REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Action to Amend Agreement with Contractor Compliance and Monitoring, Inc. for Labor Compliance Services, Approve Purchase of Dispatch Monitors CapEx Project, and Award a Purchase Order to Interior Motions for One Office Chair
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approved Ordinance No. 2005 amending Chapter 17.30 of the City Code (Stadium Authority Procurement Policy), which rescinded the delegation to the Executive Director to enter into agreements without prior Board approval.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 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. Amend an agreement with Contractor Compliance and Monitoring, Inc. (CCMI) to extend the term ending from February 9, 2022 to March 31, 2025; and add $20,000 for a total not to exceed amount of $40,000, subject to future budget appropriations;
2. Purchase four 40” monitors from Dell to be used for the Levi’s Stadium Command Post in an amount not to exceed $7,582. The Stadium Authority FY 2021/22 CapEx Budget includes $8,400 for Dispatch Monitors. A budget amendment is required for this request; and,
3. Award a purchase order to Interior Motions to purchase an office chair for Stadium Authority staff in the amount of $819 plus shipping fees.
Chapter 17.30.070 of the City Code states that, “Except for reserved purchase order numbers assigned by the purchasing officer, the purchasing officer shall not issue any purchase order or award any contract for supplies, materials, or equipment unless there exists an unencumbered appropriation in the proper account of the Stadium Authority to which the purchase is to be charged.” However, as noted above, the CCMI agreement would be subject to future budget appropriations.
DISCUSSION
On March 23, 2021, the Board approved the Stadium Authority FY 2021/22 Operating, Debt Service and Capital Budget (Budget). 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:
• 2.105.330(e)(1) “General services - Contracting procedures” competitive proposals exception for specialized services from licensed professionals.
• 2.105.280 “Informal Bidding” where the award recommendation is determined by the lowest cost bidder.
• 2.105.280(b) Purchases less than $15,000 do not require competitive bidding.
Board approval is requested for the following items:
CCMI - The Stadium Authority has an existing agreement with CCMI for labor compliance services which was approved by the Stadium Authority Board on February 9, 2021. The existing agreement is for a one-year term that is set to expire on February 9, 2022 and has a not to exceed amount of $20,000. During the term of agreement, the Stadium Authority has only used CCMI’s service to assist with reviewing the Stadium Manager’s submittals for reimbursement for prevailing wage work.
CCMI ensures prevailing wage compliance for publicly funded public works. The core of CCMI’s experience involves the monitoring of certified payrolls, including proper job classifications and wage determinations, compliance with overtime, weekend, shift and special wage requirements, as well as the proper application of required apprenticeship requirements.
The Executive Director is requesting authorization to amend the existing agreement with CCMI to extend the term of the agreement by three years ending on March 31, 2025; add an additional $20,000 to the agreement for a total not to exceed amount of $40,000; and update the hourly rates of pay as demonstrated in Exhibit B. The amendment will also address new labor rates that will be fixed throughout the three-year term of the amended agreement. Staff anticipates using CCMI’s services more frequently as the Stadium Manager submits future reimbursement requests for services that require prevailing wages.
Dispatch Monitors CapEx ($7,582 plus shipping) - The FY 2021/22 CapEx Budget includes $8,400 for the Dispatch Monitors line item, which describes the purchase of 16 22” monitors to replace existing 19” Levi’s Stadium Command Post dispatch monitors that were purchased six years ago. The equipment request is a carryover from the FY 2020/21 CapEx Budget. The original request was held due to space limitations and compatibility issues.
Currently, public safety dispatchers work off of multiple smaller screens which provide a sub-standard application management capability and reduced field of view of centralized screen. Recent upgrades to public safety CAD and the combined use of stadium operational applications demands for larger screens to perform public safety dispatcher duties. The Police Department would like to update their request to utilize the CapEx project funds to purchase four curved 40” monitors instead of the previously requested 16 22” monitors. The wide view monitor will permit public safety dispatchers to manage all the necessary applications and safely operate the needed CAD features the position demands. A larger number of smaller monitors, such as the 22” monitors that are described in the existing project description, would provide less visibility and would not provide the optimal screen viewing area for public safety dispatching applications.
Staff has obtained a quote from Dell for four curved 40” monitors at approximately $1,731 per monitors ($7,582 plus shipping) and recommends this purchase. The Stadium Authority FY 2021/22 CapEx Budget includes $8,400 for this expense. As described above, a budget amendment is required to purchase four curved 40” monitors instead of the 16 22” replacements.
Office Chair for Stadium Authority Staff ($819) - Newly hired staff in the Stadium Treasurer’s Office requires an office chair. The Board previously approved the purchase of a Herman Miller office chair that is used throughout the department in the amount of $530 plus tax and shipping as part of the December 7, 2021 report. Since then, the approved vendor has closed their business and referred staff to a different vendor. The new vendor, Interior Motions, has provided a quote of $819 plus shipping for the office 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)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There are existing appropriations in the Stadium Authority FY 2021/22 Adopted Budget under the Operating Budget for Executive Director and Board directives to cover the $20,000 required for the amended CCMI agreement.
There are existing appropriations in the Stadium Authority FY 2021/22 Adopted Budget under General & Administration Budget to cover the cost of the office chair ($819 plus shipping).
The Stadium Authority FY 2021/22 CapEx Budget includes $8,400 for the Dispatch Monitors CapEx Project. There are sufficient funds to cover the cost of four curved 40” monitors ($7,582 plus shipping). A budget amendment is required to update the scope of the project.
Together, this request totals a not to exceed amount of $28,401 plus shipping fees.
COORDINATION
This report has been coordinated with the City’s Purchasing Manager, Stadium Treasurer’s Office and Chief Assistant City Attorney.
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>.
RECOMMENDATION
Recommendation
1. Authorize the Executive Director to execute Amendment No. 1 to the existing agreement with Contractor Compliance and Monitoring Inc. for labor compliance consulting services to extend the term by three years ending on March 31, 2025, and add an additional $20,000 for a total not to exceed amount of $40,000, subject to future budget appropriations;
2. Approve a budget amendment for the Dispatch Monitors CapEx Project that updates the project scope to reflect four curved 40” monitors as requested by the Police Department;
3. Authorize the Executive Director to purchase four curved 40” monitors for Levi’s Stadium Command Post workstations from Dell (Dispatch Monitors CapEx Project), in the amount of $7,582 plus shipping; and
4. Authorize the Executive Director to award a purchase order to Interior Motions for one office chair in the amount of $819 plus shipping.
Staff
Prepared by: Christine Jung, Assistant to the Executive Director
Approved by: Deanna J. Santana, Executive Director
ATTACHMENTS
1. Original Compliance and Monitoring Inc. Agreement
2. Amendment No. 1 to Contractor and Monitoring Inc. Agreement