1 Date: February 21, 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 Fire Sprinkler Testing, Inspection and Maintenance Services at Levi’s Stadium
Recommendation
Recommend approval and award an agreement to ADT Commercial to provide fire sprinkler testing, inspection and maintenance services at Levi’s Stadium 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 $66,000 for the first year of the contract. Total compensation, in the aggregate, shall not exceed $228,000 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 Levi’s Stadium (Stadium) on a continual, year around basis, including overseeing the day-to-day operations and maintenance of the Stadium. Fire sprinkler testing, inspection and maintenance services is required through a third party to ensure that all testing, inspection and maintenance for the fire sprinkler systems and the dry systems at the Stadium are completed in accordance with the standards set forth by the National Fire Protection Association.
On January 4, 2023, Stadium Manager issued Request for Proposals (RFP) to select qualified firms for fire sprinkler testing, inspection and maintenance services at 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. Addendum #1 was issued on January 12, 2023 to extend the due date and time for receipt of proposals. The RFP closed on January 24, 2023 at 3:00 p.m. (PT). 2 Three proposals were received from the following firms on or before the RFP due date and time:
1. ADT Commercial
2. RLH Fire Protection
3. Sabah International
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. All three firms met the basic requirements of the RFP submissions. Individual scores were utilized to compute an “average score,” summarized below:
Evaluation Criteria and Maximum Points ADT RLH Sabah
Proposal Responsiveness Pass Pass Pass
Experience (35%) 35% 23% 35%
Technical and Service Capability (35%) 33% 18% 18%
Cost (30%) 30% 24% 18%
Total 98% 64% 71%
Pursuant to the initial evaluation, Stadium Manager conducted a cost clarification meeting with the highest rated proposer, ADT Commercial. Stadium Manager was able to negotiate the labor rates for hourly and overtime work for additional services. ADT Commercial 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 21, 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.
Budget
The breakdown of costs are as follows for the three year period:
3 Total not to exceed amount for three years: $228,000
Year One – 4/1/23 through 3/31/24 - $66,000
Year Two – 4/1/24 through 3/31/25 - $92,000 inclusive of 5-year testing Year Three – 4/1/25 through 3/31/26 - $70,000
The cost for this service is covered in the FY23/24 SCSA Budget, Engineering Department budget, as a shared expense.
Submitted By: __________________________________ Date: ___________________ Jenti Vandertuig, Procurement Director