REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Action on Award of a Purchase Order to Industrial Plumbing Supply, LLC for Restroom Plumbing Fixtures for the Levis’ Stadium for an Amount of $408,599.25, and Authorization to Issue Change Orders in an Amount Not To Exceed $102,149.81
Report
BACKGROUND
Pursuant to Section 2.9 of the Stadium Management Agreement between the Santa Clara Stadium Authority (Stadium Authority), Forty Niners SC Stadium Company LLC (StadCo), and Forty Niners Stadium Management Company LLC (Stadium Manager), the Stadium Manager is responsible for maintaining Levi’s Stadium (Stadium) “in the Required Condition and operate it as a high-quality NFL and multi-purpose public sports, public assembly, exhibit and entertainment facility…”
Due to the size, age, and complexity of the Stadium and its plumbing systems, the Stadium Manager has identified the need to replace plumbing valves in sinks, urinals, and toilets in all stadium restrooms excluding tenant-exclusive restrooms.
The proposed replacement will update the existing lavatory faucets and toilet and urinal flushing devices in public restrooms located throughout the Stadium concourses. This plumbing fixture purchase is the first replacement of all fixtures since originally installed. Replacing the aging components with new fixtures is expected to improve the reliability and consistency of restroom operations, reduce the frequency of repairs and service calls, and decrease the need for ongoing replacement of individual components. The replacement will also allow the Stadium Manager to maintain an appropriate inventory of spare parts for routine maintenance, helping minimize restroom fixture downtime during Stadium operations and major events.
On June 22, 2026, the Stadium Manager issued a Request for Bids (RFB) on the Stadium Manager’s eProcurement portal, Bonfire Interactive, to solicit qualified suppliers. Two (2) bids were received by the following suppliers on or before the RFB due date and time:
1. Palm Beach Plumbing Parts
2. Industrial Plumbing Supply, LLC
The Stadium Manager held a public bid opening on July 24, 2026 at 4:00 p.m. (PT). The RFB provided the public bid opening webcast information including a meeting ID and password for bidders to log on via Zoom to attend. No callers were in attendance. Stadium Manager announced the receipt of the two bids, identified each bidder, announced each bidder’s total bid amount, and identified Industrial Plumbing Supply, LLC as the apparent low bidder.
The Stadium Manager tabulated the bids and prepared a bid abstract. Following its review, the Stadium Manager determined that Industrial Plumbing Supply, LLC, was the lowest responsive and responsible bidder.
On July 27, 2026, the Stadium Manager issued a Notice of Intended Award and made it available to all the bidders. The protest period ended on July 31, 2026, with no protests received.
This purchase is for products only and represents the first phase of the restroom plumbing fixture replacement program. As the Stadium Manager identifies additional replacement parts, it anticipates conducting separate competitive procurements and submitting future purchases for approval, as required.
As such, the Stadium Manager is requesting Stadium Authority Board (Board) approval of the following actions for a one-time purchase order with Industrial Plumbing Supply, LLC:
1. Approve the award of a purchase order to Industrial Plumbing Supply, LLC in the amount of $408,599.25, inclusive of sales tax, for the Levi’s Stadium Restroom Plumbing Fixtures (“the Project”).
2. Authorize Stadium Manager to execute purchase order change orders that increase the purchase order amount and quantities by up to 25%, or $102,149.81 for a total not to exceed purchase order amount of $510,749.06.
3. Authorize Stadium Manager to execute any and all documents necessary to issue the purchase order and complete the purchase and delivery of the restroom plumbing fixtures.
A Recommendation for Award Memo was submitted by the Stadium Manager describing the services, solicitation process, and the request in more detail (Attachment 2).
DISCUSSION
Stadium Authority staff reviewed the Stadium Manager’s Recommendation for Award memo and supporting documentation for consistency with the Stadium Authority Procurement Policy and Santa Clara City Code Chapter 2.105.140(d), which establishes competitive requirements for purchases of products exceeding $250,000 through a formal Request for Bids (RFB). As described above and in the Stadium Manager’s Recommendation for Award memo, the Stadium Manager conducted an RFB process, received two bids, and recommends awarding a one-time purchase order to Industrial Plumbing Supply, LLC, as the lowest responsive and responsible bidder.
The Stadium Manager recommends a one-time purchase order in the amount of $408,599.25, inclusive of applicable taxes. This amount reflects Industrial Plumbing Supply, LLC’s bid for 400 Lavatory Faucet Kits, 1,000 Sloan closet toilet flushing device kits, and 450 Sloan urinal flushing device kits. This purchase is the first phase of the restroom plumbing fixture and replacement program.
The Stadium Manager is also requesting authorization to execute change orders of up to $102,149.81, or 25% of the purchase order amount, for a total not-to-exceed amount of $510,749.06. The requested change-order authority would allow the Stadium Manager to purchase additional quantities of the same plumbing fixture components, which were bid based on fixture counts in public concourse restrooms. Because inventory levels for these routinely replaced components may change between bid issuance and purchase order award, the authority provides flexibility to establish appropriate spare-part inventory while leveraging the competitively bid unit pricing.
Based on the documentation provided, staff recommends approval of the requested purchase order and delegation of authority to the Stadium Manager to issue purchase order change orders of up to 25%, subject to the total not-to- exceed amount. Future phases of the project will be submitted to the Board for approval if they exceed the Stadium Manager’s signature authority.
The Stadium Authority Counsel’s Office has reviewed the purchase order for comparison to ManCo’s customary language and is consistent with the City’s standard Purchase Order language. Nothing in the purchase order changes the Stadium Authority’s rights under the Management Agreement and specifically with respect to any dispute that may arise from the Stadium Manager’s obligations under the Management 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 action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of existing public or private facilities involving negligible or no expansion of use beyond that existing at the time of the lead agencies determination.
FISCAL IMPACT
The total one-time purchase not-to-exceed amount is $510,749.06 for supplies only inclusive of up to 25% purchase change order not-to-exceed $102,149.81.
The Stadium Authority Fiscal Year (FY) 2026/27 Adopted Budget includes Capital Expense (CapEx) project L2708: Plumbing Fixture and Restroom Automatic Flushing Device Replacement which has a project budget of $887,376.00. There are currently sufficient funds in this project budget to cover the total not-to-exceed amount of $408,599.25 and the $102,149.81 contingency.
Subsequent phases of the project will require additional replacement parts and are subject to budget appropriation. The Stadium Manager anticipates additional bids for device and assembly parts during the first phase of the project.
COORDINATION
This report has been coordinated with the Stadium Authority Counsel and Treasurer’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
1. Approve the award and authorize the Stadium Manager to execute the purchase order with Industrial Plumbing Supply, LLC in the amount of $408,599.25 for the Levi’s Stadium Restroom Plumbing Fixtures;
2. Authorize the Stadium Manager to execute purchase order change orders by up to 25% or $102,149.81 for a total not to exceed purchase order amount of $510,749.06; and
3. Authorize the Stadium Manager to execute any and all documents necessary to effectuate the purchase order.
Staff
Reviewed by: Kenn Lee, Acting Assistant City Manager / Chief Financial Officer
Approved by: Jovan D. Grogan, Executive Director
ATTACHMENTS
1. Draft Purchase Order with Industrial Plumbing Supply, LLC
2. Stadium Manager’s Recommendation Memo