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 Between June 5 and October 31, 2020
Report
BOARD PILLAR
Board Pillar: Ensure Compliance with Measure J and Manage Levi’s Stadium
BACKGROUND
On September 17, 2019, the Stadium Authority Board (Board) approved the introduction of Ordinance No. 2005, which rescinded the Executive Director’s delegated signature authority on agreements for services and required Board approval of contracts or agreements, by amending Chapter 17.30 of the City of Santa Clara City Code. As of the effective date of the Ordinance (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 award purchase orders for public safety supplies and equipment and Board approval of miscellaneous Stadium Authority expenses that were incurred or invoiced between June 5 and October 31, 2020. The requested public safety 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).
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 Chapters 2.105 and 17.30 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
Radiation Detector ($18,234) - The Fire Department’s Joint Hazard Assessment Team (JHAT) had historically used an identiFINDER radiation detector, which has been decommissioned due to age and is no longer serviceable by the manufacturer. The Radiation (Gamma and Neutron) Detector will be a replacement purchase with an expected life of ten years. Due to the purchase exceeding $15,000, staff obtained three quotes for the detector and warranty and recommends award of Purchase Order to 3south, LLC ($18,234). 3south, LLC is the second lowest bidder with a quote of $18,234 with tax and shipping included while the lowest bidder provided a quote of $16,595 that didn’t include tax and shipping. With tax and shipping the current lowest bidder’s quote may exceed 3south, LLC’s. The Stadium Authority FY 2020/21 CapEx Budget includes $22,575 for this expense.
Rope Rescue Gear ($31,499) - The Fire Department requires high angle and vertical rescue equipment due to the complex, inaccessible areas of the Stadium. This includes an artificial high point, full rope response kit, winch, rigging, fall protection, and patient extraction device. This is new equipment for the Stadium Team. Due to the purchase exceeding $15,000, staff obtained three quotes and recommends award of Purchase Order to the lowest bidder L.N. Curtis & Sons Inc ($31,499). The Stadium Authority FY 2020/21 CapEx Budget includes $33,075 for this expense.
Stadium Personal Protective Equipment ($14,886) - The Board approved the Fire Department’s request for personal protective equipment on July 14, 2020. The July 14 request included APR adapters and cartridges; tactical ballistic vests and helmets; Active Shooter vests, helmets, fanny packs, ballistic plates, and backpacks; EMS equipment; and Stadium Personnel Uniform Nomex Pants. At the time of the July 14 request, staff noted that the Fire Department still required Stadium Personnel Uniform Nomex Blouses and would bring forth that request at a future meeting. Staff has obtained a quote from L.N. Curtis & Sons Inc. for 39 blouses at $349 per unit ($13,611 for 39 blouses for a total of $14,886 including tax and shipping) and recommends award of Purchase Order to the vendor. The Stadium Authority FY 2020/21 CapEx Budget includes $63,000 for Stadium Personal Protective Equipment and there is $17,762 remaining to cover the Nomex Blouses.
Police Department Supplies and Equipment
2-Way CAD/24-7 Link ($67,369.45) - The Police Department needs to add a 2-way link between the 24/7 dispatch system and the CAD system. All stadium personnel operate on the 24/7 dispatch system while SCPD and SCFD operate on the CAD system. A 2-way link would allow both systems to “talk” to each other and automatically create incidents in each other’s system. The 2-Way CAD/24-7 Link has been determined a sole source item from Hexagon since the existing CAD system is a Hexagon product. Staff has obtained a quote from the vendor for $67,369, not including sales tax, for the software and one year of maintenance and recommends award of a Purchase Order to Hexagon. The Stadium Authority FY 2020/21 CapEx Budget includes $157,500 for this expense.
Both the Fire and Police Department have remaining CapEx purchases that are pending quotes or require a formal bidding process. These items will be brought forth to the Board for approval at a future meeting.
Other Expenses
There are approximately $27,624 of miscellaneous operational expenses for the period between June 5 and October 28, 2020 that require retroactive Board approval as detailed in Attachment 2. As part of regular operations, some expenditures are incurred that require Stadium Authority reimbursement. In this instance, expenditures for upfits for Stadium Authority vehicles and minor supplies or miscellaneous expenses. There are sufficient funds in the Stadium Authority FY 2020/21 Adopted Budget under the CapEx and Operating Budget to cover these costs and the minor public safety supplies are within budget of their greater CapEx items.
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 $230,912 in the Stadium Authority FY 2020/21 Adopted Budget under the CapEx Budget to cover the costs of the Radiation Detector, Rope Rescue Gear Including Storage Container, Stadium Personal Protective Equipment, and 2-Way CAD/24-7 Link. There are also existing appropriations in the CapEx Budget to cover the costs of the miscellaneous expenses incurred by the Stadium Authority and the City on behalf of the Stadium Authority between June 5 and October 31, 2020 that are detailed in Attachment 2 which total $27,624.
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 (Radiation Detector; Rope Rescue Gear; Stadium Personal Protective Equipment; and 2-Way CAD/24-7 Link), pursuant to Chapters 2.105 and 17.30 of the Santa Clara City Code and in an amount not-to-exceed $230,912, the budgeted amount in the Stadium Authority FY 2020/21 CapEx Budget for the items;
2. Approve the miscellaneous expenses detailed in Attachment 2 that were incurred by or invoiced to the Stadium Authority and the City on behalf of the Stadium Authority (to be reimbursed by the Stadium Authority) between June 5 and October 31, 2020;
3. 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 (Radiation Detector; Rope Rescue Gear; Stadium Personal Protective Equipment; and 2-Way CAD/24-7 Link), pursuant to Chapters 2.105 and 17.30 of the Santa Clara City Code and in an amount not-to-exceed $230,912, the budgeted amount in the Stadium Authority FY 2020/21 CapEx Budget for the items; or
4. Do not approve the miscellaneous expenses detailed in Attachment 2 that were incurred by or invoiced to the Stadium Authority and the City on behalf of the Stadium Authority (to be reimbursed by the Stadium Authority) between June 5 and October 31, 2020.
RECOMMENDATION
Recommendation
Alternatives 1, and 2.
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 (Radiation Detector; Rope Rescue Gear; Stadium Personal Protective Equipment; and 2-Way CAD/24-7 Link), pursuant to Chapters 2.105 and 17.30 of the Santa Clara City Code and in an amount not-to-exceed $230,912, the budgeted amount in the Stadium Authority FY 2020/21 CapEx Budget for the items; and
2. Approve the miscellaneous expenses detailed in Attachment 2 that were incurred by or invoiced to the Stadium Authority and the City on behalf of the Stadium Authority (to be reimbursed by the Stadium Authority) between June 5 and October 31, 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