REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Action on an Agreement with Superior Alarm Systems for Security Integrator Systems at Levi’s Stadium For a Not-to-Exceed Amount of $1,838,022, Inclusive of All Contract and Option Years, and Delegation of Authority for Future Amendments.
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…”
Levi’s Stadium is a large-scale, high-profile venue that serves a significant number of patrons and is subject to heightened security expectations and obligations, including compliance with applicable laws, regulations, and industry standards governing public safety, critical infrastructure protection, and risk management. Maintaining a robust, reliable, and continuously updated security infrastructure supported by qualified experts remains essential to protecting the venue, its operations, and its guests.
The Stadium Manager is requesting a delegation of authority to enter into a long-term agreement with a qualified security integrator. All services will be performed pursuant to executed task orders.
The Stadium Manager has not previously had a contract with a security integrator. As Levi’s Stadium’s security infrastructure continues to age and security technologies rapidly evolve, the Stadium requires specialized expertise to support the design, integration, maintenance, and modernization of critical security systems, including video surveillance, access control, perimeter protection, and centralized command-and-control systems. The security integrator would also support event-day operations, cybersecurity coordination, system upgrades, lifecycle planning, and interoperability with public safety agencies.
Additionally, the security integrator will coordinate with Stadium vendors, contractors, and project teams to ensure security requirements are incorporated into Stadium projects and infrastructure improvements. Due to the sensitive nature of the Stadium’s security systems and information, maintaining a single long-term security integrator is critical to preserving operational continuity, limiting access to confidential systems, and reducing security risks associated with multiple short-term providers. The agreement will also support compliance with applicable federal laws and regulatory requirements, including the Support Anti-terrorism by Fostering Effective Technologies (SAFETY) Act of 2002, which are necessary to maintain a reliable, adaptable, and compliant security program.
On September 25, 2025, the Stadium Manager issued a Request for Proposals (RFP) to select a security integrator to provide on-call, as-needed, professional security integrator services for Levi’s Stadium. Interested proposers submitted a letter of interest, corporate qualifications, and executed a Confidentiality and Non-Disclosure Agreement before Stadium Manager provided access to the full RFP. Five proposals were received from the following firms by the RFP due date and time:
1. Convergint
2. EyeP Solutions, Inc. (EyeP)
3. Johnson Controls Security Solutions (JCI)
4. Securitas Technologies (Securitas)
5. Superior Alarm Systems (SAS)
An Evaluation Committee reviewed the proposals in accordance with the criteria established in the RFP. All five firms satisfied the minimum submission requirements. The evaluation process consisted of two phases. During Phase I, proposals were evaluated based on qualifications and responsiveness to the RFP requirements. Firms receiving the highest scores and meeting the minimum qualifications advanced to Phase II, which included interviews, presentations, and cost evaluations. Following completion of Phase II, Superior Alarms Systems (SAS) was determined to provide the best overall value based on the evaluation criteria set forth in the RFP. The Stadium Manager subsequently entered negotiations with SAS and successfully negotiated the proposed rates and fees.
As such, the Stadium Manager is requesting Stadium Authority Board (Board) approval for the following actions for a service agreement for security integrator systems services:
1. Approve and authorize the Stadium Manager to enter into an agreement with Superior Alarm Systems (Attachment 1) to provide on-call, as-needed professional security integrator services at Levi’s Stadium for an initial term of five (5) years commencing August 19, 2026, and expiring August 18, 2031, with five (5) optional one-year extensions through August 18, 2036 (“Agreement”) with a total not to exceed of One Million Eight Hundred Thirty Eight and Twenty Two Dollars ($1,838,022.00). The term for each fiscal year is contingent on the SCSA approving the applicable fiscal year's budget, including amounts due under the Agreements.
2. Authorize the Stadium Authority Executive Director to approve future amendments as needed to: (a) exercise the option to extend the Agreement by five (5) one-year extension periods through August 18, 2036; and (b) adjust labor rates for each one-year extension by up to five percent (5%) annually, in accordance with the terms and conditions associated with rate increases in Exhibit B of the Agreement.
3. Authorize the Stadium Manager to execute and administer task orders with SAS to perform services for approved security department budgeted items approved as part of the Stadium Authority annual budget process during any fiscal year within the initial term and any extension periods, consistent with the terms and funding limitations set forth therein.
DISCUSSION
Stadium Authority staff reviewed the Stadium Manager’s Recommendation for Award memo and supporting documents for consistency with the Stadium Authority Procurement Policy and Santa Clara City Code Chapter 2.105.140(c) (Competitive requirements for purchases - Formal requests for proposals for agreements with an amount over $250,000). As described above and in the Stadium Manager’s Recommendation for Award memo, the Stadium Manager implemented an RFP process and received five (5) proposals, and through the evaluation and subsequent negotiations process is recommending award of the agreement to Superior Alarm Systems (SAS), the proposer offering the best value.
The Stadium Manager is proposing an initial five-year term (August 19, 2026 through August 18, 2031). Exhibit B of the Agreement outlines established pricing for ongoing hourly rates for as-needed services and reflects up to a 5% increase year over year.
The Agreement includes a provision allowing for annual rate adjustments in contract years six through ten (August 19, 2031 through August 18, 2036), limited to five percent (5%) annually or the Employment Cost Index (ECI) for Wages and Salaries for Private Industry Workers, as published by the U.S. Bureau of Labor Statistics, whichever is lower, should the Stadium Manager elect to exercise the option years.
Compensation for services to be performed under this Agreement will be set forth in each Task Order and will be funded through the approved Capital Expense budget items and approved Stadium Manager’s Shared Stadium Expense budget items as part of the Stadium Authority’s annual budget process for each year of the Agreement. For Shared Stadium Expenses, the Stadium Authority is responsible for fifty percent (50%) of the cost of the security integrator’s services.
Approved SCSA budget for Capital Expenditure (Cap Ex) security projects for Fiscal Year 2026/27, as shown in the table below:
|
Project Name |
Total |
|
Install Stadium Camera Booths Card Readers |
$ 96,558 |
|
Enhance Stadium Security Access Control (2020/21 Carryover) |
$ 270,133 |
|
Security General Allowance (2023/24 Carryover) |
$ 98,019 |
|
Stadium Camera Coverage Upgrade (2024/25 Carryover) |
$ 574,750 |
|
Security General Allowance |
$ 261,187 |
|
Surveillance-Cameras |
$ 287,375 |
|
Total |
$ 1,588,022 |
The Agreement does not guarantee any minimum amount of work or compensation to the security integrator. The compensation for each Task Order will not exceed the approved budget item. The Agreement does not authorize any new or additional spending beyond what is approved through the Stadium Authority’s annual budget process.
Because of the security nature of the planned improvements, the Stadium Manager will coordinate with the Santa Clara Police Department (SCPD) and partner agencies on all security system upgrades and related security projects at Levi’s Stadium prior to implementation. This coordination is important to ensure that security integrator projects are aligned with SCPD’s public safety and operational needs and that proposed improvements support effective security and emergency response at the Stadium. During major events, the Stadium Manager coordinates with SCPD and the U.S. Department of Homeland Security (DHS) on security planning and operations to support a coordinated approach to public safety and event security. Staff recommendation to direct the Stadium Manager to coordinate these improvements is included in this report.
Based on the documentation provided, staff recommend approval of the Stadium Manager’s requests and additional delegated authority to the Stadium Manager to execute amendments to the Agreement as approved by the Executive Director, and to issue and execute work orders for the Agreement, up to the not-to-exceed amounts for each contract year, subject to budget appropriations.
The Stadium Authority Counsel’s Office has reviewed the Agreement for comparison to the Stadium Authority’s customary language. Nothing in the Agreement 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 not-to-exceed amount for the initial five-year term of the Agreement is $1,838,022, consisting of $250,000 in Shared Stadium Expenses (50/50) and $1,588,022 for approved Cap Ex security projects for Fiscal Year (FY) 2026/27. The requested not-to-exceed amount does not cover costs for the entire Agreement term and will be subject to future Board approved budgets for security Cap Ex and Shared Stadium Expense projects.
The Stadium Authority FY 2026/27 Budget includes Shared Stadium Expenses, such as costs associated with conducting comprehensive security system assessments. In accordance with the Stadium Lease, most Shared Stadium Expenses are allocated 50/50. There are sufficient funds in the FY 2026/27 Shared Stadium Expenses budget to cover the Stadium Authority’s fifty percent (50%) share of the projected $250,000 in Shared Stadium Expenses, up to $125,000.
The Stadium Authority FY 2026/27 Budget also includes $1,588,022 for Stadium Authority-approved Cap Ex security projects. This amount includes $96,558 for Stadium Camera Booth Card Readers, $270,133 for the Enhance Stadium Security Access Control project, $98,019 for the Security General Allowance, $574,750 for the Stadium Camera Coverage Upgrade, $261,187 for the Security General Allowance, and $287,375 for Surveillance Cameras.
The Stadium Manager will request future Stadium Authority approvals to amend the Agreement to increase the aggregate not-to-exceed amount to reflect future budgets approved by the Stadium Authority for security Cap Ex and Shared Stadium Expense projects. The Agreement does not guarantee any minimum amount of work or compensation to the security integrator, and all work will be performed pursuant to written task orders.
A delegation of authority is requested to authorize the Executive Director to approve amendments to extend the Agreement for years six through ten (August 19, 2031 through August 18, 2036) and increase labor rates by up to five percent (5%) for each one-year extension period, consistent with the terms of the Agreement. Any such extensions and adjustments will remain subject to available Stadium Authority budget appropriations, including annual approval by the Board.
The term for subsequent fiscal years and any expenditures under the Agreement are conditioned upon approval of the Stadium Authority budget for the applicable fiscal year that includes the amounts due under the Agreement, as required under Santa Clara City Code Section 17.30.100.
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 and authorize the Stadium Manager to enter into an agreement with Superior Alarm Systems (Attachment 1) to provide on-call, as-needed professional security integrator services at Levi’s Stadium for an initial term of five (5) years commencing August 19, 2026, and expiring August 18, 2031, with five (5) optional one-year extensions through August 18, 2036 (“Agreement”) with a total not to exceed of One Million Eight Hundred Thirty Eight and Twenty Two Dollars ($1,838,022.00). The term for each fiscal year is contingent on the SCSA approving the applicable fiscal year's budget, including amounts due under the Agreements.
2. Authorize the Stadium Authority Executive Director to approve future amendments as needed to: (a) exercise the option to extend the Agreement by five (5) one-year extension periods through August 18, 2036; and (b) adjust labor rates for each one-year extension by up to five percent (5%) annually, in accordance with the terms and conditions associated with rate increases in Exhibit B of the Agreement.
3. Authorize the Stadium Manager to execute and administer task orders with SAS to perform services for approved security department budgeted items approved as part of the Stadium Authority annual budget process during any fiscal year within the initial term and any extension periods, consistent with the terms and funding limitations set forth therein.
4. Direct the Stadium Manager to coordinate with the Santa Clara Police Department (SCPD) and partner agencies on all security system upgrades and related security projects at Levi’s Stadium prior to implementation.
Staff
Reviewed by: Kenn Lee, Acting Assistant City Manager / Chief Financial Officer
Approved by: Jovan D. Grogan, Executive Director
ATTACHMENTS
1. Draft Agreement with Superior Alarm Systems
2. Stadium Manager’s Recommendation Memo