10/08/2024 Item # 4
Santa Clara Stadium
Authority
Action on the Stadium Manager's
Request to Execute an Agreement with
Staff Pro Inc. d/b/a Allied Universal Event
Services for Event Security Services at
Levi's Stadium
October 8, 2024, Item #4
SCSA
SANTA CLARA STADHIM AUTHORIT
Overview
Today's item outlines the following:
• Layered approach to Stadium
security
• How private security services fits
into that approach
• Process for determining the most
qualified event security firm
• Key terms in the enhanced contract
SCSA
SANTA CLARA STAHUM AUTHORITY
POST MEETING MATERIAL
1 10/08/2024 Item #4
Layered Approach to Public Safety
Stadium Management
• Guest Services Guest Services
• Allied Universal
• Allied Security - Frontline Staff Security
ALLI
LIVERS A
Allied Security - Specialty Trained Staff
City of Santa Clara Police Department
Sworn
• Sworn Law Enforcement
Law Enforcement
City Law Enforcement Staff
City Per Diem Law Enforcement Staff
Partner Agencies
SCSA 3
STA CLARA STADIUM AUTHORITY
Event Security at Levi's Stadium
• Event security services are critical to the
ongoing operation of Levi's Stadium and
are contracted for ticketed and non-ticketed
Levi's Stadium events.
• The event security contractor supports the
Stadium Manager's in-house security
operation:
• Ensure compliance with NFL best
practices
Works in partnership with event
promoters and production teams to
manage security for Non-NFL events
SCSA
ARTE CLARA SADNE AUTOREY
10/08/2024 Item #4
Event Security at Levi's Stadium
• Security responsibilities include,
but are not limited to:
• Access control
• Entry screening procedures
• Perimeter security
• Personal protection
TOYOTA CATE
• Foot patrols
•PROVED BACS ENTRY
• Camera monitoring
• Other event-specific security
functions
SCSA
SANTA CLARA STADIUM AUTHORITY
Prior Event Security Services Contract
• In April 2017, the Stadium Authority Board approved an agreement for Levi's Stadium event security services with Landmark Event Staffing Services, Inc. (Landmark) as the original vendor.
• In March 2023, Allied Universal Security Services Universal Protection Services LPP acquired Landmark and assumed its rights, duties, and obligations under the agreement.
• On March 12, 2024, the Stadium Authority Board approved an amendment to the prior agreement to extend the term on a month-to-month basis, for up to six months until the Stadium Manager entered into a new agreement for event security services.
SCSA
6 SANTA CLARA STADIUM AUTHORITY
3 10/08/2024 Item #4
RFP Process
• The Stadium Manager worked in partnership with the Santa Clara Police Department, Stadium Authority, and the Stadium Authority's security assessment contractor, Guidepost Solutions, to develop the desired scope for event security services.
• On April 16, 2024, the Stadium Manager issued an RFP for event security services that closed on May 15, 2024 with six proposals received. • Through the RFP process, an evaluation committee with subject matter experts from the Stadium Manager and Santa Clara Police Department reviewed the proposals and selected Staff Pro Inc. DBA Allied Universal Event Services (Allied) as the recommended contractor.
SCSA
SANTA CLARA STADIUM AUTHORITY
Basis for Award
• Allied scored the highest overall. Specific areas that scored higher:
• Corporate Strength, Experience. References, and Reputation of Proposer • Methodology to Provide Required Services
• Allied's footprint in the Bay Area offers the needed infrastructure in California to provide training, supervision and oversight.
• Allied has recently implemented additional supervisory training for gate personnel.
• Allied has an added account manager to be on-site during events to ensure contract compliance.
• Third-party references on current event security service performance.
SCSA
SANTA CLARA STADIUM AUTHORITY
4 10/08/2024 Item # 4
Interim Event Security Agreement
• On August 9, 2024 during the Council recess, the Executive Director received a request from the Stadium Manager to enter into an interim agreement with Allied for event security services through October 31, 2024. • The Interim Agreement would allow the Stadium Manager to implement new accountability and performance measures for the contractor before the Forty Niners' first 2024 NFL preseason home game at Levi's Stadium on August 18, 2024.
SCSA 9
SAIA CLARA STADIUM AUTHORITY
Interim Event Security Agreement (cont.)
• Key agreement provisions include:
• Service Level Agreements (SLAs) to measure performance and detail remedies • Financial penalties for non-performance
• Insurance and indemnity requirement
• Training and background checks consistent with industry best practices • Performance audits without notice
• Enhanced reporting (After Action reports, Monthly reports) • On August 15, 2024, the Executive Director approved the Stadium Manager's request through delegation of authority from the Stadium Authority Board during the summer recess.
• On Sep 10, 2024, Council and Stadium Authority recommended to Note and File the Report on Actions Taken During City Council Recess.
SCSA 10
5 10/08/2024 Item # 4
Stadium Manager's Request
• The Stadium Manager is requesting approval of an Agreement with Allied to provide event security services at Levi's Stadium for a three-year period, commencing November 1, 2024 and ending on July 31, 2027, with an option to extend for two additional one-year periods.
• The proposed Agreement with Allied incorporates feedback from the Stadium Authority and Santa Clara Police Department and includes key provisions to ensure enhanced reporting, auditing, and performance.
SCSA 11
SANTA CLARK STRUM AUTHORITY
Key Agreement Provisions
Service Level Agreements (SLAs) outline the commitment between the vendor and client and include details of the service, the standards the vendor must adhere to, metrics to measure performance, and remedies if the service levels are not achieved.
• Within 30 days of the agreement's start
date, the contractor must outline their
administrative and operations plan as
part of the SLA.
SCSA 12
SANTA CLARA STADIUM ACTORIE
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Key Agreement Provisions (cont.)
• The SLA will include the following provisions to ensure enhanced performance from the contractor:
• Financial penalties for non-performance identified at events. If the contractor's performance fails to meet the service levels established in the agreement, the financial penalties will remain in effect until those performance issues are resolved. • Insurance and indemnity requirement including City and Stadium Authority as additional insured
• A year-end review conducted by the Stadium Manager following the completion of the first year, with the results provided to the contractor. If the contractor's performance is deemed by the Stadium Manager to be below the standards specified in the agreement, Stadium Manager may treat contractor's substandard performance as a material breach of the agreement and may proceed with termination following notice and an opportunity to cure within the time specified and in accordance with the procedures set forth in the agreement.
SCSA
13 SANTA CLARA STADIUM AUTHORITY
Key Agreement Provisions (cont.)
• Additional contractual provisions ensure enhanced reporting, auditing, and performance:
• Training and background checks for security personnel consistent with industry best practices and in consultation with SCPD
• Performance Audits without notice throughout the performance period.
After Action Reports after every large-scale event
• Monthly Reports describing staffing allocations, work performed, work status, work progress, difficulties encountered, remedial actions taken, and performance complaints and violations reported
SCSA 14
SANTA CLARA STADIUM AUTHORITY
7 10/08/2024 Item #4
Compensation and Costs
• The costs associated with the agreement are based on the compensation and fees schedule outlined in Exhibit B of the agreement. • Fixed hourly rates are established for each labor category and are subject to an annual escalation.
• Rate increases for Years Two and Three are capped at 2.5% increase of the standard hourly rate each year.
• Rates for any extensions are subject to mutual written agreement between the Stadium Manager and Allied. Additionally, staff recommends that increases in excess of 6% annually for those years be subject to the Stadium Authority's approval.
SCSA 15
SARTA CLARA STADIUM PITHORITE
Fiscal Impact
• The Stadium Authority is responsible for all Non-NFL Events costs, including the event security costs for Non-NFL events which are charged directly to the events. StadCo, as the tenant of Levi's Stadium, is responsible for NFL event security costs.
• The agreement does not include a not to exceed amount due to the unknown number of Non-NFL events per contract year that will require event security services.
• Approximately $1.89M and $2.37M were expended in FY 2022/23 and FY 2023/24 on Landmark and Allied's respective event security services for Non- NFL events under the prior event security agreement which had different compensation rates.
SCSA
SATE CLARA STADIUM AU TRORIST
8 10/08/2024 Item # 4
Fiscal Impact (Cont.)
• There are sufficient funds in the Stadium Authority FY 2024/25 Operating Budget, allocated as part of the Net Revenues from Non-NFL Events line item to cover the initial year's costs.
• Funding for future years will be included in future proposed budgets through the budget process.
SCSA 17
SANTA CLARA STADIUM AUTHERITY
Staff Recommendation
Approve the Stadium Manager's request to execute an agreement with Staff Pro Inc. DBA Allied Universal Event Services for event security services at Levi's Stadium, for a three-year period, commencing November 1, 2024 and ending on July 31, 2027, with an option to extend for two additional one-year periods, in a form approved by the Stadium Authority Counsel, and subject to budget appropriations;
2. Authorize the Stadium Manager to execute the Service Level Agreement described under Exhibit A of the agreement with Staff Pro Inc.
DBA Allied Universal Event Services, in a form approved by the Stadium Authority Counsel; and
SCSA 18
SANTA CLARA STARIUM AUTHORITY
10/08/2024 Item # 4
Staff Recommendation (cont.)
3. Authorize the Stadium Manager to exercise the option to extend the agreement with the same terms and conditions for two additional one- year periods, subject to budget appropriations and after consultations with the Stadium Authority Executive Director. Stadium Manager is not authorized to exercise an option to extend the term of the Agreement if such extension includes an increase to the compensation and fees set forth in Exhibit B in excess of 6% annually without the express written approval of the Stadium Authority Executive Director.
SCSA 19
SANTA CURA STADIUM AUTHORITY
SCSA
Santa Clara Stadium Authority
10