Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign an Agreement for Temporary Hospitality Structures for WeatherTech Laguna Seca Raceway with CHOURA EVENTS. The term of the Agreement will begin May 1, 2019 and terminate April 30, 2024. Work contracted under this Agreement shall not exceed a total $5,650,000in accordance with the terms and conditions set within the Agreement; and
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign additional Agreements for Temporary Hospitality Structures for WeatherTech Laguna Seca Raceway with qualified contractors who meet the minimum requirements for the County of Monterey, as set forth in RFQ #10703, and which comply with the County of Monterey standard terms and conditions. Any such additional agreements will not affect the total aggregate amount authorized, which shall remain $5,650,000in aggregate for all Agreements issued under RFP #10703. Any such additional agreements shall terminate April 30, 2024. This includes HORNE TIPPS TROPHY SUITES, INC., which responded to RFP #10703 in a timely manner, but which has not obtained confirmation of their California Secretary of State registration prior to the presentation of this Board Report.
Report
RECOMMENDATION:
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign an Agreement for Temporary Hospitality Structures for WeatherTech Laguna Seca Raceway with CHOURA EVENTS. The term of the Agreement will begin May 1, 2019 and terminate April 30, 2024. Work contracted under this Agreement shall not exceed a total $5,650,000in accordance with the terms and conditions set within the Agreement; and
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign additional Agreements for Temporary Hospitality Structures for WeatherTech Laguna Seca Raceway with qualified contractors who meet the minimum requirements for the County of Monterey, as set forth in RFQ #10703, and which comply with the County of Monterey standard terms and conditions. Any such additional agreements will not affect the total aggregate amount authorized, which shall remain $5,650,000in aggregate for all Agreements issued under RFP #10703. Any such additional agreements shall terminate April 30, 2024. This includes HORNE TIPPS TROPHY SUITES, INC., which responded to RFP #10703 in a timely manner, but which has not obtained confirmation of their California Secretary of State registration prior to the presentation of this Board Report.
SUMMARY/DISCUSSION:
These services will enable the WeatherTech Laguna Seca Raceway to ensure a reliable source of temporary hospitality structure companies for the provision of Temporary Hospitality Structures for WeatherTech Laguna Seca Raceway as-needed to support of their needs. The initial term of the Agreements will begin May 1, 2019 and terminate April 30, 2024. This request will authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign additional Agreements for Temporary Hospitality Structures with qualified contractors who meet the minimum requirements of the County of Monterey. Work contracted under this Agreement shall not exceed a total aggregate of $5,650,000for all Agreements issued under RFP #10703 in accordance with the terms and conditions set within each Agreement. This includes HORNE TIPPS TROPHY SUITES, INC., which responded to RFP #10703 in a timely manner, but which discovered recently that it did not have a current registration with the California Secretary of State. It has since submitted papers for such a registration, but had not obtained confirmation of their California Secretary of State registration prior to the presentation of this Board Report. Upon completion of that process they may be added as an additional vendor.
Services include, but are not limited to, the delivery, setup and teardown of fencing including supervision, labor, material, and all equipment necessary to provide temporary hospitality structures as directed by WeatherTech at Laguna Seca Raceway staff in support of events held at the raceway. Services shall follow the specifications and schedule detailed in RFP #10703. The Agreement is based on the County requirements as set forth in the terms and conditions of RFP #10703. Copies of the Agreement are on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the Agreement.
Auditor-Controller has been advised of the agreement but cannot approve it due to non-standard financial terms.
FINANCING:
Funds for these services are contained within the approved budget allocations of the department utilizing the services. Expenditures will depend on the actual services requested by the County.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
These actions will help ensure the timely provision of necessary services to all County Departments.
Mark a check to the related board of Supervisors Strategic Initiatives
___ Economic Development
_X_ Administration
___ Health & Human Services
___ Infrastructure
___ Public Safety
Prepared by: Debra Wilson, PhD, Contracts/Purchasing Supervisor, ext. 4995
Approved by: Dewayne Woods, Assistant County Administrative Officer, 5309
Attachments: Choura Events Agreement (Attachments on file with the Clerk of the Board)