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 Sod Supply and Installation Services at Levi’s Stadium
Recommendation
Recommend approval and award an agreement to West Coast Turf to supply and deliver sod and related installation 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 $1,600,000 per contract year.
Total compensation, in the aggregate, shall not exceed $4,800,000 over the three-year period.
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. As part of the recurring maintenance of the playing field at the Stadium, Stadium Manager requires a third party supplier to supply, deliver, and install sod at the Stadium. There are three to four full field replacements during each calendar year requiring replacement of the entire playing service totaling approximately 82,000 square feet.
On January 12, 2023, Stadium Manager issued Request for Proposals (RFP) to select qualified firms for sod supply, delivery, and installation 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 sod. Addendum #1 was issued on January 30, 2023 to extend the due date and time for receipt of proposals. The RFP closed on February 6, 2023 at 3:00 p.m. (PT).
One proposal was received from the following firm on or before the RFP due date and time:
1. West Coast Turf
2 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. West Coast Turf met the requirements of the RFP submissions. Individual scores were utilized to compute an “average score,” summarized below:
Evaluation Criteria and Maximum Points West Coast Turf
Proposal Responsiveness Pass
Experience (40%) 40%
Ability to Meet Requirements and Service Delivery (40%) 34% Cost (20%) 16%
Total 90%
Pursuant to the initial evaluation, Stadium Manager conducted business, legal and cost clarification meetings with West Coast Turf. West Coast Turf was determined to be within the competitive range in each of the evaluation criterion.
While Stadium Manager reached out to a number of potential suppliers providing sod including delivery and installation services, the type of sod and method to grow and maintain it prior to installation as required by the Stadium Manager is not generally offered by many sod providers. It was beneficial for Stadium Manager to open the field for competition and test the market with an understanding that prevailing wages apply for this type of trade.
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.
3 Budget
Total not to exceed amount for three years: $4,800,000. The breakdown of costs are as follows for the three-year period:
Year One – 4/1/23 through 3/31/24 - $1,600,000
Year Two – 4/1/24 through 3/31/25 - $1,600,000
Year Three – 4/1/25 through 3/31/26 - $1,600,000
The cost for this service is covered in two sections of the FY23/24 SCSA Budget:
(1) Groundskeeping Department budget, as a shared expense with a 70/30 split, with the SCSA’s cost at 30%; and
(2) As an expense charged directly to Non-NFL Events during FY23/24.
Submitted By: __________________________________ Date: ___________________ Jenti Vandertuig, Procurement Director