1 Date: April 6, 2023
To: Executive Director
Santa Clara Stadium Authority
From: Jenti Vandertuig
Procurement Director
Subject: Recommendation to Amend Agreem ent with ICS Integrated Communications Systems
Recommendation
Recommend approval to execute Amendment No 1 to the agreement with ICS Integrated Communication Systems to provide fire alarm testing, inspection and related services at Levi’s Stadium, extending the agreement end date from March 31, 2023 to May 31, 2023 and increase the compensation not to exceed amount for this period by $10,000 to address the deficiencies identified during the recent annual fire alarm testing and inspection.
Reasons for Recommendation
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 alarm testing, inspection and maintenance services on all fire extinguishing systems is required through a third party to ensure that all testing, inspection and maintenance for the fire alarms at the Stadium are completed in accordance with the standards set forth by the National Fire Protection Association and California Fire Code.
In 2019, Stadium Manager executed an agreement with ICS Integrated Communication System for a multi-year period, commencing November 1, 2019 through March 31, 2023, for fire alarm testing, inspection, maintenance and related services at the Stadium. The agreement covered both annual and semi-annual fire alarm testing and inspection including addressing any deficiencies during the testing and inspection phase.
As per the schedule, Stadium Manager and contractor conducted the annual testing which occurred in March 2023. Upon completion of the fire alarm testing and inspection, there are numerous deficiencies that need to be addressed by the incumbent contractor to finish the full scope of work.
Stadium Manager has already completed a formal solicitation for a new fire alarm testing, inspection, maintenance and related services at Levi’s Stadium for a three-year period, 2 commencing April 1, 2023 through March 31, 2026 and received approval from the SCSA Board on March 21, 2023 to award an agreement to a new contractor. However, the existing work needs to be completed by the incumbent contractor, ICS Integration Communication Systems, prior to the next testing and inspection period.
The compensation and pricing in the agreement with ICS Integrated Communication Systems referenced a not to exceed amount by each fiscal year. Since the recommended extension of the end date of the agreement from March 31, 2023 to May 31, 2023 falls in the new fiscal year, Stadium Manager has recommended an increase by $10,000 to complete the repair and has not included a total not to exceed compensation amount for the entire agreement.
Considering the upcoming large-scale events scheduled at Levi’s Stadium and to ensure continuous coverage of the fire alarm system and critical safety systems, extending the agreement for sixty days will allow Stadium Manager to address the deficiencies and ensure seamless service for fire and life safety concerns.
Submission of Post-Award Submittals
Once Stadium Manager receives approval from the SCSA Board, the amendment to the agreement will be executed by both parties and a copy forwarded to the Board. Supporting documentation has been provided for review and approval.
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