,250 for the Replacement of End of Life Network Equipment CapEx Project. There are sufficient funds to cover the cost of this project which includes the network switches, software subscription, maintenance and support ($69,298 plus applicable taxes) and implementation costs (which are unknown at the time of writing the report but will not exceed the remaining budget for the line item). Any staff time and Unisys consultant services spent on the implementation of the project will be reimbursed to the City and do not require additional Board approval.
The Narcotics Safe CapEx Project and Enclosed Trailer CapEx Project are not included in the Stadium Authority FY 2022/23 CapEx Budget and the Board will need to approve budget amendments of $1,857 and $15,283, respectively, to add these projects. Additionally, the Onsite Conex Storage CapEx Project is no longer needed and can be removed as a line item from the Stadium Authority FY 2023/24 CapEx Budget. These funds will be offset by a decrease in the Stadium Authority Capital Expense Reserve. The table below summarizes the budget amendments:
|
CapEx Project |
Adopted Budget |
Increase/ (Decrease) |
Amended Budget |
|
Narcotics Safe CapEx Project |
$0 |
$1,857 |
$1,857 |
|
Enclosed Trailer CapEx Project |
$0 |
$15,283 |
$15,283 |
|
Onsite Conex Storage CapEx Project |
$4,200 |
($4,200) |
$0 |
|
Capital Expense Reserve |
$2,822,091 |
($12,940) |
$2,809,151 |
There are existing appropriations in the Stadium Authority FY 2022/23 Adopted Budget under the General and Administrative Budget to cover the costs of the office supplies and equipment for staff ($2,131).
COORDINATION
This report has been coordinated with the City’s IT Department, and the Stadium Authority Counsel’s, Executive Director’s, and Treasurer’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 agenda report 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. Authorize the Executive Director to award a purchase order to Presidio for Cisco Catalyst Network Switches including three-year software subscriptions and maintenance and support for a maximum amount not-to-exceed $69,298, plus any applicable taxes;
2. Approve a budget amendment to add a new Narcotics Safe line item in the Stadium Authority FY 2022/23 CapEx Budget for the amount of $1,857 from the Capital Expense Reserve;
3. Authorize the Executive Director to award a purchase order to MedixSafe in the amount of $1,857 to purchase a narcotics safe (Narcotics Safe CapEx Project);
4. Approve a budget to add a new Enclosed Trailer line item in the Stadium Authority FY 2022/23 CapEx Budget for the amount of $15,283 from the Capital Expense Reserve;
5. Authorize the Executive Director to award a purchase order to Orlandi Trailer, Inc. in the amount of $15,283 to purchase an enclosed trailer to haul and store Police Department mules that are primarily used for Levi’s Stadium events (Enclosed Trailer CapEx Project);
6. Authorize the Executive Director to award a purchase order to Dell in the amount of $740 to purchase computer monitors; and
7. Authorize the Executive Director to award a purchase order to Pivot Interiors, Inc. in the amount of $1,391 to purchase an office chair.
Staff
Reviewed by: Gaurav Garg, Director of Information Technology/CIO and Christine Jung, Assistant to the Executive Director
Approved by: Rajeev Batra, Executive Director