Healdsburg City Council
September 8, 2026

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Print Name
I warrant the LESSEE shown above and/or have the authority to contract as agent for LESSEE. I have read and understood the terms and conditions on the face and reverse of this contract, and have been offered or received instruction, and understand the safe operation and maintenance of the equipment listed above. POWER PLUS!, the Lessor, hereby rents to the undersigned Lessee, subject to the terms and conditions set forth both on the FACE and on the REVERSE side of this contract. SUBJECT EQUIPMENT OUT IN GOOD CONDITION.

LESSEE IS RESPONSIBLE FOR ALL GENERATOR DAMAGE AND REPAIR.

Customer Signature: Sign Date:

Customer PO: Estimated Total
Running Hours:

ACKNOWLEDGEMENT

CREDIT TERMS
Receipt of the above described equipment is hereby acknowledged. Payment is due upon receipt of invoice. An interest charge, on amount due 30 days and older, may be figured at a rate of 1.5% per month, which is annual rate of 18%. This interest charge may be applied to the previous balance after deducting current payment and/or credits which appear on the month-end statement. This charge may appear on your monthly statement.

Sales Person (ZACHARIAH KEEN)
Sales Person: ZACHARIAH KE Patrick Fuss Quote Date: Ordered By: 5/28/2026

A CERTIFICATE OF INSURANCE COVERING PROPERTY THEFT IS TO BE ON

FILE AT OUR OFFICE PRIOR TO OR AT THE TIME OF DELIVERY
G152435

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EQUIPMENT RENTAL CONTRACT TERMS AND CONDITIONS G152435
Customer Signature :______________________________ Date :______________________________

1.0 GENERAL AGREEMENT: These terms and conditions and the information described on the face hereof constitute the entire Equipment Rental Contract (hereinafter the “Contract”) between S.R. Bray LLC. dba PowerPlus (hereinafter the “Company”) and the customer named on the face hereof (hereinafter the “Customer”) with respect to the rental of the materials, products or equipment (hereinafter the “Equipment”) specified on the face hereof. No modification of, addition to, or waiver of any of these terms and conditions will be effective unless agreed to in writing by an officer of Company, and in no event shall such modification, addition or waiver affect any rights of Company accrued prior thereto. No course of prior dealings between the parties or usage of the trade shall be relevant to give particular meaning to, supplement or qualify any of these terms or conditions.

3.0 WARRANTIES AND DISCLAIMERS: THE PARTIES AGREE THAT THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AND ALL OTHER IMPLIED WARRANTIES ARE EXPRESSLY DISCLAIMED. THE PARTIES FURTHER AGREE THAT THERE ARE NO EXPRESS WARRANTIES, EXCEPT THOSE SPECIFICALLY ENUMERATED IN THIS PARAGRAPH. Company warrants that the Equipment is as described in this Contract, but no other express warranty is made concerning the Equipment. No statement of fact, promise, representation, affirmation, or other indication has been made with respect to the quality of the Equipment other than those that appear in this Contract. The description of the Equipment contained in this Contract is the sole basis for the agreement of the parties, and no statements or representations other than those embodied herein have been made or relied on. No agent, employee or representative of Company has any authority to bind Company to any affirmation, representation or warranty concerning the Equipment; and, unless an affirmation, representation or warranty made by an agent, employee or representative is specifically included within this Contract, it shall not be enforceable by Customer. Any descriptions or illustrations contained in Company’s catalogs, price lists, or other advertising matter are intended merely to present a general description of the Equipment and shall not form or become part of the basis of the bargain encompassed by this Contract, nor shall any descriptions or illustrations be construed as a warranty that the Equipment will conform to the description or illustration. Upon request, Company will endeavor to furnish such technical advice as it has available in reference to the use of the Equipment by Customer; it is expressly understood, however, that Company assumes no obligation or liability for the advice given or results obtained, all such advice being given and accepted at Customer’s risk.

Before using the Equipment, Customer shall determine the suitability of the Equipment for its intended use and Customer assumes all risk and liability whatsoever in connection therewith.

4.0 LIMITATIONS OF REMEDIES AND DAMAGES: IT IS AGREED THAT THE LIABILITY OF COMPANY, WHETHER AS A RESULT OF BREACH OF ANY WARRANTY, FAILURE TO TIMELY DELIVER EQUIPMENT, EQUIPMENT FAILURE OR MALFUNCTION, NEGLIGENCE OR OTHERWISE, SHALL BE LIMITED TO REPAIRING OR REPLACING THE NON-CONFORMING EQUIPMENT OR ANY PART THEREOF, OR, AT COMPANY’S OPTION, THE REPAYMENT TO THE CUSTOMER OF SUMS PAID BY CUSTOMER PURSUANT TO THIS CONTRACT UPON RETURN TO THE COMPANY OF THE NON-CONFORMING EQUIPMENT OR PART THEREOF. IT IS EXPRESSLY AGREED THAT CUSTOMER’S REMEDY, AS STATED ABOVE, SHALL BE EXCLUSIVE AND THAT UNDER NO CIRCUMSTANCES SHALL COMPANY BE LIABLE FOR ANY OTHER DAMAGES, INCLUDING DIRECT, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES.

5.0 INSPECTION BY CUSTOMER: Customer shall inspect the Equipment within five (5) days after receipt thereof.

Unless Customer, within that time, gives written notice to Company specifying any defect or other proper objection to the Equipment, Customer agrees that it shall be conclusively presumed, as between Company and Customer, that Customer has fully inspected the Equipment and acknowledged that the Equipment is in good condition and repair, and that Customer is satisfied with and has accepted the Equipment in such good condition and repair. Customer acknowledges that it has inspected all devises to be used in the towing/transport of the Equipment and accepts responsibility for the condition and proper use of same.

6.0 USE OF EQUIPMENT: Customer shall use the Equipment in a careful and proper manner, including the use of appropriate fuel, and shall not permit any Equipment to be operated or used in violation of any applicable federal, state, or local statute, law, ordinance, rule, or regulation relating to the possession, use, or maintenance of the Equipment. Customer agrees to reimburse Company in full for all damage to the Equipment arising from any misuse or negligent act by Customer, its employees or its agents. Customer will indemnify and hold Company harmless from any and all liabilities, fines, forfeitures, or penalties for violations of any statute, law, ordinance, rule, or regulation of any duly constituted public authority related to Customer’s involvement with the Equipment.

7.0 MAINTENANCE, REPAIRS AND ALTERNATIONS: Customer shall assume all obligation and liability with respect to the possession of the Equipment, and for its proper use, operation, condition, and storage during the term of this Contract.

Customer shall, at Customer’s own expense, maintain the equipment in good mechanical condition and running order, allowing for reasonable wear and tear. Customer shall not make or cause to be made any repairs to the Equipment without the express approval of Company. Customer further agrees that it will not make or cause to be made any alternation or modification to the Equipment, including but not limited to the attachment of any sign, advertisement or other notice identifying Customer as the owner of the Equipment.

8.0 COMPANY’S RIGHT TO INSPECT: Company, at its sole discretion and for the purpose of inspection, shall have the right to enter Customer’s premises where the Equipment is located or used (during Customer’s regular business hours) or to enter any premises where the Equipment is located (without any resultant liability therefrom). If any Equipment covered by this Contract is not being properly maintained in the sole opinion of Company, Company shall have the right, but not the obligation, to have it repaired or maintained at a service facility at the expense of Customer. If, upon inspection, Company determines that the Equipment is being misused by Customer, Company may take immediate possession thereof and all rights to possession or use of the Equipment by Customer hereunder shall be forfeited.

2.0 OWNERSHIP: This Contract constitutes a lease or bailment of the Equipment and not a sale or the creation of a security interest. Customer shall not have, or at any time acquire, any right, title, or interest in the Equipment except the right to possession and use as provided for in this Contract. Company shall at all times be the sole owner of the Equipment.

9.0 RETURN OF EQUIPMENT ON EXPIRATION: Upon the expiration date of this Contract, Customer shall return the Equipment to Company, together with all accessories, free from all damage and in the same condition and appearance as when received by Customer, allowing for ordinary wear and tear. Customer shall be responsible to pay for the actual cost of repair (or if necessary replacement cost) for any damage to the Equipment. If Customer fails or refuses to return the Equipment to Company, Company shall have the right to take possession of the Equipment and for that purpose, to enter any premises where the Equipment is located without being liable in any suit, action, defense, or other proceedings to Customer.

10.0 LIENS: Customer shall not pledge, encumber or create a security interest in, or permit any lien to become effective on any Equipment. If any of these events take place, Customer shall be deemed to be in default, at the option of Company. Customer shall promptly notify Company of any liens, charges, or other encumbrances against the Equipment of which Customer has knowledge. Customer shall promptly pay or satisfy any obligation from which any lien or encumbrance arises, and shall otherwise keep the Equipment and all right, title and interest, free and clear of all liens, charges and encumbrances. Customer shall deliver to Company appropriate satisfactions, waivers, or evidence of payment.

11.0 INSURANCE: Customer agrees, at its own cost, to obtain and maintain in full force and effect liability insurance, including bodily injury and property damage/loss liability coverage, with respect to the Equipment, insuring the interest of Customer, Company and their authorized agents and employees. The commercial general liability policy shall be for primary coverage and shall have limits of no less than $1,000,000 per occurrence, $2,000,000 general aggregate, and $2,000,000 products aggregate. In addition, a pollution policy is required with limits of no less than $2,000,000 per claim. Customer shall cause its insurer to furnish to Company, no less than five (5) days prior to the date on which the Equipment is delivered to Customer, a certificate evidencing the required coverage.

The policy shall provide that the insurer shall not cancel or materially modify the insurance except on thirty- (30) day’s advance written notice to Company. If Customer fails to procure, maintain or renew such insurance, the Company may, but is not obligated to, obtain insurance for Customer, at Customer’s expense, without prejudice to any other rights that Company may have. IIn addition, customer shall provide insurance coverage for all risks including but not limited to floods, fire, theft, and collision at Customer's own cost naming Company as additional insured.

12.0 INDEMNIFICATION AND LIABILITY: Customer assumes all risk and liability for the loss of or damage to the Equipment, for the injury to or death to any person or property of another and for all other risks and liability arising from the use, operation, condition, possession, or storage of the Equipment.

Nothing in this Contract shall authorize Customer or any other person to operate any of the Equipment so as to impose any liability or other obligation on Company. Customer shall indemnify, defend and hold harmless Company, its agents, and employees from all claims, loss, or damage Company may sustain or suffer for any reasons including the following:
(a) The loss of or damage to any of the Equipment for any cause; (b) The injury to or death of any person including but not limited to agents or employees of Customer; or
(c) Damage to any property arising from the use, possession, selection, delivery, return, condition, or operation of the Equipment.

13.0 ACCIDENT, LOSS OF EQUIPMENT OR DAMAGE TO EQUIPMENT: If any Equipment covered by this Contract is damaged, lost, stolen or destroyed, or if any person is injured or dies, or if any property is damaged as a result of the operation, use, maintenance, or possession of the Equipment, Customer shall promptly notify Company of the occurrence, and shall file all necessary accident reports, including those required by law and those required by insurers of the Equipment. Customer, its employees, and agents shall cooperate fully with Company and all insurers providing the insurance under this Contract in the investigation and defense of any and all claims or suits. Customer shall promptly delivery to Company any and all papers, notices, and documents served on or delivered to Customer, its employees or its agents in connection with any claim, suit, action, or proceeding at law or in equity commenced or threatened against Customer, Company, or both concerning the Equipment. If any Equipment becomes lost, stolen, destroyed, or damaged beyond repair, Customer shall pay Company the “Stipulated Loss Value” as set forth on the front of the contract, less any net proceeds of insurance for the Equipment received by Company. Upon payment, this Contract shall terminate with respect to that item of Equipment and Customer shall become entitled to the Equipment on an “as-is-where-is” basis, without warranty, express or implied, for any matter whatsoever.

14.0 ACTIONS CONSTITUTING DEFAULT: Company may, at its option, by written notice to Customer, declare Customer in default on the occurrence of any of the following:
(a) Failure by Customer to make timely payments or perform any of its obligations under this Contract; (b) Institution by or against Customer of any proceeding in bankruptcy or insolvency, or the reorganization of Customer under any law, or the appointment of a receiver or trustee for the goods and chattels of Customer, or any assignment by Customer for the benefit of creditors; (c) Expiration or cancellation of any insurance policy to be paid for by Customer as provided under the terms of this Contract; or
(d) Involuntary transfer of Customer’s interest in this Contract by operation of law.

15.0 RIGHTS, REMEDIES AND OBLIGATIONS ON DEFAULT: After the default of Customer, and on notice from Company that Customer is in default, Company shall have the following options:
(a) To terminate this Contract and Customer’s rights hereunder; (b) To declare the balance of all unpaid rent and all other charges of any kind required of Customer under the Contract to be due and payable immediately, in which event Company shall be entitled to the balance due together with interest at the maximum rate allowed by law from the date of notification of default to the date of payment; and/or (c) To repossess the Equipment without legal process, free of all rights of Customer in and to the Equipment. Customer authorizes Company or Company’s agent to enter on any premises where the Equipment is located and repossess and remove it. Customer specifically waives any right of action Customer might otherwise have arising out of the entry and repossession, and releases Company of any claim for trespass or damage caused by reason of the entry, repossession or removal.

After default, Customer shall reimburse Company for all reasonable expenses of repossession and enforcement of Company’s rights and remedies (including but not limited to attorneys’ fees and costs), together with interest at the maximum rate allowed by law from the date of payment of the expenses.

Notwithstanding any other provisions of this Contract, if Company utilizes an attorney in connection with preserving its rights hereunder, Customer agrees to reimburse Company for all reasonable attorney’s

16.0 SEVERABILITY: If any part of this Contract is held by an arbitrator or a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions shall remain in full force and effect and shall in no way be affected, impaired, or invalidated.

19.0 NOTIFICATION: Any notice, demand or request required or permitted to be given hereunder shall be in writing and shall be deemed effective forty-eight (48) hours after having been deposited in the United States mail, postage prepaid, registered or certified, and addressed to the addressee at its regular place of business. Any party may change its address for the purposes of this Contract by written notice given in accordance herewith.

17.0 GOVERNING LAW: This Contract shall be governed by and shall be construed according to the laws of the State of California.

18.0 NON-ASSIGNMENT: This Contract and the rights and obligations created hereunder may not be assigned by Customer without the consent of Company.

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CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: September 8, 2026
SUBJECT: Annual Update to the City’s Utility Wildfire Mitigation Plan PREPARED BY: April Mitts, Assistant City Manager
STRATEGIC INITIATIVE(S):

Maintain and Improve Infrastructure and Facilities
RECOMMENDED ACTION(S):

Adopt a Resolution approving the 2026 Utility Wildfire Mitigation Plan (WMP) and verifying the WMP’s compliance with State codes.

COMMUNITY ENGAGEMENT/OUTREACH:

The City’s currently adopted and approved Utility Wildfire Mitigation Plan (WMP) is posted on the City’s website along with other information regarding wildfire preparedness.

BACKGROUND:

The City owns and operates an electric distribution system for the benefit of the community. In doing so, the primary goals of the City’s Electric Department are safety, reliability, and reasonable electricity rates. Given the recent and catastrophic wildfires in California, the State Legislature passed Senate Bill (“SB”) 901 (Dodd) in September 2018. SB 901 amends sections of the State code.

DISCUSSION/ANALYSIS:

In compliance with State code, the City reviewed and updated the 2025 WMP and created the 2026 WMP in consultation with NV5 consultants. The 2026 WMP is consistent with past WMPs and includes some specific topics to lower the risk of utility-caused wildfires. As required by law, the WMP considers a range of topics to mitigate the potential threat of wildfires ignited by utility equipment. The areas of consideration are intended to help guide the development of various utility programs, standards, policies, and procedures that when implemented have a measurable effect at lowering the risk of utility-caused wildfires. The WMP is iterative by design, and the annual updates allow for the incorporation of new and evolving utility best practices.

There are several specific sections required to be considered and/or addressed to mitigate utilitycaused wildfires. These items include the following:

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A. Wildfire Mitigation Plan areas of responsibility
B. Objective of the Wildfire Mitigation Plan
C. Overview of preventative strategies and programs
D. Key performance metrics
E. Previous metrics related to wildfire
F. Disabling reclosers & de-energization
G. Customer notification procedures
H. Vegetation Management Program
I. Wildfire Inspection Program
J. Wildfire risks
K. Identification of areas of higher risk
L. Methodology for identifying enterprise-wide safety and wildfire risks M. Process for restoring power after de-energization
N. Wildfire process and procedure
Included with the first WMP, the City developed five metrics to track and evaluate the effectiveness of the WMP. These measures included ignition caused by utility equipment, inspection records and maintenance, vegetation maintenance, overhead equipment failures, and outage response time. The 2026 WMP provides a list of metrics and describes the outcomes of the City’s efforts to reduce wildfires. The table below summarizes this discussion.

METRIC OUTCOME
1: Ignition Caused by Utility
Equipment
During the 2025 calendar year there were no known vegetation ignitions.
2: Inspection Records &
Maintenance
All inspections were completed prior to July 2025 with priority maintenance being completed within three months of the
inspections.
3: Vegetation Maintenance The City’s tree contractor completed, and City staff confirmed clearance of the annual trimming before June 30, 2025. One vegetation related primary outages occurred within calendar year 2025, versus one vegetation outage in the previous year.

The decrease in 2024 and 2025 compared to 2023 is largely attributed to fewer winter storms of 2024-25 versus the winter of 2023.
4: Overhead Equipment
Failures
Three equipment failures resulting in outages from the
transformer level up to primary level outages occurred during calendar year 2025. It is noted that, again in 2025, several failures of Fault Tamer fuse links occurred but they only impacted individual transformers and not the primary system.

These failures appear to be a result of manufacturing defects.

City staff continue to monitor fuse links for additional failures.

One of the equipment failures was from a failed 4-way junction.

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5: Outage Response Time Response time (time to first switching operation) for primary level outages ranged from 15 to 210 minutes with an average response time of 69 minutes. In 2025, the wider range of response time is due to several outages occurring after-hours or during stormy weather which necessitated crew callouts. In 2025, the average response time increased from the previous year due to a higher frequency of unplanned incidents occurring outside of normal staffing hours. Consideration of pre-staging Qualified Electrical Workers ahead of significant fire-weather is warranted.
6: System Reliability Indices The inclusion of systemwide reliability indices allows the tracking of: the total number of unplanned primary outages per year, the System Average Interruption Duration Index (SAIDI), and the System Average Interruption Frequency Index (SAIFI).

A more reliable system (lower numbers) will have fewer
outages and therefore fewer instances of arcing (faults) that could spark a wildfire. The data below is for unplanned primary level outages throughout the City’s distribution system, including major events. Transmission and secondary level outages are excluded from this data. Calendar year 2025’s number of outages remained at five for the year with one tree related outage during a winter storm event. In 2025, one large outage, affecting 87 customers, occurred due to a tree falling into a primary line. This single outage represented over 85% of total customer outage minutes during calendar year 2025.

Similarly to previous years, the lack of reclosing and
requirement to thoroughly patrol the high-voltage lines prior to re-energizing increased the duration of outage. Overall, 2025 reliability indices improved significantly from the previous year, reflecting a highly reliable system with minimal customer impacts.

The 2026 WMP is attached with this staff report as Exhibit A to the Resolution. The WMP includes procedures such as blocking of reclosing devices during red-flag warnings, installation and use of fire safe equipment (CAL-FIRE approved), plans to de-energize certain areas of the City’s electric system, should the need arise during periods of low humidity and abnormally high winds, and the need to increase the amount of undergrounding within the fire-threat areas.

Completion of the 2026 WMP and adoption during a regularly scheduled public meeting complies with the requirement of the State’s code. On an annual basis the WMP will continue to be reviewed and revised as necessary to improve upon the City’s ability to mitigate the risk of utility caused wildfires. Additionally, if staff determines the need to implement new procedures or methods to reduce the risk of utility caused wildfires those procedures and methods will be implemented prior Item 6.e
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to the next annual review.

ENVIRONMENTAL STEWARDSHIP:

By their nature, uncontrolled wildfires release an immense amount of greenhouse gases (“GHG”) into the atmosphere. The WMP is intended to reduce the risk of wildfires and therefore will have a positive impact upon the environment by lessening the potential of wildfire and associated GHG emissions.

ALTERNATIVES:

The City Council could choose not to approve the WMP and provide further direction to staff.

FISCAL IMPACT:

The City incurred $17,500 in costs from NV5 for the update of the WMP. No additional budget appropriations are necessary for the recommended actions. Programs and staffing identified within the WMP are already contemplated by the Electric Fund’s approved and proposed budgets. If new capital improvement projects or policies are required, staff will bring those projects and policies back to City Council at a later date.

ENVIRONMENTAL ANALYSIS:

Pursuant to California Environmental Quality Act (“CEQA”) and Title 14, the California Code of Regulations, Section 15378(b) (2), continued administrative actions do not qualify as a “Project”.

Therefore, no further CEQA or environmental review is required.

ATTACHMENT(S):

Resolution
Utility Wildfire Mitigation Plan
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CITY OF HEALDSBURG
RESOLUTION NO. __-2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING THE 2026 UTILITY WILDFIRE
MITIGATION PLAN (WMP) AND VERIFYING THE WMP’S

COMPLIANCE WITH STATE CODES
WHEREAS, the City of Healdsburg owns and operates a local publicly owned electric utility; and
WHEREAS, in recent years several catastrophic wildfires within Northern California have had a significant and negative impact on the people of California; and WHEREAS, in response to these wildfires, the State Legislature passed Senate Bill 901 (SB901) which, among other things, amended Public Utility Code (PUC) 8387; and WHEREAS, the amended PUC requires publicly owned electric utilities, on an annual basis, to develop utility wildfire mitigation plans with the intent of reducing the risk of utility caused wildfires; and
WHEREAS, staff completed the City’s 2026 Utility Wildfire Mitigation Plan (“WMP”) and Council considered the WPM on September 8, 2026, during a regularly scheduled public meeting; and
WHEREAS, continued administrative actions do not constitute a project under California Environmental Quality Act (“CEQA”) guidelines and are therefore exempt from further environmental review.

NOW, THEREFORE, BE IT RESOLVED, the City Council of the City of Healdsburg does hereby:

1. Find that continued administrative actions are exempt from CEQA and no further environmental review is required.

2. Approve the 2026 Utility Wildfire Mitigation Plan (WMP) attached as Exhibit A and verify the plan complies with all applicable rules, regulations, and standards.

PASSED, APPROVED AND ADOPTED, by the City Council of the City of Healdsburg, this 8th day of September 2026, by the following vote:

SO ORDERED: ATTEST:
__________________________________ ___________________________________ J. Chris Herrod, Mayor Raina Allan, City Clerk
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UTILITY WILDFIRE

MITIGATION PLAN
(REVISED FOR CALENDAR YEAR 2026)
Healdsburg Electric Department

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2 Table of Contents
Executive Summary.......................................................................................................................................4 Wildfire Policy Statement..............................................................................................................................5 Purpose of Wildfire Mitigation Plan..............................................................................................................5 Wildfire Mitigation Plan Components (PUC Section 8387) .........................................................................6 Wildfire Mitigation Plan Areas of responsibility [PUC-8387 (b)(2)(A)]..................................................6 Objective of the Wildfire Mitigation Plan [PUC-8387 (b)(2)(B)].............................................................6 Overview of Preventative Strategies and Programs [PUC-8387 (b)(2)(C)]..............................................7 Key Performance Metrics [PUC-8387 (b)(2)(D)]....................................................................................10 Previous metrics related to wildfire [PUC-8387 (b)(2)(E)].....................................................................11 Disabling Reclosers & De-Energization [PUC-8387 (b)(2)(F)]..............................................................15 Customer Notification Procedures [PUC-8387 (b)(2)(G)] ......................................................................15 Vegetation Management Program [PUC-8387 (b)(2)(H)].......................................................................16 Wildfire Inspection Program [PUC-8387 (b)(2)(I)] ................................................................................17 Wildfire Risks [PUC-8387 (b)(2)(J)].......................................................................................................17 Identification of Areas of Higher Risk [PUC-8387 (b)(2)(K)]................................................................19 Methodology for Identifying Enterprise-Wide Safety and Wildfire Risks [PUC-8387 (b)(2)(L)] .........20 Process for restoring power after de-energization [PUC-8387 (b)(2)(M)]..............................................20 Wildfire Process & Procedure [PUC-8387 (b)(2)(N)].............................................................................21 APPENDIX A – HEALDSBURG’S HIGHER FIRE THREAT DISTRICT (CPUC APPROVED 8/19/2021)....................................................................................................................................................22 APPENDIX B – LOCAL WILDFIRE HISTORY ......................................................................................23 APPENDIX C – DISTRIBUTION LINES WITHIN FIRE THREAT AREAS..........................................24 APPENDIX D – AREAS LIKELY TO BE IMPACTED BY PSPS...........................................................25 Item 6.e
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3 List of Tables
Table 1: Ignition Caused by Utility Equipment...........................................................................................12 Table 2: Inspection Records & Maintenance...............................................................................................12 Table 3: Vegetation Maintenance ................................................................................................................13 Table 4: Overhead Equipment Failures .......................................................................................................13 Table 5: Primary Level Outage Response Time ..........................................................................................14 Table 6: System Reliability..........................................................................................................................14 List of Figures
Figure 1: City of Healdsburg Organizational Structure
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4 Executive Summary
Established in 1899, Healdsburg’s Electric Department has and continues a historical trend of providing safe, reliable, and affordable electric service to Healdsburg’s residents and businesses.

Healdsburg’s Electric Department is owned by the community and governed by Healdsburg’s City Council. This arrangement provides direct local control of the operation and management of the City’s electric utility, resulting in utility services that are responsive to community needs and priorities.

The risk of wildfire continues to be a top concern for the entire state of California. The increased risk of devastating wildfires coupled with increased housing within and adjacent to wildland urban interfaces (WUI) requires the City’s electric utility to continually rethink past operational procedures, construction standards, and develop new ways to improve upon Healdsburg’s record of safe and reliable electric service.

In response to an increasing number of devastating wildfires, Public Utility Code (PUC) 8387 requires publicly owned utilities, such as Healdsburg, to annually prepare and present a utility wildfire mitigation plan (WMP). Through the WMP, publicly owned utilities can track and monitor construction, maintenance, and operational practices that reduce the risk of utility caused wildfires.

As required by PUC 8387 each WMP includes several key components that are foundational to reducing the risk of utility caused wildfires including developing plans to contact critical customers such as police, fire, hospitals, and communication service providers. The WMP also measures past performance through key indicators to identify and correct deficiencies of the WMP, construction practices, and/or operating procedures.

This document is the City of Healdsburg’s utility wildfire mitigation plan and provides City staff with a guideline to implement and track efforts intended to reduce utility caused wildfires. The WMP is not a comprehensive study of the mitigation of wildfires in general, a study of climate change, nor is this plan to respond to and recover from the impacts of wildfires upon electric infrastructures. Those focused studies are left for other bodies of work to allow this document to serve its intent and focus on the mitigation of utility caused wildfires.

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5 Wildfire Policy Statement
It shall be the policy of the City Council of the City of Healdsburg and Healdsburg’s Electric Department to construct, maintain, and operate electrical lines and equipment within high fire threat areas in a manner that reduces the risk of utility caused wildfires while maintaining a high level of system reliability.

Purpose of Wildfire Mitigation Plan
The City of Healdsburg’s electric service area includes areas considered to be of a high fire threat as identified by the CPUC High Fire Threat Districts (HFTD) and CalFire’s Fire Hazard Severity Zones (FHSZ). CalFire’s FHSZ map sets the boundary for Healdsburg’s Wildland Urban Interface (WUI) and are generally described as the areas on and around Fitch Mountain, the Healdsburg Ridge, and the northernmost portions of the City’s service territory. CalFire’s recent update of FHSZ has identified additional risk areas just outside of Healdsburg, but containing powerlines owned and operated by the City: near the Corporation Yard, Magnolia Lift Station, and the Water Reclamation Facility. Although the CPUC has not updated the HFTD and the obligations for Publicly Owned Utilities, City staff will use CalFire’s updated FHSZ maps to inform decisions on construction and operations for Healdsburg’s electric system.

The CPUC defined HFTD and CalFire’s FHSZ cover roughly one-third of the City’s entire service territory. Within this area, the City owns and operates roughly 21 miles of underground primary conductor and seven miles of overhead primary conductor. Line protection devices that protect overhead and underground primary lines in this area include three feeder breakers, five linereclosers, and numerous fused cutouts.

The City’s Electric Department takes appropriate actions to help City electric customers prevent and respond to the increasing risk of wildfires. In its role as a public agency, Healdsburg closely coordinates with other local safety and emergency officials to help protect against fires and respond to emergencies. In its role as a utility, Healdsburg follows applicable design, construction, operation, and maintenance requirements to reduce risks associated with its electric system. This Wildfire Mitigation Plan describes the safety and operational measures Healdsburg follows to reduce the risk of utility caused wildfires. To be clear, the WMP is not intended to be a final set of directions for the City’s Electric Department staff. The intent of this document is to create a framework for ever-improving policies, procedures, and metrics that lower the risk of utility caused wildfires. Over time, and as warranted, the WMP’s policies and procedures will be reviewed, updated, and incorporated into this document with the goal of implementing effective and responsible wildfire mitigation measures that best fit Healdsburg’s needs.

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6 Wildfire Mitigation Plan Components (PUC Section 8387) The City’s utility Wildfire Mitigation Plan (WMP or “Plan”) is organized consistent with the listed consideration of the PUC 8387. Areas of consideration are shown below and are used to develop the key elements that frame the City’s Plan.

Wildfire Mitigation Plan Areas of Responsibility [PUC-8387 (b)(2)(A)] The City’s Electric Department is governed by Healdsburg’s City Council, managed by Healdsburg’s City Manager and Electric Director with day-to-day operations handled by the City’s Electric Operations Superintendent.

Figure 1: City of Healdsburg Organizational Structure
The City Council is the governing body for the City of Healdsburg and Healdsburg’s Electric Department, approving utility policies and utility expenditures such as wildfire mitigation efforts.

The Wildfire Mitigation Plan is implemented by the City’s Electric Operations Superintendent with oversight provided by the Electric Director and City Manager. Due to the small size of Healdsburg’s Electric Department, the Electric Operations Superintendent is responsible for the implementation of many aspects of the plan (inspections, tree trimming, SOPs, etc.). To implement the WMP, the Superintendent relies on his experience and knowledge of the electrical system as well as the Qualified Electrical Workers who report to him.

Objective of the Wildfire Mitigation Plan [PUC-8387 (b)(2)(B)] The main objective of the Plan is to reduce the risk of utility caused wildfires. To achieve this objective, various industry best practices, policies, procedures, and system improvements are reviewed and implemented if they are applicable to the Healdsburg community and Healdsburg’s electric distribution system. Additionally, the WMP is intended to track the progress and effectiveness of past practices implemented by previous versions of the WMP. This selfassessment is critical to ensure that the actions of the WMP achieve the intended goal of reducing utility caused wildfires. Healdsburg’s Electric Department staff will assess the merits of the WMP and modifications based upon new information and applicable utility best practices. A key objective of the WMP is to annually identify cost-effective measures that produce the same or improved results in reducing wildfire risk.

Healdsburg City Council
(five member body)
City Manager
Electric Director
Electric Operations
Superintendent
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7 Overview of Preventative Strategies and Programs [PUC-8387 (b)(2)(C)] New and existing strategies and programs will be used to mitigate the risk and impact of utility caused wildfires. These programs rely heavily on adequate staffing levels to implement new construction standards, perform prudent and timely maintenance, and/or complete pro-active replacement of targeted utility equipment. Healdsburg’s primary strategies and programs are listed below and are discussed further throughout this document.

Vegetation Management – The City’s existing vegetation management program (tree trimming) follows the CPUC’s General Order 95 (GO95) requirements for vegetation clearance from electric powerlines. Through the WMP, the existing vegetation management program will be continually reassessed and enhanced where needed to further mitigate utility wildfire risk. Specifics of the City’s vegetation management program are discussed further within this document.

Public Education and Notification – Public education and notification are key components of the Plan. The Plan identifies how the City informs and notifies the public on the wildfire plan and prepares the public for potential de-energizations (Public Safety Power Shutoffs) of portions of or the entire electric system.

Situational Awareness – Situational awareness allows City staff to be informed of the status of the City’s electric infrastructure and weather conditions conducive to wildfires. City staff monitor National Weather Service forecasts, Fire Weather Watches, Red Flag Warnings, and other available weather and situational awareness resources while continuing to rely on field observations from the Electric Operations Superintendent, Qualified Electrical Workers, and other City staff. Starting in 2022, City staff enhanced recloser controls with remote indication and control to monitor system status. In addition to the Electric Department’s remote indication and control, Qualified Electrical Workers patrol the City electric system in compliance with General Order 165 (GO165).

Routine Inspections – To ensure the City’s electric system remains in good condition, the City follows GO165. These routine inspections help ensure that necessary repairs or replacements are identified and corrected in a timely manner. Needed repairs within the fire area will be prioritized and moved up in the Electric Department’s work schedule. The Electric Department’s Preventative Maintenance and Inspection Program guides staff in the assessment of City electric facilities and will be continually reviewed and revised to incorporate utility best practices.

System Hardening – At the time of reconstruction, the City constructs overhead facilities to meet or exceed CPUC General Order 95 (GO95). Following or exceeding current GO95 standards helps to ensure that the City’s facilities are safe and reliable. Specifically, the City increases pole strength requirements beyond those required by CPUC’s GO95 safety factors (safety factor of 3.0 for existing poles and 4.4 for new/replacement poles). In addition to the Item 6.e
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8 increased pole strength, the City has proactively replaced weaker copper from all primary conductors within the FHSZ zones to lessen the risk of overhead conductors falling during wind events.

Increased Overhead Conductor Spacing – Overhead conductors can increase the risk of utility caused wildfire. To mitigate that risk, in 2018 Healdsburg staff spoke with a provider supplying covered overhead conductor to assess the value of installing covered conductor in areas of higher fire risk. In that review, the City found that covered conductors are heavier requiring stronger and larger diameter wood utility poles, are subject to the same preventative tree trimming/removal requirements, and that if tree wire falls to the ground line-protection devices may not trip (de-energize) the line in an expedient manner. The City evaluated existing conductor spacing and increased it by keeping the center phase at pole top and dropping the cross arm by two feet to increase spacing to the outer phases. As such, the Electric Department will continue its policy of increasing conductor spacing and increased tree trimming requirements per Vegetation Management Program described in this Plan. Increased tree clearance and increasing the spacing between overhead wires is a best practice to reduce tree caused power outages. To further prevent wildfire and power outages, the City uses covered jumpers, wildlife guards, and other protective coverings at equipment locations. These coverings minimize wildlife and tree caused outages at equipment locations where conductors and equipment lead-wires have less spacing.

Use of Non-Expulsion Fuses – The use of non-expulsion fuses can reduce the risk of utility caused wildfire by significantly reducing sparks created when a fuse operates (blows). City staff have replaced legacy expulsion fuses within the HFTD with non-expulsion fuses. Thirtytwo (32) fuses were replaced in 2021, and seven fuses were replaced in 2022. New construction within the HFTD will use non-expulsion fuses. With the expansion of CalFire’s FHSZ maps, City staff will evaluate the need for additional replacement of existing expulsion fuses with non-expulsion.

Elimination of Split Bolt Connectors – The use of split bolt connectors creates system reliability issues and can be an ignition source for wildfires. To mitigate this risk, the City has prohibited the use of split bolt connectors throughout the City’s electric system and actively removed five split bolt connectors by 2021 found within high fire threat areas.

CAL FIRE Approved Lightning Arrestors – Lightning arrestors are used to limit the damage caused by lightning strikes to or near utility equipment. While a lightning arrestor can protect conductors and equipment many times over, in some cases a lightning arrestor will catastrophically fail emitting sparks. To limit the risk of these sparks igniting a wildfire, in 2021, the City replaced thirty-two (32) existing lightning arresters with CAL FIRE approved lightning arrestors within high fire treat areas. Future installations and replacements will be CAL FIRE approved lightning arrestors. As with replacement of expulsion fuses noted above, staff will evaluate the expanded areas of CalFire’s FHSZ maps.

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9 Operational Procedures – The safe operation of the City’s electric system helps lessen the risk of utility caused wildfires. During Red Flag Warnings (periods of forecasted high winds and low humidity) and other periods of elevated wildfire risk, the Electric Department implements operational changes to reduce ignition potential. These measures include adjusting system protection settings, increasing system patrols and inspections, evaluating staffing needs, limiting non-essential work in high fire-risk areas, and equipping field crews with wildland fire suppression equipment. Additionally, the City has other preventative measures such as regular vegetation management and increased inspections to help lessen the risk of utility caused wildfires. Operational procedures are reviewed and updated as industry best practices evolve.

Capital Improvements – As identified by the Electric Director and department staff, capital improvements will be recommended through the City’s 5-year Capital Improvement Program (CIP) and other budgeting processes. This budgeting process occurs at least once every two years, but new projects can be presented to the City Council sooner if required.

Recommendations for system wildfire mitigation measures will be based upon their ability to reduce wildfire risk in a cost-effective manner. Past projects have included reconductoring to remove weak #6 copper overheads wires, pole replacements, replacement of expulsion fuses, replacement of self-protected transformers, lightning arrestor replacements, replacement of field recloser controls to provide Supervisory Control and Data Acquisition (SCADA) improving wildfire protection, and the replacement of feeder breakers to improve wildfire protection and provide SCADA.

An undergrounding project, within the CPUC HFTD and CalFire’s FHSZ, is funded within the current budget cycle, with $3,900,000 allocated for construction. This project will eliminate roughly 5,300 feet of overhead high-voltage conductor and associated equipment.

Additionally, Electric Department staff continue to develop construction standards and City policies that reduce the risk of utility caused wildfire through the acceleration of undergrounding. Future standards could strengthen and clarify the undergrounding of services when significant remodeling or development occurs and the prohibition of any new overhead powerlines within the HFTD.

Staffing & Staff Training – The Electric Department’s ability to effectively manage and reduce the risk of wildfire depends on maintaining a qualified, trained and experienced workforce. Further, Electric Department staffing levels continue to support operational readiness, institutional knowledge, and emergency response capabilities. This includes ongoing training, cross-training to build redundancies within the Department, and succession planning for anticipated retirements and workforce transitions. Additionally, staff will continue to conduct short briefings (tailboards) ahead of forecasted weather events to reduce the risk of rapid wildfire spread. Recent rate adjustments included funding to support succession planning for employees nearing retirement; however, these resources must be balanced with other Department priorities and cost increases. Succession planning will require the early and Item 6.e
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10 successful recruitment and placement of new staff to allow a reasonable transition period. As wildfire mitigation and regulatory requirements continue to evolve, the City will evaluate staffing resources and organizational needs to ensure the Department remains positioned to support wildfire preparedness and respond effectively to future challenges.

Wildfire Preparedness, Response, and Recovery – To promote a coordinated and effective response, this Plan outlines procedures to prepare for, respond to, and recover from weather conditions conducive to wildfire and utility-related wildfire incidents. These procedures will be reviewed and updated throughout the year, as needed, to incorporate lessons learned, evolving industry best practices, and operational improvements that further reduce the risk of utility caused wildfires.

During significant wildfire events or potential Public Safety Power Shutoff (PSPS) operations, the Electric Department coordinates with the City's Emergency Manager and other public safety departments. When appropriate, response activities will be coordinated through the City's Emergency Operations Center (EOC) in accordance with the City's Emergency Operations Plan.

Key Performance Metrics [PUC-8387 (b)(2)(D)]
The purpose of the Plan is to reduce wildfire caused by utility equipment and the incident rate of utility caused wildfires as a primary metric. However, other metrics exist to determine if the risk of wildfire mitigation is being reduced. Six primary metrics are identified below and will be used to measure the effectiveness of the City’s wildfire mitigation efforts.

Metric 1: Ignitions caused by Utility Equipment
This metric will be tracked by City staff and reported annually. For the purposes of this plan and the annual reporting, an ignition caused by City owned utility equipment is a sustained ground fire of combustible vegetation. To be tracked by the City, staff must have knowledge of the ignition and will track (at a minimum) the date, time, location, and equipment involved for each ignition.

Metric 2: Inspection Records & Maintenance
System inspections and timely maintenance are leading methods to improve safety and system reliability. Inspections of overhead lines in the fire threat areas will begin in the spring of each year. Needed maintenance or repairs identified during these inspections will be tracked and given priority in the work schedule with higher priority repairs moved up in the Electric Department’s work schedule. Each identified maintenance task or repair will be reported annually.

Metric 3: Vegetation Maintenance
Throughout the year, the City maintains proper vegetation clearance from utility lines by contracting with qualified high-voltage tree trimmers and at times augments this work with Item 6.e
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11 City staff. Under the terms of the contract, the contractor is required to report their work plan to the City and ensure that proper vegetation clearance from powerlines is met at all times.

Vegetation management performed within the high fire threat areas will be tracked throughout the year and reported annually.

Metric 4: Overhead Equipment Failures
Failure of overhead electric utility equipment can be a source of wildfire ignitions. Therefore, the rate of failures of overhead electric equipment, within the high fire threat areas, will be tracked and reported on an annual basis. Any patterns that emerge will be used to proactively replace utility owned equipment.

Metric 5: Outage Response Time
Utility response time to power-outages and other service-calls is a measurable metric that indicates the City’s response time to mitigating unsafe conditions related to electric utility equipment. To track and gauge response time, staff’s after-hours response time to poweroutages or City owned equipment failures will be recorded throughout the year. Staff response time, from the time of the first call for service to the time they arrive on site, will be tracked for every confirmed power outage and reported annually. This metric will be used to determine the need for afterhours staffing during extreme weather events.

Metric 6: System Reliability
System reliability will be measured by tracking the total number of unplanned primary outages per year, the System Average Interruption Duration Index (SAIDI), and the System Average Interruption Frequency Index (SAIFI). Each unplanned outage represents a potential opportunity for electrical arcing or equipment failure that could ignite surrounding vegetation.

Monitoring these reliability indices helps identify trends in system performance and the effectiveness of wildfire mitigation measures over time. An increase in outage frequency or duration may indicate an elevated risk of utility caused wildfires and the need for additional mitigation measures.

Previous Metrics Related to Wildfire [PUC-8387 (b)(2)(E)] PUC 8387 requires consideration of how previous versions of the WMP’s metric have informed the current WMP. Metrics are compared below.

Metric 1: Ignition Caused by Utility Equipment: During the 2025 calendar year there were no known vegetation ignition.

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12 Table 1: Ignition Caused by Utility Equipment
WMP Year Date Equipment &
Location
Description of Cause
2020 no utility related wildfires
2021 no utility related wildfires
2022 9/26/2022 R-03
S. Fitch Mtn Rd
Bird stored acorns within wildlife
bushing covers. This caused tracking
across the bushings and eventually
melted the covers. Melted covers
caused a pole fire which started a
small vegetation fire.
2023 no utility related wildfires
2024 no utility related wildfires
2025 no utility related wildfires
Metric 2: Inspection Records & Maintenance: To prepare for wildfire season Electric Department staff completed several different inspections in 2025. These inspections include visual and intrusive inspections of existing facilities as well as inspections of vegetation clearance around overhead powerlines. Inspection activities are tracked through the assignment of mapping grids.

Each grid covers roughly 34 acres and depending upon the existing construction within, a grid may have more or fewer overhead facilities requiring inspections. To balance workloads from year to year, the number of grids assigned are based upon the equipment within and required inspection intervals for that equipment type. The table below provides a summary of the inspections completed since 2020.

Table 2: Inspection Records & Maintenance
Type of
Inspection
(Fire Area)
2020
Grids
Due
2020
Grids
Com
plete
2021
Grids
Due
2021
Grids
Com
plete
2022
Grids
Due
2022
Grids
Com
plete
2023
Grids
Due
2023
Grids
Com
plete
2024
Grids
Due
2024
Grids
Com
plete
2025
Grids
Due
2025
Grids
Comp
lete
Overhead
Visual
Inspections
56 56 54 54 54 54 54 54 54 54 54 54
Overhead
Detailed
Inspections
8 8 3 3 38 38 5 5 6 6 3 3
Vegetation
Clearance 56 56 54 54 54 54 54 54 54 54 54 54
Wood Pole
Intrusive
Inspections
3 3 0 0 30 30 7 7 31 31 4 4
From the inspections, maintenance tags were created for any issues found. Tags are prioritized based upon asset condition’s and whether the asset is located within the HFTD.

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13 Metric 3: Vegetation Maintenance: The City’s standard is to maintain vegetation clearance throughout the year. Therefore, trimming within the fire area happens continuously. To confirm proper clearance throughout the year, inspections are also performed on a frequent basis. This year’s contract period ended June 30, 2026, with a new 12-month contract beginning July 1, 2026.

At the end of the initial contract vegetation was confirmed to have the required clearance. One vegetation-related primary outage occurred within calendar year 2025, versus one vegetation outage in the previous year. The decrease in 2024 and 2025 compared to 2023 is largely attributed to fewer winter storms of 2024-25 versus the winter of 2023.

Table 3: Vegetation Maintenance
Calendar
Year Date Equipment & Location Cause Detail
2020 No vegetation related outages
2021* 12/15/2021 Fuse 144 – Hasset Lane Tree fell through line during December wind event
2022* 4/16/2022 Fuse 54 – S. Fitch Mtn Rd Tree limb broke-off and blew into the line 2023 1/7/2023 Fuse 145 – Reed Ct Winter storm, tree limb fell and broke pole
2023* 1/14/2023 Fuse 76 – N Fitch Mtn Rd Winter storm, live oak fell into phone line 2023 2/21/2023 Fuse 131 – Grant Ave Wind blew branch into line 2023* 2/21/2023 Fuse 44 – University St Wind blew branch into line 2023 6/21/2023 Fuse 61 – W. Grant St Branch broke out of redwood 2024 2/4/2024 Fuse 87– 836 University St Tree limb in line due to winter wind storm
2025 11/17/2025 Fuse 142 – 625 University St Tree fell into primary powerlines *Indicates vegetation related primary outages that occurred within the HFTD.

Metric 4: Overhead Equipment Failures: Three equipment failures resulting in outages from the transformer level up to primary level outages occurred during calendar year 2025. It is noted that, again in 2025, several failures of Fault Tamer fuse links occurred but they only impacted individual transformers and not the primary system. These failures appear to be a result of manufacturing defects and City staff continue to monitor for additional failures. One of the equipment failures was from a failed 4-way junction.

Table 4: Overhead Equipment Failures
Calendar Year Equipment Failures Systemwide Failures within Fire Area 2020 3 0
2021 5 0
2022 3 0
2023 5 4
2024 4 1
2025 3 0
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14 Metric 5: Outage Response Time: Response time (time to first switching operation) for primary level outages ranged from 15 to 210-minutes with an average response time of 69-minutes. In 2025, the wider range of response time is due to several outages occurring after-hours or during stormy weather which necessitated crew callouts. In 2025, the average response time increased from the previous year due to a higher frequency of unplanned incidents occurring outside of normal staffing hours. Consideration of pre-staging Qualified Electrical Workers ahead of significant fire-weather is warranted.

Table 5: Primary Level Outage Response Time
Calendar Year Response Time Range (min) Average Response Time (min) 2020 17-60 41
2021 30-75 52
2022 6-58 31
2023 20-104 61
2024 43-50 46
2025 15-210 69
Metric 6: System Reliability: The inclusion of systemwide reliability indices allows the tracking of: the total number of unplanned primary outages per year, the System Average Interruption Duration Index (SAIDI), and the System Average Interruption Frequency Index (SAIFI). A more reliable system (lower numbers) will have fewer outages and therefore fewer instances of arcing (faults) that could spark a wildfire. The data below is for unplanned primary level outages throughout the City’s distribution system, including major events. Transmission and secondary level outages are excluded from this data. Calendar year 2025’s number of outages remained at five for the year with one tree related outage during a winter storm event. In 2025, one large outage, affecting 87 customers, occurred due to a tree falling into a primary line. This single outage represented over 85% of total customer outage minutes during calendar year 2025. Similarly to previous years, the lack of reclosing and requirement to thoroughly patrol the high-voltage lines prior to re-energizing increased the duration of outage. Overall, 2025 reliability indices improved significantly from the previous year, reflecting a highly reliable system with minimal customer impacts.

Table 6: System Reliability
Year Total Customers Number of Outages SAIDI SAIFI
2019 5959 5 8.37 0.05
2020 5971 5 13.76 0.05
2021 6020 7 42.67 0.36
2022 6047 8 8.46 0.10
2023 6062 5 11.34 0.08
2024 6185 5 49.56 0.64
2025 6142 5 4.01 0.02
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15 Disabling Reclosers & De-Energization [PUC-8387 (b)(2)(F)] As a key component of the WMP, the use of automatic reclosing on circuit breakers and line reclosers serving the HFTD and FHSZ will be disabled when the National Weather Service issues red-flag warnings affecting any portion of the City electric service territory. Additionally, during red-flag warnings the Electric Department will implement recloser settings that shorten the time a fault will exist (faster tripping). In general, these settings include lowering instantaneous trip settings and improving the detection of ground faults. Staff will continue to monitor these settings and look for additional utility best practices for implementation within Healdsburg’s distribution system.

For public safety, City staff may pro-actively de-energize (turn off power) all or portions of the City’s electric distribution system. De-energization of City facilities may occur due to one or more of the following conditions.

1. Upon the request of Healdsburg’s Fire Department, Healdsburg’s Police Department, CAL-FIRE, or other State or local public safety agencies.

2. When energized powerlines subject to high winds or other weather or atmospheric conditions may create a substantial public safety risk.

3. When real-time information from qualified City staff indicates that high winds or wind driven vegetation or other combustible debris are threatening City owned electric utility equipment.

4. When PG&E de-energizes the City’s transmission source. The City has no control over PG&E’s decision to de-energize Healdsburg’s transmission source.

As time permits, de-energization of City owned high-voltage powerlines will be coordinated between the City Manager’s Office, Electric Department, and City Public Safety Departments. The decision to de-energize City owned powerlines will be communicated to the City Manager’s office as soon as practical.

Customer Notification Procedures [PUC-8387 (b)(2)(G)]
Customer notification is an important component and consideration of the Wildfire Mitigation Plan. The City’s customer notification procedures start with customer education and continue with relevant updates when weather conditions are conducive to wildfires. Customer education will be predominantly through printed material, social media, and the City’s webpage. Real-time communications before, during, and after a potential de-energization event will primarily utilize the City's emergency notification systems, social media platforms, the City’s webpage, and other communication methods available at the time of the event.

When practical, customer notifications will begin as early as 72 hours before a potential deenergization event and continue throughout the event and restoration process. City staff will coordinate customer notifications through the City Manager’s Office, City Emergency Operations Center (EOC), or other means available to City staff at the time of the event. When conditions warrant, the City Manager, Fire Chief, Chief of Police, or Emergency Manager may activate the City's Emergency Operations Plan or Emergency Operations Center in accordance with established City procedures. To provide the fastest means of notifying electric customers, the City Item 6.e
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16 will rely on automated phone calls, emergency notification systems, social media, and other available communication methods. These notification methods may include reverse phone calls, NIXLE, Facebook, Nextdoor, and other communication platforms available at the time of the event. Public messaging related to wildfire conditions, PSPS events, power restoration, and other utility emergencies will be coordinated with the City's Public Information Officer and Emergency Manager to promote accurate, timely, and consistent public communications. When multiple agencies are involved, messaging should be coordinated to the greatest extent practicable to maintain consistency across jurisdictions. During extended outages, the City will provide periodic updates regarding restoration progress and anticipated restoration timelines as information becomes available.

The City will prioritize notification and communication with critical facility operators, such as hospitals, emergency centers, fire departments, public utilities/agencies, schools, and telecommunications providers before, during, and after any PSPS event affecting their City supplied electric service. Communication with critical facilities will be primarily through automated phone calls but operators of these critical facilities will also be encouraged to monitor the City’s Facebook page and sign up for automated emergency alerts from the City.

City staff will continue community outreach regarding wildfire risk, PSPS preparedness, and emergency notifications. Outreach efforts will encourage customers, first responders, and operators of critical facilities to maintain current contact information and develop personal preparedness plans for potential power outages. Appendix D indicates areas of Healdsburg that have the potential for PSPS events. The graphic indicates areas affected by either transmission level PSPS events or distribution level PSPS events. This information is based upon both the City of Healdsburg’s distribution system and information provided by PG&E regarding their distribution and transmission systems. Wildfire and PSPS customer outreach will be emphasized within areas shaded in blue.

Vegetation Management Program [PUC-8387 (b)(2)(H)]
To reduce power outages, promote safety, and comply with required vegetation clearance, the City contracts with a qualified vegetation management contractor. This contractor is responsible for maintaining vegetation clearance from energized overhead conductors. The City’s clearance requirements, which meet or exceed the requirements of GO95, apply throughout the City, not just within the HFTD. Contractors are, in general, required to meet the City’s tree clearance requirements as summarized below.
- Primary (12,000 volts) - trim to seven feet and maintain no less than four feet of clearance during the contract period.
- Secondary (480 volts and below) - trim to three feet and maintain no less than one foot of clearance during the contract period (pole to pole configuration). - Service drop - maintain six inches during contract period (pole to customer weather head).
- Poles and Streetlights - trim a three-foot radius around entire length of poles and streetlights during contract period (excluding customer poles).

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17 - Guy Wires - trim to three feet and maintain no less than one foot of clearance during the contract period. (pole to pole configuration).
- Substation - 3 feet clearance from outside of wall from ground level to top of tree. - When trimming, contractors must assume at least two feet of line sag and at least one foot of horizontal movement in both directions in addition to the clearances listed above.

The City’s contractor is to prune and remove vegetation hazards and maintain the clearances noted above throughout the contracted period. This includes removal of dead branches overhanging primary conductors. Portions of dead, old decadent, rotten trees, or portions of trees weakened by decay or disease that may contact the line from the side or fall on the line, must be trimmed to eliminate the hazard.

With this version of the WMP, City staff plan to continue the review of clearance requirements and easements for the ability to increase clearance at the time of trimming. Additional clearance at the time of trimming may help the City further reduce outages and the frequency of trimming within the HFTD.

Wildfire Inspection Program [PUC-8387 (b)(2)(I)]
Starting each year in the month of May, a qualified City employee shall perform a visual patrol of all overhead supply wires within the HFTD (Tier 2 or 3). This patrol shall review specific items related to wildfire mitigation such as;
- Proper vegetation clearance from primary and secondary wires - Condition of wood poles, cross-arms, and other support structures - Review and prioritize pending maintenance tags within the high-fire threat areas.

Before and after a red-flag warning covering a portion of the City’s service territory, City staff may perform a visual patrol of overhead primary and secondary conductors within the HFTD and FHSZ. This patrol is intended to identify vegetation clearance and/or equipment issues that can be quickly corrected before a weather event. A patrol following the red-flag event will document, by photo, any fallen vegetation, damaged facilities, or other potential causes of power outages.

The findings of these patrols will be recorded and reviewed by the Electric Director and Electric Operations Superintendent. The Electric Director and Superintendent will review the patrol results to determine the system’s performance during an event (outages, vegetation, damaged facilities).

The intent of these patrols and data collection, before and after wind events, is to better predict system performance under future weather events.

Wildfire Risks [PUC-8387 (b)(2)(J)]
This section of the Plan identifies, describes, and prioritizes wildfire risks and drivers found within the City’s service territory. The identified risks are separated into two categories; 1) risks associated with design, construction, operation, and maintenance of the City’s electrical equipment and facilities and 2) risks associated with topographic and climatological factors within the City’s service territory.

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18 1. Risk associated with the design, construction, operation, and maintenance of the City’s electric system include the following (listed in order of priority). a. Vegetation near or adjacent to City electric lines presents the highest risk for utility caused wildfires. Mitigation of this risk is done through the routine and thorough performance of tree trimming to provide adequate clearance from powerlines. The Electric Department will continue to evaluate the need to limit trimming (performance of work) within the fire area during the fire season or at times of elevated fire risk.
b. Overhead Utility Equipment presents a risk of utility wildfire that can be mitigated through design standards, alternate equipment, proactive replacements, and adjusted work practices. To mitigate the risk of utility caused wildfire, the Electric Department will enact the strategies discussed within the WMP. These strategies will be reviewed annually for their effectiveness in reducing the risk of wildfire.
c. An additional risk for the City is ensuring the availability of qualified field and office staff to support utility wildfire mitigation efforts. The City currently employees four journey-level line-workers and one apprentice line-worker.

Program oversight and program direction are provided by the City’s Electric Director and Electric Operations Superintendent. The summer and fall months are periods of planned employee leave and peak wildfire conditions. The Electric Department will emphasize proactive workforce planning to ensure consistent support for wildfire preparedness, mitigation efforts, and emergency response.
d. Reclosing, or the automatic testing of faulted powerlines, can increase the risk of utility caused wildfires. To lessen this risk, the City disables reclosing during Red-Flag Warnings affecting the City’s service territory. Additionally, the City has implemented faster tripping of line-reclosers and feeder breakers during weather events conducive to the rapid spread of wildfire. e. Recently the City experienced a large fiber optic communication deployment, attaching new communication lines to over 80% of the City’s utility poles.

During this process the communication provider’s contractor created hundreds of GO95 infractions, some so significant they required multiple stop work orders. Third party attachers on joint use poles can increase the risk of wildfires as the quality of work and speed of corrections is far below any acceptable utility standard. This is further compounded as the true regulatory oversight for these attachers is the CPUC and not the City.
f. Certain work practices or operations can increase the risk of utility caused wildfire. To reduce the risk of wildfire, staff incorporates operational procedures to limit work activities during weather conducive to wildfire, to clarify inspection practices within the fire threat areas and revise other work procedures, as necessary.

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19 2. Topographic and climatological risks include the following (listed in order of priority). a. Volume of vegetation (fuels) in high-fire threat areas increases the risk and speed of which wildfire can spread. Increasing vegetation clearance, and immediately removing those trimmings from the area, lowers the risk of wildfire. Additionally, the City’s active and ongoing weed abatement program reduces the amount of fuels within the fire area and Urban Wildland Interface (WUI) further reducing the risk of wildfire.
b. Periods of significantly low humidity can dry vegetative fuels and create an increased risk of ignition. The Electric Department will monitor the National Weather Service alerts related to forecasted fire weather watch and/or red-flag days affecting the City’s service territory to remain aware of the elevated risks. c. High sustained winds and strong wind gusts can down trees, break branches, or damage utility equipment. The Electric Department will monitor the National Weather Service for high-wind warnings, watches, and/or advisory affecting the City’s service territory to remain aware of these events. Increasing vegetation clearance, weed abatement programs, and exceeding GO95 design standards reduces the risk of wildfire caused by these events. d. Extended droughts or continued periods of below average rainfall can increase dry vegetative fuel loads, leading to an increase in wildfire risk. Prolonged droughts can also weaken or kill trees. The City’s vegetation management program requires the identification and removal of diseased, dying, or hazard trees adjacent to the City’s electrical lines. Routine visual inspections allow the City to remain aware of this risk factor. Steep terrain and areas difficult to access are present within the HFTD of the City’s service territory. Steep terrain can increase the speed and spread of wildfire and limit access delaying response times of local firefighting agencies. While the terrain and access cannot be changed by the Electric Department, prudent utility operations within the fire area can reduce the likelihood of utility caused wildfires. e. Residential Development and community activities within Wildland Urban Interfaces (WUI) can increase the risk of wildfire. The City has zoning and land use policies that help mitigate the risk of wildfire associated with activities in the WUI. Additionally, the City manages an aggressive weed abatement program to reduce wildfire risks.
f. Wildfire history within and adjacent to the City’s electric service area, shown in Appendix B, are indicators of the risk of wildfire. In review of historical wildfires, the City can confirm that the HFTD covering the City’s service area are at higher risk for wildfire.

Identification of Areas of Higher Risk [PUC-8387 (b)(2)(K)] In 2017, Healdsburg’s City Council directed City staff to submit to the CPUC updates to the City service territory that defined high-fire threat areas (Tier 2). The area defined by the City Council closely aligned with the City’s Wildland Urban Interface (WUI) and contain areas of improved Item 6.e
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20 property and structures adjacent to wildland vegetation (fuels) with potentially delayed or restricted fire response due to narrow and windy roads and steep terrain. These areas were defined as Tier 2 and provided to the CPUC’s fire mapping process.

In working with the CPUC mapping team, the area was further refined and is shown in Appendix A. In accordance with this map, the City operates and maintains electric facilities within this area in a manner that reduces the risk of utility caused wildfires.

In 2021, the CPUC finalized and approved the Tier 2 area covering Healdsburg’s service territory.

The finalization and approval of this area aligns closely with City’s WUI but does exclude some areas of developed land. The City is monitoring updates to fire threat maps by various state agencies. Should these maps be finalized and effect changes within the City’s service territory, the Electric Department will consider any needed updates to our utility maps and replacement of utility equipment.

In 2025, CalFire released updated Fire Hazard Severity Zones (FHSZ) for the Local Responsibility Areas (LRA) within Sonoma County. For Healdsburg’s electric service territory and surrounding areas, CalFire identified additional areas of elevated risks not included in previous versions of CalFire’s maps. City staff plan to review the additional areas for application of the City’s standard wildfire mitigation design standards, operations, and construction practices.

Methodology for Identifying Enterprise-Wide Safety and Wildfire Risks [PUC-8387 (b)(2)(L)]
To determine the level of risk to the City’s electric system and service territory, City staff review historic outages within the WUI and their associated causes to assess wildfire risk. Outages that have the potential for causing wildfires are noted and reviewed for potential corrective actions. On a rolling five-year window, the number of sustained outages is tracked to establish trends. The City must use a five-year rolling window due to the low number of outages on an annual basis.

To assess the risk of wildfire throughout the City’s service territory and adjacent areas, City staff reviewed historical fires as well as vegetation and terrain surrounding the City. This annual review helps to confirm the need for wildfire mitigation as well as identify areas of potential threat to the City’s infrastructure.

Process for Restoring Power After De-Energization [PUC-8387 (b)(2)(M)] Due to the City proactively de-energizing powerlines, a loss of the City’s transmission source, or following the operation of a protective device, powerlines will be re-energized in the following manner.

1. Overhead facilities in high fire threat areas must be patrolled by a Qualified Electrical Worker and visually found to be clear of trouble, damage, or vegetation before reenergizing.

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21 2. If damaged facilities are found, those facilities will be isolated such that sections of overhead lines that have been inspected and are not damaged can be safely re-energized restoring power to customers. To the extent additional resources are needed to repair the damage, the Electric Department will leverage mutual aid agencies and contractors to obtain needed material and qualified personnel.

3. Any damaged facilities or vegetation issues will be documented and photographed before being repaired or cleared.

4. Repairs to damaged facilities will be performed consistent with City and utility construction standards and then re-energized.

Wildfire Process & Procedure [PUC-8387 (b)(2)(N)]

1. The Plan’s oversight, monitoring, and auditing will occur at least annually with any lessons learned being prioritized for incorporation into the Plan, related standards, and procedures.

The City’s Electric Director will collect the results of oversight and monitoring of the program. This may include the use of qualified external stakeholders and consultants. If required for implementation, City staff will present this plan to the City Council for their consideration and action.

2. The identification of deficiencies and areas of improvement will be noted through the annual auditing process or as issues are identified. City staff may implement deficiency mitigation, remediation, and/or improvements at any time in a continued effort to mitigate wildfires.

3. Quality control of inspections (line, equipment, & tree), construction standards, and operating procedures will be the responsibility of the City’s Electric Operations Superintendent. Through the scheduling of inspections, review of inspections performed, and the completion of any maintenance work found, the Electric Superintendent shall track and record the effectiveness of operations and maintenance staff.

4. City staff will continue to review and consider new utility equipment meant to reduce the risk of wildfire. Equipment will be reviewed for the effectiveness and applicability to the City’s electric system including the evaluation of non-expulsion fuses, tree-wire, the use of lightning arrestors, undergrounding, and other equipment.

5. As needed, but at least every five years, City staff will review system protection settings to ensure proper coordination and possible improvements to reduce the risk of wildfire mitigation. A review of protection device settings is necessary to ensure system faults are cleared in a proper and expedient manner and that current and appropriate best utility practices are being implemented.

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22 APPENDIX A – HEALDSBURG’S HIGHER FIRE THREAT

DISTRICT
(CPUC APPROVED 8/19/2021)
The above graphic shows the CPUC fire threat areas that affect the City of Healdsburg’s Service territory.

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23 APPENDIX B – LOCAL WILDFIRE HISTORY
The above graphic shows historical wildfires in and around the City of Healdsburg. These historical fires help inform the City of the risk of wildfire.

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24 APPENDIX C – DISTRIBUTION LINES WITHIN FIRE THREAT
AREAS
The above image approximates the footage of over-head and underground high-voltage distribution line within the HFTD. Of the City’s roughly 60 miles of distribution line, 30 are overhead. Of the 30 miles of overhead only 7 miles or one-quarter are within the HFTD.

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25 APPENDIX D – AREAS LIKELY TO BE IMPACTED BY PSPS
The above image indicates areas more likely to be impacted by public safety power shutoffs (PSPS). The areas shaded in orange (entire service area) are likely to be impacted by transmission level PSPS events. Areas shaded in blue indicate areas likely to be impacted by distribution level (more localized) PSPS events.

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CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: September 8, 2026
SUBJECT: Procurement of a K9 Vehicle
PREPARED BY: Tyler Kettmann, Central Services Manager
STRATEGIC INITIATIVE(S):

Infrastructure & Facilities
RECOMMENDED ACTION(S):

By a four-fifths vote, adopt a Resolution approving the purchase of a 2025 Silverado 1500 4WD Crew Cab Work Truck from California Police Cars, authorizing the City Manager to execute the purchase order and related change orders up to a 10% contingency on behalf of the City, and waive the competitive bid process and authorize staff to negotiate the purchase directly.

COMMUNITY ENGAGEMENT/OUTREACH:

Not Applicable.

BACKGROUND:

With the approval of the FY 2026-27 budget, City Council approved the implementation of a new K9 program as a part of the Healdsburg Police Department operational budget, which includes the acquisition of a K9 vehicle. The launch of the program is contingent on getting a specially outfitted vehicle in service. Staff are unable to begin required training without a K9 specific vehicle in service.

Typical lead time for a public safety pursuit vehicle can range from six months to a year when appropriately specified and built to order.

DISCUSSION/ANALYSIS:

Staff have identified the 2025 Silverado 1500 4WD Crew Cab Work Truck as a suitable vehicle to fit this need. Staff obtained a quote for this truck from California Police Cars for $92,801.13.

California Police Cars has the vehicle currently in stock, and the ability to complete the majority of K9 specific vehicle upfitting on site, which allows for an expedited timeline to put the vehicle into service. California Police Cars included upfitting costs in their quote to modify the truck into a K9 unit and estimate 6-8 weeks to complete said work. Since this is a new program for Healdsburg, staff are recommending City Council approve an additional 10% contingency to allow Item 6.f
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for additional customization and change orders as needed for final outfitting. The base vehicle cost of $92,801.13 plus a 10% contingency of $9,280 brings the total not-to-exceed amount of this approval request to $102,081.13.

The pricing provided was heavily discounted to meet a specific grant budget for another agency, and the dealer has extended this pricing to the City. Due to the highly customized build, a competitive bid process is not expected to provide cost savings to the City in this instance.

Because the dealer will be able to provide a nearly complete expedited build to the City, staff believe this approach is the most efficient, expedient source of supply, and per Healdsburg Municipal Code Section 3.24.080.A.10, staff is requesting that City Council specifically waive the competitive bid process and authorize staff to negotiate this purchase by a four-fifths vote.

Staff recommend City Council approves the procurement of the 2025 Silverado 1500 4WD Crew Cab Work Truck and authorizes the City Manager to execute the Purchase Order Contract with California Police Cars, and related change orders allowing for up to a 10% contingency for a total not-to-exceed amount of up to $102,081.13 on behalf of the City.

ENVIRONMENTAL STEWARDSHIP:

The proposed purchases are compliant with the Advanced Clean Fleet Act and the City’s Vehicle Use Policy.

ALTERNATIVES:

The City Council could choose not to adopt the recommended resolution, and if so, additional direction to staff is requested.

FISCAL IMPACT:

The Fiscal Year 2026-27 Adopted Budget included $100,000 in the Vehicle Replacement Fund to support the proposed purchase of a 2025 Silverado 1500 4WD Crew Cab Work Truck for the new K9 program. The proposed purchase is utilizing a portion of the Police Departments Vehicle Replacement Fund Balance which is funded annually by General Fund contributions. There is sufficient Fund Balance available to support the proposed new vehicle purchase; however, it could result in delayed replacement of other Police Department vehicles in the future if sufficient annual General Fund contributions are not sustained. The new vehicle in the Police Department will result in additional ongoing expenses in future fiscal years, through higher vehicle maintenance and vehicle replacement service fees.

ENVIRONMENTAL ANALYSIS:

Adopting a resolution to authorize the purchase of two vehicles is an administrative activity and, pursuant to California Environmental Quality Act (“CEQA”) and Title 14, the California Code of Regulations, Section 15378(b)(2), administrative actions do not qualify as a Project. Therefore, no further environmental review is required.

ATTACHMENT(S):

Resolution
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CITY OF HEALDSBURG
RESOLUTION NO. ___ - 2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING THE PURCHASE OF A 2025
SILVERADO 1500 4WD CREW CAB WORK TRUCK FROM

CALIFORNIA POLICE CARS, AUTHORIZING THE CITY

MANAGER TO EXECUTE THE PURCHASE ORDER AND
RELATED CHANGE ORDERS UP TO A 10% CONTINGENCY

ON BEHALF OF THE CITY, AND PER HEALDSBURG
MUNICIPAL CODE SECTION 3.24.080.A.10, WAIVE THE

COMPETITIVE BID PROCESS AND AUTHORIZE STAFF TO

NEGOTIATE THE PURCHASE
WHEREAS, with the approval of the FY 2026-27 budget, City Council approved the implementation of a new K9 program as a part of the Healdsburg Police Department operational budget, which includes the acquisition of a K9 vehicle; and WHEREAS, the launch of the program is contingent on getting a specially outfitted vehicle in service. Staff are unable to begin required training without a K9 specific vehicle in service; and WHEREAS, staff have identified the 2025 Silverado 1500 4WD Crew Cab Work Truck as a suitable vehicle to fit this need; and
WHEREAS, staff obtained a quote for this truck from California Police Cars for $92,801.13; and
WHEREAS, since this is a new program for Healdsburg, staff are recommending City Council approve an additional 10% contingency to allow for additional customization and change orders as needed for final outfitting; and
WHEREAS, the base vehicle cost of $92,801.13 plus a 10% contingency of $9,280 brings the total not-to-exceed amount of this approval request to $102,081.13; and WHEREAS, staff recommend City Council approve the procurement of the 2025 Silverado 1500 4WD Crew Cab Work Truck and authorize the City Manager to execute the Purchase Order Contract with California Police Cars, and related change orders allowing for up to a 10% contingency for a total not-to-exceed amount of up to $102,081.13 on behalf of the City; and WHEREAS, Healdsburg Municipal Code Section 3.24.080.A.10 allows the City Council, by a four-fifths vote, to waive the competitive bid process; and Item 6.f
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WHEREAS, the 2025 Silverado 1500 4WD Crew Cab Work Truck K9 purchase will be supported by existing appropriations in the Vehicle Replacement Fund; and WHEREAS, Pursuant to California Environmental Quality Act and Title 14, the California Code of Regulations (“CEQA Guidelines”), Section 15378(b) (2), continued administrative actions do not qualify as a “Project”. Therefore, no further CEQA or environmental review is required.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby:

1. Approves the Purchase of a 2025 Silverado 1500 4WD Crew Cab Work Truck from California Police Cars For $92,801.13.

2. Authorizes the City Manager to execute the Purchase Order and related Change Orders up to a 10% Contingency on behalf of the City.

3. Waives the competitive bid process and authorizes staff to negotiate this purchase directly.

PASSED, APPROVED AND ADOPTED this 8th day of September 2026, by the following vote:

SO ORDERED: ATTEST:
_________________________________ ___________________________________ J. Chris Herrod, Mayor Raina Allan, City Clerk
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California Police Cars Date
Invoice:

Prepared for: Prepared by:

Vehicle:

Line Item Part # Description Quantity Unit Price Extended Price Line Item Part # Description Quantity Unit Price Extended Price Line Item Part # Description Quantity Unit Price Extended Price Line Item Part # Description Quantity Unit Price Extended Price : 8/14/2026
Address: 2501 Martin Rd. 150003
Fairfield, CA 94534 PV250223
Phone: (707) 422-7777
Matt Jenkins Mekhai Sta Rosa
Chief of Police Fleet Department
Healdsburg Police Department California Police Cars
238 Center St 2025 Silverado 1500 (K9) 2501 Martin Rd
Healdsburg, CA 95448 Fairfield, CA 94534
(707) 431-3368 (707) 422-7777
1 SA315P Whelen Siren Speaker 1 $412.00 $412.00
2 SAK70 Whelen Siren Bracket 1 $53.00 $53.00
3 I2D Whelen Duo Linear Ion Red/White Black Housing 1 $206.00 $206.00 4 I2E Whelen Duo Linear Ion Blue/White Black Housing 1 $206.00 $206.00 5 ---- Custom Bracket for Ion Lights 2 $100.00 $200.00
6 EB2SP3J Whelen Lightbar 54” Legacy Duo 1 $2,143.00 $2,143.00 7 STPKT101 Tahoe Strap Kit 1 $0.00 $0.00
8 GPSBAX-TRI-MOT-5 Panorama Antenna Base and three way cable 1 $500.00 $500.00 9 ASFC-155-U2-821 Panorama Whip Antenna 1 $80.00 $80.00 10 U180J U- Series red/blue 2 $309.00 $618.00
11 U18013 Silverado Bracket for U- Series 2 $35.00 $70.00 12 TCRWX6 WeCAn Tracer 6-Lamp Housing 2 $800.00 $1,600.00 13 TCRWXPJC WCX Tracer Primary Trio R/B/W 2 $116.00 $232.00 14 TCRWXSJC WCX Tracer Secondary Trio R/B/W 10 $40.00 $400.00 15 TCRB49 Tracer MT Kit 2019 Silverado 2 $63.00 $126.00 14 C399 Whelen CenCom Core & Siren Control Center 1 $1,411.00 $1,411.00 15 VSW Series Console Housing 1 $598.80 $598.80
16 C-HDM-204 Heavy Duty Telescoping Pole 1 $220.30 $220.30 17 C-EB40-CCS-1P Console Equipment Bracket 4" 1 $28.95 $28.95 18 CUP2-1001 Console Cupholder Dual Internal Self Adjusting 1 $65.20 $65.20 19 C-FPW-4 Console Filler Plate 4" 2 $7.20 $14.40
20 C-FPW-2 Console Filler Plate 2" 2 $7.20 $14.40
21 C-FPW-35 Console Filler Plate 3.5" 1 $7.20 $7.20
22 C-FPW-120 Console Filler Plate 12" 1 $11.50 $11.50
23 C-FPW-6 Console Filler Plate 6" 1 $8.65 $8.65
24 C399SP Whelen Core SCANport Install Kitt C399 1 $189.00 $189.00 25 CCTL7 Whelen WECAN 21 Button Slide Controller 1 $473.00 $473.00 26 CEM16 WeCanX 16 OUTPUT Expansion Module 1 $292.00 $292.00 27 MMSU-1 Magnetic Mike Magnetic Microphone Kit 1 $39.95 $39.95 28 LF12ERB Littlite 12" Halogen Map Light 1 $130.40 $130.40 29 11652 Gamber-Johnson Map Light Bracket 1 $22.07 $22.07 30 BC20 20W Speaker 1 $60.33 $60.33
31 GK10301S1U Setina Gun Rack Lock, Setina D-T Rail Mount-Lock 1 $529.00 $529.00 C-VSW-2600-SILV-H
Front End Equipment
Roof Equipment
Side Equipment
Drivers Compartment
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K9 Compartment
Rear
California Police Cars 100 AMP Power Package
Line Item Part # Description Quantity Unit Price Extended Price Line Item Part # Description Quantity Unit Price Extended Price Part # Description Total Price
32 AA-K9-15075-1 American Aluminum 1/3 Prisoner 2/3 K9 Transport 1 $4,972.00 $4,972.00 33 AA-K9-99-034-1 American Aluminum K9 Water Dish - Matte Black 1 $170.00 $170.00 34 ---- American Aluminum Transport Headliner 1 $250.00 $250.00 35 ---- American Aluminum Transport Window Guard 1 $300.00 $300.00 36 HP-5020 Ace K9 “Hot-N-POP Pro Temperature alarm and 1 $1,595.00 $1,595.00 37 H-NKLBK-P Ace K9 No K9 Left Behind kit 1 $75.00 $75.00 38 HAP-EVS-K Engine Stall Kit 1 $165.00 $165.00
39 VTX609 Whelen Vertex Light Blue 1 $110.00 $110.00
40 VTX609 Whelen Vertex Light Red 1 $110.00 $110.00
AFS CTF-B6T6G Combined Timer Fuse Panel
---- 6 Gauge Battery Cable
---- Custom Wiring Harness $1,500.00
---- 100 AMP Blue Sea Circuit Breaker
---- Heat Shrink Weatherproof Connectors
Parts: $20,209.15
Labor: $12,440.00
Vehicle: $51,781.00
Doc Fee: $85.00
Tire Fee: $8.75
EVR Fee: $37.00
Sales Tax: $8,240.23
Total $92,801.13
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CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: September 8, 2026
SUBJECT: Funding Agreement No. FN-OT-26-002 with Sonoma – Marin Area Rail Transit District (SMART) for Utility Design
PREPARED BY: Clay Thistle, Senior Engineer
STRATEGIC INITIATIVE(S):

Maintain and Improve Infrastructure and Facilities
RECOMMENDED ACTION(S):

Adopt a Resolution approving Funding Agreement No. FN-OT-26-002 with Sonoma – Marin Area Rail Transit District (SMART) for Utility Design in the amount of $141,285.61, authorizing the City Manager to execute the Agreement, and amending the Fiscal Year 2026-27 adopted budget.

COMMUNITY ENGAGEMENT/OUTREACH:

SMART held an open house on March 23, 2026, at the Abel De Luna Community Center, conducted a groundbreaking ceremony at the Foley Community Pavilion on May 8, 2026, and is anticipated to present an update to the City Council at the next meeting.

Prior to beginning construction, advance notices will be provided to adjacent properties. SMART will advise of potential impacts, parking restrictions, and the planned work duration. The City project manager’s direct contact information will be provided for additional information and for any concerns that arise during the construction process.

BACKGROUND:

Through a Progressive Design-Build process, SMART is developing a 65% design for the Healdsburg Extension Project, which extends passenger rail service and the multi-use pathway (MUP) from Windsor to Healdsburg and beyond. The 65% design is used to establish a final cost that will be agreed upon prior to the project advancing to construction.

City Staff have identified three locations where it is advantageous to upgrade existing utilities and install infrastructure to accommodate future City needs in or near the railroad right-of-way prior to active rail service starting. As the SMART project continues to progress, additional locations and/or needs may arise and require subsequent agreements.

The recommended improvements are:

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Hudson Street to Ward Street Sewer Replacement
Replacement of the sewer from Hudson Street across the SMART property extending to Ward Street. This portion of the sewer is undersized, prone to backups, and requires frequent maintenance.

Front Street Water Main Casing
Installation of a steel casing for future installation of a 16” water main crossing the railroad rightof-way along Front Street. The casing would allow for future waterline installation serving the undeveloped portion of the City southeast of the Russian River without disruption to rail service.

Russian River Rail Bridge Waterline
Design of the SMART rail bridge crossing of the Russian River to accommodate a future installation of 12” water main. Having the rail bridge designed to accommodate a future waterline installation would allow for an additional waterline serving the undeveloped portion of the City southeast of the Russian River. This area is currently served by a singular line mounted on the existing Memorial vehicle bridge. The additional waterline would increase capacity and provide system redundancy during service interruption.

Constructing utility improvements and upgrades that cross under the railroad right-of-way after active rail service begins becomes much more complex, requiring extensive railway traffic control, night work, and directional drilling of underground piping.

SMART estimates rail service to Healdsburg to begin in late 2028.

DISCUSSION/ANALYSIS:

City staff has requested SMART design the 8-inch sewer main from Hudson Street to Ward Street, a steel casing beneath the SMART tracks along Front Street for a future waterline and develop support connections for a future waterline on the new Russian River railroad bridge. These designs would be advanced to a 65% design level consistent with SMART’s Progressive design-build process.

Based on the proposed scope of services, staff determined that the proposed fee of $141,285.61 is reasonable.

It is anticipated staff will receive, review, and, when satisfied with the design and proposed final construction cost, bring to City Council a funding agreement for final design and construction.

This proposed funding agreement is necessary to reimburse SMART for the design costs.

ENVIRONMENTAL STEWARDSHIP:

Reuse, recycling, waste diversion, construction vehicle emission reduction, and storm water treatment will be implemented into the design where possible.

ALTERNATIVES:

The City Council could choose to not to adopt the recommended Resolution and direct staff to Item 6.g
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conduct the design through the City’s traditional consultant procurement process; however, having SMART perform the design of the three projects for the City allows the work to be coordinated with their current design-build process of the rail service through Healdsburg. This increases efficiency and reduces coordination delays.

FISCAL IMPACT:

The proposed Funding Agreement establishes that the City is responsible for all costs associated with the City Design Work, including but not limited to, engineering, design, permitting, mitigation, environmental remediation, project management, inspection and administration, and unanticipated costs that may arise. The proposed agreement requires the City to commit contingency funds in the amount of ten percent of the cost for unknowns, differing site conditions, inconsistencies in the documents, and other unexpected conditions. The current estimated cost for SMART development of a 65% design inclusive of the required contingency for the Hudson Street to Ward Street Sewer Replacement Project, Front Street Water Main Casing Project, and the Russian River Rail Bridge Waterline Project is $141,285.61.

The adopted Fiscal Year 2026-27 Budget includes sufficient funds within the Hudson Street to Ward Street Sewer Replacement Project SE008 and the Front Street Water Main Casing Project WA010. The Russian River Rail Bridge Waterline Project was not incorporated in the adopted five-year CIP as it is not anticipated to be fully designed and funded until the completion of the Station Area Planning efforts. The 65% design in the proposed agreement ensures that SMART will build the bridge to accommodate the anticipated future project that will increase the capacity to provide water utility services in the South Entry Area. Therefore the design work is not proposed to be completed as a component of a Capital Improvement Project and will be funded by the Water Development Impact Fees Fund. Staff are proposing to increase appropriation in the Water Development Impact Fees Fund to support the proposed funding agreement as there are sufficient funds available.

Below is a summary of the current estimated design costs by project.

Hudson Street to Ward Street Sewer Replacement Project SE008 $84,011.20 Front Street Water Main Casing Project WA010 $27,614.87 Russian River Rail Bridge Waterline (Impact Fees) $29,659.54 Total: $141,285.61
ENVIRONMENTAL ANALYSIS:

The recommended action does not constitute a “project” under CEQA, pursuant to Section 15378(b)(4)(5) of the California Environmental Quality Act (CEQA). The future construction project will be subject to environmental review and pending approval pursuant to CEQA and NEPA (National Environmental Policy Act) guidelines at a future date.

ATTACHMENT(S):

Resolution
Exhibit A
Funding Agreement No. FN-OT-26-002
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CITY OF HEALDSBURG
RESOLUTION NO. __-2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING FUNDING AGREEMENT NO.

FN-OT-26-002 WITH SONOMA – MARIN AREA RAIL

TRANSIT DISTRICT (SMART) FOR UTILITY DESIGN IN THE
AMOUNT OF $141,285.61, AUTHORIZING THE CITY

MANAGER TO EXECUTE THE AGREEMENT, AND
AMENDING THE FISCAL YEAR 2026-27 ADOPTED BUDGET
WHEREAS, through a Progressive Design-Build process, SMART is developing a 65% design for the Healdsburg Extension Project, which extends passenger rail service and the multiuse pathway (MUP) from Windsor to Healdsburg and beyond; and WHEREAS, the 65% design is used to establish a final cost that can be agreed upon and the project advanced through construction; and
WHEREAS, City staff have currently identified three locations where it is advantageous to make upgrades to existing utilities or install infrastructure to accommodate future needs in the vicinity of the railroad tracks prior to active rail service expected in 2028; and WHEREAS, as the SMART project continues to progress, additional locations and/or needs may arise and require subsequent agreements; and
WHEREAS, City staff has requested SMART design the 8-inch sewer main from Hudson Street to Ward Street, a steel casing beneath the SMART tracks along Front Street for a future waterline, and develop support connections for a future water line on the new Russian River railroad bridge; and
WHEREAS, the designs would be advanced to a 65% design level consistent with SMART’s Progressive design-build process; and
WHEREAS, based on the proposed scope of services, staff determined that the proposed fee of $141,285.61 is reasonable; and
WHEREAS, it is anticipated that staff will receive, review, and when satisfied with the design and proposed final construction cost, bring forward to the City Council a funding agreement for final design and construction; and
WHEREAS, the recommended action does not constitute a “project” under CEQA, pursuant to Section 15378(b)(4)(5) of the California Environmental Quality Act (CEQA). The future construction project will be subject to environmental review and pending approval pursuant to CEQA and NEPA (National Environmental Policy Act) guidelines at a future date, and no further action is required.

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NOW, THEREFORE IT IS HERBY RESOLVED, ORDERED AND FOUND by the City Council of the City of Healdsburg as follows:

1. Approves Funding Agreement No. FN-OT-26-002 with Sonoma – Marin Area Rail Transit District (SMART) for Utility Design in the amount of $141,285.61.

2. Authorizes the City Manager to execute the Funding Agreement.

3. Approves amending the budget as depicted in the attached Exhibit A.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Healdsburg, this 8th day of September 2026, by the following vote:

SO ORDERED: ATTEST:
_______________________________ ___________________________________ J. Chris Herrod, Mayor Raina Allan, City Clerk
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Resolution No.

Exhibit A
Account Number Increase Amount Decrease Amount Description 920-8080-43205-00000 $ 29,660 Increase Water Impact Fee Funds Expense for Russian River Rail Bridge Waterline Design FY 26-27 Budget Amendment
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Funding Agreement No. FN-OT-26-002 Page 1 of 7

FUNDING AGREEMENT

BETWEEN

SONOMA-MARIN AREA RAIL TRANSIT DISTRICT AND CITY OF HEALDSBURG FOR

DESIGN OF CITY UTILITIES
THIS FUNDING AGREEMENT (“Agreement”) is entered into as of _________________, 2026, by and between the SONOMA-MARIN AREA RAIL TRANSIT DISTRICT (“SMART” or “District”), a public entity duly established under the laws of California, and the CITY OF HEALDSBURG, a California municipal subdivision (“CITY”), collectively (the “Parties”).

RECITALS
A. The SMART rail corridor, historically known as the Northwestern Pacific Railroad Authority (NWPRA), generally parallels Highway 101 running north-south in Sonoma and Marin Counties.

The corridor is owned by the District from Milepost (MP) 89.0 in Cloverdale southward to MP 11.4 in Corte Madera;
B. District has completed California Environmental Quality Act (CEQA) review and designed and constructed a passenger rail service, stations and accompanying multi-use path along an approximately 48-mile existing rail corridor, which will eventually be extended 70-miles from Cloverdale in Sonoma County, California, to Larkspur, Marin County, California (the “SMART Rail and Pathway Project”);
C. CITY has requested SMART, through its Progressive Design-Build Phase I Agreement No. CV-DB25-001 with Stacy and Witbeck/Herzog, A Joint Venture to develop a 65% design for the Hudson Street to Ward Street Sewer Replacement Project, Front Street Water Main Casing, and accommodation for the Russian River Rail Bridge Waterline (“CITY Project”); D. At the request of the CITY, the District is agreeable to include development of a 65% design of the CITY Project through District’s Progressive Design-Build Phase I Agreement No. CV-DB-25-001 (“CITY Design Work”). The cost proposal is documented in Exhibit A and the detailed scope of work is documented in Exhibit C which are incorporated and included as part of this Agreement; E. CITY shall be responsible for preparing and documenting environmental clearances for CITY Project;
F. CITY is committed to paying for the full cost and expense of the entire CITY Project, including CITY Design Work;
G. The parties desire to enter into this Agreement so that the CITY’s Project can be designed as a separate stand-alone City Project, at the City’s sole cost and expense; H. CITY through this Agreement has agreed to pay for all costs for the development of a 65% design of the CITY Project, currently estimated to be $141,285.61; I. Upon completion of the 65% design, the District and CITY anticipate revising this funding agreement or entering into a new funding agreement to complete final design and construction of the CITY Project at CITY cost;
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Funding Agreement No. FN-OT-26-002 Page 2 of 7
J. CITY understands and agrees to enter into a separate License Agreement with the District for the use of the District’s right-of-way for CITY’s Project utility improvements.

AGREEMENT
NOW, THEREFORE, for good and valuable consideration, the receipt and adequacy of which are hereby acknowledged, CITY and District agree as follows:

1. RECITALS
A. The above recitals are true and correct and are hereby incorporated in and expressly form a part of this Agreement.

2. COORDINATION
A. CITY shall coordinate the CITY Design Work with District's Chief Engineer or his designee. District’s and CITY’s Representative for purposes of this Agreement shall be:

District CITY
Bill Gamlen Clay Thistle
Chief Engineer
Sonoma Marin Area Rail Transit (SMART)
5401 Old Redwood Highway, Suite 200
Petaluma, California 94954
Principal Engineer
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
Phone: 707.794.3330 Phone: (707) 431-3391
Email: [email protected] Email: [email protected]

3. SCOPE OF WORK
A. CITY Design Work: The District’s Progressive Design-Build Entity will develop a 65% design for an 8” sewer main with connecting laterals and manholes at connection points from Hudson Street to Ward Street, a steel casing under SMART’s tracks on Front Street for a future 16” water main line, and connection details for a water line to be supported on the Russian River Rail Bridge.

The cost proposal is documented in Exhibit A and the detailed scope of work is documented in Exhibit C which are incorporated and included as part of this Agreement.

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4. DISTRICT’S RESPONSIBILITIES
District agrees to perform the following:

A. Contract Administration: District will include the CITY Design Work in District’s Progressive Design-Build Phase I Agreement No. CV-DB-25-001. District shall administer the contract for the CITY Design Work at CITY’s expense.

B. Design: District shall direct its Progressive Design-Build Entity to develop 65 percent designs for the City Project.

C. Procurement: District has procured its Progressive Design-Build Phase I Agreement No. CV-DB-25-001, in compliance with California Public Contract Code § 22180 et seq. under the District's progressive design-build authority. All costs for which District anticipates reimbursement in accordance with the terms hereof ("Project Costs") are attached hereto as Exhibit B. As set forth in section 5I, below, the parties hereto understand and agree that at the time of the execution of this Agreement, the estimated cost of the City Project is $141,285.61, as shown in Exhibit B.

5. CITY’S RESPONSIBILITIES
CITY agrees to perform the following:

A. Environmental Documentation: District has previously completed California Environmental Quality Act (CEQA) review for the construction of a passenger rail system, accompanying Stations and ancillary multi-use path. CITY is responsible for any environmental clearance or permitting needed for the CITY Project.

B. Contract: The CITY agreesthat the City’s Project will be incorporated into the District’s Progressive Design-Build Phase I Agreement No. CV-DB-25-001 “Healdsburg Extension Project” as an Amendment to the Phase I Agreement.

C. Changes: The CITY shall be responsible for all costs resulting from changes initiated by the CITY.

D. City Review of Project Documents: The CITY shall promptly review all design details and will have 14 calendar days to review and respond to submittals from the District related to the CITY’s Project. If no comments are received within 14 calendar days, the documents and design details will be deemed approved by CITY.

E. Site Access: City shall issue an encroachment permit and any other required permits at no cost for District and District’s Progressive Design-Build Entity to access the CITY’s property as necessary for the CITY Design Work.

F. Payment:
i. The CITY is responsible for all costs associated with the CITY Design Work, including but not limited to, engineering, design, permitting, mitigation, environmental remediation, project management, inspection and administration and unanticipated costs that may arise as a result of Item 6.g
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implementing the CITY Design Work. The parties hereto understand and agree that at the time of the execution of this Agreement, the estimated cost of the City Design Work is $141,285.61, as shown in Exhibit B. This amount does not represent a “cap” on costs for the CITY’s Design Work. The City shall commit contingency funds in the amount of ten (10) percent of the cost for unknowns, differing site conditions, inconsistencies in the documents, and other unexpected conditions. CITY shall be responsible for all the remaining costs of design and constructing the CITY Project.
ii. CITY shall remit to District upon execution of this agreement the amount identified in Exhibit B less contingency.

6. ADDITIONAL REQUIREMENTS
A. Amendments to Agreement: This Agreement may be amended only by the mutual written consent of both parties.

B. Indemnification: CITY shall indemnify, fully defend, hold harmless and release District, its officers, agents and employees, from and against any judgment, awards, claims, loss, damages causes of action, liability, regulatory proceedings, penalties, fines, costs or expense (including attorneys’ fees and cost) of any nature caused by any acts or omissions or negligence of CITY or CITY’s failure to fulfill its obligations under the Agreement.

C. Termination: Either party may terminate this Agreement by giving 30-days prior written notice to the other party, in the manner described in Section 6.D of this Agreement of its intent to terminate. In the event of termination, CITY shall pay District for all expenses associated with the proportion of work completed as of the termination date and any additional payments, (including but not limited to any additional cost, loss profit, claims or liability due to District’s Progressive Design-Build Entity and its subcontractors pursuant to the terms and conditions of District’s Phase I Agreement No. CV-DB-25-001 as a result of the CITY’s termination.

D. Notice: Unless otherwise requested by a party, all notices, demands, requests, consents or other communications which may be or are required to be given by either party to the other shall be in writing and shall be deemed effective upon service.

Notices shall be deemed to have been properly given when served on the party to whom the same is to be given by hand delivery or by deposit in the United States mail addressed to the party as follows:

District: Bill Gamlen, P.E
Chief Engineer
Sonoma-Marin Area Rail Transit District
5401 Old Redwood Highway
Petaluma, CA 94954
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City: Jeff Kay
City Manager
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
When a notice is given by a generally recognized overnight courier service, the notice, invoice or payment shall be deemed received on the next business day. When a notice or payment is sent via United States Mail, it shall be deemed received seventytwo (72) hours after deposit in the United States Mail, registered or certified, return receipt requested, with the postage thereon fully prepaid. In all other instances, notices, and payments shall be effective upon receipt by the recipient. Changes may be made in the names and addresses of the person to whom notices are to be given by giving notice pursuant to this paragraph.

E. Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of California. Venue shall be the County of Sonoma.

F. Integration Clause: Entire Agreement & Modification: This Agreement constitutes the complete expression of the agreement between District and CITY with regard to the subject matter hereof, and supersedes all prior agreements, oral or written, proposals, and all other communications between District and CITY related to the subject matter hereof, which are not fully expressed in this Agreement. The parties intend this Agreement to be an integrated agreement. Any modification of or addition to this Agreement must be in writing signed by both Parties. Notwithstanding the foregoing, CITY acknowledges and understands that the Parties will need to enter into a separate License Agreement for the presence of CITY’s utilities within SMART’s right-of-way.

G. Authority to Sign: The undersigned hereby represent and warrant that he or she has authority to execute and deliver this Agreement on behalf of CITY and District.

H. No Waiver of Breach: The waiver by any of the Parties of any breach of any term or promise contained in this Agreement shall not be deemed to be a waiver of such term or provision or any subsequent breach of the same or any other term or promise contained in this Agreement.

I. Time of Essence: Time is and shall be of the essence of this Agreement and every provision hereof.

J. Construction: To the fullest extent allowed by law, the provisions of this Agreement shall be construed and given effect in a manner that avoids any violation of statute, ordinance, regulation, or law. The parties covenant and agree that in the event that any provision of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way be affected, impaired, or invalidated thereby. CITY and District acknowledge that they have each contributed to the making of this Agreement and that, in the event of a dispute over the interpretation of this Agreement, the language of the Agreement will not be construed against one party in favor of the other. CITY and District acknowledge that they have each had an Item 6.g
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adequate opportunity to consult with counsel in the negotiation and preparation of this Agreement.

K. Consent: Wherever in this Agreement the consent or approval of one party is required to an act of the other party, such consent or approval shall not be unreasonably withheld or delayed.

L. No Third-Party Beneficiaries: Nothing contained in this Agreement shall be construed to create, and the Parties do not intend to create any rights in third parties. No incidental beneficiary, whatever relationship such person may have with the Parties, shall have any right to bring an action or suit, or to assert any claim against the Parties under this Agreement.

M. Captions: The captions in this Agreement are solely for convenience of reference.

They are not a part of this Agreement and shall have no effect on its construction or interpretation.

N. Acceptance of Electronic Signatures and Counterparts: Signatures delivered by scanned image as an attachment to electronic mail or delivered electronically through the use of programs such as DocuSign must be treated in all respects as having the same effect as an original signature. Each party further agrees that this Contract may be executed in two or more counterparts, all of which constitute one and the same instrument.

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IN WITNESS WHEREOF, the District and the CITY have executed this Agreement as of the date first above written.

CITY OF HEALDSBURG SONOMA-MARIN AREA RAIL TRANSIT DISTRICT By: By:

Jeff Kay, City Manager Eddy Cumins, General Manager
APPROVED AS TO FORM: APPROVED AS TO FORM FOR DISTRICT:

By: By:

Samantha W. Zutler, City Attorney Jessica Sutherland, SMART Counsel Item 6.g
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EXHIBIT A

COST PROPOSAL
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2800 HARBOR BAY PARKWAY-ALAMEDA, CA 94502
TELEPHONE (510) 748-1870 – FAX (510) 748-1205
SWH-SMART-002R2
August 5, 2026
Mr. Michael Wiltermood
Sonoma Marin Area Rail Transit
5401 Old Redwood Hwy, Suite 200
Petaluma, California 94954

Reference: Design Civil, Track, and Structures Improvements of the SMART Healdsburg Extension
Contract No. CV-DB-25-001
SWH Job No 35783

Subject: Change Notice 002 – City of Healdsburg Design Work Cost Proposal Rev 2

Dear Michael,

Stacy Witbeck/Herzog, A JV (SWH) provides the attached pricing in response to Change Notice 002 for City of Healdsburg Project Pricing Requests. This cost proposal is inclusive of the 65% design as outlined in the change notice, excluding Adeline Way to Ward Street work.

The design documents will include field survey and mapping, civil and structures elements, roadways, and utility facilities and relocations. Additionally, SWH will provide a final design and construction estimate with the 65% design submittal.

For this change notice, SWH total cost proposal is $123,897.01 to complete the scope of work listed above. Attached is a detailed breakdown of the costs.

Sincerely,
Stacy and Witbeck/Herzog, A JV

Nick Slama
Project Manager
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EXHIBIT B

PROJECT COST

ITEM ESTIMATED COST
35% Design $58,876.48
65% Design $65,019.53
Contingency $12,389.60
SMART Staff Time $5,000.00
TOTAL $141,285.61
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EXHIBIT C

SCOPE OF SERVICES
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Scope of Services
Healdsburg
Extension Project
Change Notice 002 –
City of Healdsburg
Project Pricing
RFQ NO. CV-DB-25-
001

August 4, 2026
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Scope of Services
Healdsburg Extension Project CN 002
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Scope of Services
Healdsburg Extension Project CN 002
Scope of Services
Project Objective
GHD, Inc. and its subconsultants (“CONSULTANT”) will provide engineering (“Services”) under Change Notice 002 (CN 002) to the Stacy Witbeck/Herzog Joint Venture (SWH) in response to the City of Healdsburg’s request to provide pricing for the following additional design elements:

1. Hudson Street to Ward Street Sewer Replacement

2. Front Street Water Main Casing

3. Russian River Rail Bridge Waterline
The associated plans and specifications would be included in the Phase I contract documents of the Healdsburg Extension Progressive Design-Build project through the 65% submittal milestone.

CONSULTANT will provide design engineering professional services for the following elements of work associated with CN 002:
• Field Surveying and Mapping
• Civil and structures elements
• Roadway
• Utility facilities and relocations (see Task 7.10 Utility Plans for the scope delineation between SWH and CONSULTANT)
CN 002 Project Description
The Healdsburg Extension Project limits extend from the existing SMART Windsor Station at MP

63.0 to Lytton Springs Road at MP 72.00. The project’s primary objectives are to extend SMART passenger rail service 9 miles to the north, to construct a new SMART station in the City of Healdsburg between Front Street and Healdsburg Avenue, and to extend the non-motorized pathway from the Town of Windsor to the City of Healdsburg where it will tie into the existing Foss Creek pathway. CN 002 would add the following work items to the project at request of SMART.

1. Hudson Street to Ward Street Sewer Replacement
CONSULTANT will design a new 8-inch diameter sanitary sewer line, connecting laterals, and 5 manholes to replace the existing sanitary sewer located between manhole SSMH232 in Hudson Street and manhole SSMH341 in Ward Street. The existing sanitary sewer system consists of a 6-inch diameter non-reinforced concrete pipe likely previously slip-lined along with 5 manholes including the manholes at both the upstream and downstream ends. The proposed sewer line profile will conform to the downstream elevation at Ward Street, and the manhole at the connection point on Hudson Street will be designed to be replaced. If required, an inside drop at the Hudson Street manhole will be incorporated. During construction, it will be necessary to maintain sanitary flows by providing bypass pumping or other acceptable methods.

2. Front Street Water Main Casing
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Scope of Services
Healdsburg Extension Project CN 002
CONSULTANT will design a casing, along with its horizontal and vertical alignments, to accommodate a future 16-inch water main crossing SMART’s right-of-way along Front Street in accordance with City of Healdsburg Standards and the SMART Design Criteria Manual.

3. Russian River Bridge Waterline
CONSULTANT will design connection details for the proposed Russian River rail bridge trestle and truss sections to accommodate a future 12-inch water line across the Russian River from Front Street to Bailhache Avenue to be located the west side of the rail rightof-way.

CN 002 Scope
Under CN 002, CONSULTANT would produce 35% and 65% plans and specifications for each work item listed in the CN 002 project description.

Schedule
CN 002 will consist of the following phases:
35% Design Level Preliminary Engineering
This phase includes the development and analyses of critical design element alternatives in support of Army Corp and/or CDFW environmental permit applications required for the improvements associated with CN 002. In addition, an environmental effect footprint will be determined based on the preferred design alternative to facilitate required environmental clearance to be completed by SMART’s environmental consultant. The CONSULTANT will develop preliminary engineering documents to support the environmental work to be completed by SMART’s environmental consultant.
65% Design Level Preliminary Engineering
This phase includes the development of plans and specifications necessary for negotiating the Project’s Guaranteed Maximum Price (GMP).

The detailed Scope of Services on the following pages of this scope of services is based on the following key schedule assumptions:
• Assumed CN 002 Notice to Proceed: Early August 2026
• 35% Design Level Preliminary Engineering (3 Months): Early November 2026 • 65% Design Level Preliminary Engineering (3 Months): Early February 2027 Phase I – Project Management and Integration
Task 1 - Project Management and Control
The CONSULTANT’s Principal Engineer (Civil/Rail) will work under the direction of SWH to oversee the 35% design phase of CN 002 under the current project management budget established for Phase I through September 2026.

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Scope of Services
Healdsburg Extension Project CN 002
CONSULTANT’S Principal Engineer (Civil/Rail), SWH’s PDBE Representative (Project Manager), and SWH’s PDBE Deputy PM, while the CONSULTANT’S Principal Engineer (Civil/Rail) will continue to manage the day-to-day activities of the other CONSULTANT team members based in their respective home offices.

The CONSULTANT shall provide the following project management activities under Task 1 through the 65% phase of CN 002:

CONSULTANT Activities

1.1 Project Management
CONSULTANT will support SWH in incorporating CN 002 into the project’s contract, scope, schedule, budget, and Project Team. CONSULTANT will continue to directly manage and coordinate its staff and subconsultants during the 35% and 65% Design Level Preliminary Engineering phases of CN 002 under the current Phase I project management budget. SWH will keep SMART informed on all aspects of the development of CN 002 design and deliverables.

1.3 Project Controls

1.3.2 Schedule Management
The following schedule management-related activities associated with the 35% and 65% Design Level Preliminary Engineering phases of CN 002 will be covered under the current Phase I schedule management budget.
• Work Breakdown Structure: CONSULTANT will support SWH in preparing an updated Work Breakdown Structure (WBS) based on the approved CN 002 scope of work. These elements will be incorporated into the project schedule and the participation and level of effort for SWH and CONSULTANT will be clearly defined.
• Critical Path Method Schedule: CONSULTANT will support SWH in preparing an updated Critical Path Method (CPM) project schedule that provides a detailed sequence of all activities required to complete the scope of services under CN 002 within the contract duration, using the WBS specified in the updated detailed work plan. The project schedule will include all known constraints, task dependencies (logic), deliverables, SMART reviews, third-party reviews, quality assurance/quality control (QA/QC) reviews, and applicable deliverables and milestones associated with CN 002. SMART will identify critical design milestones for CN 002 that SWH must include in the updated schedule. The schedule will distinguish the critical path from other non-critical activities.
• Updated Baseline Schedule: SWH will submit the updated baseline schedule to SMART in an electronic format compatible with Primavera P6 within 21 calendar days of the CN 002 NTP.

SMART will review and comment on the updated baseline schedule within ten (10) calendar days of receipt. CONSULTANT will support SWH to incorporate review comments and resubmit the updated schedule as part of the updated Project Management Plan. • Assist SWH in evaluating current schedule performance relative to the updated approved baseline schedule to show current performance.
• Continue supporting SWH to update the schedule each month to indicate actual start and finish dates, remaining project duration, and percentage of work completed.

1.5 Invoicing, Contract Administration, Reporting, and CPM CONSULTANT will establish, maintain, and administer updated agreements with its Item 6.g
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Scope of Services
Healdsburg Extension Project CN 002
subconsultants for the inclusion of CN 002. The current Task 1.5 budget established for Phase I of the Project will cover all invoice-related activities through the 35% and 65% Design Level Preliminary Engineering phases of CN 002.

CONSULTANT continues to assume that SWH will submit CONSULTANT’S invoices no later than thirty (30) days from the date the services/charges were incurred by CONSULTANT.

CONSULTANT continues to assume that SMART will pay SWH within 30 days following submission of an invoice and that SWH will pay CONSULTANT no later than thirty (30) days from receipt of payment by SMART. CONSULTANT also continues to assume that there will be no retention of CONSULTANT’S payment unless SMART imposes payment retention on SWH.

1.7 Design Quality Assurance/Quality Control
CONSULTANT’s Design Quality Control (QC) Manager will continue to enforce the project’s Design Quality Assurance/Quality Control (QA/QC) standards and procedures for all deliverables associated with CN 002. CONSULTANT will submit an updated Design Quality Management Plan (QMP) within 30 days of NTP in accordance with SMART’s QMP requirements that will include an updated list of formal deliverables associated with CN 002 to SMART. The current Task 1.7 budget established for Phase I of the Project will cover all QA/QC-related activities through the 35% and 65% Design Level Preliminary Engineering phases of CN 002.

The Design QMP dictates procedures for the CONSULTANT to confirm that all contract documents associated with CN 002 have been checked and comply with SMART’s Design Criteria. The QC Manger will notify the CONSULTANT’s Principal Engineer that the Design Submittal Checklist and Certification form can be signed and submitted to SMART prior to the 35% and 65% design milestone submittals for CN 002. The QC Manger will maintain a running list of observed deficiencies, discrepancies, and non-compliances, and deploy corrective actions prior to each design milestone submittal.

1.8 Electronic File Management
CONSULTANT will continue to furnish a CADD Manager to ensure that all electronic files associated with CN 002 adhere to the SMART Drawing Standards across all design disciplines so that the team can more efficiently advance the design through all submittal milestones. The current Task 1.8 budget established for Phase I of the Project will cover all electronic file managementrelated activities through the 35% and 65% Design Level Preliminary Engineering phases of CN 002.

CONSULTANT’S CADD Manager will also continue to be responsible for maintaining file security by limiting access to only active Project Staff by maintaining a log of usernames assigned to each team member. In addition, CONSULTANT’S CADD Manager will continue to be responsible for maintaining the Project folder structure on BIM360 and for uploading all updated files into the BIM360 folders by 5:00 PM Pacific every Friday afternoon.

Task 1 Deliverables
• Task 1.3 Project Controls
o Input into the Summary of Hours and Dollars spreadsheet for design-related tasks in CONSULTANT’S CN 002 scope of services for the 35% and 65% Design Level Preliminary Engineering phases.
o Input into the revised CPM schedule for design-related work elements in CONSULTANT’S CN 002 scope of services for the 35% and 65% Design Level Preliminary Engineering phases.

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• Task 1.5 Invoicing, Contract Administration, Reporting and CPM o Invoices for progress payments at submittal milestones, due to SMART Accounts Payable in accordance with Section 18.01 of the Phase I Agreement for the 35% and 65% Design Level Preliminary Engineering phases under CN 002. • Task 1.7 Quality Assurance/Quality Control
o Updated Design Quality Management Plan
o Updated design Submittal Checklist and Certification Forms at milestone submittals • Task 1.8 Electronic File Management
o All electronic CADD and digital terrain model data and related files used in the production of the CN 002 contract drawings.

Task 1 Key Understandings
• Task 1.1 Project Management
o CONSULTANT will continue to directly manage and coordinate its staff and subconsultants during the 35% and 65% Design Level Preliminary Engineering phases of CN 002 under the current Phase I project management budget. • Task 1.3 Project Controls
o All schedule management-related activities under Task 1.3.2 associated with the 35% and 65% Design Level Preliminary Engineering phases of CN 002 will be covered under the current Phase I schedule management budget. • Task 1.5 Invoicing, Contract Administration, Reporting and CPM o The current Task 1.5 budget established for Phase I of the Project will cover all invoice-related activities through the 35% and 65% Design Level Preliminary Engineering phases of CN 002.
• Task 1.7 Quality Assurance/Quality Control
o The current Task 1.7 budget established for Phase I of the Project will cover all QA/QC-related activities through the 35% and 65% Design Level Preliminary Engineering phases of CN 002.
• Task 1.8 Electronic File Management
o The current Task 1.8 budget established for Phase I of the Project will cover all electronic file management-related activities through the 35% and 65% Design Level Preliminary Engineering phases of CN 002.

Task 2 – Design and Project Integration
This task involves design and project integration and interface management services as a part of the scope of work for CN 002. CONSULTANT will continue to support SWH in coordinating with authorities having jurisdiction (AHJs) as specified in the subtasks below to develop consensus on a design that will be accepted by the AHJs, as well as other consultants or parties engaged formally or informally by SMART. The scope of these services generally includes the following:

CONSULTANT Activities

2.2 Design Review and Agency Coordination
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Scope of Services
Healdsburg Extension Project CN 002
The CONSULTANT shall assist SWH in coordinating with Authorities Having Jurisdiction (AHJs) such as the City of Healdsburg, utility providers (public and private), and private property owners to deliver the scope of services associated with CN 002. CONSULTANT’s management and engineering staff shall continue to attend formal and informal design review meetings with SMART and other consultants and agencies. The CONSULTANT’s preparation and attendance at such meetings shall be considered an ongoing design function to perform the specified scope of services.

SWH shall continue to produce meeting notes for internal and external contract coordination and shall continue to maintain action item/interface lists to facilitate resolution of third-party issues associated with CN 002. CONSULTANT shall review and provide input into the meeting notes and action items/interface lists specific to CN 002. These meetings shall be anticipated by the CONSULTANT and shall be included in the scope of services as follows:

2.2.3 City of Healdsburg Coordination
CONSULTANT will assist SWH in coordinating with the City of Healdsburg to comply with its specific design review process. CONSULTANT will participate in formal and informal design review meetings with City of Healdsburg staff as facilitated by SWH to secure over-the-shoulder reviews and formal review comments on the CN 002 35% and 65% PS&E documents.

For improvements outside of SMART’s right-of-way, CONSULTANT assumes that the design of such improvements will need to adhere to the City of Healdsburg Public Works Standards published on the City of Healdsburg Public Works Documents, Forms and Permits website and the City of Santa Rosa Storm Water Low Impact Development Technical Design Manual.

The CONSULTANT shall also be responsible for coordinating its design and managing the integration of its work with the planning, design, and construction work by other project consultants and contractors for all known City of Healdsburg projects that may interface with the any of the project locations.

The CONSULTANT shall coordinate with SMART and/or SWH permit staff by providing the documents, drawings, information, and support necessary for the development and preparation of required permits, including key land use and construction permit applications with the City of Healdsburg. CONSULTANT will support SWA in coordination efforts with the City of Healdsburg up to a budgeted level of effort included in this task in the negotiated fee breakdown.

Hours spent on this task will be tracked and reported monthly, and efforts beyond this level of effort will be negotiated and paid for separately.

2.2.4 Public and Private Utilities Coordination
CONSULTANT will support SWH in coordinating with public utility owners to secure additional utility mapping in the vicinity of the projects locations, where necessary. Specifically, CONSULTANT will:
• Obtain utility record schematic maps and/or drawings, as available, to establish preliminary location of all utilities that may be affected by each of the project locations. • Identify and document potential conflicts between all existing utilities and proposed improvements associated with CN 002. If CONSULTANT demonstrates through design documentation that relocation cannot be avoided, CONSULTANT shall develop required pothole information for every utility identified in a “Utility Relocation Request” to be submitted to SMART for approval.

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Scope of Services
Healdsburg Extension Project CN 002
• Establish the limits of utilities to be demolished or abandoned along with the locations of all relocated utilities.

CONSULTANT will support SWA on coordination efforts with public utility owners up to a budgeted level of effort included in this task in the negotiated fee breakdown.

Task 2.2 Key Understandings
• SWH will continue to produce meeting notes and maintain action item/interface lists for all meetings included in Task 2.2 for review and input by the CONSULTANT. • CONSULTANT will support coordination efforts with the AHJs listed under Task 2.2 up to the budgeted level of effort in the CN 002 fee proposal. • CONSULTANT assumes that SWH will continue to be responsible for leading all coordination efforts with utility owners to determine the following:
o Utility relocation strategies and schedules
o Franchise and permit process
o Verification of utility property rights
o Responsibility for utility relocation costs
Task 2.2 Deliverables
• Input into the Weekly Technical Task Force Meetings meeting notes and action items/interface lists specific to CN 002.
• Input into the Agency Coordination Meetings meeting notes and action items/interface lists for all subtasks under Task 2.2 specific to CN 002.

2.3 Environmental Consultant Coordination
For the project’s environmental clearance effort, CONSULTANT will support SMART’s environmental consultant in the preparation of CEQA and NEPA documents to evaluate the inclusion of the CN 002 improvements into the project’s scope of services. CONSULTANT will support SWA on coordination efforts with SMART’s environmental consultant up to a budgeted level of effort included for this task in the negotiated CN 002 fee breakdown.

2.3.1 Project Description and Impact Footprint Support
CONSTULANT will assist SMART’s environmental consultant in preparing an updated project description and impact footprint that will serve as a basis of analysis for the environmental clearance and regulatory permitting process. The updated project description and footprint will be based on the preliminary engineering drawings and constructability analysis (e.g., temporary construction access and staging areas). SMART’s environmental consultant will be in responsible charge of preparing the updated project description, and CONSULTANT will assist in the preparation of supporting graphics and figures including, but not limited to, the temporary and permanent impact footprint as directed by SMART’s Project Manager.

CONSTULANT’s staff will continue to coordinate proactively with SMART’s environmental consultant to ensure that an accurate updated project description and footprint are developed in a timely manner to meet project schedule needs. CONSULTANT can directly prepare or edit Item 6.g
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portions of the updated project description and/or footprint to allow SMART to select different roadway configurations as information from the City of Healdsburg becomes available.

SMART’s environmental consultant will be responsible for submitting a draft updated project description and impact footprint to SMART for review and comment. Based on comments from SMART, the project description will be finalized by SMART’s environmental consultant with support from CONSULTANT as requested by SMART’s Project Manager. SMART’s environmental consultant will move forward with the preparation of updated technical studies upon completion of the Project Description and Impact Footprint.

Task 2.3.1 Key Understandings
• CONSULTANT will support SWA on coordination efforts with SMART’s environmental consultant up to a budgeted level of effort included for this task in the negotiated CN 002 fee breakdown.
• CONSULTANT’S environmental scope under Task 2.3.1 is limited to ongoing participation at coordination meetings with SMART’s environmental consultant and the preparation of supporting graphics and figures for inclusion in the updated project description and impact footprint.

Task 2.3.1 Deliverables
• Supporting graphics and figures for the updated Draft and Final Project Description • Draft and final impact footprints (temporary and permanent) Task 2 Deliverables
• Task 2.2 Design Review and Agency Coordination
o Input into the Agency Coordination Meetings meeting notes and action items/interface lists for all subtasks under Task 2.2 specific to CN 002 o Supporting documents, drawings, and information for permits, and concurrence letters specific to CN 002
o Design Review presentations at the 35% and 65% design milestones that incorporate the CN 002 scope of services
• Task 2.3 Environmental Consultant Coordination
o Supporting graphics and figures for the updated Draft and Final Project Description o Draft and final impact footprints (temporary and permanent) Task 2 Key Understandings
• Task 2.2 Design Review and Agency Coordination:
o CONSULTANT assumes that SWH will provide all utility owners known to have facilities in the CN 002 improvement locations with plan sets or exhibits for them to confirm that their facilities are indeed impacted by the proposed work and, if so, to initiate the relocation design.
o CONSULTANT assumes that SWH will continue to be responsible for leading all coordination efforts with utility owners to determine the following:
▪ Utility relocation strategies and schedules
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Scope of Services
Healdsburg Extension Project CN 002
▪ Franchise and permit process
▪ Verification of utility property rights
▪ Responsibility for utility relocation costs
• Task 2.3 Environmental Consultant Coordination
o SMART’s environmental consultant will be responsible for developing the following environmental deliverables as required by the appropriate level of CEQA/NEPA documentation:
▪ Updated Draft and Final Project Description
▪ Updated Draft and Final Impact Footprint
Phase I – 35% Design Level Preliminary Engineering
Task 4 – Initial Engineering and Technical Studies
This task involves producing additional topographic mapping and existing right of way evaluation to support the 35% and 65% design phases of the CN 002 scope of services.

CONSULTANT Activities

4.1 Field Survey and Mapping
The Project’s existing topographic base file will be updated to encompass the additional project limits associated with CN 002 as follows.
• Hudson Street near the southeast corner of the existing parking lot adjacent to the historic train depot: CONSULTANT will extend the Project’s topographic mapping 100’ along Hudson Street to terminate 50 feet on both sides the existing manhole that the new 8-inch sewer line will tie into. Topographic mapping along the Hudson Street will extend from back of sidewalk to back of sidewalk.

CONSULTANT assumes that the existing topographic base file developed under the current Phase I contract would be augmented with topographic mapping via aerial photogrammetry captured during the flyover in October 2025. All additional supplemental field survey will be merged with the aerial topographic mapping developed under CN 002.

The supplemental field survey will include features such as, but not limited to, edge of pavement, curb & gutter, sidewalk, driveways, drainage inlets, sewer manholes & invert elevations, utility markings on the pavement, overhead utility poles, retaining walls, and any other pertinent information that could apply to CN 002 during design.

Task 4.1 Deliverables
• Supplemental field surveys will be collected and merged with new topographic mapping tiles developed under CN 002. A PDF of the supplemental field survey will be provided to outline the extent of the detailed survey specific to the CN 002 improvement areas.

Task 4.1 Key Understandings
• Base mapping and DTMs will be owned by SMART

4.4 Right-of-Way Evaluation
CONSULTANT will conduct an inventory of the parcels and utility easements in the vicinity of the proposed improvements envisioned for the Hudson Street to Ward Street sewer replacement Item 6.g
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Scope of Services
Healdsburg Extension Project CN 002
work element under CN 002. The inventory will include research on right-of-way record maps, County of Sonoma APN maps, and affected roadway boundaries in order to:
• Establish the roadway right of way for Hudson Street
• Determine the likely affected easements resulting from the proposed improvements • Reconcile any ambiguities pertaining to right-of-way and parcel boundaries and • Verify utility easements
CONSULTANT will update the Project’s existing right-of-way base file previously developed under Task 4.1 of the current Phase I contract to include the City of Healdsburg’s existing rightof-way mapping along Hudson Street as determined by an additional record of survey.

Task 4.4 Deliverables
• Updated existing right-of-way base file
Task 4.4 Key Understandings
• CONSULTANT assumes that it will not be responsible for resolving legacy NCRA lease agreements and encroachments in the railroad right-of-way that conflict with proposed infrastructure.
• SMART will not provide any parcels outside SMART and public right-of-way for CN 002.

The City of Healdsburg shall be solely responsible for obtaining additional right-of-way to accommodate proposed infrastructure placed outside of SMART’s existing right-of-way. • The City of Healdsburg shall be responsible for the acquisition of any real property rights, temporary or permanent, required to construct CN 002 in accordance with the contract drawings that are outside of the construction limits established in SMART’s baseline drawings.
• CONSULTANT assumes that up to one legal description will need to be developed during the final design phase for a sanitary sewer easement for the SMART crossing.

Task 4 Deliverables
• Task 4.1 Field Surveying and Mapping
o Supplemental field survey data in AutoCAD 2018 format o Updated Digital Terrain Model (DTM)
o Updated right-of-way lines
• Task 4.4 Right-of-Way Evaluation
o Updated existing right-of-way base file
Task 4 Key Understandings
• Task 4.1 Field Surveying and Mapping
o CONSULTANT assumes that the existing topographic base file developed under the current Phase I contract would be augmented with topographic mapping via aerial photogrammetry captured during the flyover in October 2025. • Task 4.4 Right-of-Way Evaluation
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Scope of Services
Healdsburg Extension Project CN 002
o CONSULTANT assumes that it will not be responsible for resolving legacy NCRA lease agreements and encroachments in the railroad right-of-way that conflict with proposed infrastructure.
o SMART will not provide any parcels outside SMART and public right-of-way for CN 002. The City of Healdsburg shall be solely responsible for obtaining additional right-of-way to accommodate proposed infrastructure placed outside of SMART’s existing right-of-way.
o The City of Healdsburg shall be responsible for the acquisition of any real property rights, temporary or permanent, required to construct CN 002 in accordance with the contract drawings that are outside of the construction limits established in SMART’s baseline drawings.
o CONSULTANT assumes that up to one legal description will need to be developed during the final design phase for a sanitary sewer easement for the SMART crossing.

Task 7 – Preliminary Engineering
CONSULTANT will prepare 35% level preliminary engineering plans for the Hudson Street to Ward Street sewer replacement, Front Street water main casing, and Russian River bridge waterline work elements. The plans will be structured and formatted in accordance with the SMART CADD Manual and the Reference Drawings included in the RFQ solicitation which include select details from SMART’s most recent extension project. If required, portions of the 35% level preliminary engineering plans will be formatted in accordance with City of Healdsburg requirements for project elements within the City’s right-of-way. CONSULTANT assumes that the 35% design milestone submittal will be subject to the City of Healdsburg formal design review process, and that the City of Healdsburg will provide consistent feedback during design development via informal over-the-shoulder reviews.

CONSULTANT Activities

7.3 Bridge Plans
CONSULTANT will prepare 35% connection details for the trestle and truss portions of the Russian River bridge to accommodate a future 12-inch water line to be further defined during Structures Task Force meetings at the beginning of the 65% design phase under the current Phase I contact. The preliminary connection details will be added to the 65% Design Level Bridge Plans for the Russian River bridge to be advanced under the Project’s current Phase I contract.

Task 7.3 Deliverables
• 35% connection details to accommodate a future 12-inch water line to be added to the Russian River Bridge 65% plans: 4 Sheets
Task 7.3 Key Understandings
• The water line will be placed on the outside edge of the triangular walkway section of the trestle approach so that it aligns with the walkway on the truss section of the bridge. For the truss section, the water line will be placed on the outside edge of the 4’ walkway on top of the proposed W40 floor beams since the walkway only needs to be a minimum 2’ wide. • The future water line would impose approximately 100 pounds per linear foot on the Item 6.g
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Scope of Services
Healdsburg Extension Project CN 002
Russian River bridge which doesn’t account for thrust loading. • CONSULTANT assumes that additional bridge-related specifications would not be required under CN 002 since the current specifications included in the Phase I scope of services will adequately cover the proposed infrastructure associated with the new connection details to accommodate the future 12-inch water line.

7.10 Utility Plans
Under CN 002, CONSULTANT would update the Project’s existing utilities base file to include all existing public and private utilities located within the limits of the Hudson Street to Ward Street sewer replacement work element. The Project’s current existing utilities base file does not include existing public and private utility mapping within the assumed limits of the work element, and additional utility as-built records will need to be obtained to complete the initial utility base map within the proposed footprint of the work element.

Once additional existing utilities are mapped using available as-built documents, CONSULTANT will further update the existing utilities base file developed during the 35% design phase of CN 002 to depict more precise locations of existing utilities as informed by Underground Service Alert (USA) field markings combined with supplemental field survey. The Project’s early works potholing package may also need to be augmented with additional potholes to precisely locate existing utilities that may be impacted by the 8” sanitary sewer line associated with the Hudson Street to Ward Street sewer replacement, and the steel casing associated with the future 16-inch water main at the Front Street grade crossing.

CONSULTANT will produce 35% Utility plans and Utility Plan & Profile plans for the Hudson Street to Ward Street sewer replacement work element, and the Front Street water main casing work element for inclusion in the Phase I contract drawings and specifications.

Task 7.10 Deliverables
• 35% Sanitary Sewer Plan and Profile plans for the Hudson Street to Ward Street sewer replacement: 3 Sheets
• 35% Sanitary Sewer Details for the Hudson Street to Ward Street sewer replacement: 2 Sheets
• 35% linework for the 16” water main steel casing to be added to the Front Street 65% grade crossing plan and profiles plans: 2 Updated Sheets • 35% casing details for the future 16-inch water main at Front Street: 1 Sheet Task 7.10 Key Understandings
• CONSULTANT assumes that additional utility-related specifications would not be required under CN 002 since the current specifications included in the Phase I scope of services will adequately cover the proposed utility infrastructure. • CONSULTANT assumes that the 12-inch water main from Front Street to Bailhache Avenue to be placed on the west side of SMART’s right-of-way will be designed under a separate City of Healdsburg contract and that the CN 002 scope of services will only include the development of connection details for the Russian River bridge to accommodate the future water main.

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Scope of Services
Healdsburg Extension Project CN 002
• CONSULTANT assumes that the 16” water main to cross the SMART right of way at Front Street will be designed under a separate City of Healdsburg contract and that the CN 002 scope of services will only include design of the steel casing to accommodate the future water main.
• CONSULTANT assumes that SWH will continue to provide all utility owners known to have facilities in the City of Healdsburg right-of-way within the CN 002 project limits with plan sets or exhibits for them to confirm that their facilities are indeed impacted by the Project and, if so, to initiate the relocation design. The City of Healdsburg will provide record drawings of their facilities for all infrastructure impacted. • CONSULTANT assumes that SWH will continue to be responsible for leading all coordination efforts with utility owners to determine the following:
o Utility relocation strategies and schedules
o Franchise and permit process
o Verification of utility property rights
o Responsibility for utility relocation costs
• Design of the 8-inch sanitary sewer line will adhere to City of Healdsburg engineering standards and the associated hydraulic calculations and pipe size will be verified by the City of Healdsburg. The 8-inch sanitary sewer will be replaced in its current location and will not require additional easements. In addition, the sewer will be constructed using standard open cut installation in lieu of trenchless installation, and the associated bypass design will be prepared by SWH.
• Cathodic protection or other corrosion protective measures are not included. • Geotechnical investigations for the 8-inch sanitary sewer line and 16-inch water main casing are not included.

Task 7 Deliverables
• Task 7.3 Bridge Plans
o 35% connection details to accommodate a future 12-inch water line to be added to the Russian River Bridge 65% plans: 4 Updated Sheets
• Task 7.10 Utility Plans
o 35% Sanitary Sewer Plan and Profile plans for the Hudson Street to Ward Street sewer replacement: 3 Sheets
o 35% Sanitary Sewer Details for the Hudson Street to Ward Street sewer replacement:
2 Sheets
o 35% linework for the 16” water main steel casing to be added to the Front Street 65% grade crossing plan and profiles plans: 2 Updated Sheets o 35% casing details for the future 16-inch water main at Front Street: 1 Sheet Task 7 Key Understandings
• Task 7.3 Bridge Plans
o The water line will be placed on the outside edge of the triangular walkway section Item 6.g
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Scope of Services
Healdsburg Extension Project CN 002
of the trestle approach so that it aligns with the walkway on the truss section of the bridge. For the truss section, the water line will be placed on the outside edge of the 4’ walkway on top of the proposed W40 floor beams since the walkway only needs to be a minimum 2’ wide.
o The future water line would impose approximately 100 pounds per linear foot on the Russian River bridge which doesn’t account for thrust loading. o CONSULTANT assumes that additional bridge-related specifications would not be required under CN 002 since the current specifications included in the Phase I scope of services will adequately cover the proposed infrastructure associated with the new connection details to accommodate the future 12-inch water line. • Task 7.10 Utility Plans
o CONSULTANT assumes that additional utility-related specifications would not be required under CN 002 since the current specifications included in the Phase I scope of services will adequately cover the proposed utility infrastructure. o CONSULTANT assumes that the 12-inch water main from Front Street to Bailhache Avenue to be placed on the west side of SMART’s right-of-way will be designed under a separate City of Healdsburg contract and that the CN 002 scope of services will only include the development of connection details for the Russian River bridge to accommodate the future water main.
o CONSULTANT assumes that the 16” water main to cross the SMART right of way at Front Street will be designed under a separate City of Healdsburg contract and that the CN 002 scope of services will only include design of the steel casing to accommodate the future water main.
o Design of the 8-inch sanitary sewer line will adhere to City of Healdsburg engineering standards and the associated hydraulic calculations and pipe size will be verified by the City of Healdsburg. The 8-inch sanitary sewer will be replaced in its current location and will not require additional easements. In addition, the sewer will be constructed using standard open cut installation in lieu of trenchless installation, and the associated bypass design will be prepared by SWH.

Phase I – 65% Design Level Preliminary Engineering
Task 8 – 65% Design
CONSULTANT will prepare 65% Design Level engineering plans and specifications for the Hudson Street to Ward Street sewer replacement, Front Street water main casing, and Russian River bridge waterline work elements. Upon submission of the CN 002 35% Design Level Preliminary Engineering Plans and Specifications to SMART and the City of Healdsburg, CONSULTANT will initiate the CN 002 65% Design Level Preliminary Engineering phase to expedite the design schedule. CONSULANT will prepare responses to all review comments received from SMART and project stakeholders on the 35% design submittal milestone related to CONSULTANT’S CN 002 scope of services and participate in subsequent comment resolution meetings to reach final consensus on the dispositions of all review comments. All agreed upon review comments will be incorporated into the plans and specifications by the CONSULTANT in parallel with the CN 002 65% design development process. CONSULTANT assumes that the 65% design milestone submittal will be subject to the City of Healdsburg formal design review process, and that the City of Healdsburg will provide consistent feedback during design development via Item 6.g
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Scope of Services
Healdsburg Extension Project CN 002
informal over-the-shoulder reviews.

CONSULTANT Activities

8.8 Utility RelocationPlans
CONSULTANT will produce 65% Utility plans and Utility Plan & Profile plans for the Hudson Street to Ward Street sewer replacement work element, and the Front Street water main casing work element that incorporate SMART and the City of Healdsburg review comments on the 35% submittal. The plans will include the features and information defined under Task 7.10 Utility Plans in addition to updated existing utility mapping stemming from additional as-built information as it’s received from the City of Healdsburg and private utility owners.

CONSULTANT will continue to support SWH in collaborating with SMART, the City of Healdsburg, and private utility owners during the 65% Design Level Preliminary Engineering Phase at Weekly Design Progress Meetings to define the extent of utility relocations located in City or SMART’s right-of-way.

Task 8.8 Deliverables
• 65% Sanitary Sewer Plan and Profile plans for the Hudson Street to Ward Street sewer replacement: 3 Sheets
• 65% Sanitary Sewer Details for the Hudson Street to Ward Street sewer replacement: 2 Sheets
• 65% linework for the 16” water main steel casing to be added to the Front Street 65% grade crossing plan and profiles plans: 2 Updated Sheets • 65% casing details for the future 16-inch water main at Front Street: 1 Sheet Task 8.8 Key Understandings
• The key understandings cited in Task 7.10 Utility Plans also apply to Task 8.8

8.10 Bridge Plans
CONSULTANT will finalize the connection details to accommodate the future 12-inch water line across the Russian River bridge that incorporate SMART and stakeholder review comments on the 35% submittal. Given the compressed schedule of the CN 002 65% design phase, CONSULTANT will secure over-the-shoulder reviews from City staff at Weekly Design Progress Meetings as budged under Task 2.2.3 above.

Task 8.10 Deliverables
• 65% connection details to accommodate a future 12-inch water line to be added to the Russian River Bridge 65% plans: 7 Sheets
Task 8.10 Key Understandings
• The key understandings cited in Task 7.3 Bridge Plans also apply to Task 8.10.

Task 8 Deliverables
• Task 8.8 Utility Relocation Plans
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Scope of Services
Healdsburg Extension Project CN 002
o 65% Sanitary Sewer Plan and Profile plans for the Hudson Street to Ward Street sewer replacement: 3 Sheets
o 65% Sanitary Sewer Details for the Hudson Street to Ward Street sewer replacement: 2 Sheets
o 65% linework for the 16” water main steel casing to be added to the Front Street 65% grade crossing plan and profiles plans: 2 Updated Sheets o 65% casing details for the future 16-inch water main at Front Street: 1 Sheet • Task 8.10 Bridge Plans
o 65% connection details to accommodate a future 12-inch water line to be added to the Russian River Bridge 65% plans: 7 Sheets
Task 8 Key Understandings
• Task 8.8 Utility Relocation Plans
o The key understandings cited in Task 7.10 Utility Plans also apply to Task 8.8. • Task 8.10 Bridge Plans
o The key understandings cited in Task 7.3 Bridge Plans also apply to Task 8.10.

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CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: September 8, 2026
SUBJECT: On-Call Plan Review and Inspection Services
PREPARED BY: Lauro Vazquez, Building Official
STRATEGIC INITIATIVE(S):
• Provide Effective Governance
• Maintain and Enhance Public Health and Safety
RECOMMENDED ACTION(S):

Adopt a Resolution approving four (4) Professional Services Agreements with pre-qualified consultants for a not-to-exceed amount of $150,000 annually each, authorizing the City Manager to execute the Professional Services Agreements and up to four (4) annual extension amendments each on behalf of the City.

COMMUNITY ENGAGEMENT/OUTREACH:

Not Applicable.

BACKGROUND:

The City of Healdsburg Community Development Department is responsible for plan review and inspection of commercial, residential, and government construction projects within the City. In support of these responsibilities and, at the direction of the City Council, the City employs qualified third parties to provide these services.

On June 25, 2026, City staff posted a Request for Qualifications (RFQ) from qualified consultant firms/teams with relevant experience and knowledge to provide independent plan review and building inspection services on an as-needed basis for the Community Development Department on the City website.

By way of this RFQ, the City intended to pre-qualify a limited number of full-service consulting firms (“Firm” or “Consultant(s)”, or “Proposer(s)”) to provide on-call services for Plan Review and Inspection of construction projects within the City.

Work described under this RFQ includes the following types of on-call tasks (but is not limited to): plan review; inspection services of commercial, residential, and government buildings and Item 6.h
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structures for verification of compliance with the most current adopted versions of the California Building Standards Code, City’s Municipal Code, relevant State and Federal Laws, and the approved construction documents; and coordination between City agencies, designers, and builders in the community.

DISCUSSION/ANALYSIS:

On July 22, 2026, the City received 13 responsive proposals within the specified submittal deadline. Staff reviewed the proposals and determined they met the minimum submittal requirements, including scope of services, recommended details and submittal forms and statements. Staff formed an evaluation committee which further evaluated the proposals against pre-established criteria set forth in the RFQ. The evaluation committee scored and ranked proposals based on the requirements of the RFQ. The four highest ranked proposals were named as pre-qualified consultants by Staff. A scoring tabulation of the pre-qualified consultants is provided below.

Vendors
Average of
Introductory
Letter Rating
Average of
Project
Team
Rating
Average of
Availability
Rating
Average
of Work
Plan
Rating
Average
of
Quality
Control
Rating
Average
of
Schedule
Rating
Average of
References
Rating
Average
of Total
Rating
Score
DCCM (Coastland) 4.9 23.8 4.6 14.3 4.6 4.5 9.3 65.9
BUREAU
VERITAS 4.8 23.1 4.6 14.3 4.6 4.8 9.5 65.6
DEVCOM 4.5 23.5 4.3 13.4 4.6 4.6 9.0 64.0

TRB AND
ASSOCIATES 4.3 23.1 4.3 13.1 4.8 4.6 9.5 63.6
Staff are requesting and recommending that City Council award four separate professional services agreements (PSAs) with the top-ranked pre-qualified firms from the RFQ. Each PSA is proposed to deliver on-call services over a one-year period, with the option to mutually extend the agreement on an annual basis for no more than five total years.

With City Council approval, the scope of work of the awarded PSAs from this resolution will include Building and Fire plan review and inspection services giving the City additional breadth to cover plan review and inspections when City inspectors have time off and additional help is needed, as well as providing critical additional capacity during periods of high construction activity.

Staff intend to utilize the proposed PSAs based on the pre-qualification ranking results from the RFQ and the availability of each awarded consultant at the time of request. Staff believe having multiple consultants under contract will ensure adequate plan review and inspection coverage during high volume periods.

Staff intend to leverage each individual PSA to optimize the use of the pre-qualified consultants identified strengths. Staff intend to use both DCCM and BV for plan review and inspections, and TRB and DEVCOM will be used only for plan review services. Since these varying scopes will create different use rates for each agreement, staff are requesting City Council approve each PSA up to $150,000 per year. Each year staff will analyze the use rate of each agreement and adjust the Item 6.h
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annual not-to-exceed amount appropriately, up to the $150,000 authorized amount. Staff are also requesting that City Council authorize the City Manager to execute the proposed agreements and related annual amendments as needed.

ENVIRONMENTAL STEWARDSHIP:

Not applicable.

ALTERNATIVES:

City Council could choose not to approve the staff's recommended contract awards. If City Council chooses this alternative, further direction to staff is requested.

FISCAL IMPACT:

The proposed action is to award four separate professional services agreements with DCCM, Bureau Veritas, Devcom, and TRB and Associates, for on-call plan review and inspection services to augment City building staff capacity during high volume periods. Each agreement is proposed not-to-exceed $150,000 annually, and staff is requesting that City Council authorize the City Manager to execute four optional one-year extensions for up to $150,000 each year. The total authorized amount each year is $600,000; however, actual use of the on-call contracts will be dependent on the volume of building permit applications and is not expected to cumulatively exceed $150,000 annually.

Each of the proposed contracts includes a fixed fee for standard building plan review services and a schedule of hourly rates for additional inspection and staff augmentation services. The fixed fee for standard building plan review services is benchmarked as a percentage of the Plan Review Fee collected by the City from the permit applicant. The fixed fee for DCMM is 80% of the Plan Review Fee, Bureau Veritas 70%, Devcom 65%, and TRB and Associates 65%. The schedule of hourly rates for additional services varied based on the position classifications and experience at each firm.

The Fiscal Year 2026-27 Adopted Budget includes $150,000 in the Building Department for contracted services. Staff anticipate the total cost of services provided under all four contracts will remain within the adopted budget. If expenditures exceed the current budget based on permit volume, a budget amendment would be brought to forth to City Council.

ENVIRONMENTAL ANALYSIS:

Pursuant to California Environmental Quality Act and Title 14, the California Code of Regulations (“CEQA Guidelines”), Section 15378(b) (2), continued administrative actions do not qualify as a “Project”. Therefore, no further CEQA or environmental review is required ATTACHMENT(S):

Resolution
Item 6.h
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CITY OF HEALDSBURG
RESOLUTION NO. _____-2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG APPROVING FOUR (4) PROFESSIONAL

SERVICES AGREEMENTS WITH PRE-QUALIFIED

CONSULTANTS FOR A NOT-TO-EXCEED AMOUNT OF UP
TO $150,000 ANNUALLY EACH, AUTHORIZING THE CITY

MANAGER TO EXECUTE THE PROFESSIONAL SERVICES
AGREEMENTS AND UP TO FOUR (4) ANNUAL EXTENSION

AMENDMENTS TO EACH CONTRACT ON BEHALF OF THE
CITY
WHEREAS, the City of Healdsburg Community Development Department is responsible for plan review and inspection of commercial, residential and government construction projects within the City; and
WHEREAS, in support of these responsibilities, and at the direction of the City Council, the City employs qualified third parties to provide these services; and WHEREAS, On June 25, 2026, City staff posted a Request for Qualifications (RFQ) from qualified consultant firms/teams with relevant experience and knowledge to provide independent plan review and building inspection services on an as-needed basis for the Community Development Department on the City website; and
WHEREAS, On July 22, 2026, the City received thirteen (13) responsive proposals within the specified submittal deadline; and
WHEREAS, Staff formed an evaluation committee which further evaluated the proposals against pre-established criteria set forth in the RFQ; and WHEREAS, the four (4) highest ranked proposals were named as pre-qualified consultants by Staff; and
WHEREAS, staff are requesting and recommending that City Council award four (4) separate professional services agreements (PSAs) with each of the top-ranked pre-qualified firms from the RFQ; and
WHEREAS, Each PSA is proposed to deliver on-call services over a one-year period, with the option to mutually extend the agreement on an annual basis for no more than a total of five (5) years; and
WHEREAS, awarding four sperate contracts provides the City the opportunity to utilize each firm's different strengths and ensure timely access to services as needed; and Item 6.h
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Resolution No. __ -2026

WHEREAS, the Fiscal Year 2026-27 Adopted Budget includes $150,000 in the Building Department for contracted services; and
WHEREAS, Pursuant to California Environmental Quality Act and Title 14, the California Code of Regulations (“CEQA Guidelines”), Section 15378(b) (2), continued administrative actions do not qualify as a “Project”. Therefore, no further CEQA or environmental review is required.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Healdsburg hereby:

1. Approves four (4) professional services agreements with pre-qualified consultants for a not-to-exceed amount of up to $150,000 annually.

2. Authorizes the City Manager to execute approved the professional services agreements and up to four (4) annual extension amendments per agreement on behalf of the City.

PASSED, APPROVED, AND ADOPTED this 8th day of September 2026, by the following vote:

SO ORDERED: ATTEST:

J. Chris Herrod, Mayor Raina Allan, City Clerk
Item 6.h
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CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: September 8, 2026
SUBJECT: 2025 Calendar Year Power Source Disclosure Report PREPARED BY: Terra Sampson
STRATEGIC INITIATIVE(S):

Pursue Initiatives that Promote Environmental Stewardship Provide Effective Governance
RECOMMENDED ACTION(S):

Adopt a Resolution attesting to the veracity of the 2025 Power Source Disclosure Annual Report and direct staff to submit the Resolution to the California Energy Commission to meet regulatory obligations.

COMMUNITY ENGAGEMENT/OUTREACH:

The 2025 Calendar Year Power Source Disclosure Report is presented to the City Council at a regularly scheduled meeting. Additionally, the Power Content Label (PCL) will be provided to every City electric customer in both English and Spanish and is planned to be included with the October 2026 utility bill, for both print and e-bills. Once the City receives the State’s updated information, the PCL will be updated accordingly. The PCL will also be posted at www.healdsburg.gov/powercontent, included in a City Manager bi-weekly newsletter, and included in a social media post.

BACKGROUND:

Under State law (Public Utilities Code Sections 398.4 and 398.5), retail suppliers of electricity must annually (1) disclose the type of generation resources (e.g., hydroelectric, geothermal, solar, natural gas, etc.) provided to their customers in the form of a Power Content Label (PCL), and (2) report this same information, together with supporting documentation in verified form, to the California Energy Commission (CEC), in the form of a Power Source Disclosure Report (PSD).

The intent of the PCL is to educate customers through the disclosure of accurate, reliable, and simple to understand information regarding the generation attributes of the energy being provided by their service provider.

The PCL includes the overall carbon content for each energy product sold to retail customers. The City of Healdsburg provides two products: 1) the Healdsburg Standard energy rate, which is a Item 6.i
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blend of generation from City-owned projects as well as supplemental market purchases and 2) the Healdsburg Green Rate, which includes a mix of renewable energy from plants located within the State of California.

The CEC’s due date for the PSD report is June 1 each year, and Healdsburg staff compiled and filed the annual PSD by the deadline. The next step is for Healdsburg’s City Council to certify the PSD for Healdsburg. The CEC uses the submitted PSD to create the PCL for Healdsburg, which includes the statewide average power mix as compared to Healdsburg’s energy products. Once provided by the CEC, each City electric customer will receive a copy of the 2025 PCL in accordance with the State’s regulation.

DISCUSSION/ANALYSIS:

The State’s regulations for the PSD report include a requirement that the governing board of publicly owned utilities, during a public meeting, attest to the veracity of the annual PSD report.

Figure 1 below lists the percentages for the City’s two energy products, as well as the communitywide totals.

Predominately, Healdsburg electric customers purchase energy under the City’s “Standard” electric service product. This offering is a diverse mix of renewable, carbon-free, carbon-based energy, and market purchases. This comprises 98% percent of electric accounts and 92% of total electric consumption. As an alternative, Healdsburg electric customers may choose to purchase the City’s “Green Rate” for a small additional cost per kWh, which attributes energy sourced from renewable systems located within the State of California to match the Green Rate customers’ monthly energy consumption. As all City municipal accounts take service under the Green Rate, the City municipal accounts make up 66% of the participation and 96% of the electric consumption on the Green Rate (water and wastewater operations require large amounts of energy). In 2025, there were 76 City municipal accounts, 37 residential accounts, and 1 commercial account on the Green Rate.

A graphic showing the combined community-wide electric resources is also included in Figure 2.

It is increasingly important to focus on the community-wide electric resources as a whole, rather than the individual Green and Standard rates. California’s Renewables Portfolio Standard (RPS), including Senate Bill 100 and Senate Bill 1020, sets requirements for the community-wide electricity provided, including 52% renewable energy by 2027, 60% renewable by 2030, 90% renewable and carbon-free by 2035, 95% by 2040, and 100% renewable and carbonfree by 2045. Due to limited access to new renewable projects with confirmed access to transmission lines and increasing electricity consumption alongside the increasing renewable percentage requirements, these will be difficult compliance targets to meet. Regardless, City staff continue efforts to secure new sources of affordable renewable energy.

In 2025, Healdsburg’s Green Rate comprised 100% renewable electricity from geothermal (1%), solar (94%), and small hydroelectric (5%). In 2025, Healdsburg’s Standard Rate comprised 34% renewable and zero-carbon electricity from geothermal (3%), solar (7%), small hydroelectric (0.2%), and large hydroelectric (24%).

Overall, 39% of community-wide electricity came from renewable (17%) and carbon-free (22%) Item 6.i
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sources in 2025. This is lower than normal for Healdsburg due to a temporary policy to sell Renewable Energy Credits (RECs) to create funding for future energy projects. On December 4, 2023, per City Council Resolution 151-2023, staff have been selling Renewable Energy Credits (RECs) on the market in 2024 and 2025 to create additional revenue for electric projects, such as a local renewable solar + battery project at a City facility to benefit the community and/or projects to underground utility lines. This substantially reduces the renewable sources that can be claimed in the 2024 and 2025 Standard Rate PSD. Although it appears renewables are being reduced in these years, it is only a temporary policy shifting carbon obligations between NCPA members.

Had the RECs not been sold, Healdsburg electric would have achieved 68% of community-wide electricity from renewable (46%) and carbon-free (22%) sources, which is in closer alignment with Healdsburg and State-wide targets. This temporary policy has ended as of 2026, and staff anticipate renewable percentages and emissions factors to be similar to the results without REC sales for 2026.

Figure 1. 2025 Healdsburg Electricity Resources for Standard Rate, Green Rate, and Community-Wide Total
Emissions,
Power Sources,
Unbundled
RECs
Standard Rate Green Rate CommunityWideCommunity
Wide Without
REC Sales
Retail Sales and
Loss-Adjusted
Load
74,384 6,520 80,905 80,905
GHG Emissions
Intensity (lbs
CO2e/MWh)*
616 0 566 293
Renewables and
Zero-Carbon
Resources
34% 100% 39% 68%
Fossil Fuels 66% 0% 61% 32%
Biomass &
Biogas
0% 0% 0% 0%
Geothermal 3% 1% 3% 30%
Eligible
Hydroelectric
0% 5% 1% 2%
Solar 7% 94% 14% 14%
Wind 0% 0% 0% 0%
RPS Eligible
Renewables -
Subtotal
10% 100% 17% 46%
Large
Hydroelectric
24% 0% 22% 22%
Nuclear 0% 0% 0% 0%
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Emerging
Technologies
0% 0% 0% 0%
Other 0% 0% 0% 0%
Natural Gas 13% 0% 12% 12%
Coal &
Petroleum
0% 0% 0% 0%
Unspecified
Power – Spot
Market
53% 0% 49% 20%
Retail Sales
Covered by
Retired
Unbundled
RECs
0% 0% 0% 0%
*NOTE: The figures above are preliminary. CEC staff will calculate the GHG emissions factor and fuel mix breakdown (percentage derived from renewables and zero-carbon resources or fossil fuels) of unspecified power after data from all reporting entities is submitted.

Figure 2. 2025 Community-Wide Electric Resources
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Through the use of historical carryover RECs (the City’s reward for early adoption of renewable energy), the City will continue to meet State Renewable Portfolio Standard (RPS) requirements in 2024 and 2025 regardless of the REC sale. Gross revenue generated from the sale of these RECs was $3.27 million for fiscal year 2024-25 and fiscal year 2025-26. On February 3, 2025, staff received direction from City Council to consider options for using these one-time revenues to benefit Healdsburg electric customers through the undergrounding of certain utility lines and/or installation of a local renewable solar + battery project at a City facility to benefit the community.

In 2025, the combined (Green and Standard rates) community-wide GHG emissions intensity was 566 lbs. CO2e per MWh, more than double the City-adopted target of 200 lbs. per MWh (Resolution 99-2018). Had the RECs not been sold, the combined community-wide GHG emissions intensity would have been 293 lbs. CO2e per MWh. This is still above the City-adopted target partly due to the increasing electricity consumption and slightly reduced hydroelectric generation from a moderate winter; therefore, creating a need to purchase more market energy to meet demands.

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City staff continue to procure new renewable and carbon-free energy resources to provide to Healdsburg’s electric customers. For example, the City has contracted for a new solar project, to be completed in 2028, and provide approximately 6,500 MWh (expected to be roughly 7% of community-wide electricity) of additional renewable electricity.

Additionally, staff worked with a consultant to develop a long-range community-wide electric energy and demand scenarios forecast estimating future usage and peak demands due to adoption of building and transportation electrification. This report was presented to City Council on June 2, 2025. The forecast will be used to develop a Renewable Energy Procurement Plan and help inform system capacity improvements required to meet Healdsburg’s 24/7/365 energy demands, remain compliant with State renewable and carbon-free requirements, and work towards the Climate Mobilization Strategy target of 85% renewable and carbon-free resources by 2030.

The scenarios forecast includes estimated hourly electric demands over the course of the year, allowing Electric Department staff to plan for meeting electric demands 24/7/365 from weatherdependent renewable and carbon-free generation sources to meet customer energy demands as they occur. This planning effort to match renewable resources to estimated future energy demands will help reduce costly over purchasing of intermittently-unavailable weather-based resources (solar, hydroelectric, wind, etc.).

At this time, most official reporting of energy consumption is on an annualized basis. The State’s PSD report has its limitations in capturing true GHG emissions required to provide electric service 24/7/365. For example, natural gas plants may have served the electric generation needed to provide electricity at a specific moment in time (e.g., evening air-conditioning), but if a low- or no-carbon resource was over-generated or over-purchased at a different time (e.g., winter), then this omits the natural gas emissions within the PSD report. Therefore, the PSD provides an annualized accounting of GHG emissions but does not necessarily reflect the day-to-day or hourto-hour generation sources and GHG emissions necessary to provide reliable electric service.

Currently, Healdsburg does not purchase carbon offsets to lower the annualized electricity emissions; though in some years such as 2023 with high hydroelectric production, the annual reporting is lowered from over-production of zero-carbon resources. In the future, State reporting will move more towards monthly or hourly generation to more accurately represent and assign GHG emissions.

The numbers shown in the 2025 PSD come from both City and Northern California Power Agency (NCPA) staff working collaboratively to confirm the accuracy and compliance of energy supplied in 2025. This effort included cross checking numbers from the California Independent System Operator, NCPA generation metering, validations of market purchases from unspecified sources, review of certified RECs, tracking of solar generation, and customer sales records. Through this iterative process, City staff are confident that the PSD and PCL provide the most accurate information for the public.

In addition to the resources either owned or contracted by the City for the community, there are many customer-owned solar and battery storage systems within Healdsburg, as shown in Figure

3. As of June 30, 2026, Healdsburg residents and businesses have 472 solar arrays and 94 battery systems. These customer owned systems are estimated to produce approximately 7,946 MWh per Item 6.i
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year and represent roughly an additional 9% of the community’s annual electricity needs. This self-generation reduces the amount of mid-day energy required by the community. As California has an abundance of mid-day solar generation, the City is also developing programs to shift loads towards these periods of abundant renewables and away from peak demand periods in the early evening.

Figure 3. Growth of Customer-Owned Solar and Batteries in Healdsburg Attached to this report is a Resolution that, if adopted by City Council, approves an attestation of the veracity of the 2025 PSD for Healdsburg’s Standard and Green electric service products, and directs staff to submit the resolution to the CEC.

ENVIRONMENTAL STEWARDSHIP:

Providing the Power Content Label to City electric customers helps to educate consumers on the types of generation being used to meet their energy needs. Informing customers of their energy sources helps to steer policies regarding procurement of renewable and carbon-free energy.

Electricity consumption in 2025 resulted in 20,784 MT CO2e greenhouse gas (GHG) emissions.

ALTERNATIVES:

City Council could choose not to adopt the Resolution attesting the veracity of the 2025 PSD for Healdsburg Standard and Green electric service products. Staff would request additional direction if this alternative were pursued, as submitting this attestation by October 1 is a State requirement.

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FISCAL IMPACT:

There is no fiscal impact related to the recommended action. Development and mailing of the utility bill insert will have associated fees, which have been planned for in the biennial budget.

ENVIRONMENTAL ANALYSIS:

The approval of the Power Source Disclosure is not subject to the provisions of the California Environmental Quality Act (CEQA) because the Power Source Disclosure Program is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.

ATTACHMENT(S):
2025 Power Source Disclosure Report – Annual Data
2025 Power Source Disclosure Report – PCL Data
Resolution
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CITY OF HEALDSBURG
RESOLUTION NO. -2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG ATTESTING TO THE VERACITY OF THE
2025 POWER SOURCE DISCLOSURE ANNUAL REPORT AND

DIRECTING STAFF TO SUBMIT THE RESOLUTION TO THE

CALIFORNIA ENERGY COMMISSION
WHEREAS, the City of Healdsburg owns and operates a publicly owned utility subject to certain laws and requirements of the State Legislature; and WHEREAS, Public Utility Code establishes a Power Source Disclosure (PSD) program that requires retail sellers of electricity to annually submit a power source disclosure report to the California Energy Commission; and
WHEREAS, Healdsburg Electric Department is a retail seller of electricity as defined by the PSD Program and is therefore required to provide electric customers an annual power content label (PCL); and
WHEREAS, Healdsburg staff prepared and submitted the 2025 Annual Power Source Disclosure Report to the Energy Commission in accordance with the timelines of the regulation; and
WHEREAS, the PCL for the City’s Standard and Green energy service products will be prepared by the Energy Commission consistent with the filed PSD; and WHEREAS, the approval of the Power Source Disclosure is not subject to the provisions of the California Environmental Quality Act (CEQA) because the Power Source Disclosure Program is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Healdsburg does hereby:

1. Find that the approval of the Power Source Disclosure is not subject to the provisions of the California Environmental Quality Act (CEQA) because the Power Source Disclosure Program is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment.

2. Attest to the veracity of the 2025 Power Source Disclosure Annual Report for Healdsburg’s “Standard Rate” and “Green Rate” electric service products and direct staff to submit the resolution to the California Energy Commission.

PASSED, APPROVED AND ADOPTED, this 8th day of September 2026, by the following vote:

SO ORDERED: ATTEST:

J. Chris Herrod, Mayor Raina Allan, City Clerk
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Resource and GHG Allocations
*indicates GHG figures are preliminary until the calculation of the annual unspecified power emissions factor Power Sources and Emissions Standard Rate Green Rate
Electricity Portfolio
Name 3
Electricity Portfolio
Name 4
Electricity Portfolio
Name 5
Electricity Portfolio
Name 6 Other End Uses Losses
Retail Sales, Other End Uses,
Losses (MWh) 74,384 6,520 - - - - - 3,544
Total Net Specified (MWh) 35,127 6,520 - - - - - -
Biomass & Biogas - - - - - - - -
Geothermal 2,205 59 - - - - - -
Eligible Hydroelectric 160 334 - - - - - -
Solar 4,921 6,127 - - - - - -
Wind - - - - - - - -
Large Hydroelectric 18,024 - - - - - - -
Nuclear - - - - - - - -
Emerging Technologies - - - - - - - -
Other - - - - - - - -
Natural Gas 9,817 - - - - - - -
Coal & Petroleum - - - - - - - -
Unspecified Power - ACS - - - - - - - -
Unspecified Power - Direct
Import - - - - - - - -
Unspecified Power - Spot Market 39,258 - - - - - - 3,544 Unspecified Power - Total 39,258 - - - - - - 3,544
Unspecified GHGs (MT CO2e)* 16,802 - - - - - - 1,517
Specified GHGs (MT CO2e) 3,981 - - - - - - -
Total GHGs (MT CO2e)* 20,784 - - - - - - 1,517 Checks Status GHG Emissions Intensity (MT
CO2e/MWh)* 0.279 - #DIV/0! #DIV/0! #DIV/0! #DIV/0! - -
Portfolio and other
end use allocations COMPLETE
PCL Emissions Intensity (lbs
CO2e/MWh)*
616 0 #DIV/0! #DIV/0! #DIV/0! #DIV/0! - -
Specified resources
allocated COMPLETE
Retail Sales, Other End Uses,
Specified Losses 74,384 6,520 1,823 Coal allocated COMPLETE Unmet Load (MWh) 39,258 - - - - - - 1,823 Oversupply not negative COMPLETE PCL GHG Allocations (MT CO2e) Oversupply Facility Name Fuel Type State or
Province
WREGIS ID of REC
Source
RPS ID of REC
Source
EIA ID of Delivered
Energy Loss Factor Gross MWhs
Procured
Specified
Resales MWhs
Net MWhs
Procured
Firmed & Shaped
Resource?
Eligible for Firmed &
Shaped
Grandfathering?
Specified Losses
Covered by Seller?
Total EF
(MT CO2e/MWh) Total GHGs PCL EF
(MT CO2e/MWh) Standard Rate Green Rate Electricity Portfolio Name 3
Electricity Portfolio
Name 4
Electricity Portfolio
Name 5
Electricity Portfolio
Name 6 Other End Uses
Specified
Procurement
Covering Losses
Total Specified
Losses Remainder/Oversupply Facility Name Standard Rate Green Rate Electricity Portfolio Name 3
Electricity Portfolio
Name 4
Electricity Portfolio
Name 5
Electricity Portfolio Name
6 Other End Uses
PCL GHGs
Specified
Procurement
Covering Losses
PCL GHGs
Facility Name Fuel Type Net Procurement Oversupply Losses Annual PCL GHGs (MT CO2e)
DISSIGNO HEALDSBURG FPV, LLC Solar CA W11037 65360 64308 0.044 5,570 5,570 0.0000 - 0.0000 878 4,692 244 - DISSIGNO HEALDSBURG FPV, LLC - - - - - - - - - - - - - ANTELOPE EXPANSION 1B Solar CA W12142 63581 62320 0.044 5,478 5,478 0.0000 - 0.0000 4,043 1,435 240 - ANTELOPE EXPANSION 1B - - - - - - - - - - - - - GEO OSL Geothermal CA W4883 60908 7368 0.044 2 2 0.0559 0 0.0000 2 - - GEO OSL - - - - - - - - - - - - - GEOTHERMAL 1_UNIT 1 Geothermal CA W1254 60908 7368 0.044 647 647 0.0559 36 0.0000 622 25 28 - GEOTHERMAL 1_UNIT 1 - - - - - - - - - - - - - GEOTHERMAL 1_UNIT 2 Geothermal CA W1255 60908 7368 0.044 691 691 0.0559 39 0.0000 691 30 - GEOTHERMAL 1_UNIT 2 - - - - - - - - - - - - - GEOTHERMAL 2_UNIT 4 Geothermal CA W1257 60911 7369 0.044 924 924 0.1054 97 0.0000 890 34 40 - GEOTHERMAL 2_UNIT 4 - - - - - - - - - - - - - SFWPA KELLY RIDGE Eligible Hydroelectric CA W761 60266 418 0.044 104 104 0.0000 - 0.0000 104 5 - SFWPA KELLY RIDGE - - - - - - - - - - - - - WAPA - NIMBUS Eligible Hydroelectric CA W1161 61045 444 0.044 101 101 0.0000 - 0.0000 101 4 - WAPA - NIMBUS - - - - - - - - - - - - - SFWPA SLY CREEK Eligible Hydroelectric CA W701 60267 776 0.044 40 40 0.0000 - 0.0000 40 2 - SFWPA SLY CREEK - - - - - - - - - - - - - NEW SPICER MEADOWS Eligible Hydroelectric CA W1260 61580 54554 0.044 233 233 0.0000 - 0.0000 233 10 - NEW SPICER MEADOWS - - - - - - - - - - - - - WAPA - STAMPEDE Eligible Hydroelectric CA W1177 61046 7066 0.044 13 13 0.0000 - 0.0000 13 1 - WAPA - STAMPEDE - - - - - - - - - - - - - WAPA - Lewiston Eligible Hydroelectric CA W1108 61044 977 0.044 3 3 0.0000 - 0.0000 3 - - WAPA - Lewiston - - - - - - - - - - - - - ALMEDA CT UNIT 1 Natural Gas CA 7450 0.044 80 80 0.8682 69 0.8682 80 3 - ALMEDA CT UNIT 1 69 - - - - - - - - - - - - ALMEDA CT UNIT 2 Natural Gas CA 7450 0.044 94 94 0.8682 82 0.8682 94 4 - ALMEDA CT UNIT 2 82 - - - - - - - - - - - - LODI CITI UNIT Natural Gas CA 7451 0.044 113 113 0.8799 99 0.8799 113 5 - LODI CITI UNIT 99 - - - - - - - - - - - - LODI ENERGY CENTER Natural Gas CA 57978 0.044 9,530 9,530 0.3915 3,731 0.3915 9,530 417 - LODI ENERGY CENTER 3,731 - - - - - - - - - - - - WAPA - FOLSOM Large Hydroelectric CA 441 0.044 779 779 0.0000 - 0.0000 779 34 - WAPA - FOLSOM - - - - - - - - - - - - - WAPA - GIANELLI Large Hydroelectric CA 448 0.044 199 199 0.0000 - 0.0000 199 9 - WAPA - GIANELLI - - - - - - - - - - - - - WAPA - J.F. CARR Large Hydroelectric CA 442 0.044 519 519 0.0000 - 0.0000 519 23 - WAPA - J.F. CARR - - - - - - - - - - - - - WAPA - KESWICK Large Hydroelectric CA 443 0.044 631 631 0.0000 - 0.0000 631 28 - WAPA - KESWICK - - - - - - - - - - - - - WAPA - NEW MELONES Large Hydroelectric CA 6158 0.044 453 453 0.0000 - 0.0000 453 20 - WAPA - NEW MELONES - - - - - - - - - - - - - WAPA - O'NEILL Large Hydroelectric CA 446 0.044 4 4 0.0000 - 0.0000 4 - - WAPA - O'NEILL - - - - - - - - - - - - - WAPA - SHASTA Large Hydroelectric CA 445 0.044 3,667 3,667 0.0000 - 0.0000 3,667 160 - WAPA - SHASTA - - - - - - - - - - - - - WAPA - SPRING CREEK Large Hydroelectric CA 450 0.044 595 595 0.0000 - 0.0000 595 26 - WAPA - SPRING CREEK - - - - - - - - - - - - - WAPA - TRINITY Large Hydroelectric CA 451 0.044 868 868 0.0000 - 0.0000 868 38 - WAPA - TRINITY - - - - - - - - - - - - - COLLIERVILLE Large Hydroelectric CA 54555 0.044 5,667 5,667 0.0000 - 0.0000 5,667 249 - COLLIERVILLE - - - - - - - - - - - - - SFWPA FOBESTOWN Large Hydroelectric CA 417 0.044 1,891 1,891 0.0000 - 0.0000 1,891 83 - SFWPA FOBESTOWN - - - - - - - - - - - - - SFWPA WOODLEAF Large Hydroelectric CA 419 0.044 2,751 2,751 0.0000 - 0.0000 2,751 120 - SFWPA WOODLEAF - - - - - - - - - - - - - Instructions

1. Enter electricity portfolio names in cells Q27-V27, as needed.

2. Enter the megawatt hours (MWh) of retail sales associated with electricity portfolios in cells Q25-V25, as needed, and the MWh associated with other end uses in cell W25.

3. In the table beginning with cell A28, enter information about all specified purchases. All fields in white should be filled out. Fields in grey auto-populate as needed and should not be filled out.

4. Default loss factors will auto-populate based on resource location. Enter a custom loss factor if applicable. All custom loss factors require additional documentation.

5. If a resource’s losses are covered by the generation seller under contract, select “Yes” in the relevant cell in column M: “Specified Losses Covered by Seller?”

6. For firmed-&-shaped procurements specifically, enter all fields from step 3. Additionally, enter the EIA ID of the substitute power in the "EIA ID of Delivered Energy" field.

7. For firmed-&-shaped procurements eligible for grandfathered GHG emissions, select "Yes" in the relevant field in column L: "Eligible for Firmed & Shaped Grandfathering?"

8. Proxy EIA IDs for unspecified power and specified system mixes from asset-controlling suppliers have been provided. Enter "Unspecified Power", "BPA", or "Tacoma Power" as applicable.

9. Proxy EIA IDs for aggregated reporting of WAPA CVP or PCIA resources have been provided. Enter "CVP", "PCIA Solar", "PCIA Wind", "PCIA Eligible Hydro", or "PCIA Large Hydro" as applicable.

10. Only unspecified imports purchased directly from a seller under contract or ACS unspecified power procurements must be entered as line items; any additional unspecified power is calculated automatically in individual electricity portfolio tables after all specified resources are allocated.

11. Allocate net MWhs procured to each electricity portfolio until the loads are balanced across each portfolio. If the total Net MWhs Procured exceeds the total retail sales of all portfolios, allocate only enough MWh to meet the retail sales of each portfolio.

12. If electricity portfolio loads are balanced and net MWhs remain, allocate net MWhs to cover losses in the column starting with cell X28. This will add new losses, resulting in a new net short of unmet load in Cell X26. For retail suppliers that want to cover 100% of their lossadjusted load with specified procurements, continue allocating specified procurement in Column X until Cell X26 shows no unmet load.

Ite
2025 PCL Data*
Emissions, Power Sources, Unbundled RECs Standard Rate Green Rate Electricity
Portfolio Name 3
Electricity Portfolio
Name 4
Electricity Portfolio
Name 5
Electricity Portfolio
Name 6
Total LossAdjusted Load
Retail Sales and Loss-Adjusted Load 74,384 6,520 0 0 0 0 84,449 GHG Emissions Intensity (lbs CO2e/MWh) 616 0 #DIV/0! #DIV/0! #DIV/0! #DIV/0! 582 ■ Renewables and Zero-Carbon Resources 34% 100% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 38% ■ Fossil Fuels 66% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 62% Biomass & Biogas 0% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0% Geothermal 3% 1% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 3%
Eligible Hydroelectric 0% 5% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 1% Solar 7% 94% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 13%
Wind 0% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0%
RPS Eligible Renewables - Subtotal 10% 100% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 16% Large Hydroelectric 24% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 21% Nuclear 0% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0%
Emerging Technologies 0% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0% Other 0% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0%
Natural Gas 13% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 12%
Coal & Petroleum 0% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0% Unspecified Power - Total 53% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! 51% Retail Sales Covered by Retired Unbundled RECs 0% 0% #DIV/0! #DIV/0! #DIV/0! #DIV/0! - *NOTE: The figures above are preliminary.

Staff will calculate the GHG emissions factor and fuel mix breakdown (percentage derived from renewables and zero-carbon resources or fossil fuels) of unspecified power after data from all reporting entities is submitted Item 6.i
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CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: September 8, 2026
SUBJECT: SD Media Productions Healdsburg Wine & Food Experience Agreement Renewal
PREPARED BY: Matthew L. Milde, Recreation Supervisor
STRATEGIC INITIATIVE(S):
- Provide Effective Governance
- Maintain and Enhance Public Health and Safety
RECOMMENDED ACTION(S):

Adopt a Resolution approving a four-year agreement with SD Media Productions, LLC for the Healdsburg Wine and Food Experience Grand Tasting event in West Plaza Parking Lot and West Plaza Park from 2027–2030 and authorizing the City Manager to execute the agreement.

COMMUNITY ENGAGEMENT/OUTREACH:

All merchants in the vicinity of the West Plaza Parking Lot have been notified in writing of the requested agreement renewal This notification included sections of North Street, Matheson Street, and the courtyard areas of West Plaza Park that are adjacent to the proposed event space. SD Media Productions will coordinate all special event outreach to the residential and business community as required in their conditions of approval in advance of each event.

BACKGROUND:

The Healdsburg Wine & Food Experience originated in 2022 as a large-scale culinary and wine event founded by SD Media Productions, with the Grand Tasting in the City-owned West Plaza Parking Lot serving as a primary attraction. The first two years were managed through the City’s special event permitting process, allowing SD Media Productions to operate under specific conditions of approval while the City and organizer gained experience with the event’s scale, attendance, use of City property, parking and traffic impacts, public safety, alcohol service, sanitation, cleanup, and other operational needs.

In 2023, the City Council approved a three-year agreement with SD Media Productions to provide greater predictability while establishing clear expectations and addressing the event’s impacts on City facilities and services. The agreement expanded the event’s permitted use to include an Item 6.j
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additional day of setup beginning Thursday, increased the authorized Sunday cleanup period, required SD Media to pay the City a $10,000 Downtown Improvement Fee each year over the three-year term, and included SD Media’s commitment to accommodate the Healdsburg Certified Farmers’ Market by supporting the temporary relocation of the Saturday market to Healdsburg Plaza during the event. These provisions reflected the City’s consideration of the event’s growing scale, impacts to City facilities and downtown operations, and additional City service and cleanup requirements. No major issues have arisen as a result of SD Media’s use of City facilities under their permitted use.

Both City staff and SD Media Productions have expressed a mutual interest in continuing a multiyear agreement for an additional four years. Such an agreement would continue to streamline the permitting process and enhance the management of logistical aspects of the event. This agreement would allow for advanced conditional approval and encompass provisions for waiving certain sections of the City's Municipal Code and Special Event Policy.

DISCUSSION/ANALYSIS:

The Healdsburg Wine & Food Experience, organized by SD Media Productions, is an annual event held in various locations within Healdsburg and its surrounding areas, encompassing hotels, restaurants, wineries, and art galleries. SD Media intends to continue hosting a Grand Tasting event in the West Plaza Parking Lot and West Plaza Park from 2027-2030 on Saturdays the weekend preceding Memorial Day. As part of the new agreement, SD Media is requesting to add Sunday to the event schedule for a second Grand Tasting experience. As a result of the additional Grand Tasting day, tear down would also need to be extended to Monday.

Including set-up and tear-down, the proposed dates are as follows:
• Thursday, May 20 to Monday, May 24, 2027
• Thursday, May 18 to Monday, May 22, 2028
• Thursday, May 17 to Monday, May 21, 2029
• Thursday, May 16 to Monday, May 20, 2030
The Grand Tasting serves as the central attraction of the weekend and will feature wine seminars with local wineries, cooking demonstrations utilizing locally sourced produce, live musical performances, and an overarching theme centered around Healdsburg's agricultural heritage. The proposed agreement, spanning four years and provided as an attachment, outlines several key actions to be taken by both the City and SD Media Productions, including:
• Conditional approval of the annual Grand Tasting, contingent upon the submission and approval of a special event permit application and includes the following accommodations:
a) Waiver of Healdsburg Municipal Code Section 9.12.170(A) that prohibits the consumption of alcohol in public parking lots for the event.
b) Waiver of Healdsburg Special Events Policy Section 3.2.2 that prohibits excluding the public from the general use of any City park or public property unless a waiver has been approved.

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c) Waiver of Healdsburg Special Events Policy Section 5.2 that prohibits two or more major events from being scheduled in Downtown Core event venues on the same day or on successive days or weekends unless a waiver has been approved by the Community Services Director or designee.
• An agreement for SD Media to contribute to downtown improvements through a daily parking lot use fee.
• SD Media's commitment to obtain written consent from Hotel Healdsburg for the utilization of their leased area of the West Plaza Parking Lot.
• SD Media to continue their existing commitments to the City, such as collaborating with hotels within Healdsburg city limits that contribute to the Healdsburg Transient Occupancy Tax, offering discounted vendor rates to Healdsburg-based businesses, etc. • SD Media to acknowledge SMART’s expansion work in the area, including that the City’s future lot construction / improvements could potentially affect the event footprint, parking, access, or other event logistics.
• SD Media would have the ability to reserve the Foley Family Community Pavilion, subject to the venue’s existing use policies, availability, fee schedule, and without conflict to any existing Healdsburg Certified Farmers’ Market permitted activities. City Council’s future adopted fees for use of the Pavilion would apply to this use.
• The agreement would remain in effect for four years and would be subject to the existing Cost Recovery Deposit Agreement, and applicable permitting fees as updated annually in the City’s Master Fee Schedule.

In addition to the formal agreement, SD Media would be required to adhere to all directives, regulations, ordinances, and guidelines issued by the California Department of Public Health (CDPH), the Sonoma County Health Officer, and the City of Healdsburg that are in effect at the time of the events.

ENVIRONMENTAL STEWARDSHIP:

The event is in the downtown corridor, accessible by transit, bicycle, and walking. SD Media would provide trash, recycling, and compost receptacles and portable restroom units to accommodate the increased foot traffic downtown. SD Media would be required to utilize as much reusable and compostable materials as possible to move towards zero-waste events, and would be required to meet or exceed all current waste and conservation requirements that are in place by the State, County and/or City at the time of the events. SD Media will submit a detailed waste management plan to be included in their permit packet.

ALTERNATIVES:

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• Deny all or any combination of the request.
• Modify any portion of the request.
• Continue the item and reconsider at a future meeting.

FISCAL IMPACT:

The costs associated with staff activities, such as reviewing permit application details, conducting virtual and on-site meetings with SD Media, and preparing staff reports and potential presentations for the City Council, are intended to be covered by the special event permit fees assessed to SD Media. Any event-related tasks necessitating additional City staff time will be invoiced to SD Media in accordance with the Master Fee Schedule.

In instances where services are requested from City staff, but no specific fee is outlined in the Master Fee Schedule, the department director responsible for providing the services will determine an appropriate fee. This fee will be calculated based on various hourly rates corresponding to the staff time dedicated to the service or activity requested, and it will be billed to SD Media through the Cost Recovery Deposit Agreement. A rough breakdown of the estimated costs for the requested permit is as follows:
2027 Base Fees
• $2,650.92 – Major Special Event Permit (one-time fee, per permit, for processing event request)
• $18,000 – Downtown Improvement Fee (assuming rental fee of West Plaza Parking Lot for 5- days)
2027 Variable Fees (Applicable to All Non-City Partnered Events) (estimate) The following is an estimate based on anticipated costs for 2027; SD Media would be required to reimburse the City for the actual costs incurred:

1. $2,480.80 – $129.04/hr Community Services General Services Fee (Full-Time staff for 20 hours)

2. $363.30 – $36.33/hr Community Services General Services Fee (Part-Time staff for 10 hours)

3. TBD – $199.19/hr Police General Services Fee (No anticipated cost at this time. Cost would be determined due to the likelihood of increased volume of people and calls in the downtown area as a result of the event)

4. $219.10 - $6.26/each Barricade Rental Fee (Estimated 35 barricades) Downtown Improvement Fee (Applicable to Wine and Food Experience Only) The Downtown Improvement Fee is a premium commercial rental rate charged for the exclusive use of valuable downtown public assets by privately operated, revenue-generating events. The fee recognizes the unique value of downtown locations to commercial event organizers and the benefits provided through the City's agreement, which may include exclusive use of public property, access to a prime downtown location, and the ability to secure use of City assets through a multi-year agreement that provides greater predictability for event planning and operations. The fee also helps offset the broader impacts associated with exclusive event use, including the temporary displacement of public uses, increased City operational demands, and impacts on surrounding businesses and the community. Revenue generated through the fee is used to support Item 6.j
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improvements and investments that benefit the downtown area.

SD Media’s current agreement includes a fee for the exclusive use of the West Plaza Parking Lot.

Under the proposed agreement, the fee would increase from $10,000 to $14,000 for the standard Thursday–Sunday use, with an annual inflationary adjustment based on the Consumer Price Index.

At SD Media’s request, and with staff support, the agreement would also allow the lot to be used for an additional Grand Tasting event on Sunday with event clean-up extending to Monday, with an additional $4,000 fee for the extended use. See Exhibit A - Downtown Improvement Fee Structure for the applicable rental days and fees. The additional fee for the extra day would also be adjusted annually for inflation.

The proposed fee increase is due to four primary factors:

1. The request for an additional day of exclusive use of West Plaza Parking Lot (Monday) resulting in five days of impact to downtown parking.

2. The addition of a second revenue generating private Grand Tasting event.

3. Inflation; the initial three-year agreement did not include an inflationary factor.

4. The Downtown Improvement Fee has not been increased since its establishment and does not reflect current market conditions, the value of downtown public assets, or the costs and impacts associated with SD Media’s commercial use.

Consideration of local economic benefits and other community benefits are incorporated into the updated fee. SD Media must identify their intended use, requested rental locations, and rental periods in the submittal of their annual Special Event Permit application packet, due to the City by February 1 of each event year.

Cost Recovery Deposit Agreement
In addition to any fees stipulated in SD Media's Special Event Permit, SD Media will reimburse the City for expenses related to City personnel involved in the preparations leading up to and during the Grand Tasting event. This arrangement is formalized through an existing Cost Recovery Deposit Agreement that took effect on January 1, 2023. Under this agreement, SD Media initially provides the City with a deposit of $5,000, which the City utilizes to cover staff related costs. In the event that the initial deposit falls below $1,250, SD Media is responsible for replenishing it back to $5,000.

SD Media also bears responsibility for covering any costs associated with damages to City venues during the event, surpassing what is considered normal wear and tear. This includes expenses for repairs, litter removal, trash collection, and other cleanup requirements arising from the event. A portion or the entirety of the damage deposit may be allocated to address such damages. To ensure the proper care of City facilities, Community Services staff will be scheduled during the event.

Additionally, SD Media is accountable for all expenses related to the event, which encompass event security, personnel, and overtime costs.

Foley Family Community Pavilion
Under the terms of the proposed agreement, SD Media would have the ability to reserve the Foley Family Community Pavilion during the event weekend, subject to the venue’s existing use policies, availability, fee schedule, and without interference to any Healdsburg Certified Farmers’ Market Item 6.j
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permitted activities. This does not guarantee SD Media’s use of the Pavilion; any request for use of the Pavilion would be considered as part of the City’s annual Special Event Master List process. (Note: The upcoming Phase 2 Foley Family Community Pavilion Operational Plan proposes that organizers may request dates up to two years in advance).

The fee for use of the Pavilion would be based on the current fees adopted by City Council. Staff will be presenting the proposed Phase 2 Operations Plan at an upcoming meeting this fall. If City Council adopts the plan as proposed, the fee for a private, commercial event’s use of the Pavilion would be +/-$8,000 - $10,000, depending on the scope of the event and the impact on City staffing resources.

Unauthorized Use and Annual Fee Adjustments
Any entry into or occupation of a permitted rental area before the authorized start time, or failure to fully vacate a permitted rental area by the authorized end time, will constitute unauthorized use and will result in a $10,000 penalty for each occurrence. The penalty will be assessed by the City in addition to any costs incurred by the City as a result of the unauthorized use. All fees applicable to the event are subject to adjustment in accordance with the City’s Master Fee Schedule, as amended and adopted annually.

ENVIRONMENTAL ANALYSIS:

Entering into a multiyear agreement is not subject to the provisions of the California Environmental Quality Act (CEQA) because authorizing conditional approval of a special event is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment. Even if adopting a multiyear agreement were to be considered a project, it would be exempt from CEQA pursuant to CEQA Guidelines Section 15304(e) because the special event permits constitute a temporary use of land having negligible or no permanent effects on the environment. Further, issuing special event permits are considered normal operations of existing facilities for public gatherings (CEQA Guidelines Section 15323). Temporary special events occurring in the West Plaza Parking Lot have occurred with regularity for several years and future events would not represent a change in the operation of the parking lot. The Foley Family Pavilion is another designated special events venue, and its potential use for this event would also constitute continued normal operations. Its operational environmental impacts were previously analyzed at the project level. Therefore, entering into an agreement is exempt from CEQA. In addition, there will be no impact on environmental resources of hazardous or critical concern. The proposed actions will not result in cumulative impacts, impacts to scenic highways, or historic resources, nor will the actions involve a hazardous waste site or unusual circumstances. Therefore, none of the exceptions pursuant to CEQA Guidelines Section 15300.2 apply.

ATTACHMENT(S):
2027-30 Resolution
2027-30 Agreement
Exhibit A - 2027-30 Conditions of Approval
2023 Cost Recovery Deposit Agreement
Policy for Special Events and City Partnerships
2026 Post-Event Recap
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CITY OF HEALDSBURG
RESOLUTION NO. ____-2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG APPROVING A FOUR-YEAR AGREEMENT

WITH SD MEDIA PRODUCTIONS, LLC FOR THE

HEALDSBURG WINE AND FOOD EXPERIENCE GRANT

TASTING EVENT IN WEST PLAZA PARKING LOT AND
WEST PLAZA PARK FROM 2027-2030 AND AUTHORIZING

THE CITY MANAGER TO EXECUTE THE AGREEMENT
WHEREAS, the Healdsburg Wine & Food Experience, organized by SD Media Productions, LLC (“Organizer”) is an annual event held in various locations within the City of Healdsburg (“City”) and its surrounding areas, including hotels, restaurants, wineries, and art galleries; and
WHEREAS, Organizer has expressed interest in continuing to host the Grand Tasting event (“Event”) in the City’s West Plaza Parking Lot and West Plaza Park from 2027 to 2030, which serves as the central attraction of the Healdsburg Wine & Food Experience weekend; and WHEREAS, Organizer has also expressed interest in hosting an event, held in association with the Healdsburg Wine & Food Experience, at the Foley Family Community Pavilion subject to the venue’s existing use policies, availability, fee schedule, and without conflict to any existing Healdsburg Certified Farmers’ Market permitted activities at the time of use; and WHEREAS, in order to facilitate the Event and related activities, certain waivers and exceptions to the Healdsburg Municipal Code and Special Event Policy are necessary; and WHEREAS, the City and Organizer have expressed mutual interest in reentering into a multi-year agreement, which would continue to streamline the permitting process and enhance the management of logistical aspects of the Event; and
WHEREAS, in exchange for the benefits granted by the City as described herein, Organizer has agreed to contribute to downtown improvements through fee structure that is adjusted 5% annually for inflation, which aims to address financial considerations, cost recovery, support future improvements, streamline the Event's financial management, and allow the Organizer the option of including an extra Event day; and
WHEREAS, Organizer desires to continue their existing commitments to the City, such as collaborating with hotels within Healdsburg city limits that contribute to the Healdsburg Transient Occupancy Tax, offering discounted vendor rates to Healdsburg-based businesses, etc.; and WHEREAS, Organizer acknowledges Sonoma-Marin Area Transit (“SMART”)’s expansion work in the area of the West Plaza Parking Lot, Plaza Park, and Foley Family Community Pavilion, including the City’s future lot construction / improvements which could Item 6.j
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Resolution No. -2023

potentially affect the Event footprint, parking, access, or other event logistics, and has agreed that City may be required to adjust Event logistics to accommodate these improvements.

WHEREAS, Organizer will adhere to all directives, regulations, ordinances, and guidelines issued by the California Department of Public Health, the Sonoma County Health Officer, and the City of Healdsburg, including those related to environmental stewardship; and WHEREAS, the City now desires to enter into a four-year agreement (“Agreement”) with Organizer to conditionally approve the Event as well as the requested waivers, exceptions, and fee structure.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Healdsburg:

1. Approves the Agreement with Organizer, attached hereto as Exhibit A and directs the City Manager to execute same.

2. Finds that approval of the Agreement and related actions is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines Section 15304 Minor Alterations to Land, as the Agreement and related actions authorize a temporary use of land having negligible or no permanent effects on the environment and do not involve the removal of healthy, mature scenic trees. Further, issuing special event permits are considered normal operations of existing facilities for public gatherings (CEQA Guidelines Section 15323). Temporary special events occurring in the West Plaza Parking Lot have occurred with regularity for several years and future events would not represent a change in the operation of the parking lot. The Foley Family Pavilion is another designated special events venue, and its potential use for this event would also constitute continued normal operations. Its operational environmental impacts were previously analyzed at the project level. Therefore, entering into an agreement is exempt from CEQA. In addition, there will be no impact on environmental resources of hazardous or critical concern. The proposed actions will not result in cumulative impacts, impacts to scenic highways, or historic resources, nor will the actions involve a hazardous waste site or unusual circumstances. Therefore, none of the exceptions pursuant to CEQA Guidelines Section 15300.2 apply.

PASSED, APPROVED AND ADOPTED, this 8th day of September, 2026 by the following:

SO ORDERED: ATTEST:
__________________________________ __________________________________ J. Chris Herrod, Mayor Raina Allan, City Clerk
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FEE AGREEMENT AND SPECIAL EVENT CONDITIONAL APPROVAL
2027-2030
This Fee Agreement and Special Event Conditional Approval ("Agreement") is made and entered into this ___ day of ________ 2026, between the City of Healdsburg, a California municipal corporation ("City"), and SD Media Productions, LLC ("Permittee"). City and Permittee may be each referred to as “Party” or collectively as the "Parties."

RECITALS
A. City is the owner of certain parcels of real property known as the "West Plaza Parking Lot" located between North Street & Matheson Street, in the City of Healdsburg, County of Sonoma, State of California, “West Plaza Park” located between North Street & Matheson Street, and the “Foley Family Community Pavilion” located at 3 North Street in the City of Healdsburg, County of Sonoma, State of California, collectively known as “Properties”.

B. Permittee has previously applied for and received City special event permits to utilize the Properties to conduct the Healdsburg Wine & Food Experience Grand Tasting (“Event”).

C. The Event represents a significant and commercially-oriented gathering of substantial proportions, attracting in excess of 2,000 attendees, exhibitors, and vendors. The successful execution of the Event requires the allocation and utilization of significant City resources including public spaces, infrastructure, and a comprehensive security and safety assessment, all dedicated to ensuring the health and safety of the general public, including Event participants.

D. The City acknowledges the Event's positive impact on the local community, tourism, and the economy, while also recognizing the imperative of responsibly and sustainably managing City resources. In addition to this, the City commits to furnishing the Permittee with a conditional approval, thus facilitating effective event planning.

E. Permittee now desires to obtain and City desires to grant conditional approval for the Event for calendar years 2027, 2028, 2029 and 2030, including special requests for the consumption of alcohol in public parking lots during Event hours, excluding the public from general use of the West Plaza Parking Lot, and hosting a Major event in a Downtown venue.

F. Permittee anticipates and represents that the Event will otherwise be held in substantially similar form as past events and as described in the attached Conditions of Approval, attached hereto as Exhibit A and incorporated herein by this reference.

NOW THEREFORE, in consideration of the mutual covenants and conditions contained herein, the Parties agree as follows:

1. Conditional Event Approval. The City hereby grants conditional approval for the Event, including the following special requests, subject to the attached Conditions of Approval and conditions and terms contained herein:
i. Waiver of Healdsburg Municipal Code Section 9.12.170(A) that prohibits the consumption of alcohol in public parking lots for the Event.

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ii. Waiver of Healdsburg Special Events Policy Section 3.2.2 that prohibits excluding the public from the general use of any City park or public property unless a waiver has been approved.
iii. Waiver of Healdsburg Special Events Policy Section 5.2 that prohibits two or more major events from being scheduled in Downtown Core event venues on the same day or on successive days or weekends unless a waiver has been approved by the Community Services Director or designee.

2. Fees. Permittee agrees to pay City all applicable special event permitting fees based on the current Master Fee Schedule in effect at time of payment along with fees memorialized in the existing Cost Recovery Deposit Agreement. A schedule of permit fees deadlines shall be included in the Conditions of Approval. In addition, the Permittee agrees to pay the City a nonrefundable annual downtown improvement fee, which shall be due on or before April 1 of each calendar year preceding the Event. This fee shall be assessed in accordance with the fee structure and shall be adjusted annually based on the Consumer Price Index for all Urban Consumers San Jose-San Francisco-Oakland Area, published by U.S. Department of Labor, Bureau of Labor Statistics:
o 2027 = $14,000 Thurs.–Sun.; or $18,000 Thurs.–Mon.; and due Apr. 1, 2027 For services requested of City staff for which no fee is listed in the Master Fee Schedule, the Director of the department whose services are requested shall determine the appropriate fee, based on approved hourly rates for staff time involved in the service or activity.

3. Event Period. The Event shall be held once per year for a period not more than of five (5) calendar days during the week preceding the Memorial Day Weekend, commencing from Thursday and extending through Monday (wherein the aforementioned Monday is positioned prior to the Memorial Day Weekend itself) (“Event Period”). Including set-up and tear-down, the proposed dates are as follows:
o Thursday, May 20 to Monday, May 24, 2027
o Thursday, May 18 to Monday, May 22, 2028
o Thursday, May 17 to Monday, May 21, 2029
o Thursday, May 16 to Monday, May 20, 2030
Permittee may elect to reduce its use of the West Plaza Parking Lot to a four-day Thursday–Sunday schedule at the daily rate specified above. Permittee must identify its intended use, requested rental locations, and rental period in its annual Special Event Permit application, which is due to the City by February 1 of each year of the Event.

4. Foley Family Community Pavilion. Permittee may reserve the Foley Family Community Pavilion during the event weekend, subject to the venue’s existing use policies, availability, fee schedule, and without interference to any Healdsburg Certified Farmers’ Market permitted activities.

5. Hotel Healdsburg. Permittee acknowledges historical usage of the West Plaza Parking Lot by Hotel Healdsburg during the prior event periods, and agrees to obtain written consent from the Hotel Healdsburg for use of the West Plaza Parking Lot as needed during the Event Period.

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6. Healdsburg Certified Farmers’ Market. Permittee acknowledges existing usage of the Foley Family Community Pavilion by the Healdsburg Certified Farmers’ Market during the Event Period, and agrees to ensure that no activities interfere with the Farmers’ Market access to North Steet, or the Foley Family Community Pavilion during the market’s permitted use of those locations which occur adjacent to the West Plaza Parking Lot.

7. Future Construction and Improvements. Permittee acknowledges that Sonoma-Marin Area Rail Transit (“SMART”) expansion work and other future construction, improvements, or modifications to the Event area may occur during the term of this Agreement. Such work may affect the Event footprint, parking, access, circulation, or other event logistics. The City may modify or adjust the permitted Event areas or related arrangements as reasonably necessary to accommodate such work.

8. Special Event Permit Required. Permittee shall submit a special event permit application annually to the City by February 1 of each year of the Event. The application may not be submitted more than one year in advance of the Event start date, and shall comply with the terms and conditions set forth in the approved permit. Additionally, as a condition for a special event permit, Permittee shall obtain and/or provide the following documents annually to the satisfaction of the City Manager:
i. Special Event Permit Application
ii. Event Layout (Preliminary & Final)
iii. Insurance with Endorsements
iv. Proof of Workers Compensation and Declaration
v. Risk Management Plan
vi. Parking & Traffic Control Plan
vii. Traffic Control Plan (For shuttle services on Healdsburg Ave.) viii. Private Security Contract
ix. Waste Management / Zero Waste Plan
x. Perimeter Control Plan
xi. Tent Permit
xii. ABC License
xiii. Supplemental Information Letters or Requests
xiv. Foley Family Community Pavilion Use Guidelines Acknowledgement xv. Written consent from any organization that has previously entered into an agreement with the City for use of the Properties during the Event Period. xvi. Post-Event Report

9. Additional Commitments. Permittee has provided the following commitments to the City of Healdsburg for inclusion herein. Permittee shall:
i. Work with hotels located within the City of Healdsburg city limits that contribute towards Healdsburg Transient Occupancy Tax.
ii. Provide a discounted vendor rate for Healdsburg-based businesses that participate in the Event as well as a discounted Healdsburg resident ticket rate for the Event.
iii. Feature a large percentage of local Sonoma County wines as part of the Event.

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iv. Seek Healdsburg-based sponsorships and purveyors.
v. Hire a locally-based event producer to manage the Event. vi. Minimum Charitable Contribution of $40,000 to local Healdsburg-based nonprofits.

10. Meetings and Updates. Permittee is required to attend all meetings as required by City staff to coordinate the Event. Permittee may also request meetings with City staff and staff will undertake to reasonably accommodate Permittee’s request(s). Permittee agrees to respond to requests from the City to provide a status update within 48 hours of receipt.

11. Unauthorized Use and Annual Fee Adjustments. Any entry into or occupation of a permitted Event area before the authorized start time, or failure to fully vacate a permitted Event area by the authorized end time, will constitute unauthorized use and will result in a $10,000 penalty for each occurrence. The penalty will be assessed by the City in addition to any costs incurred by the City as a result of the unauthorized use. All fees applicable to the Event are subject to adjustment in accordance with the City’s Master Fee Schedule, as amended and adopted annually.

12. Permittee will adhere to all directives, regulations, ordinances, and guidelines issued by the California Department of Public Health, the Sonoma County Health Officer, and the City of Healdsburg, including those related to environmental stewardship.

13. Effective Date, Term. This Agreement shall be effective as of the date indicated above and shall have a term of four (4) years.

14. Severability. If any provision of this Agreement shall be held or made invalid by a court decision, statute or rule, or shall be otherwise rendered invalid, the remainder of this Agreement shall not be affected thereby.

15. Choice of Law. This Agreement shall be governed and construed in accordance with the laws of the State of California and any lawsuit or action relating in any way to this Agreement must be filed in Sonoma County, California.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first above written.

CITY OF HEALDSBURG:

By: _____________________________ Date: _________________ Jeff Kay
City Manager
ATTEST:

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By: _____________________________ Date: _________________ Raina Allan
City Clerk
APPROVED AS TO FORM:

By: _____________________________ Date: _________________ Samantha W. Zutler
City Attorney
SD MEDIA PRODUCTIONS, LLC:

By: _____________________________
________________________________
Its: _____________________________
Date: _________________
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EXHIBIT “A”
2027-2030 Healdsburg Wine & Food Experience Grand Tasting Conditions of Approval
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City of Healdsburg
401 Grove Street
Healdsburg, California 95448
(707) 431-3128
[email protected]
Special Event Permit Conditions of Approval*
Event: Healdsburg Wine & Food Experience -
Grand Tasting Dates:
• Thursday, May 20 to Monday, May 24, 2027
• Thursday, May 18 to Monday, May 22, 2028
• Thursday, May 17 to Monday, May 21, 2029
• Thursday, May 16 to Monday, May 20, 2030
Locations:
• West Plaza Parking Lot
• West Plaza Park
• Foley Family Community Pavilion
• Various downtown parking stalls
Set-up: Annually; Thursday - Friday
Applicant: SD Media Productions, LLC Event: Annually; Saturday, or Saturday & Sunday.

Contact:

Steve Dveris: (415) 302-6355 /
[email protected]
Dana Dveris: (415) 847.6656 /
[email protected]
Clean-up: Annually; Sunday by 10:00 p.m. (Saturday Event); or Monday by 10:00 p.m. (Saturday & Sunday Event)
*Annual issuance of a Special Event Permit is required to formally authorize event use as described herein.

A – PERMITTED SPACES
Location Start Time End Time Notes
West Plaza Parking Lot Thursday at
7:00 a.m.

Sunday at
10:00 p.m.
(Saturday Event)
or
Monday at
10:00 p.m.
(Saturday & Sunday
Event)
• Must obtain approval and coordinate with
Hotel Healdsburg for use of leased valet
parking area.
• Must not interfere with the Healdsburg
Certified Farmers’ Market permitted event use
of North St. and the Foley Family Community
Pavilion on Saturdays from 6:00 a.m. – 2:00
p.m.
• Sidewalks and pedestrian walkways on
Matherson St. and North St. need to remain
unobstructed at all times.

Matheson Street - 6
parking stalls: 3 on
North side of roadway
and 3 on South side of
roadway between drive
aisles.

Thursday at
7:00 a.m.

Sunday at
10:00 p.m.
(Saturday Event)
or
Monday at
10:00 p.m.
(Saturday & Sunday
Event)
• 6 parking stalls for staging vehicles and
equipment
• Sidewalks and pedestrian walkways need to
remain unobstructed.
• No parking or staging equipment in emergency
zones.

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Vine Street – 10
parking stalls on East
side of roadway.

Thursday at
7:00 a.m.

Sunday at
10:00 p.m.
(Saturday Event)
or
Monday at
10:00 p.m.
(Saturday & Sunday
Event)
• 10 parking stalls for vendor parking
• Sidewalks and pedestrian walkways need to
remain unobstructed.
• No parking or staging equipment in emergency
zones.

West Plaza Park Saturday at
7:00 a.m.

Saturday at
5:00 p.m.
(for Saturday Event)
or
Sunday at
5:00 p.m.
(for Saturday &
Sunday Event)
• Sidewalks and pedestrian walkways need to
remain unobstructed.
• Emergency Vehicle Access (EVA) lane must
always remain clear for emergency access.
• Approval is for non-exclusive use of Plaza Park
• No fencing in the park; use of stanchions for
line cueing is approved.
• No staking into the ground without City
approval to ensure underground irrigation is
protected.
• All event equipment and activity must remain
on grass; hardscape areas must be clear for
attendee entry/exit and wristband verification.

Healdsburg Avenue – 9
parking stalls on West
side of roadway.

Saturday
10:00 a.m.
(Saturday Event)
or
Saturday &
Sunday
10:00 a.m.
(Saturday &
Sunday Event)
Saturday at
5:00 p.m.
(for Saturday Event)
or
Saturday &
Sunday at
5:00 p.m.
(for Saturday &
Sunday Event)
• Two locations immediately adjacent to the
pathway to West Plaza Park from Healdsburg
Avenue: 4 parking stalls South of pathway; and
5 parking stalls north of pathway.

Foley Family
Community Pavilion
As approved
under a special
event permit.

As approved under
a special event
permit.
• Permitted under existing Foley Family
Community Pavilion Use Guidelines.
• Minimum 8-hours between 7:00 a.m. -
Midnight
• Event hours limited to 8:00 a.m. - 10:00 p.m.
• Amplified noise limited to 6-hours in duration
and must not exceed 65dB as measured by the
City at the neighboring property lines.

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B – SD MEDIA COMMITMENTS
For the Grand Tastings, SD Media Productions has provided the following annual commitments to the City of Healdsburg:

1. Post Event Report
• SD Media Productions shall submit a post-event report. Please include an overview of all event elements and detailed information on all items (where noted) within these Conditions of Approval.

This report must be submitted annually by August 1st.

2. Minimum Charitable Contribution
• SD Media Productions shall make a minimum charitable contribution of $40,000 to local Healdsburgbased non-profits. These contributions shall benefit the Healdsburg Future Farmers and Farm-toPantry.

3. Event Producer
• SD Media Productions shall hire a local event producer to manage the Grand Tasting.

4. Promoting Healdsburg Hotels
• SD Media Production shall work with hotels located within the City of Healdsburg city limits that contribute towards Healdsburg Transient Occupancy Tax.

5. Discounted Healdsburg-Based Rates
• SD Media Productions shall provide a special vendor rate for Healdsburg-based businesses that participate in the Grand Tasting as well as a discounted Healdsburg resident ticket rate for the Grand Tasting.

6. Local Sponsorship
• SD Media Productions shall seek Healdsburg-based sponsorships and purveyors.

C - HEALDSBURG CITY COUNCIL – APPROVALS

1. Granted waiver of Healdsburg Municipal Code Section 9.12.170(A) that prohibits the consumption of alcohol in public parking lots for the event.
• Consumption of alcohol in public parking lots during approved Grand Tasting hours: West Plaza Parking Lot annually, Saturdays & Sundays.

2. Granted an exception to Healdsburg Special Events Policy Section 3.2.2 that prohibits excluding the public from the general use of any City park or public property unless a waiver has been approved. • Required for fencing the entirety of the West Plaza Parking Lot • Not applicable to West Plaza Park

3. Granted an exception of Healdsburg Special Events Policy Section 5.2 that prohibits two or more major events shall not be scheduled in Downtown Core event venues on the same day or on successive days or weekends unless a waiver has been approved by the Community Services Director designee. • Required due to approved Healdsburg Certified Farmers’ Market occurring weekly on Saturdays at the Foley Family Community Pavilion.

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D - HEALDSBURG CITY COUNCIL – CONDITIONS OF APPROVAL

1. Event Title
• Title of overall event will be called the “Healdsburg Wine and Food Experience”.

2. Discounted Healdsburg-Based Rates
• SD Media Productions shall provide a special vendor rate for Healdsburg-based businesses that participate in the Grand Tasting as well as a discounted Healdsburg resident ticket rate for the Grand Tasting. Details to be provided in Post Event Report.

3. Promoting Healdsburg Hotels
• SD Media Production shall work with hotels located within the City of Healdsburg city limits that contribute towards Healdsburg Transient Occupancy Tax. Details to be provided in Post Event Report.

4. Promoting Sonoma County Wines
• SD Media Productions shall feature a large percentage of local Sonoma County wines as part of the Grand Tasting. SD Media Productions shall report on the percentage of Sonoma County Wines in Post Event Report.

E – SPECIAL EVENT CONDITIONS OF APPROVAL

1. Deposit
• SD Media Productions shall make an initial deposit of $5,000 per the 2023 Cost Recovery Deposit Agreement.
• The City will account for costs the City incurs for all planning, setup, event delivery, and takedown/cleanup including but not limited to City staff time, use of City equipment, and other internal and external costs. All City costs shall be the responsibility of SD Media Productions and will be reimbursed by means of a deposit account.
• When the deposit balance reaches $1,250.00, SD Media Productions shall be required to replenish the deposit amount to the original $5,000.00.
• All or part of the deposit may be used to cover City expenses associated with the event including, but not limited to:
o City staff time associated with planning, setup, event deliver, takedown, and event follow-up. o Non-compliance to the permit parameters.
o Violation of any special event condition, policy, or ordinance. o Damage to City property not considered normal wear and tear. o Event cleanup.

2. Grand Tasting
• SD Media must identify its intended use, requested rental locations, and rental period in its annual Special Event Permit application, which is due to the City by February 1st of the year of the event and may not be submitted more than one year in advance of the event start date. • SD Media may elect to either extend the event through Monday at 10:00 p.m. to accommodate an additional Grand Tasting day on Sunday, at the applicable daily rate, or limit use of the West Plaza Parking Lot to the original Thursday–Sunday schedule, also at the applicable daily rate. • This event is considered a Major Special Event under the City of Healdsburg Special Event Policy.

The major special event permit application processing fee is due annually on February 1st.

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• SD Media Productions is responsible for all associated event costs as approved by City Council and fees prescribed in the most current version of the of City of Healdsburg Master Fee Schedule. • For services requested of the City for which no fee is listed in this Master Fee Schedule, the Director of the department whose services are requested shall determine the appropriate fee, based on approved hourly rates for staff time involved in the service or activity.

3. Downtown Improvement Fee
• The Downtown Improvement Fee is a premium commercial rental rate charged for the exclusive use of valuable downtown public assets by privately operated, revenue-generating events. The fee recognizes the unique value of downtown locations to commercial event organizers and the benefits provided through the City's agreement, which may include exclusive use of public property, access to a prime downtown location, and the ability to secure use of City assets through a multi-year agreement that provides greater predictability for event planning and operations. The fee also helps offset the broader impacts associated with exclusive event use, including the temporary displacement of public uses, increased City operational demands, and impacts on surrounding businesses and the community.

Revenue generated through the fee is used to support improvements and investments that benefit the downtown area.
• For use of the West Plaza Parking Lot, SD Media will pay the Downtown Improvement Fee in accordance with the prescribed fee schedule approved by City Council. The fee will be applied as follows and shall be adjusted annually based on the Consumer Price Index for all Urban Consumers San Jose-San Francisco-Oakland Area, published by U.S. Department of Labor, Bureau of Labor Statistics:
o 2027 = $14,000 Thurs.–Sun.; or $18,000 Thurs.–Mon.; and due Apr. 1, 2027

4. Foley Family Community Pavilion
• SD Media would have the ability to reserve the Foley Family Community Pavilion, subject to the venue’s existing use policies, availability, fee schedule, and without conflict to any existing Healdsburg Certified Farmers’ Market permitted activities. • City Council’s future adopted fees for use of the Pavilion would apply to this use. • SD Media must identify its intended use, requested rental locations, and rental period in its annual Special Event Permit application, which is due to the City by February 1st of the year of the event and may not be submitted more than one year in advance of the event start date. • Prior to occupying or using the Foley Family Community Pavilion, SD Media must review and sign the Foley Family Community Pavilion Use Guidelines. The signed acknowledgment confirms that SD Media has received, understands, and agrees to comply with all site-specific use requirements, operational procedures, restrictions, fees, and conditions applicable to the Pavilion. Compliance with the Use Guidelines is a condition of approval and applies to SD Media, its staff, contractors, vendors, and other event representatives using the facility on its behalf.

5. Insurance, Indemnification, and Waivers
The applicant is required to provide the following:
• A Certificate of Liability Insurance with Endorsement meeting the City’s minimum requirements shall be submitted by April 15th (Chapter 12.24 Special Events, Healdsburg Municipal Code: 12.24.080 - Insurance).
• As a condition of use, SD Media must provide each of the following items as indicated:
o Proof of insurance comprised of certificate of Insurance and original Policy Endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in California. This coverage must:
▪ This insurance is primary with respect to the additional insured named above. Any other insurance available to The City of Healdsburg, its officers, officials, caretakers, employees and volunteers shall be excess and noncontributing.” Item 6.j
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▪ Name "The City of Healdsburg, it’s officers, officials, employees, volunteers, and agents" as additional insured by endorsement against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees. ▪ Include liability coverage for claims made by participants in your event/program. You are advised that any and all exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement and failure to do so will not necessarily insulate your organization form individual liability for claims made as a result of the use of the facilities and your even/program. ▪ Be PRIMARY insurance with respect to the additional insured named above. Any other insurance available to The City of Healdsburg, its officers, officials, caretakers, employees and volunteers be excess and noncontributing. ▪ The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,000,000 per occurrence for bodily injury, personal injury and property damage. a. Any deductible or self-insured retention must be identified and approved by the City. In the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it. ▪ Include proof of Workers’ Comp Insurance as required by the State of California and Employer’s Liability Insurance.
o SD Media shall maintain General Liability insurance that includes Liquor Liability Coverage, either as part of the policy or by endorsement, with coverage limits equal to the full limits required under the General Liability policy
o SD Media must satisfy these requirements by furnishing the City with certificates of insurance and endorsements affecting the required coverage. The certificate and endorsements are to be on ISO-approved forms. The City will not accept a Certificate of Insurance alone as proof of insurance coverage. The City will not accept the wording listed in the box below in the Description of Operations box on the Certificate.
o Please refer to page 11 of your special event permit application for a comprehensive account of the City of Healdsburg’s insurance requirements.
• The City’s insurance requirements are subject to change.

6. Event Layout and Installation
• SD Media Productions shall provide a preliminary event layout annually by April 1st for City review.

The City shall provide comments and required changes for the preliminary event layout to SD Media Productions.
• SD Media Productions shall provide a final event layout to the City annually by May 1st for final City approval. No changes to the event layout shall be made without written consent of the City. • All equipment such as tents and stages must be installed so as not to damage parking surfaces, walkways, lighting, trees or landscaping, or other City infrastructure. No drilling into pavement or ground is permitted, and nothing can be attached to City property such as light poles or signs. • A 6’ clearance must be provided at all times to any public utility box, panel, or fixture. • Special event shall not exclude the public from the general use of West Plaza Park.

7. Trash, Recycling, and Composting
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• SD Media Productions shall submit a Waste Management / Zero Waste Plan for City review annually by May 1st.
• SD Media Productions shall use as much reusable and compostable materials as possible to move towards a zero-waste event.
• SD Media Productions shall be required to meet or exceed all current waste and conservation requirements that are in place by the State, County and/or City at the time of the event, and must conform to all applicable municipal and county codes and regulations, including serving products and food waste.
• All trash, recycling, and compost units shall be removed before 10:00 p.m. on the final day of the approved permit.

8. West Plaza Parking Lot – No Parking Signage
• SD Media Productions shall:
o No-Parking Signage – Post “No-Parking / Tow Away” a-frame signage:
▪ West Plaza Parking Lot subject to the closure a minimum of 24 hours prior to permitted use. ▪ Parking stalls on Matheson St., Vine St., and Healdsburg Ave. signage must be in place by 24-hours prior to permitted use.
▪ SD Media shall coordinate signs and barricades from Community Services annually by May 1 st
.
o Public Noticing – Notify all business and residences in the area of the West Plaza Parking Lot annually by May 1st. This shall include event details, lot closure days and times, contact information, etc. The minimum scope of this notification should reach. ▪ North Street (between Vine Street and Healdsburg Ave) ▪ Matheson Street (between Vine Street and Healdsburg Ave) ▪ Hotel Healdsburg
▪ Healdsburg Certified Farmer’s Market
▪ All businesses in the proximity of West Plaza Park (business complexes between West Plaza Park and Healdsburg Ave).

9. Safety & Risk Management
• SD Media Productions shall prepare and submit a Risk Management Plan that includes mitigation measures for combating potential risks and hazards annually by April 1st. The plan must include (but is not limited to):

A. Identifying and prioritizing risks associated with the event and assigning mitigation measures B. A medical response plan including but not limited to the staging of medical personnel throughout the duration of the event and medical incident response protocols. • SD Media Productions is required to follow all orders, regulations, ordinances, and guidelines of the California Department of Public Health (CDPH), the Sonoma County Health Officer, and the City of Healdsburg in effect at the time of the event.
• Pedestrian emergency exits must be provided at four separate and clearly signed egress points at the event site. These emergency exit points should be clearly labeled on the event layout/map.

10. Parking & Traffic
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• SD Media shall prepare and submit a Parking & Traffic Control Plan for City review annually by April 1st. The plan must include (but is not limited to):
o Specific shuttle pick-up locations outside of the downtown core with corresponding parking capacity.
o Specific shuttle drop-off location (must avoid crossing of streets by pedestrians). Note: The Plaza Park side of Healdsburg Ave. between Matheson St. and Plaza St. may not be designated as a drop-off or pick-up location under your permit.
o Methods used to encourage and promote accessibility of shuttle service locations outside of the downtown core and encourage alternative modes of transportation other than personal vehicles. o Specific location of Healdsburg Hotel valet parking.
o Number of parking spaces inaccessible to public parking due to the event footprint during the event hours (i.e., West Plaza Parking Lot, Vine Street, Shuttle drop-off, Relocation of Healdsburg Hotel valet, Relocation of the Healdsburg Farmers Market, etc.).

11. Event Planning Updates
• SD Media Productions shall meet with the City’s Facilities and Events Supervisor (and other City staff as needed) as specified below:
o Annually in March
o Annually in April
o Annually Early May (On-site: Pre-Event Walkthrough)
o Annually (On-Site: Post-Event Walkthrough)
• SD Media Productions must respond to requests from the Special Event Permit Committee to provide a status update upon request.
• SD Media may request a meeting with City Staff at any point. • SD Media shall ensure that the City’s Facilities and Events Supervisor is included in all meetings with City staff to maintain consistency and ensure clear and open communication.

12. Restrictions & Violations
• Live and/or recorded amplified sound or excessive noise is prohibited during daytime hours: before 7:00 a.m. and after 8:00 p.m.
• Any violation of any special event permit requirements shall be noted, and the event may be subject to sanctions by the City in subsequent applications, up to and including denial of future use. • City reserves the to terminate all or part of this permit immediately without notice if the SD Media Productions does not adhere to all city requirements or if the facility is damaged or destroyed. • Filming activities for the purpose of motion picture, commercial, or videotaping on or of City property for commercial purposes is prohibited without a City of Healdsburg Film Permit. A film permit can be obtained by contacting Facilities and Events Supervisor, Matt Milde at (707) 431-3128 or [email protected].
• Discharge of weapons, explosives, firearms, or pyrotechnics is prohibited. • Any entry into or occupation of a permitted rental area before the authorized start time, or failure to fully vacate a permitted rental area by the authorized end time, will constitute unauthorized use and will result in a $10,000 penalty for each occurrence. The penalty will be assessed by the City in addition to any costs incurred by the City as a result of the unauthorized use.

13. Other Conditions
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• SD Media Productions shall assure that all participants selling goods and services adhere to local requirements.
• SD Media Productions shall be responsible for the cost of all damage to City venues resulting from the event and shall be responsible for any repairs, litter removal, trash collection or other clean up caused by the event. All or part of the damage deposit may be applied to costs. • No vehicles, trailers, portable BBQ’s, etc. shall be driven or parked on City-owned sidewalks or lawns. • No digging or cutting of any shrubs, vegetation, and/or trees without prior approval from the City. • No spray paint or /chalk/spray-on chalk used on roads, parking areas, grass, sidewalks, etc. • The onsite event organizer shall retain a copy of the special event permit and keep on location. (Ord. 819/1, 1987. Code 1964/16-A-10)
• The City must approve, in writing, any modifications to the event after the event permit has been issued.
• Special event set-up & break-down activities are permitted during day-use hours only, from 7:00 a.m. to 10:00 p.m.

F – HEALDSBURG POLICE DEPARTMENT CONDITIONS OF APPROVAL

1. All state laws, city ordinances and parking regulations are subject to enforcement.

2. Amplified Sound
• Must be kept at a reasonable level and not violate Healdsburg Municipal Code at any time during the event, including setup and takedown.

3. Private Security
• SD Media Productions must provide for private security as outlined on page 6 of the special event application. The required number of security guards is subject to any changes to the layout or scope of event. (a copy of the security contract must be provided annually by April 1st.

4. Handicapped, Bus, or Taxi Zones
• Portable toilets and dumpsters shall not block disabled spaces or bus and taxi zones. Locations for such must be posted 24 hours in advance of anticipated delivery with “No-Parking / Tow Away” signs.

Signs and barricades may be obtained from police department prior to event.

5. Alcohol
• Alcohol sales must be in conjunction with a valid ABC license and a city council waiver must be obtained. (HCO 9.12.170); SD Media must provide a copy of the ABC License once issued. • Submit ABC application to City staff annually by April 15th and:
o Please schedule a time with Facilities & Events Supervisor, Matt Milde to sign-off on ABC application: [email protected]
o Please schedule a time with Police Lieutenant Luis Rodriguez to sign-off on ABC application:
[email protected]
• Persons purchasing or being served alcohol must be 21 or older. Valid identification must be shown.

Must have hand stamped or be issued a wristband. No alcohol to be sold or served to intoxicated persons.
• All alcohol sales and service to stop 15-minutes before the posted end of the event.

6. Perimeter Control
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• Perimeter of event area must be fenced and posted with signs indicating no alcohol outside of event area. Fencing shall be of a type that prevents people from entering or exiting, except at designed spaces. Event organizer must provide Perimeter Control Plan with fencing specifications annually no later than April 1st.
• Event staff shall be stationed at gates to prevent persons from leaving event area with open alcohol.

Persons with alcohol outside of event area will be subject to citation. (HMC 9.12.170). • All emergency exits must be clearly marked in accordance with

7. Police Staffing
• This event has the potential to bring a significant increase in people to the City of Healdsburg. Given the increase in people and traffic, the police department reserves the right to require increased staffing during the event at a ratio of 1 officer per 1,000 attendees. Event organizers shall provide the Police Department with current and anticipated attendance numbers annually on April 1st, May 1st; and May 10th. A determination will be made at that time as to the number of officers and the duration they will be required. The cost will be billed to the event at the rate indicated on the approved master fee schedule at that time.

G – HEALDSBURG FIRE DEPARTMENT CONDITIONS OF APPROVAL

1. Cooking Booth and Food Truck Requirements
• Food vendors must comply with the cooking both requirements as listed in the attached inspection form and drawing. Vendors will be inspected prior to the event. • Barbeques and cooking apparatus must be located 10 ft. away from any combustible materials including tents and canopies.
• Fire extinguishers are required at all cooking booths. • Grills and deep fat fryers that give off grease laden vapors are required to be at least 18 inches to the exterior of the booth.
• Propane is to be stored outside of the membrane.
• Food trucks shall have the Ansul system tagged as inspected and certified within 6 months of the date of the event.

2. Tents
• Tents over 400 sq. ft. will require a tent permit and will require inspection from Healdsburg Fire Department. The permit will provide the tent owner/operator of the above listed requirements. The tent permit application can be found online at www.healdsburg.gov under Fire Department. • No open flame will be allowed under the tent structure. Tents shall be subject to the Parking, Cooking, No Smoking, and other requirements as identified in T-19 CCR, CFC 3203. • If 50-gallon poly drums are used to secure tents, the drums must be clean of chemicals or debris prior to filling.
• Tent permit applications shall be submitted annually by April 1st.

3. Emergency Vehicle Access (EVA) West Plaza Parking Lot • SD Media Productions shall maintain a 14-foot-wide EVA through the West Plaza Parking Lot between North to Matheson Streets. The EVA can be used by pedestrian traffic but shall not have objects that cannot be quickly moved during an emergency.

4. Emergency Exits
• Emergency Exits must be clearly labeled for event attendees.

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• At least one designated staff member or trained volunteer shall be assigned at every emergency exit for the duration of the event. Assigned individual must remain alert and ready to open doors immediately and guide the crowd safely outside if an emergency occurs or provide access to emergency services.

5. Consultation Meeting
• SD Media Productions shall schedule a meeting and site walk to discuss the spacing requirements between food booths and tent requirements. Call the Fire Marshal to schedule at (707) 431-3125 (schedule annually by May 1st and notify the Facilities & Events Supervisor of any meeting dates and times)

6. Loading and Unloading
• All loading and unloading of merchandise and materials shall not block the roadways around West Plaza Park / West Plaza Parking Lot to ensure emergency vehicle access at all times.

7. Inspection
• Contact the Healdsburg Fire Department Fire Marshal prior to the event for inspections of the tents and vendor booths at (707) 431-3125. A 48-hour inspection notice must be given. Notify the Facilities & Events Supervisor of any meeting dates and times
H – ANNUAL CONDITION DEADLINES
November -
December
COH Development of annual Cost Recovery Deposit Agreement January COH and SD Media review and signing of Cost Recovery Deposit Agreement February 1 Cost Recovery Deposit Due
Special Event Permit Application & Permit Processing Fees Due March Status Update Check-in Meeting
April Status Update Check-in Meeting
April 1 Downtown Improvement Fee Due
Provide preliminary attendance numbers
Provide copy of security contract
Provide preliminary Special Event Layout
Submit Risk Management Plan
Submit Parking Control Plan / Fencing Specifications
Submit Tent Permit Application to Fire Department
Submit Traffic Control Plan
April 15 Submit Insurance documents meeting the City’s minimum requirements Submit ABC license application for City signatures
May 1 Provide current attendance numbers
Public notification deadline: West Plaza Lot & Plaza Park areas Provide Finalized Special Event Layout
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Confirm “No Parking” signs and barricade quantities and schedule a signage/barricade pick-up date with Community Services
Submit Waste Management / Zero Waste Plan
Schedule On-Site Meeting with Fire Department
May On-site: Pre-Event Walkthrough / Fire Inspection
May 10 Provide final attendance numbers
Wednesday prior to
Event
“No Parking” signage in place: West Plaza Parking Lot by 7:00 a.m. “No Parking” signage in place: Parking stalls on Matheson and Vine Streets by 7:00 a.m.

Friday prior to Event “No Parking” signage in place: Parking stalls on Matheson and Vine Streets by 10:00 a.m.

Sunday post Event
(Sat. Event)
All trash, recycling, and compost units removed by 10:00 p.m.

Monday post Event
(Sat. & Sun. Event)
All trash, recycling, and compost units removed by 10:00 p.m.

Monday post Event On-Site: Post-Event Walkthrough
August 1 SD Media’s Post-Event Report Due
All required materials outlined in the above conditions are due by the assigned date to Facilities & Events Supervisor, Matt Milde (707-431-3128 / [email protected]).

We hope that your special event is a success.

If you have any questions related to the attached conditions, please contact Facilities & Events Supervisor, Matt Milde at (707) 431-3128 or [email protected].

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CITY OF HEALDSBURG
RESOLUTION NO. 150-2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HEALDSBURG RESCINDING RESOLUTION NO. 136-2014

AND ANY PREVIOUSLY ADOPTED RESOLUTIONS IN

CONFLICT HEREWITH AND ADOPTING A POLICY FOR

SPECIAL EVENTS AND CITY PARTNERSHIPS
WHEREAS, the City of Healdsburg (“City”) recognizes the importance and value of special events in promoting community engagement, cultural vitality, economic development, and tourism within the City; and
WHEREAS, the City periodically receives requests for the use of City parks, streets, sidewalks, and other rights-of-way for special events; and WHEREAS, the City Council has determined that downtown event venues, and venues outside the downtown core are areas available to the public for special event use; and WHEREAS, the City Council recognizes the need to update the existing special events policy to address inconsistencies between Resolution No. 136-2014 and Section 12.24 of the City of Healdsburg Municipal Code; and
WHEREAS, the City Council desires to establish a comprehensive and transparent policy framework to guide the planning, organization, and execution of special events in a manner that ensures public safety, minimizes disruptions to residents and businesses, and maximizes the benefits to the community; and
WHEREAS, the City Council also desires to establish a procedure for the City to partner with certain special events that provide a unique benefit to City residents, businesses and visitors.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Healdsburg hereby rescinds Resolution No. 136-2014 in its entirety, and any previously adopted Resolutions in conflict herewith; and
BE IT FURTHER RESOLVED, that the City Council:

1. Finds that adopting the Policy for Special Events and City Partnership is not subject to the provisions of the California Environmental Quality Act ("CEQA") because it is not a project, since it will not have a direct or reasonably foreseeable indirect impact on the environment. Even if adoption of this Policy were deemed a project, it would be exempt from CEQA pursuant to CEQA Guidelines Section 15304 Minor Alterations to Land, as it provides procedures for the use of land having negligible or no permanent effects on the environment and does not involve the removal of healthy, mature scenic trees. Further, special events are considered normal operations of existing facilities for Item 6.j
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Resolution No.150-2023

EXHIBIT A

CITY OF HEALDSBURG

POLICY FOR SPECIAL EVENTS AND CITY

PARTNERSHIP
This policy serves as a framework for the planning, management, and execution of special events within the City of Healdsburg (“City”) and is intended to implement Chapter 12.24 of the Healdsburg Municipal Code. We recognize the value of special events in fostering community spirit, promoting diversity, and driving economic growth. By providing guidelines and requirements, for both special event sites and opportunities for City partnership, we aim to support event organizers in delivering safe and engaging experiences, ensuring the efficient use of public resources, and ensuring all events comply with local, State, and Federal law. The restrictions, requirements, and guidelines provided below apply to all special events as defined in Chapter 12.24 of the Municipal Code. In the event of a conflict between any provision of this Policy and Chapter 12.24 of the Municipal Code, the Code provision shall control.

1. Definitions. All definitions included in Section 12.24.020 “Definitions” of the Healdsburg Municipal Code shall apply here, in addition to the following Policy-specific definitions:

1.1. “Downtown Core” – All public property within 1,500’ of the Healdsburg Plaza.

1.2. “Event Organizer” - The individual or group responsible for planning, coordinating, and executing the special event.

1.3. “Master Calendar of Events” – A comprehensive and centralized schedule that includes a complete list of planned special events. This calendar serves as a single source for all upcoming events and helps in coordinating and managing various activities efficiently. The purpose of a Master Calendar of Events is to provide a clear overview of events, making it easier to avoid scheduling conflicts, allocate resources appropriately, confirm special events under a City partnership, and ensure smooth coordination among different stakeholders.

1.4. “Special Event Request for City Partnership” – An annual formal request made by individuals or organizations to be added to the City’s Master Calendar of Events to hold a specific event or activity on a specific date(s) under a partnership with the City.

2. Permit Required
A permit is required for special events in accordance with Healdsburg Municipal Code Chapter 12.24.

3. General Guidelines

3.1. Special events generally:

3.1.1. Events shall operate during the hours of 6:00 a.m.-10:00 p.m., including set-up and clean-up unless a waiver pursuant to Chapter 12.24 of the Municipal Code Item 6.j
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is granted by the Community Services Director or their designee.

3.1.2. Live and/or recorded amplified sound is prohibited before 6:00 a.m. and after 10:00 p.m.

3.1.3. Smoking is prohibited in, and 20’ away from, all public recreation areas including areas designated under a special event permit.

3.1.4. City staff shall not be prevented from entering an event to conduct an inspection or access City facilities.

3.2. Special events held in City parks:

3.2.1. To minimize compaction and damage to the park landscapes during the wet season, special events may be restricted to paved areas between November and May.

3.2.2. Special events shall not exclude the public from the general use of any City park or public property unless a waiver has been approved.

3.3. Special events held in a City street:

3.3.1. Requests to close City streets must be pre-approved.

3.3.2. It is the responsibility of the event organizer to ensure notification is provided to all property owners who are directly impacted by any road or lane closure.

3.3.3. Dumping food, liquid, debris into the street or storm drain is not allowed at any time.

3.4. Special events requiring waste management:

3.4.1. Applicant shall provide adequate trash, recycling, and compost containers at the applicant’s own cost.

3.4.2. Applicant shall provide adequate portable restrooms at the applicant’s own cost.

3.4.3. All waste services equipment shall be removed within 24 hours of the conclusion of the event, or on the next available servicing day for contracted waste services.

3.4.4. Post-Event:
a) The event organizer shall be responsible for all litter removal, trash collection, or other clean up caused by the event.
b) The event organizer shall be responsible for the cost of all damage to City venues resulting from the event.

4. Event Venues Outside the Downtown Core

4.1. The number of community special events held in City venues outside the Downtown Core shall be determined by the City based on the impacts on neighboring properties and City services.

4.2. A special event with more than 2,500 attendees shall not be scheduled in a City venue outside Item 6.j
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the Downtown Core on the same day that a major event is scheduled at a Downtown Core venue.

5. Downtown Core Event Venues

5.1. Downtown Core event venues consist of the following locations:
• City Hall Parking Lot
• Foley Family Community Pavilion
• Plaza Park (i.e., Healdsburg Plaza)
• West Plaza Park
• West Plaza Parking Lot
• Special events held within a road closure in the Downtown Core

5.2. Two or more major events, as defined in Chapter 12.24 of the Municipal Code, shall not be scheduled in Downtown Core event venues on the same day or on successive days or weekends unless a waiver has been approved by the Community Services Director or their designee.

6. Plaza Park

6.1. All Events in Plaza Park are required to obtain a special event permit.

6.2. Use of Plaza Park is exclusively available for special events under the management of the City of Healdsburg and events conducted in partnership with the City.

6.3. There shall be at least one vacant weekend between major events scheduled in Plaza Park.

6.4. No vehicles, trailers, portable BBQ’s, etc. shall be driven or parked on Plaza Park sidewalks or lawns. Public safety or City vehicles are exempt if in an official capacity.

6.5. Gating, fencing, or restricting access to Plaza Park for any reason is not permitted.

6.6. Temporary food booths are allowed in the Plaza during special events provided that all cooking is conducted in an off-site commercial kitchen or in the street abutting the Plaza.

6.7. Weddings are not permitted in Plaza Park.

7. Foley Family Community Pavilion

7.1. The Foley Family Community Pavilion is classified as a Downtown Core event venue in accordance with this Policy; however special events hosted at this location are subject to distinct usage policies and therefore a special event permit is not required.

7.2. Special events hosted at the Foley Family Community Pavilion that require use of public property beyond the boundaries of the venue will require a special event permit for the use of the extended public space and are bound by the policies herein.

8. City-Partnered Special Events

8.1. Special events that require City support through fee waivers, in-kind equipment or Item 6.j
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services, and donated staff time can apply for a City event partnership by submitting a Special Event Request for City Partnership to the Community Services Department no later than September 1 of each year. All City partnerships are subject to annual approval by the City Council each October.

8.2. City partnership events have different levels of City involvement and are classified into three categories:

8.2.1. Sponsor - Limited to events with minimal equipment needs and mainly require confirmation for the use of City property. Nominal pre-event coordination with minimal to zero on-site staffing support. The City will provide minor marketing support.

8.2.2. Collaborator - The City is more hands-on, provides some equipment, road closures, Recology waste servicing, and day-of staffing & facility support.

Organizer is provided with moderate pre-event coordination including scheduling, logistics, and pre-event meetings. The City will provide reasonable marketing support.

8.2.3. Co-Organizer - City staff attend several planning meetings, have a voice in the event program and logistics, and provide a high degree of coordination throughout the event planning process. The City will provide marketing support through standard departmental marketing tactics. City staff participate in event debriefing.

8.3. Determination. The City Council determines which events receive City partnership status and the degree to which the City is involved based on the above classifications. Events under a partnership must meet the following requirements:

8.3.1. Organizations must be a non-profit that holds a chartered chapter or operates out of a physical site in Healdsburg, or partners with a governmental entity providing a service directly to the Healdsburg community.

8.3.2. The event is inclusive, accessible, family-friendly, and open to the public at minimal or no cost.

8.3.3. Organizations may not financially profit from the event but may charge registration fees (fun runs), vendor fees (booths), VIP seating (theater/movies), etc., provided that funds raised supplement event costs or go directly back into the organization via scholarships, grants, local programs, local club activities, or are donated back into the community in some other framework.

8.3.4. Staff capacity, calendar availability, and budget is available to support the partnership.

8.4. Application Process. Event organizers requesting a City partnership for a special event are required to follow the process below before submitting a special event permit Item 6.j
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Resolution No. 150-2023

application:

8.4.1. Event organizers must submit a special event request for City partnership for each special event requesting a City partnership that is expected to occur in the subsequent year, no later than September 1. Annually in October, the City Council will review and approve event partnerships and partnership subcategories for the upcoming year (i.e., Sponsor, Collaborator, and CoOrganizer) during a regularly scheduled meeting.

8.4.2. Any special event approved for City partnership will be conditionally approved, subject to compliance with the Municipal Code and this Policy, pending the submission of a special event permit application, a Certificate of Liability Insurance and Endorsement, a detailed site map, and review and approval by the Community Services Director or designee.

8.4.3. All events approved for City partnership will be added to the Master Calendar of Events for the subsequent year.

8.4.4. Late Special Event Requests for City Partnership submitted after the established September 1 deadline shall only be considered by the City Council:
a) If there were a compelling justification for the event being added to the Master Calendar of Events.
b) If there is sufficient time to process and investigate the application and potential possible impact on City services for the event.

9. Fees.

9.1. Special Events are subject to any applicable fees based on the City’s Master Fee Schedule at time of processing. Accordingly, the following Special Event permit fees may apply:
• Deposit - A special event permit deposit must be paid no later than 15-days before the date of the event. Events classified as a minor event pursuant to Chapter 12.24 of the Municipal Code require a $400 deposit and events classified as a major event pursuant to Chapter 12.24 of the Municipal Code will require a $1,250 deposit. All or part of the deposit may be refunded, based on the condition of City property after the event. Notification of damage will take place roughly 10 days post event, and refunds will be issued within 2-3 weeks post event.
• City Council Approval Fees – Special Event Requests for Partnership and Council Requests that require the development of a staff report to be taken to Council will be assessed a fee for staff time.
• Parking Lot Use Fee - A per day fee will be charged for use of the City’s Item 6.j
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reservable lots including City Hall Parking Lot, Healdsburg Community Center Blacktop, and the Healdsburg Cooperation Yard Parking Lot. • Staffing Fees - Applicants will be charged for any staff time incurred outside of the standard permitting process. Staff time charge will include any time spend by any City department including, Community Services, Police, Fire, Public Works, etc. As determined by the City, at the applicant’s own cost, a City staff member may be assigned to provide facility or other City-related support. • Closure Fees - Special events approved for road closure will be assigned a road closure fee. All applicants will be charged a fee for each no parking barricade used.
• Facility Use Fee – Applied for the usage of a public park or public recreational area which serves as a contribution toward the maintenance, upkeep, and improvement of the park facilities and services.
• General Services Fee - For services requested of City staff for which no fee is listed in the Master Fee Schedule, the Director of the department whose services are requested shall determine the appropriate fee, based on the following hourly rates for staff time involved in the service or activity.

9.2. Refunds - If inclement weather or other circumstances prevent the use of the permitted area, as determined by department staff, a refund will be provided, with the deduction of the cost of staff time dedicated to the event.

9.3. Any special events in partnership with the City will be exempt from all permit fees and deposit requirements.

10. Violation
An event organizer’s failure to follow this Policy may result in loss of deposit and/or inability to host future events in the City.

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2026 Event Recap
City of Healdsburg
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Located in the heart of California wine country, Healdsburg Wine & Food Experience returned for the fifth year, May 14-17, 2026, for a weekend-long celebration featuring the best of Sonoma County and world-renowned food and wines.

The festival showcased the region’s makers – farmers, growers, winemakers, and chefs – alongside globally recognized wines from the greatest wine regions of the world.

ABOUT THE HEALDSBURG WINE & FOOD EXPERIENCE Item 6.j
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City of Healdsburg /
Stay Healdsburg
Estimated Economic Impact
Over the 4-day event, HWFE attendees frequent many
Healdsburg shops, restaurants, and wineries, which drives incremental local spending (2,550+ guests at even a
conservative $320 over the course of the weekend would
yield an incremental $816k).

HWFE utilized a large number of local businesses and vendors to execute the event – the direct investment in this alone was $1.61M. This includes multiple hotel buy-outs/prereservations to host guests, chef talent, and media; Dozens of local restaurants, venues, private event centers, wineries, tasting rooms, caterers; And many tactical vendors like storage facilities, large party/equipment rentals, and transportation companies. These companies themselves employ local
residents who work over the weekend and receive direct
revenue from our event. (estimated value $1.61M+).

HWFE filled over 532 nights in and around Healdsburg that can be attributed to our event. And our guests also spend for hotel restaurant, spa services, etc. beyond their room rate.

HWFE generated incremental TOT tax revenue. (hotel room spend $303k + hotel services spend $68k = $371k+ hotel
spend)
HWFE also contributes funds directly to several local
charitable organizations – including Healdsburg FFA and Farm-to-Pantry.

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2026 HEALDSBURG WINE & FOOD EXPERIENCE WEEKEND

AT A GLANCE
DAYS
4 EVENTS
17 ATTENDEE

TICKETS
5,000+

PLATINUM VIP

ATTENDEES
82 GRAND TASTING

ATTENDEES
2,500+
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2026 AUDIENCE AND DEMOGRAPHICS
Source: 2026 ticket sales data + 2026 Healdsburg Wine & Food Experience Attendees Survey 5,000 tickets, including 2,500+ attendees at the Grand Tasting 5,000 Event Attendees
Affluent & Influential Wine and Food Lovers
AGE
49% Ages 25-54
29% Ages 55-64

AFFLUENT
$250,000-$500,000
Median household
income

HOME OWNERS
89% Own their
primary residence
TOP 5 STATES
California, Nevada,
New York, Illinois,
Texas

SUSTAINABILITY
73% take
sustainability into
account before
purchase

HOME COOKS &

ENTERTAINERS
98% of attendees
cook at home weekly
69% of attendees
entertain at home at
least once a month

RESTAURANT
DINERS
99% of attendees dine
out at restaurants
monthly

FREQUENT

TRAVELERS
4: Average leisure trips
per year
97% have passports
95% are most
interested in luxury
travel + culinary, wine
& spirits experiences
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2026 HWFE ATTENDEES | GEOGRAPHICAL BREAKDOWN
TOP 10

1.California

2.Nevada

3.New York

4.Illinois

5.Texas

6.Ohio

7.Florida

8.North Carolina

9.Arizona

10.Washington
Sonoma County 54%
San Francisco 8%
Los Angeles 7%
Santa Clara 6%
Contra Costa 5%
Marin 5%
Alameda 4%
Napa 4%
Orange 3%
Sacremento 2%
San Mateo 2%
OUT OF STATE 22%
Pennsylvania
Utah
Missouri
Colorado
Oklahoma
Tennessee
Virginia
Hawaii
Wisconsin
Minnesota
North Dakota
Nebraska
Arkansas
Oregon
Wyoming
Attendees also came from these 15 states:

CALIFORNIA 78%
Of those from CA Counties:

Rounded up to the nearest percentage
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Sonoma County
48%
Out of State
22%
Other CA Counties
8%
San Francisco County
7%
Los Angeles
6%
Santa Clara
5%

ATTENDEES
Geographical Breakdown
Marin County 4%
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Supporting
the
Community
Healdsburg Wine & Food Experience continued to support organizations in the local community, including:

Healdsburg Future Farmers of America Scholarship Fund - HWFE continued to fund a scholarship for economically-challenged students of the local Healdsburg High School Future Farmers of America who want to pursue a career in agriculture and farming. Over 5 years, HWFE has funded over $125k in scholarships.

Farm to Pantry - whose goal is to bring together our communities to end food insecurity and reverse global warming by rescuing and sharing locally-grown food with those in need.

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Community/Locals
Special Benefits
Local Residents Ticket Rates:

Healdsburg Residents received the highest
discount offered to any consumer on Grand
Tasting tickets: $80 off of the $275 regular
price.

HWFE expanded the Healdsburg Resident
Discount this year to include additional
select events over the weekend. Healdsburg
residents saved $15 on the Outdoor Concert
at Rodney Strong, $25 on Pizza & Pinot
Party at Copain, and had an exclusive
Signature Experience Package that provided
the best rates for the Grand Tasting and
Outdoor Concert packaged together.

Sonoma County Winery - Exhibitor Rates:

A special exhibitor discount was offered for a
select number of Sonoma County boutique
wineries for exhibitor spaces within Grand
Tasting exhibitor, at up to 60% off the retail
GT Exhibitor Table rate.

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Praise for HWFE from our Partners
Read Full Article Here
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HWFE featured a large percentage of local Sonoma County wines as part of the Grand Tasting experience. Out of 120 Exhibitor Tables/Spaces that served wine during the Grand Tasting, 108 of those included wines from Sonoma County, which equates to 90% of Grand Tasting Wine Tables serving wines from Sonoma County. *Please note that wineries were not required to share an exact list of wines poured at the Grand Tasting.

They were allowed to pour multiple wines and some tables poured wines from more than one AVA.

SONOMA COUNTY WINES x GRAND TASTING
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ALEXANDER VALLEY VINEYARDS

APERTURE CELLARS

BACIGALUPI VINEYARDS AND WINERY

BANSHEE WINES
BELLA VINEYARDS + WINE CAVES

BREATHLESS SPARKLING WINES

BUCHER WINES
COPAIN

CHALK HILL ESTATE VINEYARDS

DAVIS BYNUM

DRY CREEK VINEYARDS

FERRARI-CARRANO VINEYARDS & WINERY

FOPPIANO VINEYARDS

GARY FARRELL VINEYARDS & WINERY

HARTFORD FAMILY WINERY

HAWLEY WINE

J VINEYARDS & WINERY

JORDAN WINERY

LA CREMA

LANDO WINES

LIMERICK LANE CELLARS

LONGBOARD VINEYARDS
2026 HWFE GRAND TASTING

HEALDSBURG WINERY PARTICIPATION

MARINE LAYER WINES

MARTIN RAY VINEYARDS & WINERY

MAURITSON WINES

MERRIAM VINEYARDS

MICHEL-SCHLUMBERGER WINE ESTATE
NORTH COAST WINE CO.

ORSI FAMILY VINEYARDS

OUTERBOUND

PAPAPIETRO PERRY WINERY

PORTALUPI WINE

RAVENSWOOD WINERY

ROCKPILE WINERY

RODNEY STRONG VINEYARDS & WINERY

SEGHESIO FAMILY VINEYARDS
SIDURI

SILVERADO VINEYARDS

STONESTREET WINES

TEN ACRE WINERY

TONGUE DANCER WINES

TREMOLO WINE
WE KNOW JACK!

WILLIAMS SELYEM
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Maneet
Chauhan
Lee Anne
Wong
Joe
Sasto
Viet
Pham
Britt
Rescigno
Ari
Weiswasser
Kris
Austin
Willer
Larreal
Reed
Palmer
Tracey Shepos CenamiDustin
Valette
Duskie
Estes
Taylor
Kelley
Catelli
Todd
Kniess
Jake
Rand
Ryan
Urig
Carlos
Mojica
Dino
Moniodis
Paul
Canales
Shane
McAnelly
Sam
McKenzie
Derek
Mattern
David
Lawrence
Charlie
Palmer
Domenica
Catelli
Brian
Best
Jeffrey
Lunak
THE 2026 LINEUP INCLUDED WORLD-RENOWNED CHEFS WITH MICHELIN-STARS,

JAMES BEARD AWARDS, AND LOCAL LEGENDS
Nadia
Caterina Munno
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TALENTED SOMMELIERS, WINEMAKERS, GRAPEGROWERS, AND FARMERS

TOOK CENTER STAGE AT MANY EVENTS THROUGHOUT THE WEEKEND Ray
Isle
Anthony Giglio
Baron
Ziegler
Jesse
Katz
Virginie
Boone
Franco
Michienzi
Tucker
Taylor
Evan
Goldstein
Braithe
Gill
Margo Van
Staaveren
Michael
Eddy-Cort
Joaquin
Torres
Nicole
Hitchcock
Melissa
Carlile-Price
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N

OTABLEINFLUENCER

ATTENDEES
@atlfoodiesofficial @anthonybowersj
r
@beverlyhillswinesnob
@chelseapearl @createwithke
ndra
@domthehomecook
@eminthekitchen
@festusfeasts
@jetsetfashionista
@jetsetjanine
@jessonthewebb
@justlikejustine
@katwalksf
@sophiaxwhatever
@theladyandthegentlewoman
@thestephmarx
@top_sf_restaurants
@visit_sf
@watchmesip
@whinewithjess&@thewhiting
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7x7 Bay Area, Rosie Levy
Best Wineries, Jen Boden
Bonfort’s Wine & Spirits Journal, Cornelius Geary
Decanter, Ana Carolina Quintela
Diablo Magazine, Wendy Tognetti
Edible Marin, Lisa Atwood
Fodors Travel, Barbara Barrielle
FOOD & WINE, Ray Isle
FOOD & WINE contributor, Anthony Giglio
Forbes, Liz Thach and Layne Randolph
Haute Living, Jen Boden
Healdsburg Living, Teresa Elward Mangiapani
Healdsburg Tribune, Christian Kallen
KQED, Daedalus Howell
KRUSH Radio, Ziggy
KSRO-Radio, Michelle Marques & Clark Wolf
Medium, Melissa Vogt

MEDIA ATTENDEE LIST
Modern Luxury Silicon Valley, Katie Sweeney
Mountain View Voice, Laura Stec
Napa Valley Life, Layne Randolph
Palate Press, Barbara Barrielle
Palo Alto Weekly, Laura Stec
Press Democrat, Sarah Doyle and Carey Sweet
Robb Report, Mike DeSimone and Jeff Jenssen
San Francisco Magazine, Katie Sweeney
SFGate, Carey Sweet
Sonoma Living, Olivia Wallach
Tablehopper, Marcia Gagliardi
Wine Business, Wesley Elliott
Wine Country Mag, Lisa Atwood
Wine Enthusiast, Tom Capo
Wine Luv, Christine Rios
Wine Pairing for the People, Cha McCoy
And more!
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NATIONAL

ADVERTISING EXPOSURE
Healdsburg Wine & Food Experience ran ads
including in the April 2026 issue of FOOD &
WINE magazine, which has a minimum circulation
of 925,000 and an affluent audience of 10.22M,
as well as social media across FOOD & WINE’s
Facebook page.

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HWFE’s comprehensive paid advertising strategy focused on attracting high-value travelers from the markets that have consistently demonstrated the strongest attendance and purchasing behavior. Based on attendee data and historical ticket sales, our primary focus markets included California, Nevada, New York, Illinois, Texas, Florida, North Carolina, Arizona, Washington, and Ohio.

In California, HWFE executed highly targeted social media campaigns throughout the Bay Area and Southern California, while also reaching travelers in markets served by direct flights to Charles M. Schulz– Sonoma County Airport. Campaigns were optimized to drive ticket sales and increase awareness of Healdsburg as a premier food-and-wine destination.

To further strengthen our Bay Area presence, HWFE partnered with Marin Magazine and expanded relationships with regional lifestyle publications, while also focusing on opportunities with publications such as 7x7 to reach affluent consumers with strong interests in travel, food, wine, and luxury experiences.

In addition to paid social advertising, HWFE worked with Bandsintown to deliver targeted email campaigns within a 100-mile radius of Healdsburg to fans of artists similar to our headlining performers. Local radio partnerships further amplified awareness throughout Northern California, contributing to strong ticket sales and multiple sold-out events.

ADVERTISING

STRATEGY
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HWFE highlighted the City of Healdsburg and Stay
Healdsburg on the HWFE website, both branded and
organic. Plus a dedicated social media post that
directed followers to Stay Healdsburg as a trip
planning tool. An email went out to the HWFE email
list (2,000+) encouraging Healdsburg hotel bookings. In the Know Before You Go email that goes out to all ticket purchasers, guests were encouraged to check out Stay
Healdsburg to plan their visit.

EMAIL, WEBSITE, & SOCIAL

MEDIA PRESENCE
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HEALDSBURG GT ACTIVATION
+ TOTE BAG GIVEAWAY
The Healdsburg branded tote bag giveaway at the
Stay Healdsburg GT Entry was a huge hit! Many
attendees used the bags to carry bottles of water and
miscellaneous items. They were a coveted souvenir to
take home to remember their time in Healdsburg.

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STAY HEALDSBURG X HWFE

CO-BRANDED GRAND TASTING

WINE GLASSES
The Stay Healdsburg and Healdsburg Wine & Food
Experience co-branded wine glasses brought a element
of branding to the festival that hasn’t be utilized before.

Guests loved their glasses and were thrilled to bring
them home as a memento from the Grand Tasting, and
added extra exposure in photo captures.

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HWFE HOTEL PARTNERS
Healdsburg Wine & Food
Experience continued to partner
with hotels throughout Sonoma
County, including featuring on the
HWFE Stay Page with special room
block rates / benefits, aiming to
increase the number of hotel
partners outside of downtown
Healdsburg.

In 2026, HWFE drove more than
$303k in hotel room revenue + $68k
in hotel services spend.

While many of our HWFE guests
book through our website links
using our specific promo codes,
there are those who book directly
with Sonoma County hotels are not
tracked through promo codes, and
additional revenue not included in
these numbers.
*Many of these listed hotels reported being
sold out for the weekend
2026 HWFE:

APPELLATION HEALDSBURG
102 Room nights
$71,298 in revenue

HOTEL HEALDSBURG
80 Room nights
$70,320 in revenue
H2 HOTEL
112 Room nights
$54,768 in revenue

MONTAGE HEALDSBURG
18 Room nights
$18,900 in revenue

HARMON GUEST HOUSE
19 Room nights
$12,825 in revenue

HOTEL TRIO
45 Room nights
$19,755 in revenue

DRY CREEK INN
27 Room nights
$9,693 in revenue

OTHER HOTELS
(AGGREGATED)
129 Room nights
$45,021 in revenue
TOTAL
532 Room nights
$302,580 in revenue
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Healdsburg Wine & Food Experience actively sought out Healdsburg-based sponsorships and purveyors. We invited local businesses to participate at various levels during the festival and included them in our advertising, email, and social media strategy.

These included but not limited to:

Healdsburg Farmers’ Market – encouraged HWFE attendees to visit and support Local Food Trucks – volunteer meals and concert concessions Costeaux French Bakery – breakfast and coffee offerings for trade professionals Wineries and restaurants – participated as exhibitors at Grand Tasting Events – Marine Layer Tasting Room, Appellation Healdsburg, The Matheson, J Vineyards, Dry Creek Kitchen, Aperture Cellars, Liora Estate, Rodney Strong Vineyards, Ferrari-Carano Vineyards & Winery, MacMurray Estate, Copain, and so many more!

HEALDSBURG SPONSORSHIP &

PURVEYORS
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Sommelier Education
Highlighting Sonoma County
Healdsburg Wine & Food Experience included
sommelier education, in partnership with
Sonoma County Winegrowers and The Wine
Institute, for international somms from Canada
and Mexico who then provided sommelier
services at the festival, and the ability to share
the knowledge of Healdsburg and the Sonoma
County wine regions post education experience.

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2026 WEEKEND
AGENDA
THURSDAY, May 14th
6:00pm Welcome Celebration│Platinum VIP
FRIDAY, May 15th
10:30am Shifting the Lens Brunch at J Vineyards
12:00pm Lunch at Ferrari-Carano│Platinum VIP
12:00pm Garden-to-Table Lunch at Kendall-Jackson Wine Estate 4:00pm 150 Years of Beringer: Wine Seminar
4:00pm “Don’t Bust My Chops” Red Wine Love Lamb: Wine Seminar 5:00pm Pre-Concert Reception at J Vineyards│Platinum VIP 5:30pm Concert at Rodney Strong Vineyards
6:00pm Dinner at MacMurray Estate│Platinum VIP
6:30pm Sushi by Scratch Restaurants Omakase Dinner at Aperture Cellars 7:00pm Sommelier Showdown Dinner at Dry Creek Kitchen
SATURDAY, May 16th
10:00am Trade Seminar | The New Wine Playbook: Engaging Today’s Guests 11:00am Vintners Plaza Grand Tasting | VIP Early Access 12:00pm Vintners Plaza Grand Tasting | General Admission 12:00pm VIP Rooftop Reserve Lounge at The Matheson│Platinum VIP 7:00pm Big Bottle Pre-Party at The Matheson│Platinum VIP 8:00pm Big Bottle Party at The Matheson
SUNDAY, May 17th
12:00pm Wine Down Pool Party │Platinum VIP
12:00pm Pinot & Pizza at Copain Winery
*2027 To Be Announced
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2026 Healdsburg Wine & Food Experience kickedoff with the Welcome Celebration at Appellation Healdsburg, a new culinary-driven luxury destination
from Chef Charlie Palmer.

Guests were greeted with flowing bubbles from
Laurent-Perrier and decadent caviar from California
Caviar Company, with music by duo Monica da Silva
and Chad Alger setting the tone for an evening of
indulgence.

Throughout the space were stations and lounges
pouring exceptional wines from Silver Oak, Knights
Bridge Winery, Seghesio Family Vineyards, Chalk Hill
Estate, Passerelles, JCB Bubbles, Stonestreet Wines,
and Rodney Strong Vineyards, alongside Susurrus
Sparkling Teas, Casa Obsidiana Tequila, Zanduco
Mezcal, and Stonestreet Bourbon paired with Black
Pig Meat Co. and the Ferrari Café by Graffeo Coffee.

Chef Maneet Chauhan served a bold Westholme
Wagyu Short Rib Vindaloo Bunny Chow, while
Duskie Estes made a Pig + Cow Quesabirria layered
with Point Reyes TomaRashi. Then, Chefs Charlie
Palmer, Reed Palmer, Jason Halverson, and Dustin
Valette add their own inspired takes on Sonoma
County cuisine like an Urbani truffle pizza and
American Lamb skewers.

From there, guests were encouraged to slip into the
Resy/Amex olive grove lounge to sit, relax, and take
it all in.

WelcomeCelebration
atAppellation
Healdsburg
THURSDAY, MAY 14, 2026
6PM - 8PM

APPELLATION HEALDSBURG
350 PLATINUM VIPS, MEDIA,

CHEF/TALENT, TRADE &

FRIENDS OF FESTIVAL
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New cuisines, exciting pairings,
and fresh perspectives, Shifting
the Lens, J Vineyard’s awardwinning culinary series,
returned for another year at
the Healdsburg Wine & Food
Experience.

Iron Chef, Top Chef, and
restaurateur, Stephanie Izard
created a whimsical brunch
where she mixed her bold,
globetrotting, and fusionfocused cuisine with locally
sourced ingredients paired
with J Vineyards’ wines. This
was a meal that guests will be
thinking about long after the
weekend is over.

FRIDAY MAY 15, 2026
10:30 AM - 1:00 PM
40 ATTENDEES
JVineyards&WineryShifting
theLensBrunch
FeaturingChefStephanieIzard
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Kendall-Jackson opened its beautiful
culinary gardens for an unforgettable
Healdsburg Wine & Food Experience
lunch with Food Network–awardwinning chef Maneet Chauhan and Kendall-Jackson Executive Chef
Tracey Shepos Cenami.

Guests enjoyed a multi-course,
seated luncheon featuring ingredients
hand-selected by Master Gardener
Tucker “Farmer T” Taylor, beautifully
paired with Kendall-Jackson Estate
wines in glasses by Zwiesel Fortesa.

During the pre-lunch reception, a
Point Reyes cheese selection was
available, as well as an American lamb
appetizer from Chef Jason Halverson.

Set within Kendall-Jackson’s fouracre garden, the afternoon centered around one long table, bringing
together exceptional food, wine, and
conversation in the heart of Sonoma
County.

FRIDAY MAY 15, 2026
12:00 PM - 3:00 PM
100+ ATTENDEES
Garden-to-Table
LunchatKendallJacksonWineEstate
&Gardens
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At this VIP walk-around lunch, Nadia
Caterina Munno, “The Pasta Queen”
herself, dazzled guests with a fresh lemon
ricotta gnocchi alongside local pasta
legend chef Domenica Catelli, who
created her infamous Catelli’s lasagna.

An exquisite selection of Ferrari-Carano
wines paired with each dish as well as
luxury wines from Northern California’s
best wine regions including Chalk Hill
Estate, Chateau St. Jean, Silverado
Vineyards, Lancaster Estate, and a
welcome glass of Champagne PIAFF.

Culinary Director of Foley Family Wine &
Spirits, Sam McKenzie created seasonal
bites that included fresh garden
vegetables with California Caviar and a
pulled pork salad. It was a deliciously
immersive celebration of food and wine
which concluded with coffee from Graffeo
Coffee.

FRIDAY MAY 15, 2026
12:00 PM - 3:00 PM
150 VIPS, MEDIA & INVITED
GUESTS
PlatinumLunchat
Ferrari-CaranoWinery
&Vineyards
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150 Years of Beringer
Wine Seminar
at Appellation
Healdsburg
FRIDAY MAY 15, 2026
4:00 PM - 5:30 PM
60 ATTENDEES
Healdsburg Wine & Food Experience
was thrilled to host 150 Years of
Beringer Vineyards, a wine seminar
moderated by Ray Isle, executive
wine editor for Food & Wine
Magazine, and designed to honor
Beringer’s past and toast to the
future. Ray, along with Beringer
winemaker Margo Van Staaveren, led
a lively seminar with Westholme
wagyu beef pairings created by chef
Charlie Palmer, Reed Palmer, and the
Appellation Healdsburg culinary team.

Guests also had the opportunity to
view Wölfe Cutlery knives before the
seminar.

In 2026, Beringer Vineyards proudly
marked 150 years as Napa Valley’s
longest continuously operating winery
—a legacy built on vision,
craftsmanship and innovation since
1876. This milestone is more than an
anniversary; it’s a tribute to
generations of winemakers, the
beauty of Napa Valley, and the
enduring spirit that shaped California
wine.

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“Don’tBustMyChops”
RedWineLovesLamb
WineSeminar
FRIDAY MAY 15, 2026
4:00 PM - 5:30 PM
57 ATTENDEES
Anthony Giglio led an engaging
seminar at Liora Hotel (formerly
XXVII North) exploring the
timeless pairing of lamb and red
wine. Guests discovered the
science behind why the pairing
works, which red wines shine
brightest alongside lamb, and
how different preparations can
influence the perfect pour.

A diverse selection of red wines
from Goldeneye, Seghesio,
Lamole di Lamole, Delas Frères,
Chateau St. Jean, and Silverado
were tasted alongside lamb
preperations with lamb from the
American Lamb Board which
included kebabs, lamb chops,
and lamb loin. The conclusion?
Red wine does indeed love lamb.

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Pre-ConcertReception
atJVineyards&Winery
FRIDAY MAY 15, 2026
5:00 PM - 6:00 PM
65 PLATINUM VIPS &
MEDIA
Platinum VIPs who chose to attend the
concert were treated to a special preconcert reception at the J Vineyards and Winery patio. Chef Stephanie Izard created
a tuna & hamachi hand-roll dip with her
signature ginger chili yum and a tapioca
sesame cracker that was perfectly
refreshing for the occasion.

Guests got one-on-one time with Chef
Stephanie, where she answered questions
and chatted about her passion for cooking.

A delicious selection of passed hors
d'oeuvres from the J Vineyards kitchen
accompanied the beautiful J Vineyards
wines that were available for glasses and
tastes.

A surprise meet & greet with country popstar Hannah Ellis sealed the deal on making this reception a moment to remember.

FeaturingChefStephanieIzard
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OutdoorConcertatRodney
StrongVineyards
FRIDAY MAY 15, 2026
5:30 PM - 9:00 PM
460 PLATINUM VIPS,

ATTENDEES, MEDIA,

CHEF/TALENT & INVITED
GUESTS
FeaturingGraceBowers
withspecialguestHannahEllis
The 5 annual Outdoor Concert at
Rodney Strong Vineyards featured a
stunning performance by musical guest,
Grace Bowers and special guest Hannah
Ellis.
th
Grace, a 19-year-old, award-winning
guitarist, singer, songwriter rocked the
stage with her guitar solos and punk rock
anthems. Hannah Ellis, a country music
singer/songwriter who has been
nominated for New Female Artist of the
Year at the American Country Music
awards, sang her popular song Wine
Country as she dueted with her husband
on the Rodney Strong stage.

Exceptional Rodney Strong wines and
dinner options were available for
purchase from local food trucks. Along
with coffee from Graffeo Coffee
available to fuel the dancing crowd.

A portion of the proceeds benefited
Farm to Pantry, supporting its mission to
share locally grown food and eliminate
food waste in Sonoma County.

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MacMurray Estate welcomed the
Platinum VIP attendees to a sit-down
dinner featuring wines from
Ravenswood Winery and commentary
from winemaker Michael Eddy-Cort.

Acclaimed chef Britt Rescigno created
a multi-course menu that featured livefire cooking which was an exciting view for everyone in attendance.

To start, California Caviar topped
brioche with egg yolk jam was an “egg
on egg” delight along with smoked
oysters and mini crab sandwiches. For
the main course, specialty steak knives
from Wölfe Cutlery were placed at
each setting to further enhance the
FRIDAY MAY 15, 2026 spectacular dinner.
6:00 PM - 9:00 PM
60 PLATINUM VIPS, MEDIA
& INVITED GUESTS
Platinum Dinner at
MacMurray Estate with
Ravenswood Winery
FeaturingChefBrittRescigno
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Chef Willer Larreal brought
Michelin-starred Sushi by Scratch
Restaurants, one of the hottest
restaurants in Healdsburg, to the
vineyards of Aperture Cellars for
an unforgettable gastronomic
experience.

Guests enjoyed an omakaseinspired tasting menu paired with a premium selection of Aperture
wines whose Founder and Head
Winemaker, Jesse Katz, who was
recently awarded 2025
Winemaker of the Year by the
Wine Enthusiast.

FRIDAY MAY 15, 2026
6:30 PM - 9:00 PM
35 ATTENDEES
SushibyScratch
RestaurantsOmakase
DinneratAperture
Cellars
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Attendees were part of the action in
this head-to-head sommelier
showdown.

At Dry Creek Kitchen, guests joined
an unforgettable dinner with
courses by Executive Chef Shane
McAnelly, Chef Charlie Palmer, Chef
Taylor Kelley, and Chef Paul Canales
from the Culinary Institute of
America - but with a competitive,
high-stakes wine pairing twist!
Teams of U.S. and International
sommeliers went head-to-head,
selecting wines to accompany a
multi-course meal. Then the guests
voted on the best pairings!
The dinner was moderated by an allstar panel of judges: executive Wine Editor of Food & Wine Magazine,
Ray Isle, Master Sommelier, Evan
Goldstein, and senior editor/critic
for JebDunnuck.com, Virginie
Boone.

FRIDAY MAY 15, 2026
7:00 PM - 10:00 PM
72 ATTENDEES
SommelierShowdown
DinneratDryCreek
Kitchen
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Today’s wine drinker is more curious,
more diverse, and more experience-driven
than ever before but they are also more
difficult to capture with traditional
approaches. So what’s working right now,
on the floor, in real time?
This dynamic conversation moderated by
Executive Wine Editor of Food & Wine,
Ray Isle alongside CEO of Marine Layer
Wines and Valkyrie Selections, Baron
Ziegler, and featured a panel of four
industry leading sommeliers:

Joaquin Torres, Wine Director, Rosewood
Kona Village
Melissa Carlile-Price, Sommelier, Ci
Siamo/Union Square Hospitality Group
Braithe Gill, Corporate Beverage Director,
Ralph Brennan Restaurant
Group/Brennan’s
Franco Michienzi, Wine Director, Elisa
(Vancouver)
Attendees started with wine from Marine
Layer Wines and Valkyrie Selections,
accompanied by brunchy bites and coffee
from Costeaux French Bakery.

SATURDAY MAY 16, 2026
9:30 AM - 10:45 AM
48 INDUSTRY

PROFESSIONALS
TradeSeminar
TheNewWinePlaybook:

EngagingToday’sGuests
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The cornerstone event of the
Healdsburg Wine & Food
Experience weekend!
Guests wandered the Grand
Tasting tents to experience 150+
incredible wines, beers, and spirits,
along with delicious bites from top
chefs and restaurants who knew
just how to make Sonoma County
shine.

It was some of the best of the
food and beverage world right in
the heart of wine country, with
bites from celebrated chefs
including Lee Anne Wong, Viet
Pham, Britt Rescigno, Joe Sasto,
The Pasta Queen, and so many
more!
Sips were enjoyed from hundreds
of wines along with beers, spirits,
cocktails, and zero-proof options.

An adorable addition to the Grand
Tasting this year, mini cows, Lady
and Reba were around for guests
to pet and have their picture
taken!
GRAND

TASTING
SATURDAY MAY 16, 2026
EARLY VIP ENTRY: 11AM - 12PM
GA: 12PM - 4PM
2,500 ATTENDEES
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The Healdsburg Wine & Food
Experience rooftop lounge at The
Matheson presented by First Citizens
Bank and First Citizens Wealth offered
a food and wine oasis amidst the
bustle of Saturday's Grand Tasting.

Here guests could find a Reserve Wine
List with specialty wines not available
anywhere else in the festival. Chef
Dustin Valette and The Matheson
team created delicious bites including
an Urbani Truffle pizza.

The California Caviar Corner was in
full swing along with the First Citizens
Bank and First Citizens Wealth lounge
with wines from Skipstone Winery.

DJ Soigne curated the perfect vibe of
funky chill music that let guests relax
while also keeping everyone energized
for the day ahead.

SATURDAY MAY 16, 2026
12:00 PM - 5:00 PM
350 VIPS, MEDIA,

CHEFS/TALENT, FRIEND

OF FESTIVAL & INVITED
GUESTS
VIPRooftopLoungeat
TheMatheson
PresentedbyFirstCitizens
BankandFirstCitizensWealth
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The Big Bottle Party is always the hottest
wine party of the year! VIPs got an hour of
early access which included wines from
Silver Oak and Casa Obsidiana Tequila.

Everyone was greeted with a welcome pour
of Ca’del Bosco magnums and then enjoyed
large-format wines, magnums, jeroboams,
and beyond from high-end Sonoma County
and global producers.

Late-night bites by Chefs Dustin Valette
included porchetta sandwiches, smoked
Westholme wagyu tri-tip, and aged whole
tuna, while Chef Lee Anne Wong created
fried Point Reyes Cheese TomaRashi sticks
and Liberty Duck dumplings with California
Caviar.

Every level of The Matheson transformed
into an unforgettable food and wine
playground: Sushi by Scratch Restaurants
pop-up omakase tasting, Champagne PIAFF
wine lounge, Evil ‘Tinis from Evil Bean Spirits
and Tequila El Mexicano, Peroni beers
flowing, Pop Fiction rocking out on the main
floor while the rooftop grooved to DJs
Tamer and Sunwoo from Salty Sundays.

It was a night of BIG bottles and BIG
memories!
SATURDAY MAY 16, 2026
VIP PRE-PARTY: 7:00 PM - 8:00 PM
GENERAL ADMISSION: 8:00 PM - 12:00 AM
450 ATTENDEES, MEDIA, CHEFS/TALENT &

INVITED GUESTS
TheBigBottleParty
atTheMatheson
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Sunday brought an afternoon
lunch party at Copain Wines
dedicated to celebrating one of
life’s most delicious pleasures:
pizza and pinot.

Celebrity chef Joe Sasto joined
local legend Ari Weiswasser as
they both crafted classic and
unique takes on handmade pizzas
which included fresh shaved
Urbani Truffle and even cookie
dough!
Wine stations from Copain
Wines, Hartford Family Winery,
La Crema, Siduri, Bricoleur, De
Loach Vineyards, Domaine
Messier, LANDO Winery, Merry
Edwards Winery & Vineyards,
Roederer Estate, and Saracina
offered a diverse range of pinots
that paired perfectly with the
pizzas.

SUNDAY MAY 17, 2026
12:00 PM - 3:00 PM
100 ATTENDEES
Pizza&PinotParty
atCopain
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The Sunday wine-down Pool Party is a
Healdsburg Wine & Food Experience
tradition. Appellation Healdsburg offered
an incredible location for VIPs, chefs, and
makers to dip, sip, and snack after a
weekend of wine and food fun.

Cocktails from Rue de Reve and beers
from Peroni were refreshing Sunday
beverages along with wines from Marine
Layer and Rodney Strong Vineyards.

Zero-proof options were also available
from Glasrose and Solubrae.

Chef Charlie Palmer and the Appellation
team grilled BBQ chicken with all the
fixings out on the pool deck. While
California Caviar Co. rounded out the
HWFE weekend with poolside caviar
bumps alongside hydration IVs from The
Lounge Healdsburg.

VIPWine-DownPool
PartyatAppellation
Healdsburg
SUNDAY MAY 17, 2026
12:00 PM - 3:00 PM
110 VIPS, MEDIA,

CHEFS/TALENT & INVITED
GUESTS
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THANK YOU!
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CITY OF HEALDSBURG

CITY COUNCIL AGENDA STAFF REPORT
MEETING DATE: September 8, 2026
SUBJECT: Grove Street Neighborhood Plan Implementation (Complete Streets) Project Bid Award and Approval of a Professional Services Agreement PREPARED BY:

Clay Thistle, Senior Engineer
STRATEGIC INITIATIVE(S):

Maintain and Improve Infrastructure and Facilities
RECOMMENDED ACTION(S):

Adopt a Resolution conditionally awarding the Grove Street Neighborhood Plan Implementation (Complete Streets) Project to Team Ghilotti, Inc. in the amount of $4,061,417, authorizing the City Manager to execute the contract and negotiate and approve contract change orders up to 15% of the original contract amount, approving a Professional Services Agreement with Brelje & Race Consulting Engineers, Inc. for Engineering Support during Construction in the amount of $74,890, authorizing the City Manager to execute the Agreement and amending the Fiscal Year 2026-2027 Adopted Budget.

COMMUNITY ENGAGEMENT/OUTREACH:

In early 2022, the City initiated an outreach effort to seek feedback on the vision for Grove Street between Grant Street and Dry Creek Road. An online survey was conducted, and a virtual workshop was held. Overall, approximately 270 community members participated.

On March 14, 2024, City Staff held a neighborhood meeting with residents and property owners living and/or working on Grove Street to review and discuss initial design concepts and provide input. On March 28, 2024, City Staff held a larger Community Meeting inviting the community to learn more about the proposed project and provide input.

The Project was advertised for public bidding in the Santa Rosa Press Democrat and on the City’s website.

Prior to beginning construction, advance notices will be provided to adjacent properties. They will be advised of potential impacts, parking restrictions, and the planned work duration. The City’s project manager’s direct contact information will be provided for additional information and for any concerns that arise during the construction process.

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BACKGROUND:

The Grove Street Neighborhood Plan provided a conceptual design for Grove Street, from Grant Street to Dry Creek Road, and was adopted by City Council in February 2000. While some recommended improvements have been constructed through recent developments, the overall vision of the Plan is incomplete, and the area remains without continuous sidewalk or bike route through this diverse neighborhood.

On January 23, 2023, City Council authorized the City Manager to submit a One Bay Area Grant (OBAG 3) application for the Grove Street Neighborhood Plan Implementation (Complete Streets) project.

On May 24, 2023, the Metropolitan Transportation Commission (MTC) approved OBAG 3 funding in the amount of $2,217,000 (Project No. STPL 5027(025)) along with $283,000 in Go Sonoma Funds administered by the Sonoma County Transportation and Climate Authorities (SCTCA).

On October 16, 2023, the City Council awarded a Professional Services Agreement with CSW/Stuber-Stroeh Engineering Group, Inc. to prepare preliminary plans, environmental and right-of-way documents, final plans, specifications, and estimate (PS&E), for the Grove Street Neighborhood Plan Implementation Project.

On June 11, 2026, and June 16, 2026, the Project was advertised and bids were opened on July 16, 2026.

The Grove Street Neighborhood Plan Implementation (Complete Streets) Project (Project) will reduce the existing 12-foot travel lanes to 11-foot and add curb, gutter and sidewalk where none exists between Grant Street and Dry Creek Road. The typical sidewalks will be 6 feet and separated from the roadway by a 5-foot planting strip. Where constrained by existing features or topography, sidewalk and planting strip widths will vary. On-street parallel parking will be provided at select locations in conjunction with traffic lane shifts (chicanes), which are intended to reduce traffic speeds. Grove Street will become a Class 3 bike route from Grant Street to the Foss Creek Pathway and continue north to Dry Creek Road as Class 2 bike lanes. At the intersection with the Foss Creek Pathway, the project will install a raised crosswalk and flashing beacons. The project will improve the existing bus stops and install street trees along the corridor.

Additional decorative streetlighting will be added to meet the lighting standard requirement for the street classification.

DISCUSSION/ANALYSIS:

A notice inviting bids was advertised in accordance with all applicable procedures, and the City received nine (9) bids. The lowest apparent and responsive bid was from Team Ghilotti, Inc. in the amount of $4,061,417. The other bids received ranged from the apparent second lowest bid of $4,175,305 to the highest bid of $5,709,323. The lowest bid was higher than the engineer’s estimate of $4,005,210 by approximately 1%.

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The bid from Team Ghilotti, Inc. satisfies the bidding requirements for the project as described in the bid instructions. There are no irregularities with the bid and no protests to the bid have been filed as of the time of this report. Staff verified that Team Ghilotti, Inc. possesses the required license and is otherwise qualified to complete the project.

Construction is anticipated to begin in October and be completed within eight months, though it may be extended due to weather and unforeseen conditions.

During construction, third-party construction staking and engineering support construction is needed. Staff recommends approving a Professional Services Agreement with Brelje & Race Consulting Engineers, Inc. for this work in the amount of $74,890. Brelje & Race Consulting Engineers, Inc. are familiar with the project and performed a peer review of the Project plans and specifications for constructability prior to advertising.

ENVIRONMENTAL STEWARDSHIP:

Recycling will be used to divert much of the construction waste from the landfill. Concrete and asphalt removed will be delivered to local recyclers for reuse in new paving and concrete products.

ALTERNATIVES:

The City Council could choose to reject all bids and direct staff to postpone the project. However, this would leave the project area without bicycle and pedestrian facilities and jeopardize the $2,217,000 in OBAG 3 funding and $283,000 in SCTCA funding.

FISCAL IMPACT:

The proposed construction contract is for $4,061,417 and staff recommends that the City Council authorize an additional 15% contingency of $609,212 for unforeseen conditions and potential additional costs bringing the total construction amount to $4,670,629. The recommended approval of a Professional Services Agreement with Brelje & Race Consulting Engineers, Inc. in the amount of $74,890 for construction staking and engineering support during construction. An additional $158,541, equating to 4% of the construction amount, is estimated for staff time to complete inspections and construction management for a total construction phase budget of $4,904,060.

The adopted budget for the Grove Street Neighborhood Plan Implementation (Complete Streets) Project ST007 includes $4,971,802 in appropriations. Approximately $503,039 has been spent on the design phase with $4,468,763 remaining for construction, resulting in a shortfall of $435,297.

Staff recommend amending the Fiscal Year 2026-27 Budget to appropriate funding of $125,000 from Sewer Operating Fund, $125,000 from the Water Operating Fund, and $185,297 from the Measure T Fund to support the project. There are sufficient funds available in the respective funds to support the project.

ENVIRONMENTAL ANALYSIS:

The Grove Street Neighborhood Implementation (Complete Streets) Project involves the installation of curbs, gutters, and sidewalks to close gaps in pedestrian infrastructure, in addition to installing Class 2 bicycle lanes within the Project limits. The Project is exempt pursuant to the California Environmental Quality Act (CEQA) Guidelines 15301(c), 15302(c), 15303(d) and 15304(f) and a CEQA Notice of Exemption was filed with the Sonoma County Clerk on 2/24/2025.

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The federal OBAG 3 funding for the Project triggers environmental review under the National Environmental Policy Act (NEPA), with Caltrans acting as the Lead Agency. Caltrans approved a NEPA Categorical Exclusion under Guidelines 23 CFR 771.117 (c)(3) on 6/20/25 that included a list of mitigation actions that were incorporated into the Project bid documents.

ATTACHMENT(S):

Resolution
Exhibit A
BID Summary
Brelje & Race Consulting Engineers, Inc. Scope of Work
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CITY OF HEALDSBURG
RESOLUTION NO. -2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

HEALDSBURG CONDITIONALLY AWARDING THE GROVE

STREET NEIGHBORHOOD PLAN IMPLEMENTATION (COMPLETE
STREETS) PROJECT NO. STPL 5027(025) BID TO TEAM GHILOTTI, INC. IN THE AMOUNT OF $4,061,417, AUTHORIZING THE CITY

MANAGER TO EXECUTE THE CONTRACT, AUTHORIZING THE

CITY MANAGER TO NEGOTIATE AND APPROVE CONTRACT
CHANGE ORDERS UP TO 15% OF THE ORIGINAL CONTRACT

AMOUNT, APPROVING A PROFESSIONAL SERVICES

AGREEMENT WITH BRELJE & RACE CONSULTING ENGINEERS,
INC. FOR CONSTRUCTION STAKING AND ENGINEERING
SUPPORT DURING CONSTRUCTION IN THE AMOUNT OF $74,890,

AUTHORIZING THE CITY MANNAGER TO EXECUTE THE
AGREEMENT AND AMENDING THE FISCAL YEAR 2026-2027

ADOPTED BUDGET

WHEREAS, the notice inviting bids for the Grove Street Neighborhood Plan Implementation (Complete Streets) Project was advertised in accordance with applicable procedures that resulted in the City receiving nine bids; and

WHEREAS, the lowest apparent and responsive bid was submitted by Team Ghilotti, Inc. in the amount of $4,061,417; and
WHEREAS, staff has verified that Team Ghilotti, Inc. possesses the required license(s) and is otherwise qualified to complete the project; and WHEREAS, staff have reviewed the bid proposal and determined that there are no irregularities; and
WHEREAS, staff recommends awarding the contract to Team Ghilotti, Inc. in the amount of $4,061,417; and
WHEREAS, staff recommends a 15% contract contingency of $609,212 for unforeseen conditions and potential additional costs bringing the total construction amount to $4,670,629; and

WHEREAS, during construction, third-party construction staking and engineering support is needed and Brelje & Race Consulting Engineers, Inc. are familiar with the project; and WHEREAS, staff recommends approving a Professional Services Agreement with Brelje & Race Consulting Engineers, Inc. for this work in the amount of $74,890; and WHEREAS, staff time costs to complete inspections and construction management are Item 6.k
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Resolution No. -2026