REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Action to Purchase and/or Award Purchase Orders for Public Safety Supplies and Equipment and Approve Miscellaneous Purchases Incurred After November 8, 2019 [Board Pillar: Ensure Compliance with Measure J and Manage Levi’s Stadium]
Report
BACKGROUND
On September 17, 2019, the Stadium Authority Board (Board) approved the introduction of Ordinance No. 2005, which would rescind the Executive Director’s delegated purchasing authority by amending Chapter 17.30 of the City of Santa Clara City Code. This action would in turn also impact the Stadium Manager’s authority to purchase on behalf of the Stadium Authority. On October 8, 2019, the Board adopted Ordinance No. 2005, which became effective on November 8, 2019. As of November 8, 2019, all Stadium Authority contracts and agreements for services, supplies, materials, and equipment require approval of the Stadium Authority Board.
The Executive Director is requesting authorization to purchase and/or award purchase orders for public safety supplies and equipment. The requested supplies and equipment were approved as part of the Capital Expense (CapEx) portion (Attachment 1) of the Adopted Stadium Authority FY 2020/21 Operating, Debt Service and Capital Budget (Budget).
Additionally, the Executive Director requests Board authorization to purchase publications for required Stadium Authority public hearing items and legal notices (e.g., Stadium Authority budget hearings and legal summons) in the City’s official newspaper, Santa Clara Weekly, as well as Board approval of minor miscellaneous Stadium Authority expenses that were incurred between November 8, 2019 and June 4, 2020.
DISCUSSION
On March 24, 2020, the Board approved the Stadium Authority FY 2020/21 Budget, which included public safety supplies and equipment under the CapEx Budget. The City’s Fire and Police Departments, with the assistance of the Finance Department, have obtained quotes for the following items pursuant to the appropriate Purchasing Sections under 2.105 of the Santa Clara City Code. Staff is following the City Code for consistency and to ensure that best practices in public sector procurement are being followed. Board approval is requested for the following items:
Fire Department Supplies and Equipment
Motorola APX 6000 Radio/Charger/Battery ($4,548) - The Fire Department requires a radio charger and extra battery for the Fire Incident Commander in the Command Post to assist with monitoring multiple channels. Staff has obtained a quote from Motorola for $4,548 for the radio equipment and recommends purchase through the vendor. The Stadium Authority FY 2020/21 CapEx Budget includes $4,830 for this expense.
Radio Earpieces ($1,289) - The Fire Department requires replacement of earpieces for the radios used by the crews. The original earpieces were purchased six years ago and are at end of life. Staff has obtained a quote from Motorola for $1,289 for the radio earpieces and recommends purchase through the vendor. The Stadium Authority FY 2020/21 CapEx Budget includes $1,050 for this expense. There are sufficient funds in the CapEx budget to cover the remaining dollars that exceed the budgeted amount.
Battery Pack for JHAT Crew ($60) - The Fire Department requires a portable battery charging pack for the Joint Hazard Assessment Team (JHAT) that uses a lot of battery power. A portable battery charging pack is needed to recharge equipment for the long duration JHAT missions. Staff has obtained a quote from Amazon.com for $60 for the battery pack, not including shipping and taxes, and recommends purchase through the vendor. The Stadium Authority FY 2020/21 CapEx Budget includes $76 for this expense.
Small Cooler and Ice Pack ($282) - The Fire Department requires a cooler to hold Anthrax Sample kits which need to be refrigerated for a minimum of 12 hours while on assignment. Staff has obtained a quote from Amazon.com for $282, not including tax and shipping, and recommends purchase through the vendor. The Stadium Authority FY 2020/21 CapEx Budget includes $263 for this expense. There are sufficient funds in the CapEx budget to cover the remaining dollars that exceed the budgeted amount.
Mass Decontamination Hydrant Nozzles ($1,608) - The Fire Department requires four (4) nozzles that can be attached to fire hydrants used to decontaminate large amounts of people very quickly in the event of a HazMat event. This is new equipment for the Team. Staff has obtained a quote from L.N. Curtis & Sons Inc. for the nozzles at $402 per unit ($1,608 for 4), not including shipping, and recommends purchase of the four mass decontamination hydrant nozzles through L.N. Curtis & Sons Inc. The Stadium Authority FY 2020/21 CapEx Budget includes $1,688 for this expense.
Stadium Vehicles (Gator & Kubota) Upfits ($8,665) - The Fire Department requires a utility storage box for John Deere Gator utility vehicle to store Joint Hazard Assessment Team's (JHAT) equipment in a secure and organized area. The upfits for the Gator and Kubota utility vehicles also include adding roll-up windows to protect staff against rain, and hood racks for additional storage for the many pieces of equipment that JHAT carries. The equipment is sourced from different vendors as follows:
• Gator Window/Door cover: $1,197 for two covers from SidebySideStuff.com, shipping and taxes included.
• Gator Hood Rack: $656 for two racks from muttonpower.com shipping and taxes included.
• Utility Box for John Deere Gator: $5,500 on one box from Weidmann Bros Distributing Company, shipping and taxes included.
• Kubota Hood Rack: $359 per rack from Mission Valley Trucks.
• Kubota Window and Door Cover: $953 for one cover from SidebySideStuff.com, shipping and taxes included.
Staff recommends purchase and/or award of Purchase Order for the various Stadium Vehicles (Gator & Kubota) Upfits equipment through the vendors that staff obtained quotes from totaling $8,665, not including shipping and taxes. The Stadium Authority FY 2020/21 CapEx Budget includes $9,450 for this expense.
Storage Conex Garage for Apparatus ($12,416) - The Fire Department requires a lockable, weatherproof Conex storage garage for storage of three stadium vehicles. Due to the purchases totaling less than $15,000, staff has obtained a quote from Conex West for $12,416 and anticipates spending no more than $13,037 on one Conex storage garage. Staff recommends award of Purchase Order to Conex West. The Stadium Authority FY 2020/21 CapEx Budget includes $13,037 for this expense.
Heavy Lift Kit ($51,914) - The Fire Department requires a Heavy Vehicle Extrication Kit to be able to lift larger vehicles and equipment for rescue purposes in the event of an accident, stage or crane collapse. The Stadium has increased traffic of large vehicles and equipment on a regular basis, including buses for team and performer transport and semi-trucks for delivery. Paratech, which is the sole-source manufacturer of the equipment, issued a letter to the Fire Department in May 2020 that states that L.N. Curtis & Sons Inc. is the only authorized dealer in California, rendering it as a sole source purchase. Staff obtained two quotes from L.N. Curtis & Sons Inc. ($51,914) and an out of state vendor, Protective Equipment Marketing, Inc. ($58,366). Staff recommends award to low bidder L.N. Curtis & Sons Inc. The Stadium Authority FY 2020/21 CapEx Budget includes $54,509 for this expense.
Stadium Personal Protective Equipment ($39,643) - The Fire Department requires personal protective equipment for various teams at the Stadium since Active Shooter has been an emerging threat. The Santa Clara Fire Department does not currently have Active Shooter protective gear for the Stadium, and to equip the team of 12 to handle an Active Shooter threat, the following gear was approved as part of the CapEx Budget: vests, helmets, protective plates, EMS equipment and other appropriate Personal Protective Equipment (PPE). Additional PPE gear was approved for the six-member Joint Hazard Assessment Team (JHAT) for blast and chemical release protection; and Stadium battle dress uniform (BDU) blouses and pants to protect against the weather for the stadium team of 60. The vest and helmets are new equipment for the team and BDU is a combination of replacement and new. The equipment is sourced from various vendors as follows:
• APR Adapter and Cartridge: $1,171 for adapters and cartridges, MSA Bauer Compressors Inc., taxes included.
• Tactical Ballistic Vests: $4,650 for six vests from Blue Line Innovations.
• Tactical Ballistic Helmets: $2,390 for six helmets from Blue Line Innovations, LLC.
• Active Shooter Helmets: $4,955 for 12 helmets from Gladiators Solutions, Inc., shipping and taxes included.
• Active Shooter Vests: $2,332 for 12 vests from Gladiators Solutions, Inc., shipping and taxes included.
• Active Shooter Fanny Packs: $3,388 for 12 packs from Life Assist, taxes included.
• Active Shooter Ballistic Plates: $4,477 for 24 plates (front and back) from Gladiators Solutions, Inc., shipping and taxes included.
• EMS Equipment: $1,788 for 12 pieces of EMS equipment from Boundtree, taxes included.
• Stadium Personnel Uniform Nomex Pants: $13,015 for 60 pairs from L.N. Curtis & Sons Inc., taxes included.
• Active Shooter Back Packs: $1,477 for 12 backpacks from Boundtree, taxes included.
Staff recommends purchase and/or award of Purchase Order for the various Stadium Personal Protective Equipment through the vendors that staff obtained quotes from totaling $39,643, not including shipping and taxes. The Stadium Authority FY 2020/21 CapEx Budget includes $63,000 for this expense. The Fire Department still requires Stadium Personnel Uniform Nomex Blouses, which were not included in this request, and will be brought forth for Board approval at a future meeting.
Police Department Supplies and Equipment
Body Worn Cameras (BWCs) ($149,525) - The Police Department requires BWCs for use by public safety personnel. Issuing BWCs to all police staff for use during Stadium events would better protect all interests and provide the transparency that the public has come to expect. The BWCs have been determined a sole source item from Axon Enterprise Inc. whose system is integrated with existing Police Department evidence systems. Staff has obtained a quote from the vendor for $149,525, shipping not included, for 100 BWCs and recommends award of Purchase Order to Axon Enterprise Inc. The pricing for these cameras is consistent with the pricing for the City BWCs. The Stadium Authority FY 2020/21 CapEx Budget includes $157,500 for this expense.
Motor Vehicle Barricades ($331,887) - The Police Department requires six (6) additional motor vehicle barricades at this time. Their operational area requires rapid and versatile deployment of physical barriers. These barriers are essential for vehicular traffic routing and stopping. In the event of intentional barricade breaching, these barriers will prevent a full breach and protect pedestrians from vehicles. Current and traditional barricades require substantial planning and are labor-intensive. The new mobile barricades would reduce intense labor, but significantly raise the safety and versatility of our barrier placement. The barricades have been determined a sole source item from Delta Scientific Corporation, which has been selected through a competitive process in a county/regional effort for interoperability. This vendor, as selected by county/regional agencies, will also be used for Police/City specific items and using the same vendor for SCSA purchase ensures continuity in training use and interoperability. Staff has obtained a quote from the vendor for $331,887 for six barricades and recommends award of Purchase Order to Delta Scientific Corporation. The Stadium Authority FY 2020/21 CapEx Budget includes $363,225 for this expense.
Bicycles ($22,734) - The Police Department requires ten bicycles for the bicycle unit, which is an integral part of their exterior public safety operation. The scattered locations of all parking lots and the congested nature of the roadways require bicycles as the primary mode of travel for ease of movement for public safety officers. The ten bicycles will bring the current inventory to 30 and will allow them to expand their bike unit. The bicycles have been determined a sole source item from Summit Bicycle (Santa Clara location), whose unique and specific bicycle package is currently only offered by this local vendor. Staff has obtained a quote from the vendor for $22,734 for the ten bicycles and recommends award of Purchase Order to Summit Bicycle (Santa Clara location). The Stadium Authority FY 2020/21 CapEx Budget includes $26,250 for this expense.
Radio Batteries ($19,718) - The Police Department needs to replace radio batteries that are at the end of their life expectancy. This is due to their natural order of deterioration where the expected battery power retention is lost. Current radio inventory requires the battery replacement for this reason. Radios with batteries performing at full capacity are required for public safety personnel to ensure radios will remain at a functional level during a standard shift. Life expectancy is three years. The radio batteries have been determined a sole source item from Motorola, which was selected as the Silicon Valley Regional Interoperability Authority’s (SVRIA) radio vendor in 2012. SVRIA was formed to enhance interoperability in Santa Clara County and Santa Clara's participation in the SVRIA joint powers agreement was approved by Council in February 2010. Staff obtained a quote from the vendor for $19,718 for 188 radio batteries and recommends award of Purchase Order to Motorola. The Stadium Authority FY 2020/21 CapEx Budget includes $16,290 for this expense. There are sufficient funds in the CapEx budget to cover the remaining dollars that exceed the budgeted amount.
Radios ($64,345) - The Police Department needs to add new radios to equip additional staff in our public safety deployment. Personnel will continue to use these specific radios for varied public safety responsibilities. These radios allow for communication to the command post and between public safety partners working our events. Without these critical radios, personnel would not be able to function in their capacity and as expected to provide public safety services including emergency response. There is also a yearly operating cost. The radio batteries have been determined a sole source item from Motorola, which is SVRIA’s radio vendor. Staff has obtained a quote from the vendor for $64,345 for 18 radios and recommends award of Purchase Order. The Stadium Authority FY 2020/21 CapEx Budget includes $82,950 for this expense.
Radio Chargers ($2,560) - The Police Department needs to add three radio charging stations. Their radio equipment is critical and, therefore, their serviceability must be maintained. Each new radio will require a charging port. These three charging stations each have a six-radio capacity and three are needed to maintain radios at their peak power and usability. Having these three charging stations will ensure all radios are ready for use by public safety without the risk of personnel being without this crucial equipment in a functional state. The radio chargers have been determined a sole source item from Motorola, which is SVRIA’s radio vendor. Staff has obtained a quote from the vendor for $2,560 for the three chargers and recommends award of Purchase Order. The Stadium Authority FY 2020/21 CapEx Budget includes $3,150 for this expense
Safety Gear for Special Event Officers & Traffic Control Personnel ($3,250) - The Police Department requires safety gear for traffic control personnel that are a critical element to their public safety deployment. Beyond this application, they also provide welcomed guidance and direction to visitors and our neighborhood residents. Upon directing traffic and pedestrians, the traffic control staff work amongst vehicles in all types of weather for extended periods of time. High visibility jackets will increase staff’s visual recognition increasing their personal safety while performing their duties around vehicles. Flashlights and high visibility jackets will increase the public’s ability to notice the traffic control staff leading to overall safety of all who visit their footprint and increased recognition of direction offered by this staff. The equipment is sourced from different vendors and due to each of the purchases totaling less than $15,000, the Police Department has obtained quotes for each of the following items:
• Reflective Traffic Safety Vests: $2,586 for 100 vests from D&M Traffic Services.
• LED Traffic Safety Flashlights: $664 for 40 LED traffic safety flashlights from Galls.
Staff recommends purchase and/or award of Purchase Order for the various Safety Gear for Special Event Officers & Traffic Control Personnel through the vendors that staff obtained quotes from totaling $3,250, not including shipping and taxes. The Stadium Authority FY 2020/21 CapEx Budget includes $7,350 for this expense.
Explosive Ordinance Detection Blankets/Water Barrier ($13,774) - The Police Department’s explosive ordinance team (EOD) is responsible for the identification and mitigation of explosive items. They currently have no ability to quickly mitigate a verified suspicious package. Water/gel barriers are easily transportable and deployable. The use of these two measures will greatly reduce the collateral damage of an explosive device. Due to the purchase totaling less than $15,000, staff has obtained a quote from WMDTech for $12,637 for a water/gel barrier and anticipates spending a total of $13,774, tax included. Staff recommends award of Purchase Order to WMDTech. The Stadium Authority FY 2020/21 CapEx Budget includes $13,269 for this expense. There are sufficient funds in the CapEx budget to cover the remaining dollars that exceed the budgeted amount.
Together these public safety supplies and equipment total $728,218 in cost. The Stadium Authority FY 2020/21 CapEx Budget includes $817,887 for these specific items.
Both the Fire and Police Department have remaining CapEx purchases that are pending quotes or require a formal bidding process. They will bring forth those purchases to the Board for approval at a future meeting.
Other Expenses
The Stadium Authority publishes legal notices in the Santa Clara Weekly for the annual Stadium Authority Budget and other legal notices. The Executive Director requests authorization to purchase such publications in the future. At the time of writing this report, the City Clerk’s Office submitted a four-page validation summons regarding the Stadium Authority’s adoption of its FY 2020/21 Budget to be published in the Santa Clara Weekly on June 17 and 24, and July 1, 2020. The Santa Clara Weekly does not invoice until after its publication but provided an estimate of $8,976 for the three publications.
Additionally, there are approximately $907 of food and travel expenses as detailed in Attachment 2. These expenses represent: 1) Stadium Authority-related travel to review security operations, command post operations, and parking operations at MetLife Stadium in East Rutherford, New Jersey (the balance of travel expenses were associated with City-related business) and 2) meals for staff who worked on the Stadium Authority FY 2020/21 Budget outside of normal working hours and during a lunchtime training. The City incurred these travel and meal expenses on behalf of the Stadium Authority and should be reimbursed by the Stadium Authority to ensure compliance with Measure J.
There are sufficient funds in the Stadium Authority FY 2020/21 Adopted Budget under the Operating Budget to cover these costs.
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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There are existing appropriations totaling $817,887 in the Stadium Authority FY 2020/21 Adopted Budget under the CapEx Budget to cover the costs of the public safety supplies and equipment described above. There are also existing appropriations in the Stadium Authority FY 2020/21 Adopted Budget under the Operating Budget to cover the costs of the Santa Clara Weekly publications and the minor miscellaneous expenses incurred by the Stadium Authority and the City on behalf of the Stadium Authority between November 8, 2019 and June 4, 2020 that are detailed in Attachment 2.
COORDINATION
This report has been coordinated with the Treasurer, Stadium Authority Counsel, and the City’s Finance, Fire and Police Departments.
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>.
ALTERNATIVES
1. Authorize the Executive Director to purchase and/or execute purchase orders with specified vendors for the public safety supplies and equipment outlined in the report (Motorola APX 6000 Radio/Charger/Battery; Radio Earpieces; Battery Pack for JHAT Crew; Small Cooler and Ice Pack; Mass Decontamination Hydrant Nozzles; Stadium Vehicles (Gator & Kubota) Upfits; Storage Conex Garage for Apparatus; Heavy Lift Kit; Stadium Personal Protective Equipment; Body Worn Cameras; Motor Vehicle Barricades; Bicycles; Radio Batteries; Radios; Radio Chargers; Safety Gear for Special Event Officers & Traffic Control Personnel; and Explosive Ordinance Detection Blankets/Water Barrier), pursuant to Chapter 2.105 of the Santa Clara City Code and in an amount not-to-exceed $817,887, the budgeted amount in the Stadium Authority FY 2020/21 CapEx Budget for the items.
2. Authorize the Executive Director to purchase future publications for required Stadium Authority public hearing items in the City’s official newspaper, Santa Clara Weekly, and approve the final costs of the three publications that were purchased for June 17 and 24, and July 1, 2020.
3. Approve the miscellaneous expenses detailed in Attachment 2 that were incurred by the Stadium Authority and the City on behalf of the Stadium Authority (to be reimbursed by the Stadium Authority) between November 8, 2019 and June 4, 2020.
4. Do not authorize the Executive Director to purchase and/or execute purchase orders with specified vendors for the public safety supplies and equipment outlined in the report (Motorola APX 6000 Radio/Charger/Battery; Radio Earpieces; Battery Pack for JHAT Crew; Small Cooler and Ice Pack; Mass Decontamination Hydrant Nozzles; Stadium Vehicles (Gator & Kubota) Upfits; Storage Conex Garage for Apparatus; Heavy Lift Kit; Stadium Personal Protective Equipment; Body Worn Cameras; Motor Vehicle Barricades; Bicycles; Radio Batteries; Radios; Radio Chargers; Safety Gear for Special Event Officers & Traffic Control Personnel; and Explosive Ordinance Detection Blankets/Water Barrier), pursuant to Chapter 2.105 of the Santa Clara City Code and in an amount not-to-exceed $817,887, the budgeted amount in the Stadium Authority FY 2020/21 CapEx Budget for the items.
5. Do not authorize the Executive Director to purchase future publications for required Stadium Authority public hearing items in the City’s official newspaper, Santa Clara Weekly, and approve the final costs of the three publications that were purchased for June 17 and 24, and July 1, 2020.
6. Do not approve the miscellaneous expenses detailed in Attachment 2 that were incurred by the Stadium Authority and the City on behalf of the Stadium Authority (to be reimbursed by the Stadium Authority) between November 8, 2019 and June 4, 2020.
RECOMMENDATION
Recommendation
Alternatives 1, 2 and 3.
1. Authorize the Executive Director to purchase and/or execute purchase orders with specified vendors for the public safety supplies and equipment outlined in the report (Motorola APX 6000 Radio/Charger/Battery; Radio Earpieces; Battery Pack for JHAT Crew; Small Cooler and Ice Pack; Mass Decontamination Hydrant Nozzles; Stadium Vehicles (Gator & Kubota) Upfits; Storage Conex Garage for Apparatus; Heavy Lift Kit; Stadium Personal Protective Equipment; Body Worn Cameras; Motor Vehicle Barricades; Bicycles; Radio Batteries; Radios; Radio Chargers; Safety Gear for Special Event Officers & Traffic Control Personnel; and Explosive Ordinance Detection Blankets/Water Barrier), pursuant to Chapter 2.105 of the Santa Clara City Code and in an amount not-to-exceed $817,887, the budgeted amount in the Stadium Authority FY 2020/21 CapEx Budget for the items;
2. Authorize the Executive Director to purchase future publications for required Stadium Authority public hearing items in the City’s official newspaper, Santa Clara Weekly, and approve the final costs of the three publications that were purchased for June 17 and 24, and July 1, 2020; and
3. Approve the miscellaneous expenses detailed in Attachment 2 that were incurred by the Stadium Authority and the City on behalf of the Stadium Authority (to be reimbursed by the Stadium Authority) between November 8, 2019 and June 4, 2020.
Staff
Prepared by: Christine Jung, Assistant to the City Manager (Executive Director)
Approved by: Deanna J. Santana, Executive Director
ATTACHMENTS
1. CapEx Portion of Stadium Authority FY 2020/21 Budget
2. Misc. Expenses Incurred by SCSA or City on behalf of SCSA 11/08/2019 - 6/4/2020