Title
a. Approve and authorize the Monterey County Laguna Seca Representative to execute a retroactive Standard Agreement between Shepard AV LLC dba McCune Audio Video Lighting, and the County of Monterey for supplying the communication equipment to WeatherTech® Raceway at Laguna Seca during events and track rentals with a term beginning May 1, 2024, through December 31, 2024, for an amount not to exceed of $220,000;
b. Approve and authorize the Monterey County Laguna Seca Representative to execute up to 3 future amendments to the retroactive non-standard Agreement where the total of the amendments do not exceed 10%, or $22,000, of the agreement amount and does not significantly change the scope of work, subject to County Counsel approval for a total aggregate amount of $242,000.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Monterey County Laguna Seca Representative to execute a retroactive Standard Agreement between Shepard AV LLC dba McCune Audio Video Lighting, and the County of Monterey for supplying the communication equipment to WeatherTech® Raceway at Laguna Seca during events and track rentals with a term beginning May 1, 2024, through December 31, 2024, for an amount not to exceed of $220,000;
b. Approve and authorize the Monterey County Laguna Seca Representative to execute up to 3 future amendments to the retroactive non-standard Agreement where the total of the amendments do not exceed 10%, or $22,000, of the agreement amount and does not significantly change the scope of work, subject to County Counsel approval for a total aggregate amount of $242,000.
SUMMARY/DISCUSSION:
McCune Audio Video Lighting (McCune), acquired by Shepard AV LLC in 2017, has been the provider of communications equipment at WeatherTech® Raceway at Laguna Seca (WRLS) for 15+ years and owns the equipment that is currently in place and used for the production of services. Should the County wish to pursue purchasing of said equipment, an appraisal to determine the value of said equipment will occur, at County’s expense, by an independent third-party appraiser by December 31, 2024. Once the value is determined, County and McCune to mutually agree on a purchase price.
Staff is hereby requesting the Board to approve this retroactive agreement for the term beginning May 1, 2024, through December 31, 2024, for a total not to exceed value of $220,000 and up to 3 future amendments where the total of the amendments does not exceed $22,000 for an aggregate not to exceed sum of $242,000.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel and Auditor-Controller’s Office reviewed and approved the proposed retroactive Standard Agreement as to form and fiscal provisions, respectively.
FINANCING:
The cost of the contracted services provided by Shepard AV LLC dba McCune Audio Video Lighting is not to exceed $220,000 for the duration of the Agreement. The anticipated cost is included in the Fiscal Year 2023-2024 Recommended Budget, in Laguna Seca Recreation Area Fund 453, Unit 8579, Appropriation Unit PFP067, while the cost for the remainder of the term will be either part of the County’s Fiscal Year 2024-25 budget or for the account of the new Concessionaire for WRLS under the new Concession agreement between the County and Friends of Laguna Seca, depending on the effective date of the transition of operations.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors Strategic Initiatives for Administration, Infrastructure and Public Safety. Engaging a skilled, licensed contractor with detailed knowledge of the communication equipment fosters timely service during track events, safeguards park visitors and workers, and ensures the public announcement and communication systems function properly to enhance public enjoyment and safety at the facility.
Economic Development
X Administration
Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Ryan Bell, Administrative Operations Manager (831) 755-8912
Reviewed by: Bryan Flores, Chief of Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities, & Parks
Attachment:
Attachment A - proposed 2024 Standard Agreement
(Attachment is on file with the Clerk of the Board)