Title
Approve and authorize the Monterey County Laguna Seca Representative to:
a. Execute Amendment No. 1 to Standard Agreement No. A-14378 with Star Sanitation, LLC to continue to provide sanitation units and service for fixed restroom structures for WeatherTech® Raceway at Laguna Seca, Request for Proposals #10704, to update the provisions and increase the not-to-exceed Agreement amount by $350,000, for a total amount not to exceed of $1,100,000, with no change to the term of July 1, 2019 through June 30, 2024; and
b. Execute future amendments to Standard Agreement No. A-14378 where the total amendments do not exceed ten percent (10%), or $110,000, of the total agreement amount and do not significantly alter the scope of work, subject to County Counsel approval.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors approve and authorize the Monterey County Laguna Seca Representative to:
a. Execute Amendment No. 1 to Standard Agreement No. A-14378 with Star Sanitation, LLC to continue to provide sanitation units and service for fixed restroom structures for WeatherTech® Raceway at Laguna Seca, Request for Proposals #10704, to update the provisions and increase the not-to-exceed Agreement amount by $350,000, for a total amount not to exceed of $1,100,000, with no change to the term of July 1, 2019 through June 30, 2024; and
b. Execute future amendments to Standard Agreement No. A-14378 where the total amendments do not exceed ten percent (10%), or $110,000, of the total agreement amount and do not significantly alter the scope of work, subject to County Counsel approval.
SUMMARY/DISCUSSION:
The WeatherTech® Raceway at Laguna Seca (WRLS) is a world-class motorsports facility at the Laguna Seca Recreation Area (LSRA) owned by the County of Monterey. WRLS hosts many annual events, such as the Rolex Monterey Motorsports Reunion, INDYCAR Grand Prix of Monterey, and IMSA WeatherTech Sports Car Championship, that attract more than 325,000 local, national, and international spectators annually. During these events, restroom cleaning and sanitation services are essential to maintain facility cleanliness for public enjoyment.
Star Sanitation, LLC (Star Sanitation) was selected to provide portable sanitation units and cleaning service for fixed restroom structures at WRLS during a competitive selection process through Request for Proposals (RFP) #10704 (Attachment A) in accordance with County policies and all local, state, and federal laws. On June 18, 2019, the Board of Supervisors approved Standard Agreement (SA) No. A-14378 with Star Sanitation (Agreement) with a five-year term from July 1, 2019 through June 30, 2024, and a total not-to-exceed amount of $750,000 (Attachment B). Expenditures for the first three (3) years of the Agreement were greater than anticipated, and the amount allocated is nearly expended. The proposed Amendment No. 1 to the Agreement (Attachment C) will update the provisions and increase the not-to-exceed amount by $350,000, for a total not-to-exceed amount of $1,100,000. Attachment D provides a summary of annual expenditures applied to this Agreement and its balance through August 30, 2022.
The Department of Public Works, Facilities and Parks (PWFP) and A&D Narigi Consulting, LLC, County contract manager of LSRA, request the Board of Supervisors approve and authorize the Monterey County Laguna Seca Representative to execute the proposed Amendment No. 1 to Agreement A-14378 with Star Sanitation to increase the Agreement amount by $350,000, for a total amount not to exceed of $1,100,000, with no change to the Agreement term.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor Controller’s Office reviewed and approved the proposed Amendment No. 1 as to form and fiscal provisions, respectively.
FINANCING:
Costs associated with Amendment No. 1 will be incurred over the next two (2) fiscal years (FY): FY 2022-23 and FY 2023-24. The FY 2022-23 Adopted Budget includes sufficient appropriations in LSRA Fund 453, Budget Unit 8579, Appropriation Unit PFP067, to cover anticipated expenditures for the year. The FY 2023-24 Recommended Budget will include sufficient appropriations to cover costs anticipated for that year.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives for Infrastructure and Public Safety. Safety of the event participants and public is always a priority at WRLS events, and these services are essential to maintain a clean and safe event environment.
Economic Development
Administration
Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Janie Bettencourt, Management Analyst II (831) 755-5184
Ryan Bell, Administrative Operations Manager-LSRA
Reviewed by: Bryan Flores, Chief of Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
Attachments:
Attachment A-RFP #10704 [including Addenda (4)]
Attachment B-Agreement A-14378 Star Sanitation
Attachment C-Proposed Amendment No. 1 to A-14378
Attachment D-Summary of A-14378 Annual Expenditures and Balance
(Attachments are on file with the Clerk of the Board)