To: Board of Directors, Sonoma County Water Agency, Occidental, Russian River, Sonoma Valley and South Park County Sanitation Districts and Board of Supervisors
Department or Agency Name(s): Sonoma County Water Agency, Occidental, Russian River, Sonoma Valley and South Park County Sanitation Districts and Department of Transportation and Public Works
Staff Name and Phone Number: Kevin Booker / 707-521-1865 and Johannes Hoevertsz / 707-565-2231
Vote Requirement: 2/3rd
Supervisorial District(s): First, Third and Fifth
Title:
Title
Utility Adjustment for the Pavement Preservation Program
End
Recommended Action:
Recommended action
In an ongoing effort to limit disruption to the public and make efficient use of funds by combining projects:
A) Authorize Sonoma County Water Agency’s General Manager acting on behalf of South Park County Sanitation District and Transportation and Public Works Department Head to execute an agreement with County of Sonoma through its Transportation and Public Works Department to enter into and receive funds under agreements for the adjustment of South Park County Sanitation District utilities being performed by Transportation and Public Works Department through June 30, 2020, in the not-to-exceed amount of $2,000. (Majority Vote Required) (Third District)
B) Authorize Sonoma County Water Agency’s General Manager acting on behalf of Sonoma Valley County Sanitation District and Transportation and Public Works Department Head to execute an agreement with County of Sonoma through its Transportation and Public Works Department to enter into and receive funds under agreements for the adjustment of Sonoma Valley County Sanitation District utilities being performed by Transportation and Public Works Department through June 30, 2020 in the not-to-exceed amount of $67,000. (Majority Vote Required) (First District)
C) Authorize Adjustments to the Board Adopted Budget for Fiscal Year 2019-2020 for the Sonoma Valley County Sanitation District Operations Fund in the Amount of $17,000 for Utility Adjustments for the Pavement Preservation Program.
(2/3rd Vote Required) (First, Third, and Fifth Districts)
end
Executive Summary:
The County of Sonoma Department of Transportation and Public Works (County) and Sonoma County Water Agency, Occidental, Russian River, Sonoma Valley, and South Park County Sanitation Districts (collectively “Sonoma Water”) routinely collaborate on various utility relocation and infrastructure maintenance and improvement projects. County and Sonoma Water seek to improve efficiency in combining projects to lessen costs and impact to the public. County and Sonoma Water request authorization to enter into the subject agreements and future agreements for construction-related services.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma County's Pavement Preservation Program is an ongoing effort to address the road rehabilitation and preservation needs and improve the quality of Sonoma County roads by administering large-scale pavement treatment projects.
Sonoma Water has identified necessary pavement preservation work and adjustments of sanitary sewer manholes and related appurtenances needed that are within Sonoma Water property and are within its jurisdiction. As an alternative to Sonoma Water performing the work at its own cost and expense, Sonoma Water will coordinate with County to combine work on these projects.
The County and Sonoma Water routinely collaborate on various utility relocation and infrastructure maintenance and improvement projects. County uses a long-term, network-level management approach designed to utilize limited funding as efficiently as possible.
The combined project areas were included in the County’s bid packages. County will take the lead in the bid process and will award the contracts to the lowest responsible bidders. Sonoma Water will fund the work for its respective portion of the costs.
SERVICES TO BE PERFORMED
Under the proposed agreements, County will adjust multiple sanitary sewer manhole structure frames and covers to accommodate the paving projects within unincorporated Sonoma Valley and unincorporated Santa Rosa as part of County’s Pavement Preservation Program in these areas. Sonoma Valley County Sanitation District and South Park County Sanitation District will reimburse the County for costs of the adjustment services.
The cost of services under the agreement between South Park County Sanitation District and County of Sonoma will not exceed $2,000; the term end date is June 30, 2020.
The cost of services under the agreement between Sonoma Valley County Sanitation District and County of Sonoma will not exceed $67,000; the term end date is June 30, 2020.
Prior Board Actions:
05/19/2019: 2019 Pavement Preservation Program - Full Depth Reclamation and Overlays Project awarded to low bidder Ghilotti Construction Company, Inc.
Fiscal Summary
|
Expenditures |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
|
Budgeted Expenses |
$52,000 |
|
|
|
Additional Appropriation Requested |
$17,000 |
|
|
|
Total Expenditures |
$69,000 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$52,000 |
|
|
|
Use of Fund Balance |
$17,000 |
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$69,000 |
|
|
Narrative Explanation of Fiscal Impacts:
South Park County Sanitation District budgeted amount of $2,000 is available from FY 2019/2020 appropriations for the Operations Fund. No additional appropriation is required.
Sonoma Valley County Sanitation District budgeted amount of $50,000 is available from FY 2019/2020 appropriations for the Operations Fund. Additional appropriations of $17,000 are required to process this expense. With Board approval of the attached budgetary resolution, FY 2019/2020 appropriations of $17,000 will be made in the Sonoma Valley County Sanitation District Operations Fund.
With Board approval of the requested additional appropriations the Sonoma Valley County Sanitation District Operations Fund ending fund balance is expected to be at or above target at year end consistent with prior years and will not be negatively impacted by this board item.
Upon Board approval of delegated authority, FY2020/2021 appropriations for future County and Sonoma Water collaborative construction related agreements, will be budgeted in the Occidental, Russian River, Sonoma Valley, and South Park County Sanitation Districts.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Resolution
Attachment 1: Agreement with County of Sonoma and South Park County Sanitation District for Utility Adjustments
Attachment 2: Agreement with County of Sonoma and Sonoma Valley County Sanitation District for Utility Adjustments
Related Items “On File” with the Clerk of the Board:
None