Title
a. Approve and authorize the Monterey County Laguna Seca Representative to execute a retroactive Non-Standard Agreement between Sunbelt Rentals Inc. and the County of Monterey for heavy equipment rentals for WeatherTech® Raceway at Laguna Seca with a term beginning January 1, 2024, through December 31, 2024, for an amount not to exceed of $300,000;
b. Accept the nonstandard terms as stated in Addendum A-Equipment Rentals; and
c. Approve and authorize the Monterey County Laguna Seca Representative to execute up to 3 future amendments to the Standard Agreement where each amendment does not exceed 10%, or $30,000, of the agreement amount and do not significantly change the scope of work, subject to County Counsel approval, for an aggregate not to exceed of $390,000.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Monterey County Laguna Seca Representative to execute a retroactive Non-Standard Agreement between Sunbelt Rentals Inc. and the County of Monterey for heavy equipment rentals for WeatherTech® Raceway at Laguna Seca with a term beginning January 1, 2024, through December 31, 2024, for an amount not to exceed of $300,000;
b. Accept the nonstandard terms as stated in Addendum A-Equipment Rentals; and
c. Approve and authorize the Monterey County Laguna Seca Representative to execute up to 3 future amendments to the Standard Agreement where each amendment does not exceed 10%, or $30,000, of the agreement amount and do not significantly change the scope of work, subject to County Counsel approval, for an aggregate not to exceed of $390,000.
SUMMARY/DISCUSSION:
Sunbelt Rentals Inc. (Sunbelt) provides heavy equipment rental services for the County of Monterey (County), its vendors, marketing partners, and affiliates at WeatherTech® Raceway at Laguna Seca (WRLS).
Sunbelt has provided heavy equipment rentals to WRLS for four years, while also consulting on new projects to help improve the facility, including but not limited to new sponsors, track renters, facility upgrades and public safety. Sunbelt provides all ordered heavy equipment rentals to satisfy all sponsorship, advertising, events, and other operational needs. The heavy equipment being provided by Sunbelt is of the highest quality.
Staff has a continued need for Sunbelt services and requests the Board of Supervisors approve the proposed retroactive Non-Standard Agreement, accept the non-standard terms, and authorize the Monterey County Laguna Seca Representative to execute the proposed Non-Standard Agreement (Attachment A) for a term beginning January 1, 2024, through December 31, 2024, with a not to exceed value of $300,000 and up to three (3) future amendments where each amendment does not exceed ten percent (10%) or $30,000 of the Agreement amount and does not significantly change the scope of the work, subject to County Counsel approval, for an aggregate not to exceed of $390,000.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel and Auditor-Controller’s Office reviewed and approved the proposed retroactive Agreement as to form and fiscal provisions, respectively. The office of Risk Management reviewed and approved the insurance coverage and limits.
FINANCING:
The cost of the contracted services provided by Sunbelt Rentals Inc. is not to exceed $300,000 for the duration of the Agreement. These fees are part of the annual Fiscal Year 2023-2024 budget in Fund 453, Unit 8579, Appropriation Unit PFP067 for Laguna Seca Recreation Area. Funding needs for the remainder of the agreement term will be included in the Fiscal Year 2024-2025 recommended budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors Strategic Initiative for Administration as it supports operations during events at the facility.
___ Economic Development
X Administration
___ Health & Human Services
___ Infrastructure
___ Public Safety
Prepared by: Ryan Bell, Administration 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, & Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Sunbelt Rentals Inc 2024 Non-Standard Agreement