Title
a. Approve and authorize the Monterey County Laguna Seca Representative to execute a Standard Agreement between Historic Sportscar Racing II, a Limited Liability Corporation, and the County of Monterey for race direction and technical supervision services for the Pre-Reunion, Rolex Monterey Motorsports Reunion, and the Porsche Rennsport Reunion 7 race events at WeatherTech® Raceway at Laguna Seca with a term beginning February 1, 2023, through October 31, 2023, for an amount not to exceed of $325,000;
b. Approve and authorize the Monterey County Laguna Seca Representative to execute up to three (3) future amendments to the Standard Agreement where the total amendments do not exceed ten percent (10%), or $32,500 of the agreement amount and do not significantly change the scope of work, subject to County Counsel approval.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Monterey County Laguna Seca Representative to execute a Standard Agreement between Historic Sportscar Racing II, a Limited Liability Corporation, and the County of Monterey for race direction and technical supervision services for the Pre-Reunion, Rolex Monterey Motorsports Reunion, and the Porsche Rennsport Reunion 7 race events at WeatherTech® Raceway at Laguna Seca with a term beginning February 1, 2023, through October 31, 2023, for an amount not to exceed of $325,000;
b. Approve and authorize the Monterey County Laguna Seca Representative to execute up to three (3) future amendments to the Standard Agreement where the total amendments do not exceed ten percent (10%), or $32,500 of the agreement amount and do not significantly change the scope of work, subject to County Counsel approval.
SUMMARY/DISCUSSION:
Historic Sportscar Racing II (HSR) is an automobile club and sanctioning body that supports historic racing in the United States. The County is responsible for HSR services and expenses as set forth in the executed Agreements between the County of Monterey and Rolex Watch USA, Inc. and Porsche Cars North America, Inc.
HSR was the sanctioning body for the 2021 and 2022 Rolex Monterey Motorsports Reunion and was selected as the sanctioning body for the 2023 Pre-Reunion (August 12-13), Rolex Monterey Motorsports Reunion (August 16-20), and Porsche Rennsport Reunion 7 (Sept. 28-Oct.1). HSR will be involved with the pre-planning and onsite management of track activities, including but not limited to technical inspections of the cars, driver’s conduct including all safety protocols and reporting required during the events, as well as a written recap at the conclusion of each event.
The proposed Standard Agreement (Agreement) term is February 1, 2023 through October 31, 2023, with a not to exceed sum of $325,000. The Agreement not to exceed sum includes Service Fees totaling $229,500; Insurance reimbursement not to exceed $9,000; Accommodation reimbursement not to exceed $74,200; Golf Cart allowance not to exceed $4,000; a maximum of fifteen (15) lunches per event day not to exceed $3,750; and Event Credentials for thirty (30) HSR team members for each event. Hotel rooms on the Monterey Peninsula and surrounding cities are at a premium during Monterey Car Week and the Porsche Rennsport Reunion 7. The government per diem is not achievable over high demand event dates. HSR shall provide three comparable quotes to justify the lowest rates possible were obtained for all events with their invoices.
Staff requests the Board of Supervisors approve the proposed Agreement (Attachment A) and authorize the Monterey County Laguna Seca Representative to execute the Agreement and up to three (3) future amendments where the total amendments do not exceed ten percent (10%) or $32,500 of the Agreement amount and do not significantly change the scope of work.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel and Auditor-Controller’s Office reviewed and approved the proposed Agreement as to form and fiscal provisions, respectively.
FINANCING:
The cost of the contracted services provided by HSR is not to exceed $325,000 for the term of the Agreement. Sufficient funding is available to cover potential fees in the Fiscal Year 2022-23 Approved Budget, Laguna Seca Recreation Area Fund 453, Budget Unit 8579, Appropriation Unit PFP067. Fiscal Year 2023-24 budget requests will include sufficient appropriations for the remaining term of the Agreement.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors Strategic Initiatives for Economic Development and Administration. Use of these services will assist in conducting quality events at Laguna Seca facilities. This, in turn, will generate revenue to sustain the park facility and promote economic development by attracting domestic and international visitor dollars that will stimulate the local economy.
X Economic Development
X Administration
Health & Human Services
Infrastructure
Public Safety
Prepared by: Dona Luna, Management Analyst III (831) 755-5455
Reviewed by: Bryan Flores, Chief of Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities, & Parks
Attachment is on file with the Clerk of the Board:
Attachmentt A-Proposed Standard Agreement with Historic Sportscar Racing II