Sonoma City Council
March 30, 2026

City Council:

Ron Wellander, Mayor
Sandra Lowe, Vice Mayor
Jack Ding
Patricia Farrar-Rivas
John Gurney

REGULAR MEETING AGENDA

OF THE SONOMA CITY COUNCIL
City Council Chambers, 177 First Street West
Monday, March 30, 2026
https://us06web.zoom.us/j/84876986131
6:00 PM Regular Meeting

ACCESSING PUBLIC MEETINGS
As a public service to the community, City Council meetings are held in-person, and viewable through a live webcast on the City’s CivicWeb Portal at https://sonomacity.civicweb.net/Portal/Video.aspx, City of Sonoma YouTube channel at https://www.youtube.com/channel/UChZjUrg2rNLYxTgQHhFy-Tg, and televised on Comcast Cable Channel 27. Members of the public can also view the meeting via ZOOM, at https://us06web.zoom.us/j/84876986131.

If a technical issue arises with Zoom video or the listening phone dial-in option, the City Council meeting will continue unless a Council Member is participating remotely pursuant to the provisions of Government Code Section 54953.8.3.

Members of the public who wish to address the Council by providing public comments during the meeting may do so in-person in the Council Chambers at 177 First Street West, where the meeting is being publicly held. As an alternative, members of the public may also provide written public comment submitted via the City’s online Public Comment form at https://sonomacity.civicweb.net/Portal/CitizenEngagement.aspx or by email to:
[email protected]
PROCESS FOR COMMENTS FROM THE PUBLIC: There will be two opportunities for members of the public to address items not appearing on the agenda. The early public comment period, Agenda Item 1, will be limited to ten speakers. Each speaker will be allowed up to two minutes. Speakers who do not have an opportunity to speak during the first public comment section will be allowed to make their comments during the later public comment period, Agenda Item 10, provided there were more than 10 people in the first public comment section. When the Mayor announces these agenda items, please form a line to speak.

In the event a Council Member participates remotely for just cause Government Code Section 54953.8.3, the City will allow for public comment through the Zoom link.

In accordance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk (707) 933-2216. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

Be Courteous - Please turn off your cell phones and watches while the meeting is in session.

The City Council may discuss and/or take action on any or all of the items listed on the agenda irrespective of how the items are described.

No new items will begin after 9:00pm unless a majority of the members present vote to allow the items to be heard.

Page

REGULAR MEETING

CONVENE, CALL TO ORDER & PLEDGE OF ALLEGIANCE
ROLL CALL (Farrar-Rivas, Lowe, Ding, Gurney, Wellander)

REPORT ON CLOSED SESSION

APPROVAL OF THE AGENDA

1. COMMENTS FROM THE PUBLIC
At this this time members of the public may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. This public comment period will be limited to ten speakers. Each speaker will be allowed up to two minutes.

Speakers who do not have an opportunity to speak during the first public comment section will be allowed to make their comments during the later public comment period, Agenda Item 10, provided there were more than 10 people in the first public comment section. When the Mayor announces these agenda items, please form a line to speak.

Under State Law, unless otherwise permitted under the Ralph M. Brown Act, the merits of the matters presented under this item cannot be discussed or acted upon by the City Council at this time. For items appearing on the agenda, the public will be invited to make comments at the time the item comes up for Council consideration. Please begin by stating your name.

2. MEETING DEDICATIONS

3. COUNCILMEMBERS’ REPORTS AND COMMENTS
Committee Reports - Council Members are appointed to various boards and committees - local, county-wide and regional. Any updates from a council member will be shared at this time.

A list of all appointments is available on our City Website for easy reference.

Council Members may also make appointments to city commissions at this time.

4. CITY MANAGER COMMENTS AND ANNOUNCEMENTS

5. CITY ATTORNEY COMMENTS

6. PRESENTATIONS

6.1: Celebrate Sonoma - Presentation in Honor of Tommy Thomsen Celebrate Sonoma - Tommy Thomsen
5 7. CONSENT CALENDAR – CITY COUNCIL
All items listed on the Consent Calendar are considered to be routine and will be acted upon by a single motion. There will be no separate discussion of these items unless members of the Council or staff request specific items to be removed for separate action.

7.1: Waive further reading and Authorize Introduction and/or Adoption of Ordinances by Title Only. (Standard procedural action - no backup information provided)

7.2: Accept the Minutes from the Regular Meeting of March 18, 2026 (Monique Saviez Burns, CPMC, CMC, Deputy City Clerk)
RECOMMENDATION: Accept the minutes.

03.18.2026 Regular Meeting Minutes
6 - 7

7.3: Adopt a Resolution Authorizing Temporary Use of City Streets for the July 4th Parade on Friday, July 4, 2026 (Lisa Janson, Senior Management Analyst) RECOMMENDATION: Adopt the resolution.

Agenda Report - July 4th Parade Street Use - Pdf
8 - 38

7.4: Adopt a Resolution Authorizing Temporary Use of City Streets by Motiv Servicing for the Napa to Sonoma Wine Country Rosé 5K on Saturday, July 25, 2026, and Half Marathon on Sunday, July 26, 2026 (Lisa Janson, Senior Management Analyst)
RECOMMENDATION: Adopt the resolution.

Agenda Report - Napa to Sonoma 5K _ Half Marathon Street Use 39 - 90

7.5: Introduce an Ordinance Amending Sonoma Municipal Code Section 13.20.010 and Finding the Ordinance Exempt from the California Environmental Quality Act (CEQA) Pursuant to Section 15061(b)(3) - General Rule - of the CEQA Guidelines (Ashley Cotter, PW Admin & Project Manager & Mike Berger, Public Works Director)
RECOMMENDATION: Introduce the ordinance.

Agenda Report - Cross Connection Control Ordinance Introduction - Pdf 91 - 95

7.6: Adopt a Resolution Approving the Specifications for the Fryer Creek Drive, Pickett Street, and Nash Street Pavement Rehabilitation Project, CIP T-5; Project No. 2601, Accepting Bids, Awarding a Contract to Team Ghilotti and Authorizing the City Manager to Execute a Construction Contract in the Amount of $540,997.00, and Further Authorizing the City Manager to Approve $54,099.70 (10%) in Contingency (Ashley Cotter, PW Admin & Project Manager & Mike Berger, Public Works Director)
RECOMMENDATION: Adopt the resolution.

Agenda Report - CIP T-5 Contract Award - Pdf
96 - 245

7.7: Adopt a Resolution Approving the Second Amendment to the Amended and Restated City Attorney Retainer Agreement (David Guhin, City Manager) RECOMMENDATION: Adopt the resolution.

Agenda Report - City Attorney Retainer Agreement - Pdf
246 - 251

7.8: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Bob Murray & Associates for an Amount Not to Exceed $29,900 to Conduct an Executive Recruitment for the Position of City Manager and Authorize the City Manager to Sign the Agreement (David Guhin, City Manager)
RECOMMENDATION: Adopt the resolution.

Agenda Report - City Manager Recruitment Contract - Pdf 252 - 291

8. PUBLIC HEARING

9. REGULAR CALENDAR – CITY COUNCIL
(Matters requiring discussion and/or action by the City Council)

9.1: Adopt a Resolution Authorizing the City Manager to Execute a Three-Year Contract Amendment with Flock Safety for Automated License Plate Reader (ALPR) Products, In An Amount Not to Exceed $50,500 Annually, as Previously Approved in FY 23/24, 24/25, and 25/26 Budget (Brandon Cutting, Police Chief)
RECOMMENDATION: Adopt a Resolution Authorizing the City Manager to Execute a Three-Year Contract Amendment with Flock Safety for Automated License Plate Reader (ALPR) Products, In An Amount Not to Exceed $50,500 Annually.

Agenda Report - Flock Safety Contract Amendment - Pdf
292 - 344

9.2: Adopt a Resolution Authorizing the City Manager to Execute a Contract with Portola for $194,091.20 for Facility Security Upgrades (CIP BF-11), Authorizing $19,409.12 (10%) in Contingency, and Authorizing a Budget Amendment for 345 - 398

$74,250.32 in Additional Expenditures from the Long-Term Building Maintenance Fund (Ashley Cotter, PW Admin & Project Manager & Mike Berger, Public Works Director)
RECOMMENDATION: Adopt a Resolution of the City of Sonoma City Council Authorizing the City Manager to Execute a Contract with Portola for $194,091.20 for Facility Security Upgrades (CIP BF-11), Authorizing $19,409.12 (10%) in Contingency, and Authorizing a Budget Amendment for $74,250.32 in Additional Expenditures from the Long-Term Building Maintenance Fund.

Agenda Report - Verkada/Portola Contract & Budget Amendment - Pdf

9.3: Adopt a Resolution Approving an Employment Agreement Appointing Cristine Alilovich as Interim City Manager, Effective April 6, 2026, and Authorizing the Mayor to Sign the Agreement (David Guhin, City Manager) RECOMMENDATION: Adopt a Resolution Approving an Employment Agreement Appointing Cristine Alilovich as Interim City Manager, Effective April 6, 2026, and Authorizing the Mayor to Sign the Agreement.

Agenda Report - Interim City Manager Appointment - Pdf
399 - 408

10. SECOND PUBLIC COMMENT (ONLY REQUIRED IF EARLIER PUBLIC SPEAKERS

REMAIN)
At this time members of the public who did not have the opportunity to speak during the early comment period may address the Council on matters not listed on this agenda, but which are within the subject matter jurisdiction of the Council. Each speaker will be allowed up to two minutes. Please form a line to speak.

Under State Law, unless otherwise permitted under the Ralph M. Brown Act, the merits of the matters presented under this item cannot be discussed or acted upon by the City Council at this time. For items appearing on the agenda, the public will be invited to make comments at the time the item comes up for Council consideration. Please begin by stating your name.

11. ADJOURNMENT
I do hereby certify that a copy of the foregoing agenda was posted as legally required. Monique Saviez Burns, CPMC, CMC, Deputy City Clerk
_______________________________________________________________________________________________ _______________________________________________________ Copies of all staff reports and documents subject to disclosure that relate to any item of business referred to on the agenda are usually available for public inspection the Wednesday before each regularly scheduled meeting at City Hall, located at No. 1 The Plaza, Sonoma CA. Any documents subject to disclosure that are provided to all, or a majority of all, of the members of the City Council regarding any item on this agenda after the agenda has been distributed will be made available for inspection at the City Clerk’s office, No. 1 The Plaza, Sonoma CA during regular business hours. If you challenge the action of the City Council in court, you may be limited to raising only those issues you or someone else raised at the public hearing described on the agenda or in written correspondence delivered to the City Clerk at or prior to the public hearing.

In accordance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk (707) 933-2216. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

Appointments to Commission/Committees: The Council may establish and make appointments to a Council committee (made up of two Council Members) with respect to any item appearing on this agenda.

Closed Session: If action is taken during a Closed Session meeting that is required to be reported out at this meeting, the Council will return to Open Session and report out immediately. However, if the Council is unable to do so due to time constraints, it will report out at the immediately following Regular Council Meeting under "REPORT ON CLOSED SESSION".

Motion for Consideration:A Council Member voting with the majority on any item appearing on this agenda may move for reconsideration of that vote provided the motion is in conformance with the rules adopted by the Council governing such motions.

Note: Portions of this document may have been drafted with support from AI-based tools, consistent with City of Sonoma policy on use of artificial intelligence. All information represented in this document has been reviewed by City of Sonoma staff.

CITYOF SONOMA
@e?y'f?m‘? 9/?ay/212w»
Tommy Thomsen Day
March 30, 2026
I, Ran Well-mi", Mayor of the City of Sonom, d0 hereby proclaim March so, 2025, as "Tommymom Day“ in I11:Cily.

Your runny contribmiom to our community are recognimd Ind study Ippmcmed.

MM this 30- d-yotMmh 7.026.

Agenda Item #6.1:

City Council:

Ron Wellander, Mayor
Sandra Lowe, Vice Mayor
Patricia Farrar-Rivas
John Gurney
Jack Ding

REGULAR MEETING MINUTES

OF THE SONOMA CITY COUNCIL
City Council Chambers
177 First Street West
Wednesday, March 18, 2026

6:00 PM Regular Meeting
Regular Meeting Minutes, March 18, 2026

REGULAR MEETING

CONVENE, CALL TO ORDER, & PLEDGE OF ALLEGIANCE
Mayor Wellander called the meeting to order at 6:02 p.m.

ROLL CALL:

PRESENT: Mayor Wellander, Vice Mayor Lowe, Council Member Farrar-Rivas, Council Member Gurney, and Council Member Ding

CLOSED SESSION
There was no Closed Session held.

APPROVAL OF AGENDA
Motion by Council Member Farrar-Rivas, seconded by Council Member Ding, to approve the agenda as presented. Motion carried unanimously by voice vote.

1. COMMENTS FROM THE PUBLIC
Jan Erickson, Art Grandy, Melissa Bingham, and Caitlin Cornwall provided public comments.

2. MEETING DEDICATIONS
Vice Mayor Lowe dedicated the meeting to Bette Blake.

3. COUNCILMEMBERS’ REPORTS AND COMMENTS
Vice Mayor Lowe attended a Sonoma County Transit Authority meeting.

Council Member Gurney attended a Library Advisory Board meeting on March 12, 2026, and provided a few important updates from the meeting.

Council Member Ding attended the Sonoma Community Center's Lunar Year Celebration on March 7, 2026.

Council Member Farrar-Rivas attended a Sonoma Clean Power meeting on March 5, 2026, and provided a few important updates from the meeting.

Mayor Wellander attended the Film Festival’s Film Office ribbon-cutting ceremony on March 10, 2026, and also attended a Catholic Charities fundraiser at HopMonk Tavern. On March 12, 2026, he toured the renovated Los Guilicos Juvenile Hall facility, which has been converted into housing for people experiencing homelessness.

4. CITY MANAGER COMMENTS AND ANNOUNCEMENTS
None.

5. CITY ATTORNEY COMMENTS
City Attorney Ruderman reminded all Section 87200 filers that, beginning January 1, 2026, state law requires them to report any accepted prospective employment arrangement on their Form 700 by April 1.

6. PRESENTATIONS
None.

7. CONSENT CALENDAR – CITY COUNCIL
Motion by Vice Mayor Lowe, seconded by Council Member Farrar-Rivas, to approve the Consent Calendar as presented. Motion carried unanimously.

Item 7.1: Waive further reading and Authorize Introduction and/or Adoption of Ordinances by Title Only. (Standard procedural action - no backup information provided) Item 7.2: Receive the Minutes from the Special and Regular Meetings of March 4, 2026 (Monique Saviez Burns, CPMC, CMC, Deputy City Clerk)
Action: The minutes were received.

Agenda Item #7.2:

Regular Meeting Minutes, March 18, 2026
Item 7.3: Accept the Expenditure Report for the Month of February 2026 (Ryan Kodama, Accounting Manager)
Action: The expenditure report was accepted.

Item 7.4: Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Mercury Associates, Inc. Not to Exceed $59,925 for Fleet Assessment Consultant Services (Ashley Cotter, PW Admin & Project Manager) Action: Adopted as Resolution 08-2026.

Item 7.5: Adopt a Resolution Adopting the City of Sonoma Credit Card Policy and City Business Expense Reimbursements and Payments Policy (David Guhin, City Manager) Action: Adopted as Resolution 09-2026.

8. PUBLIC HEARING
None.

9. REGULAR CALENDAR – CITY COUNCIL
Item 9.1: 2026 Climate Action Commission Annual Workplan (Antoinette Freeman, Sustainability Coordinator)
Action: The 2026 Climate Action Commission Annual Workplan was approved.

Motion by Council Member Gurney, seconded by Council Member Farrar-Rivas, to approve the 2026 Climate Action Commission Annual Workplan. Motion carried unanimously.

Item 9.2: Accept the City of Sonoma General Plan Annual Progress Report and Direct Staff to Distribute to the California Department of Housing and Community Development (HCD) and the Governor’s Office of Land Use and Climate Innovation (LCI) (Jennifer Gates, AICP, Community Development Director)
Action: The City of Sonoma General Plan Annual Progress Report was accepted, and Staff was directed to distribute the report to the California Department of Housing and Community Development (HCD) and the Governor’s Office of Land Use and Climate Innovation (LCI).

Public Comment: Victor Conforti
Motion by Council Member Ding, seconded by Vice Mayor Lowe, to Accept the City of Sonoma General Plan Annual Progress Report and Direct Staff to Distribute to the California Department of Housing and Community Development (HCD) and the Governor’s Office of Land Use and Climate Innovation (LCI). Motion carried unanimously.

10. SECOND PUBLIC COMMENT (ONLY REQUIRED IF PUBLIC SPEAKERS REMAIN FROM ITEM 2.0) None.

11. ADJOURNEMENT
Mayor Wellander adjourned the meeting at 7:09 p.m.

I HEREBY CERTIFY that the foregoing minutes were duly and regularly received at a regular meeting of the Sonoma City Council on the 30th of March 2026.
______________________________________________
Monique Saviez Burns, CPMC, CMC, Deputy City Clerk
Agenda Item #7.2:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 30 Mar 2026
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Adopt a Resolution Authorizing Temporary Use of City Streets for the July 4th Parade on Friday, July 4, 2026
Summary
Special event permit applications requiring the closure of City streets necessitate approval from the City Council, particularly when involving significant thoroughfares like SR 12.

Additionally, in the case of events involving state highways, applicants are required to obtain permission and an encroachment permit from Caltrans.

The Sonoma Volunteer Firefighters’ Association (SVFA) has submitted a request for the temporary closure of sections of East Napa Street, Broadway (Highway 12), Spain Street, First Street East, and First Street West in conjunction with the 2026 July 4th Parade, along with the closure of Spain Street in the evening for the Fireworks Show. The specific details of the requested street closures are outlined in the attached resolution.

The SVFA proposes utilizing the same parade route as in previous years, commencing at the Sonoma Veterans Building parking lot and proceeding along 1st Street East, to East Napa Street, to 1st Street West, and to Spain Street. The route concludes with the parade entries either returning to the Veterans parking lot or exiting the route at the corner of East Spain Street and 2nd Street East. Additionally, the SVFA requests the closure of West Spain Street between 1st Street West and 5th Street West from 6 pm to 11 pm on July 4th to facilitate pedestrian access to the Vallejo Field viewing area for the Fireworks Show.

Recommendations are as follows:

1. The applicant will need to abide by the terms and conditions deemed appropriate and necessary to restrict the passage of State Route 12 by the State of California, Department of Transportation.

2. The applicant is advised to coordinate with the Police Department and California Highway Patrol to finalize the traffic control plan and secure services from the Sonoma County Sheriff’s Department as necessary.

3. Adequate parade monitors must be provided by the applicant.

4. Contact information for the onsite Parade Manager and Security Advisor must be provided to the City of Sonoma Police Department, CHP, and the Special Events Manager.

5. A written request for special barricading should be submitted to the Public Works Department at least thirty days prior to the event.

6. A meeting with the Streets Supervisor, Police Department, and Special Events Manager should be scheduled two weeks prior to the event to review finalized plans.

7. Notice of the event and temporary traffic impediments along the parade route, particularly the addition of Spain Street, must be provided to all affected businesses and residents no later than thirty days before the event.

Agenda Item #7.3:

8. Compliance with the City of Sonoma standard insurance requirements is required.

The proposed street closures and event logistics outlined by the SVFA for the 2026 July 4th Parade and Fireworks Show are recommended for approval, subject to adherence to the conditions outlined above. Approval from the City Council is required for the closure of City streets, and the applicant is also reminded to obtain the necessary permissions and permits from Caltrans.

Recommended Council Action
Adopt a Resolution Authorizing Temporary Use of City Streets for the July 4th Parade on Friday, July 4, 2026, and Requiring the Applicant to Obtain Caltrans Approval.

Alternative Actions

1. Approve the request with specified modifications.

2. Deny the request.

Financial Impact
This is a City supported event. Additional costs to the City include the increase in Police services estimated at $53,209 and Public Works estimated at $17,500. Per the City’s Recreation and Community Services Policy, the City waives the special event permit fees of $11,703 for this heritage event as part of the annual budget process.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution
PLUA-26-10_SVFA_4th of July Parade
4th of July Road Use_Parade
Alignment with Council Goals:

Not Applicable
Agenda Item #7.3:

City of Sonoma
RESOLUTION #_________ - 2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA APPROVING AND CONSENTING TO THE USE OF CITY STREETS FOR THE JULY 4th PARADE ON THURSDAY, JULY 4, 2026
WHEREAS, Sonoma Volunteer Firefighters’ Association has submitted an application to conduct the July 4th Parade, which will involve use of State Route 12; and WHEREAS, the July 4th Parade, scheduled for July 4, 2026, will temporarily impede and restrict the free passage of traffic on State Route 12 between Broadway and Second Street West.

NOW, THEREFORE BE IS RESOLVED, that the City Council of the City of Sonoma as follows:

1. The City Council approves and consents to the street closure associated with the proposed July 4th Parade and recommends approval of and consents to the proposed restriction of State Route 12 upon terms and conditions deemed appropriate and necessary by the State of California, Department of Transportation.

2. The approval of the street closure is subject to the following conditions and limitations:

A. Applicant shall contact the Police Department and California Highway Patrol as soon as possible to finalize traffic control plan and contract with the Sonoma County Sherriff’s Department for services as required.

B. Applicant shall provide a written request for special barricading to the Public Works Department at least thirty days prior to the event and meet with the Street Supervisor, Police Departments and Special Events Manager two weeks prior to the event.

C. Applicant shall provide notice of the event and the street closure to all businesses located on First Street East and West (between Spain and the Sonoma Veterans Memorial Building, down Broadway to Patten Street and on all sides of Plaza no later than thirty days prior to the event with the emphasis on the addition of Spain Street to the parade route.

D. Applicant shall comply with City of Sonoma standard insurance requirements.

BE IT FURTHER RESOLVED, that the following traffic and parking restrictions necessary to conduct the parade are hereby approved.

1. No parking on Spain Street between 2nd Street East and 2nd Street West between 6am until the conclusion of the parade.

2. No parking on 1st Street East between Blue Wing Dr. and Napa Street between 6am until the conclusion of the parade.

3. No parking on 1st Street West between Depot Park and Napa Street between 6am until the conclusion of the parade.

4. No parking on Napa Street between 1st Street East and 1st Street West between 6am and noon.

Agenda Item #7.3:

5. Traffic will be detoured from State Route 12 at Napa Road, Leveroni Road, MacArthur Street and Andrieux Street and State Route 12 will be closed from Andrieux/Patten Street from 9:00 a.m. until conclusion of the parade.

PASSED, RESOLVED, AND ADOPTED, at a Regular Meeting of the City Council of the City of Sonoma on this 30th day of March 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
Ron Wellander, Mayor
ATTEST:
_______________________________
Monique Saviez Burns, CPMC, CMC
Deputy City Clerk
Agenda Item #7.3:

City of Sonoma, CA March 18, 2026
Record No:

PLUA-26-10
Plaza Use Application
Status: Active
Submitted On: 2/23/2026
Primary Location
No location
Owner
No owner information
Applicant
Jason Campbell
707-363-0383
[email protected]
630 2nd St W
Sonoma, CA 95476
Event Details - Intake Review
Complete this section during Intake Review Step
Event Size
Small Event Large Event
Number of Event Hours *
7 Attendance
Greater than 2500 Less than 2500
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 1/25 Agenda Item #7.3:

Number of Attendees
15000
Event Type
Private Event For Profit
Non Profit
Amplified Sound - Complete this section if the entity is requesting the use of amplified sound as part of their event request.

Amplified Sound Amplified Sound Start Time
1000
Amplified Sound Start Time AM/PM
AM
Amplified Sound End Time
1700
Amplified Sound End Time AM/PM
PM
Review/Approval Level
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 2/25 Agenda Item #7.3:

If this is an annual event is it in good standings? Senior Management Analyst No signature
SEC Review is necessary City Council Approval Required
City Manager Approval Required
ABC License Required
ABC License Required
Parks Review & Development of Preliminary Conditions of Approval Event Organizer is required to hire a
professional sorting company to properly
dispose of waste generated by their event (To
be printed on Conditions of Approval if box is
checked).

Additional (non-standard) conditions are included
in approval letter.
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 3/25 Agenda Item #7.3:

Parks - Additional (nonstandard) Conditions of Approval (to be printed on COA Document issued) If a dunk tank is used it requires approval of the location. Please be sure to ramp over any hoses used to fill and refill the tank during the event. Water can not be drained directly into the storm water drainage system.

Flags will be delivered on Friday 7/3 for the front horseshoe. (Please note do not push flags or stakes more than 4-6 inches into the lawn surface). City staff will mark where the flags can begin and end, so as to not hit the sprinklers located in the front historic lawn.

Post events flip the breakers to off position and ensure that the electrical panels are locked and secured.

Based on attendance additional sanitation
services are required, this includes hand
washing stations and porta-potties
Number of Porta Potties Required
30 Number of Hand Washing Stations Required
14 Number of ADA Portable Toilets Required to be
Ordered
4 Streets Supervisor Review & Development of Preliminary Conditions of Approval
Is a Caltrans encroachment permit required for
the requested street use?
Yes
Additional (non-standard) conditions of approval
need to be included.
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 4/25 Agenda Item #7.3:

Streets - Additional (nonstandard) Conditions of Approval (to be printed on COA Document issued) Applicant shall provide notice of the event and the street closure to all businesses and residents affected by the street closures no later than thirty days prior to the event with the emphasis on the addition of Spain Street to the parade route.

Road Closures being requested:

1. No parking on Spain Street between 2nd Street East and 2 Street West between 6am until the conclusion of the parade.

2. No parking on 1st Street East between Blue Wing Dr. and Napa Street between 6am until the conclusion of the parade.

3. No parking on 1st Street West between Depot Park and Napa Street between 6am until the conclusion of the parade.

4. No parking on Napa Street between 1st Street East and 1st Street West between 6am and noon.

5. Spain Street between 2 and 1 street west will be posted No Parking between 5am-Noon. This will allow the Police Department to accommodate ADA parking as requested.

6. Spain Street between 1 Street West and 5 Street West will be closed from 8pm-11pm.

7. No Parking signs will be posted as requested per the Parking Map, No Parking from 5am-Noon on July 4 .

8. Coordinate the delivery of Sand to the launch site.

Fire Marshal Review & Development of Preliminary Conditions of Approval
Events greater then 1,000 persons in
attendance are required to have one crowd
monitor for every 250 persons. (To be printed on
Conditions of Approval if box is checked)
Additional (non-standard) Fire conditions of
approval are required
nd
nd st
st th
th
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 5/25 Agenda Item #7.3:

Fire - Additional (nonstandard) Conditions of Approval (to be printed on COA Document issued) On duty Fire Personnel and EMS must be available at the event.

Total Fire Plan Review & Inspection Fees
–
Fire Dept. Invoice and Fee Justification
No File Uploaded
Public Safety Plan needs to include CPR
Trained individual onsite with access to 911 and
or 1st aid station with EMT.

Public Safety Pan needs to include a 1st aid
station with Paramedic. A standby ambulance is
required during all event hours.

Police Department Review & Development of Preliminary Conditions of Approval
How many hours is alcohol being served?
7+ hours
Additional Security Required
# of additional security personnel needed
20 Event Hours that Secuity is Needed
0700-1200
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 6/25 Agenda Item #7.3:

Reason(s) for additional security
Extra security is needed during the parade to ensure that the community is kept a far enough distance back from the the parade entries to ensure public safety.

Additional (non-standard) Conditions of
Approval Need to be Included.

Police - Additional (nonstandard) Conditions of Approval (to be printed on COA Document issued) Police Department
Morning briefing will occur at 7:30am day of the event.

Must have sufficiently trained staff to monitor alcohol consumption and sales. Event organizer will utilize either the City of Sonoma’s No Alcohol beyond this point signs or the Native Sons signs. Post event the event organizer will need to put the signs back inside the trash enclosure.

Must provide sufficient number of parade monitors 20 plus.

Must obtain private security company and set aside sufficient amount of time for training.

Provide Onsite Parade Manager and Security Supervisor contact information to the Police Department a week in advance.

Additional lights are required for the Field of Dreams and on Spain Street in front of Vallejo’s home.

The Sonoma Police Department will be ensuring unauthorized vendors are not onsite during the event on the Plaza, field of dreams, or in the field in front of Vallejo’s Home, this includes pushcart and roaming truck vendors. 3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 7/25 Agenda Item #7.3:

City of Sonoma Police Department Signature
No signature
Miscellaneous Additional Event Requirements
Miscellaneous - Additional (nonstandard) Conditions (to be printed on COA Document issued) Additional (non-standard) Special Event
Conditions of approval.

Event Information
New or Returning Annual Event *
Returning Event
Name of Event*
Sonoma 4th of July Celebration
Beginning Event Date*
07/04/2026
Ending Event Date
07/04/2026
How many days will your event take place?*
1 Private Family Event
Community Event - All events that are not private
family events
Event Organizer
Sonoma Volunteer Firefighters
Association
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 8/25 Agenda Item #7.3:

Sponsoring Organization
Same
Organization Type*
Non-Profit
Event Contact Person Information
Event Contact Person Name*
Jason Campbell
Title
Mr.

Mailing Address*
630 2nd St W
City*
Sonoma
State*
CA
Zip*
95476
Day Time Phone*
7073630383
Cell Phone*
7073630383
Email*
[email protected]
On Site Contact Name*
Jason Campbell
On Site Contact Cell Phone*
7073630383
Plaza Areas Requested
SE Section (Daily rental fee $400) NW Section (Daily rental fee $300) 3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 9/25 Agenda Item #7.3:

NE Section (Daily rental fee $300) SW Section (Daily rental fee $300) Amphitheater (Daily rental fee of $200) Rear Parking Lot (Daily rental fee $300) Horseshoe Pavement (Daily rental fee $200) How many Plaza Area sections or areas are you requesting?*
7 Hours of Use
Date*
07/04/2026
Set-up Time Information
Start Time (Set-up)*
5 AM/PM*
AM
Event Start Time Information
Event Start Time*
8 AM/PM*
AM
Event End Time Information
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 10/25 Agenda Item #7.3:

Event End Time*
5 AM/PM*
PM
Teardown & Cleanup Information
End Time (Teardown & Cleanup)*
5 AM/PM*
PM
Attendance
Estimated Attendance*
15000
Type of Admission
Free Admission Number of Free Admission Attendees
15000
Admission/Participation Fee Required Race Fee
Event Features
Booths (Free to Vendors) Booths (For Sale to Vendors)
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 11/25 Agenda Item #7.3:

Estimated Number of Booths
40 Car Show
Kid Zone and or Games Race (Bike or Running)
Recycling Center Registration Area
VIP Area Parade
ATV and or Golf Carts
Amplified sound is allowed as part of a special event permit. Below please indicate the number of hours amplified sound will be needed and the types of sound to be expected onsite.

Live and or Amplified Music Types of amplified sound
Live Band
Total Amount of Time Amplified Sound Is Being
Requested
5 3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 12/25 Agenda Item #7.3:

Structures
INFLATABLES ARE PROHIBITIED IN CITY PARKS. i.e. Jumping Houses, or any inflatable structure including games
POLYSTYRENE PRODUCTS ARE PROHIBITED IN CITY PARKS.

Below are two maps the Plaza Use Map can be used to draw in all of the event features, including staging, tents, tables and chairs. The Electrical Map contains the locations of all of the electrical bollards within the Plaza, if your event utilizes electricity please identify which bollards need to be turned on utilizing the map.

Plaza Use Map
Electrical Map
Banner Sign on historic directory Barricades (Security Only) Chairs Ez Pop Up Canopies
Fencing or Delineating Areas Approx. # of Ez Pop Up Canopies 30 First Aid Station Free Standing Signs/Banners
Generators Sanitation Services
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 13/25 Agenda Item #7.3:

Stages/Risers Tables
Tents # of Tents
Trailers Trash Containers/Dumpsters
Other Structure
Food and Beverage
Food to be available?*
Yes
Type of Food Sale*
Food for Sale at event
Alcohol Served Onsite Food Vendors - Cooking on Premise # of Food Vendors Cooking Onsite
25 Prepared Food Vendors
Food Prepared by Event Organizer and Sold to
Public
Caterers
0 3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 14/25 Agenda Item #7.3:

Food Truck # of Food Trucks
5 Possession and Consumption of Alcoholic Beverages On City Owned Property
Note: If charging a fee for alcohol or charging an admittance fee and serving alcohol, you must obtain a temporary sales permit from the Alcoholic Beverage Control Board @ 50 D St. Room 130, Santa Rosa 95404 707.576.2165
Any event that requires the Department of Alcoholic Beverage Control to issue an ABC license and anticipates at least 200 attendees shall be required to have at least one staff member properly trained to serve alcohol in a safe and responsible manner. For the purposes of this requirement, the staff member must successfully complete the Sonoma County Dept of Health Services' Responsible Beverage Service Training for special events or any other training class approved by the California Department of Alcoholic Beverage Control.

The applicant shall provide a current certificate of completion by the person responsible for taking the Responsible Training Service Training course along with the alcohol permit application. In addition, the event organizer shall indicate in the event narrative how other event staff members will be trained.

Day/s of Service
07/04/2026
Hours of Service
8am-5pm
How is the Alcohol Being Dispensed?
Sold
If the Alcohol Service is Included in the Charge for
Admittance, what are you charging to attend?
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 15/25 Agenda Item #7.3:

Acknowledgment I do hereby acknowledge and affirm that all information contained herein is accurate to the best of my knowledge and agree to assume full responsibility and liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees.

Signature*
Jason R Campbell
Jan 5, 2026
Vendors Required for Set Up and Event
ALS Ambulance Audio Visual Services
Bicycle Valet Services Sanitation Services
Party Rental Company Musicians and DJ
Security Fork Lifts and Rigging
Transportation Services Staging Company
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 16/25 Agenda Item #7.3:

Tenting Company Recycling Sorting Vendor
Additional Services
Bathroom Attendant(s) Onsite Supervision Requested
CHP Services for Street Closures Onsite Security- Required for all community events that serve alcohol.

Reservation of Public Parking Street Use Requested
Water Needed
If your event requires the use of electricity please down load the Electrical Map below and highlight the electrical bollards that you need opened for your event. Please enter the number of bollards that you need opened in the box below. Please note the City of Sonoma does charge for the use of electricity it is based on the number of bollards requested opened.

Electrical Map
Electricity Needed Number of Electrical Bollards*
20 3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 17/25 Agenda Item #7.3:

Marketing Information
Please submit a event description that the City of Sonoma can use on SonomaCity.org Event Calendar.* Sonoma Annual 4th of July Celebration including Parade, Festival, and Fireworks Show
Upload a Graphic Image for Marketing
No File Uploaded
Street Closure(s) Requested
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
W Spain
Between cross streets:

Cross Streets
1st St W and 1st St E
Duration of Closure
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 18/25 Agenda Item #7.3:

Date
01/04/2026
From:
0800
To:
1200
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Broadway
Between cross streets:

Cross Streets
W and E Napa St
Duration of Closure
Date
07/04/2026
From:
0800
To:
1200
Upload maps of all proposed street closures.

No File Uploaded
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 19/25 Agenda Item #7.3:

If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
W Spain St
Between cross streets:

Cross Streets
2nd St W
Duration of Closure
Date
07/04/2026
From:
2000
To:
2200
Upload maps of all proposed street closures.

No File Uploaded
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 20/25 Agenda Item #7.3:

Steet Use General Conditions of Approval
Applicant is responsible for obtaining permission from Caltrans for use of any portion of Highway 12. All facilities placed upon a City street are subject to continuing safety approval and inspection by the appropriate City departments. A clear path of a minimum width of 20 feet through the length of the portion of roadway being used must be maintained for emergency vehicle access. Obstructions shall not be placed along the curb or the roadway within 10 feet of any fire hydrant. All facilities used for the event shall be removed from City streets immediately after the close of the event. All costs for barricading, traffic control, street sweeping and clean up shall be borne by the applicant.

Applicant will be required to submit a deposit equal to the amount estimated by the City for services performed by City personnel in relation to the event. The deposit is due no later than two weeks before the first day of the event. If actual costs exceed the amount of the deposit, applicant will be required to pay the difference. If actual costs are less than the deposit, the excess will be returned to applicant or applied to any other fees or charges owed to the City. Applicant must provide a certificate of insurance and a policy endorsement naming the City of Sonoma as additional insured as described in the City of Sonoma Facility Use Insurance Requirements.
* * * * *
I do hereby acknowledge and affirm that all information contained herein is accurate to the best of my knowledge and agree to assume full responsibility and liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees.

Applicant Signature Acknowledging Street Use
Conditions*
Jason R Campbell
Jan 5, 2026
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 21/25 Agenda Item #7.3:

Insurance Information
The following special event insurance requirements must be met for all events being held on City property.

Event organizers must have liability insurance for no less than two million dollars ($2,000,000) naming the City of Sonoma as an additional insured, with an endorsement stating that the event holder’s insurance is primary. If alcohol is sold at the event, the event holder must also provide two million dollars ($2,000,000) liquor liability insurance.

It is essential that any group holding an event in the City of Sonoma meet one of the following two insurance requirements to ensure that your organization is carrying full risk and responsibility for producing your event.

1. Certificate of General Liability Insurance AND Endorsement. The required insurance certificate and endorsements must be executed by your insurance carrier with the terms and language below.

1. The term must be for one year with a minimum of $2 million General Liability for each occurrence, OR, $1 million General Liability plus $1 million Umbrella Liability for each occurrence.

2. Additionally Insured Language: The City of Sonoma, its elected or appointed officers, officials, employees and volunteers, #1 The Plaza, Sonoma, CA 95476.

3. Description of Premises: Provide a description of the operations, location and dates of the event and insurance policy number.

4. Primary Language on Endorsement: This insurance shall be primary as respects the insured shown in the schedule, or if excess, shall stand in an unbroken chain of coverage excess of the Named Insured’s schedule underlying primary coverage. In either event, any other insurance maintained by the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it.

5. Cancellation Language: The insurance afforded by this policy shall not be cancelled except after thirty (30) days prior written notice by certified mail.

2. Special Event Insurance:

1. Minimum of $2 million General Liability for each occurrence, OR, $1 million General Liability plus $1 million Umbrella Liability for each occurrence.

2. Additionally Insured Language: The City of Sonoma, its elected or appointed officers, officials, employees and volunteers, #1 The Plaza, Sonoma, CA 95476.

3. Description of Premises: Provide a description of the operations, location and dates of the event and insurance policy number.

4. Primary Language on Endorsement: This insurance shall be primary as respects the insured shown in the schedule, or if excess, shall stand in an unbroken chain of coverage excess of the Named Insured’s schedule underlying primary coverage. In either event, any other insurance maintained by the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it.

Note: Do not wait to contact your insurance carrier. It is generally the insurance that holds up a permit. Be certain when you submit your request for insurance certificates and endorsements that your carrier receives the above provisions and requirement. 3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 22/25 Agenda Item #7.3:

Additional Fee Notes:

Maintenance Fee: If the rented area is not returned in rentable condition (at the sole discretion of the City), the City may charge a maintenance fee for each hour required by City Staff to bring the event area into rentable condition. (Staff activities may include, but are not limited to: emptying trash cans, cleaning restrooms, picking up litter.) This maintenance fee is based on the Public Works Hourly Rate as specified in the most current City Fee Schedule.

Clean up activities may include activities outside of the originally rented area to the extent that those areas were impacted by the event.

Other Fees: Event organizers are responsible for any costs (such as staff time costs) associated with the event. Examples are below but are not all inclusive:

If the approving committee or City Council directs specific activities of staff (such as inspections), fees associated with that activity shall be charged to the event unless waived by City Council. If event preparation or review time exceeds hours allocated in the applicable fee, those costs may be charged to the event organizer at the sole discretion of the City.

Such activities may include but are not limited to additional set up such as electrical review, distribution or emptying of trash cans, pick up of litter. If City Staff are requested to be oncall or are called in to resolve an event issue, the associated fee (including minimum charges) may be charged to the event organizer at the sole discretion of the City. Additional services requested after the event application and approval which were not considered at the time of the application may be charged at the rate specified in the City Fee Schedule.

Fee Changes: The City of Sonoma Fee Schedule is typically reviewed annually. If the City’s fees change between the submittal of an application and the event, event fees will be adjusted to reflect the current fees as specified in the City Fee Schedule. This may result in additional costs or a refund.
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 23/25 Agenda Item #7.3:

Applicant Agreement
I, the undersigned, as applicant or on behalf of the applicant, signify that the information provided on this application is true and correct and hereby accept full responsibility for any breakage or damage to property or building, and for department and conduct of those attending the function for which the facility is requested.

I agree to indemnify, defend, and hold harmless the City of Sonoma, its officer, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the negligent act or omission of myself, any agent, anyone directly or indirectly by them or anyone for whose acts by them may be liable, except where caused by the active negligence, sole negligence or willful misconduct of the City.

If permission is granted, I, or my representative agrees to be present during the entire use of the facility. This agreement requires that the City of Sonoma be named as “an additionally insured” and that the applicants insurance apply on a primary and non-contributory basis, over any coverage the city of Sonoma may have.

My signature below signifies that I agree to abide by all of the conditions of this application, the Special Event Use Policy and of any contract issued based on this application. I also agree to pay to the City of Sonoma all costs the City may incur as a result of any failure to comply with all of these conditions including damages due to failure to leave the premises in rentable condition.

Applicant Signature*
Jason R Campbell
Jan 5, 2026
Calculated Total Public Works Crew Hours
Total Calculated PW Crew - Regular (Business)
Hours
Total Calculated PW Crew - Regular Overtime
Hours
Total Calculated PW Crew -Sunday or Holiday
Overtime Hours
0 0
0 3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 24/25 Agenda Item #7.3:

Public Works Rental & Materials Costs
Upload Public Works Fee Sheet
No File Uploaded
Total Materials Costs
–
Total Public Works Equipment Rental Costs
–
Finance - Cost Recovery Information
Customer # Finance Project #
Finance Project Task Code
Refund Processing
Upload Refund Authorization Sheet (for
Finance)
No File Uploaded
Refund Authorization Form Template (Right-click to open) Amount of Refund Due
–
3/18/26, 4:26 PM PLUA-26-10
https://sonomaca.workflow.opengov.com/#/explore/records/7087/details 25/25 Agenda Item #7.3:

Agenda Item #7.3:

Agenda Item #7.3:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 30 Mar 2026
Department
Administration
Staff Contact
Lisa Janson, Senior Management Analyst
Agenda Item Title
Adopt a Resolution Authorizing Temporary Use of City Streets by Motiv Servicing for the Napa to Sonoma Wine Country Rosé 5K on Saturday, July 25, 2026, and Half Marathon on Sunday, July 26, 2026
Summary
The Napa to Sonoma Wine Country Half Marathon (13 mi.) and associated Rosé 5K (3 mi.) are annual summer events running between Napa and Sonoma. The 2026 races are scheduled for July 25–26, 2026, and are a week later in the month due to DENSO NHRA event occurring at Sonoma Raceway on July 18-19, 2026. The half marathon began in 2004 the Rosé 5K was introduced more recently and will be held for the seventh time in 2026. Both events are organized by Motiv Servicing Company, LLC., an endurance-event promoter. The Rosé 5K will start and finish at the historic Sonoma Plaza (July 25, 8:00a.m.); the halfmarathon begins in Napa (Cuvaison Estate) and finishes at Sonoma Plaza on July 26 (start 7:00a.m.) with runners entering the City around 9:30 a.m. The City’s Special Events Committee has reviewed the application and is coordinating with event organizers and agencies (Police, Public Works, etc.) to address logistical and safety matters.

Discussion
The Sonoma Plaza will serve as the venue for both race starts/finishes. Major street closures will be required along the race routes early each morning. Based on prior plans and City notices, staff anticipates the following impacts:
 Rosé 5K (Saturday, July 25, 2026) – Course loops through downtown Sonoma neighborhoods. Approximate road closures (5:00–10:00a.m.) include East Napa Street at the Plaza, First St. E, East Spain St., Fourth St. E, Lovall Valley Rd., Gehricke Rd., Brazil St., Greve Ln., Wilking Way, portions of Second St. E, and the Sonoma City Trail (Bike Path). Detours will be in place around the Plaza and affected blocks.
 Half Marathon (Sunday, July 26, 2026) – Begins in Napa and finishes at Sonoma Plaza. Most of the 13.1-mile route lies outside city limits; within Sonoma, only East Napa Street (entering from 7th St. E and ending at Broadway in front of the Plaza) is closed (approx. 6:00–11:00a.m.).

All affected streets and residents will be notified in advance of the closures. Per City requirements, Motiv Servicing will distribute flyers/letters and place portable message boards (CMS) and signage at least 48 hours in advance to alert the community to the detours. The Special Events Committee has also required additional road signage within Sonoma to guide motorists around the closures. In past years there were no significant community complaints about traffic. Law enforcement and traffic control will be provided by CHP officers and a licensed traffic-control contractor, as in previous events, to ensure runner/pedestrian safety and efficient traffic flow.

Agenda Item #7.4:

The Plaza Use Agreement is attached for reference. The Special Events Committee (comprised of Sergeants and the Police Chief from Sonoma Police Department, Fire Marshals from Sonoma Valley Fire District, Public Works Street Supervisor, Parks Supervisor, and the Senior Management Analyst/Special Events Manager) has reviewed the Plaza Use with the Street Use Request (attached for your information), have met with the event organizer/applicant and discussed the list of proposed conditions of use which are included on the attached Plaza use application.

The event organizer is requesting a staged move-in on the Sonoma Plaza, which will begin on Friday, July 24, 2026. The goal is to be set and ready by 7:00 AM on Saturday, July 25, 2026, for the start of the Rosé 5K. City staff works with the event organizers on the move-in to ensure public access to City Hall. During both event days, there will be vendors on-site at the Plaza that fit the core themes of Health and Wellness.

This is a for-profit event, and per the City of Sonoma's Special Events Policy, for-profit events must donate ten percent of gross revenue to local Sonoma Valley non-profits. In 2025, Motiv made a total of $105,233 of donations. The policy reads that fifty percent of the funding to non-profits can be used for in-kind services, and the remaining fifty percent needs to be straight donations, in 2025 the donations for in-kind services totaled $24,650 and the remaining balance was paid out as straight financial donations or donation of Motiv Servicing helping our local Sonoma Valley Vintners and Growers Alliance organize the fun run as part of the Vintage Festival event. Sonoma Valley Vintners and Growers were also able to keep all revenues derived from that race.

The event organizer works closely with both the Sonoma Valley Chamber of Commerce and the Sonoma Valley Visitors Bureau to ensure that our local businesses are aware of the event, staffed appropriately, and are offered opportunities to participate in the event. In 2026, the event organizer will continue to build on their working relationship with both the Sonoma Chamber of Commerce and the Sonoma Valley Visitors Bureau to ensure that the local businesses have an opportunity to market and sell to the event participants. Motiv will continue to partner with Sonoma Valley Vintners and Growers Alliance to ensure local winery participation in the wine-tasting portion of the event.

For Council Consideration
Motiv Servicing is requesting use of City Streets, including those that encroach on State Hwy 12, for their two-day event, the Rose 5k and the Napa to Sonoma Wine Country Half Marathon, the weekend of July 25-26, 2026. The event organizer is requesting to use the same race routes they have used in previous years (see attached maps). The Rosé 5K starts at 8:00 AM, all runners are off the roads by 9:30 AM, and the roads are reopened. Motiv has had the same half-marathon route since 2018, with roads closing within City limits at 7:00 AM and reopening at 11 AM. The half-marathon on Sunday, July 26, 2026, will enter city limits at East Napa Street and will end in the Historic Sonoma Plaza. Route maps are attached to the staff report and include legends that identify road closures, staffing, and detours.

Staff recommends that the City Council approve the July 25 –26, 2026, Napa to Sonoma Wine Country Half Marathon and Rosé 5K as proposed. The event meets the City’s Special Events criteria and includes appropriate mitigation for public safety and community impact.

The organizer’s commitments (road-closure management, notifications, professional traffic control, and charitable contributions) are consistent with those of past events. Approval of the event permit (subject to the standard conditions imposed by the Special Events Committee) will allow the races to proceed on the outlined schedule without adverse effects on the Sonoma community.

Agenda Item #7.4:

Recommended Council Action
Adopt a Resolution Authorizing Temporary Use of City Streets by Motiv Servicing for the Napa to Sonoma Wine Country Rosé 5K on Saturday, July 25, 2026, and Half Marathon on Sunday, July 26, 2026.

Alternative Actions
City Council discretion.

Financial Impact
The applicant is responsible for all fees associated with the closure of the streets. The required non-profit donation (10% of revenues) is a measurable community benefit. More broadly, the races draw thousands of participants and spectators who support local businesses (hotels, restaurants, shops).

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
2026 Resolution Motiv Servicing
PLUA-26-9_Motiv Plaza Use Permit with Conditions
2026 Motiv Races Road Closures and Course Maps
Alignment with Council Goals:

Not Applicable
Agenda Item #7.4:

City of Sonoma
RESOLUTION # ________- 2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA AUTHORIZING AND CONSENTING TO THE USE OF CITY STREETS FOR THE ROSE 5K ON JULY 25, 2026, AND THE NAPA TO SONOMA WINE COUNTRY HALF MARATHON ON JULY 26, 2026, PRODUCED

BY MOTIV SERVICING COMPANY, LLC
WHEREAS, Motiv Servicing Company, LLC has applied for a Special Event Permit to conduct the 2025 Napa to Sonoma Wine Country Half Marathon and Rosé 5K on July 25 and 26, 2026, within the City of Sonoma; and
WHEREAS, the Rosé 5K is scheduled to take place on Saturday, July 25, 2026, beginning and ending at the Sonoma Plaza, with a race route that includes temporary road closures on various City streets; and
WHEREAS, the Half Marathon is scheduled for Sunday, July 26, 2026, beginning in Napa County and ending at the Sonoma Plaza, with limited road closures required within the City of Sonoma; and WHEREAS, the City’s Special Events Committee has reviewed the application and coordinated with City departments and regional agencies to ensure adequate planning for public safety, traffic control, detours, notifications, and other community impacts; and WHEREAS, the event organizers are required to notify residents and businesses in advance of all closures, and to coordinate installation of appropriate signage and detour information at least 48 hours prior to the event; and
WHEREAS, the event organizer has committed to donating ten percent (10%) of gross event revenues to Sonoma Valley non-profit organizations, in support of community benefit; and WHEREAS, the races have been conducted successfully in prior years without significant disruption to the community and are expected to provide continued benefit to the local economy through increased tourism and local business activity.

NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sonoma hereby approves the 2026 Napa to Sonoma Wine Country Half Marathon and Rosé 5K, subject to the following conditions:

1. The City Council approves and consents to the street closure associated with the proposed races and recommends approval of and consents to the proposed restriction of State Route 12 upon terms and conditions deemed appropriate and necessary by the State of California, Department of Transportation.

2. The approval of the street closure is subject to the following conditions and limitations:
a) Applicant shall contact the Sonoma Police Department and California Highway Patrol as soon as possible to finalize traffic control plan and contact the Sonoma County Sherriff’s Department for services as required.

Agenda Item #7.4:

b) Applicant shall provide a written request for special barricading to the Public Works Depart ment at least thirty days prior to the event and meet with the Street Supervisor, Police Dep artments and Special Events Manager two weeks prior to the event. c) Applicant shall provide notice of the event and the street closure to all businesses located on First Street East and West (between Spain and the Napa Streets, down Broadway to Patten Street and on all sides of the Plaza no later than 30 days prior to the event.

3. That the applicant complies with all requirements/conditions of approval imposed by the Special Events Committee, including those related to traffic control, public safety, signage, waste management, and neighborhood notification.

4. That the applicant coordinates with City departments to finalize all logistics, including road closures, detours, and restoration of normal traffic flow.

5. That the applicant provides proof of insurance and indemnification acceptable to the City.

6. That the applicant ensures timely and meaningful contributions to local non-profit organizations as described in the application materials.

7. That the applicant submits a post-event report, including documentation of donations and any community feedback, within 60 days after the event.

8. That City staff be authorized to make minor adjustments or clarifications as needed to facilitate safe and successful event execution.

PASSED, RESOLVED, AND ADOPTED, at a Regular meeting of the City Council of the City of Sonoma on this 30th day of March 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_______________________________
Ron Wellander, Mayor
ATTEST:
_______________________________
Monique Saviez Burns, CPMC, CMC
Deputy City Clerk
Agenda Item #7.4:

City of Sonoma, CA March 19, 2026
Record No: PLUA-26-9
Plaza Use Application
Status: Active
Submitted On: 2/13/2026
Primary Location
No location
Owner
No owner information
Event Details - Intake Review
Complete this section during Intake Review Step
Event Size
Small Event Large Event
Number of Event Hours *
18 Attendance
Greater than 2500 Less than 2500
3/19/26, 11:33 AM PLUA-26-9
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Number of Attendees
7000
Event Type
Private Event For Profit
Non Profit
Amplified Sound - Complete this section if the entity is requesting the use of amplified sound as part of their event request.

Amplified Sound Amplified Sound Start Time
800
Amplified Sound Start Time AM/PM
AM
Amplified Sound End Time
1600
Amplified Sound End Time AM/PM
PM
Review/Approval Level
3/19/26, 11:33 AM PLUA-26-9
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If this is an annual event is it in good standings? Senior Management Analyst No signature
SEC Review is necessary City Council Approval Required
City Manager Approval Required
ABC License Required
ABC License Required
Parks Review & Development of Preliminary Conditions of Approval Event Organizer is required to hire a
professional sorting company to properly
dispose of waste generated by their event (To
be printed on Conditions of Approval if box is
checked).

Additional (non-standard) conditions are included
in approval letter.
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Parks - Additional (nonstandard) Conditions of Approval (to be printed on COA Document issued)

1. No trucks or equipment (including the use of forklifts) shall drive in the Plaza Park (Grassy Area) with the exception of the horseshoe pavement. ATV or Golf Carts must be kept on hard surface unless turf tires are used.

2. The liter and trash left behind from the set-up and tear down of this event is the responsibility of the event organizer and they are required to ensure the cans are emptied and the liter is picked up. Please be sure to instruct the tent company to pick up after themselves after they take down the tents.

3. The organizer will be required to hire a sanitation pumping company to come out and pump out and clean the restrooms at the end of Saturday or first thing Sunday morning. The portable restrooms need to be picked up Sunday afternoon.

Based on attendance additional sanitation
services are required, this includes hand
washing stations and porta-potties
Number of Porta Potties Required
25 Number of Hand Washing Stations Required
10 Number of ADA Portable Toilets Required to be
Ordered
4 Streets Supervisor Review & Development of Preliminary Conditions of Approval
Is a Caltrans encroachment permit required for
the requested street use?
Yes
Additional (non-standard) conditions of approval
need to be included.
3/19/26, 11:33 AM PLUA-26-9
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Streets - Additional (nonstandard) Conditions of Approval (to be printed on COA Document issued) Saturday, July 25, 2026, Motiv Servicing has requested temporary use of city streets for the Napa to Sonoma Wine Country Rosé 5K course.

1. Event Organizer will provide notice of the 5K race and temporary impediment of free passage of the traffic along the 5K run route to all businesses and residents no later than 30 days prior to the event. This includes residents north of East Spain Street. Residents south of East Spain Street will also receive notification and will have full access out of the neighborhood during the race. The business notification can be done utilizing the same notification letter for the half marathon with a special callout for the Rosé 5K. Additional signage to be placed on Gehricke Road, Lovall Valley Road and Brazil Streets to address those areas outside of City limits.

2. Closure of East Napa Street between the Plaza Horseshoe and 1st Street East. Barricades and police officers will be posted at 1st Street East and East Napa Street to ensure that drivers are adhering to the street closures. There will be signs on 1st Street East notifying drivers of the street closure ahead at East Napa Street between 5:00 AM-11:00 AM, as well as police and or CHP will be required to be stationed at Broadway and Napa Street to ensure traffic is following the closures. An additional CMS board will be placed on Broadway near MacArthur Street to ensure traffic is aware of the potential traffic congestion at the corner of Broadway and Napa Street.

3. Closure of 1st Street East (both lanes) between the Bike Path and East Napa Street for the start of the race from 7:00 AM-10:00 AM. Police and or a professional security firm will need to be hired to handle the intermittent closures at the corners of 1st Street East and East Spain Street and 1st Street West and West Spain Street. Spain Street will be closed between 1st Street East and 1st Street West between 5:00am-9:00am.

4. There will be intermittent closures of City streets as the race leaves the downtown from Spain Street, making a left on 1st Street East, turns down Bike Path heading east and proceeds to run down Lovall Valley, left to Wilking Way, 3/19/26, 11:33 AM PLUA-26-9
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left to Greve Lane make a right on 4th Street East, right on Brazil, left to Gehricke Rd, into the Ravenswood parking lot where runners will turn around and head back down Gehricke making a right on Lovall Valley Road, left on 4th Street, right on Spain Street. The runners will make a left at 1st Street East headed south and a right onto East Napa Street into the finish line located on East Napa Street. The race route will have intermittent closures, to be coordinated based on the presence of runners between 7:00 AM-11:00 AM.

Street marshaling by Motiv Servicing, Sonoma Marshals and volunteers.

5. Due to the number of participants in the 5K race Motiv will have segmented start times to help spread out the runners on the course and the starting line. The SEC has recommended additional road closures, full closure of 1st Street East between Spain and Napa Street, and additional police services. The SEC will meet with Motiv Servicing in mid May 2026 to go over any additional requirements that could be needed based on increased attendance.

Sunday, July 26, 2026, Motiv Servicing has requested temporary use of city streets for the Napa to Sonoma Wine Country Half Marathon as follows:

1. The applicant will be responsible for providing notice and detour routes to all residents and businesses affected by street closures in the affected areas 30 days in advance. This includes residents north and south of East Napa Street. Residents will also receive notification and will have full access out of the neighborhood during the race. The event organizer is being asked to add a Community Message Sign (CMS) to the intersection at Broadway and East MacArthur a week prior to the event to notify residents of the upcoming event and closures. a. East Napa Street between Broadway and First Street East 6:30 AM until 11:00 AM b. East Napa Street between 1st Street East and City Limits (one house East of 6th Street East) from 6:30AM to 11:00AM.

2. Closure of East Napa Street between Broadway and First Street East from 6:30 AM until noon. Barricades and police officers and or CHP will be posted at Broadway to ensure that drivers are adhering to the street closures and detours.
3/19/26, 11:33 AM PLUA-26-9
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3. Closure of both lanes of East Napa between 1st Street East and City Limit between 6:30 AM until 11:00 AM on Sunday, July 2, 2026. Road will be coned down the middle with runners running down the westbound lane. The north side of East Napa Street will be posted “No Parking” during the closure time.

The east bound lane will be used by affected residents of Napa Street who need to leave their homes and emergency access vehicles only.

4. CHP to manage the intersection at 7th Street East and East Napa Street.

5. Applicant will be required to hire a professional traffic safety entity to assist with all detours within City limits. The traffic safety entity will provide all signs necessary to alert the neighbors in advance of the event about the upcoming traffic delays and provide flaggers and detour support during the race.

6. By 11:00 AM East Napa Street between 1st Street East and 7th Street East will completely re-open. A crossing guard will be in place to help the remaining runners cross at 1st Street East at East Napa Street. By 11:00 AM all runners and walkers left on the course will be instructed that they need to move to the sidewalk and that the streets are open to vehicles. The finish lane, located on East Napa Street in between Broadway and 1st Street East, takes 10-15 minutes to move the structure out of the street. It is staged in the parking spaces adjacent to the Plaza and will be disassembled not interfering with traffic.

7. Applicant to reach out to the CHP and the Sonoma Police Department for assistance with course management. Independent contracts with each entity are necessary.

8. Applicant to notify Shell Vista Fire and SVFRA with the race route and times.

9. Access to the alley behind Basque Boulangerie will remain accessible until 7:45 AM each morning.
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10. East-bound lane of East Napa will be closed to traffic except for residents who live on East Napa street to exit the neighborhood heading East and or emergency access. Flaggers located at East Napa Street and 5th Street East, Patten Street and 1st Street East, Patten Street and 2nd Street East, Patten Street and 3rd Street East, Patten Street and 4th Street East, Patten Street and 5th Street East will direct cars back to Broadway, where they will be able to travel in either direction.

11. Professional traffic safety entity will be positioned at 2nd Street East and East Napa Street and 2nd Street east and East Spain Street. Any cars approaching from the North will be directed to East Spain Street to travel west or to Lovall Valley Road to 7th Street East to travel East towards Napa.

12. Professional traffic safety entity will be positioned at 4th Street East and East Napa Street and 4th Street East and East Spain Street. Any cars approaching from the North will be directed on Spain Street to 2nd Street West to access West Napa Street where they can make a left on Broadway to travel South.

13. Sonoma Police officers and or hired security will be positioned at 1st Street East and East Spain Street and 1st Street East and East Napa Street to ensure no thru traffic enters 1st St. East (open for parking and local business access during the race).

14. Water Station #7 will be located on 7th St East in front of Sonoma Garden Park.

SECTION II Public Parking

1. The event organizer is going to hire two individuals to help monitor the parking situation around the Plaza during both days. Their primary focus will be to ensure that the vendors brought in to help with the event are parked in the appropriate spaces reserved for vendors.
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2. On Saturday 7/25/2026 the event organizer is requesting to reserve all the public parking on 1 Street East (parking spaces adjacent to the Plaza) between East Spain and East Napa Streets between 2:00 a.m. and 10:00 a.m. and on 7/26/2026 2:00 a.m. thru 5:00 p.m.

3. Continue to move the buses off the Plaza. Participant bus staging will occur in either the Casa Grande parking lot. The City will allow bus pickup along 1 Street East from Spain Street to Mission Terrace next to the barracks on Saturday July 25, 2026 between the hours of 2:00 a.m. - 9:00 a.m. and from 2:00am to 12:00pm on Sunday July 26, 2026.

4. The event organizer will monitor the commercial unloading zones in the middle of Spain Street and 1 Street East and ensure that they are not used by their vendors for parking during their event.

5. Create and manage a loading zone for vendors on the plaza to eliminate double parking and easier access and open up more parking spaces.

Volunteers and vendors need to park off of the Plaza to open up more plaza parking spaces. Instructions on where to park need to go into volunteer and vendor tool kits prior to the event.

6. Those runners with cars will be instructed to park their vehicles at the Veterans building and Arnold field, and the High School and catch the bus taking them to the beginning of the race at Cuvaison Carneros.

7. On Friday July 24, 2026 starting at 2:00 a.m. through Sunday July 26, 2026 at 8:00 p.m. the organizer is requesting No parking on east Napa Street from the horseshoe entrance to Seventh Street East adjacent to the Plaza on both sides of the Plaza.

8. On Friday July 24, 2026 starting at 2:00 a.m. through Sunday July 26, 2026 at 8:00 p.m. the organizer is requesting parking on plaza side of west Friday Spain Street from 1st Street West to mid block.

9. On Saturday July 25, 2026 starting at 2:00 a.m. - 9:00 a.m. the organizer is requesting both sides of the East Spain Street from cross walk mid-block in front of Cheese Factory to 4th Street East be no-parked. On Sunday July 26, 2026 at starting at 2:00 a.m. - 12:00 p.m. the organizer is requesting parking on plaza side of east Spain Street from 1st Street east to the same crosswalk mid-block.

SECTION II Pre-Event Meetings
st
st
st
3/19/26, 11:33 AM PLUA-26-9
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1. Meet eight weeks prior to event with the Streets Supervisor, the following entities should have representatives at the meeting, the professional traffic safety entity, police, CHP and any volunteer organizations assisting with managing of the course and the parking around the Plaza.

2. Meet three weeks prior to event with the Parks Supervisor and invite entities responsible for recycling program, cleaning of the restrooms, and garbage.

Fire Marshal Review & Development of Preliminary Conditions of Approval
Events greater then 1,000 persons in
attendance are required to have one crowd
monitor for every 250 persons. (To be printed on
Conditions of Approval if box is checked)
Additional (non-standard) Fire conditions of
approval are required
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Fire - Additional (nonstandard) Conditions of Approval (to be printed on COA Document issued) For a complete list of all of the Sonoma Valley Fire District outdoor special events standards, and regulations on tents please
visit: https://www.sonomavalleyfire.org/permits
The Sonoma Valley Fire District will need a final site plan 6 weeks prior to the event. All structures, furniture, vehicles, cooking devices, temporary fences, and umbrellas will need to be included on the final site plan. Please include any obstructions to normal traffic lanes within the event location.

Complete and online Outdoor Assembly Event permit and the SVFD Tent permit.

Below is a highlight of the outdoor standards, the event organizer will still need to read the entire list which can be found at the above URL.

1. A standby ambulance is required during all event hours, the ambulance should be parked next to the first aide tent. This is in addition to any ambulance or fire resources required as part of the County Special Event Permit process. Contact Chief Cyr at SVFD - [email protected] to coordinate this and any additional requirements.

2. Keep horseshoe access clear. EVA is based on the dimensional needs of the jurisdiction’s vehicles. 20 feet is required around the entire horseshoe.

Turns in the horseshoe for fire engines require a 32-foot radius. The recovery tent located on the east side of City Hall will need to be situated in a way that it doesn’t impede this requirement. – Note the above linked guidance will clarify these requirements.

3. Provide barricade monitors. Who will assist with removal necessary for Fire and Emergency response.

4. Generators require fire extinguishers.

5. Fire extinguishers are required for all cooking mediums (propane, charcoal).

6. Tents greater than 400 square feet require a separate permit/inspection. 3/19/26, 11:33 AM PLUA-26-9
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7. Tents without sidewalls over 700 sq. ft. shall be permitted and inspected.

8. Tent Application requirements (Information must be provided by the tent vendor) *some items may not be applicable.
a. Site Plan (clearances to buildings, parking etc.
b. Tent interior plan
c. A statement which identifies the intended use of all the structures and the dates for which the permit is required. Dates shall include the specific dates of installation, use and removal
d. Location and dimensions of tables
e. Location and types of all other interior obstacles
f. Exit locations: dimensions required for exits as required by the CFC 3103.12 g. Location of all aisles and emergency exit pathways to be maintained per CFC 3103.12.5.1 and 3104.23
h. Location of NO SMOKING signs per CFC 3104.6
i. Location and types of means of egress illumination, including proposed power source(s) per CFC 3103.12.7
j. Location and types of EXIT signs, including the means of illumination per CFC 3103.12.6
k. Location of portable fire extinguishers per CFC 3104.12 and CFC 906 l. Flame retardant certificate(s) for tent/canopy material per CFC 3104.2 treatment of tents, canopies, membrane structures and their appurtenances; sidewalls, drops and tarpaulins; floor coverings, bunting and combustible decorative materials and effects, including sawdust when used on floors or passageways, shall meet the flame propagation performance of NFPA 701 or shall be treated with an approved flame retardant per 3104.2. m. Location and type(s) of proposed heating and/or cooking equipment or open flame devices to be used in conjunction with the event: (CFC 3104.15) n. The proposed maximum occupant load per CFC 3104.14 and CFC Chapter

10. Maximum occupant load shall be posted when the occupant load exceeds 50 persons.

9. Resubmit a Public Safety Plan 30 days in advance and ensure that it has trained crowd managers’ names and responsibilities listed. Please include names of individuals responsible for moving barricades onsite. 3/19/26, 11:33 AM PLUA-26-9
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10. For specific requirements and more detailed descriptions please visit SVFRA.org/fire prevention/resources
Total Fire Plan Review & Inspection Fees
–
Fire Dept. Invoice and Fee Justification
No File Uploaded
Public Safety Plan needs to include CPR
Trained individual onsite with access to 911 and
or 1st aid station with EMT.

Public Safety Pan needs to include a 1st aid
station with Paramedic. A standby ambulance is
required during all event hours.

Police Department Review & Development of Preliminary Conditions of Approval
How many hours is alcohol being served?
5-7 hours
Additional Security Required
# of additional security personnel needed
3 Event Hours that Secuity is Needed
0600 to 1200 hours both event days
Reason(s) for additional security
Additional (non-standard) Conditions of
Approval Need to be Included.
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Police - Additional (nonstandard) Conditions of Approval (to be printed on COA Document issued)

1. The Police will require extra staffing on each of the event days as follows:
1 sergeant from 0600 to 1400 hours; 2 deputies from 0600 to 1200 hours.

During the pre-event meeting 4 weeks prior to the event, the event organizer will be notified as to staffing levels as they pertain to the contract for services. If services can’t be provided by Sonoma Police a determination will be made that either CHP or a hired security firm can be hired to provide similar services.

City of Sonoma Police Department Signature
No signature
3/19/26, 11:33 AM PLUA-26-9
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Miscellaneous Additional Event Requirements
Miscellaneous - Additional (nonstandard) Conditions (to be printed on COA Document issued)

1. The Special Events policy Section 3.3 under Restrictions, Requirements, and Guidelines states a Minimum Contributions(not applicable to locally based tax-exempt non-profit organization)
a. Events that are sponsored by a for-profit organization (as defined in this policy) shall donate a minimum of 10% of gross revenue or 40% of the net profits (whichever is greater) to one or more local Sonoma Valley based non-profit organizations. The amount of donation to each specified non-profit beneficiary shall be submitted at the post event review meeting. 50% of the total donations need to be true donations and not tied to services rendered to produce the event.

2. In 2026 the Event Organizer will be permitted to start set up on Friday, the set-up schedule will be approved 30 days in advance. With advance arrangement the organizer can schedule to park and unload vehicles from the Horseshoe. The goal is to have the rental company in the Plaza on Friday morning completing their part of the setup. It is noted that the Health and Fitness Expo vendors will be arriving early on Saturday morning to set up, the City is requesting that prior to the event start all extra materials (those items not currently being used) are staged out of site.

3. The event organizer will be including VIP or team in training activities in 2026. City staff is requesting, they be consolidated to the Southeast quadrant of the Plaza thus freeing up the back quadrants from the temporary fencing that was constructed to segment these areas. If the organizer wishes to utilize fencing for their 2026 event a fencing diagram will be required to be submitted 30 days prior to the event and will need to be approved by City staff. Fencing cannot encroach within 6’ of sidewalks or walkways and in general is discouraged from being used. Fencing should be last item put into place on Saturday evening with the goal for it to be the first item removed during move-out. This holds true for fencing used in any other areas such as the gear pick up area.

4. The City is still encouraging the staging of tables, chairs, popup canopies etc. in groupings when not in use, the preferred setup of the smaller items would to have them be placed on the day of the event or late the evening before.
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5. The organizer will need to order 25 portable restrooms and 10 handwashing stations based on the expected attendance of 5000 people. Due to the increase in the number of days the organizer will be required to hire a sanitation pumping company to come out and pump out and clean the restrooms at the end of Saturday or first thing Sunday morning.

6. Increase number of Plaza alcohol monitors and awareness to participants regarding wine tasting area and rules against taking wine or beer out of the Plaza.

7. All busses in staging areas are required to turn off their engines.

8. Instruct announcer and DJ to minimize noise levels per ordinance and keep announcer noise decibels lower prior to 8:00am, this holds true for music being played.

9. A complete vendor (any supplier, sponsor, food vendor, volunteer organization) list is required 30 days in advance, the list must include full contact information (email and phone), the service they’re providing, size of structure and type of structure (assignment of location on Plaza Map), if a cooking vendor type of cooking medium (propane, charcoal etc.

10. Motive will direct a number of its left-over runner shirts to donation to local non- profits.

11. If monitoring is required for the 2026 event it will occur at a rate not to exceed $108.00 per hour not to exceed twelve hours.

12. If additional food trucks and or sponsors are proposed in conjunction with the event, they will need to be included on the site plan a minimum of 30 days in advance for staff approval.

13. The Sonoma Plaza and City Hall are historic landmarks it is important to note that Sponsor logos and Banners cannot be displayed in way that interferes with individual’s ability to view the historic front façade. The event organizer will need to create a sponsor logo placement/sponsor banner map for pre-approval no later than 30 days prior to the event.

14. Please read through the special events policy as it pertains to Vendors the City has a strict policy that items sold onsite must fit the artisan handcrafted category. The event organizer does have permission to sell their merchandise.

15. Please provide advance notice to the Petanque Club, Bocce League and Vintage House of the closures upon application approval. 3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 16/44 Agenda Item #7.4:

Additional (non-standard) Special Event
Conditions of approval.

Event Information
New or Returning Annual Event *
Returning Event
Name of Event*
Napa to Sonoma Half Marathon & 5K
Beginning Event Date*
07/24/2026
Ending Event Date
07/26/2026
How many days will your event take place?*
3 Private Family Event
Community Event - All events that are not private
family events
Event Organizer
Julie Coleman
Sponsoring Organization
Motiv Sports
Organization Type*
For Profit Organizer
Event Contact Person Information
Event Contact Person Name*
Julie Coleman
Title
Ms.

Mailing Address*
5904 Warner Ave, Unit 475
City*
Huntington Beach
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State*
CA
Zip*
92649
Day Time Phone*
608.335.9795
Cell Phone*
608.335.9795
Email*
[email protected]
On Site Contact Name*
Julie Coleman
On Site Contact Cell Phone*
608.335.9795
Plaza Areas Requested
SE Section (Daily rental fee $400) NW Section (Daily rental fee $300) NE Section (Daily rental fee $300) SW Section (Daily rental fee $300) Amphitheater (Daily rental fee of $200) Rear Parking Lot (Daily rental fee $300) Horseshoe Pavement (Daily rental fee $200) How many Plaza Area sections or areas are you requesting?*
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Hours of Use
Date*
07/24/2026
Set-up Time Information
Start Time (Set-up)*
5:00
AM/PM*
AM
Event Start Time Information
Event Start Time*
8:00
AM/PM*
AM
Event End Time Information
Event End Time*
4:00
AM/PM*
PM
Teardown & Cleanup Information
End Time (Teardown & Cleanup)*
6:00
AM/PM*
PM
Attendance
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Estimated Attendance*
0 Date*
07/25/2026
Set-up Time Information
Start Time (Set-up)*
4:00
AM/PM*
AM
Event Start Time Information
Event Start Time*
6:00
AM/PM*
AM
Event End Time Information
Event End Time*
4:00
AM/PM*
PM
Teardown & Cleanup Information
End Time (Teardown & Cleanup)*
6:00
AM/PM*
PM
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Attendance
Estimated Attendance*
2500
Date*
07/26/2026
Set-up Time Information
Start Time (Set-up)*
4:00
AM/PM*
AM
Event Start Time Information
Event Start Time*
6:00
AM/PM*
AM
Event End Time Information
Event End Time*
12:00
AM/PM*
PM
Teardown & Cleanup Information
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End Time (Teardown & Cleanup)*
4:00
AM/PM*
PM
Attendance
Estimated Attendance*
3500
Type of Admission
Free Admission Admission/Participation Fee Required
Race Fee Number of Attendees
6000
Event Features
Booths (Free to Vendors) Booths (For Sale to Vendors)
Estimated Number of Booths
10 Car Show
Kid Zone and or Games Race (Bike or Running)
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Recycling Center Registration Area
VIP Area Parade
ATV and or Golf Carts
Amplified sound is allowed as part of a special event permit. Below please indicate the number of hours amplified sound will be needed and the types of sound to be expected onsite.

Live and or Amplified Music Types of amplified sound
Live Performances Other
Total Amount of Time Amplified Sound Is Being
Requested
16 Structures
INFLATABLES ARE PROHIBITIED IN CITY PARKS. i.e. Jumping Houses, or any inflatable structure including games
POLYSTYRENE PRODUCTS ARE PROHIBITED IN CITY PARKS.
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Below are two maps the Plaza Use Map can be used to draw in all of the event features, including staging, tents, tables and chairs. The Electrical Map contains the locations of all of the electrical bollards within the Plaza, if your event utilizes electricity please identify which bollards need to be turned on utilizing the map.

Plaza Use Map
Electrical Map
Banner Sign on historic directory Barricades (Security Only) Chairs Ez Pop Up Canopies
Fencing or Delineating Areas Approx. # of Ez Pop Up Canopies 10 First Aid Station Free Standing Signs/Banners
Generators Sanitation Services
Stages/Risers Tables
Tents # of Tents
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Do tents have an area in excess of 400 sq ft and/or
canopies excess 700 sq ft that contains a ceiling 700
sq ft or greater*
No
Trailers
Trash Containers/Dumpsters Other Structure
Food and Beverage
Food to be available?*
Yes
Type of Food Sale*
Food Included in Admission Fee
Alcohol Served Onsite Food Vendors - Cooking on Premise Prepared Food Vendors # of Prepared Food Vendors
6 Food Prepared by Event Organizer and Sold to
Public
Caterers
Food Truck # of Food Trucks
4 3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 25/44 Agenda Item #7.4:

Possession and Consumption of Alcoholic Beverages On City Owned Property
Note: If charging a fee for alcohol or charging an admittance fee and serving alcohol, you must obtain a temporary sales permit from the Alcoholic Beverage Control Board @ 50 D St. Room 130, Santa Rosa 95404 707.576.2165
Any event that requires the Department of Alcoholic Beverage Control to issue an ABC license and anticipates at least 200 attendees shall be required to have at least one staff member properly trained to serve alcohol in a safe and responsible manner. For the purposes of this requirement, the staff member must successfully complete the Sonoma County Dept of Health Services' Responsible Beverage Service Training for special events or any other training class approved by the California Department of Alcoholic Beverage Control.

The applicant shall provide a current certificate of completion by the person responsible for taking the Responsible Training Service Training course along with the alcohol permit application. In addition, the event organizer shall indicate in the event narrative how other event staff members will be trained.

Day/s of Service
07/26/2026
Hours of Service
8:00am to 12:00pm (7/25 also)
How is the Alcohol Being Dispensed?
Dispensed Free of Charge as Part of
Admittance Fee
If the Alcohol Service is Included in the Charge for
Admittance, what are you charging to attend?
pricing varies based on when the runner
signs up and which distance, between
$50 - $250 per person
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 26/44 Agenda Item #7.4:

Acknowledgment I do hereby acknowledge and affirm that all information contained herein is accurate to the best of my knowledge and agree to assume full responsibility and liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees.

Signature*
Julie Coleman
Feb 13, 2026
Vendors Required for Set Up and Event
ALS Ambulance Audio Visual Services
Bicycle Valet Services Sanitation Services
Party Rental Company Musicians and DJ
Security Fork Lifts and Rigging
Transportation Services Staging Company
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 27/44 Agenda Item #7.4:

Tenting Company Recycling Sorting Vendor
Additional Services
Bathroom Attendant(s) Onsite Supervision Requested
CHP Services for Street Closures Onsite Security- Required for all community events that serve alcohol.

Reservation of Public Parking Street Use Requested
Water Needed
If your event requires the use of electricity please down load the Electrical Map below and highlight the electrical bollards that you need opened for your event. Please enter the number of bollards that you need opened in the box below. Please note the City of Sonoma does charge for the use of electricity it is based on the number of bollards requested opened.

Electrical Map
Electricity Needed Number of Electrical Bollards*
20 3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 28/44 Agenda Item #7.4:

Marketing Information
Please submit a event description that the City of Sonoma can use on SonomaCity.org Event Calendar.* The world renowned Napa and Sonoma Valleys serve as the host of this incredible event, offering the finest in wine country ambience and hospitality.

Celebrating it's 22nd Anniversary, you don't want to miss the 2026 Napa to Sonoma Half Marathon & Rose' 5K!
Upload a Graphic Image for Marketing
Street Closure(s) Requested
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Spain St
Between cross streets:

Cross Streets
1st St W and 1st St E
Duration of Closure
N2S-logo-merlot.jpg
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 29/44 Agenda Item #7.4:

Date
07/25/2026
From:
5:00am
To:
9:00am
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Spain St
Between cross streets:

Cross Streets
4th St E and 1st St E
Duration of Closure
Date
07/25/2026
From:
7:00am
To:
10:15am
Upload maps of all proposed street closures.

No File Uploaded
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 30/44 Agenda Item #7.4:

If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
1st St E
Between cross streets:

Cross Streets
Napa St and Spain St
Duration of Closure
Date
07/25/2026
From:
7:00am
To:
10:00am
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Bike Path
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 31/44 Agenda Item #7.4:

Between cross streets:

Cross Streets
4th St E and 1st St E
Duration of Closure
Date
07/25/2026
From:
7:00am
To:
9:45am
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Wilking Way
Between cross streets:

Cross Streets
Lovall Valley and Greve Lane
Duration of Closure
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 32/44 Agenda Item #7.4:

Date
07/25/2026
From:
7:00am
To:
9:45am
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Greve Lane
Between cross streets:

Cross Streets
Wilking Way and 4th St E
Duration of Closure
Date
07/25/2026
From:
7:00am
To:
9:45am
Upload maps of all proposed street closures.

No File Uploaded
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 33/44 Agenda Item #7.4:

If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
4th St E
Between cross streets:

Cross Streets
E Spain St and Brazil
Duration of Closure
Date
07/25/2026
From:
7:00am
To:
10:15am
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Brazil St
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 34/44 Agenda Item #7.4:

Between cross streets:

Cross Streets
Gehricke and 4th St E
Duration of Closure
Date
07/25/2026
From:
7:00am
To:
9:45am
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Gehricke Rd
Between cross streets:

Cross Streets
Lovall Valley and Ravenswood
Duration of Closure
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 35/44 Agenda Item #7.4:

Date
07/25/2026
From:
7:00am
To:
10:00am
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Lovall Valley Rd
Between cross streets:

Cross Streets
4th St E and 7th St E
Duration of Closure
Date
07/25/2026
From:
7:00am
To:
10:15am
Upload maps of all proposed street closures.

No File Uploaded
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 36/44 Agenda Item #7.4:

If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Napa St
Between cross streets:

Cross Streets
1st St W and 1st St E
Duration of Closure
Date
07/25/2026
From:
5:00am
To:
11:00am
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
Napa St
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 37/44 Agenda Item #7.4:

Between cross streets:

Cross Streets
7th St E and 1st St W
Duration of Closure
Date
07/26/2026
From:
6:30am
To:
1:00pm
Upload maps of all proposed street closures.

No File Uploaded
If your event is utilizing more then one street please continue to add the additional streets completing all the relevant questions including duration of closure.

Street Name
1st St E
Between cross streets:

Cross Streets
Spain St and Bike Path
Duration of Closure
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 38/44 Agenda Item #7.4:

Date
07/25/2026
From:
7:00am
To:
8:45am
Upload maps of all proposed street closures.

No File Uploaded
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 39/44 Agenda Item #7.4:

Steet Use General Conditions of Approval
Applicant is responsible for obtaining permission from Caltrans for use of any portion of Highway 12. All facilities placed upon a City street are subject to continuing safety approval and inspection by the appropriate City departments. A clear path of a minimum width of 20 feet through the length of the portion of roadway being used must be maintained for emergency vehicle access. Obstructions shall not be placed along the curb or the roadway within 10 feet of any fire hydrant. All facilities used for the event shall be removed from City streets immediately after the close of the event. All costs for barricading, traffic control, street sweeping and clean up shall be borne by the applicant.

Applicant will be required to submit a deposit equal to the amount estimated by the City for services performed by City personnel in relation to the event. The deposit is due no later than two weeks before the first day of the event. If actual costs exceed the amount of the deposit, applicant will be required to pay the difference. If actual costs are less than the deposit, the excess will be returned to applicant or applied to any other fees or charges owed to the City. Applicant must provide a certificate of insurance and a policy endorsement naming the City of Sonoma as additional insured as described in the City of Sonoma Facility Use Insurance Requirements.
* * * * *
I do hereby acknowledge and affirm that all information contained herein is accurate to the best of my knowledge and agree to assume full responsibility and liability for and indemnify, and suits for or by reason of injury to any person or damages to any property of the parties hereto or of the third persons for any and all cause or causes whatsoever on in any way connected with the holding of said event or any act or omission or thing in any manner related to said event and its operation irrespective of negligence, actual or claimed, upon the part of the City, its agents or employees.

Applicant Signature Acknowledging Street Use
Conditions*
Julie Coleman
Feb 13, 2026
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 40/44 Agenda Item #7.4:

Insurance Information
The following special event insurance requirements must be met for all events being held on City property.

Event organizers must have liability insurance for no less than two million dollars ($2,000,000) naming the City of Sonoma as an additional insured, with an endorsement stating that the event holder’s insurance is primary. If alcohol is sold at the event, the event holder must also provide two million dollars ($2,000,000) liquor liability insurance.

It is essential that any group holding an event in the City of Sonoma meet one of the following two insurance requirements to ensure that your organization is carrying full risk and responsibility for producing your event.

1. Certificate of General Liability Insurance AND Endorsement. The required insurance certificate and endorsements must be executed by your insurance carrier with the terms and language below.

1. The term must be for one year with a minimum of $2 million General Liability for each occurrence, OR, $1 million General Liability plus $1 million Umbrella Liability for each occurrence.

2. Additionally Insured Language: The City of Sonoma, its elected or appointed officers, officials, employees and volunteers, #1 The Plaza, Sonoma, CA 95476.

3. Description of Premises: Provide a description of the operations, location and dates of the event and insurance policy number.

4. Primary Language on Endorsement: This insurance shall be primary as respects the insured shown in the schedule, or if excess, shall stand in an unbroken chain of coverage excess of the Named Insured’s schedule underlying primary coverage. In either event, any other insurance maintained by the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it.

5. Cancellation Language: The insurance afforded by this policy shall not be cancelled except after thirty (30) days prior written notice by certified mail.

2. Special Event Insurance:

1. Minimum of $2 million General Liability for each occurrence, OR, $1 million General Liability plus $1 million Umbrella Liability for each occurrence.

2. Additionally Insured Language: The City of Sonoma, its elected or appointed officers, officials, employees and volunteers, #1 The Plaza, Sonoma, CA 95476.

3. Description of Premises: Provide a description of the operations, location and dates of the event and insurance policy number.

4. Primary Language on Endorsement: This insurance shall be primary as respects the insured shown in the schedule, or if excess, shall stand in an unbroken chain of coverage excess of the Named Insured’s schedule underlying primary coverage. In either event, any other insurance maintained by the Insured scheduled above shall be in excess of this insurance and shall not be called upon to contribute with it.

Note: Do not wait to contact your insurance carrier. It is generally the insurance that holds up a permit. Be certain when you submit your request for insurance certificates and endorsements that your carrier receives the above provisions and requirement. 3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 41/44 Agenda Item #7.4:

Additional Fee Notes:

Maintenance Fee: If the rented area is not returned in rentable condition (at the sole discretion of the City), the City may charge a maintenance fee for each hour required by City Staff to bring the event area into rentable condition. (Staff activities may include, but are not limited to: emptying trash cans, cleaning restrooms, picking up litter.) This maintenance fee is based on the Public Works Hourly Rate as specified in the most current City Fee Schedule.

Clean up activities may include activities outside of the originally rented area to the extent that those areas were impacted by the event.

Other Fees: Event organizers are responsible for any costs (such as staff time costs) associated with the event. Examples are below but are not all inclusive:

If the approving committee or City Council directs specific activities of staff (such as inspections), fees associated with that activity shall be charged to the event unless waived by City Council. If event preparation or review time exceeds hours allocated in the applicable fee, those costs may be charged to the event organizer at the sole discretion of the City.

Such activities may include but are not limited to additional set up such as electrical review, distribution or emptying of trash cans, pick up of litter. If City Staff are requested to be oncall or are called in to resolve an event issue, the associated fee (including minimum charges) may be charged to the event organizer at the sole discretion of the City. Additional services requested after the event application and approval which were not considered at the time of the application may be charged at the rate specified in the City Fee Schedule.

Fee Changes: The City of Sonoma Fee Schedule is typically reviewed annually. If the City’s fees change between the submittal of an application and the event, event fees will be adjusted to reflect the current fees as specified in the City Fee Schedule. This may result in additional costs or a refund.
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 42/44 Agenda Item #7.4:

Applicant Agreement
I, the undersigned, as applicant or on behalf of the applicant, signify that the information provided on this application is true and correct and hereby accept full responsibility for any breakage or damage to property or building, and for department and conduct of those attending the function for which the facility is requested.

I agree to indemnify, defend, and hold harmless the City of Sonoma, its officer, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the negligent act or omission of myself, any agent, anyone directly or indirectly by them or anyone for whose acts by them may be liable, except where caused by the active negligence, sole negligence or willful misconduct of the City.

If permission is granted, I, or my representative agrees to be present during the entire use of the facility. This agreement requires that the City of Sonoma be named as “an additionally insured” and that the applicants insurance apply on a primary and non-contributory basis, over any coverage the city of Sonoma may have.

My signature below signifies that I agree to abide by all of the conditions of this application, the Special Event Use Policy and of any contract issued based on this application. I also agree to pay to the City of Sonoma all costs the City may incur as a result of any failure to comply with all of these conditions including damages due to failure to leave the premises in rentable condition.

Applicant Signature*
Julie Coleman
Feb 13, 2026
Calculated Total Public Works Crew Hours
Total Calculated PW Crew - Regular (Business)
Hours
Total Calculated PW Crew - Regular Overtime
Hours
Total Calculated PW Crew -Sunday or Holiday
Overtime Hours
0 0
0 3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 43/44 Agenda Item #7.4:

Public Works Rental & Materials Costs
Upload Public Works Fee Sheet
No File Uploaded
Total Materials Costs
–
Total Public Works Equipment Rental Costs
–
Finance - Cost Recovery Information
Customer # Finance Project #
Finance Project Task Code
Refund Processing
Upload Refund Authorization Sheet (for
Finance)
No File Uploaded
Refund Authorization Form Template (Right-click to open) Amount of Refund Due
–
3/19/26, 11:33 AM PLUA-26-9
https://sonomaca.workflow.opengov.com/#/explore/records/7367/details 44/44 Agenda Item #7.4:

Closure Side of Road From To Closed Open
E Spain St Whole Road 1st St W 1st St E 5:00AM 9:00AM
Reopen once start line clears and allow traffic west on Spain St E Spain St Whole Road 4th St E 1st St E 7:00AM 10:15AM
Center Cone Line, keep runners on north side of road from 4th St E to 1st St E 1st St E Whole Road Spain St Bike Path 7:00AM 10:00AM
Reopen once start line clears and allow traffic north of Spain St 1st St E Whole Road Napa St Spain St 7:00AM 10:00AM
Center Cone Line, keep runners on west side of road from Spain St to Napa St Bike Path Whole Path* open to peds 4th St E 1st St E 7:00AM 9:45AM Wilking Way Whole Road Lovall Valley Greve Ln 7:00AM 9:45AM Greve Ln Whole Road Wilking Way 4th St E 7:00AM 9:45AM
4th St E Whole Road E Spain St Brazil 7:00AM 10:15AM
Center Cone Line, keep runners on east side of road from Brazil St to Spain St Brazil St Whole Road Gehricke Rd 4th St E 7:00AM 9:45AM Gehricke Rd Whole Road Lovell Valley Rd Ravenswood 7:00AM 10:00AM Center Cone Line, keep runners on east side of road from Brazil St to Lovall Valley Rd Lovall Valley Rd Whole Road 4th St E 7th St E 7:00AM 10:15AM E Napa St Whole Road 1st St E Broadway 5:00AM 11:00AM
W Napa St WB Lane Broadway 1st St W 5:00AM 11:00AM
Broadway NB Lanes Patten St Napa St 5:00AM 11:00AM
Duhig Rd Whole Road Hwy 12/121 Ramal Rd 6:00AM 8:00AM
Ramal Rd Whole Road* Duhig Dale Ave 7:00AM 9:30AM
Dale Ave Whole Road Ramal Rd Burndale 7:30AM 9:45AM
Burndale Rd Northbound* Dale Ave Welzel Lane 7:30AM 10:30AM *Close Burndale Rd. from
Dale to Old Burndale –
Runners stay right.

Emergency access out in
southbound direction.

Welzel transtions into
Denmark
Welzel/Denmark Rd *Whole Road Burndale Rd 7th St E 7:45AM 11:10AM *Close Denmark to
vehicles. Emergency
access out only against
runners.

CHP stops cars on
8th St. East when
runners are present
7th St E Whole Road Denmark Rd E Napa St 7:45AM 11:30AM E Napa St Whole Road 7th St E Broadway 6:30 AM 1:00PM
W Napa St WB Lane Broadway 1st St W 6:30 AM 1:00PM
Broadway NB Lanes Patten St Napa St 6:30 AM 1:00PM
NAPA TO SONOMA WINE COUNTRY HALF MARATHON & 5K
CLOSURES SATURDAY July 25, 2026 - 8AM RACE START
SUNDAY JULY 26, 2026 *rolling closures - 7AM RACE START Agenda Item #7.4:

E NAPA St
FRANCE St
SONOMA

BIKE PATH
E SPAIN St
E SPAIN St
4th St E

WILKING
Way
GREVE Ln
GEHRICKE Rd
GEHRICKE Rd
BRAZIL St
4th St E
5th St E
7th St E
7th St E
2nd St E
2nd St E
1st St W
1st St E
1st St E

BROADWAY
LOVALL VALLEY Rd
CASTLE Rd
SONOMA
PLAZA
PATTEN St
M
M
M
M
M

ROAD CLOSED

LOCAL TRAFFIC
ONLY
5K COURSE

MARSHAL

POSITION

ROAD CLOSED

SIGNAGE

RIGHT TURN

ONLY SIGNAGE

POLICE POSITION
LEGEND
M
Rosé 5K
M
M
M
M
M
M
M M
M
M
M
Blue Wing Dr
M M
M M
5K Course Information:

Date: July 25, 2026
Start Time: 8:00am
Distance: 5K (3.1 miles)
Start Line: Spain St
Finish Line: Napa St

TRAFFIC MAP
Agenda Item #7.4:

LAWLER Rd
E NAPA St
DENMARK St
BUNDSCHU Rd
NICHOLAS Rd

NAPA COUNTY LINE

SONOMA COUNTY LINE
DENMARK St
FRANCE St
FRANCE St
E McARTHUR St
W McARTHUR St
E NAPA St
W NAPA St
W SPAIN St
SONOMA

BIKE PATH
E SPAIN St
4th St E
WILKIN
Wy
GREVEL Ln
GEHRICKE Rd
GEHRICKE Rd
BRAZIL St
4th St E
5th St E
5th St W
5th St W
5th St E
7th St E
7th St E
8th St E
8th St E
2nd St E
2nd St W
3rd St W
2nd St E
1st St W
1st St W
1st St E

BROADWAY

BROADWAY

BROADWAY
FREMONT Dr
KNOB HILL Rd
ACACIA Ave
evALARTNEC S
NAPA Rd
NAPA Rd
PERU Rd WATMAUGH Rd
dR ELADNRUB
BURNDALE Rd
dRLAMAR
dRLAMAR
RAMAL Rd
RAMAL Rd
dR GI HUD
LAS AMIGAS Rd
NEUNSCHWANDER Rd
DUHIG Rd
DEALY Ln
dR NAMLHEOP
POEHLMAN Rd
SKAGGS
ISLAND Rd

BENTLEY
WHARF Rd
DALE Ave MASNARA Rd
NAPA Rd
LOVALL VALLEY Rd
CASTLE Rd
OLD WINERY Rd
12 12
12 12 121
121 121
121
THORNSBERRY Rd
OLD SONOMA Rd
SONOMA
NAPA
M
M
M
P
P
P
P
P
P
P
M
P
VMS
BOARD
VMS
BOARD
VMS Message:

SPECIAL EVENT

DELAY AHEAD
Hwy 121 at BURNDALE Rd
START
FINISH
see DOWNTOWN INSET
E NAPA St
FRANCE St
PATTEN St
E McARTHUR St
SONOMA
SONOMA
PLAZA

BIKE PATH
E SPAIN St
4th St E
WILKIN
Wy
GREVEL Ln
GEHRICKE Rd
BRAZIL St
4th St E
5th St E
6th St E
7th St E
7th St E
8th St E
2nd St E
1st St W
2nd St E
2nd St W
1st St E

BROADWAY
LOVALL VALLEY Rd
CASTLE Rd
P
P
M M
P
P
P
P

DOWNTOWN INSET

HALF MARATHON
COURSE

WATER STATION

ROAD CLOSED

SIGNAGE
DETOUR

SIGNAGE

RIGHT TURN

ONLY SIGNAGE

NO PARKING

SIGNAGE

CHP POSITION

POLICE POSITION
LEGEND
P
M
P
ZONE 1
ZONE 2 Residents South of E Napa St have full
access out of the neighborhood
Residents North of E Napa St can exit via
Spain St or Lovall Valley Rd
VMS
BOARD
P
P
M
M
M

SONOMA COUNTY

MARSHALS
W
W
W
W
W
W
W
M
M
M
P
P

P P P P
P
P
M
M M
M
M
M
V
M
M
Peary Ave
Hyde Rd
VMS
BOARD
VMS
BOARD
VMS
BOARD
M
M
Hyde Rd
M
P
M
M
W
M

SONOMA COUNTY LINE

NAPA COUNTY LINE
Agenda Item #7.4:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 30 Mar 2026
Department
Public Works
Staff Contact
Ashley Cotter, PW Admin & Project Manager,
Michael Berger, Public Works Director
Agenda Item Title
Introduce an Ordinance Amending Sonoma Municipal Code Section 13.20.010 and Finding the Ordinance Exempt from the California Environmental Quality Act (CEQA) Pursuant to Section 15061(b)(3) - General Rule - of the CEQA Guidelines.

Summary
Sonoma Municipal Code Chapter 13.02 governs cross-connections and backflow prevention.

Currently, Sonoma Municipal Code Section 13.20.010 states that these regulations are in accordance with the State of California Public Health Administrative Code Title 17. Title 17 has been superseded by the state's newly adopted Cross Connection Control Handbook (CCCPH). For the City's municipal code to be compliant, it must be amended to reflect current rules and regulations. The proposed ordinance will amend the Municipal Code to reflect the following: "This Chapter is adopted in accordance with California Health and Safety Code Section 116800 et seq/ and the requirements of the State Water Resources Control Board Cross-Connection Control Policy Handbook, adopted December 19, 2023, effective July 1, 2024, revised June 17, 2025, as both may be amended from time to time." Recommended Council Action
Introduce an Ordinance Amending Sonoma Municipal Code Section 13.20.010 and Finding the Ordinance Exempt from Environmental Review under the General Rules in the California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3).

Alternative Actions

1. Introduce a modified version of the Ordinance.

2. Do not introduce the ordinance and provide direction to staff.

3. Council's discretion.

Financial Impact
There are no financial impacts at this time.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Cross Connection Control Plan Ordinance Update V2
Agenda Item #7.5:

Alignment with Council Goals:

Not Applicable
Agenda Item #7.5:

City of Sonoma
ORDINANCE #_______ - 2026

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SONOMA AMENDING SONOMA MUNICIPAL CODE SECTION 13.20.010 AND FINDING THIS ORDINANCE

EXEMPT FROM ENVIRONMENTAL REVIEW UNDER THE GENERAL RULE IN

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) GUIDELINES SECTION 15061(b)(3)
THE CITY COUNCIL OF THE CITY OF SONOMA DOES ORDAIN AS FOLLOWS:

SECTION 1: Municipal Code Amendment
Sonoma Municipal Code Section 13.20.010 cross connection and back flow preventions regulations of the Sonoma Municipal Code is hereby amended to read as follows (strikeout is used to denote existing text being deleted; underline is used to denote new text being added):

13.20.010 Purpose
The purpose of these regulations is:

A. To protect the public water supply against actual or potential crossconnections by isolating within the premises contamination or pollution that may occur because of some undiscovered or unauthorized cross-connection on the premises;
B. To eliminate existing connections between drinking water systems and other sources of water that are not approved as safe and potable for human consumption;
C. To eliminate cross-connections between drinking water systems and other sources of water or process water used for any purpose whatsoever which jeopardize the safety of the drinking water supply;
D. To prevent the making of cross-connections in the future.

These regulations are in accordance with the state of California Department of Public Health Administrative Code, Title 17, entitled “Regulations Relating to Cross-Connections”. This Chapter is adopted in accordance with California Health and Safety Code section 116800 et seq. and the requirements of the State Water Resources Control Board Cross-Connection Control Policy Handbook, adopted December 19, 2023, effective July 1, 2024, revised June 17, 2025, as both may be amended from time to time.

It is the intent of these regulations to recognize that there are varying degrees of hazards and to apply the principle that the degree of protection should be commensurate with the degree of hazard.

SECTION 2. CEQA
Agenda Item #7.5:

This Ordinance has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the environmental regulations of the city. City Staff has determined that the adoption and implementation of the Ordinance is exempt from further environmental review under the general rule in California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3) that CEQA only applies to projects that have the potential for causing a significant effect on the environment. The City Council concurs in these findings and adopts them as its own. The City Council, therefore, directs that a Notice of Exemption be filed with the County Clerk of the County of Sonoma in accordance with CEQA Guidelines.

SECTION 3. Severability.

If any section, subsection, subdivision, sentence, clause, phrase, or portion of this Ordinance for any reason is held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance.

The City Council hereby declares that it would have adopted this Ordinance, and each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional.

SECTION 4. Effective Date.

This ordinance shall take effect thirty (30) days after passage thereof.

SECTION 5. Publication.

This ordinance shall be published in accordance with the provisions of Government Code section 36933, subdivision (c)(1).

SECTION 6. This Ordinance Prevails Where There is Conflict.

To the extent that this Ordinance conflicts with any other provision in the Sonoma Municipal Code or city ordinance (urgency or otherwise), policy or regulation, this Ordinance will control.

Introduced and first read at a Regular Meeting of the City Council on the 30th of March 2026.

PASSED, RESOLVED, AND ADOPTED, at a Regular Council Meeting of the City Council of the City of Sonoma held on the _____ day of ______ 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________
Ron Wellander, Mayor
ATTEST:
_______
Monique Saviez Burns, CPMC, CMC
Deputy City Clerk
___________________________________
Date
Agenda Item #7.5:

I HEREBY CERTIFY that the foregoing ordinance was duly and regularly adopted by the City Council of the City of Sonoma, Sonoma County, California, at a meeting thereof, held on the _______ day of _______ 2026, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______
Monique Saviez Burns, CPMC, CMC
Deputy City Clerk
Agenda Item #7.5:

City of Sonoma
Agenda Item Summary
Meeting: City Council - 30 Mar 2026
Department
Public Works
Staff Contact
Ashley Cotter, PW Admin & Project Manager
Agenda Item Title
Adopt a Resolution Approving the Specifications for the Fryer Creek Drive, Pickett Street, and Nash Street Pavement Rehabilitation Project, CIP T-5; Project No. 2601, Accepting Bids, Awarding a Contract to Team Ghilotti and Authorizing the City Manager to Execute a Construction Contract in the Amount of $540,997.00, and Further Authorizing the City Manager to Approve $54,099.70 (10%) in Contingency.

Summary
The Fryer Creek Drive, Pickett Street, and Nash Street Pavement Rehabilitation project generally involves pavement rehabilitation and striping replacement on Fryer Creek Drive, Pickett Street, Nash Street, and a small portion of Cooper Street within the City of Sonoma. This includes asphalt pavement grinding, hot mix overlay, as well as removal and replacement of pavement striping and markings. Staff started the design process by utilizing the City's on-call geotechnical engineering firm, RGH, to do pavement and soil borings to identify various solutions. Staff worked with RGH and the contracted City Engineer to develop the most costeffective solution to this project considering all alternatives. This process allowed for the most efficient use of project funds, maximizing funding for construction.

Budget
On June 18, 2025, the City Council adopted the Fiscal Year 25-26 Capital Improvement Budget, which included sufficient funding for CIP T-5. This budget included a variety of funding, from SB1 RMRA (Fund 303), Measure M/Go Sonoma (Fund 313), Gas Tax (Fund 302), and a small portion of the city capital fund (Fund 301). CIP T-5 is an evergreen CIP project number that is used year over year. These projects are continually funded by a majority of restricted funds.

For the last several budget cycles, this project number has been identified to improve Fryer Creek Drive, Pickett Street, and Nash Street.

The City advertised the project for bids in February 2026. The bid opening was held on March 19, 2026. Six (6) bids were received, ranging from $540,997 to $650,626.50. The engineer's estimate for this work was $887,200.00.

The project specifications are attached.

The total project budget includes quality control testing/paving inspection which will be contracted through the City's on-call geotechnical engineering firm, RGH Consultants. The budget for this project is:

Line Item Expected Cost
Construction 540,997.00
Contingency (10%) $54,099.70
Quality Control Testing/Paving Inspection $22,170
Agenda Item #7.6:

Total $617,266.70
CEQA
This project is categorically exempt from the CEQA (California Environmental Quality Act) pursuant to Section 15301 (c) (Existing Facilities). A Notice of Exemption has been filed with the County Recorder's Office.

Recommended Council Action
Adopt a Resolution Approving the Specifications for the Fryer Creek Drive, Pickett Street, and Nash Street Pavement Rehabilitation Project, CIP T-5; Project No. 2601, Accepting Bids, Awarding a Contract to Team Ghilotti and Authorizing the City Manager to Execute a Construction Contract in the Amount of $540,997.00, and Further Authorizing the City Manager to Approve $54,099.70 (10%) in Contingency.

Alternative Actions
Council discretion.

Financial Impact
On June 18, 2025, the City Council adopted the Fiscal Year 25-26 Capital Improvement Budget, which included sufficient funding for CIP T-5. This budget included a variety of funding, from SB1 RMRA (Fund 303), Measure M/Go Sonoma (Fund 313), Gas Tax (Fund 302), and a small portion of the city capital fund (Fund 301). No additional funding is necessary for the work to proceed.

Environmental Review Status
Environmental Impact Report
Negative Declaration
Exempt
Not Applicable
Approved/Certified
No Action Required
Action Requested
Attachments
Resolution - Project Award
Project Specifications
Construction Contract
Alignment with Council Goals:

Agenda Item #7.6:

City of Sonoma
RESOLUTION # __________ - 2026

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SONOMA ADOPTING THE

SPECIFICATIONS FOR THE FRYER CREEK DRIVE, PICKETT STREET, AND NASH STREET PAVEMENT REHABILITATION PROJECT (CIP T-5, PROJECT NO. 2601), ACCEPTING BIDS AND AWARDING A CONTRACT TO TEAM GHILOTTI, INC., AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSTRUCTION CONTRACT IN THE AMOUNT OF $540,997.00, AND AUTHORIZING THE CITY MANAGER TO APPROVE $54,099.70 (10%) IN CONTINGENCY WHEREAS, the Fryer Creek Drive, Pickett Street, and Nash Street Pavement Rehabilitation Project, Project No. 2601, City Capital Improvement Project (CIP) Project T-5 (project), was advertised for construction bids and six (6) bids were received electronically and publicly opened in an online bid opening on March 19, 2026; and
WHEREAS, the project budget for the construction phase is sufficient to cover the Contractor’s bid amount as well as a 10% contingency and the cost of quality control during construction; and WHEREAS, the project is categorically exempt under CEQA pursuant to Section 15301 (c) (Existing Facilities); and
WHEREAS, staff reviewed bids and determined that Team Ghilotti, Inc submitted the lowest responsive and responsible bid in an amount of $540,997.00.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Sonoma that it hereby adopts the Specifications for the Fryer Creek Drive, Pickett Street, and Nash Street Pavement Rehabilitation Project (CIP T-5), Project No. 2601; and BE IT FURTHER RESOLVED, that the City of Sonoma declares, based on the information contained within the bid documents, that the bid of the lowest apparent bidder, Team Ghilotti, Inc., is responsive; and
BE IT FURTHER RESOLVED, that the City Council of the City of Sonoma authorizes the City Manager to execute a construction contract in the amount of $540,997.00 PASSED, RESOLVED, AND ADOPTED, at a Regular Meeting of the City Council of the City of Sonoma on this 30TH day of March 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Ron Wellander
ATTEST:
______________________________
Monique Saviez Burns, CPMC, CMC
Deputy City Clerk
Agenda Item #7.6:

City of Sonoma
Department of Public Works
FEBRUARY 2026
Contract Documents and Specifications
for
CIP T-5, FRYER CREEK DRIVE, PICKETT

STREET AND NASH STREET PAVEMENT
REHABILITATION PROJECT NO. 2601
For use with
CITY OF SONOMA STANDARD PLANS (latest edition),
CALTRANS STANDARD PLANS and
CALTRANS STANDARD SPECIFICATIONS (dated 2018)
Approved By:
___________________________________
Mike Berger, P.E., Public Works Director
02/13/2026
Agenda Item #7.6:

TOC-ii FEBRUARY 2026
Summary Table of Contents
PART I – BIDDING & PROPOSAL REQUIREMENTS
Notice to Bidders ................................................................................................................ I-1 Proposal Requirements and Conditions ............................................................................. I-4 PART II – PROPOSAL FORMS
Schedule of Bid Prices .......................................................................................................... II-1 Proposal Certification ........................................................................................................... II-3 List of Subcontractors ........................................................................................................... II-4 Competency of Bidders – Part 1 of 4 .................................................................................... II-5 Competency of Bidders – Part 2 of 4 .................................................................................... II-6 Competency of Bidders – Part 3 of 4 .................................................................................... II-7 Competency of Bidders – Part 4 of 4 .................................................................................... II-8 Noncollusion Affidavit ......................................................................................................... II-9 Addendum Acknowledgement ............................................................................................ II-10 Bid Bond ............................................................................................................................. II-11 PART III – CONTRACT REQUIREMENTS
Return of Bidder's Securities ............................................................................................... III-1 Contract ................................................................................................................................ III-2 Performance Bond ............................................................................................................... III-6 Labor and Materials Bond ................................................................................................... III-8 Maintenance Bond (1-Year) .............................................................................................. III-10 Guaranty ............................................................................................................................. III-12 Contractor Insurance Requirements for City Projects ....................................................... III-15 PART IV – SPECIAL PROVISIONS
Section 1 Standard Specifications Adoption and Definitions .................................................. IV-1 Section 2 Precedence of Plans, Specifications and Contract Documents ............................... IV-3 Section 3 Scope of Work ......................................................................................................... IV-4

3.01 Work to be Done .......................................................................................................... IV-4

3.02 Changes in Work and Extra Work ................................................................................ IV-4

3.03 Cleaning Up .................................................................................................................. IV-4 Section 4 Control of Work ....................................................................................................... IV-5

4.01 Authority of the Engineer ............................................................................................. IV-5

4.02 Conformity with Contract Documents and Allowable Deviations ............................... IV-5

4.03 Coordination of Specifications ..................................................................................... IV-5

4.04 Interpretation of Specifications .................................................................................... IV-5

4.05 Order of Work .............................................................................................................. IV-5

4.06 Specifications on Job Site ............................................................................................. IV-5

4.07 Superintendent .............................................................................................................. IV-5

4.08 Inspection ..................................................................................................................... IV-6

4.09 Removal of Defective and Unauthorized Work ........................................................... IV-6

4.10 Final Inspection ............................................................................................................ IV-7 Agenda Item #7.6:

TOC-iii FEBRUARY 2026
Section 5 Control of Materials ................................................................................................. IV-8

5.01 Source of Supply and Quality of Materials .................................................................. IV-8

5.02 Samples and Tests ........................................................................................................ IV-8

5.03 Defective Materials ...................................................................................................... IV-8

5.04 City-furnished Materials ............................................................................................... IV-8

5.05 Trade Names and Alternatives ..................................................................................... IV-8 Section 6 Legal Relations and Responsibilities ..................................................................... IV-10

6.01 Laws to be Observed .................................................................................................. IV-10

6.02 Labor Discrimination .................................................................................................. IV-10

6.03 Permits and Licenses .................................................................................................. IV-10

6.04 Contractor’s Licensing Laws ...................................................................................... IV-10

6.05 Patents ......................................................................................................................... IV-10

6.06 Safety Provisions ........................................................................................................ IV-10

6.07 Payroll Records and Employment of Apprentices ..................................................... IV-10

6.08 Public Convenience and Safety .................................................................................. IV-11

6.09 Preservation of Property ............................................................................................. IV-11

6.10 Responsibility for Damage ......................................................................................... IV-12

6.11 Contractor’s Responsibility for Work ........................................................................ IV-12

6.12 No Personal Liability .................................................................................................. IV-12

6.13 Responsibility of City ................................................................................................. IV-12

6.14 Public Liability and Property Damage Insurance ....................................................... IV-12

6.15 Workers’ Compensation Insurance ............................................................................ IV-12

6.16 General Warranty ....................................................................................................... IV-12

6.17 Cooperation ................................................................................................................ IV-13

6.18 Working Hours ........................................................................................................... IV-13

6.19 Prevailing Wages ........................................................................................................ IV-14 Section 7 Prosecution and Progress ....................................................................................... IV-15

7.01 Subcontracting ............................................................................................................ IV-15

7.02 Assignment ................................................................................................................. IV-15

7.03 Beginning of Work ..................................................................................................... IV-15

7.04 Construction Schedule ................................................................................................ IV-15

7.05 Character of Workmen ............................................................................................... IV-16

7.06 Temporary Suspension of Work ................................................................................. IV-16

7.07 Time of Completion and Liquidated Damages .......................................................... IV-17

7.08 Default by Contractor ................................................................................................. IV-18

7.09 Termination of Contract ............................................................................................. IV-18

7.10 Right of Way .............................................................................................................. IV-19 Section 8 Changes in Work.................................................................................................... IV-20

8.01 Changes Requested by the Contractor ........................................................................ IV-20

8.02 Changes Initiated by the City ..................................................................................... IV-20 Section 9 Extra Work ............................................................................................................. IV-21

9.01 General ....................................................................................................................... IV-21

9.02 Payment ...................................................................................................................... IV-21 Section 10 Differing Site Conditions ..................................................................................... IV-22

10.01 Disputed Work .......................................................................................................... IV-22 Section 11 Final Acceptance of the Work ............................................................................. IV-23 Agenda Item #7.6:

TOC-iv FEBRUARY 2026
Section 12 Measurement and Payment .................................................................................. IV-24

12.01 Measurement ............................................................................................................ IV-24

12.02 Payment .................................................................................................................... IV-24

12.03 Payment Withholds .................................................................................................. IV-26 Section 13 Timing of payment ............................................................................................... IV-27

13.01 Timing of Payment ................................................................................................... IV-27 Section 14 Proposal Requirements and Conditions ............................................................... IV-28

14.01 State Standard Specifications and Plans ................................................................ IV-28

14.02 Plans ....................................................................................................................... IV-28 PART V – TECHNICAL SPECIFICATIONS
SECTION 10 GENERAL ................................................................................................ V-1 10-1.01 GENERAL ......................................................................................................... V-1 10-1.01 EXISTING CONDITIONS................................................................................ V-1 10-1.02 MOBILIZATION/DEMOBILIZATION ........................................................... V-1 10-1.03 TIME CONSTRAINTS ..................................................................................... V-1 10-1.04 MEETINGS ....................................................................................................... V-1 10-1.04A PRECONSTRUCTION MEETING ............................................................... V-1 10-1.04B SITE MOBILIZATION MEETING ............................................................... V-2 10-1.04C PROGRESS MEETINGS ............................................................................... V-3 10-1.05 CONSTRUCTION SCHEDULE ....................................................................... V-3 10-1.06 DUST CONTROL ............................................................................................. V-4 10-1.07 WATERING ...................................................................................................... V-4 10-1.08 UTILITIES......................................................................................................... V-4 10-1.09 CONSTRUCTION STAKING ........................................................................... V-5 SECTION 12 TEMPORARY TRAFFIC CONTROL ..................................................... V-6 12-1 GENERAL .............................................................................................................. V-6 12-1.01 GENERAL ......................................................................................................... V-6 12-2 PUBLIC NOTIFICATION ..................................................................................... V-6 12-3 TEMPORARY TRAFFIC CONTROL DEVICES ................................................ V-7 12-3.01 GENERAL ......................................................................................................... V-7 12-4 MAINTAINING TRAFFIC .................................................................................... V-8 12-4.01 GENERAL ......................................................................................................... V-8 12-4.02C(3)(m) CLOSURE REQUIREMENTS ............................................................ V-9 12-9 MEASUREMENT AND PAYMENT .................................................................. V-11 12-9.01 PAYMENT ...................................................................................................... V-11 SECTION 13 WATER POLLUTION CONTROL ....................................................... V-12 13-1 GENERAL ............................................................................................................ V-12 13-2 WATER POLLUTION CONTROL PLAN ......................................................... V-12 13-3 WEATHER FORECAST MONITORING ........................................................... V-13 13-4 SPILL PREVENTION AND CONTROL ............................................................ V-13 13-5 EXCAVATION, PAVING, SAW CUTTING, GROOVING AND GRINDING ACTIVITIES .................................................................................................................. V-13 13-5 PAYMENT ........................................................................................................... V-14 SECTION 15 EXISTING FACILITIES ........................................................................ V-16 Agenda Item #7.6:

TOC-v FEBRUARY 2026
15-1.01 GENERAL ........................................................................................................ V-16 15-1.03E COLD PLANING HOT MIX ASPHALT PAVEMENT ............................... V-16 15-1.03F REMOVAL OF TRAFFIC STRIPES AND PAVEMENT MARKINGS (NONHAZARDOUS ............................................................................................................... V-18 15-1.03G ADJUST EXISTING UTILITIES TO GRADE ............................................ V-19 15-1.03H MISCELLANEOUS REMOVALS ............................................................... V-20 15-1.04 PAYMENT ...................................................................................................... V-20 SECTION 18 DUST PALLIATIVE .............................................................................. V-23 18-1.01 GENERAL ........................................................................................................ V-23 18-1.01A SUMMARY ................................................................................................... V-23 18-1.03 CONSTRUCTION............................................................................................ V-23 18-1.04 PAYMENT ...................................................................................................... V-23 SECTION 19 EXCAVATION ....................................................................................... V-24 19-1.01 GENERAL ........................................................................................................ V-24 19-1.03B UNSUITABLE MATERIAL ........................................................................ V-24 SECTION 39-2 HOT MIX ASPHALT.......................................................................... V-27 39-2.01 GENERAL ........................................................................................................ V-27 39-2.01A(1) SUMMARY .............................................................................................. V-27 39-2.01A(3) SUBMITTALS .......................................................................................... V-29 39-2.01A(3)(c) QUALITY CONTROL PLAN ............................................................. V-30 39-2.01A(5) PROJECT CONDITIONS ........................................................................ V-33 39-2.02 MATERIALS ................................................................................................... V-33 39-2.01B(2) MIX DESIGN ............................................................................................ V-33 39-2.01B(3) ASPHALT BINDER ................................................................................. V-34 39-2.01B(6) TACK COAT ............................................................................................ V-34 39-2.01C CONSTRUCTION ......................................................................................... V-34 39-2.01C(1) GENERAL ................................................................................................ V-35 39-2.01C(2) SPREADING AND COMPACTING ....................................................... V-35 39-2.01D PAYMENT .................................................................................................... V-36 SECTION 84 MARKINGS ........................................................................................... V-37 84-1.01 GENERAL ........................................................................................................ V-37 84-1.03 CONSTRUCTION............................................................................................ V-37 84-2.01C SUBMITTALS .............................................................................................. V-37 84-2.02 MATERIALS .................................................................................................. V-37 84-2.04 PAYMENT ...................................................................................................... V-37 SECTION 96 GEOSYNTHETICS ................................................................................ V-39 96-1.01 GENERAL ........................................................................................................ V-39 96-1.02 MATERIALS .................................................................................................. V-39 96-1.02O SUBGRADE ENHANCEMENT GEOTEXTILE ......................................... V-39 96-1.03 CONSTRUCTION........................................................................................... V-39 96-6.04 PAYMENT ...................................................................................................... V-39

APPENDIX
Appendix A – Figure 1 Project Location and Limits
Appendix B – Speed Hump Detail
Agenda Item #7.6:

PART I -

BIDDING & PROPOSAL

REQUIREMENTS
Agenda Item #7.6:

TOC-i FEBRUARY 2026
Table of Contents
PART I – BIDDING & PROPOSAL REQUIREMENTS
Notice to Bidders .................................................................................................................... I-1 Proposal Requirements and Conditions .................................................................................. I-4 Agenda Item #7.6:

Page I-1 FEBRUARY 2026

NOTICE TO BIDDERS
The City of Sonoma will receive bids via the City of Sonoma Planroom at https://www.sonomaplanroom.com/ until 2:00 p.m. Thursday, March 19, 2026 at which time, they will be publicly opened and read for:

CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601

ONLINE SEALED BID SUBMISSION
Sealed bids will be received by online submission. Instructions for submitting bids online follow:

1. Log into the City of Sonoma Planroom located on the Blueprint Express website at https://www.sonomaplanroom.com/ and find “CIP T-5, Fryer Creek Drive, Pickett Street and Nash Street Pavement Rehabilitation Project No. 2601” under “Recent Job Posted” on page.

2. On the Details tab/page of the Planroom, click the “Submit Bid Docs” tab. Note that bidders will have to be logged in in order to see this tab. The bidder will be able to confirm that they are logged in on the bottom left corner of the screen.

3. When the “Submit Bid Docs” tab is clicked, the logged-in bidder’s information will automatically populate. Complete the form and attached the bid (entire Part II Proposal Forms, including Bidder’s Bond and any other documents necessary for the bid).

4. Before the time and date for receipt of bids, City Officials, only, upon clicking the “Bid Results” tab, will be able to observe the names of bidders and the date and time that bids were submitted. No one, including City Officials, will be able to view any other information. All bid form attachments are “sealed” until the bid time passes.

5. At bid time, for City Officials only, a “Download” button will appear at the “Bid Results” tab.

6. After the bid time passes, the City Official will click the “Bid Results” tab, download the bids submitted and read the bids out loud at the Zoom meeting described below.

An additional explanation regarding the procedures for submitting bids is available on the Blueprint Express/City website. No hard copy paper bids will be accepted. Please allow time to submit bids online.

A Zoom meeting invitation to join the bid opening by computer or by phone will be provided to all plan holders prior to bid opening.

In general, the work includes pavement rehabilitation and striping replacement on Fryer Creek Drive, Pickett Street, Nash Street and Cooper Street within the City of Sonoma. Work includes asphalt pavement grinding, hot mix asphalt overlay, removal and replacement of pavement striping and markings, protection and adjustment of existing utility structures, traffic control, water pollution control and other related work as set forth on the project Plans and Specifications.

Agenda Item #7.6:

Page I-2 FEBRUARY 2026
FORTY (40) WORKING DAYS will be allowed for the completion of all work under the contract.

Pursuant to Labor Code Section 1771, not less than the general prevailing rate of per diem wages for work of a similar character in the county in which this project is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed as provided under the Cal. Labor Code, shall be paid to all workers employed on this project.

Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available at the City of Sonoma located in the City Hall, No. 1 The Plaza, Sonoma, California and available from the California Department of Industrial Relations’ Internet web site at http://www.dir.ca.gov/DLSR/PWD. Future effective general prevailing wage rates, which have been predetermined and are on file with the California Department of Industrial Relations are referenced but not printed in the general prevailing wage rates.

The Contractor may elect to provide for the substitution of securities for any moneys which would otherwise be withheld by the City to ensure performance under the contract or may request the City to make payment of retentions earned directly to an escrow agent subject to the provisions of Section 22300 of the Public Contracts Code.

Pursuant to Labor Code Section 1771.1, a contractor or subcontractor shall not be qualified to bid on, be listed in the bid Proposal Forms, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of the contract for this project unless currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5. It is not a violation of Section 1771.1 nor of this Notice to Bidders for an unregistered contractor to submit a bid for this project that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform the work pursuant to Labor Code Section 1725.5 at the time the contract is awarded.

A bid shall not be accepted nor any contract or subcontract entered into without proof of the contractor or subcontractor's current registration to perform public work pursuant to Labor Code Section 1725.5.

This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. [Cal. Labor Code sec. 1771.4(a)(1)] The Contractor shall be required to provide a payment bond for this project. [Cal. Civ. Code section 9550(b)]
Bidders must hold a Class A Contractor’s license under the laws of the State of California.

Bidder’s security will be required as provided in the Contract Documents.

No Bidder may withdraw his bid after the time fixed for the opening thereof.

The successful Bidder and all subcontractors will be required to secure a City of Sonoma business license before commencing work on this project.

Agenda Item #7.6:

Page I-3 FEBRUARY 2026
The City Council reserves the right to reject any and all bids or to waive any defects or irregularity in the bidding.

FAX and other electronically transmitted bids will not be accepted.

Plans and Specifications may be obtained by logging on https://www.sonomaplanroom.com/.

All Bidders must purchase a complete bid set from BPXpress Reprographics in order to receive addenda notifications.

Questions will be accepted via e-mail only to: Matt Wargula, City Engineer, at [email protected] with copy to Ashley Cotter, Public Works Administrative and Project Manager ([email protected]).

Technical questions will not be accepted after 2:00 pm, Thursday, March 12, 2026.

February 2026

REBEKAH BARR

CITY CLERK
Agenda Item #7.6:

Page I-4 FEBRUARY 2026

PROPOSAL REQUIREMENTS AND CONDITIONS

1. Proposal Forms
All proposals must be made upon the blank forms (“PROPOSAL FORMS”) contained in these Contract Documents. The completed proposal must contain all items in the PROPOSAL FORMS section in these Contract Documents.

The proposal must give the Bidder’s unit prices and the estimated total amount for each bid item, and must be signed by the Bidder. In case of disagreements between the unit prices and the estimated total amounts, the unit prices will be considered as representing the Bidder’s intention and the total amount will be corrected accordingly. All proposals must be submitted online as instructed in the Notice to Bidders.

Sealed paper, FAX or other electronically transmitted bids will not be accepted.

2. Approximate Estimate
The quantities given in the Notice to Bidders and/or the Proposal are approximate only, being given as a basis for the comparison of bids, and the City does not, expressly or by implication, agree that the actual amount of work will correspond therewith, but reserves the right to increase or decrease the amount of any class or portion of the work, or to omit portions of the work, as may be deemed necessary or advisable by the Engineer.

3. Examination of Specifications, Contract Documents and Site Work The Bidder shall examine carefully the site of the work contemplated and the Plans, Contract Documents and Specifications. The Bidder shall promptly notify the City Engineer of all conflicts, errors, ambiguities or discrepancies the Bidder discovers as a result of said examination. At the Bidder’s own expense, the Bidder may obtain any additional information and data which pertain to the physical conditions (surface, subsurface, and Underground Utilities) at or contiguous to the site or otherwise which may affect cost, progress, or performance of the work and which the Bidder is in accordance with the time, price, and other items and conditions of the Contract Documents.

The submission of a bid shall be conclusive evidence that the Bidder has investigated and is satisfied as to the conditions to be encountered, as to the character, quality and scope of work to be performed, the quantities of materials to be furnished, and as to the requirements of the Plans, Contract Documents and Specifications.

4. Addenda and Interpretations
No interpretation of the meaning of the Plans and Specifications will be made to any Bidder orally.

Every request for such interpretation shall be in writing addressed to the City Engineer, and to be given consideration must be received by the time specified in the Notice to Bidders. Any and all such interpretations and any supplemental instructions may be in the form of written addenda to the Contract Documents and Specifications which, if issued, will be posted to all prospective Bidders. Failure of any Bidder to receive any such addendum shall not relieve such Bidder from any obligation under Agenda Item #7.6:

Page I-5 FEBRUARY 2026
his bid as submitted. All addenda so issued shall become part of the Contract Documents and Specifications.

Receipt of all Addenda shall be acknowledged in the space provided on the Addendum Acknowledgement form.

5. Rejection of Proposals
Proposals may be rejected if they show any alteration of form, additions not called for, conditional bids, incomplete bids, obviously unbalanced prices, erasures or irregularities of any kind. The City reserves the right to reject any and all proposals.

6. Bidder’s Security
All bids shall be presented under sealed cover and accompanied by one of the following forms of Bidder’s security: cash, certified check or Bidder’s bond. Bonds shall be duly executed by a responsible corporate surety, authorized to issue such bonds in the State of California, and secured through an authorized agent with an office in California. The check or bond shall be made payable to the City of Sonoma and shall be given as a guarantee that the Bidder, if awarded the work, will enter into an agreement with the City and will furnish the necessary insurance certificates, Payment Bond, and Performance Bond. In case of refusal or failure to enter into said Agreement, the check or Bid Bond, as the case may be, shall be forfeited to the City.

Bid Bonds shall comply with the requirements applicable to payment and performance bonds in the Contract Documents and Specifications.

The Security shall be in an amount equal to at least 10% of the bid amount. A bid will not be considered unless one of the forms of Bidder’s security is enclosed with it.

7. Designation of Subcontractors
Any subcontractor doing work in excess of 1/2 of 1% of the total bid price shall be designated in the Proposal in accordance with Section 4100, et seq., of the Public Contract Code.

8. Withdrawal of Proposals
Any bid may be withdrawn at any time prior to the time fixed in the public notice for the opening of bids only by written request for the withdrawal of the bid filed with the Engineer. The request shall be executed by the Bidder or his duly authorized representative. The withdrawal of the bid does not prejudice the right of the Bidder to file a new bid.

Whether or not bids are opened exactly at the time fixed in the public notice for opening bids, a bid will not be received after that time, nor may any bid be withdrawn after the time fixed in the Notice to Bidders for the opening of bids.

9. Public Opening of Proposal
Proposals will be opened and read publicly at the time and place indicated in the Notice to Bidders. Bidders or their authorized agents are invited to join the opening via computer or by phone.

10. Relief of Bidders
Agenda Item #7.6:

Page I-6 FEBRUARY 2026
Attention is directed to the provisions of Public Contract Code Sections 5100 to 5110, inclusive, concerning relief of Bidders and in particular to the requirement therein, that if the Bidder claims a mistake was made in his bid, the Bidder shall give the City written notice within five days after the opening of the bids of the alleged mistake, specifying in the notice in detail how the mistake occurred.

11. Disqualification of Bidders
More than one proposal from an individual, firm, partnership, corporation, or combination thereof under the same or different names will not be considered.

Reasonable grounds for believing that any individual, firm, partnership, corporation or combination thereof is interested in more than one proposal for the work contemplated may cause the rejection of all proposals in which such individual, firm, partnership, corporation or combination thereof is interested. If there is reason for believing that collusion exists among the Bidders, any or all proposals may be rejected. Proposals in which the prices obviously are unbalanced may be rejected.

12. Competency of Bidders
With the Proposal, each Bidder shall furnish a complete statement of his financial ability and experience in performing public works projects of the type contemplated herein, including but not limited to: a listing of all relevant public works projects worked on by the Bidder over the past three (3) years along with the names and email addresses, telephone numbers and street addresses of the public employees or other persons (not affiliated with Bidder) who are the most knowledgeable of the Bidder’s performance of those public works projects; copies of all complaints made against the Bidder’s Contractor’s license in the past ten (10) years and the resolutions thereof; copies of all claims presented and lawsuits brought against the Bidder in the past five (5) years regardless of the form, regarding any public works project in which the Bidder has been involved and a verification signed and dated by the Bidder stating under penalty of perjury under the laws of the State of California that the information provided pursuant to this paragraph is all the information about these matters of which the Bidder (and if the Bidder is an entity, of which the person in the Bidder’s organization with the most knowledge) has knowledge.

13. Noncollusion Affidavit
In order to be eligible for contract award, the Bidder must sign the form of Noncollusion Affidavit included in these Contract Documents. A notarized Jurat Form shall be attached to this Affidavit.

14. Certificate of Authority
Bids by corporations must be executed in the corporate name by the president, vice president, or other corporate officer. Such Bid shall be accomplished by including a Certificate of Authority to sign, attested by the secretary or assistant secretary, and with the corporate seal affixed. The corporate address and state of incorporation must appear below the signature.

Bid by partnerships must be executed in the partnership name and be signed by a managing partner, including a Certificate of Authority to sign, and his/her title must Agenda Item #7.6:

Page I-7 FEBRUARY 2026
appear under the signature and the official address of the partnership must appear below the signature.

Bids by joint venture must be executed on all documents in the joint venture name, signed by a joint venture managing partner, accompanied by a letter on letterhead stating who has the authority to sign and bind the joint venture for public works projects and public works contracts, and his/her title must appear under the signature and the official address of the joint venture must appear below the signature.

15. Award and Execution of the Contract
The City reserves the right to waive any informalities in the bidding or to reject any and all proposals.

All bids will be compared on the basis of the Engineer’s estimate of the quantities of work to be done.

The award of the Contract, if it be awarded, will be to the lowest responsible Bidder whose proposal complies with all the requirements prescribed. Such award, if made, will be made within 90 days after the opening of proposals. Hence, all bids and proposals shall remain in effect and be subject to acceptance by the City (and if accepted by the City shall be binding upon the Bidder/Contractor) for the 90 days immediately following the opening of the proposals. If the lowest responsible Bidder refuses or fails to execute the Contract within 10 days of Notice of Award, the City may award the Contract to the second lowest responsible Bidder. Such award, if made, will be made within 45 days after the opening of proposals. If the second lowest responsible Bidder refuses or fails to execute the Contract within the timeframe specified herein, the City may award the Contract to the third lowest responsible Bidder. Such award, if made will be made within 60 days after the opening of proposals. The periods of time specified above within which the award of contract may be made shall be subject to extension for such further period as may be agreed upon in writing between the City and the Bidder concerned.

16. Failure to Execute the Contract
Failure of the lowest responsible Bidder, the second lowest responsible Bidder, or the third lowest responsible Bidder to execute the Contract and file acceptable bonds after such Bidder has received notice that the Contract has been awarded to him shall be just cause for the annulment of the award and the forfeiture of the Bidder’s security.

The successful Bidder may file with the City a written notice, signed by the Bidder or his authorized representative, specifying that the Bidder will refuse to execute the Contract if presented to him. The filing of such notice shall have the same force and effect as the failure of the Bidder to execute the Contract and furnish acceptable bonds within the time hereinbefore prescribed.

17. Insurance
Bidders’ attention is directed to the insurance requirements contained herein. It is highly recommended that Bidders confer with their respective insurance carriers or brokers to determine in advance of bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent low Agenda Item #7.6:

Page I-8 FEBRUARY 2026
Bidder fails to comply strictly with the insurance requirements, that Bidder may be disqualified from award of the contract.

The Contractor shall obtain insurance acceptable to City of Sonoma from a company or companies acceptable to the City. The required documentation of such insurance shall be furnished to the City at the time Contractor returns the executed contract.

The proper insurance shall be provided within 10 days after the Bidder has received the Notice of Award and prior to the City executing the contract and issuing a Notice to Proceed. The Contractor shall not commence work nor shall he allow his employees or subcontractors or anyone to commence work until all insurance required hereunder has been submitted and approved and a notice to proceed has been issued.

18. Bid Protests
Any bid protest must be submitted in writing to the City of Sonoma Public Works Director/City Engineer, 19728 8th Street East, Sonoma, CA 95476, FAX: 707 938 3240, before 5 pm of the 5th business day following bid opening. a. The initial protest document shall contain a complete statement of the basis for the protest.
b. The protest shall refer to the specific portion of the document which forms the basis for the protest.
c. The protest shall include the name, address, and telephone number of the person representing the protesting party (the “protesting party”). d. At the time the protesting party submits its bid protest to the Public Works Director/City Engineer, s/he/it shall concurrently transmit a copy of the initial protest document and any attached documentation to all other parties with a direct financial interest which may be adversely affected by the outcome of the protest. Such parties shall include all other Bidders or proposers who appear to have a reasonable prospect of receiving an award depending upon the outcome of the protest. e. Within 5 working days of the protesting party’s delivery of the bid protest to the Bidder whose bid the protesting party is protesting, said Bidder shall submit to the Public Works Director/City Engineer any response to the protest, including any arguments and documentation as to why the protest should be overruled. f. The Public Works Director/City Engineer will issue a written decision recommending to the City Council the Public Works Director’s disposition of the protest. If the City Council determines that a protest is frivolous, the party originating the protest may be determined to be irresponsible and that party may be determined to be ineligible for future contract awards.
g. The procedure and time limits set forth in this paragraph are mandatory and are the protesting party’s sole and exclusive remedy in the event of Bid protest and failure to comply with these procedures shall constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.

Agenda Item #7.6:

PART II -

PROPOSAL FORMS
Agenda Item #7.6:

TOC-i FEBRUARY 2026
Table of Contents
Schedule of Bid Prices .......................................................................................................... II-1 Proposal Certification ........................................................................................................... II-3 List of Subcontractors ........................................................................................................... II-4 Competency of Bidders – Part 1 of 4 .................................................................................... II-5 Competency of Bidders – Part 2 of 4 .................................................................................... II-6 Competency of Bidders – Part 3 of 4 .................................................................................... II-7 Competency of Bidders – Part 4 of 4 .................................................................................... II-8 Noncollusion Affidavit ......................................................................................................... II-9 Addendum Acknowledgement ............................................................................................ II-10 Bid Bond ............................................................................................................................. II-11 Agenda Item #7.6:

Page II-1 FEBRUARY 2026

PROPOSAL FOR
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
To the City Council of the City of Sonoma, California:

The undersigned Bidder declares that he or she has carefully examined the location of the proposed work and the Plans, Specifications, and Contract Documents and being familiar with all of the conditions surrounding the work, including the availability of materials and labor, hereby proposes to furnish all plant, labor, materials, tools, equipment, transportation, and incidentals and to complete all the work in accordance with said Plans, Specifications, and Contract Documents for the prices set forth in the following schedule:

SCHEDULE OF BID PRICES
Bid
Item Description Qty. Unit
Unit
Price Amount ($)
1 Mobilization / Demobilization 1 LS
2 Traffic Control 1 LS
3 Prepare Water Pollution Control
Plan 1 LS
4 Water Pollution Control Plan
Implementation 1 LS
5 Grind HMA Pavement – Full Depth

2.4-inches 8,100 SY
6 Grind HMA Pavement – Full Depth

3.5-inches 3,270 SY
6 Adjust Existing Utility Structure to
Grade – Water Valve 15 EA
7 Adjust Existing Utility Structure to
Grade – Survey Monument 8 EA
8 Adjust Existing Utility Structure to
Grade – Storm Drain Manhole 1 EA
9 Adjust Existing Utility Structure to
Grade – Sewer Manhole 6 EA
10 Adjust Existing Utility Structure to
Grade – Sewer Cleanout 4 EA
11 Remove Unsuitable Material –
Roadway Section 40 CY
12 Hot Mix Asphalt (Type A) – ½-
inch Mix 1,620 TON
13 Hot Mix Asphalt (Type A) – ¾-
inch Mix 400 TON
14 Remove and Replace Speed Hump 2 EA
14 Pavement Markings 1,300 SF
15 Pavement Markers (Two-Way Blue
Retroreflective) 4 EA
TOTAL BASE BID $
Agenda Item #7.6:

Proposal (Continued)
Page II-2 FEBRUARY 2026
_________________________________ _______________________________ Signature of Bidder Name of Company

BIDDER MUST SIGN THIS PAGE
Agenda Item #7.6:

Proposal (Continued)
Page II-3 FEBRUARY 2026
The unit price for each Bid Item must be filled in and completed. Excepting lump sum Bid Items, if the unit price for any Bid Item is left blank, the bid shall be deemed non-responsive. If there are any discrepancies between the unit price and total amounts, the unit price shall govern.

The unit prices shall include all labor, materials, overhead, profit, insurance, cost, expense or thing necessary for the Bidder to satisfactorily complete the finished work of the several kinds called for.

The undersigned agrees, if this Proposal is accepted, to commence said work and to diligently prosecute the same to completion within the time limits and liquidated damages dollar sum prescribed in Part IV Special Provisions.

It is further understood and agreed that the City reserves the right to reject any and all proposals and to waive any informalities in the bidding; and that no verbal agreement or conversation with any officer, agent or employee of the City either before or after the execution of the Contract, shall affect or modify any of the terms or obligations of this Proposal.

The undersigned certifies that the contractor and its subcontractors are properly licensed and registered in accordance with the laws of the State of California. The attached list shows each of the subcontractors who will perform work under the contract, subject to the approval of the City, in excess of 1/2% of the total bid price.

The undersigned further declares, under penalty of perjury under the laws of the State of California, that the foregoing is true and correct.

PROPOSAL CERTIFICATION
____________________________________ ______________________________ Business Street Address Date
____________________________________ ______________________________ City, State, Zip Bidder’s Name
____________________________________ ______________________________ Telephone Number
____________________________________ ______________________________ State License Number (Exp. Date) Authorized Signature (s) ___________________________________
State Registration Number (Exp. Date)
____________________________________ ______________________________ Primary Class. Supply Class Type of Organization
(Partnership, Individual or Corporation)
____________________________________
Federal I.D. or SS No.
____________________________________ ______________________________ Signature of Bidder Name of Company

BIDDER MUST SIGN THIS PAGE
Agenda Item #7.6:

Proposal (Continued)
Page II-4 FEBRUARY 2026

LIST OF SUBCONTRACTORS
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
In accordance with the provisions of Sections 4104 to 4113, inclusive, of the Public Contract Code of the State of California, each Bidder shall list below the name and location of place of business of each subcontractor who will perform a portion of the contract work in an amount in excess of one-half of one percent of the total contract price.

In each such instance, the nature and exten of the work to be sublet shall be described. The Contractor shall employ no subcontractor on the work who is not duly licensed in accordance with the laws of the State of California.

NAME OF SUBCONTRACTOR ________________________________________________________________ As listed with the Contractors State License Board
Complete address of office, mill or shop (including zip) ________________________________________________ ____________________________________________________________________________________________ State License No. _________________ Class: ______________ Expires: _________________________________ (MM/DD/YY)
State Registration No. _________________ Class: ______________ Expires: ______________________________ (MM/DD/YY)
Description of work to be performed (Also show percent of work to be performed by this subcontractor):
____________________________________________________________________________________________

NAME OF SUBCONTRACTOR ________________________________________________________________ As listed with the Contractors State License Board
Complete address of office, mill or shop (including zip) ________________________________________________ ____________________________________________________________________________________________ State License No. _________________ Class: ______________ Expires: _________________________________ (MM/DD/YY)
State Registration No. _________________ Class: ______________ Expires: ______________________________ (MM/DD/YY)
Description of work to be performed (Also show percent of work to be performed by this subcontractor):
____________________________________________________________________________________________

NAME OF SUBCONTRACTOR ________________________________________________________________ As listed with the Contractors State License Board
Complete address of office, mill or shop (including zip) ________________________________________________ ____________________________________________________________________________________________ State License No. _________________ Class: ______________ Expires: _________________________________ (MM/DD/YY)
State Registration No. _________________ Class: ______________ Expires: ______________________________ (MM/DD/YY)
Description of work to be performed (Also show percent of work to be performed by this subcontractor):
____________________________________________________________________________________________ (Attach additional pages if necessary)
________________________________________________ ___________________________________________ Signature of Bidder Name of Company
Agenda Item #7.6:

Proposal (Continued)
Page II-5 FEBRUARY 2026

BIDDER MUST SIGN THIS PAGE
COMPETENCY OF BIDDERS – PART 1 OF 4

RELEVANT PUBLIC WORKS PROJECTS
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
The Bidder shall furnish a listing of all relevant public works projects worked on by the Bidder over the past three (3) years.

Owner/ Agency/
Customer Project Title Description of Bidder’s Work
Date of
Completion
Original
Contract
Amount
Contact
(Name, Phone,
Email, Address)

*If additional entries are required attach additional sheets as needed.

Agenda Item #7.6:

Proposal (Continued)
Page II-6 FEBRUARY 2026
COMPETENCY OF BIDDERS – PART 2 OF 4
COMPLIANTS AGAINST THE CONTRACTOR’S LICENSE
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
The Bidder shall furnish copies of all complaints made against the Bidder’s Contractor’s license in the past ten (10) years and the resolutions thereof.

If there are no complaints made against the contractor’s license in the past 10 years please check the box and sign here: _____________________________________ Attach copies of each complaint and any exhibits thereto.

Date
Complaint
Made
Party Originating
Complaint Subject of Complaint Resolution

*If additional entries are required attach additional sheets as needed.

Agenda Item #7.6:

Proposal (Continued)
Page II-7 FEBRUARY 2026
COMPETENCY OF BIDDERS – PART 3 OF 4

CLAIMS AND LAWSUITS AGAINST THE BIDDER
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
The Bidder shall furnish copies of all claims presented and lawsuits brought against the Bidder in the past five (5) years regardless of the form, regarding any public works project in which the Bidder has been involved
If there are no claim/lawsuit made against the Bidder in the past 5 years please check the box and sign here: _____________________________________ Attach copies of each claim and/or lawsuit along with any exhibits thereto.

Date
Claim/Lawsuit
Made
Party Originating
Claim/Lawsuit Subject of Claim/Lawsuit Resolution

*If additional entries are required attach additional sheets as needed.

Agenda Item #7.6:

Proposal (Continued)
Page II-8 FEBRUARY 2026
COMPETENCY OF BIDDERS – PART 4 OF 4

VERIFICATION
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
The undersigned declares, under penalty of perjury under the laws of the State of California, that the information provided on Competency of Bidders forms (Part 1, Part 2 and Part 3) and any other statement of financial ability and experience in performing public works projects of the type contemplated herein are all of the information about these matters of which the Bidder (and if the Bidder is an entity, of which the person in the Bidder’s organization with the most knowledge) has knowledge.

Executed on the ___day of _______20__ in the City of _________________, California. ____________________________________ ______________________________ Signature of Bidder Name of Company
Name: _______________________________[printed]

BIDDER MUST SIGN THIS PAGE
Agenda Item #7.6:

Proposal (Continued)
Page II-9 FEBRUARY 2026

NONCOLLUSION AFFIDAVIT

TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
State of California )
County of _________________________ ) ss.
____________________________________ , being first duly sworn, deposes and says that he or she is ____________________________ of __________________________________ the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the Bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.
______________________ _________________________________ Date Authorized Company Representative
(Signature)
(The Noncollusion Affidavit must be signed and notarized by Jurat [attach form])

BIDDER MUST SIGN THIS PAGE
Agenda Item #7.6:

Proposal (Continued)
Page II-10 FEBRUARY 2026

ADDENDUM ACKNOWLEDGEMENT
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
Addendum No. 1
Signature acknowledging receipt: ________________________ Date: __________ Addendum No. 2
Signature acknowledging receipt: ________________________ Date: __________ Addendum No. 3
Signature acknowledging receipt: ________________________ Date: __________

BIDDER MUST SIGN EACH ACKNOWLEDGMENT

OF EACH ADDENDUM ON THIS PAGE
Agenda Item #7.6:

Proposal (Continued)
Page II-11 FEBRUARY 2026

BID BOND
(10%)
KNOW ALL MEN BY THESE PRESENTS, that we, the undersigned ________________________________________________________________ as Principal, and _____________________________________________________ as Surety, are hereby held and firmly bound unto ______________________________________________________________ as owner in the penal sum of ______________________________________________________ for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, our heirs, executors, administrators, successors and assigns. Signed this ______day of ___________________, 2026.

The condition of the above obligation is such that whereas the Principal has submitted to the ______________ City of Sonoma ___________ a certain bid, attached hereto and hereby made a part hereof to enter in a contract in writing for the
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601

NOW, THEREFORE,
(a) If said Bid shall be rejected, or in an alternate,
(b) If said Bid shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said Bid) and shall furnish a bond for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said Bid, then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder, in no event, exceed the penal amount of this obligation as herein stated.

The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its bond shall be in no way impaired or affected by any extension of the time within which the Owner may accept such Bid; and said Surety does hereby waive notice of any such extension.
(Continued on next page)
Agenda Item #7.6:

Proposal (Continued)
Page II-12 FEBRUARY 2026
IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year set forth above. ______________________________
Principal
______________________________
Surety
SEAL By: ______________________________
(Attach Notary Acknowledgements)
Agenda Item #7.6:

PART III -

CONTRACT

REQUIREMENTS
Agenda Item #7.6:

TOC-i FEBRUARY 2026
Table of Contents
PART III – CONTRACT REQUIREMENTS
Return of Bidder’s Securities ............................................................................................... III-1 Contract ................................................................................................................................ III-2 Performance Bond ............................................................................................................... III-6 Labor and Materials Bond ................................................................................................... III-8 Maintenance Bond (1-Year) .............................................................................................. III-10 Guaranty ............................................................................................................................. III-12 Contractor Insurance Requirements for City Projects ....................................................... III-15 Agenda Item #7.6:

Page III-1 FEBRUARY 2026
RETURN OF BIDDER’S SECURITIES

1. Return of Bidder’s Securities
Within 10 days after award of the Contract to the lowest responsible Bidder, the Public Works Director/City Engineer will return the Bidder’s securities, except Bidder’s bonds, accompanying such of the proposals as are not to be further considered in making the award. Retained Bidder’s securities will be held until the Contract has been finally executed, after which all Bidder’s securities, except Bidder’s bonds and any securities which have been forfeited, will be returned to the respective Bidders whose proposals they accompany.

Agenda Item #7.6:

Page III-2 FEBRUARY 2026

CONTRACT
THIS AGREEMENT, made and entered into this ________ day of ______________ 20___, by and between the CITY OF SONOMA, California, a municipal corporation of the General Law Class, herein called the “City,” and ___________________________________ _________________________________________________, herein called the “Contractor.”

1. That for and in consideration of the payments of the price specified in Contractor’s Proposal (included in Part II of the Contract Documents) and agreements hereinafter mentioned, to be made and performed by the City, the Contractor hereby agrees with the City to commence and complete the work described in the Plans, Specifications and Contract Documents for the CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601 (“Project”) including all extra work in connection therewith, under and in accordance with the terms as stated therein, and at the Contractor’s own proper cost and expense to furnish all plant, labor, materials, tools, equipment, superintendence, bonds, insurance, guaranty’s and other accessories and services necessary therefor. Said Plans, Contract Documents, and Specifications, together with the contract bonds, are made a part hereof and together herewith collectively evidence and constitute the contract.

2. The Contractor hereby further agrees to commence work under this Contract and to diligently prosecute the same to completion within the time limits prescribed in Part IV Special Provisions; and further agrees to pay, as liquidated damages, the sum of $3,200.00 for each consecutive calendar day of delay in completing said work or any portion thereof in excess of said time limits and any authorized time extensions.

3. Upon execution of this Contract, Contractor shall also execute and deliver to the City a Guaranty in the form attached hereto as Exhibit D which is incorporated by this reference.

4. The City hereby agrees with the Contractor to retain, and does hereby retain, the Contractor for the performance of the Contract according to the terms and conditions herein contained and referred to, and further agrees to pay the Contractor for the performance of the Contract in accordance with the prices set forth in the Contractor’s proposal, a copy of which is incorporated herein, subject to additions and deductions as provided in the Contract Documents and Specifications and to make payments on a monthly basis as provided in the Special Provisions.

5. Indemnification – City of Sonoma: To the fullest extent allowed by law, Contractor shall defend, indemnify and hold harmless the City of Sonoma and its elected and appointed officials, and employees and agents, from all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney’s fees and other defense costs, resulting from injury to or death sustained by any person (including Contractor’s employees), or damage to property of any kind, or any other injury or damage whatsoever, which injury, death or damage arises out of or is in any way connected with the performance of the work, regardless of the Contractor’s fault or negligence, including any of the same resulting from the City’s alleged or actual negligent act or omission, or its agents, contractors or employees; except that said indemnity shall not be applicable to injury, death or damage to property arising from the sole or active negligence or willful misconduct of City, its officers, agents, or servants who are directly responsible to City. This indemnification shall extend to Agenda Item #7.6:

Page III-3 FEBRUARY 2026
claims asserted after termination of the Contract for whatever reason. This indemnification shall survive termination of this Contract for whatever reason.

This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under workers’ compensation acts, disability benefit acts, or other employment benefit acts. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under any insurance policy covering Contractor’s performance under this Contract. Contractor shall be liable to City for any loss or damage to City property arising from or in connection with Contractor’s performance hereunder. City may deduct any costs and expenses incurred pursuant to this Section from payments due or which may become due Contractor.

Contractor shall comply with all federal, state and local regulations and laws pertaining to hazardous materials or hazardous substances as those terms are defined by any such law or regulation. Contractor shall indemnify, hold harmless, release and defend City, its officers, employees and agents from and against any and all actions, claims, demands, damages, disabilities, losses, costs of clean-up, administrative penalties, remediation and/or expenses, including attorney’s fees and other defense costs or liabilities of any nature that may be asserted by any person or entity including Contractor arising out of or in any way connected with Contractor’s failure to comply with said hazardous substance and/or hazardous materials laws and regulations.

6. Contractor further agrees to be bound by and comply with all of the provisions of the Labor Code of the State of California in the performance of all work under this Contract. a. Pursuant to Labor Code Section 1771.1, a contractor or subcontractor shall not be qualified to bid on, be listed in the bid Proposal Forms, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of the Contract for this Project unless currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5. It is not a violation of Section 1771.1 nor of this Contract for an unregistered contractor to submit a bid for this Project that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform the work pursuant to Labor Code Section 1725.5 at the time the contract is awarded.
b. A bid shall not be accepted nor any contract or subcontract entered into without proof of the contractor or subcontractor's current registration to perform public work pursuant to Labor Code Section 1725.5.
c. This Project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
d. Pursuant to Labor Code Section 1771, not less than the general prevailing rate of per diem wages for work of a similar character in the county in which this Project is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed as provided under the Cal. Labor Code, shall be paid to all workers employed on this Project.
e. In accordance with Labor Code sec. 1860, the Contractor shall be required to secure the payment of compensation to its employees.

Agenda Item #7.6:

Page III-4 FEBRUARY 2026
f. The Contractor hereby certifies that s/he/it is aware of and will comply with the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for workmen’s compensation or to undertake self-insurance before commencing any of the work.

7. Contractor shall comply with all applicable federal, state and local laws, rules and regulations in regard to nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition or disability.

8. Contractor agrees to comply with Public Contracts Code Section 7104, which requires notification to City of any hazardous waste or other unusual conditions.

9. Contract Bonds
a. Before execution of the Contract by the City, the Contractor shall file with the City surety bonds satisfactory to the City Council in the amounts and for the purposes noted below. Bonds shall be duly executed by a responsible corporate surety, authorized to issue such bonds in the State of California and secured through an authorized agent with an office in California. The Contractor shall pay all bond premiums, costs, and incidentals.
b. Each bond shall be signed by both the Contractor and surety and the signature of the authorized agent of both parties shall be notarized. Attorneys-in-fact who sign bonds must file with each bond a certified and effectively dated copy of their power of attorney.
c. The “Faithful Performance Bond” shall be for 100% of the contract price to guarantee faithful performance of all work, within the time prescribed, in a manner satisfactory to the City, and that all materials and workmanship will be free from original or developed defects. Said bond shall be in the form attached hereto as Exhibit A and incorporated herein by this reference.
d. The Contractor shall provide two good and sufficient surety bonds. The “Material and Labor Bond” shall be for 100% of the contract price, to satisfy claims of material suppliers and of mechanics and laborers employed on the work. The bond shall be maintained by the Contractor in full force and effect until the completed work is accepted by the City and until all claims for materials and labor are paid, and shall other-wise comply with the Government Code. Said bond shall be in the form attached hereto as Exhibit B and incorporated herein by this reference. e. The surety for such security shall be currently admitted to transact surety insurance by the California Department of Insurance and shall carry a Best’s rating of no less than A-V.
f. Should any bond become insufficient, the Contractor shall renew the bond within ten (10) days after receiving notice from the City.
g. Should any Surety at any time be unsatisfactory to the City Council, notice will be given the Contractor to that effect. No further payments shall be deemed due or will be made under the Contract by the City until a new Surety shall qualify and be accepted by the City Engineer.

Agenda Item #7.6:

Page III-5 FEBRUARY 2026
h. Changes in the work, or extensions of time, made pursuant to the Contract, shall in no way release the Contractor or Surety from their obligations. Notice of such changes or extensions shall be waived by the Surety.
i. The "Maintenance Bond" shall be for 10% of the Final Contract price at the Project completion, in accordance with Part IV, Section 6.16 of these Specifications. Said bond shall be in the form attached hereto as Exhibit C and incorporated herein by this reference.

10. Insurance. The Contractor shall obtain insurance acceptable to City of Sonoma from a company or companies acceptable to the City. The nature and amounts of insurance which the Contractor must furnish are set forth in Exhibit E attached hereto and incorporated by this reference. The required documentation of such insurance (in the forms attached hereto as Exhibits F and incorporated by this reference) shall be furnished to the City at the time Contractor returns the executed contract and within 10 days after the Contractor has received the Notice of Award and prior to the City executing the Contract and issuing a Notice to Proceed. The Contractor shall not commence work nor shall s/he/it allow his/her/its employees or subcontractors or anyone to commence work until all insurance required hereunder has been submitted and approved by the City and a Notice to Proceed has been issued by the City.

11. Contract Documents Defined. “Contract Documents” shall mean and include the Contract (as defined in Part IV “Special Provisions”), Part 1 “Bidding & Proposal Requirements,” Part II “Proposal Forms,” Part III “Contract Requirements,” Part IV “Special Provisions,” all documents and provisions included in said Parts I – IV, Special Provisions, Part V “Technical Specifications,” Standard Specifications to the extent not addressed in the Special Provisions, Plans, Figures, and all exhibits thereto.

IN WITNESS WHEREOF, the City and the Contractor have executed this Contract in three counterparts, each of which shall be deemed an original, on the date first above written.

FOR THE CITY: FOR THE CONTRACTOR:

BY _______________________________ BY _____________________________ CITY MANAGER Name:

Title:

ATTEST _______________________________ BY _____________________________ CITY CLERK Name:

Title:

Agenda Item #7.6:

Page III-6 FEBRUARY 2026
(On Surety Letterhead)

PERFORMANCE BOND
(100%)
WHEREAS, the City of Sonoma, (hereinafter designated as “City”), State of California, and__________________________, (hereinafter designated as “Principal”), have entered into an Agreement whereby Principal agrees to furnish all labor, materials, equipment, tools, transportation, services, appliances, and appurtenances for the work and identified as CIP T5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601, which said agreement and work are referred to and made a part hereof; and
WHEREAS, said Principal is required under the terms of said Agreement to furnish a bond for the faithful performance of said Agreement.

NOW, THEREFORE, we, the Principal, and _________________ as surety, are held and firmly bound unto the City in the penal sum of __________________________ Dollars ($__________________), lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, successors, executors and administrators, jointly and severally, firmly by these presents.

The condition of this obligation is such that if the above bounded principal, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and provisions in the said agreement and any alteration thereof made as therein provided, on his or their part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall indemnify and save harmless City, its officers, agents and employees, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.

As a part of the obligation secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees, including reasonable attorney's fees, incurred by City in successfully enforcing such obligation, all to be taxed as costs and included in any judgment rendered.

The surety hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Agreement or to the work to be performed thereunder or the specifications accompanying the same shall in anyway affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the agreement or to the work or to the specifications.

EXHIBIT A
Agenda Item #7.6:

Page III-7 FEBRUARY 2026
IN WITNESS WHEREOF, this instrument has been duly executed by the Principal and surety above-named, on______________________, 2026. [NOTE: To be signed by Principal
and Surety and acknowledgement and
notarial seal for both attached.]
(SEAL)

__________________________________

PRINCIPAL

By:_______________________________
Name:

Title:

___________________________________
SURETY

By:________________________________
Name:

Title:

I certify under penalty of perjury that Surety is admitted by the Department of Insurance to transact business in the State of California and has a Best’s rating of A-V.

___________________________________
SURETY

By:________________________________
Name:

Title:

NOTE: Attach Notary and Power of Attorney and County Clerk's Certificate of Authority of Admitted Surety Pursuant to 995.648 of Code of Civil Procedures.

EXHIBIT A
Agenda Item #7.6:

Page III-8 FEBRUARY 2026
(On Surety Letterhead)

LABOR AND MATERIALS BOND
(100%)
KNOW ALL PERSONS BY THESE PRESENTS, that the City of Sonoma (“City”) a municipal corporation located in the County of Sonoma, State of California has awarded a contract to and has entered into an agreement with_________________ __________________________________________, hereinafter designated as “Principal” whereby Principal agrees to complete the improvements more particularly described in all documents forming the complete contract entitled, CIP T-5, FRYER CREEK DRIVE,

PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION
PROJECT NO. 2601 which said agreement is hereby referred to and made a part hereof; and
WHEREAS, said Principal is required to furnish a bond in connection and with said contract, provided that if said Principal, or any of his/her/its contractors, shall fail to pay for any materials, provisions, provender or other supplies or teams used in, upon, for or about the performance of the work contracted to be done, or for any work or labor done thereon of any kind, the Surety of this bond will pay the same to the extent hereinafter set forth.

NOW, THEREFORE, we the Principal and ________________________, as surety, are held and firmly bound unto the City of Sonoma in the penal sum of $_______________ lawful money of the United States, being not less than one hundred (100%) percent of the estimated contract cost of the work, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators and successors, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION IS SUCH that if said Principal, his/her/its heirs, executors, administrators, successors or assigns, or its subcontractors, shall fail to pay any of the persons named in Section 3181 of the Civil Code, or to pay for any materials, provisions, provender, or other supplies or teams used in, upon, for or about the performance of the work contracted to be done, or for any work or labor thereon of any kind or for amounts due under the Unemployment Insurance Code with respect to such work or labor, then said Surety will pay the same in or to an amount not exceeding the amount hereinabove set forth, and also will pay in case suit is brought upon this bond a reasonable attorney's fee in such suit, which fee shall be fixed by the Court.

AS FURTHER TERMS OF THIS BOND, IT IS UNDERSTOOD AS FOLLOWS:

1. This bond and all its provisions shall inure to the benefit of and all persons named in Section 3181 of the Civil Code so as to give a right of action to such persons or their assigns in any suit brought upon this bond.

EXHIBIT B
Agenda Item #7.6:

Page III-9 FEBRUARY 2026

2. This bond is given to comply with the provisions of Chapter 7, Part 4, Division 3, of the Civil Code. The liability of the Principal and Surety hereunder is governed by the provisions of said Chapter, all acts amendatory thereof, and all other statues referred to therein.

And the said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the contract or to the work to be performed thereunder or the specifications accompanying the same shall in any ways affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of this contract or to the work or to the specifications.

IN WITNESS WHEREOF, the above bound parties have executed this instrument under their seals this ___________ day of_________________, 20____, the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to authority of its governing body. [NOTE: To be signed by Principal and Surety and acknowledgement and notarial seal attached.]
(SEAL)
___________________________________________________

PRINCIPAL
By:_______________________________
Name:

Title:
____________________________________________________
SURETY

By:________________________________
Name:

Title:

I certify under penalty of perjury that Surety is admitted by the Department of Insurance to transact business in the State of California and has a Best's rating of_____________. _____________________________________________________
SURETY
By:_________________________________
Name:

Title:

NOTE: Attach Notary and Power of Attorney and County Clerk's Certificate of Authority of Admitted Surety Pursuant to 995.648 of Code of Civil Procedures.

EXHIBIT B
Agenda Item #7.6:

Page III-10 FEBRUARY 2026
MAINTENANCE BOND (1-YEAR)
(10%)
KNOW ALL PERSONS BY THESE PRESENTS, that the City of Sonoma hereinafter designated as "City"), a municipal corporation located in the County of Sonoma, State of California, and ____________________(hereinafter designated as "Principal") entered into a contract on the _____ day of ___________________, 20__, whereby Principal agreed to complete the improvements more particularly described in all documents forming the complete contract entitled CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601, which said contract is hereby referred to and made a part hereof; and WHEREAS, said Principal is required under the terms of said contract to furnish a bond conditioned to guarantee the maintenance of those improvements ("said improvements") for a period of ______ year(s) from the date of acceptance of said improvements by the City, against all defects in workmanship and materials which may become apparent during said period.

NOW, THEREFORE, we, the Principal and_________________________________, as Surety, are held and firmly bound unto the City in the penal sum of______________________, Dollars (_____________) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, successors, executors and administrators, jointly and severally, firmly by these presents. This penal sum shall not be less than ten percent of the contract amount, meaning the entire amount paid by the City to the Contractor (Principal), including but not limited to the contract bid amount awarded and any change orders.

THE CONDITION of this obligation is such that if the said Principal shall faithfully carry out and perform said guaranty in accordance with the terms of said specifications and shall, on due notice, promptly repair and make good at its own expense all defects of material or workmanship in the said work which may develop or become apparent during the ___ year period beginning from the effective date of City acceptance of said improvements by the City Council, or shall pay over, make good and reimburse to the City all loss and damage which the City may sustain by reason of failure or defect of said Principal so to do, and shall indemnify and save harmless the City, its officers, agents and employees, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.

AS PART OF THE OBLIGATION secured hereby and in addition to the face amount specified therefore, there shall be included costs and reasonable expenses and fees, including reasonable attorney's fees, incurred by City in successfully enforcing such obligation, all to be taxed as costs and included in any judgment rendered.

EXHIBIT C
Agenda Item #7.6:

Page III-11 FEBRUARY 2026
THE SURETY HEREBY STIPULATES AND AGREES that no change, extension of time, alteration or addition to the terms of the contract or the work to be performed thereunder of the specifications accompanying the same shall in any way effect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the contract or to the work or to the specifications.

IN WITNESS WHEREOF, the above bounden parties have executed this instrument under their seals this _____ day of __________, 20__, the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to authority of its governing body.

NOTE: To be signed by Principal and
Surety and acknowledgment and notarial
seal attached.
[Attach Notary Acknowledgment]
_________________________
_________________________
_________________________
_________________________
Principal
By ______________________
[Attach Notary Acknowledgment]
_________________________
Surety
__________________________
__________________________
Address of Surety
___________________________

EXHIBIT C
Agenda Item #7.6:

Page III-12 FEBRUARY 2026

GUARANTY
(This guaranty shall be executed by the successful Bidder prior to the time the contract is executed.) To the City of Sonoma for construction of
CIP T-5, FRYER CREEK DRIVE, PICKETT STREET AND NASH STREET PAVEMENT REHABILITATION PROJECT NO. 2601
The undersigned guarantees all construction performed on this project and also guarantees all material and equipment incorporated therein.

Contractor hereby grants to City for a period of one (1) year following the date of Final Completion of the Work, its unconditional warranty of the quality and adequacy of all of the Work including, without limitation, all labor, materials and equipment provided by Contractor and its Subcontractors of all tiers in connection with the Work.

Neither final payment nor use or occupancy of the Work performed by the Contractor shall constitute an acceptance of work not done in accordance with this Agreement or relieve Contractor of liability in respect to any express warranties or responsibilities for faulty materials or workmanship.

Contractor shall remedy any defects in the Work and pay for any damage resulting therefrom which shall appear within one (1) year, or longer if specified, from the date of Final Completion.

Should any of the materials or equipment prove defective or should the Work as a whole prove defective, due to faulty workmanship, material furnished or methods or installation, or should the Work or any part thereof fail to operate properly as originally intended and in accordance with the Contract Documents due to any of the above causes within one (1) year after date of Final Completion, the Contractor shall:
(1) reimburse the City, upon demand, for its expenses incurred in restoring said Work to the condition contemplated in the Contract Documents, including the cost of any such equipment or materials replaced and the cost of removing and replacing any other work necessary to make such replacement or repairs, or
(2) upon demand by the City, replace any such material and to immediately repair said Work completely without cost to the City so that said Work will function successfully as originally contemplated.

Inspection of the work shall not relieve the Contractor of any of its obligations under the Contract Documents. Even though equipment, materials, or work required to be provided under the Contract Documents have been inspected, accepted, and estimated for payment, the Contractor shall, at its own expense, replace or repair any such equipment, material, or work found to be defective or otherwise not to comply with the requirements of the Contract Documents up to the end of the guaranty period.

EXHIBIT D
Agenda Item #7.6:

Page III-13 FEBRUARY 2026
The City shall have the unqualified option to make any needed replacement or repairs itself or to have such replacements or repairs done by the Contractor. In the event the City elects to have said work performed by the Contractor, the Contractor shall make such repairs within a reasonable period of time after the receipt of demand from the City; provided, however that in no event shall such period exceed twenty-five (25) days.

Signature of Contractor Date
Name:

Title:

EXHIBIT D
Agenda Item #7.6:

Page III-14 FEBRUARY 2026
Agenda Item #7.6:

Page III-15 FEBRUARY 2026

EXHIBIT E

CONTRACTOR INSURANCE REQUIREMENTS FOR CITY PROJECTS
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors.

1.1 Minimum Scope of Insurance
Coverage shall be at least as broad as:
a) Insurance Services Office Commercial General Liability coverage (occurrence form CG 00 01).
b) Insurance Services Office form number CA 0001 covering Automobile Liability, Code 1 (any auto).
c) Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.
d) Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subsection (b) of Section 2782 of the Civil Code.

1.2 Minimum Limits of Insurance
Contractor shall maintain limits no less than:
a) General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
b) Automobile Liability: $1,000,000 per accident for bodily injury and property damage. c) Employer’s Liability: $1,000,000 per accident for bodily injury or disease. d) Pollution liability: $180,000

1.3 Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.

Agenda Item #7.6:

Page III-16 FEBRUARY 2026

EXHIBIT E

1.4 Other Insurance Provisions
The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:
a) The City, its officers, officials, employees, and volunteers are to be covered as additional insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor: and with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with your work or operations. General liability coverage shall be provided in the form of an endorsement to the Contractor’s insurance or as a separate Owner’s policy.
b) For any claims related to this project, the Contractor’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it. c) Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after ten (10) days’ prior written notice given to the City.
d) Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subdivision (b) of Section 2782 of the Civil Code.

1.5 Waiver of Subrogation
The Contractor's workers’ compensation policy and general liability policy shall be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses paid under the terms of these policies which arise from the work performed by or on behalf of the named insured for the City.

1.6 Acceptability of Insurers
Insurance is to be placed with insurers either admitted to conduct insurance business in California and with a current A. M. Best rating of no less than A: VII or other (non-California admitted) insurance business with a current A.M. Best rating of no less than A+:X.

1.7 Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time.

Agenda Item #7.6:

Page III-17 FEBRUARY 2026

EXHIBIT E

1.8 Subcontractors
Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

1.9 Material Breach
If Contractor, for any reason, fails to maintain any of the insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of this Agreement. City, at its sole option, may terminate this Agreement and obtain damages from Contractor resulting from said breach. Alternatively, City may purchase such required insurance coverage, and without further notice to Contractor, City may deduct from sums due to Contractor any premium costs advanced by City for such insurance. These remedies shall be in addition to any other remedies available to City.

Agenda Item #7.6:

Page III-18 FEBRUARY 2026

EXHIBIT E
Agenda Item #7.6:

Page III-19 FEBRUARY 2026

EXHIBIT F
Agenda Item #7.6:

Page III-20 FEBRUARY 2026

EXHIBIT F
Agenda Item #7.6:

PART IV -

SPECIAL

PROVISIONS
Agenda Item #7.6:

TOC-i FEBRUARY 2026
Table of Contents
PART IV – SPECIAL PROVISIONS
Section 1 Standard Specifications Adoption and Definitions .................................................. IV-1 Section 2 Precedence of Plans, Specifications and Contract Documents ............................... IV-3 Section 3 Scope of Work ......................................................................................................... IV-4

3.01 Work to be Done .......................................................................................................... IV-4

3.02 Changes in Work and Extra Work ................................................................................ IV-4

3.03 Cleaning Up .................................................................................................................. IV-4 Section 4 Control of Work ....................................................................................................... IV-5

4.01 Authority of the Engineer ............................................................................................. IV-5

4.02 Conformity with Contract Documents and Allowable Deviations ............................... IV-5

4.03 Coordination of Specifications ..................................................................................... IV-5

4.04 Interpretation of Specifications .................................................................................... IV-5

4.05 Order of Work .............................................................................................................. IV-5

4.06 Specifications on Job Site ............................................................................................. IV-5

4.07 Superintendent .............................................................................................................. IV-5

4.08 Inspection ..................................................................................................................... IV-6

4.09 Removal of Defective and Unauthorized Work ........................................................... IV-6

4.10 Final Inspection ............................................................................................................ IV-7 Section 5 Control of Materials ................................................................................................. IV-8

5.01 Source of Supply and Quality of Materials .................................................................. IV-8

5.02 Samples and Tests ........................................................................................................ IV-8

5.03 Defective Materials ...................................................................................................... IV-8

5.04 City-furnished Materials ............................................................................................... IV-8

5.05 Trade Names and Alternatives ..................................................................................... IV-8 Section 6 Legal Relations and Responsibilities ..................................................................... IV-10

6.01 Laws to be Observed .................................................................................................. IV-10

6.02 Labor Discrimination .................................................................................................. IV-10

6.03 Permits and Licenses .................................................................................................. IV-10

6.04 Contractor’s Licensing Laws ...................................................................................... IV-10

6.05 Patents ......................................................................................................................... IV-10

6.06 Safety Provisions ........................................................................................................ IV-10

6.07 Payroll Records and Employment of Apprentices ..................................................... IV-10

6.08 Public Convenience and Safety .................................................................................. IV-11

6.09 Preservation of Property ............................................................................................. IV-11

6.10 Responsibility for Damage ......................................................................................... IV-12

6.11 Contractor’s Responsibility for Work ........................................................................ IV-12

6.12 No Personal Liability .................................................................................................. IV-12

6.13 Responsibility of City ................................................................................................. IV-12

6.14 Public Liability and Property Damage Insurance ....................................................... IV-12

6.15 Workers’ Compensation Insurance ............................................................................ IV-12

6.16 General Warranty ....................................................................................................... IV-12

6.17 Cooperation ................................................................................................................ IV-13

6.18 Working Hours ........................................................................................................... IV-13

6.19 Prevailing Wages ........................................................................................................ IV-14 Section 7 Prosecution and Progress ....................................................................................... IV-15

7.01 Subcontracting ............................................................................................................ IV-15 Agenda Item #7.6:

TOC-ii FEBRUARY 2026

7.02 Assignment ................................................................................................................. IV-15

7.03 Beginning of Work ..................................................................................................... IV-15

7.04 Construction Schedule ................................................................................................ IV-15

7.05 Character of Workmen ............................................................................................... IV-16

7.06 Temporary Suspension of Work ................................................................................. IV-16

7.07 Time of Completion and Liquidated Damages .......................................................... IV-17

7.08 Default by Contractor ................................................................................................. IV-18

7.09 Termination of Contract ............................................................................................. IV-18

7.10 Right of Way .............................................................................................................. IV-19 Section 8 Changes in Work.................................................................................................... IV-20

8.01 Changes Requested by the Contractor ........................................................................ IV-20

8.02 Changes Initiated by the City ..................................................................................... IV-20 Section 9 Extra Work ............................................................................................................. IV-21

9.01 General ....................................................................................................................... IV-21

9.02 Payment ...................................................................................................................... IV-21 Section 10 Differing Site Conditions ..................................................................................... IV-22

10.01 Disputed Work .......................................................................................................... IV-22 Section 11 Final Acceptance of the Work ............................................................................. IV-23 Section 12 Measurement and Payment .................................................................................. IV-24

12.01 Measurement ............................................................................................................ IV-24

12.02 Payment .................................................................................................................... IV-24

12.03 Payment Withholds .................................................................................................. IV-26 Section 13 Timing of payment ............................................................................................... IV-27

13.01 Timing of Payment ................................................................................................... IV-27 Section 14 Proposal Requirements and Conditions ............................................................... IV-28

14.01 State Standard Specifications and Plans ................................................................ IV-28

14.02 Plans ....................................................................................................................... IV-28 Agenda Item #7.6:

Page IV-1 FEBRUARY 2026
SECTION 1 STANDARD SPECIFICATIONS ADOPTION AND DEFINITIONS Except as may otherwise be provided in these Special Provisions, the publication entitled “State of California, Department of Transportation, Standard Specifications, 2018,” as amended, is hereby adopted and incorporated herein by reference insofar as the same may apply, which publication is hereinafter referred to as the Standard Specifications.

Whenever used in the Standard Specifications or in these Special Provisions, the following terms shall have the primary meanings given herein:

City – The City of Sonoma, located in the County of Sonoma within the State of California.

City Engineer or Engineer – Public Works Director/City Engineer of the City of Sonoma, acting either directly or through properly authorized agents, such agents acting within the scope of the particular duties entrusted to them.

City Standard Plans and Specifications – City of Sonoma Standard Plans document, dated 2015.

Contract - The written agreement under which Contractor agrees to perform the work including, but not limited to, the Contract Documents, Specifications, Bonds, Supplemental Agreements between the Contractor and the City, and approved change orders.

Director - Director of Public Works of the City of Sonoma, California.

Highway - The term highway shall include streets.

Laboratory - Any laboratory designated by the City Engineer to test materials and work involved in the Contract.

Plans - All maps and other drawings, including standard plans or drawings, together with all printed or written explanatory matter thereof, as listed in the Special Provisions. Located in Appendix A.

Public Enemy – the government of a foreign country at war with the United States of America.

His – The pronoun “his” shall include and be deemed to refer to “her” and “its.” The pronoun “him” shall include and be deemed to refer to “her.” The pronoun “he” shall include and be deemed to refer to “her” and “it.”
Reference Specifications – documented requirements to be satisfied by a material, design, product or service referred to particular documents and/or particular information within a reference document, as defined in specific technical specifications sections.

SCWA or Sonoma Water – Sonoma County Water Agency
Site – Project limits as identified in the plans and included all staging and/or storage areas required to complete the project construction.

Special Provisions - The Special Provisions included herein.

Specifications - Standard Specifications, Special Provisions, Technical Specifications, Reference Specifications and any specifications in change order or supplemental agreements between the Contractor and the City.

Standard Plans and Specifications – State of California, California State Transportation Agency, Department of Transportation, “Standard Specifications.” 2018 edition, including “Revised Standard Specifications” and “Revised Standard Plans” dated October 15, 2018.

State, Department or Department of Transportation - The City of Sonoma, California. Other terms defined in the Standard Specifications shall have the intent and meaning specified therein.

Technical Specifications – Part V of the Contract Documents.

Agenda Item #7.6:

Page IV-2 FEBRUARY 2026
Traffic – The movement of motorized vehicles, non-motorized vehicles, bicycles and pedestrians through an area or along a route. Areas include public streets, parking lots, sidewalks, and pathways.

Working Day – Working days shall be as defined in Section 1-1.07 of the Standard Specifications and will be counted beginning with the day the Contractor begins work or with the tenth day after the day authorized in the Notice to Proceed, whichever shall occur first.

Working Hours – The limits of allowable working hours shall be as defined in Part IV Section

6.18 of these Special Provisions.

Agenda Item #7.6:

Page IV-3 FEBRUARY 2026
SECTION 2 PRECEDENCE OF PLANS, SPECIFICATIONS

AND CONTRACT DOCUMENTS
If there are conflicting requirements or provisions in the Plans or Specifications, the requirement or provision first in precedence shall control. The precedence shall be determined as follows:

First: Permits from other agencies as may be required by law or the Special Provisions.

Second: Technical Specifications
Third: Special Provisions
Fourth: City Standard Plans and Specifications
Fifth: Standard Plans and Specifications
Sixth: Reference specifications as specified in the Special Provisions.

Seventh: Other reference specifications as specified in the Standard Specifications.

Agenda Item #7.6:

Page IV-4 FEBRUARY 2026
SECTION 3 SCOPE OF WORK

3.01 Work to be Done
Except as may otherwise be provided in Part V Technical Specifications, the work to be done shall consist of furnishing all plant, labor, materials, tools, equipment and incidentals necessary to complete all the work provided for in the Specifications and Contract Documents, and to leave the grounds in a neat condition in accordance with Section 3.03, below.

3.02 Changes in Work and Extra Work
Changes in Work and Extra Work shall be in accordance with the provisions of Part IV, Sections 8 and 9 of these Special Provisions.

3.03 Cleaning Up
The Contractor shall not allow the site of the work to become littered with trash and waste material, but shall maintain the same in a neat and orderly condition throughout the construction period.

Upon completion and before making application for final acceptance of work, the Contractor shall clean the street or road, borrow pits, storage sites and all ground occupied by him in connection with the work of all rubbish, excess materials, temporary structures, and equipment; and all parts of the work shall be left in a neat and presentable condition, acceptable to the City Engineer.

Agenda Item #7.6:

Page IV-5 FEBRUARY 2026
SECTION 4 CONTROL OF WORK

4.01 Authority of the Engineer
The Engineer shall decide any and all questions which may arise as to the quality or acceptability of material furnished and work performed, and as to the manner of performance and rate of progress of the work all questions which arise as to the interpretation of the Specifications; all questions as to the acceptable fulfillment of the contract on the part of the Contractor; and all questions as to claims and compensation.

The Engineer’s decision shall be final, and s/he shall have executive authority to enforce and make effective such decisions and orders as the Contractor fails to carry out promptly.

4.02 Conformity with Contract Documents and Allowable Deviations Work and materials shall conform to the lines, grades, cross sections, dimensions, and material requirements, including tolerances, indicated in the Specifications.

Deviations from the approved Specifications, as may be required by the urgencies of constructions, will be determined in all cases by the City Engineer and authorized in writing.

4.03 Coordination of Specifications
The Specifications including all supplementary documents are essential parts of the Contract, and a requirement occurring in one is as binding as though occurring in all. They are intended to be cooperative, to describe, and to provide for a complete work.

4.04 Interpretation of Specifications
Should it appear that the work to be done, or any matter relative thereto, is not sufficiently detailed or explained in the Specifications, the Contractor shall apply to the Engineer for such further explanations as may be necessary, and shall conform to such explanation or interpretation as part of the Contract so far as may be consistent with the intent of the original Specifications. In the event of doubt or question relative to the true meaning of the Contract Documents, reference shall be made to the Engineer, whose decision thereon shall be final.

In the event of any discrepancy between any drawings and the specifications written thereon, the specifications shall be taken as correct.

4.05 Order of Work
When required by the Special Provisions, the Contractor shall follow the sequence of operations as set forth therein.

4.06 Specifications on Job Site
A complete, approved set of Specifications and change orders shall be kept on the job site and available at all times. Non-availability shall be deemed a cause for temporary suspension of work.

4.07 Superintendent
The Contractor shall designate in writing before starting work an authorized representative who shall have the authority to represent and act for the Contractor. The Contractor’s superintendent shall be approved by the City and at the sole discretion of the City prior to commencement of work.

During the course of work, the City has the right to demand a replacement superintendent due to incompetence or non-performance issues. Any replacement superintendent shall require the approval of the City. Failure to attain approval will subject the Contractor to withholding of payment provisions under Section 9-1.16E, “Withholds,” of the Standard Specifications.

Agenda Item #7.6:

Page IV-6 FEBRUARY 2026
Said authorized representative shall be present at the site of the work at all times while work is actually in progress on the Contract. When work is not in progress and during periods when work is suspended, arrangements acceptable to the Engineer shall be made for any emergency work which may be required.

Whenever the Contractor or his authorized representative is not present on any particular part of the work where it may be desired to give direction, orders will be given by the Engineer, which shall be received and obeyed by the superintendent or foreman who may have charge of the particular work in reference to which the orders are given. Any order given by the Engineer, not otherwise required by the Specifications to be in writing, will, on request of the Contractor, be given or confirmed by the Engineer in writing.

4.08 Inspection
The Engineer shall designate in writing before start of work an authorized representative who shall have the authority to represent and act for the Engineer.

The Engineer shall at all times have access to the work during its construction, and shall be furnished with every reasonable facility for ascertaining that the materials and the workmanship are in accordance with the requirements and intentions of the Specifications. All work done and all materials furnished shall be subject to his inspection.

Whenever the Contractor varies the period during which work is carried on each day, he shall give due notice to the City Engineer so that proper inspection may be provided.

The inspection of work or materials shall not relieve the Contractor of any of his obligations to fulfill his contract as prescribed. Work and materials not meeting such requirements shall be made good, and unsuitable work or materials may be rejected, notwithstanding that such work or materials have been previously inspected by the Engineer or that payment therefore has been included in a progress estimate.

Portions of the work done under a Sonoma County or State of California encroachment permit shall be subject to County or State inspection as the case may be.

4.09 Removal of Defective and Unauthorized Work
All work which is defective in its construction or deficient in any of the requirements of these Specifications shall be corrected, or removed and replaced by the Contractor in an acceptable manner, and no compensation will be allowed for such correction.

If required by the Engineer, the Contractor shall promptly either correct all Defective Work, whether or not fabricated, installed, or completed, or if the work has been rejected by the Engineer, remove it from the Site and replace it with non-defective work. The Contractor shall bear all direct, indirect, and consequential costs and damages of such correction or removal, including but not limited to fees and charges of engineers, architect, attorneys, and other professionals made necessary thereby.

If, instead of requiring correction or removal and replacement of defective work, the City prefers to accept the defective work, the City may do so. The Contractor shall bear all direct, indirect, and consequential costs attributable to the City’s evaluation of and determination to accept such defective work. If any such acceptance occurs prior to final payment, a Change Order will be issued incorporating the necessary revisions in the Contract Documents with respect to the work and the City shall be entitled to an appropriate decrease in the contract price.

If the Contractor fails within a reasonable time after written notice from the Engineer to correct defective work, or to remove and replace defective work as required by the Engineer or if the Contractor fails to perform the work in accordance with the Contract Documents, or if the Agenda Item #7.6:

Page IV-7 FEBRUARY 2026
Contractor fails to comply with any other provision of the Contract Documents, the City may, after seven days written notice to the Contractor, correct and remedy any such deficiency.

In exercising the rights and remedies under this Section, the City shall proceed with corrective and remedial action. In connection with such corrective and remedial action, the City may exclude the Contractor from all or part of the Site, take possession of all or part of the work, and suspend the Contractor’s services related thereto and incorporate in the work all materials and equipment for which the City has paid the Contractor whether stored at the Site or elsewhere. The Contractor shall provide the City and its Engineer, access to the Site to enable City to exercise the rights and remedies under this Section.

All direct, indirect, and consequential cost and damages incurred by the City in exercising the rights and remedies under this Section will be charged against the Contractor and a Change Order will be issued incorporating the necessary revisions in the Contract Documents with respect to the work; and the City shall be entitled to an appropriate decrease in the contract price. If the parties are unable to agree as to the amount of the adjustment, the City may make a claim therefore provided in Part IV, Section 10 Such claim will include, but not be limited to, all costs of repair or replacement of work of others, destroyed or damaged by correction, removal, or replacement of Contractor’s defective work and all direct, indirect, and consequential damages associated herewith.

The Contractor shall not be allowed to an extension of Contract Times (or Milestone) because of any delay in the performance of the work attributable to the exercise by the City of City’s rights and remedies under this Section.

4.10 Final Inspection
Whenever the work provided and contemplated by the Contract shall have been satisfactorily completed and the final cleaning up performed, and the Engineer notified in writing, the Engineer or designee will make the final inspection.

Agenda Item #7.6:

Page IV-8 FEBRUARY 2026
SECTION 5 CONTROL OF MATERIALS

5.01 Source of Supply and Quality of Materials
The Contractor shall furnish all materials required to complete the work, except materials that are designated in the Specifications to be furnished by the City. Only materials conforming to the requirements of the Specifications shall be incorporated in the work.

The materials furnished and used shall be new, except as may be provided elsewhere in these Specifications. The materials shall be manufactured, handled, and used in a workmanlike manner to insure completed work in accordance with the Specifications. Manufacturers’ warranties, guarantees, instruction sheets and parts lists, which are furnished with certain articles or materials incorporated in the work, shall be delivered to the Engineer before commencement of the work.

5.02 Samples and Tests
At the option of the Engineer, the source of supply of each material shall be approved by the Engineer before delivery is started and before such material is used in the work. Representative preliminary samples of the character and quality prescribed shall be submitted by the Contractor or producer of all materials to be used in the work for testing or examination as desired by the Engineer.

All tests of material furnished by the Contractor shall be made in accordance with commonly recognized standards of national organizations and such special methods and tests as are prescribed in these Specifications.

The Contractor shall furnish such samples of materials as are requested by the Engineer, without charge. No material shall be used until it has been approved by the Engineer. Samples will be secured and tested whenever necessary to determine the quality of material.

5.03 Defective Materials
All materials not conforming to the requirements of these Specifications shall be considered as defective, and all such materials, whether in place or not, shall be rejected and shall be removed immediately from the site of the work unless otherwise permitted by the Engineer.

No rejected materials, the defects of which have been subsequently corrected, shall be used until approved in writing by the City Engineer.

Upon failure on part of the Contractor to comply with an order of the Engineer made under the provisions of this section, the City Engineer shall have authority to remove and replace defective material and to deduct the cost of removal and replacement from any moneys due or to become due the Contractor.

5.04 City-furnished Materials
Materials furnished by the City will be available at locations designated in the Special Provisions, or if not designated therein, they will be delivered to the project. They shall be hauled to the site of the work by the Contractor at his expense, including any necessary loading and unloading that may be involved. City-furnished materials lost or damaged from any cause whatsoever shall be replaced by the Contractor and at the Contractor’s sole cost. The Contractor will be liable to the City for the cost of replacing City-furnished materials and such costs may be deducted from any moneys due or to become due the Contractor.

5.05 Trade Names and Alternatives
For convenience in designation in the Specifications, certain articles or materials to be incorporated in the work may be designated under a trade name or the name of the manufacturer and his catalogue Agenda Item #7.6:

Page IV-9 FEBRUARY 2026
information. Unless otherwise provided in the Specifications, the use of an alternative article or materials which are of equal quality and of the required characteristics for the purpose intended will be permitted, subject to the following requirements:
• The burden of proof as to the quality and suitability of alternatives shall be upon the Contractor, and he shall furnish all information necessary as required by the Engineer. The Engineer shall be the sole judge as to the quality and suitability of alternative articles or materials and his decisions shall be final.
• Whenever the Specifications permit the substitution of a similar or equivalent material or article, no tests or action relating to the approval of such substitute material will be made until the request for substitution is made in writing by the Contractor accompanied by complete data as to the equality of the material or article proposed. Such request shall be made in ample time to permit approval without delaying the work.

Agenda Item #7.6:

Page IV-10 FEBRUARY 2026
SECTION 6 LEGAL RELATIONS AND RESPONSIBILITIES

6.01 Laws to be Observed
The Contractor shall keep himself fully informed of all existing and future State and National laws and all municipal ordinances and regulations of the City of Sonoma which in any manner affect those engaged or employed in the work, or the materials used in the work, or which in any way affect the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same.

6.02 Labor Discrimination
Attention is directed to Section 1735 of the Labor Code which reads as follows:
“A contractor shall not discriminate in the employment of persons upon public works on any basis listed in subdivision (a) of Section 12940 of the Government Code, as those bases are defined in Sections 12926 and 12926.1 of the Government Code, except as otherwise provided in Section 12940 of the Government Code. Every contractor for public works who violates this section is subject to all the penalties imposed for a violation of this chapter.”

6.03 Permits and Licenses
Except as otherwise provided, the Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary and incidental to the due and lawful prosecution of the work. The Contractor and subcontractor(s) shall obtain and maintain a valid City of Sonoma business license during the course of work.

6.04 Contractor’s Licensing Laws
Attention is directed to the provisions of Chapter 9 of Division 3 of the Business and Professions Code concerning the licensing of contractors.

All bidders and contractors shall hold a Class A Contractor’s license and be licensed in accordance with the laws of the State of California, and any bidder or contractor not so licensed is subject to the penalties imposed by such laws.

6.05 Patents
The Contractor shall assume all responsibilities arising from the use of patented materials, equipment, devices, or processes used on or incorporated in the work, including paying all license fees and royalties and assuming all costs incident to the use of such materials, equipment, devices or processes.

6.06 Safety Provisions
The Contractor shall conform to the rules and regulations pertaining to safety established by the California Division of Industrial Safety.

6.07 Payroll Records and Employment of Apprentices
State of California Senate Bill 854 (Stat. 2014, Chapter 28) establishes that no contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)]. No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. All Agenda Item #7.6:

Page IV-11 FEBRUARY 2026
contractors and subcontractors must furnish electronic certified payroll records directly to the Labor Commissioner (aka Division of Labor Standards Enforcement). The Labor Commissioner may at any time require the contractors and subcontractors to furnish electronic certified payroll records.

The Contractor and any subcontractor under him shall comply with Section 1776 of the Labor Code regarding payroll records. The responsibility for compliance with said section shall rest with the Contractor.

The Contractor shall furnish to the City certified copies of all payroll records enumerated in subdivision (a) of said Labor Code Section 1776. Such records shall be furnished for the Contractor and each subcontractor. The cost of furnishing certified payroll records shall be absorbed in the Contractor’s bid and there shall be no additional cost to the City.

The Contractor and any subcontractor under him shall comply with the requirements of Sections 1777.5 and 1777.6 of the Labor Code in the employment of apprentices. The responsibility for compliance with the provisions of said sections for all apprentice-able occupations shall rest with the Contractor.

6.08 Public Convenience and Safety
The Contractor shall so conduct his operation as to cause the least possible obstruction and inconvenience to public traffic. Unless other existing streets are approved by the Engineer to be used as detours, all traffic shall be permitted to pass through the work. Residents along the road or street shall be provided passage as far as practicable. Convenient access to driveways, houses and buildings along the road or street shall be maintained and temporary crossing shall be provided and maintained in good condition. Not more than one cross or intersecting street or road shall be closed at any one time without the approval of the City Engineer.

The Contractor shall furnish, erect and maintain such fences, barriers, lights, signs and flagmen as are necessary to give adequate warning to the public at all times that the road or street is under construction and of any dangerous conditions to be encountered as a result thereof, and he shall also erect and maintain such warning and directional signs as may be furnished by the City.

Signs, lights, flags, and other warnings and safety devices shall conform to the requirements set forth in the current “California Manual of Uniform Traffic Control Devices,” published by the California Department of Transportation.

No material or equipment shall be stored where it will interfere with the free and safe passage of public traffic, and at the end of each day’s work and at other times when construction operations are suspended for any reason, the Contractor shall remove all equipment and other obstructions from that portion of the roadway open for use by public traffic.

Refer to Part V, Section 10 and 12 of the Technical Specifications for specific requirements.

6.09 Preservation of Property
Due care shall be exercised to avoid injury to existing improvements or facilities, utility facilities, adjacent property, and trees, shrubs, and other plants that are not to be removed. Trees, shrubs and other plants that are not to be removed, and pole lines, fences, signs, markers and monuments, buildings and structures, and any other above ground improvements or facilities and all underground facilities, whether brought to the Contractor’s attention or not during the contract, within or adjacent to the road or street shall be protected from injury or damage; and if ordered by the Engineer, the Contractor shall provide and install suitable safeguards, approved by the Engineer, to protect such objects from injury or damage. If such objects are injured or damaged by reason of the Contractor’s operations, they shall be replaced or restored to a condition as good as when the Contractor entered upon the work, or as good as required by the Specifications, if any such objects Agenda Item #7.6:

Page IV-12 FEBRUARY 2026
are a part of the work being performed under the Contract. The Engineer may make or cause to be made such temporary repairs as are necessary to restore to service any damaged facility. The cost of such repairs shall be borne by the Contractor and may be deducted from any moneys due or to become due to the Contractor under the contract.

6.10 Responsibility for Damage
The City of Sonoma or its officers, agents or employees shall not be answerable or accountable in any manner for any loss or damage that may happen to the work or any part thereof; or for any material or equipment used in performing the work; or for injury or damage to any person or persons, either workmen or the public, or for damage to adjoining property from any cause whatsoever during the progress of the work or any time before final acceptance.

The City Council may retain as much of the money due the Contractor as shall be considered necessary until disposition has been made of such suits or claims for damages as aforesaid.

6.11 Contractor’s Responsibility for Work
Except as provided above, until the formal acceptance of the work by the City Council, the Contractor shall have the charge and care thereof and shall bear the risk of injury or damage to any part thereof by the action of the elements or from any other cause, whether arising from the execution or from the non-execution of the work.

The Contractor shall rebuild, repair, restore and make good all injuries or damages to any portion of the work occasioned by any of the above causes before final acceptance and shall bear the expenses thereof, except such injuries or damages occasioned by acts of the Federal Government or the Public Enemy.

6.12 No Personal Liability
Neither the City Council, the City Engineer, nor any other officer, agent or employee of the City shall be personally responsible for any liability arising under the Contract.

6.13 Responsibility of City
The City of Sonoma shall not be held responsible for the care or protection of any material or parts of the work prior to final acceptance, except as expressly provided in these Specifications.

6.14 Public Liability and Property Damage Insurance
The Contractor shall comply with the insurance provisions set forth in Section 10 of Part III “Contract Requirements.”

6.15 Workers’ Compensation Insurance
The Contractor shall comply with the insurance provisions set forth in Section 10 of Part III “Contract Requirements.”

6.16 General Warranty
The Contractor guarantees the work and material furnished by him for a period of one year after acceptance of the work by the City and that any materials furnished by him or any work performed by him under this contract meets the requirements of the Specifications and Contract Documents.

The Contractor agrees to repair or replace any or all such work that may be proven defective in workmanship or material within the one-year period from the date of acceptance without expense whatsoever to the City, ordinary wear and tear and unusual abuse or neglect excepted. In the event of the Contractor’s failure to act promptly in compliance with the above mentioned conditions or should the exigencies of the situation require repairs or replacements to be made before the Contractor can be notified or can respond to notification, the City may, at its option, make the Agenda Item #7.6:

Page IV-13 FEBRUARY 2026
necessary repairs and/or replacement and the Contractor shall pay to the City the actual cost of such repairs.

The Faithful Performance Bond required by Section 9 of the Contract shall remain in full force and effect during the period covered by this Warranty, except that, instead of the Faithful Performance Bond remaining in effect during the warranty period, the Contractor may provide for this Warranty to be secured by a surety bond in the amount of 10 percent (10%) of the final contract price or FiveThousand Dollars ($5,000), whichever is greater. Said surety bond, if furnished, shall be on the City-furnished form (i.e., Exhibit C to the Contract), shall be executed by a surety company or companies satisfactory to the City, and shall remain in full force and effect during the period covered by this Warranty. Said bond, if furnished, shall be delivered to the City prior to the date of final acceptance of the work.

This General Warranty does not in any way limit the warranty on any items for which a longer warranty is specified nor on any items for which a manufacturer gives a warranty for a longer period, nor does it limit other remedies of the City in respect to latent defect, fraud or implied warranties. In the event the terms of this General Warranty conflict with those of the Guaranty attached to the Contract as Exhibit D, the more stringent provision and/or the provision that imposes broader or more onerous obligations on the Contractor shall prevail.

6.17 Cooperation
Should construction be underway by other agencies or by other contractors within or adjacent to the limits of the work specified, or should work of any other nature by underway by other forces within or adjacent to said limits, the Contractor shall schedule and coordinate his work with the other contractors and agencies so there is the least amount of conflict during all phases of construction. The Contractor is also responsible for making all necessary agreements with other contractors as required during construction.

6.18 Working Hours
The Contractor and all subcontractors under him shall comply with the requirements of the Sonoma Municipal Code regarding working hours and noise limitations and shall be subject to all penalties provided for violation thereof, with the exception of working hours. Working hours are shown on the table that follows:

Typical:

Days Hours
Monday – Friday 8:00 a.m. – 6:00 p.m.

Saturday (with permission) 9:00 a.m. – 6:00 p.m.

Sunday/Holidays (with permission) 10:00 a.m. – 6:00 p.m.

If there should be unforeseen and/or unavoidable condition(s), the Contractor may ask the Engineer for permission to work on Saturdays, Sundays and/or Holidays; however, there is no guarantee permission to work will be granted.

Agenda Item #7.6:

Page IV-14 FEBRUARY 2026

6.19 Prevailing Wages
The Contractor and all subcontractors shall comply with all requirements of the California Labor Code together with any other orders or regulations issued by the Department of Industrial Relations regarding the payment of prevailing wages upon public works. Pursuant to Labor Code Section 1771, not less than the general prevailing rate of per diem wages for work of a similar character in the county in which this project is performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed as provided under the Cal. Labor Code, shall be paid to all workers employed on this project.

Agenda Item #7.6:

Page IV-15 FEBRUARY 2026
SECTION 7 PROSECUTION AND PROGRESS

7.01 Subcontracting
Subcontracting shall be in accordance with the provisions of Section 5-1.13 of the Standard Specifications and as herein provided.

Designation of subcontractors shall be in accordance with Part 1 “Bidding & Proposal Requirements” in the Contract Documents.

The Contractor must have the written consent of the City Council to substitute a subcontractor other than that designated in the original bid, to permit any subcontract to be assigned or transferred, or to allow a subcontract to be performed by other than the original subcontractor.

Subcontracting of work for which no subcontractor was designated in the original bid, and which is more than 1/2 of 1% of the work, will be allowed only in cases of public emergency or necessity, and then only after a finding reduced to writing as a public record of the City Council, setting forth the facts constituting the emergency or necessity.

Violation of any of the above provisions will be considered a violation of the Contract, and the City may cancel the Contract or assess the Contractor a penalty of not more than 10 percent of the subcontract involved.

All persons engaged in the work, including subcontractors and their employees, will be considered as employees of the Contractor. The Contractor will be held responsible for their work. The City will deal directly with, and make all payments to, the prime contractor.

7.02 Assignment
No contract or portion thereof may be assigned without consent of the City Council, except that the Contractor may assign money due or which will accrue to him under the Contract. If given written notice, such assignment will be recognized by the City Council to the extent permitted by law, but any assignment of money shall be subject to all proper setoffs and withholdings in favor of the City and to all deductions provided for in the Contract. All money withheld, whether assigned or not, shall be subject to being used by the City for completion of the work, should the Contractor be in default.

7.03 Beginning of Work
The Contractor shall begin work and shall diligently prosecute the same to completion within the time limits prescribed in Part V Technical Specifications. Time is of the essence to each and every provision of the Contract Documents.

7.04 Construction Schedule
After notification of award, and prior to the start of any work, the Contractor shall submit to the Engineer for approval his proposed construction schedule. Construction Schedule shall be in accordance with the applicable provisions Section 8-1.02 of the Caltrans 2018 Standard Specifications. Said schedule shall incorporate the requirements specified herein, including coordination with utilities. Work shall not begin until said schedule has been approved by the Engineer.

The construction schedule must be a Critical Path Method (CPM) schedule identifying the critical path, constrained to the original contract completion date. Submit a plotted original, time-scaled network diagram on a sheet at least 8-1/2 by 11 inches with a title block and timeline.

The schedule must include the following, at a minimum:

Agenda Item #7.6:

Page IV-16 FEBRUARY 2026
• Contract milestones and constraints;
• Critical submittal development, review and acceptance; • Material procurement status and schedule; and
• All work steps and construction activities.

The Contractor shall plan his operations in such a manner as to cause as little inconvenience as possible to public traffic and the various facilities located adjacent to the work; including any time or construction phasing constraints provided in these specifications.

For each schedule submittal, include a narrative report. The narrative report must be organized in the following sequences with all applicable documents included:
• Identification of unusual conditions or restrictions regarding labor, equipment, or material; including multiple shifts, 6-day work weeks, specified overtime or work at times other than regular days or hours.
• Description of the current critical path
• Changes to the critical path and scheduled completion date since the last schedule submittal. • Description of problem areas
• Current and anticipated delays, including:
 Cause of delay
 Impact of delay on other activities, milestones, and completion dates  Corrective action and schedule adjustments to correct the delay.

All City inspection and construction management costs for the Contractor’s work beyond a standard eight (8) hour working day or a standard forty (40) hour work week shall be borne by the Contractor.

All City costs associated with the Contractor’s work on weekends and legal holidays shall also be borne by the Contractor. Said costs will be deducted from moneys due or to become due the Contractor.

7.05 Character of Workmen
If any subcontractor or person employed by the Contractor shall fail or refuse to carry out the directions of the Engineer or shall appear to the Engineer to be incompetent or to act in a disorderly or improper manner, he shall be discharged immediately on the request of the Engineer, and such person shall not again be employed on the work.

7.06 Temporary Suspension of Work
The Engineer shall have the authority to suspend the work wholly or in part, for such period as he may deem necessary, due to unsuitable weather or to such other conditions as are considered unfavorable for the suitable prosecution of the work, or for such time as he may deem necessary, due to the failure on the part of the Contractor to carry out orders given, or to perform any provisions of the Contract. The Contractor shall immediately obey such order of the Engineer and shall not resume the work until ordered in writing by the Engineer.

In the event that a suspension of work is ordered as provided above, and should such suspension be ordered by reason of the failure of the Contractor to carry out orders or to perform any provision of the Contract; or by reason of weather conditions being unsuitable for performing any item or items Agenda Item #7.6:

Page IV-17 FEBRUARY 2026
of work which, in the sole opinion of the Engineer, could have been performed prior to the occurrence of such unsuitable weather conditions had the Contractor diligently prosecuted the work when weather conditions were suitable; the Contractor, at his expense, shall do all the work necessary to provide a safe, smooth, and unobstructed passageway through the construction area for use by public traffic during the period of such suspension. Such passageway shall conform to the applicable provisions of Subsection 6.08 of these Special Provisions. In the event that the Contractor fails to perform the work above specified, the City may perform such work and the cost thereof will be deducted from moneys due or to become due the Contractor.

7.07 Time of Completion and Liquidated Damages
It is agreed by the Contractor that in case all the work called for under the Contract is not completed before or upon the expiration of the time limit (“Contract Time”) as set forth in Part V Technical Specifications, damage will be sustained by the City of Sonoma, and that it is and will be impracticable to determine the actual damage which the City will sustain in the event of and by reason of such delay; and it is therefore agreed that the Contractor will pay to the City of Sonoma the sum of three thousand two hundred dollars ($3,200.00) per day for each and every calendar days delay beyond the time prescribed to complete the work; and the Contractor agrees to pay such liquidated damages as herein provided, and in case the same are not paid, agrees that the City of Sonoma may deduct the amount thereof from any moneys due or that may become due the Contractor under the Contract.

It is further agreed that in case the work called for under the Contract is not finished and completed in all parts and requirements within the time specified, the City Council shall have the right to extend the time for completion or not, as may seem best to serve the interest of the City; and if it decides to extend the time limit for the completion of the Contract, it shall further have the right to charge to the Contractor, his heirs, assigns or sureties, and to deduct from the final payment for the work, all or any part as it may deem proper, of the actual cost of engineering, inspection, superintendence, and other overhead expenses which are directly chargeable to the Contract, and which accrue during the period of such extension, except that the cost of final surveys and the preparation of the final estimate shall not be included in such charges.

The Contractor will be granted an extension of time and will not be assessed with liquidated damages or the cost of engineering and inspection for any portion of the delay in completion of the work caused by acts of God or of the Public Enemy, acts of the City, fire, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather or delays of subcontractors due to such causes; provided that the Contractor shall within ten (10) days from the beginning of any such delay notify the City Engineer in writing of the causes of delay, who shall ascertain the facts and the extent of delay, and his findings of the facts thereon shall be final and conclusive.

When contract modifications or changes are initiated, delays are experienced, or the Contractor desires to revise the Project schedule, the Contractor shall submit to the City Engineer a written time impact analysis illustrating the influence of each modification, change, delay or Contractor request on the Contract Time and any request for extension of the Contract Time based on said time impact analysis. Said written impact analysis and request shall be submitted to the City Engineer within five (5) calendar days of the beginning of the delay or other event upon which Contractor seeks an extension of Contract Time. In all circumstances where the Contractor does not submit a written request for extension of time and a time impact analysis within said five (5) day period, it is mutually agreed that the particular modification, change, delay, or Contractor request does not require an extension of the Contract Time.

Agenda Item #7.6: