Title
a. Approve a retroactive agreement and authorize the Contracts/Purchasing Officer or his designee to sign an Agreement with Sports Systems Services, Inc. to provide an online media credentialing program to WeatherTech Raceway Laguna Seca retroactive from January 1, 2020 through December 31, 2022, for an amount not to exceed $6,500;
b. Accept non-standard risk terms with respect to insurance provisions in the Agreement; and
c. Approve and authorize the Contracts/Purchasing Officer or his designee to execute up to three (3) future amendments to this Agreement where the total amendments do not exceed 10% ($650) of the agreement amount and do not significantly change the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Consider approving a retroactive agreement and authorizing the Contracts/Purchasing Officer or his designee to sign an Agreement with Sports Systems Services, Inc. to provide an online media credentialing program to WeatherTech Raceway Laguna Seca retroactive from January 1, 2020 through December 31, 2022, for an amount not to exceed $6,500;
b. Accept non-standard risk terms with respect to insurance provisions in the Agreement; and
c. Approve and authorize the Contracts/Purchasing Officer or his designee to execute up to three (3) future amendments to this Agreement where the total amendments do not exceed 10% ($650) of the agreement amount and do not significantly change the scope of work.
SUMMARY/DISCUSSION:
A&D Narigi Consulting, LLC, (A&D) has been using Sports Systems Services since January 2020 without County Contract. A&D requests that the Board of Supervisors approve the agreement retroactively. Representatives from A&D will be available for any questions at the time of the board meeting containing this agenda item.
A&D requests retroactive approval of the agreement which supports the use of Sports Systems Services, Inc., to configure and deliver a private media accreditation system that is customized to fulfill the specific requirements for WeatherTech Raceway Laguna Seca’s 2020, 2021, and 2022 seasons. Approval of a retroactive agreement will allow Sports Systems Services to be paid for services provided in 2020.
The media accreditation system provided by vendor is 100% online from their New Jersey based office, therefore we are asking that all insurance requirements, with the exception of Workers Compensation Insurance, be waived.
The system provided has been used since 2019 and streamlines all incoming media accreditation requests for staff review and denial or approval. It is compliant with all data privacy and security measures and provides the Communications Department with a valuable time-saving process. Sports Systems Services is used by many sporting venues across the country.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel has reviewed and approved the Agreement as to form.
FINANCING:
The contract with Sports Systems Services, Inc. will be funded through Fund 453 Laguna Seca Budget Unit 8536. Funding for the Agreement is included in the FY 2020-2021 Approved Budget. Approval of the recommended action will have no additional impact on the County General Fund.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The items included in this report relate to the Board of Supervisors Strategic Initiatives on Administration.
__Economic Development
_X_Administration
__Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Lavonne Chin, Administrative Operations Manager, ext. 7214
Approved by: Dewayne Woods, Assistant County Administrative Officer, ext. 5309
Attachments: Sports Systems Services, Inc. Agreement with Exhibit A; Certificate of Insurance