REPORT TO COUNCIL AND STADIUM AUTHORITY BOARD
SUBJECT
Title
Report on Actions Taken During Council Recess from July 17, 2024 through August 19, 2024
Report
BACKGROUND
The City Council was on official recess from July 22, 2024 through August 16, 2024, during which City Council/Santa Clara Stadium Authority/Sports and Open Spaces Authority/Housing Authority meetings did not take place.
On July 9, 2024, the City Council authorized the City Manager/Executive Director for Santa Clara Stadium Authority/Contract Administrator for Sports and Open Space Authority/Executive Director for Housing Authority to approve items vital to the function of the City during the Council recess period from July 17, 2024 through August 19, 2024 which covered the City Council recess (7/22/24-8/16/24) by resolution (Attachment 1). This was an effort to maintain project schedules, avoid delays or negative financial impacts, and ensure continued high levels of service to the community.
During the 2024 Council recess, one item was approved by the Stadium Authority Executive Director.
DISCUSSION
This report summarizes actions taken by the City Manager/Executive Director/Contract Administrator during the recess period.
Approved by Stadium Authority Executive Director
1. General Services Agreement with Staff Pro Inc. DBA Allied Universal Event Services (Allied)
On August 9, 2024, the Executive Director received a request from the Forty Niners Stadium Management Company LLC (Stadium Manager) to enter into an interim General Services Agreement with Allied (Agreement) for event security services at Levi’s Stadium through October 31, 2024. The interim Agreement was necessary due to the Stadium Manager’s desire to implement new accountability and performance measures for the contractor before the Forty Niners football team’s first 2024 NFL preseason home game at Levi’s Stadium on August 18, 2024. There is a forthcoming item on the September 24 agenda that will include a request from the Stadium Manager to enter into a long-term agreement for security services for Levi’s Stadium events.
For context, on March 12, 2024, the Stadium Authority Board approved the Stadium Manager’s request to execute an amendment to extend the term of the previous agreement on a month-to-month basis, beginning on April 1, 2024, for up to six months. This amendment was intended to ensure continuity of security services for Levi’s Stadium events until the Stadium Manager completed its event security services solicitation and presented a new agreement for Board approval.
On April 16, 2024, the Stadium Manager issued a Request for Proposals (RFP) for event security services, which closed on May 15, 2024. The Stadium Manager received six proposals. Through the RFP process, an evaluation committee consisting of subject matters experts from the Stadium Manager and the Santa Clara Police Department reviewed the proposals and selected Allied as the recommended contractor.
Stadium Authority staff and the Santa Clara Police Department reviewed the Stadium Manager’s request and the draft interim Agreement, providing comments to the Stadium Manager. On August 15, 2024, the Executive Director approved the Stadium Manager’s request to enter into the interim General Services Agreement with Allied, effective through October 31, 2024. This agreement can be used for both NFL and Non-NFL events. A copy of the interim Agreement is attached for reference (Attachment 2).
The fee structure remains flat, and the Interim Agreement provides for enhancements over the prior agreement. These include:
• Expanded the SLAs (service level agreements) holding Allied accountable for meeting staffing needs;
• Measures to increase Allied’s direct staff and decrease use of sub-contractors;
• Clearly defined roles and responsibilities for each staffing level;
• Eliminated the lower-level costs, such as administrative fees, that were previously billed to events; and
• Added SLAs to performance and reporting requirements.
In terms of fiscal impact related to this action, event security costs for Non-NFL events are charged directly to the events. There are sufficient funds in the Stadium Authority Fiscal Year 2024/25 Operating Budget, allocated as part of the Net Revenues from Non-NFL Events line item to cover costs associated with the term through October 31, 2024. Forty Niners SC Stadium Company LLC is responsible for event security costs for NFL events.
FISCAL IMPACT
There is no fiscal impact associated with this action. The fiscal impact associated with the item approved during Council Recess are discussed above.
COORDINATION
This report has been coordinated with all other departments as necessary.
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
Note and file the Report on Actions Taken During City Council Recess from July 17, 2024 through August 19, 2024
Staff
Reviewed by: Nadine Nader, Chief Operating Officer, City Manager’s Office
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Resolution No. 24-9339
2. Interim Agreement with Allied