REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Report from the Stadium Authority for Action Regarding Stadium Manager’s Request to Award Purchase Orders to EyeP Solutions, Inc. for Software Upgrade to Genetec 5.8 CapEx Project, Video Analytics CapEx Project, License Plate Reader Cameras at Vehicle Entry Gates CapEx Project, and Additional Software License Subscriptions
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approved Ordinance No. 2005 amending Chapter 17.30 of the City Code (Stadium Authority Procurement Policy), which rescinded the delegation to the Executive Director to enter into agreements without prior Board approval.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:
1. Approval to award a one-time purchase order to EyeP Solutions, Inc. to provide professional services to upgrade the Genetec security system from version 5.7 to version 5.8 in the amount of $15,500. This project is included in the Stadium Authority Fiscal Year (FY) 2022/23 Capital Expense (CapEx) Budget under the Software Upgrade to Genetec 5.8 line item which is budgeted for $36,750.
2. Approval to award a one-time purchase order to EyeP Solutions, Inc. to provide KiwiVision software licenses to assist with video investigations in the amount of $32,896. This project is included in the Stadium Authority FY 2022/23 CapEx Budget under the Video Analytics line item which is budgeted for $36,750.
3. Approval to award a one-time purchase order to EyeP Solutions, Inc. to provide camera kits, related Genetec software license subscriptions, and remote deployment services in the amount of $41,662. This project is included in the Stadium Authority FY 2022/23 CapEx Budget under the License Plate Reader Cameras at Vehicle Entry Gates line item which is budgeted for $47,250.
4. Approval to award a one-time purchase order to EyeP Solutions, Inc. to provide Genetec Federated and Omnicast Camera software license subscriptions in the amount of $2,746. These costs are classified in the Stadium Authority Fiscal Year FY 2022/23 Shared Stadium Manager Expenses as Non-Compensation Expenses for the Security Department. These expenses are under Legal Contingency in the FY 2022/23 Budget.
DISCUSSION
Stadium Authority staff reviewed the Stadium Manager’s Recommendation for Award memo, supporting documentation, and proposed purchase orders that were submitted (the memo is attached to corresponding report #22-927) for consistency against the Stadium Authority Procurement Policy and Santa Clara City Code Chapter (SCCC) 2.105.290 (Informal Bidding). The Stadium Manager is utilizing cooperative agreements for the three CapEx projects and additional software license subscriptions as allowed for under SCCC Chapter 2.105.290(b)(3).
Based on the documentation provided, staff recommends approval of the Stadium Manager’s request to award four purchase orders to EyeP Solutions, Inc. for the services and software licenses described in this report. The Stadium Authority will require full supporting documentation 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 $36,750 for the Software Upgrade to Genetec 5.8 line item. There are sufficient funds to cover the cost of the Genetec security system upgrade ($15,500).
The Stadium Authority FY 2022/23 CapEx Budget includes $36,750 for the Video Analytics line item. There are sufficient funds to cover the cost of the KiwiVision software licenses ($32,896).
The Stadium Authority FY 2022/23 CapEx Budget includes $47,250 for the License Plate Reader Cameras at Vehicle Entry Gates line item. There are sufficient funds to cover the cost of the camera kits, related Genetec software license subscriptions, and remote deployment services ($41,662).
The Stadium Authority FY 2022/23 Budget contains a Legal Contingency for Shared Expenses such as Security, Stadium Operations, Engineering, Guest Services, and Groundskeeping. As part of its March 15, 2022 approval of the FY 2022/23 Budget, the Stadium Authority Board delegated budget amendment authority to the Office of the Executive Director and Treasurer for Shared Expenses from the Legal Contingency. Shared Expenses are split between the Stadium Authority and Forty Niners SC Stadium Company LLC per the Management Agreement.
There are sufficient funds in the Stadium Authority FY 2022/23 Legal Contingency, Security line item to cover the Stadium Authority’s portion of the Genetec Federated and Omnicast Camera software license subscriptions ($1,373). The Executive Director will approve a budget amendment to reallocate funds from Legal Contingency to Shared Stadium Manager Expenses for the costs described in this report upon the Board’s approval of staff’s recommendations and after the review of adequate documentation for costs.
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:
1. Approve the Stadium Manager’s request to award a one-time purchase order to EyeP Solutions, Inc. in the amount of $15,500 to provide professional services to upgrade the Genetec security system (Software Upgrade to Genetec 5.8 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;
2. Approve the Stadium Manager’s request to award a one-time purchase order to EyeP Solutions, Inc. in the amount of $32,896 to provide KiwiVision software licenses to assist with video investigations (Video Analytics 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;
3. Approve the Stadium Manager’s request to award a one-time purchase order to EyeP Solutions, Inc. in the amount of $41,662 to provide camera kits, related Genetec software license subscriptions, and remote deployment services (License Plate Reader Cameras at Vehicle Entry Gates 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; and
4. Approve the Stadium Manager’s request to award a one-time purchase order to EyeP Solutions, Inc. in the amount of $2,746 to provide Genetec Federated and Omnicast Camera software license subscriptions; 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