To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Grant Davis 707-547-1900, Alex Bodulow (707) 521-1823
Vote Requirement: Majority
Supervisorial District(s): Fifth
Title:
Title
Sea Ranch Asset Valuation
End
Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Carollo Engineers, Inc., in substantially the form presented to this Board, for Sea Ranch asset valuation services through July 30, 2027, in the not-to-exceed amount of $157,286.
end
Executive Summary:
Sonoma County Water Agency’s (Sonoma Water) Asset Management Program (AMP) was launched in 2018 to ensure the long-term reliability and cost-effectiveness of critical infrastructure such as water supply, wastewater, and flood control systems. The AMP shifts planning from reactive "ad hoc" planning to proactive maintenance to minimize life-cycle costs and prevent service failures. As part of the AMP, Sonoma Water seeks to conduct an asset valuation assessment of its Sea Ranch Sanitation Zone’s Sea Ranch North Treatment Plant and Sea Ranch Central Treatment Plant.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water provides high-quality drinking water to over 600,000 people in Sonoma and northern Marin counties, is responsible for maintaining over 150 miles of creeks and streams throughout Sonoma County to help reduce the risk of flooding, manages and operates eight different sanitation districts and zones for over 75,000 residents in unincorporated Sonoma County, and produces recycled water to offset potable water demands.
Sonoma Water has multiple systems for managing and maintaining asset information. Many of these systems are not electronically connected resulting in duplicate entries and information in multiple systems leading to incongruences.
Sonoma Water seeks to: reduce labor required for asset maintenance, record keeping, researching asset history, and reporting key performance indicators; ensure more comprehensive fiscal decision-making and regulatory compliance; provide justification for rate increases to the public; and support pertinent enterprise asset management functions.
Sonoma Water has established the AMP beginning with an AMP implementation plan (Phase 1), followed by a pilot project (Phase 2), and then execution of asset management business practices enterprise wide (Phase 3).
During Phase 3, the asset management framework will be applied to Sea Ranch Sanitation Zone, which includes Sea Ranch North Treatment Plant and Sea Ranch Central Treatment Plant.
To continue improving the AMP data associated with Sea Ranch North Treatment Plant and Sea Ranch Central Treatment Plant, this agreement will determine the valuation at both facilities. This data is a critical input to optimizing the life-cycle analysis at these facilities for the AMP.
SELECTION PROCESS
Carollo Engineers, Inc. (Consultant) was selected from a list of qualified consultants developed from a competitive selection process. Attached is a memo that explains the competitive selection process.
Consultant was chosen from the list to perform the work for this agreement because of its experience with similar public agencies and demonstrated understanding of Sonoma Water’s needs.
SERVICES TO BE PERFORMED
Under the proposed agreement, Consultant will provide asset valuation services for Sea Ranch Sanitation Zone’s Sea Ranch North Treatment Plant and Sea Ranch Central Treatment Plant. Specific tasks include reviewing the asset registry for currently owned assets at the treatment plants, calculating utility asset valuation, and preparing a technical memorandum.
The cost of services will not exceed $157,286; the term end date is July 30, 2027.
Through the proposed agreement, the General Manager will be delegated the authority to approve a written amendment to extend the term of the agreement for up to two additional years by providing written notice to the other party thirty days in advance of the term end date and by executing an agreement amendment.
County of Sonoma Strategic Plan Alignment:
N/A
Sonoma Water Strategic Plan Alignment
Goal: Planning and Infrastructure
Strategy: Implement the Computerized Maintenance Management System and Asset Management Program
Action: Complete the development of the Asset Management Program
Asset valuation for Sea Ranch Sanitation Zone’s Sea Ranch North Treatment Plant and Sea Ranch Central Treatment Plant brings Sonoma Water closer to its goal of completing the AMP.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
08/30/2022: Approved agreement between Sonoma Water and Carollo Engineers, Inc., for assistance developing Phase 3 of the Asset Management Program. Cost $1,100,000; term end June 30, 2024.
04/20/2021: Approved agreement between Sonoma Water and Carollo Engineers, Inc., for assistance developing Phase 2 of the Asset Management Program. Cost $692,360; term end April 30, 2022.
08/13/2019: Approved agreement between Sonoma Water and Carollo Engineers, Inc., for assistance developing Phase I of the Asset Management Program. Cost $689,500; term end March 31, 2021
Fiscal Summary
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Expenditures |
FY26-27 Adopted |
FY27-28 Projected |
FY28-29 Projected |
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Budgeted Expenses |
$91,286 |
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Additional Appropriation Requested |
$66,000 |
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Total Expenditures |
$157,286 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$157,286 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$157,286 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $91,286 is available from FY 2026/2027 for the Sea Ranch Sanitation Zone fund. Additional appropriations in the amount of $66,000 from the Sea Ranch Sanitation Zone Fund are required to process this expense. With board approval, unused appropriations in the amount of $66,000 will be rolled forward to FY 2026/2027 in Sonoma Water’s Q1 consolidated budget adjustments.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Agreement with Carollo Engineers, Inc.
Attachment 2: Competitive Selection Process Memo
Related Items “On File” with the Clerk of the Board:
None.