Title
Approve and authorize the Monterey County Laguna Seca Representative to:
a. Execute Amendment No. 1 to the Standard Agreement with Star Sanitation, LLC to continue to provide fence rental and services for WeatherTech® Raceway at Laguna Seca, Request for Proposals #10715, to update the provisions and increase the not-to-exceed Agreement amount by $85,000, for a total amount not to exceed of $185,000, with no change to the term of March 28, 2019 through March 27, 2024; and
b. Execute future amendments to the Agreement where the total amendments do not exceed ten percent (10%), or $18,500, 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 the Standard Agreement with Star Sanitation, LLC to continue to provide fence rental and services for WeatherTech® Raceway at Laguna Seca, Request for Proposals #10715, to update the provisions and increase the not-to-exceed Agreement amount by $85,000, for a total amount not to exceed of $185,000, with no change to the term of March 28, 2019 through March 27, 2024; and
b. Execute future amendments to the Agreement where the total amendments do not exceed ten percent (10%), or $18,500, 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: Rolex Monterey Motorsports Reunion, INDYCAR Grand Prix of Monterey, and IMSA WeatherTech Sports Car Championship. Fencing is used during LSRA events to delineate areas accessible to the public.
Star Sanitation, LLC (Star Sanitation) was selected to provide fence rental and services at WRLS during a competitive selection process through Request for Proposals (RFP) #10715 (Attachment A) in accordance with County policies and all local, state, and federal laws. On March 21, 2019, the Standard Agreement (SA) was executed with a five-year term from March 28, 2019 through March 27, 2024, and a total not-to-exceed amount of $100,000 (Attachment B). Expenditures for the first three years of the SA were greater than anticipated, and the amount allocated is nearly expended. Amendment No. 1 to the SA (Attachment C) will update the provisions and increase the not-to-exceed amount by $85,000, for a total not-to-exceed amount of $185,000. Attachment D provides a summary of SA annual expenditures and balance to date.
The Department of Public Works, Facilities and Parks 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 the SA with Star Sanitation to increase the agreement amount by $85,000, for a total amount not to exceed of $185,000, with no change to the SA term.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office reviewed and approved Amendment No. 1 as to form and fiscal provisions, respectively.
FINANCING:
Costs associated with Amendment No. 1 will be incurred over two (2) fiscal years, Fiscal Year (FY) 2022-23 and FY 2023-24. The FY 2022-23 Adopted Budget includes sufficient appropriations in Laguna Seca Recreational Area 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 anticipated costs for that year.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives for Infrastructure and Public Safety. The safety of event participants and the public is always a priority at WRLS events. Temporary fencing provides crowd control/containment, enhances safety, and protects park infrastructure and habitats during events.
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 #10715
Attachment B-SA with Star Sanitation
Attachment C-Amendment No. 1 to SA with Star Sanitation
Attachment D-Summary of SA Annual Expenditures and Balance
(Attachments are on file with the Clerk of the Board)