REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Action on Agreement with DemandStar Corporation for E-procurement Services
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approved Ordinance No. 2005 amending Chapter 17.30 of the City Code (Stadium Authority Procurement Policy), which rescinded the delegation to Executive Director's to enter into agreements without prior Board approval.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.
Stadium Authority staff follows the competitive procurement requirements outlined under Chapter 2.105 of the City of Santa Clara City Code, for most purchases with an estimated value greater than $15,000. City and Authority staff have only begun to use e-procurement platforms in recent years. Prior to recent procurement process reforms, City staff used antiquated phone and/or fax solicitation of informal quotes. The move to e-platform solicitation processes has improved transparency, competition, and provides a more equal playing field for the bidders. It is also believed that the City obtains better pricing with improved outreach and exposure, with the additional efficiency when vendor communications are channeled through the system during the bid process.
Stadium Authority staff initially considered utilizing BidSync for their e-procurement platform. BidSync is used by the City for City procurements, therefore, staff's familiarity with the product would minimize implementation and training time. However, a separate license would be required, and the quote for the license was $13,500 annually plus a set-up fee of $7,000. This appears to be excessive given the relatively low number of Stadium Authority purchases. Therefore, staff explored alternate solutions for an e-procurement pla...
Click here for full text