Agenda Item #13.2
For Council Meeting of: June 2, 2026
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: SCOTT WAGNER, CHIEF FINANCIAL OFFICER
SUBJECT: FIRST AMENDMENT TO INTERGOVERNMENTAL AGREEMENT NUMBER F002610 WITH THE RECORDS MANAGEMENT DIVISION OF THE INFORMATION SYSTEMS DEPARTMENT OF THE COUNTY OF SONOMA, CALIFORNIA AGENDA ACTION: MOTION
RECOMMENDATION
The Finance Department recommends that the Council, by motion, approve the First Amendment to Intergovernmental Agreement Number F002610 with the Records Management Division of the Information Systems Department of the County of Sonoma, California to extend the agreement term by one year and increase compensation by $200,000, for a total contract amount not to exceed $700,000, authorize the Purchasing Agent to make non-substantive changes subject to approval by the City Attorney, and authorize the Purchasing Agent to execute the Amendment. This item has no impact on current fiscal year budget.
EXECUTIVE SUMMARY
Mail processing services are required by departments throughout the City and are integral to daily business operations, allowing for efficient processing of inbound and outbound mail. The City receives these services from the County of Sonoma because the County maintains the infrastructure, equipment, and personnel necessary and allow the City to maximize postage discounts through postage automation.
GOAL
This item relates to Council Goal #5 by supporting core City services and the ongoing operational need for mail processing services across City departments.
BACKGROUND/PRIOR COUNCIL REVIEW
On June 6, 2023, the City Council approved Intergovernmental Agreement Number F002610 for three years with two (2) one-year extension options in an amount not to exceed $500,000
ANALYSIS
The County provides the personnel and resources to efficiently perform mailing services for the City.
By combining the City’s daily mail volume with the County’s and utilizing the County’s USPS-certified barcode and sorting system, the City receives the greatest amount of postage automation discounts for City mail.
County of Sonoma rates are adjusted on July 1 of each year, and are not yet available.
United States Postal Service (USPS) postage rates are billed at the actual cost as determined by USPS.
The Agreement expires on June 6, 2026, and has two (2) one-year extension options remaining.
FISCAL IMPACT
This item has no impact on FY 2025-2026 budget within various departments and will meet the requirement for appropriations as previously approved by Council. Future budget appropriations for Fiscal Year 2026-2027 and beyond will include funding for these ongoing services.
ENVIRONMENTAL IMPACT
Pursuant to CEQA Guidelines section 15378, the recommended action is not a “project” subject to the California Environmental Quality Act (CEQA) because it does not have the potential to result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. In the alternative, the action is exempt pursuant to CEQA Guidelines section 15061(b)(3), as it can be seen with certainty that there is no possibility that approval of the amendment may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 - Draft First Amendment
PRESENTER(S)
Scott Wagner, Chief Financial Officer
FIRST AMENDMENT TO INTERGOVERNMENTAL AGREEMENT NUMBER F002610 WITH THE RECORDS MANAGEMENT DIVISION OF THE INFORMATION SYSTEMS DEPARTMENT OF THE COUNTY OF SONOMA, CALIFORNIA PAGE 3 OF 3