1 Date: October 2, 2024
To: Jovan Grogan
Executive Director
Santa Clara Stadium Authority
From: Jenti Vandertuig
Procurement Director
Forty Niners Stadium Management Company LLC
Subject: Recommendation for Award for Event Security Services
Recommendation
Recommend approval and award an agreement to Allied Universal Event Services to provide event security services at Levi’s Stadium for a multi-year term, commencing November 1, 2024 through July 31, 2027, with an option to extend the agreement for two additional one year periods.
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. Security services are used on a contractual basis for ticketed and non-ticketed events held at the Stadium. The contractor is required to support the in-house security operation in order to maintain best practices and requirements for NFL events, and to work in partnership with the event promotors and production teams to handle security for Non-NFL ticketed events, and with clients for non- ticketed events, as required. Security responsibilities include, but are not limited to, access control, entry screening procedures via the use of frictionless and non frictionless technology, perimeter security, personal protection, foot patrols, camera monitoring, and other security related functions specific to different events. The security officer’s main responsibility is to maintain an orderly atmosphere through enforcement of the Stadium’s Fan Code of Conduct, the NFL’s best practices, and other crowd management initiatives as required through the Stadium’s Safety Act partnership with the Department of Homeland Security.
On April 16, 2024, Stadium Manager issued Request for Proposals (RFP) to select a qualified firm for event security 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, Stadium Manager also invited
2 suppliers registered on the portal with specific commodity codes offering such services. On April 25, 2024, Stadium Manager conducted a non-mandatory Pre-Proposal Conference and site visit at the Stadium and facilitated conference attendance virtually via Zoom for those who could not attend in person. Stadium Manager conducted a comprehensive site visit and provided clarifications to questions from proposers. On May 3, 2024, Addendum #1 to the RFP was issued providing answers to questions from proposers. The RFP closed on May 15, 2024 at 3:00 p.m. (PT).
Six proposals were received from the following firms on or before the RFP due date and time:
1. Allied Universal Event Services (Allied)
2. Andy Frain Services
3. BEST Crowd Management, Inc. (Best)
4. Contemporary Services Corporation (CSC)
5. Elite Show Services, Inc. (Elite Security & Staffing)
6. GRL Management Group, Inc.
Evaluation Process
An evaluation committee (EC) consisting of subject matter experts from Stadium Manager and City of Santa Clara Police Department 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 evaluation of proposals consisted of a two-step process as referenced below. Proposers within the competitive range in phase one proceeded to phase two which included interviews and presentations, and cost evaluations. The EC evaluated the proposals utilizing the evaluation criteria for phase one as outlined in the RFP. GRL Management Group, Inc., was determined to be non-responsive and therefore was eliminated from the review process. Five other firms met the requirements of the RFP. On June 3, 2024, the Procurement Lead held the EC meeting to document the scores and notes as provided by the committee:
Evaluation Criteria - Phase One Allied Andy Frain BEST CSC Elite Proposal Responsiveness Pass Pass Pass Pass Pass
Corporate Strength, Experience.
References, and Reputation of
Proposer (30 points)
26.10 25.50 25.20 17.70 21.00
Qualifications, Management
and Administrative Capabilities
(40 points)
35.60 32.00 35.60 30.00 28.00
Methodology to Provide
Required Services (30 points)
25.50 24.00 23.70 22.50 20.70
Total 87.20 81.50 84.50 70.20 69.70
3 The EC determined the following firms to be within the competitive range to proceed with phase two of the evaluation process, which was to conduct interviews and presentations, and evaluate cost:
1. Allied Universal Event Services
2. Andy Frain Services
3. BEST Crowd Management, Inc.
Based on the proposal responses, each of the three proposers were provided specific topics to present on. On June 5, 2024, the presentations and interviews were conducted as part of phase two and the EC completed scoring the proposals. Stadium Manager conducted several clarification meetings with the shortlisted firms and addressed their cost and exception to the terms and conditions to ensure they were willing to negotiate.
Pursuant to the clarification meetings and presentations, Allied and BEST were selected as short listed firms to move forward with negotiations of business, cost, and legal terms and conditions.
Stadium Manager negotiated the exceptions to the terms and conditions and concluded negotiations with mutually agreed upon terms with both Allied and BEST. On July 13, 2024, the EC met to review the final terms and cost, and completed the scoring which reflects the best and final cost negotiations (BAFO). Both firms received equal scoring for their presentations and final cost negotiations. The cost evaluation took into consideration the hourly rates by positions, overtime and holiday rates, and any double time rates for hours worked over 12 hours. Based on the current usage, it is anticipated approximately 15 to 16 percent of the cost resulted from overtime rates.
Evaluation Criteria - Phase Two Allied Andy Frain BEST Interview and Presentations
(40 points)
32.80 31.60 32.80
Cost (60 points) 60.00 54.00 60.00
Total for Phase Two 92.80 85.60 92.80
Final Scores for Phase One and Phase Two Allied BEST
Total for Phase One 87.20 84.50
Total for Phase Two 92.80 92.80
Grand Total for Phase One and Phase Two 180.00 177.30
Based on the results from phase one and two referenced above, the EC selected Allied as the recommended proposer to award an agreement to. The EC conducted further discussions to validate their recommendation pursuant to the BAFO.
Notice of Intended Award
A notice of intended award (NOIA) was issued on June 17, 2024 announcing Stadium Manager’s recommended firm. The RFP process includes a seven-day protest period, which commenced with the issuance of the NOIA. This recommendation is submitted concurrently to facilitate the 4 lead time required to submit our recommendation to the Santa Clara Stadium Authority (SCSA).
In the event there is a protest, the recommendation will be withdrawn, and the protest addressed.
Stadium Manager submitted the initial recommendation for award to the SCSA on June 17, 2024.
Given that the SCSA Board was in recess in summer, the Executive Director authorized Stadium Manager to execute an interim agreement until the item was agendized for a SCSA Board meeting after recess. An interim agreement for a two-month period, commencing August 1, 2024, was executed by the Stadium Manager under the same terms and conditions negotiated during the RFP process. Therefore, the term of the current agreement submitted to the SCSA Board commences on November 1, 2024.
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.
Fiscal Impact
There is no fiscal impact to the SCSA. The event security charges for NFL and the Non-NFL events are charged directly to the events. Stadium Manager has completed a formal solicitation and selection process with negotiated rates to ensure cost effective event security services thereby maximizing the net profit to the SCSA for Non-NFL events.
Submitted By: Date:
Jenti Vandertuig, Procurement Director