ate: March 19, 2026
To: Executive Director
Santa Clara Stadium Authorit
y
From: Procurement Department
Fort
y Niners Stadium Management Company LLC
Subject: Recommendation for Approval - Integrated Communication Systems (ICS) Contract Amendment
Recommendation:
1. Approve and authorize the Stadium Manager to execute an Amendment No. 2 to the Agreement with ICS (Agreement) for fire alarm testing, inspections, maintenance, and related services at Levi’s Stadium to increase the maximum compensation by $160,000 to cover services from April 1, 2026 to March 31, 2027.
2. Authorize the Executive Director to approve future amendments to the Agreement to: (a) exercise the final one-year option for the fifth contract year and increase the not-to- exceed amount by $168,000 to cover services from April 1, 2027 to March 31, 2028 and increase the compensation and fee schedule to reflect rate increases not to exceed 5% over the prior year upon providing reasonable justification of rate increases, all subject to the same basic terms and conditions and budget appropriations.
3. Authorize the Executive Director to approve future amendment to the Agreement, under the same basic terms and conditions, for a period not to exceed six months beyond the fifth contract year through September 30, 2028 and increase the not-to-exceed amount by $88,200 to cover up to six months of services and increase the compensation and fee schedule to reflect rate increases not to exceed 5% over the prior year upon providing reasonable justification of rate increases, provided the Stadium Manager is engaged in an active competitive solicitation process and subject to budget appropriations. This extension is intended to support the transition to a recommended contractor and maintain continuity of business.
4. The total not-to-exceed maximum compensation for the Agreement, inclusive of all contract years and the six-month extension period, shall not exceed $824,200.
Background:
On May 23, 2023, the SCSA Board approved Stadium Manager’s request to establish a three- year agreement with ICS for fire alarm testing, inspections, maintenance, and related services, which includes an option to renew for two one-year periods. The initial term of the Agreement was from June 1, 2023, through March 31, 2026, with an aggregate not-to-exceed amount of $352,000. The Board authorized the Executive to approve the exercise of any option to extend the agreement for up to two additional one-year periods, subject to budget appropriations. On June 24, 2025, the Board approved Amendment No. 1, which increased the aggregate not-to- exceed amount to $408,000.
Regular testing of the fire alarm system is critical to the safe operation of the stadium. To maintain a consistent and safe operating environment for Non-NFL and NFL events, the vendor performs regular inspections of the EST3 fire alarm system, performs corrective maintenance as issues arise, and provides on-site response and emergency services as needed.
To ensure the Stadium remains fully operational, Stadium Manager requires flexibility to manage vendor transitions effectively. In the event that a new provider is selected through a competitive solicitation process at the end of the fifth contract year, an extension of up to six months may be required. This transitional period allows for the seamless handover of specialized pest management and the mobilization of a new contractor without a lapse in essential services.
Fiscal Impact:
The cost for this service is covered in the proposed FY26/27 SCSA Budget, Engineering Department, as a shared expense. Stadium Authority is responsible for 50% of the Shared Expenses portion of the agreement cost.
Year 5 and the as-needed 6-month extension each include a maximum 5% increase year over year in the compensation and fee schedule. This percentage is based on the potential rate increases exceeding the prior year fees given the overall lack of market certainty due to current economic and political factors.
The six-month extension period of $88,200 is included to provide coverage during an active competitive solicitation process if necessary. This is calculated based on the Optional Year 5 NTE with an additional 5% increase. This brings the total not-to-exceed maximum compensation to $824,200, inclusive of all contract years and the six-month extension period.
Description Combine NTE
Initial Three-Year Term (4/1/23-3/31/26) $408,000
Optional Year 4 (4/1/26-3/31/27) $160,000
Optional Year 5 (4/1/27-3/31/28) $168,000
6-Month As-Needed Extension Period (4/1/28-9/30/28) $88,200 Total Not-to-Exceed Maximum Compensation $824,200