To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Heavy Equipment and Vehicle Maintenance and Repair Services Agreements
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Recommended Action:
Recommended action
Approve and authorize the Director of Sonoma County Public Infrastructure to execute eight (8) Professional Services Agreements, in a form approved by County Counsel, with the following qualified contractors: Peterson Tractor Company, Peterson Trucks, Inc., Belkorp Ag LLC, Fleetworks INC, Municipal Maintenance Equipment Inc., Nixon-Egli Equipment Company, RDO Equipment Company, and Uptime Fleet Services, Inc., to provide as needed heavy equipment and vehicle maintenance and repair services. The agreements will be for a three-year term with options to extend the agreements for up to two additional one-year periods, with an aggregate not-to-exceed amount for all eight contracts of $25,000,000.
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Executive Summary:
The Sonoma County Public Infrastructure Department (SPI) is requesting the Board approve and authorize the Director of SPI to execute eight (8) Professional Services Agreements with the following qualified contractors: Peterson Tractor Company, Peterson Trucks, Inc., Belkorp Ag LLC, Fleetworks INC, Municipal Maintenance Equipment Inc., Nixon-Egli Equipment Company, RDO Equipment Company, and Uptime Fleet Services, Inc. Each agreement is for an initial term of three years with the option of two, 1-year no-cost extensions. The aggregate not-to-exceed value for all eight agreements is $25,000,000.
If approved, the proposed agreements will provide as-needed maintenance and repair services for heavy construction equipment, vehicles, and transit buses. The agreements will ensure timely manufacturer-certified warranty service and specialized repairs that cannot always be performed at the County’s Fleet Facility due to certification, tooling, or capacity limitations. This will help maintain the County’s fleet and transit vehicles in operational condition, minimize equipment downtime, and support the uninterrupted delivery of County services.
Discussion:
Sonoma County Public Infrastructure (SPI) operates and maintains a fleet of heavy construction equipment, vehicles, and transit buses that are essential to supporting roadway maintenance, transportation infrastructure, and public transit services throughout unincorporated Sonoma County. SPI’s fleet includes various specialized vehicles and heavy equipment, including diesel pickup trucks, tractors, dump trucks, and buses. Equipment manufacturers include, but are not limited to, John Deere, Caterpillar, Leeboy, International, Tiger, Vermeer, Altec, Chevrolet, and Dodge.
While the County operates a Fleet Facility capable of performing many routine maintenance and repair activities, certain equipment and transit vehicles require manufacturer-certified warranty service, specialized diagnostic tools, or OEM-certified technicians that are not always available at the County facility. Additionally, operational demands and equipment downtime constraints may require the County to obtain maintenance or repair services from external contractors with specialized expertise.
Historically, repairs or maintenance that could not be completed by the County Fleet Department were performed on an as needed basis through a purchase order. Delays in service resulted in additional costs for equipment rental. Maintaining agreements for as needed work will help minimize delays and additional costs, ultimately providing more timely project delivery for County road projects.
To improve access to qualified service providers, SPI issued a Request for Proposals (RFP) on November 21, 2025, to solicit proposals from qualified contractors capable of providing heavy equipment and vehicle maintenance and repair services on an as-needed basis. Eight responses were received: Peterson Tractor Company, Peterson Trucks, Inc., Belkorp Ag LLC, Fleetworks INC, Municipal Maintenance Equipment Inc., Nixon-Egli Equipment Company, RDO Equipment Company, and Uptime Fleet Services, Inc.
Requested services may include, but are not limited to:
• Warranty and manufacturer-certified repairs
• Preventive maintenance and scheduled servicing
• Engine diagnostics, repair, and rebuilds
• Hydraulic, powertrain, and drivetrain repairs
• Transmission and differential repairs
• Electrical system repairs
• Brake system repair and maintenance
• Heating, cooling, and air conditioning system repairs
• Fuel system diagnostics and repairs
• Field service repairs at County job sites or operational locations
• Preventive maintenance inspections and reporting
SPI is requesting Board approval of eight agreements for as-needed heavy equipment maintenance and repair services. Each agreement will have an initial term of three years, with options for up to two one-year, no-cost extensions. The aggregate not-to-exceed amount for all eight agreements is $25,000,000.
If approved, the proposed agreements will be utilized on an as-needed basis, with work authorized via task orders. Each task order will define the specific scope of work, schedule, and cost. The proposed agreements have no guaranteed minimum or maximum amounts and will be used based on departmental and County needs.
Establishing the proposed agreements will have a direct impact on County operations and finances. By ensuring timely access to specialized maintenance and repairs, the County can keep its fleet and transit vehicles in good working condition, minimize equipment downtime, and avoid halting critical roadway maintenance, construction, or transit operations. Additionally, rapid service reduces the need to rent replacement equipment, which avoids unnecessary duplication of costs associated with both owning and renting equipment. This approach maximizes the value of the County’s fleet investment while supporting continuous, efficient, and safe operations.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
None
Fiscal Summary
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FY 25-26 Adopted |
FY 26-27 Projected |
FY 27-28 Projected |
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Narrative Explanation of Fiscal Impacts:
Appropriations for costs to be incurred under these Agreements will be available through Department Adopted Budgets and utilized only when the services are deemed necessary by Department management. Departments will be directly charged for services associated with department-owned vehicles; all other costs will be billed to Fleet and recharged to departments through the monthly billing process. Over the past two years, countywide costs for heavy equipment maintenance, repair, and related services have averaged $2,073,620. Increased capacity is anticipated to address inflationary impacts, aging fleet needs, and ongoing supply chain constraints affecting equipment replacement. The cap represents a maximum allowable amount, not a minimum spending requirement.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Professional Services Agreement - Draft
Related Items “On File” with the Clerk of the Board:
None