1 Date: April 25, 2022
To: Jim Mercurio
Executive Vice President & General Manager
From: Jenti Vandertuig
Procurement Director
Subject: Recommendation for Award for Miscellaneous Acquisitions of Goods and Services, Training and Membership
Recommend approval of the following acquisitions. An explanation and supporting documentation for each request has been provided with the recommendation.
1. CPR and First Aid training - $5,408.15
2. Pixit Claims Management System - $684 for year one
3. Valley Transportation Authority Permit and Training - $4,750 & IPROVIT - $1,000
4. Jim Wyatt Awards Ceremony - $13,100
5. National Center for Spectator Sports Safety and Security Membership - $595
Submitted By: __________________________________ Date: ___________________ Jenti Vandertuig, Procurement Director
Approved By: ___________________________________ Date: ____________________ Jim Mercurio, Executive Vice President & General Manager
DocuSign Envelope ID: 88DE024F-AD75-4D53-9F1B-1554C889433A 4/25/2022
4/25/2022
2 1. CPR and First Aid Training
Stadium Manager is recommending Adult and Pediatric First Aid, CPR, and AED (automated external defibrillator) skills education and certification for ninety full and part time Stadium Manager staff members from various disciplines including but not limited to Stadium Operations, Engineering, Security, Guest Services and Logistics to enhance safety and security operations at Levi’s Stadium. Key personnel are present for daily operations as well as large scale and special events. The stadium is currently staffed with two or more EMT-B or higher level certification medical personnel on a daily basis. Stadium Manager is also recommending a train-the-trainer program to instruct and equip staff to be instructors of Adult and Pediatric First Aid, CPR, and AED skills for the remaining staff and event day personnel. Certifications are required every year.
Training includes:
1. All necessary training materials and resources for stadium medical staff to complete the instructor level training and receive a certificate of completion.
2. All necessary materials and resources for those instructors to conduct ongoing training and award certifications for other stadium personnel with no prior medical experience in both Adult and Pediatric First Aid, CPR, and AED skills.
3. Training equipment - including mannequins and AED trainers - will be provided by the Stadium Operations team.
Hands Helping Hearts has offered to provide training for four instructors to be recertified and train ninety staff with training materials and manuals for the following fees with a 3% increase for each subsequent contract year of the three-year term, with a not to exceed amount of $5,408.15 for all three years combined.
Therefore, approval is sought to issue a Purchase Order to Hands Helping Hearts as referenced below. Since the renewal term extends beyond a single fiscal year, the term for subsequent fiscal years shall be conditioned upon approval of the Santa Clara Stadium Authority (SCSA) budget for the applicable fiscal year that includes the amounts due under the agreement. Year one – FY 22/23 - $1,749.70
Year two – FY 23/24 - $1,802.19
Year three – FY24/25 - $1,856.26
The cost for this purchase is covered in the FY22/23 SCSA Budget, Stadium Operations.
2. Pixit Claims Management System
Lost and found items are turned in by staff, fans, and guests at our guest service stations throughout the stadium and these items can be retrieved by contacting guest services. The current lost and found property is stored for thirty days in a locked space in storage at the stadium. Items must be identified with specific detail in order to be retrieved. The unclaimed DocuSign Envelope ID: 88DE024F-AD75-4D53-9F1B-1554C889433A
3 items are disposed after ninety days. Depending on the type of unclaimed item, they are either donated, recycled or destroyed. Items such as passports, driver’s licenses and badges are mailed back after the initial contact is made with the guest.
Stadium Manager currently has a one-year enterprise agreement for Pixit Lost and Found Venue – Premium Plus in an amount not to exceed $2,099 which is expiring on July 14, 2022.
Pixit Lost and Found Venue – Premium Plus is a cloud based solution which allowed us to automate the lost and found system to better serve the customers in a more effective and efficient manner. To date, our past usage data reveals that 746 lost items were logged in Pixit; 564 claims were submitted by patrons; and there were 115 returned items. It has been an effective use of the software.
Pixit has introduced multiple software subscription models changing the name from Lost and Found Venue to Claims Management System. The new Premium subscription features and functionality will cover the needs of the Stadium Manager. Rather than executing an exclusive enterprise agreement, customers can select the appropriate annual subscription fees to be paid in advance or on a monthly basis via a credit card payment. The current annual fee for the Premium Claims Management System is $19 per user per month and Stadium Manager requires three user licenses. Online pricing confirmation can be accessed online at:
https://www.pixithq.com/pricing.
Therefore, approval is sought to procure an annual software subscription for the Premium Claims Management System for three users in the amount of $684 for a 12-month period beginning July 2022. Payment will be made via a credit card online.
Additionally, Stadium Manager also recommends approval to renew the software subscription services on an annual basis for two additional years. Since the renewal term extends beyond a single fiscal year, the term for subsequent fiscal years shall be conditioned upon approval of the SCSA budget for the applicable fiscal year that includes the amounts due under the agreement.
The cost for the subsequent years shall be based on the subscription fees established by Pixit.
The cost for this purchase is covered in the FY22/23 SCSA Budget, Guest Services Department.
3. Valley Transportation Authority Permit and Training
Valley Transportation Agency (VTA) operates VTA light rail trains throughout the city of San Jose and surrounding cities along medians and on former railroad tracks. They have exclusive authority over any activities located within VTA properties or facilities, within ten feet of any rail that is part of the VTA Light Rail System, including the Overhead Catenary System, and, that has the potential of affecting VTA property, service or assets. VTA requires a Construction Access Permit be obtained by any person or entity seeking to conduct activities within these designated areas, and requires that background checks be conducted on any staff conducting any permitted activities within the designated areas.
DocuSign Envelope ID: 88DE024F-AD75-4D53-9F1B-1554C889433A 4 Stadium Manager hosts certain events at Levi’s® Stadium which includes among other things, setting up traffic control measures. The Stadium is located in close proximity to VTA tracks and to a VTA station. Stadium Manager staff, and certain vendors who are contracted with Stadium Manager to deploy traffic controls, will set up fences, barricades, and/or cones around the Stadium for traffic control. Due to the proximity of VTA tracks and station, some of the barricades, fences, and cones will need to be set up within ten feet of the VTA tracks and VTA station. Therefore, Stadium Manager needs to obtain a Construction Access Permit from VTA to set up certain traffic control measures such as barricades, fences, and cones within VTA’s exclusive authorized space.
Prior to granting a Construction Access Permit, VTA requires that any person, whether Stadium Manager staff or contracted vendor personnel, must have a background screening. In addition, VTA requires that all persons who conduct activities in their designated space, must participate in a training program that addresses safety measures required when conducting activities within the designated VTA spaces. Stadium Manager projects that a total of twenty persons are needed to deploy the traffic control measures and therefore all twenty persons must participate in the mandatory VTA training program.
VTA requires that all background screening be conducted by their provider IPROVIT. IPROVIT is contracted by VTA to conduct background checks for any employee working on VTA’s “Right of way” and property. IPROVIT offers quick turnarounds on background checks, and manufactures VTA approved contractor’s badges. IPROVIT offers a professional edition applicant tracking system that is easy to use, and it uses features to help organize and streamline the entire process. IPROVIT requires payment by credit card only and will not accept any other forms of payment. The cost for each background check and shipping the badges is approximately $50 per person for a total amount of $1,000 for twenty staff.
The annual cost of the Construction Access Permit is $3,050 and the annual cost for training is $85 per person for a total amount of $1,700 for twenty Stadium Manager staff. The total cost of the annual permit and training for twenty staff is $4,750.
Therefore, approval is sought to issue a Purchase Order to VTA in the amount of $4,750 and authorize payment via a credit card to IPROVIT for a total not to exceed amount of $1,000.
The costs for this purchase is covered in the FY22/23 SCSA Budget, Stadium Operations.
4. Jim Wyatt Awards Ceremony
The Jim Wyatt Awards Ceremony is a celebration/employee recognition event for Levi’s Stadium Playmakers (customer facing Event Day Staff) who serve in part-time, event day roles to support the operations of Levi’s Stadium. Examples of these positions include but not limited to Parking attendants, Guest Services, Concessions, Medical, Janitorial, Ticketing and Security.
There are approximately 700 Playmakers and the fostering a culture of team work and customer DocuSign Envelope ID: 88DE024F-AD75-4D53-9F1B-1554C889433A
5 service is a key factor in running Levi’s Stadium as a first class entertainment facility. One component of maintaining that culture is employee recognition. The event is scheduled on May 19, 2022.
To recognize the hard work, commitment, and service of these selected Playmakers, the Jim Wyatt Awards Ceremony is held. There are five different awards given. One nominee from each Playmaker service partner is selected as a nominee for each award and one winner is chosen.
Each nominee is awarded the following: Framed certificate of recognition, $250 VISA gift card, and $100 restaurant gift card.
Each winner is awarded the following: Same as nominee except the VISA gift card is $500 instead of $250 and a ceremonial Levi’s Stadium football is also awarded. One winner is additionally awarded the following: A Golden Heart pin.
One winner is additionally awarded the following: Their name engraved on the Jim Wyatt Award plaque at Levi’s Stadium.
Stadium Manager has a need to procure ceremonial footballs, plaque name plates, award frames, award certificates, pin and various gift cards. The estimated cost for these purchases is $13,100 and Stadium Manager recommends an additional $400 to cover any cost increases for a total amount of $13,500.
Item Possible Vendor Estimated Cost
Ceremonial Footballs – 5 qty. Big Game USA $550
Plaque Name Plate – 1 qty. All Star Awards $200
Award Nominee Gift Cards ($250) – 26 qty. VISA $6,500 Award Winner Gift Cards ($500) - 5 qty. VISA $2,500
Award Certificate Paper – 1 pkg. Amazon $10
Award Frames – 31 qty. Amazon $180
Golden Heart Pin – 1 qty. TBD $60
Restaurant Gift Cards ($100) - 31 qty. Giftcards.com $3,100
Therefore, approval is sought to procure these items from various vendors collectively for a total not to exceed amount of $13,500 with the use of a credit card as a payment method since many of these vendors do not accept other methods of payment.
The cost for these purchases are covered in the FY22/23 SCSA Budget, Guest Services Department.
DocuSign Envelope ID: 88DE024F-AD75-4D53-9F1B-1554C889433A 6 5. National Center for Spectator Sports Safety and Security
Recommend Stadium Manager renew the membership with National Center for Spectator Sports Safety and Security (NCS4), one of the leading industry and educational programs for Event Safety and Security. One membership covers a maximum of up to five individuals.
The NCS4 supports the advancement of sport safety and security through training and educational programs, research, and outreach activities. The NCS4 collaborates with professional sports leagues, intercollegiate and interscholastic athletics, marathon and endurance events, entertainment facilities, as well as professional associations, private sector firms, and government agencies. It is a critical resource for sport venue managers, event managers, first responders, and other key stakeholders.
Membership benefits include:
Access to the online membership directory which includes the ability to search for Members, view detailed member profiles, and communicate with members Access to join members on community forums/discussion boards A complimentary digital copy of NCS⁴'s official magazine, Game day Security, three times per year
Downloads for all of NCS⁴’s safety and security best practices guides Access to the comprehensive knowledge portal
Product review and product operational exercise reports NCS⁴ Buyer's Guide for products and services
Subscription to the bi-monthly NCS⁴ e-newsletter including Sports Security Watch Webinars, discussions and training opportunities
Members-only discount for the Annual Conference
The annual membership fee is $595. Approval is sought to pay the membership fee with a credit card in the amount of $595.
Additionally, Stadium Manager also recommends approval to renew the membership on an annual basis for two additional years. Since the renewal term extends beyond a single fiscal year, the term for subsequent fiscal years shall be conditioned upon approval of the SCSA budget for the applicable fiscal year that includes the amounts due under the agreement. The membership fees for subsequent years shall be based on the amount established by NCS4.
The costs for this purchase is covered in the FY22/23 SCSA Budget, Security Department.
DocuSign Envelope ID: 88DE024F-AD75-4D53-9F1B-1554C889433A