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
First Amendment to Agreement with City of Santa Rosa to Adjust City Utility Facilities in County Road Paving Projects.
End
Recommended Action:
Recommended action
Approve and authorize the Director of Sonoma County Public Infrastructure to execute a First Amendment to the Agreement with the City of Santa Rosa, for the County to perform adjustments of City utility facilities as part of County Road paving projects, with the City reimbursing the County for this work up to a new, not-to-exceed amount of $1,000,000.
end
Executive Summary:
Sonoma County Public Infrastructure (SPI) requests the Board of Supervisors approve and authorize the Director of Sonoma County Public Infrastructure to execute a first Amendment to the existing blanket agreement with the City of Santa Rosa for adjustments to City utility facilities as part of county road paving projects. If approved, this Amendment will increase the contract amount by $709,000, for a new total not-to exceed amount of $1,000,000.
Discussion:
The purpose of the agreement between the County of Sonoma and the City of Santa Rosa is to coordinate and streamline the adjustment of City-owned utility facilities located within County roads as part of the County’s Pavement Preservation Program (PPP). Each year, the Department of Public Infrastructure (SPI) undertakes numerous paving and road resurfacing projects to maintain and improve the County’s transportation network, as guided by the Long-Term Road Plan approved by the Board of Supervisors on October 28, 2014.
Some of the county roads include utilities that are owned and maintained by the City of Santa Rosa. These typically include utility vaults, manholes, and other appurtenances that must be adjusted to the new road grade when asphalt treatments are applied. Previously, these utility adjustments required separate, project-specific agreements between the County and the City, creating delays and additional administrative work.
To eliminate the need for annual standalone agreements and expedite construction timelines, a blanket agreement was approved by the Board on February 6, 2018, with a not-to-exceed amount of $291,000. This allowed the County to perform necessary utility adjustments on behalf of the City as part of County-managed road projects and to seek reimbursement in a consistent and timely manner.
The City of Santa Rosa staff contacted County staff on April 25, 2025 requesting an amendment to the existing contract, as the initial not-to-exceed amount of $291,000 is nearly exhausted. County staff collaborated with the City on the proposed amendment, which the City supports (pending City Council approval). The City anticipates bringing the amendment to Council for approval within the next couple months.
The amendment, which would increase the agreement by $709,000 (for a new total not-to-exceed amount of $1,000,000) is being recommended due to several key factors:
1. Increased Project Volume: The number of pavement preservation projects completed annually has grown as the County continues to implement its multi-decade road improvement strategy.
2. Rising Construction Costs: Material and labor costs for construction, particularly utility adjustment work, have increased significantly due to inflation and market changes.
3. Efficiency and Continuity: By expanding the agreement, SPI can continue to carry out road improvement projects without delay, and without the administrative burden of drafting new inter-agency agreements for each project.
This increase ensures SPI can continue its road preservation work efficiently, maintain positive interagency coordination, and avoid construction delays, while keeping up with the expanding scope and rising costs of infrastructure projects.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 3: Continue to invest in critical road, bridge, bicycle, and pedestrian infrastructure.
Objective: Objective 1: Continue to maintain road segments, including designated turnouts where feasible, increase efforts on vegetation removal and drainage features, and improve pavement conditions in neighborhoods.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
2/6/2018: Item #20, Blanket Agreement with City of Santa Rosa Approved by Board
Fiscal Summary
|
Expenditures |
FY25-26 Adopted |
FY26-27 Projected |
FY27-28 Projected |
|
Budgeted Expenses |
$79,000 |
$79,000 |
$79,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$79,000 |
$79,000 |
$79,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other (City of Santa Rosa) |
$79,000 |
$79,000 |
$79,000 |
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$79,000 |
$79,000 |
$79,000 |
Narrative Explanation of Fiscal Impacts:
Appropriations for expenses and revenues associated with this amendment are included in the annual Roads Capital (11051-34010103) Recommended Budget.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
First Amendment to Agreement with City of Santa Rosa
Related Items “On File” with the Clerk of the Board:
None.