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
Third Amendment to On-Call Right of Way Services 2021 Agreements
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Recommended Action:
Recommended action
Approve and authorize the Director of Sonoma County Public Infrastructure to execute Third Amendments to each of the existing On-Call Right of Way Services 2021 Agreements.
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Executive Summary:
Sonoma County Public Infrastructure (SPI) is requesting that the Board of Supervisors approve and authorize the Director of SPI to execute five, one-year, no-cost time extension Amendments for the existing On-Call Right of Way Services 2021 Agreements (“Agreements”) to allow time to complete existing right of way task orders that have been issued under these Agreements.
If approved, the Amendments would extend the term of the Agreements to December 7, 2026, with no change in the individual consultant, not-to-exceed contract amount of $500,000.
Discussion:
On December 7, 2021, the Board approved and authorized the Chair to execute five on-call agreements for right of way services, with a not-to-exceed amount of $500,000 per agreement, a term of three years, and an option to extend the agreements by one year. The five approved contracts were for the following consultants:
• Associated Right of Way Services
• Bender Rosenthal
• Overland Pacific and Cutler
• Paragon Partners
• Universal Field Services
On June 4, 2024, the Director of SPI executed First Amendments to each of the five Agreements. These amendments updated Exhibit A (Federal Requirements - FEMA Public Assistance) and Exhibit B (Federal Requirements - FHWA) to incorporate the most current Federal Emergency Management Agency (FEMA) and Federal Highway Administration (FHWA) grant requirements, ensuring continued compliance with federal funding standards.
On December 7, 2024, the Director of SPI executed one-year, no-cost Second Amendments, as authorized by the Board on December 7, 2021, extending the term of the Agreements to December 7, 2025.
SPI is requesting that the Board approve and authorize the Director of SPI to execute an additional, one-year, no-cost time extension for the five Agreements. During the term of the Agreements eleven task orders were awarded of which nine are still active, and this extension will provide adequate time to complete open task orders including the remaining, active right of way negotiations and acquisition efforts. In addition, the Amendments align with the Caltrans and Federal Highway Administration (FHWA) requirements, which limit the term of on-call agreements to a maximum of five years.
SPI will be issuing a Request for Qualifications (RFQ) for new, on-call right of way consulting services this year and will return to the Board for approval of the new Agreements in 2026.
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 2: Increase investment by 5% annually on preventive maintenance on all road infrastructure/facilities.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
12/7/2021 Item #35 On-Call Right of Way Agreements
Fiscal Summary
Narrative Explanation of Fiscal Impacts:
There is no direct fiscal impact from this Board Item as no additional task orders are being awarded at this time. Appropriations associated with the existing Task Orders are included in the FY 2025-26 Road Fund Adopted Budget. The Road Fund derives its funding from a variety of sources including: the State Highway Users Tax, SB1, Federal and State Grants, as well as contributions from Sonoma County’s General Fund.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Form of Agreement Amendment
Related Items “On File” with the Clerk of the Board:
None.