Title
a. Approve and authorize the Monterey County Laguna Seca Representative to execute a Standard Agreement between Historic Sportscar Racing II, a Limited Liability Corporation, and the County of Monterey for race direction and technical supervision services for the Pre-Reunion and Rolex Monterey Motorsports Reunion for WeatherTech® Raceway at Laguna Seca with a term beginning upon date of execution, through December 31, 2024, for an amount not to exceed of $160,000;
b. Approve and authorize the Monterey County Laguna Seca Representative to execute up to 3 future amendments to the Standard Agreement where the total amendments do not exceed 10%, or $208,000, of the agreement amount and do not significantly change the scope of work, subject to County Counsel approval.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Monterey County Laguna Seca Representative to execute a Standard Agreement between Historic Sportscar Racing II, a Limited Liability Corporation, and the County of Monterey for race direction and technical supervision services for the Pre-Reunion and Rolex Monterey Motorsports Reunion for WeatherTech® Raceway at Laguna Seca with a term beginning upon date of execution, through December 31, 2024, for an amount not to exceed of $160,000;
b. Approve and authorize the Monterey County Laguna Seca Representative to execute up to 3 future amendments to the Standard Agreement where the total amendments do not exceed 10%, or $208,000, of the agreement amount and do not significantly change the scope of work, subject to County Counsel approval.
SUMMARY/DISCUSSION:
Historic Sportscar Racing II (HSR) is an automobile club and sanctioning body that supports historic racing in the United States. The County is responsible for this service and expense per the approved Agreement between the County of Monterey and Rolex Watch USA, Inc.
HSR was the sanctioning body for the 2021, 2022, and 2023 Pre-Reunion and Rolex Monterey Motorsports Reunion, and the 2023 Porsche Rennsport Reunion 7. HSR has been selected as the sanctioning body for the 2024 Pre-Reunion (August 10-11), and the Rolex Monterey Motorsports Reunion (August 14-17). HSR will be involved with the pre-planning, to begin in March 2024, onsite management of track activities including but not limited to technical inspections of the cars, driver’s conduct including all safety protocols and reporting required during the events, as well as a written summary at the conclusion of the event.
The term of this proposed Standard Agreement (Agreement) begins upon date of execution through December 31, 2024, with a not to exceed sum of $160,000. The Agreement not to exceed sum includes Service Fees totaling $115,000; Insurance reimbursement not to exceed $7,500; Accommodation reimbursement not to exceed $29,680; Golf Cart allowance not to exceed $2,000; a maximum of 15 lunches per event day not to exceed $2,250; and Event Credentials for 30 HSR team members. Hotel rooms on the Monterey Peninsula and surrounding cities are at a premium during Monterey Car Week and the government per diem is not achievable over high demand event dates. HSR shall provide three comparable quotes to justify the lowest rates possible were obtained with their invoice for reimbursement.
Staff requests the Board of Supervisors approve the proposed Agreement (Attachment A) and authorize the Monterey County Laguna Seca Representative to execute the Agreement and up to 3 future amendments where the total amendments do not exceed 10% or $208,000 of the Agreement amount and do not significantly change the scope of work.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel and Auditor-Controller’s Office reviewed and approved the proposed Agreement as to form and fiscal provisions, respectively.
FINANCING:
The cost of the contracted services provided by Historic Sportscar Racing II is not to exceed $160,000 for the duration of the Agreement. The portion of these fees estimated to be incurred this fiscal year is to be funded by the appropriation available for Fiscal Year 2023-2024 in Fund 453, Unit 8579, Appropriation Unit PFP067. The remaining fees to be incurred in Fiscal Year 2024-2025 are included in the upcoming fiscal year’s budget for same appropriation unit of Laguna Seca Recreation Area.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors Strategic Initiatives for Economic Development and Administration. Use of these services will assist in conducting quality events at Laguna Seca Recreation Area which, in turn, will generate revenue to sustain the park facility and promote economic development by attracting domestic and international visitor dollars that will stimulate the local economy.
X Economic Development
X Administration
Health & Human Services
Infrastructure
Public Safety
Prepared by: Ryan Bell, Administrative Operations Manager, LSRA, (831) 755-8912
Reviewed by: Bryan Flores, Chief of Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
Attachment:
Attachment A - proposed 2024 Standard Agreement
(Attachment is on file with the Clerk of the Board)