1 Date: October 13, 2023
To: Jōvan Grogan
Executive Director
Santa Clara Stadium Authority
From: Jenti Vandertuig
Procurement Director
Forty Niners Stadium Management Company LLC
Subject: Recommendation for Award for Axis Cameras and Related Accessories for Levi’s Stadium
Recommendation
Recommend approval and award of a Purchase Order to EyeP Solutions, Inc., to provide AXIS cameras and related accessories as part of the stadium security coverage at Levi’s Stadium (Stadium), in the amount of $220,200.94.
Reasons for Recommendation
Forty Niners Stadium Management Company (Stadium Manager) submitted a capital expenditure requests to the Santa Clara Stadium Authority (SCSA) and received approval from the SCSA Board as part of the FY 23/24 fiscal year to enhance stadium security coverage. The project included an evaluation and replacement of existing cameras with technologically advanced multi lens panoramic/360/multi directional cameras.
This project was recommended as phase two after the Stadium Manager completed the acquisition of cameras for the parking lots and in the bowl. During the initial camera upgrade projects undertaken in 2022, Stadium Manager evaluated the various camera brands used at the Stadium and did market research to determine the technical specifications to meet the needs of the Stadium. The Axis Communications products were selected after the following research.
While there have been technological advancements among many manufacturers, Axis Communications product specifications and lifecycle management policies with a five year warranty meet the needs of the Stadium Manager to upgrade the cameras. Axis Communications has also achieved recertification for ISO 27001 for its Information Security Management System (ISMS). The audit for compliance with ISO 27001 was completed by an accredited third-party certification body and includes an extended scope from the original certification of Axis ISMS in 2019. In addition to a large footprint in the public sector, Axis Communications also cater to the needs of stadiums and venues which can be accessed via the 2 URL: https://www.axis.com/en-us/solutions/stadiums-and-venues. Axis Communications also has a strong sustainability business code https://www.axis.com/en-us/about-axis/sustainability.
Axis Communications products are used by the public sector and there are numerous cooperative agreements for public agencies to utilize to take advantage of economies of scale.
Stadium Manager has several cooperative agreements for technology purchases. Stadium Manager reached out to EyeP Solutions (CA CMAS Provider) CDW-G, and B&H Foto to obtain quotes to evaluate pricing and availability. RFQ FY23-0002 was issued on August 21, 2023. B&H Foto offered only online price inquiries as most products were backordered due to supply chain issues. The following quotes were received for both projects inclusive of shipping and excluding all applicable sales tax from the other cooperatives:
1. EyeP Solutions: $201,913.23
2. CDW-G: $255,309.70
Therefore, approval is sought to issue a Purchase Order to EyeP Solutions, Inc. for the Enhance Stadium Security Coverage Project in the amount of $220,200.94.
The cost for these purchases are covered in the FY23/24 SCSA Capital Expenditures Budget referenced as Enhance Stadium Security Coverage in the amount of $346,500.
It must be noted that the initial plan for this project was to evaluate the needs, procure the necessary cameras and also complete the installation work. Stadium Manager utilized the EyeP Solutions CMAS agreement and procured the first set of cameras in the amount of $96,020.08 and the plan was to competitively bid the installation of the cameras. However, upon review, management decision was made to procure additional cameras as needed and complete the installation by Stadium Manager staff.
Next Steps
Once Stadium Manager receives approval from the SCSA Board, a Purchase Order will be issued to EyeP Solutions, Inc. and an executed copy forwarded to the Board. Supporting documentation is provided for review and approval.
Submitted By: __________________________________ Date: ___________________ Jenti Vandertuig, Procurement Director