REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Report from the Stadium Authority for Action Regarding 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
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approved Ordinance No. 2005 amending Chapter 17.30 of the City Code (Stadium Authority Procurement Policy), which rescinded the delegation to the Executive Director to enter into agreements without prior Board approval.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 result of Ordinance No. 2005, the Stadium Manager is also required to request Board approval before entering into agreements on behalf of the Stadium Authority. 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.
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 the following:
• Approval to award a one-time purchase order to LRG Technologies, Inc. DBA Mobile Pro Systems (Mobile Pro) to purchase four Mobile Pro Falcon 3100 trailers in the amount of $245,934.
This project is included in the Stadium Authority Fiscal Year (FY) 2022/23 Capital Expense (CapEx) Budget under the Mobile Security CCTV Pop Up Trailers line item which is budgeted for $246,750.
DISCUSSION
Stadium Authority staff reviewed the Stadium Manager’s Recommendation for Award memo, supporting documentation, and proposed purchase order with Mobile Pro that were submitted (the memo is attached to corresponding report #22-910). The Stadium Manager purchased four Mobile Pro Falcon 3100 trailers from Mobile Pro in FY 2021/22 after conducting a Request for Bids process and receiving the Stadium Authority Board’s approval on August 24, 2021. At the time, the Stadium Manager communicated that another budget request may be submitted for trailers for the following fiscal year depending on the changing security environment. The current project description in the CapEx Budget includes five Mobile Pro Falcon 3100 trailers; however, in the Recommendation for Award memo, the Stadium Manager noted that they are only able to procure four within the budgeted amount.
The Stadium Manager is pursuing this Mobile Pro Falcon 3100 trailer purchase as a single source procurement for the following reasons:
• The requirement to have the CCTV pop-up trailers compatible with existing security system and achieve interoperability with existing systems;
• Ensure functionality to match the existing equipment procured in August 2021 with respect to operability, maintenance and repair; and
• 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. Even though 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. As such, this purchase would also be pursued as a single source procurement and is in alignment with the Stadium Authority Procurement Policy and Santa Clara City Code Chapter 2.105.160(b)(2).
Based on the documentation and justifications provided, staff recommends approval of the Stadium Manager’s request to award a purchase order to Mobile Pro. The Stadium Authority will require full supporting documentation including compliance with prevailing wage laws, if applicable, before releasing public funds upon completion of work. This requirement is consistent with the Stadium Authority Board’s March 27, 2019 direction to staff to stop payment of any additional invoices for services unless there is substantial documentation of services rendered which must also be in compliance with State law and City Code.
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 FY 2022/23 CapEx Budget includes $246,750 for the Mobile Security CCTV Pop Up Trailers line item. There are sufficient funds to cover the cost of four Mobile Pro Falcon 3100 trailers ($245,934).
COORDINATION
This report has been coordinated with the City’s Purchasing Manager and 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 $245,934 to purchase four Mobile Pro Falcon 3100 trailers (Mobile Security CCTV Pop Up Trailers CapEx Project); and authorize the Executive Director to approve and process the reimbursement of such costs upon receiving final invoices and supporting documentation from the Stadium Manager.
Staff
Prepared by: Christine Jung, Assistant to the Executive Director
Approved by: Rajeev Batra, Executive Director