1 Date: February 17, 2023
To: Executive Director
Santa Clara Stadium Authority
From: Jenti Vandertuig
Procurement Director
CC: Jim Mercurio
Executive Vice President and General Manager
Subject: Recommendation for Award for Water Treatment Program and Related Services at Levi’s Stadium
Recommendation
Recommend approval and award an agreement to Global Water Technology, Inc. to provide a water treatment program and related services for a three-year period, to commence on April 1, 2023 and expire on March 31, 2026, with an option to extend the agreement for two additional one year periods. The amount of the agreement shall not exceed $25,000 per contract year. Total compensation, in the aggregate, shall not exceed $75,000 over the three-year period. 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 this contract.
RFP Process
Forty Niners Stadium Management Company LLC (“Stadium Manager”) provides management services for the Stadium on a continual, year around basis, including overseeing the day-to-day operations and maintenance of the Stadium. Stadium Manager’s goal is to keep the cooling towers free from insulating deposits, which includes scale, corrosion, biological growths and sludge that promote high-energy consumption and equipment failure. Therefore, a third party water treatment program and related services is required to perform water quality chemical tests, compile the systems testing data and provide written reports to the Stadium Manager.
On January 9, 2023, Stadium Manager issued Request for Proposals (RFP) to select qualified firms to provide water treatment program and related services for Levi’s Stadium. Stadium Manager published the RFP on Bonfire Interactive, Stadium Manager’s eProcurement portal https://49ers.bonfirehub.com/portal/. In addition to inviting a list of firms on our established supplier list, we also selected suppliers registered on the portal with specific commodity codes offering such services. The RFP closed on January 24, 2023 at 3:00 p.m. (PT). 2 Two proposals were received from the following firms:
1. Garratt Callahan
2. Global Water Technology, Inc.
Evaluation Process
An evaluation committee (EC) consisting of subject matter experts was formed. An evaluators’ guide outlining the roles and responsibilities of the EC was provided to each EC member to review and execute the following forms to ensure that there was no conflict of interest in evaluating the proposals:
¾ Proposal Evaluator Guidelines
¾ Confidentiality Agreement
¾ Conflict of Interest Disclosure Form
The EC evaluated the proposals utilizing the evaluation criteria as outlined in the RFP. Both firms met the requirements of the RFP. Stadium Manager held a clarification meeting with Global Water Technology, Inc. regarding the cost proposal and to clarify the volume per gallon for closed loop chemical pricing. The clarification necessitated a revised cost proposal from Global Water Technology, Inc. Individual scores were utilized to compute an “average score,” summarized below:
Evaluation Criteria Maximum
Garratt
Callahan
Global Water
Technology, Inc.
Proposal Responsiveness Pass/Fail Pass Pass
Experience & Qualifications 30% 30% 30%
Methodology to Provide Services 35% 32% 32%
Cost 35% 14% 35%
Total 100% 76% 97%
Proposals were evaluated, including all business, legal, and cost discussions completed, and scored based on the evaluation and weighting criteria specified in Section 15 of the RFP. Global Water Technology, Inc. was determined to be the highest ranking proposer offering best value.
Notice of Intended Award
A notice of intended award (NOIA) was issued on February 17, 2023, announcing Stadium Manager’s recommended firm. The RFP process includes a seven-day protest period, which commenced with the issuance of the NOIA.
Submission of Post-Award Submittals
Once Stadium Manager receives approval from the SCSA Board, the agreement will be executed by both parties and a copy forwarded to the Board. Supporting documentation has been provided for review and approval.
3 The cost for this service is covered in the FY23/24 SCSA Budget, Engineering Department budget, as shared expenses.
Submitted By: __________________________________ Date: ___________________ Jenti Vandertuig, Procurement Director