REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Action on Stadium Manager’s Request to Award Purchase Order to LRG Technologies, Inc. DBA Mobile Pro Systems for Mobile Pro Falcon 3100 Trailers (Mobile Security Closed Circuit Television (CCTV) Pop Up Trailers CapEx Project)
Report
BOARD PILLAR
Ensure Compliance with Measure J and Manage Levi’s Stadium
BACKGROUND
As the Stadium Manager, Forty Niners Stadium Management Company LLC is responsible for maintaining “the Stadium in the Required Condition and operate the Stadium as a quality NFL and multi-purpose public sports, public assembly, exhibit and entertainment facility” as required by the Management Agreement between the Stadium Authority and Stadium Manager.
The Stadium Manager is requesting approval to award a one-time purchase order to LRG Technologies, Inc. DBA Mobile Pro Systems (Mobile Pro) to purchase six Mobile Pro Falcon 3100 trailers in the amount of $389,982. The cost of these mobile security trailers is inclusive of full configuration and installation services of all required software and accessories and a one-year manufacturer’s warranty.
A Recommendation for Award Memo was submitted (Attachment 1) describing the requested equipment and single source justification. Sensitive public safety information has been redacted in the memo.
DISCUSSION
Stadium Authority staff reviewed the Stadium Manager’s Recommendation for Award memo and proposed purchase order with Mobile Pro. The Stadium Manager purchased four Mobile Pro Falcon 3100 trailers from Mobile Pro in FY 2021/22 and four Mobile Pro Falcon 3100 trailers from Mobile Pro in FY 2022/23.
The current project description in the CapEx Budget includes five Mobile Pro Falcon 3100 trailers; however, in their Recommendation for Award memo, the Stadium Manager noted that they are able to procure six trailers within the budgeted amount.
The Stadium Manager is pursuing this Mobile Pro Falcon 3100 trailer purchase as a sole source procurement for the following reasons:
1. The requirement to have the CCTV pop-up trailers compatible with existing security system and achieve interoperability with existing systems;
2. Ensure functionality to match the existing equipment procured in August 2021 with respect to operability, maintenance and repair; and
3. Facilitate expansion of current infrastructure currently in use at the Stadium.
As explained in the Recommendation for Award memo, Mobile Pro is the manufacturer of the Falcon 3100 CCTV trailers. Although Mobile Pro has authorized distributors in the US, these distributors do not provide the required services to install the software licenses and camera kits required to make the CCTV trailers fully operational prior to delivery. This procurement is consistent with the Stadium Authority Procurement Policy and Santa Clara City Code Chapter 2.105.280(b)(2).
Based on the documentation and provided information, staff recommends approval of the Stadium Manager’s request to award a purchase order to Mobile Pro for the six Mobile Pro Falcon 3100 trailers.
The Stadium Authority Counsel’s Office has reviewed the requested purchase order for comparison to the Stadium Authority’s customary language. While there are some differences in the language, the purchase order submitted for approval contains the necessary language which identifies these legal obligations to the vendor. The vendor expressly agrees to adhere to such obligations upon its execution of the agreement. Nothing in the proposed 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.
In addition, 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 action being considered does 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) 2023/24 CapEx Budget contains a Mobile Security Closed Circuit Television (CCTV) Pop Up Trailers line item which is budgeted for $393,750. There are sufficient funds to cover the cost of the six Mobile Pro Falcon 3100 trailers ($389,982). The Stadium Authority is responsible for CapEx Project costs.
COORDINATION
This report has been coordinated with the Stadium Authority Counsel 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:
Approve the Stadium Manager’s request to award a one-time purchase order to Mobile Pro in the amount of $389,982 to purchase six Mobile Pro Falcon 3100 trailers (Mobile Security CCTV Pop Up Trailers CapEx Project).
Staff
Prepared by: Christine Jung, Assistant to the Executive Director
Approved by: Jōvan D. Grogan, Executive Director
ATTACHMENTS
1. Stadium Manager Recommendation for Award Memo
2. Mobile CCTV Trailer Image