Agenda packet — Cotati City Council, January 24, 2023

AGENDA

JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR

AGENCY TO THE FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY City Council Chamber, City Hall 201 W. Sierra Avenue
Tuesday January 24, 2023
6:00 PM REGULAR MEETING
The Cotati City Council welcomes you to its meetings that are generally scheduled for the 2nd and 4th Tuesday of every month. Your interest and participation are encouraged and appreciated.

City Council meeting agendas, minutes, and recordings are posted on the City’s Meeting Portal at www.cotaticity.org.

For questions about the agenda of to receive the City Council agenda by email, contact the Deputy City Clerk at [email protected] or (707) 665-3622.

Cotati City Council Meetings will be conducted in person in the Council Chamber, and, as a courtesy, participate virtually through Zoom Online video conferencing, and will be available to watch or listen in the following ways:

1. Using the following online livestream meeting portal link: http://cotaticityca.iqm2.com/citizens/default.aspx;

2. Cable T.V. Broadcast, local channel 28
Members of the public can participate in the meeting online by selecting “Join a Meeting” at zoom.us. The credentials for joining the meeting are provided below:

Webinar ID: 891 6832 4575
Passcode: 892929
If you do not have the ability to join online, but would like to participate in the meeting, you can call into the meeting using your telephone, by dialing one of the following numbers and entering the meeting credentials:
+1 (669) 900-6833 or +1 (346) 248-7799 or +1 (253) 215-8782 or +1 (301) 715-8592 or +1 (312) 626-6799 or +1 (929) 436-2866
Attendees may join the meeting any time after 5:45pm. Attendees will be muted until they are called upon for Public Comment. To make a public comment, use the “raise hand” icon on your smart device or desktop computer, or dial *9 if you are using just your telephone. Please listen carefully for the Mayor or City Clerk to address you by name (or phone number) and for the audible Zoom notification that you have been unmuted. Once you begin your public comment, your three minutes will begin.

If you would prefer to submit your public comment in writing, please email your comments to [email protected]. If you are commenting on a specific agenda item or items, please state the agenda item number(s) in the subject line of the email. All comments received via email will be provided to the City Council or Planning Commission in writing and included as part of the record of the meeting. ###
Notice is hereby given that Council may discuss and/or take action on any or all of the items listed on this agenda.

Any writings or documents provided to a majority of the Cotati City Council regarding any item on this agenda will be made available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Ave, Cotati, CA during the City’s posted business hours.

Disabled Accommodations: Upon request, this agenda will be made available in appropriate formats to persons with disabilities as required by Section 202 of the Americans with Disabilities Act of 1990. Any person with a disability who Cotati City Council Agenda January 24, 2023

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requires a modification or accommodation in order to participate in a meeting should contact the Deputy City Clerk at [email protected], or (707) 665-3622, at least 48 hours in advance of the meeting.

Closed Captioning/Live Transcription: This meeting will be transcribed live via the Zoom platform. Zoom attendees running Zoom version 5.0.2 or higher will be able to see the transcription at the bottom of their personal Zoom screen.

Learn more at https://support.zoom.us by searching “closed captions.” Rules of Decorum: To avoid distraction, the following meeting etiquette shall be enforced. • Silence electronic devices, including cell phones.
• Audience members are advised to keep conversations to a minimum of conduct them outside the building. • Photographs or video recordings using tri-pods or other means that would be distracting are to be taken only from the designated media area.
• The Presiding Officer shall request that the audience withhold expressions of support or opposition for speakers in the interest of time and to encourage the full expression of differing views. (City Council Policy 2021-01 III.B.1.)
Public Comment (Action Items): Public comment on any one agenda item where the City Council will be taking some action is limited to no more than three (3) minutes per person. Action items are typically designated on the agenda title.

Public Comment (Non-Action Items): Public comment on non-action agenda items shall be received during the designated portion of the agenda. Comments shall be limited to no more than three (3) minutes for all non-action agenda items.

Waiver Warning: If you challenge decisions/direction of the City Council of the City of Cotati in court, you may be limited to raising only those issues you or someone else raised at public hearing(s) described in this agenda, or in written correspondence delivered to the City of Cotati at, or prior to, the public hearing(s).

City Council meetings are conducted according to City Council Policy 2021-01: City Council Rules. This policy is available for inspection in the online Meeting Portal at www.cotaticity.org and in the City Manager’s office located at 201 West Sierra Ave, Cotati, CA, during the City’s posted business hours.

Those wishing to address the Council are asked to complete a speaker card and give it to the Deputy City Clerk. When you are called, step to the podium and state your name and address for the record. Persons wishing to address the Council are not required to identify themselves or complete a speaker card; (Gov’t Code § 54953.3); however, this information assists the Mayor by ensuring that all persons wishing to address the Council are recognized and it assists the Deputy City Clerk in preparing the City Council meeting minutes.

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL

RESOLUTIONS AND ORDINANCES INTRODUCED AND/OR ADOPTED

UNDER THIS AGENDA (ACTION)
A. COTATI CITY COUNCIL - REGULAR MEETING - JAN 10, 2023 6:00 PM B. COTATI CITY COUNCIL - SPECIAL JOINT MEETING - JAN 17, 2023 6:00 PM

5. ANNOUNCEMENTS
Cotati City Council Agenda January 24, 2023

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A. Meeting Orientation for New Attendees/Viewers. In conformance with the Brown Act and the adopted City Council Rules, the meeting agenda includes items labeled as Action Items, where the City Council will consider the item and citizens are afforded the opportunity to provide comments relevant to the item being discussed. The meeting agenda also includes a Citizens Business item, which is the designated place on the agenda where citizens have the right to say whatever they wish.

The City Council may, or may not, choose to respond to comments, as the Government Code allows. However, if the City Council declines to respond, it should not be perceived as giving credence to or agreeing with any statements that the City Council or its members believe are incorrect, misinformed or purposefully biased.

B. Measure S supports police services, a variety of recreation programs for all ages, and the maintenance of our streets, parks, and public buildings. See details on the web at cotaticity.org
C. Citizens interested in receiving City of Cotati community alerts via text or email are encouraged to sign up with Nixle by downloading the Everbridge app from the IOS or Android app store or by texting your zip code (94931) to 888777.

D. Like always, we love to hear from you, so please feel free to contact the City at 707- 792-4600 or [email protected]. If you have a non-emergency issue after normal business hours, you can contact us at 707-792-4611 and of course if you have an emergency, please contact 9-1-1. Continue to look for updates on the City's website and social media channels available on Facebook, Instagram, and Nixle.

6. APPROVAL OF FINAL AGENDA (ACTION)

7. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS
Any member of the public wishing to speak to the Council on any item(s) listed on the Consent Calendar or any matter(s) not listed on the agenda that are within the subject matter jurisdiction of the Council may do so at this time. Pursuant to the Brown Act, the Council is not allowed to consider issues or take action on any item not listed on the agenda during this period. Pursuant to City Council Policy 2021-01, comments of any member of the public are normally restricted to a total of three (3) minutes in length per person for matters not on the agenda and a total of three (3) minutes per person in length for any and all items on the Consent Calendar.

The Mayor may extend the time limit for a reasonable time where a disability accommodation has been requested.

8. CONSENT CALENDAR (ACTION)
A. WELL 1A TREATMENT SYSTEM AND CONTROLLER REPAIRS AND

REPLACEMENTS
It is recommended that the City of Cotati City Council approve by motion, service agreements with Telstar Instruments for replacing components of the chlorine generating system and replace the controller, including programming at municipal Well 1A.

Cotati City Council Agenda January 24, 2023

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B. RESOLUTION APPOINTING THE ENGINEER OF WORK FOR

PREPARING THE COTATI LANDSCAPE AND LIGHTING ASSESSMENT
DISTRICT FOR FY 23-24
It is recommended that the City Council of the City of Cotati adopt a resolution appointing the City Engineer, as the Engineer of Work for the FY 2023-24 Cotati Landscape and Lighting District and directing the preparation and filing of the Annual Engineer's Report pursuant to Section 22622 of the Streets and Highways Code.

C. AUTHORIZATION FOR LETTER OF SUPPORT FOR A HEALTH AND

HUMAN SERVICES HUB IN ROHNERT PARK
It is recommended that the City Council, by motion, authorize the Mayor to send letters of support for start up funding requests for a Health and Human Services Hub in Rohnert Park.

D. STANDARD SERVICE AGREEMENT WITH WESTERN INTEGRATED

SYSTEMS FOR DOCUMENT DIGITIZATION
It is recommended that the City of Cotati City Council by motion approve a Standard Service Agreement with Western Integrated Systems, for scanning and digitizing of hard copy Building and Planning files.

9. DIRECTION ON FUTURE AGENDA ITEMS

10. REGULAR AGENDA (ACTION)
A. APPOINTMENT OF PLANNING COMMISSION MEMBERS
It is recommended that the Council ratify, by adoption of a motion, Councilmember Rivers' and Councilmember Lemus' nominations to fill the vacant Planning Commission positions.

B. NOMINATIONS FOR REGIONAL COMMISSIONS AND COMMITTEES ON

BEHALF OF SONOMA COUNTY MAYORS' AND COUNCILMEMBERS'

ASSOCIATION AND CITY SELECTION COMMITTEE
It is recommended that the City Council review letters of interest received and provide the Mayor with direction for voting at the upcoming Mayors' and Councilmembers' Association and City Selection Committee meeting.

C. AWARD OF THE CONSTRUCTION CONTRACT FOR THE 2023

PAVEMENT REHABILITATION PROJECT
It is recommended the City Council adopt a resolution awarding the 2023 Pavement Rehabilitation Project (Project) to Argonaut, Inc. and authorizing the City Manager to execute the construction contract for the Project, the Construction Management and Inspection Agreement, amendments to the Design agreement and any needed change orders and amendments up to the approved project budget.

Cotati City Council Agenda January 24, 2023

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D. AWARD OF THE CONSTRUCTION CONTRACT FOR THE DOWNTOWN

CIVIC CENTER CONNECTIVITY AND SAFETY PROJECT
It is recommended the City Council adopt a resolution awarding the Downtown Civic Center Connectivity and Safety Project (Project) to JV Lucas Paving, Inc. and rejecting the protest by Argonaut, Inc. and authorizing the City Manager to execute the construction contract for the Project, the Engineering Support Services During Construction, the Construction Management and Inspection Agreement and any needed change orders and amendments up to the approved project budget.

11. CITY MANAGER'S REPORT

12. CITY COUNCIL MEMBER REPORTS

13. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS

14. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
A. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
Information or written comments pertaining to this meeting, and which was received after the agenda was posted, is attached below.

15. CLOSED SESSION
A. CONFERENCE WITH LEGAL COUNSEL--EXISTING LITIGATION
(GOVERNMENT CODE SECTION 54956.9(D)(1).) NAME OF CASE:

GEORGE BARICH AND LAURIE ALDERMAN V. CITY OF COTATI AND JOHN A. DELL'OSSO, CASE NO. 21-CV-00034-EMC
B. CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION (GOVERNMENT CODE SECTION 54956.9(D)(4).) 1 CASE

16. REPORT OUT OF CLOSED SESSION

17. ADJOURNMENT
Certification of Posting of the Notice: I declare under penalty of perjury that I am employed by the City of Cotati and that I posted this notice on the City's website, bulletin boards of City Hall, Veterans' Memorial Building and the SMART Train Depot, on or before January 20, 2023.
/s/ Kevin Patterson, Deputy City Clerk

MINUTES

JOINT MEETING OF THE COTATI CITY COUNCIL AND THE SUCCESSOR

AGENCY TO THE FORMER COTATI COMMUNITY REDEVELOPMENT AGENCY City Council Chamber, City Hall 201 W. Sierra Avenue
Tuesday January 10, 2023
6:00 PM REGULAR MEETING

COUNCILMEMBER PARTICIPATION VIA TELECONFERENCE
Councilmember Ben Ford will participated via teleconference at Villa del Palmar Carretera a Punta Sam Km. 5.2 Mza 9 Lote 3 SM-2, Zona Continental de Costa Mujeres. Cancun , Q.R. , 77400, Mexico pursuant to Government Code Section 54953(b).

1. CALL TO ORDER
Mayor Harvey called the meeting to order at 6:00pm.

2. ROLL CALL
Attendee Name Title Status
Susan Harvey Mayor Present
Laura Sparks Vice Mayor Present
Ben Ford Councilmember Remote
Sylvia Lemus Councilmember Absent
Kay Rivers Councilmember Present
Staff present: City Attorney John Bakker, City Manager Damien O’Bid, Deputy City Clerk Kevin Patterson, Police Chief Michael Parish, Director of Public Works/City Engineer Craig Scott, Director of Administrative Services Angela Courter

3. PLEDGE OF ALLEGIANCE

4. APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL

RESOLUTIONS AND ORDINANCES INTRODUCED AND/OR ADOPTED

UNDER THIS AGENDA (ACTION)

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Minutes Acceptance: Minutes of Jan 10, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes January 10, 2023

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RESULT: ACCEPTED [UNANIMOUS]
MOVER: Laura Sparks, Vice Mayor
SECONDER: Ben Ford, Councilmember
AYES: Harvey, Sparks, Ford, Rivers
ABSENT: Lemus
A. COTATI CITY COUNCIL - REGULAR MEETING - DEC 13, 2022 6:00 PM B. COTATI CITY COUNCIL - CLOSED SESSION - DEC 26, 2022 4:00 PM

5. ANNOUNCEMENTS
A. Meeting Orientation for New Attendees/Viewers. In conformance with the Brown Act and the adopted City Council Rules, the meeting agenda includes items labeled as Action Items, where the City Council will consider the item and citizens are afforded the opportunity to provide comments relevant to the item being discussed. The meeting agenda also includes a Citizens Business item, which is the designated place on the agenda where citizens have the right to say whatever they wish.

6. APPROVAL OF FINAL AGENDA (ACTION)
No changes

7. CITIZEN BUSINESS AND PUBLIC COMMENT FOR CONSENT CALENDAR ITEMS
Public comment:

Jeff Veliquette, Fire Chief, Rancho Adobe Fire District

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Minutes Acceptance: Minutes of Jan 10, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes January 10, 2023

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8. CONSENT CALENDAR (ACTION)
RESULT: ADOPTED [UNANIMOUS]
MOVER: Laura Sparks, Vice Mayor
SECONDER: Kay Rivers, Councilmember
AYES: Harvey, Sparks, Ford, Rivers
ABSENT: Lemus
A. RECEIVE AND FILE THE FISCAL YEAR 2021/22 AUDITED ANNUAL

COMPREHENSIVE FINANCIAL REPORT (ACFR) FOR THE CITY OF
COTATI
B. APPROVAL OF AN AMENDMENT TO THE PROFESSIONAL SERVICES

AGREEMENT WITH COASTLAND CIVIL ENGINEERING, LLP FOR THE DESIGN THE P-1 PORTAL, MERCANTILE, AND AARON WATER MAIN

REPLACEMENT PROJECT TO ADD DESIGN OF A WATER FILLING

STATION
C. 2023 COTATITAROD SHOPPING CART RACE AND FOOD DRIVE IN LA

PLAZA PARK AND THROUGH VARIOUS COTATI STREETS, TAKING
PLACE ON SATURDAY, MARCH 4, 2023.

D. AGREEMENT TO UPGRADE WATER/SEWER SCADA SYSTEM

9. DIRECTION ON FUTURE AGENDA ITEMS

10. REGULAR AGENDA (ACTION)
A. RECEIVE AND FILE THE FISCAL YEAR 2021/22 POPULAR ANNUAL FINANCIAL REPORT (PAFR).

Presentation by Director of Administrative Services Angela Courter.

Councilmembers comment.

No public comment.

B. COUNCIL ASSIGNMENTS AS REPRESENTATIVES AND LIAISONS TO VARIOUS COMMITTEES FOR CALENDAR YEAR 2023
RESULT: ADOPTED [UNANIMOUS]
MOVER: Laura Sparks, Vice Mayor
SECONDER: Ben Ford, Councilmember
AYES: Harvey, Sparks, Ford, Rivers
ABSENT: Lemus
Presentation by City Manager Damien O'Bid.

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Minutes Acceptance: Minutes of Jan 10, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes January 10, 2023

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Councilmembers comment.

No public comment.

The Council discussed and made the following assignments by motion for 2023:

Name of Committee Current
Member(s)
Alternate

POSITIONS HELD BY COUNCILMEMBERS
Standing Sub-Committees
None
Regional Committees/Boards
(City Council Appointed)
Assoc. of Bay Area Governments (ABAG) Susan Harvey Laura Sparks CRPUSD (Cotati-Rohnert Park Unified School District) 2x2x2 Kay Rivers Laura Sparks Rohnert Park-Cotati Library Advisory Board Kay Rivers Ben Ford Mayors’ and Councilmembers Legislative Committee Representative Laura Sparks Sylvia Lemus REMIF/CIRA Board of Directors Damien O’Bid Susan Harvey Russian River Watershed Association Ben Ford Laura Sparks Sonoma Clean Power Ben Ford Sylvia Lemus
Sonoma Co. Transportation Authority/Regional Climate Protection Authority (SCTA/RCPA)
Susan Harvey Ben Ford
Sonoma Co. Waste Management Agency (SCWMA/Zero Waste Sonoma) Susan Harvey Damien O’Bid Sonoma Water Advisory Committee (WAC) Laura Sparks Sylvia Lemus Groundwater Sustainability Agency (Santa Rosa Plain) Susan Harvey Sylvia Lemus League of California Cities’ Annual Meeting Voting Delegate (assigned prior to meeting)
(assigned prior to
meeting)
Liaisons
Cotati Chamber of Commerce Sylvia Lemus Susan Harvey
Regional Committees/Boards
(Appointments as Indicated)
Joint Cotati City Council/Rohnert Park City Council Appointments Continuum of Care Board of Directors Jackie Elward
(Rohnert Park)
Laura Sparks
Mayors’ and Councilmembers’ Association Appointments
Executive Board/City Selection Committee Mayor Vice Mayor League of California Cities’ North Bay Exec. Board Susan Harvey N/A Recommended by City Selection Committee (Appointed by County Board of Supervisors)

LAFCO N/A
Measure “O” Oversight Committee (County Mental Health Tax) Ben Ford N/A

POSITIONS HELD BY COTATI CITIZENS
(APPOINTED BY CITY COUNCIL OR BOARD OF SUPERVISORS, AS NOTED) AB 939 Local Task Force (Board of Supervisors appointment) Mark Soiland N/A Library Commission-Sonoma County Library (City Council appointment) Rachel Parker N/A Marin/Sonoma Mosquito Vector Control Dist. (City Council appointment) Vacant N/A

11. CITY MANAGER'S REPORT
Report by City Manager Damien O'Bid.

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Minutes Acceptance: Minutes of Jan 10, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes January 10, 2023

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12. CITY COUNCIL MEMBER REPORTS
Councilmembers report out on local and regional events and committees.

13. PUBLIC COMMENT ON NON-ACTION AGENDA ITEMS
No public comment.

14. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED
A. INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED

15. ADJOURNMENT
Mayor Harvey adjourned the meeting at 7:38pm.

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Minutes Acceptance: Minutes of Jan 10, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL

MINUTES

JOINT MEETING OF THE COTATI CITY COUNCIL AND THE COTATI PLANNING

COMMISSION
City Council Chamber, City Hall 201 W. Sierra Avenue
Tuesday January 17, 2023
6:00 PM SPECIAL JOINT MEETING

1. CALL TO ORDER
Mayor Harvey called the meeting to order at 6:00pm.

Attendee Name Title Status
Susan Harvey Mayor Present
Laura Sparks Vice Mayor Present
Ben Ford Councilmember Absent
Sylvia Lemus Councilmember Absent
Kay Rivers Councilmember Present
Neil Hancock Vice Chair, Planning Commission Absent
John Savage Planning Commissioner Present
Brittany Murphy Planning Commissioner Absent
Lisa Moore Planning Commissioner Present

2. PUBLIC COMMENT
No Public Comment

3. STUDY SESSION
A. DOWNTOWN SPECIFIC PLAN UPDATE PUBLIC ENGAGEMENT

WORKSHOP
Presentation by Director of Community Development Noah Housh.

Councilmembers comment, no action taken.

Public Comment:

Calum Weeks, Generation Housing
Jenny Blaker of Cotati
Laurie-Ann Barbour of Cotati
Darryl Berlin, Commonspace Community Land Trust
Michelle Berman of Cotati
Adrienne Lauby of Cotati
Marlina Eckel of Cotati

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Minutes Acceptance: Minutes of Jan 17, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council Minutes January 17, 2023

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4. ADJOURNMENT
Mayor Harvey adjourned the meeting at 7:17pm.

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Minutes Acceptance: Minutes of Jan 17, 2023 6:00 PM (APPROVAL OF MINUTES AND NOTICE OF WAIVING OF READING OF ALL Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Well 1A Treatment System and Controller Repairs and Replacements Date: January 24, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended that the City of Cotati City Council approve by motion, service agreements with Telstar Instruments for replacing components of the chlorine generating system and replace the controller, including programming at municipal Well 1A.

Background
The City owns and operates a public water system which is regulated by the State Water Quality Control Board, Division of Drinking Water. The water system consists of three (3) municipal wells and two (2) connections to the Sonoma Water regional water transmission system. For proper operation and maintenance, the City is required to pro-actively replace aging system components.

Analysis/Discussion
The City’s 5-Year Capital Improvement Plan has included the Well 1A/3 Treatment Renewal and Replacement Project in Fiscal Year 2024/25 for an estimated $115,000. The chlorine generation system and Programable Local Controller (PLC) have been in service for 20 years and have exceeded their expected life spans and are subject to failure which would shut down Well 1A. Staff is recommending replacement now so the well can operate more reliably with the new system when demands ramp up in the summer. City Staff has requested quotes to replace components of the Well 1A chlorine generation system and replace and perform programing for the PLC. Telstar Instruments is uniquely qualified to provide these services as they perform maintenance on these systems for the City.

Financial Considerations
The City is requesting a budget appropriation in the amount of $33,000 to shift this project into fiscal year 22/23. This amount includes the quoted amounts and a contingency of $2,043, in the event there are any unanticipated added expenses upon installation. These funds are to be made available from the Water operations fund, as the primary use is for on going operations and is paid for by utility service fees. To date the Combined Water funds have net inflow of funds of approximately $300,000 and as such this appropriation is not expected to effect the required minimum fund balance.

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Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

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RESOLUTION NO.

RESOLUTION OF THE CITY OF COTATI CITY COUNCIL ADOPTING A

RESOLUTION APPROVING A STANDARD SERVICES AGREEMENT WITH

TELSTAR INSTRUMENTS TO REPLACE COMPONENTS OF THE CHLORINE

GENERATION SYSTEM AND PROGRAMMABLE LOCAL CONTROLLER AT THE WELL 1A SITE, APPROVE AN APPROPRIATION OF FUNDS TO THIS EFFORT

FROM THE WATER FUND, AND AUTHORIZE THE CITY MANAGER TO

APPROVE ANY NEEDED CHANGE ORDERS UP TO THE APPROVED AMOUNT WHEREAS, the City owns and operates a public water system which is regulated by the State Water Quality Control Board, Division of Drinking Water, and, for proper operation and maintenance, the City pro-actively replaces aging system components; and WHEREAS, the City’s 5-Year Capital Improvement Plan has included the Well 1A/3 Treatment Renewal and Replacement Project in Fiscal Year 2024/25 for an estimated $115,000, and
WHEREAS, the chlorine generation system and Programable Local Controller (PLC) have been in service for 20 years and have exceeded their expected life spans and are subject to failure which would shut down Well 1A; and
WHEREAS, staff is recommending replacement now so the well can operate more reliably with the new system when demands ramp up in the summer, and WHEREAS, City Staff has requested quotes to replace components of the Well 1A chlorine generation system and replace and perform programing for the PLC, and Telstar Instruments provided quotes for these services and is uniquely qualified to provide these services as they perform maintenance on these systems for the City; and WHEREAS, the City is requesting a budget appropriation in the amount of $33,000 to shift this project into the current fiscal year, including the quoted amounts and a contingency of $2,043 in the event there are any unanticipated added expenses upon installation; and WHEREAS, these funds are to be made available from the Water operations fund as the primary use is for on-going operations and is paid for by utility service fees, and, to date, the Combined Water funds have net inflow of funds of approximately $300,000 and as such this appropriation is not expected to affect the required minimum fund balance; and WHEREAS, the action of maintaining existing infrastructure does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required.

NOW THEREFORE BE IT RESOLVED THAT the City of Cotati City Council hereby finds that:

1. The above recitals are true and correct, and

2. The Standard Service Agreement with Telstar Instruments to replace the chlorine generation system and PLC at Well 1A for an amount of $30,957, is approved, and

3. A budget appropriation in the amount of $33,000, from the unappropriated Water fund is approved, and

4. The City Manager is authorized to execute the subject agreement and any needed change Packet Pg. 15
orders up to the approved budget amount.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on the January 24th, 2023, by the following vote, to wit:

Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
City Attorney
Attachments:
1040566 Cotati Replacement DeNora Clortec OSG Cell Well 1A (PDF) 1040566 Cotati Replacement DeNora Clortec PLC at Well 1A (PDF) Packet Pg. 16
Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE 1717 Solano Way, Unit 34, Concord, CA 94520 Phone 925-671-2888, Fax 925-671-9507 4017 Vista Park Court, Sacramento, CA 95834 Phone 916-646-1999, Fax 916-646-1096 202 South Douty Street, Hanford, CA 93230 Phone 559-584-7116, Fax 559-584-8028

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October 10, 2022
City of Cotati
201 W. Sierra Avenue
Cotati, CA 94931
Sent via Email: [email protected]
Attn: Al Martinoni
Subject: City of Cotati- OSG Cell Replacement Well 1A
Reference: SR 1040566
Drawings: N/A
Specifications: N/A
Dear Al,
Telstar Instruments (“Telstar”) is pleased to provide a quote for the referenced project to the above identified purchaser (“Customer”). City of Cotati- OSG Cell Replacement Well 1A By accepting this proposal from Telstar you agree to treat this as confidential information.

SCOPE OF SUPPLY / SERVICES

1. Provide replacement Qty-2 DeNora Clortec T-12 Cell Assemblies

2. One Day Labor to replace cells on customers system, Start-up system, and verify proper chlorine production of 0.8%
Lump Sum Price for this Scope.............................................................................................$14,279.00

Shipping and Handling for Telstar Supplied Materials IS INCLUDED Sales Tax IS INCLUDED
This quotation is based on Customer’s representation that this IS a prevailing wage project.

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Attachment: 1040566 Cotati Replacement DeNora Clortec OSG Cell Well 1A (Well 1a Chlorine system replacement) Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE

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c. Telstar’s quotation includes only those items listed above. Requests for additions/deletions from our scope will require a change in the quoted price. d. Telstar assumes no responsibility for performance, applicability, compatibility, start-up, testing, or acceptance of any equipment not furnished by Telstar under this proposal. e. Telstar is supplying only equipment specified and noted above. f. Please reference the above stated quote number in all correspondence and purchase orders.

TERMS AND CONDITIONS
Base Terms: Quotation is valid for 30 days from the date of Telstar’s quotation. Payment is due and payable 30 days from date of invoice. If payment is not received by the 30th day, a .05% daily service charge (18-3/4% per annum) will be charged on all accounts past due. In the event of a dispute concerning payment, attorney's fees, court costs and costs of collection will be paid to the prevailing party. The cost for permits and bonding are excluded unless expressly referenced in Telstar’s quotation. Our standard insurance applies unless agreed to in writing by Telstar.

Telstar’s standard one year parts only warranty applies to this quotation. All other warranties, express or implied, or referenced elsewhere in contract documents are excluded, including but not limited to implied warranties of merchantability or fitness for purpose. Unless expressly stated in Telstar’s estimate, this quote is based on standard straight time hours and does not include any prevailing wage rates. The price quoted herein is for the labor and materials specifically listed within the body of this quote. Service calls are charged at a 4-hour minimum per person, excluding travel time. Unless expressly stated in the quotation, training, operation and maintenance manuals, and preparation of as built drawings are excluded from Telstar’s scope of work.

Limitation of Liability: (a) In no event shall Telstar, its suppliers or subcontractors be liable for special, indirect, incidental or consequential damages, whether in contract, warranty, tort, negligence, strict liability or otherwise, including, but not limited to, loss of profits or revenue, loss of use of the Equipment or any associated equipment, cost of capital, cost of substitute equipment, facilities or services, downtime costs, delays, and claims of customers of Customer, its officers, directors, members employees or any third parties for any damages. Telstar’s liability for any claim whether in contract, warranty, tort, negligence, strict liability, or otherwise for any loss or damage arising out of, connected with, or resulting from this Agreement or the performance or breach thereof, or from the design, manufacture, sale, delivery, resale, repair, replacement, installation, technical direction of installation, inspection, operation or use of any equipment covered by or furnished under this Agreement, or from any services rendered in connection therewith, shall in no case exceed twenty-five percent (25%) of the purchase price allocable to the Equipment, part or Services that is the subject of the claim. (b) All causes of action against Telstar Instruments arising out of or relating to this Agreement or the performance or breach hereof shall are deemed barred unless brought within one year from the date of discovery or other accrual. (c) In no event, regardless of cause, shall Telstar Instruments be liable for liquidated damages, offsets or penalties of any kind or to indemnify, defend or hold harmless Customer, its officers, directors, members, employees or any third party, arising from or related to the Equipment and/or Services provided by Telstar.

Force Majeure: Telstar shall neither be liable for loss, damage, detention or delay nor be deemed to be in default for failure to perform when prevented from doing so by causes beyond its reasonable control including but not limited to acts of war (declared or undeclared), Acts of God, fire, strike, labor difficulties, acts or omissions of any governmental authority or of Customer, compliance with government regulations, insurrection or riot, embargo, delays or shortages in transportation or inability to obtain necessary labor, materials, or manufacturing facilities from usual sources or from defects or delays in the performance of its suppliers or subcontractors due to any of the foregoing enumerated causes. In the event of delay due to any such cause, the date of delivery will be extended by period equal to the delay plus a reasonable time to resume production, and the price will be adjusted to compensate Telstar Instruments for such delay.

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Attachment: 1040566 Cotati Replacement DeNora Clortec OSG Cell Well 1A (Well 1a Chlorine system replacement) Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE

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Cancellation: In the event of cancellation by Customer, Customer agrees to fully reimburse and compensate Telstar for all costs associated with this Quotation or subsequent order, including but not limited to engineering, labor, materials, quote and estimating time, and product return fees, plus a ten percent (10%) markup to compensate for disruption in scheduling, planned production, indirect costs and profit. Payment for cancellation shall be due within ten (10) days from the date of submission of charges by Telstar.

Entire Agreement: This Quotation constitutes the entire agreement between Telstar and Customer. There are no agreements, understandings, restrictions, warranties, or representations between Telstar and Customer other than those set forth herein or herein provided. This Quotation may only be amended, changed or revised by a written amendment signed by an authorized representative of Telstar. No oral or implied agreements shall be of any force or affect.

Precedence: In the event Telstar is issued an authorization for work, Purchase Order, Contract or similar Agreement with conflicting Terms and Conditions than those set forth herein, these Terms and Conditions will take precedence and will supersede any and all other conflicting Terms and Conditions.

Submittals: In the event Telstar receives a Notice to Proceed or a written statement to proceed with submittals, Telstar will be entitled to compensation based on percent of completion of submittal cost to Customer. Telstar will prepare only one set of submittals, and any resubmittals shall be subject to an additional charge for engineering time and other costs in preparing re-submittals.

Prevailing Wages: Telstar relies upon Customer’s representations as to whether this Project requires payment of prevailing wages. Customer agrees to defend, indemnify and hold Telstar harmless from and against any and all claims, actions and demands, including but not limited to payment of legal fees, fines, back pay, and any penalties or interest, associated with Customer’s inaccurate representation of whether prevailing wages are required to be paid.

TELSTAR’S COVID AND INDUSTRY CLAUSE RE: MATERIAL PRICING AND DELIVERY: Telstar is unable to hold prices on materials for more than 7 days. Prices for plastic, copper, steel, and other commodities fluctuate daily. Our vendors and manufacturers are experiencing unprecedented delays due to COVID-19 staffing, a shortage of containers, port congestion, and raw material shortages that have extended lead times significantly. Telstar reserves the right to amend the delivery date and the price of materials set forth in this quotation. Telstar considers any of the above related changes imposed by our vendors and manufacturers as outside its reasonable control and subject to Force Majeure provisions.

We look forward to working with you on this project. If you have any questions, please contact me at the phone number below.

Sincerely,
Kevin Ward
Kevin Ward
Chemical Feed Sales and Service
Telstar Instruments
(925) 671-2888

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Attachment: 1040566 Cotati Replacement DeNora Clortec OSG Cell Well 1A (Well 1a Chlorine system replacement) Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE 1717 Solano Way, Unit 34, Concord, CA 94520 Phone 925-671-2888, Fax 925-671-9507 4017 Vista Park Court, Sacramento, CA 95834 Phone 916-646-1999, Fax 916-646-1096 202 South Douty Street, Hanford, CA 93230 Phone 559-584-7116, Fax 559-584-8028

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October 19, 2022
City of Cotati
201 W. Sierra Avenue
Cotati, CA 94931
Sent via Email: [email protected]
Attn: Al Martinoni
Subject: City of Cotati- OSG PLC Replacement Well 1A
Reference: SR 1040566
Drawings: N/A
Specifications: N/A
Dear Al,
Telstar Instruments (“Telstar”) is pleased to provide a quote for the referenced project to the above identified purchaser (“Customer”). City of Cotati- OSG PLC Replacement Well 1A By accepting this proposal from Telstar you agree to treat this as confidential information.

SCOPE OF SUPPLY / SERVICES

1. Provide Qty-1 DeNora Horner XL4 PLC w/ Bezel Kit

2. Two (2) Day De Nora Field Tech/Programmer Labor to replace PLC and write Program, Start-up system, and verify proper chlorine production of 0.8%. Includes Travel Portal to Portal De Nora Sugar Land, TX, Living Expenses.

3. Two (2) Day Telstar OSG Technician to Coordinate installation and assist in System Start Up.

Lump Sum Price for this Scope.............................................................................................$16,678.00

Shipping and Handling for Telstar Supplied Materials IS INCLUDED Sales Tax IS Not INCLUDED
This quotation is based on Customer’s representation that this IS a prevailing wage project.

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Attachment: 1040566 Cotati Replacement DeNora Clortec PLC at Well 1A (Well 1a Chlorine system replacement) Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE

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CLARIFICATIONS, EXCEPTIONS, AND EXCLUSIONS
a. Material price is valid for seven (7) days from date referenced on this quote (Refer to COVID clause RE: MATERIAL PRICING AND DELIVERY under Terms and Conditions) b. This quotation is based on the inclusion of Telstar’s standard Terms and Conditions as part of any purchase order, contract or other agreement.
c. Telstar’s quotation includes only those items listed above. Requests for additions/deletions from our scope will require a change in the quoted price. d. Telstar assumes no responsibility for performance, applicability, compatibility, start-up, testing, or acceptance of any equipment not furnished by Telstar under this proposal. e. Telstar is supplying only equipment specified and noted above. f. Please reference the above stated quote number in all correspondence and purchase orders.

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Attachment: 1040566 Cotati Replacement DeNora Clortec PLC at Well 1A (Well 1a Chlorine system replacement) Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE

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governmental authority or of Customer, compliance with government regulations, insurrection or riot, embargo, delays or shortages in transportation or inability to obtain necessary labor, materials, or manufacturing facilities from usual sources or from defects or delays in the performance of its suppliers or subcontractors due to any of the foregoing enumerated causes. In the event of delay due to any such cause, the date of delivery will be extended by period equal to the delay plus a reasonable time to resume production, and the price will be adjusted to compensate Telstar Instruments for such delay.

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Attachment: 1040566 Cotati Replacement DeNora Clortec PLC at Well 1A (Well 1a Chlorine system replacement) Contractor License #422364
Contractor DIR #1000000899
CONTROL SYSTEM INTEGRATION • INSTRUMENTATION SERVICES
SCADA/AUTOMATION • PLC/HMI • ELECTRICAL • CALIBRATION • MAINTENANCE

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We look forward to working with you on this project. If you have any questions, please contact me at the phone number below.

Sincerely,
Kevin Ward
Kevin Ward
Chemical Feed Sales and Service
Telstar Instruments
(925) 671-2888

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Attachment: 1040566 Cotati Replacement DeNora Clortec PLC at Well 1A (Well 1a Chlorine system replacement) Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Resolution Appointing the Engineer of Work for preparing the Cotati Landscape and Lighting Assessment District for FY 23-24
Date: January 24, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended that the City Council of the City of Cotati adopt a resolution appointing the City Engineer, as the Engineer of Work for the FY 2023-24 Cotati Landscape and Lighting District and directing the preparation and filing of the Annual Engineer's Report pursuant to Section 22622 of the Streets and Highways Code.

Background
In FY 17/18, the City consolidated the ten landscape and lighting assessment districts into one District. The ten Cotati Landscaping and Lighting Assessment Districts (“Districts”) were initially formed by the City from 1989 to 2003 in accordance with the Landscaping and Lighting Act of 1972 (“Landscaping and Lighting Act”) to pay for costs associated with maintaining landscaping and streetlights within developments. The ten initial districts are kept separate within the consolidated District as individual zones, each with their original name.

Analysis/Discussion
The Landscaping and Lighting Act requires that the City undertake certain proceedings for any fiscal year in which assessments are to be levied and collected. These proceedings are typically accomplished at three separate Council meetings with the following actions:
1) Adopt a resolution appointing the Engineer of Work and directing the preparation of the annual Engineer’s Report.
2) Approve the Preliminary Engineer’s Report, declare the City Council’s intent to levy assessments and set a date for a public hearing.
3) Conduct a public hearing, approve the Final Engineer’s Report and authorize the levying and collection of assessments for the upcoming fiscal year.

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The attached resolution begins the proceedings for the 2023-24 Fiscal Year. The Engineer’s Report will analyze the anticipated FY 2023-24 costs for each zone in the District and determine the corresponding assessment amounts. The City Council can make changes to the Engineer’s Report once it has been prepared and filed. There are no annexations to the District anticipated for FY 2023-24.

Financial Considerations
All costs associated with these annual proceedings and the annual operation, maintenance and administration of the Landscaping and Lighting Assessment District are recovered from the annual assessments levied on the properties within the District. The City prepares the annual engineer’s report in-house with no consultant. Total city staff costs to prepare the annual engineers reports have been dropping with improved efficiencies since consolidating the zones into one District. Costs were $8,066 for the FY17/18 report, $4,400 in FY18/19, $4,000 in FYs 19/20 and 20/21, and $2,572.80, in FY21/22.

Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

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RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI APPOINTING

THE CITY ENGINEER AS THE ENGINEER OF WORK FOR THE CITY OF COTATI

LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT AND DIRECTING THE

PREPARATION AND FILING OF THE ENGINEER'S REPORT FOR FISCAL YEAR 2023-24 (PURSUANT TO THE LANDSCAPING AND LIGHTING ACT OF 1972) WHEREAS, the City initially formed ten Cotati Landscaping and Lighting Assessment Districts (“Districts”) from 1989 to 2003 in accordance with the Landscaping and Lighting Act of 1972 (“Landscaping and Lighting Act”) to pay for costs associated with maintaining landscaping and streetlights within developments; and
WHEREAS, in FY 2017-18, the City consolidated the ten landscape and lighting assessment districts into one District; and
WHEREAS, pursuant to Section 22622 of the Streets and Highways Code, the City Council must annually appoint the Engineer of Work and direct the preparation and filing of the annual Engineer’s Report in order to levy and collect assessments on any following fiscal year; and
WHEREAS, it is anticipated that there will be no annexations into the Assessment District in FY 2023-24; and
WHEREAS, the action of appointing an Engineer of Record and directing them to prepare the FY 2023-24 LLAD Engineer’s Report does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required.

NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Cotati does hereby appoint the City Engineer as the Engineer of Work for the City of Cotati’s Landscaping and Lighting Assessment District and does hereby direct him to prepare and to file the Annual Engineer’s Report for Fiscal Year 2023-24 showing any changes, pursuant to Section 22622 of the Streets and Highways Code.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on the January 24th, 2023, by the following vote, to wit:

Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
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City Attorney
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Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Authorization for Letter of Support for a Health and Human Services Hub in Rohnert Park
Date: January 24, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council, by motion, authorize the Mayor to send letters of support for start up funding requests for a Health and Human Services Hub in Rohnert Park.

Background
Most health and human services in California are provided by counties, non-profit organizations, and health and hospital systems. Many of the services are largely funded by the Federal and state governments, supplemented by some county funds. Cities typically have little or no role in funding or offering these services.

Services are delivered in different ways, including:
a. By the provider directly in the community, such as county social workers responding to allegations of adult or child abuse.
b. By the provider at a centralized location, such as job training offered by the County in Santa Rosa, and a range of services at the Family Justice Center in Santa Rosa.
c. By the provider in cities and/or outlying communities. This is a common model in Sonoma County, where non-profits and health centers deliver services in numerous communities.

The County focuses on expanding services in larger population centers (Santa Rosa and Petaluma) or areas more distant from Santa Rosa. It is looking to expand services in Sonoma,

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Guerneville, and Cloverdale. The Cotati/Rohnert Park area does not have a robust non-profit that offers a wide range of these services, which makes it more challenging for the County to contract to deliver services here. The City of Rohnert Park has unused space at their Senior Center, which they are proposing to use as a Health and Human Services Hub (Hub).

Analysis/Discussion
The City of Rohnert Park is soliciting one-time funds for start up from traditional funding sources and has asked if the City of Cotati would support their requests. Attached is a letter Rohnert Park recently sent to the Kaiser Permanente requesting funds. If authorized by the City Council, the Mayor would send letters supporting these requests.

Financial Considerations
There are no financial impacts related to issuing letters supporting Rohnert Parks’ request for startup funding of a services hub.

Attachments:

Sample Rohnert Park Letter to Kaiser (PDF)

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City Council
Samantha Rodriguez
Mayor
Susan Hollingsworth Adams
Vice Mayor
Jackie Elward
Gerard Giudice
Emily Sanborn
Councilmembers
Marcela Piedra
City Manager
Don Schwartz
Assistant City Manager
Michelle Marchetta Kenyon
City Attorney
Sergio Rudin
Assistant City Attorney
Cindy Bagley
Director of Community Services
Jamie Cannon
Director of Human Resources
Vanessa Garrett
Director of Public Works
Sylvia Lopez Cuevas
City Clerk
Tim Mattos
Public Safety Director
Mary Grace Pawson
Director of
Development Services
Leo Tacata
Finance Director
January 12, 2023
Andrea Garfia
Kaiser Permanente
Via e-mail: [email protected]
Dear Andrea,
We are writing regarding the potential for a Health and Human Services Hub in Rohnert Park. We very much appreciate your willingness to consider this idea as a candidate for funding to address the Community Health Needs Assessment. We believe that the Hub matches several of the criteria identified for funding, including:

A. Geographic and racial/ethnic disparities - The rationale for the Hub is that Rohnert Park (and Cotati) are overlooked when it comes to the availability of health and human services. We call ourselves 'fly-over territory' because services tend to be offered in Santa Rosa and Petaluma, along with more out-lying areas. For example, we were the last city in Sonoma County to have a health center located here, which was the 35th such center in the County. The County is focusing its expansion of services to Sonoma, Guerneville, and Cloverdale. The areas of high need here are also the most heavily Latinx parts of our community.

8. Severity and magnitude of need: Rohnert Park has a high level of unmet needs, as illustrated by the Portrait of Sonoma. The 2021 update of the Portrait identifies three census tracts in Rohnert Park among the 18 in the County with the highest needs. Downtown Cotati is also an area of need, though the Portrait does not provide a Human Development Index score for that area.

C. Kaiser's ability to make an impact and improve health equity: The Hub represents a significant opportunity for Kaiser to make a meaningful impact. The Hub will make a range of services available to thousands of low-income residents who typically need to travel at least 90 minutes by public transportation to reach services that are much more readily available to most County residents.

D. Potential to collaborate with community partners: By its nature the Hub is a collaboration among a variety of non-profits, County government agencies, and the City.

One obstacle we face is that we lack a comprehensive non-profit such as those elsewhere in the County, such as Community Action Partnership, West County Community Services, La Luz, Corazon Healdsburg. Petaluma People Services offers limited services here and has long had an interest in doing more.

The Health and Human Services Hub is intended to fill that gap. The idea is that "if we build it, they will come" - meaning that if the City provides and equips a facility, the County and non-profits would be willing to locate their services here.
130 Avram Avenue ♦ Rohnert Park CA♦ 94928 ♦ (707) 588-2226 ♦ Fax (707) 794-9248 www.rpcity.org

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Attachment: Sample Rohnert Park Letter to Kaiser (Letter of Support - RP Health and Human Services Hub)

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Attachment: Sample Rohnert Park Letter to Kaiser (Letter of Support - RP Health and Human Services Hub)

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Attachment: Sample Rohnert Park Letter to Kaiser (Letter of Support - RP Health and Human Services Hub) Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Standard Service Agreement with Western Integrated Systems for Document Digitization
Date: January 24, 2023
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
It is recommended that the City of Cotati City Council by motion approve a Standard Service Agreement with Western Integrated Systems, for scanning and digitizing of hard copy Building and Planning files.

Background
Western Integrated Systems is an imaging center in Fairfield, specializing in hard copy to digital document imaging. The City utilized their services in March 2022 to convert Building and Planning files that were only available on microfiche (which was deteriorating) into digital files.

After successful completion of that test batch of documents, the City wishes to continue converting its physical files to digital format to make them more accessible to staff and the public, preservation, and freeing up storage space at City Hall and offsite facilities, as well as cost savings from use of long-term storage offsite.

The document digitation project is part of an on-going multi-year project to move processes to a digital format while also gradually converting older files that require retention to a digital format.

Analysis/Discussion
The City currently has approximately one hundred twenty (120) standard boxes of Building and Planning files on site at City Hall. Each box contains approximately one hundred large format drawings and eight hundred (800) standard pages. Western Integrated Systems will bring batches of 25-50 boxes at a time to their imaging center in Fairfield. The project consultant will bill monthly for work completed. When returning the boxes after scanning is completed, Western Integrated Systems will deliver a flash drive containing the digital files for upload to the City’s document storage platform, Docuware.

Financial Considerations
The City of Cotati Fiscal Year 2022/23 budget includes $35,000 for this Systems Record Scanning project. As such, no new or additional budget appropriations of funds are required, and no other financial impacts are expected.

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Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

Attachments:

Western Integrated Imaging Proposal(PDF)
Western Integrated Quality Assurance (PDF)

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Western Integrated Systems | Fairfield, CA | Oakland, CA | Rocklin, CA | (866) 736-2191 | www.westint.com Hard Copy Imaging Proposal
for
201 W Sierra Ave, Cotati, CA 94931
Overview
The City of Cotati has a collection of approximately 117 standard boxes (15" x 12" x 10") of folded large format drawings (greater than 11" x 17" and less than 36" x 48") along with standard paper, (8 1/2" x 11” up to 11" x 17"), that makes up the content of a single file. Some files are made up of folded large format drawings and some are made up of standard paper only. Western received 2 typical boxes of the 117 as a basis for this quote. The documents will be scanned as 300 DPI Color Multi-page PDF files. The PDF files will be named with the indexing information contained in each box on the box inventory sheet. The first box PL166 contained a total 100 large format drawings and 800 standard pages comprising 7 files. This includes the box index as a separate file. The second box BLDG 060, contained a total of 134 large format drawings and 324 standard pages comprising 26 files including the box index as a separate file. The average of the two boxes will be used as basis of our estimate for the 117-box collection. The averages are 117 large format drawings, 562 standard pages comprising 17 files. If a file needs to be accessed during the imaging process, simply call or email us and identify the box number and file description you need, and we will pull the file and scan it if needed and then send it to you electronically. Please allow 4 hours for this service. This project will be billed monthly in arrears for completed units only and our production will stop not to exceed your allocated budget for this fiscal year.

Generally, we will process the 117 boxes in batches of 25 to 50 boxes. The City of Cotati will complete a Western Transmittal listing the Customer Box Number and optionally a description of the box contents. The boxes will be checked in at the Western Imaging Center per the transmittal list. Any discrepancies will be resolved at check in with the City of Cotati over the phone. Upon completion of the Imaging process the boxes will be returned to the City or its designated 3rd Party and a new batch will be picked up. Media containing the images will be delivered with each completed batch. .

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Attachment: Western Integrated Imaging Proposal (Contract for Document Scanning) Western Integrated Systems | Fairfield, CA | Oakland, CA | Rocklin, CA | (866) 736-2191 | www.westint.com Pricing
Project Assumptions
Description
Estimated number of standard record storage cartons 117 Estimated number of Large Format Drawings (>11"x17" and < 36" x 48") 117 Estimated number of Standard Pages (up to 11" x 17") 562 Estimated total number of Large Format Drawings 13689
Estimated number of Standard Pages 65754
Estimated total number of Large Format Drawings and Standard Pages 79443 Estimated total number of Separator pages per box 17
Estimated total number of Separator pages for the project 1989 Estimated total number of user and separator pages 81432 Black and White Pages 0
Large Format Color Pages 13689
Standard Color ADF pages 65754
Imaging Services Quantity Rate Extension
Includes: Project Management, Pickup and Receiving of 117 boxes, Document preparation for scanning, Box and File Level Indexing from inventory in each box (File Description.pdf), Color ADF Scanning and Color Large Format scanning. QA based on service option selected below, Re-assembly, OCR, PDF, Media Preparation (Encrypted USB Hard Drive), Delivery of media and boxes to the City of Cotati.

Image Pro - Full Service 117 $344.00 $40,248.00
(Physical Page Counts, Reconciliation and 100% Visual Inspections) Additional charge per File Level index if project has more than 1989 Files. $0.56 Additional scan charge per page if the project has more than 65754 ADF pages. $0.07 Additional Large Format scan charge per drawing if the project has more than 13689 Large Format Drawings. $0.67
Image Plus - 100% Visual Inspections 117 $288.00 $33,696.00 Additional charge per File Level index if project has more than 1989 files. $0.56 Additional scan charge per page if the project has more than 65754 ADF pages. $0.06 Additional Large Format scan charge per drawing if the project has more than 13689 Large Format Drawings. $0.67
Image Express - No optional QA 117 $244.00 $28,548.00
Additional charge per File Level index if project has more than 1989 files. $0.56 Additional scan charge per page if the project has more than 65754 ADF pages. $0.05

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Attachment: Western Integrated Imaging Proposal (Contract for Document Scanning) Western Integrated Systems | Fairfield, CA | Oakland, CA | Rocklin, CA | (866) 736-2191 | www.westint.com Additional Large Format scan charge per drawing if the project has more than 13689 Large Format Drawings. $0.67
Accepted By: City of Cotati
Signature
Print Name
Title
Date
Accepted By: Western Integrated Systems
Signature
Print Name
Title
Date

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Attachment: Western Integrated Imaging Proposal (Contract for Document Scanning) Confidential Page 1
Image Pro, Image Plus and Image Express
Quality Assurance Service Levels
Western’s imaging quality assurance process offers three service levels (Image Pro, Image Plus and Image Express) each designed to best meet the requirements of the content and condition of the documents in your collection. These service levels ensure the best possible image quality and accountability for documents found in most paper filing systems.

Image Pro service includes physical page counting per document before scanning with reconciliation to the actual number of scanned pages to reduce the possibility of un-detected multi-feeds (caused by previously stapled or hole punched documents) referred to in our proposal as Physical Page Counts and Page Count Reconciliation. After scanning, we visually inspect each image (referred to as 100% Visual Inspections) for quality and clarity since documents can be completely different in content and condition from one page to the next. This includes correcting skewed pages, when possible, noise line removal, page orientation and allows for adjusting brightness, contrast and gamma settings to improve readability due to certain shades of gray or color backgrounds or poor document quality for a specific page.

Image Plus service employs 100% Visual Inspections described above without Physical Page Counts and Page Count Reconciliation.

Image Express service omits page counting and visual inspections for high quality documents that are similar in content and condition (generally newer, computer generated or type written, non-stapled or very few and/or non-hole punched documents).

All service levels include accountability controls for the number of boxes, files and documents in your collection.

Each service level cost has been summarized for your evaluation based on your specifications.

Imaging Quality Assurance Service Summary
Image Pro includes: Physical Page Counts, 100% Visual Inspections and Page Count Reconciliation.

Image Plus includes: No Physical Page Counts, 100% Visual Inspections Image Express includes: No Physical Page Counts, No 100% Visual Inspections and No Page Count Reconciliation.

All Service Levels include: accountability controls for the number of boxes, file and documents in your collection.

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Attachment: Western Integrated Quality Assurance (Contract for Document Scanning) Confidential Page 2
SOP Flowchart for Imaging

2. Pick Up at Client Site
Label boxes
Complete Transmittal List

3. Receiving at Western
Confirm T-lists / Create Imaging Tracking documents

5. Document Preparation
Confirm box and file counts. Create batches and make
documents scanner ready. Insert separator pages, record file/document page counts on Image Tracking Sheet

4. File (folder) Level Indexing
Count and record # of Files per box on Imaging Tracking Sheet. Create File and PDF Bookmark separator pages.

6. Scanning
Establish Scan Settings, Scan Documents, record captured documents and pages on the Imaging tracking sheet by batch

7. Quality Assurance
Verification of imaged files
100% Visual Inspections of Image for quality & clarity
Side by Side Document Identification – True Copy Verification Reconcile, Batch, File, PDF bookmarks, Document and Page Counts w/ Imaging Tracking Sheets.

When complete Reassemble documents.

8. Document Level Indexing
Index data from images/Table lookups/Assisted OCR

10. Media Creation / Upload
Create USB Flash Drive – Upload to the cloud or Host

11. Delivery/Storage/Destruction

9. Migration – OCR/Image Conversion
Create Text delimited, Database or XML files

1. Project Specification Meeting(s)

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Attachment: Western Integrated Quality Assurance (Contract for Document Scanning) Confidential Page 3
SOP for Document Imaging (Files or Lab Notebooks)
The Document Imaging SOP comprises 11 steps to ensure all your documents are captured with the best possible rendering of the original employing our Image Pro - QA Service Level. Listed below is our SOP workflow followed by definitions of tasks that you will see in our proposal. For Quality purposes steps 5) Document Preparation, 6) Scanning and 7) Quality Assurance are intentionally completed by different Imaging Specialist in our department. The individual responsible for each task dates and initials the appropriate step on the individual Imaging Tracking sheet that is established in step 3) Receiving Documents at Western.

Steps 3 – 9 are recorded, initialed, and dated by the responsible Imaging Specialist on the Imaging Tracking Sheet. Steps 10 and 11 are recorded on the Imaging Project Final Check List.

Image Pro – Augmented with Side by Side Document Identification (True Copy Verification)

1. Project Specification Meeting(s) – Develop project specifications (image format, file, document and PDF bookmark separation, indexing, quality assurance measures and delivered output), proof of concept (complete sample) and proposal.

2. Pickup of Documents at Customer Site – Pack, label, and inventory boxes per specifications.

Complete Western Transmittal List identifying each box for imaging. Optionally list and total the number of files for each box.

3. Receiving of Documents at Western – Check in and create Imaging Department Order TLE25. Index each box (Western Transmittal List or boxes). Create barcoded tracking labels. Setup Imaging Tracking Sheets.

Steps 4 – 8 are repeated for each box of documents

4. File Level Indexing – Count and record the number of files or Lab Notebooks. Create File, PDF Bookmark and/or document barcoded separator pages. Record/attach counts to Imaging Tracking sheet, initial and date.

5. Document Preparation – Confirm box and file/Lab Notebook counts recorded on the Imaging Tracking Sheet. Create batches and make documents scanner ready (remove staples, bindings, taping, copying, make small receipts pages, and post it note pages, position post it notes if possible), insert separator pages (File, PDF bookmark or document), record file/document page counts to the FID20 report. Record Batch Information on the Image Tracking sheet and initial and date.

6. Scanning - Converting paper documents to digital images. Confirm batch counts to ensure all batches are processed. Record File and Document Counts on Imaging Tracking Sheet and initial and date.

7. Quality Assurance – Confirm batch totals (files/documents, PDF bookmarks and page counts), 100% Visual Inspections, Side by Side Page Identification (True Copy Verification) and Page Count Reconciliation. Confirm all control counts per box (Batches, Files, PDF bookmarks, Documents, and page counts). Record reconciled counts on Imaging Tracking sheet and date and initial 100% Visual Inspections, Side by Side Page Identification, and Page Count Reconciliation. Complete Western Scanning Verification Form, True Copy Verification, includes inserting signed Scanning Verification Form for each document as first page of each document/output PDF Image file and for each box.

When completed the documents are reassembled. Initial and date Reassembly on Imaging Tracking Sheet.

8. Document Level Indexing – Capturing data from scanned documents using any combination of data entry, table lookups from customer supplied data or assisted OCR and/or confirm barcode population.

Record the number of files/documents, pages, Initial and Date the Imaging Tracking Sheet.

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Attachment: Western Integrated Quality Assurance (Contract for Document Scanning) Confidential Page 4
Finalize and Complete the project

9. Migration – OCR, Image Conversion, writing desired folder structures for images. Creating delimited text files, Access Databases or XML files corresponding to Images and Indexes created in Steps 4 – 8.

The Imaging Tracking Sheet is dated and initialed for each box.

10. Media Creation / Uploading – Collect all Image Tracking Sheets for the Project and confirm all control totals (Boxes, Files, PDF bookmarks, documents, and page counts. Transfer image output to media and/or uploading to host servers. The Final Check List for the Project is dated and initialed.

11. Delivery/Storage/Destruction – Return, store or destroy documents. Deliver media. The final check list for the Project is dated and initialed.

Western’s Imaging Service Definitions
Project Setup: This is a one-time activity to setup the workflow, separation, indexing and scanning specifications for this specific job. The setup includes receiving (confirming T-Lists) where boxes are checked in, Imaging department orders are created establishing Project numbers, Imaging Box Numbers along with Imaging Tracking Sheets for accountability.

Document Preparation: includes the handling of your documents out of boxes and out of file folders and other bindings: Create batches confirming and recording batch control counts (boxes, files and documents and pages), disassembly, removal of staples, bindings, rubber bands, taping, copying for fragile pages or file folder covers, small receipt handling, post it note positioning, inserting file, PDF bookmarks and document separator pages. In summary, document preparation is doing the required work to make documents scanner ready, trackable, and capable of being reassembled properly.

Physical Page Counts: This is an optional quality assurance measure used to assure all pages are captured and to reveal undetected multi-page feeds when using an automatic document fed scanner. This occurs due to pages that are hole-punched or stapled and due to different paper types (weights and sizes) found in most files. The pages are counted and recorded at the document level with batch totals for reconciliation later in the workflow.

Scanning: This defines the type of scanning we are doing for your job. The DPI (dots per inch), color format (Black & White, Grayscale or Color), ADF (automatic document feeder), single page at time, flatbed and Large Format are specified. Scanner, Image processing and quality settings are determined. Batches, Files and Documents that are captured are recorded and/or attached to the Imaging Tracking sheet for reconciliation in QA.
100% Visual Inspections: This is an optional quality assurance measure to ensure all pages are readable, oriented properly (landscape or portrait), removal of unwanted pages when single sided pages have ink bleeds, folds or doodles causing the scanner to capture the page. Re-scanning is done when needed. This option ensures the best possible rendering of the original document. The Imaging tracking sheet is dated and initialed by the QA operator completing the task.

Side by Side Document Identification (True Copy Verification): Each captured electronic page is visually compared to the physical page and identified. The content is not confirmed, the page is simply identified as being captured by salient markings on the physical page that match the electronic page. Upon confirmation, the Scanning Verification form for the specific document is signed, dated and then inserted as the first page of the document. The Imaging Tracking sheet is signed and initialed when the entire box is completed.

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Attachment: Western Integrated Quality Assurance (Contract for Document Scanning) Confidential Page 5
Page Count Reconciliation: This is an optional quality assurance measure that works with Physical Page Counts done in document preparation. The physical page counts recorded in document preparation are compared to the actual pages scanned and if different are brought into agreement. Missing pages are inserted into the document. Unwanted pages are deleted. The final page counts are updated on the file level indexing audit report (FID20) which is attached to Imaging Tracking Sheet. The Imaging Tracking Sheet is dated, initial with the final totals of the box recorded.

Indexing (Box, File, Tab (PDF bookmarks), & Document): Data that is captured from box (Receiving Transmittal List or written on box) file folder main tabs, divider tabs in the folder or from a single document and normally is used as the image file name or populated to a database that cross-references the image file (used when importing to client’s existing ECM). The Imaging Tracking Sheet is dated, initialed and control counts recorded for File Level and Document Level indexing steps.

Reassembly: Our standard re-assembly is to place documents back in the proper file folder/binder and then back into the box they were delivered in. We do not re-staple or re-paper clip documents. Customers may have documents that require more detailed re-assembly such as re-binding (staples, paper clips and other bindings) and/or placing documents back into specific tabs and file folder fasteners. These re-assembly instructions are defined in the Project Specification Meetings and included in the proposal. The Imaging Tracking Sheet is dated and initialed by the operator completing the task.

Migration: Normally includes TIFF to PDF conversion, OCR, Image output folder structure required by the client, Custom file names, export databases, XML Files used as import files to the clients ECM (Electronic Content Management System). The Imaging Tracking Sheet is dated, and Initialed by the operator completing the activity.

Tiff to PDF Conversion: Converting the native scanned TIFF file to the Adobe PDF format. Includes writing index information to PDF standard fields and PDF custom fields. Image compression is also an option to reduce the overall storage space. These options are established in the Project Setup Meeting(s).

OCR (optical character recognition): Creating text files from recognizable fonts providing full text search capability for imaged documents as hidden text in PDF files or as separate text files corresponding to specific TIFF files determined in the Project Setup Meeting(s).

Media Creation / Uploading: Transferring and/or uploading your scanned images and indexed data to electronic media or host servers for delivery to you. We transfer images to CD, DVD, Flash drives and USB Hard Drives. The number of folders and PDF files are confirmed. A hard copy Listing of the folders and files on the media is produced and a copy is sent to client. The Imaging Project Final Report is dated and initialed by the operator completing the activity.

Delivery: Western returns the original documents and/or media with the digital images.

Storage: Optionally store the records for a designated period in one of our Secure Record Centers (South San Francisco, Newark and Sacramento and Vacaville).

Destruction: Western is instructed to destroy the original documents by the client via its Secure Destruction Service (shredding and pulping documents) after the project is completed. Western recommends storing the boxes for a minimum of 6 months before destruction to allow adequate time for you to review your new digital images.

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Attachment: Western Integrated Quality Assurance (Contract for Document Scanning) Confidential Page 6
Western New Quality Assurance Offerings
for Imaging Projects
Lab Notebook Certification
Western now offers a new level of quality assurance for Biotech and Pharmaceutical Companies scanning Laboratory Notebooks called “Lab Notebook Certification.” Lab Notebook Certification is a procedure to ensure your Company’s compliance standards are met before Lab Notebooks are scanned and archived. Typical compliance items include:

1. Completion of the Notebook Assignment Page.

2. Completion of all signature blocks on the pre-numbered research pages for both Author and Witness, are signed and dated.

3. End of Notebook properly designated for partially completed notebooks.

4. Addition of “Page left intentionally blank” verbiage where required.

5. Addition of PDF custom page numbering so all pages in the notebook are numbered in accordance with the prenumbered research pages.

6. Addition of a signed and dated certification page as the first page of the PDF Image of the notebook.

Western will meet with you to review and document your notebook compliance requirements. When notebooks are sent to Western for scanning, we will inspect the notebooks for compliance first. Notebooks that do not comply are returned to you for correction. Notebooks that do comply are scanned and archived. Western tracks the status of each Notebook until the project is finished. This certification assures your notebooks meet your compliance standards when they are scanned and archived which is crucial to protect your research investment as well as your resulting inventions.

True Copy Certification
True Copy Certification is an optional quality assurance procedure which augments our current 100% Visual Inspection procedure. In addition to our inspection, each electronic page is compared to the physical page to ensure it has been captured. When the procedure is completed a True Copy Certification form is signed, dated, and added as the first page of the PDF Image of the document. This procedure is used when the physical records are to be destroyed or when an electronic copy for a third party requires attestation.

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Attachment: Western Integrated Quality Assurance (Contract for Document Scanning) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Appointment of Planning Commission Members
Date: January 24, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the Council ratify, by adoption of a motion, Councilmember Rivers' and Councilmember Lemus' nominations to fill the vacant Planning Commission positions.

Background
Qualifications, terms, and appointment process for the City’s Planning Commission (Commission) are set forth in Chapter 2.16 of the City’s Municipal Code. The Commission is comprised of five members, each of which is nominated by one of the five Council members, and ratified by a majority of the Council. Commissioner terms are coincident with, and at the discretion of, the nominating Council member. Section 2.16.050 of the Municipal Code requires all Commissioners to be residents of the City.

The vacant position was advertised on the City’s social media, in the Community Voice newspaper, and on the City’s Website. Applications were received up to and on the January 13, 2023 deadline.

A total of two applications were received for Planning Commission. The applications are attached for review and indicated in the table below.

Analysis/Discussion
The current composition of the Commission is as follows:

COMMISSIONER NOMINATING COUNCIL
MEMBER

CURRENT TERM

EXPIRATION
Vacant Sylvia Lemus 2026
Vacant Kay Rivers, Ph.D. 2026
Lisa Moore Susan Harvey 2024
John T. Savage Laura Sparks 2024
Neil Hancock Ben Ford 2024

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The applicants for Planning Commission are as follows:

Nominees: Responsible Councilmember:

Ed Gilardi Sylvia Lemus
Michelle Berman Kay Rivers, Ph.D.

The Council can ratify Councilmember Lemus’ and Councilmember Rivers’ nominations by a majority adoption of a motion.

Financial Considerations
The Community Development Department, as staff to the Planning Commission, supports the needs of the Planning Commission through the Department’s operating budget.

Environmental Issues
The action of appointing a Planning Commissioner is exempt from the California Environmental Quality Act (CEQA) because they are not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.

Attachments:

Ed Gilardi Redacted Application (PDF)
Michelle Berman Redacted Application (PDF)

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Attachment: Ed Gilardi Redacted Application (Planning Commission Appointment)

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Attachment: Ed Gilardi Redacted Application (Planning Commission Appointment)

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Attachment: Ed Gilardi Redacted Application (Planning Commission Appointment)

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Attachment: Michelle Berman Redacted Application (Planning Commission Appointment)

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Attachment: Michelle Berman Redacted Application (Planning Commission Appointment)

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Attachment: Michelle Berman Redacted Application (Planning Commission Appointment) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Nominations for regional commissions and committees on behalf of Sonoma County Mayors' and Councilmembers' Association and City Selection Committee Date: January 24, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council review letters of interest received and provide the Mayor with direction for voting at the upcoming Mayors' and Councilmembers' Association and City Selection Committee meeting.

Background
The City of Cotati is a member of the Sonoma County Mayors’ and Councilmembers’ Association and the Sonoma County City Selection Committee. Each body appoints members to various regional Boards and Commissions. The voting delegates from the City are the Mayor (primary) and Vice Mayor (alternate). If there are no letters of interest, the by-laws of the Sonoma County Mayors’ and Councilmembers’ Association allows for nominations from the floor at the meeting.

Analysis/Discussion
At its February 9, 2023 meeting, the Sonoma County Mayors’ and Council Members’ Association (SCMCA) Board of Directors and City Selection Committee will make appointment for the following vacated positions:

Board of Directors

1. ABAG Executive Board: Alternate (to fill seat vacated by Dennis Pocekay, Petaluma, term expires June 2023.)
1 letter of interest received: Stephen Zollman - Sebastopol

2. Child Care Planning Council of Sonoma County: 1 seat (currently held by Council

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Member Victoria Fleming, Santa Rosa, term expires three years from appointment) 1 letter of interest received: Stephen Zollman - Sebastopol

3. Sonoma County Agricultural Preservation and Open Space District Citizens Advisory Committee: 1 seat (to fill seat vacated by former Council Member Osvaldo Jimenez, Healdsburg, term expires February 2024)
2 letters of interest received: Todd Lands - Cloverdale Mark Stapp - Santa Rosa

4. North Bay Division, LOCC, Executive Board: 1 seat (to fill seat vacated by former Council Member John Sawyer, Santa Rosa, term expires two years from appointment) 1 letter of interest received: Jackie Elward, Rohnert Park

5. Sonoma Marin Area Rail Transit Board of Directors: 2 seats (currently held by Council Member Melanie Bagby, Cloverdale, term expires February 2023 and Council Member Chris Rogers, Santa Rosa, term expires February 2023. 2 letters of interest received: Melanie Bagby - Cloverdale Chris Rogers - Santa Rosa
City Selection Committee

1. Local Agency Formation Commission (LAFCO): 2 seats + alternate (to fill seat vacated by former Council Member Pam Stafford, Rohnert Park and Mark Landman, Cotati and the alternate seat vacated by former Council Member Patrick Slayter, Sebastopol term expires 4-years from appointment)
4 letters of interest received: Sandra Lowe - Sonoma
Susan Harvey - Cotati
Jeff Okrepkie - Santa Rosa
Stephen Zollman - Sebastopol

2. Sonoma County Successor Agency Oversight Board Committee: alternate (to fill seat vacated by former Councilmember Osvaldo Jimenez, Healdsburg, unspecified term) No letters of interest received.

3. Remote Access Network (RAN) Board: 1 seat (must be a Mayor) (to fill seat vacated by former Council Member Mark Landman, Cotati)
No letters of interest received.

4. Bay Area Air Quality Management District Board: 1 seat (to fill seat vacated by

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former Council Member Teresa Barrett, Petaluma, 2-year term) 1 letter of interest received: Brian Barnacle - Petaluma Financial Considerations
Not applicable.

Attachments:

ABAG Alternate & SC Childcare Planning - Zollman (PDF)
Ag and Open Space Advisory Board - Lands(PDF)
Ag and Open Space Advisory Board - Stapp (PDF)
North Bay Division LOCC Executive Board - Elward (PDF)
SMART - Bagby (PDF)
SMART - Rodgers (PDF)
LAFCO - Lowe (PDF)
LAFCO - Harvey (PDF)
LAFCO - Okrepkie (PDF)
LAFCO - Zollman (PDF)
BAAQMD - Barnacle (PDF)

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January 11, 2023
Chair
Mayors and Councilmembers Association
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
Dear Chair,
I hope this letter finds you well. I am applying for the ABAG Executive Board Alternate position as well as the Child Care Planning Council seat. I am hoping that my many years as an attorney working with various agencies and my prior service on the Child Care Planning Council will be of service to these positions.

During my twelve years as a San Francisco Public Defender I interacted with many agencies in order to seek services for my clients. I have similarly interacted with many agencies in Sonoma County while trying to secure services for domestic violence survivors with children since I relocated in 2013. I was appointed to the Child Care Planning Council by Supervisor Carrillo in 2013 and served nearly two years, to include being public policy co-chair. Additionally I have served on a number of childcare related nonprofit boards to include River To Coast Children’s Services and Child Parent Institute.

I am looking forward to meeting and working with you and hopefully being of service to these positions. If you have questions, please find my e-mail below. Thank you very much for you consideration.

All Best,
signed
Stephen Zollman
Sebastopol Council Member
[email protected]

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Attachment: ABAG Alternate & SC Childcare Planning - Zollman (Mayors and Councilmembers Association Appts.)

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Attachment: Ag and Open Space Advisory Board - Lands (Mayors and Councilmembers Association Appts.) Mark Stapp
Council Member
City of Santa Rosa
100 Santa Rosa Ave.

Santa Rosa, CA 95404
January 12, 2023
Board of Directors Appointments
Chair
Mayors’ and Councilmembers’ Association
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
ATTN: Raina Allan, City Clerk/Public Information Officer, CMC Dear Ms. Allan,
I am pleased to submit this Letter of Interest for the available seat on the Sonoma County Agricultural Preservation and Open Space District Advisory Committee. I was elected in November to the Santa Rosa City Council and hope to represent the City with Ag + Open Space. Protecting Sonoma County’s agricultural areas and wildlands is critical to the future of our County. Our open spaces are the basis for healthy communities, vibrant ecosystems, fire resilience, and even ensuring our water supply.

I am already engaged with issues and projects adjacent to the work of Ag + Open Space, and believe my experience would be an asset to the Advisory Committee:
• In my role at Sonoma State University as Senior Director for Corporate and Foundation Relations, I partner with SSU’s Center for Environmental Inquiry to secure funds to support SSU’s 4,160 acres of wildland preserves, including the 450- acre Fairfield-Osborn Preserve on Sonoma Mountain and the 40-acre Los Guillicos Preserve near Mount Hood;
• I work closely with SSU’s Wine Business Institute, which promotes education and research related to issues of land use and sustainability throughout California; • I am currently Vice President for the Sonoma County Farm Bureau Foundation Board, which supports agricultural education and environmental resilience throughout the County.

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Attachment: Ag and Open Space Advisory Board - Stapp (Mayors and Councilmembers Association Appts.) On a personal note, my wife and I live adjacent to Trione-Annadel State Park and, in 2021, we both certified as Wildland Level 2 Firefighters with the intention of assisting with prescribed burns. In short, Ag + Open Space’s commitment to our natural and agricultural spaces resonates with me deeply and I would be proud to serve the organization as an Advisory Committee Member. I thank the Association members for their consideration, and will be happy to provide additional information about my background and interest upon request.

Warmly,
Mark Stapp
Council Member
City of Santa Rosa
707-328-7024/[email protected]

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Attachment: Ag and Open Space Advisory Board - Stapp (Mayors and Councilmembers Association Appts.)

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Attachment: North Bay Division LOCC Executive Board - Elward (Mayors and Councilmembers Association Appts.)

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Attachment: SMART - Bagby (Mayors and Councilmembers Association Appts.)

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Attachment: SMART - Bagby (Mayors and Councilmembers Association Appts.) City of Santa Rosa
100 Santa Rosa Avenue, Room 10
Santa Rosa, CA 95404

1.11.23 Friends,
I respectfully request your support in continuing to serve on the Sonoma-Marin Area Rail Transit Board, representing the Mayors and Councilmembers Association.

I currently serve as the Chair of the Sonoma County Transportation Authority and Regional Climate Protection Authority and have been working over the last few years to better integrate our major transit networks to meet the ambitious climate goals we all have supported.

In my time on the Board, we have appointed a new Executive Director, cut the ribbon on the Larkspur extension, supported new solutions to solving the “first and last mile” problem, and we are rapidly approaching the extension of the line to Windsor.

We are also trying to do new things to better serve our communities, including aligning the train schedule with major events (such as at the Green Music Center’s schedule and the Giants baseball games), kids-ride-free programs, and Rail and Sail passes to bring people from the City to the North Bay.

SMART is a gem, and we have seen our ridership bounce back from the COVID-19 pandemic faster and stronger than any other regional transit system. I would be proud to continue serving on the board for a second term and working to fulfill our mission of providing high quality and reliable public transit from Cloverdale to Larkspur. If you would like to discuss specific SMART issues in your community, please feel free to give me a call anytime.

Warmly,
Chris Rogers
Councilmember
City of Santa Rosa
(707) 547-7685

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Attachment: SMART - Rodgers (Mayors and Councilmembers Association Appts.)

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Attachment: LAFCO - Lowe (Mayors and Councilmembers Association Appts.) 201 West Sierra Avenue, Cotati, CA 94931-4217  TELEPHONE 7077924600  FAX 7957067 January 11, 2023
Chair
Sonoma County Mayors’ and Councilmembers’ Association
City of Cotati
201 West Sierra Ave
Cotati, CA 94931
Attn: Kevin Patterson, MMC, Deputy City Clerk
Re: Request for Appointment to Local Agency Formation Commission (LAFCO) Dear Honorable Mayors and Council Members,
I am submitting this letter to you to advance my candidacy for election to the above position by the Mayors’ and Councilmembers’ Association Board of Directors.

I have been honored to serve as the representative of the Mayors and Council Members on various positions, most recently as your member to the North Bay Division LOCC Executive Board. I have represented our city on many regional JPA’s and Committees that have given me a wealth of knowledge about the issues in our region. My knowledge and experience addressing issues of water, waste and legislative concerns for our region provides me with a perspective to hit the ground running on the projects facing LAFCO.

I am proud of the regional approach taken, in Sonoma County, by all of our JPA’s and Committees. During my time on the Council, I have seen this grow stronger as the Cities continue to work towards solutions that work for all of our communities. I strongly believe that together we are able to provide the best and most efficient services when a regional approach is appropriate. We all live in a special place and love our rural character. I will continue to support our open space and agricultural areas by ensuring we advance efforts to preserve these valuable resources. Our region has worked hard to prevent urban sprawl and ensure that we have appropriate growth boundaries. I respect the choices made by our communities and would work to honor those boundaries.

I respectfully ask for your support of my request for appointment and will work hard to represent you.

Sincerely,

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Attachment: LAFCO - Harvey (Mayors and Councilmembers Association Appts.) January 11, 2023, page
2 of 2
Susan Harvey
Vice Mayor

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Attachment: LAFCO - Harvey (Mayors and Councilmembers Association Appts.)

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Attachment: LAFCO - Okrepkie (Mayors and Councilmembers Association Appts.) January 11, 2023
Deputy Clerk of the Board
County of Sonoma, Board of Supervisors
575 Administration Dr, Room 100A
Santa Rosa, CA 95403
ATTN: Noelle Francis
Dear Ms. Francis,
I hope this letter finds you well. I am applying for the LAFCO and Sonoma County Oversight Board Committee Alternate positions. I am hoping that my many years as an attorney working with various agencies along with my MBA will be of service to these positions.

During my years of representing clients I have worked with various agencies to seek results that worked for both parties. During my time living in Guerneville, I followed the interests of involving LAFCO. My MBA will hopefully be helpful with the issues involved with the Oversight Board Committee’s work.

I am looking forward to meeting and working with you and hopefully being of service to these positions. If you have questions, please find my e-mail below. Thank you very much for you consideration.

All Best,
signed
Stephen Zollman
Sebastopol Council Member
[email protected]

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Attachment: LAFCO - Zollman (Mayors and Councilmembers Association Appts.)

CITY OF PETALUMA
POST OFFICE BOX 61
PETALUMA, CA 94953-0061
Brian Barnacle
Councilmember
Petaluma City Hall
11 English Street
Petaluma, CA 94952
Phone (707) 778-4345
Msg Phone (707) 778-4541
E-Mail:
[email protected]
January 6, 2023
Chair
Mayors and Councilmembers Association
City of Healdsburg
401 Grove Street
Healdsburg, CA 95448
ATTN: Raina Allan, City Clerk/Public Information Officer, CMC Re: Appointment to Bay Area Air Quality Management District Board of Directors Dear Sonoma County Mayors and Council Members,
I am writing to ask for your support in appointing me to serve on the Bay Area Air Quality Management District (BAAQMD) Board of Directors.

The last 13 years of my career have been focused on energy, transportation, and buildings policy and program development. My experience with air quality improvement measures includes building and appliance regulations, and electrification of light duty vehicles, first/last-mile delivery, and heavy-duty trucking. I have participated in regulatory processes at the California Public Utilities Commission, Air Resources Board, and Energy Commission, and helped advance climate and clean energy legislation in Sacramento.

In 2020, I ran for a seat on the Petaluma City Council because I truly love local government. Now, after two years of serving, I am seeking a seat on the BAAQMD Board because I want to help reduce emissions and local air pollution throughout Bay Area communities.

In many ways, BAAQMD’s work is precedent-setting for our nation. Addressing intersectional issues like environmental, climate, and economic justice require BAAQMD board members to do what is best for the health of our climate and public, while mitigating concerns about equity, career displacement, the economy, and more. I am up for the challenge.

As the son of a union carpenter who was raised in a Sonoma County dairy family and today works in climate policy, my life experiences have forced me to see different sides of issues. My diverse background will help me understand and take principled positions on the many complex issues that BAAQMD takes on.

For these reasons, I ask for your support. Please do not hesitate to contact me by phone at (707) 373-6414 or by email at [email protected] if you would like to speak more about my interest in this position.

Thank you for your consideration and happy New Year.

Sincerely,

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Attachment: BAAQMD - Barnacle (Mayors and Councilmembers Association Appts.) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Award of the Construction Contract for the 2023 Pavement Rehabilitation Project Date: January 24, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council adopt a resolution awarding the 2023 Pavement Rehabilitation Project (Project) to Argonaut, Inc. and authorizing the City Manager to execute the construction contract for the Project, the Construction Management and Inspection Agreement, amendments to the Design agreement and any needed change orders and amendments up to the approved project budget.

Background
The City’s Five-Year Capital Improvements Program includes a list of street paving projects.

The paving projects are based on a Pavement Management Program (PMP), updated every 2 years, which guides the identification and prioritization of street pavement maintenance projects.

The PMP provides strategies to prioritize the annual roadway projects based on their condition and treatment costs.

Pavement maintenance projects are significantly funded by, and made possible by, Measure S, the City’s local revenue measure; and City Council continues to prioritize street repair and maintenance. Expenditures are detailed in the annual Measure S reports. The City has completed approximately $5.7 million of roadway rehabilitation in the last two years and has made considerable progress in improving the condition of its roadways.

Analysis/Discussion
The 2023 Pavement Rehabilitation Project (Project) is included in the City’s current Five-Year Capital Improvement Program. The streets included in the bid consist of Aguirre Way, Ahlstrom Dr, Delano St, Lasker Ln, Locust Ave, Marsh Way, Oretsky Way, Page St, Wilford Cir, Lebec Ln, Macklin Dr, John Roberts Dr, Amber Ln, Myrtle Ave. The complete bid set, including plans and specifications, are available for viewing at the Public Works/Engineer’s office in City Hall.

On June 28, 2022, City Council approved the design agreement for the Project. Bid documents

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were finalized and the Project was advertised for bidding on November 18th, 2022. On December 20, 2022, 4 bids were received, with the low bid provided by Argonaut, Inc. for a total base bid amount of $2,412,092 which is 4 percent below the engineer’s estimate. The bid summary is attached to the resolution. The low bid was evaluated and was determined to be a responsive bid. The additive bid item (Lund Hill Road) had a low bid cost of $561,531 and is recommended to be excluded from the construction contract as it would result in a total project cost that would significantly exceed the approved project budget. During design, improvements to the Putnam Park pathway and parking lot were added to the design and these improvements are included in the base bid amount.

In addition to the Putnam Park improvements, the City requested Harris and Associates, the Design engineering firm, to include Wilford Circle, Aguirre Way and Lasker Lane (to be bid at a later date), and to prepare the environmental Notice of Exemption document, and to perform the mix design for the roadway treatments. Harris and Associates provided a proposal for these extra scope items with a total additional cost of $60,775, bringing the total design agreement amount to $364,403.

The City issued a request for proposals for construction management services and selected Green Valley Consulting Engineers, based on their being best qualified to perform these services for this Project. City staff requested and Green Valley Consulting Engineer’s provided a proposal for Construction Management and Inspection services for the Project in an amount not to exceed $214,030. City staff has reviewed the proposal and finds it to be fair and reasonable.

Financial Considerations
The City’s adopted FY22/23 Budget includes $3.210,000 for this project. Accounting for the design agreement, construction contract, construction management professional services, engineering services during construction and change orders, amendments, and an 7.3 percent contingency, the total needed project budget is $3,210,000. As such, no additional budgetary appropriations are requested at this time.

Project Budget Expenditures Proposal:

Design (including amendments) $ 364,403
Construction $ 2,412,092
Construction Management $ 214,030
Contingency $ 219,475
Total Budget Expenditures $ 3,210,000
Environmental Issues

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The Project is Categorically Exempt under Section 15301 of the California Environmental Quality Act (CEQA) Guidelines as it consists of the repair and maintenance of an existing facility. The Putnam Park pathway and parking lot minor grading and repaving portion of the project was determined to be qualify for a categorical exemption under the CEQA Guidelines, Section 15301 (Class 1, Existing Facilities), Section 15302 (Class 2, Replacement or Reconstruction), and Section 15304 (Class 4, Minor Alterations to Land) for the following reasons:
a. The project would consist of minor alteration (widening) of the existing pedestrian trail; however, the project would not expand the existing open space use outside of the Helen Putnam Park property. Therefore, the project would involve no expansion of the existing or former use of the site (Class 1).
b. The project would not create additional automobile lanes (Class 1). c. The project would replace or reconstruct the existing pedestrian pathway where the new pathway will be located on the same site as the pathway replaced. The proposed pathway would have the same purpose and similar pedestrian capacity as the pathway replaced (Class 2).
d. The proposed project would not involve removal of healthy, mature, scenic trees (Class 4). e. The project would completely avoid the drainage ditches located immediately north and south of the existing pathway (Class 4).

The project constitutes a single and complete project. For the reasons stated previously, the project is categorically exempt from CEQA by Class 1, Existing Facilities, Class 2, Replacement or Reconstruction, and Class 4, Minor Alterations to Land.

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RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI AWARDING THE CONSTRUCTION CONTRACT FOR THE 2023 STREET REHABILITATION TO ARGONAUT, INC. AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE

CONSTRUCTION CONTRACT AND CONSTRUCTION MANAGEMENT AND

INSPECTION SERVICES AGREEMENT, THE DESIGN AMENDMENTS AND ANY

NEEDED CHANGE ORDERS AND AMENDMENTS, UP TO THE AUTHORIZED

PROJECT BUDGET AMOUNT
WHEREAS, The City’s Five-Year Capital Improvements Program includes a list of street paving projects, and the paving projects are based on a Pavement Management Program (PMP), updated every 2 years, which guides the identification and prioritization of street pavement maintenance projects; and
WHEREAS, the PMP provides strategies to prioritize the annual roadway projects based on their condition and treatment costs; and
WHEREAS, pavement maintenance projects are significantly funded by, and made possible by, Measure S, the City’s local revenue measure; and City Council continues to prioritize street repair and maintenance, and expenditures are detailed in the annual Measure S reports, and the City has completed approximately $5.7 million of roadway rehabilitation in the last two years and has made significant progress in improving the condition of its roadways; and WHEREAS, the 2023 Pavement Rehabilitation Project (Project) is included in the City’s current Five-Year Capital Improvement Program, and certain streets included in the original scope for the design were designed but excluded from the bidding package to stay within the City’s approved budget; and
WHEREAS, the streets included in the bid are Aguirre Way, Ahlstrom Dr, Delano St, Lasker Ln, Locust Ave, Marsh Way, Oretsky Way, Page St, Wilford Cir, Lebec Ln, Macklin Dr, John Roberts Dr, Amber Ln, and Myrtle Ave, and Lund Hill from Valparaiso to Cypress was included in the bided project as an Additive scope item; and WHEREAS, on June 28, 2022, City Council approved the design agreement for the Project, and bid documents were finalized and the Project was advertised for bidding on November 18th, 2022; and
WHEREAS, on December 20, 2022, 4 bids were received, with the low bid provided by Argonaut, Inc. for a total base bid amount of $2,412,092, which is 4 percent below the Engineer’s estimate, and the bid summary is attached; and WHEREAS, the low bid was evaluated and was determined to be a responsive bid; and WHEREAS, the additive bid item (Lund Hill Road) had a low bid cost of $561,531 and is recommended to be excluded from the construction contract as it would result in a total project cost that would significantly exceed the approved project budget; and WHEREAS, during design, improvements to the Putnam Park pathway and parking lot were added to the design and these improvements are included in the base bid amount; and WHEREAS, in addition to the Putnam Park improvements, the City requested Harris and Associates, the Design engineering firm, to include Wilford Circle, Aguirre Way and Lasker Lane (to be bid at a later date), and to prepare the environmental Notice of Exemption document, and to perform the mix design for the roadway treatments; and Packet Pg. 72
WHEREAS, Harris and Associates provided a proposal for these extra scope items with a total additional cost of $60,775, bringing the total design agreement amount to $364,403; and WHEREAS, the City issued a request for proposals for construction management services and selected Green Valley Consulting Engineers, based on their being best qualified to perform these services for this Project; and City staff requested and Green Valley Consulting Engineer’s provided a proposal for Construction Management and Inspection services for the Project in an amount not to exceed $214,030, and City staff has reviewed the proposal and finds it to be fair and reasonable; and
WHEREAS, the City’s adopted FY22/23 Budget includes $3.210,000 for this project, and accounting for the design agreement, amendments to the design agreement, construction contract, Construction Management professional services, engineering services during construction and change orders, amendments, and an 7.3 percent contingency, the total needed project budget is $3,210,000, in line with the adopted budget; and WHEREAS, the Project is Categorically Exempt under Section 15301 of the California Environmental Quality Act (CEQA) Guidelines as it consists of the repair and maintenance of an existing facility; and
WHEREAS, the Putnam Park pathway and parking lot minor grading and repaving portion of the project was determined to be qualify for a categorical exemption under the CEQA Guidelines, Section 15301 (Class 1, Existing Facilities), Section 15302 (Class 2, Replacement or Reconstruction), and Section 15304 (Class 4, Minor Alterations to Land) for the following reasons:
a. The project would consist of minor alteration (widening) of the existing pedestrian trail; however, the project would not expand the existing open space use outside of the Helen Putnam Park property. Therefore, the project would involve no expansion of the existing or former use of the site (Class 1).
b. The project would not create additional automobile lanes (Class 1). c. The project would replace or reconstruct the existing pedestrian pathway where the new pathway will be located on the same site as the pathway replaced. The proposed pathway would have the same purpose and similar pedestrian capacity as the pathway replaced (Class 2).
d. The proposed project would not involve removal of healthy, mature, scenic trees (Class 4). e. The project would completely avoid the drainage ditches located immediately north and south of the existing pathway (Class 4).

NOW THEREFORE LET IT BE RESOLVED by the Council of the City of Cotati that:

1. All of the above recitals are true and correct and incorporated herein by reference; and

2. The construction contract for the Project is awarded to Argonaut, Inc. for $2,412,092; and

3. The Construction Management and Inspection Agreement with Green Valley Consulting Engineers for $214,030 is approved; and

4. Amendments to the design agreement with Harris and Associates for materials testing, Packet Pg. 73
and environmental, design and topographic surveys for the Putnam Park Pathway and parking lot, and addition of streets to the scope, to a total amount of $60,775, bringing the total revised Design agreement not to exceed amount to $364,403, are approved; and

5. The City Manager (or designee) is authorized to execute the construction contract for the Project, the construction management and inspection agreement, the amendments to the design agreement and any needed change orders, amendments and miscellaneous Project expenses up to the Project’s budgeted amount of $3,200,000.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on the January 24th, 2023, by the following vote, to wit:

BID TABULATION SUMMARY SHEET
2023 Street Rehab Project
$2,973,622.60 $3,242,688.60 $3,266,486.00 $3,567,717.60 Bidders:

Item Number Item Description Unit of
Measurement
Cost Per Unit Total Cost Cost Per Unit Total Cost Cost Per Unit Total Cost Cost Per Unit Total Cost 1 Mobilization LS $0.00 $204,000.00 $188,000.00 $188,000.00 $280,000.00 $280,000.00 $146,000.00 $146,000.00 2 Traffic Control + Construction Area Signs LS $0.00 $125,000.00 $92,800.00 $92,800.00 $322,198.80 $322,198.80 $250,000.00 $250,000.00 3 Storm Water Pollution Prevention LS $0.00 $12,000.00 $750.00 $750.00 $10,000.00 $10,000.00 $14,000.00 $14,000.00 4 Unsuitable Sugrade (Revocable if not used) CY $178.00 $26,700.00 $175.00 $26,250.00 $250.00 $37,500.00 $330.00 $49,500.00 5 Potholing (Revokable if not used) LS $0.00 $30,000.00 $58,800.00 $58,800.00 $70,000.00 $70,000.00 $115,000.00 $115,000.00 6 Relocate Existing Service Laterals in FDR
Section(Revocable if not used)
LF
$105.00 $26,250.00 $200.00 $50,000.00 $215.00 $53,750.00 $81.00 $20,250.00 7 Replace Existing WV Riser (Revocable if not
used)
EA
$1,200.00 $12,000.00 $1,000.00 $10,000.00 $575.00 $5,750.00 $940.00 $9,400.00 8 Shoulder Backing at Edge of Pavement
(Revocable if not used) CY $120.00 $6,000.00 $300.00 $15,000.00 $90.00 $4,500.00 $178.00 $8,900.00 9 Slurry Seal SY $5.70 $66,405.00 $5.70 $66,405.00 $5.70 $66,405.00 $4.80 $55,920.00 10 Crack Seal LF $1.17 $10,881.00 $1.17 $10,881.00 $1.17 $10,881.00 $1.17 $10,881.00 11 4"HMA Base Repair (Slurry Seal Streets) SF $6.75 $24,300.00 $17.00 $61,200.00 $7.50 $27,000.00 $11.00 $39,600.00 12 HMA (FDR) TON $140.00 $840,000.00 $160.00 $960,000.00 $155.00 $930,000.00 $163.00 $978,000.00 Bid Opening Date 12/20/2022
Engineer's Estimate: $3,013,117.20
Argonaut Construction Ghilotti Construction Ghilotti Brothers Team Ghilotti Argonaut
Construction
Ghilotti
Construction
Ghilotti
Brothers Team Ghilotti Grand Totals:

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Attachment: 2023 Street Rehab Bids (Award 2023 Street Rehabilitation) 13 Earthwork Export (For FDR Treatment) CY $80.00 $240,000.00 $130.00 $390,000.00 $60.00 $180,000.00 $72.00 $216,000.00 14 Full Depth Reclamation with Cement Treatment
to Depth of 8" SY $11.50 $67,965.00 $4.55 $26,890.50 $9.56 $56,499.60 $19.50 $115,245.00 15 Full Depth Reclamation with Cement /Lime
Treatment to Depth of 8" SY $15.00 $87,150.00 $7.40 $42,994.00 $11.40 $66,234.00 $21.50 $124,915.00 16 Full Depth Reclamation with Cement Treatment
to Depth of 11" SY $8.00 $86,560.00 $2.65 $28,673.00 $10.50 $113,610.00 $13.00 $140,660.00 17 Portland Cement for Full Depth Reclamation
(5%) TON $213.00 $87,330.00 $213.00 $87,330.00 $245.00 $100,450.00 $245.00 $100,450.00 18 Portland Cement/Lime for Full Depth
Reclamation (5%) TON $247.00 $29,640.00 $247.00 $29,640.00 $305.00 $36,600.00 $305.00 $36,600.00 19 Lower and Raise TEL MH to Grade (Revocable if
not used) EA $2,200.00 $2,200.00 $1,000.00 $1,000.00 $2,800.00 $2,800.00 $2,800.00 $2,800.00 20 Lower and Raise Detector Handhole to Grade EA $1,200.00 $1,200.00 $850.00 $850.00 $860.00 $860.00 $1,300.00 $1,300.00 21 Lower and Raise Monument to Grade EA $1,400.00 $25,200.00 $1,300.00 $23,400.00 $1,300.00 $23,400.00 $3,300.00 $59,400.00 22 Lower and Raise SDMH to Grade EA $1,500.00 $18,000.00 $2,250.00 $27,000.00 $2,250.00 $27,000.00 $2,250.00 $27,000.00 23 Lower and Raise SSCO EA $1,200.00 $3,600.00 $2,250.00 $6,750.00 $2,250.00 $6,750.00 $2,250.00 $6,750.00 24 Lower abd Raise SSMH EA $1,700.00 $42,500.00 $2,250.00 $56,250.00 $2,250.00 $56,250.00 $2,250.00 $56,250.00 25 Lower and Raise WV to Grade EA $1,200.00 $46,800.00 $1,300.00 $50,700.00 $1,300.00 $50,700.00 $1,300.00 $50,700.00 26 Install Type A Detector Loop EA $600.00 $3,600.00 $600.00 $3,600.00 $600.00 $3,600.00 $500.00 $3,000.00 27 Install Type D Detector Loop EA $600.00 $1,200.00 $600.00 $1,200.00 $600.00 $1,200.00 $1,000.00 $2,000.00 28 Asphalt Construct Speed Cushion EA $7,150.00 $7,150.00 $6,500.00 $6,500.00 $5,000.00 $5,000.00 $10,000.00 $10,000.00 29 Slurry Seal SY $5.70 $9,975.00 $10.00 $17,500.00 $5.70 $9,975.00 $4.80 $8,400.00 30 Crack Seal LF $1.17 $538.20 $1.17 $538.20 $1.17 $538.20 $1.17 $538.20 31 4" HMA Base Repair (Helan Putnam Parking
Lot) SF $6.75 $28,215.00 $9.00 $37,620.00 $7.25 $30,305.00 $10.00 $41,800.00 32 Replace Ex. Wooden Fence and Replace with
Metallic Coated Wire Steel Fence LF $375.00 $15,000.00 $200.00 $8,000.00 $240.00 $9,600.00 $280.00 $11,200.00 33 Construct Caltrans Case F Curb Ramp EA $8,800.00 $26,400.00 $11,500.00 $34,500.00 $9,500.00 $28,500.00 $5,700.00 $17,100.00 34 Pathway Widening LF $155.00 $90,675.00 $165.00 $96,525.00 $90.00 $52,650.00 $173.00 $101,205.00 35 Construct Caltrans Case A Curb Ramp EA $8,400.00 $25,200.00 $15,000.00 $45,000.00 $9,500.00 $28,500.00 $10,627.00 $31,881.00 36 Construct Caltrans Case B Curb Ramp EA $8,600.00 $8,600.00 $15,000.00 $15,000.00 $12,500.00 $12,500.00 $11,255.00 $11,255.00 37 Construct Caltrans Case C Curb Ramp EA $8,100.00 $16,200.00 $15,000.00 $30,000.00 $8,000.00 $16,000.00 $10,275.00 $20,550.00

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Attachment: 2023 Street Rehab Bids (Award 2023 Street Rehabilitation) 38 Install Surface Applied Detectable Warning
Surface EA $710.00 $19,170.00 $600.00 $16,200.00 $975.00 $20,325.00 $800.00 $21,600.00 39 Remove and Replace Curb and Gutter
(Revocable if not used) LF $92.00 $9,200.00 $150.00 $15,000.00 $33.00 $3,300.00 $130.00 $13,000.00 40 Remove and Replace Sidewalk (Revocable if not
Used) SF $37.00 $3,700.00 $40.00 $4,000.00 $22.00 $2,200.00 $60.00 $6,000.00 41 Install Pavement Marking (Thermoplacstic) SF $7.00 $6,370.00 $7.25 $6,597.50 $7.25 $6,597.50 $7.25 $6,597.50 42 Install 12" Stripe (W) (Thermoplastic) LF $6.00 $7,200.00 $6.00 $7,200.00 $6.00 $7,200.00 $6.00 $7,200.00 43 Install Blue Fire Hydrant Marker EA $12.00 $228.00 $15.00 $285.00 $15.00 $285.00 $15.00 $285.00 44 Caltrans Striping Detail 22 LF $3.00 $6,690.00 $1.75 $3,902.50 $1.75 $3,902.50 $1.75 $3,902.50 45 Caltrans Striping Detail 38 LF $2.50 $225.00 $3.00 $270.00 $3.00 $270.00 $3.00 $270.00 46 Mount New Sign on Ex. Post (Revocable if not
used) EA $250.00 $1,250.00 $275.00 $1,375.00 $275.00 $1,375.00 $275.00 $1,375.00 47 Install New Sign and Post (Revocable if not
used) EA $425.00 $2,125.00 $500.00 $2,500.00 $500.00 $2,500.00 $500.00 $2,500.00 48 Remove and Reset Ex. Sign (Revocable if not
used) EA $300.00 $1,500.00 $325.00 $1,625.00 $325.00 $1,625.00 $1,625.00 $8,125.00 Total: $2,412,092.20 $2,666,501.70 $2,787,086.60 $2,965,305.20 Item Number Item Description Unit of
Measurement
Cost Per Unit Total Cost Cost Per Unit Total Cost Cost Per Unit Total Cost Cost Per Unit Total Cost 9A Slurry Seal SY $5.70 $5,700 $5.70 $5,700 $5.70 $5,700 $2.50 $2,500 10A Crack Seal LF $1.17 $842.40 $1.17 $842.40 $1.17 $842.40 $1.17 $842.40 12A HMA (FDR) TON $193.00 $270,200.00 $165.00 $231,000.00 $155.00 $217,000.00 $158.00 $221,200.00 13A Earthwork Export (for FDR Treatment) CY $83.00 $58,100.00 $180.00 $126,000.00 $55.00 $38,500.00 $74.00 $51,800.00 14A Full Depth Reclamation with Cement Treatment
to depth of 8" (Jagle St to Cypress Ave SY
$11.50 $46,920.00 $3.40 $13,872.00 $8.30 $33,864.00 $23.00 $93,840.00 15A Full Depth Reclamation with Cement Treatment
to depth of 8" (Valparaiso Ave to Jagle St) SY
$21.00 $44,730.00 $6.55 $13,951.50 $13.10 $27,903.00 $28.00 $59,640.00

ALTERNATE ADDITIVE BID

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Attachment: 2023 Street Rehab Bids (Award 2023 Street Rehabilitation) 17A Portland Cement for Full Depth Reclamation
(5%) TON $213.00 $17,040.00 $213.00 $17,040.00 $245.00 $19,600.00 $245.00 $19,600.00 18A Portland Cement /Lime for Full Depth
Reclamation (5%) TON $247.00 $12,350.00 $247.00 $12,350.00 $305.00 $15,250.00 $305.00 $15,250.00 21A Lower and Raise Monument to Grade EA $1,300.00 $9,100.00 $2,613.00 $18,291.00 $1,300.00 $9,100.00 $2,800.00 $19,600.00 22A Lower and Raise SDMH to Grade EA $1,900.00 $7,600.00 $2,250.00 $9,000.00 $2,250.00 $9,000.00 $2,250.00 $9,000.00 24A Lower and Raise SSMH to Grade EA $2,100.00 $18,900.00 $2,250.00 $20,250.00 $2,250.00 $20,250.00 $2,250.00 $20,250.00 25A Lower and Raise WV to Grade EA $1,300.00 $15,600.00 $1,300.00 $15,600.00 $1,300.00 $15,600.00 $1,300.00 $15,600.00 35A Construct Caltrans Case A Curb Ramp EA $8,600.00 $17,200.00 $15,000.00 $30,000.00 $9,500.00 $19,000.00 $11,000.00 $22,000.00 36A Construct Caltrans Case B Curb Ramp EA $8,600.00 $25,800.00 $15,000.00 $45,000.00 $12,500.00 $37,500.00 $13,000.00 $39,000.00 37A Construct Caltrans Case C Curb Ramp EA $8,900.00 $8,900.00 $15,000.00 $15,000.00 $8,000.00 $8,000.00 $10,000.00 $10,000.00 41A Install Pavement Marking (Thermoplastic) SF $7.00 $490.00 $7.25 $507.50 $7.25 $507.50 $7.25 $507.50 42A Install 12" Stripe (W) (Thermoplastic) LF $6.00 $1,320.00 $6.00 $1,320.00 $6.00 $1,320.00 $6.00 $1,320.00 43A Install Blue Fire Hydrant Marker EA $12.00 $48.00 $15.00 $60.00 $15.00 $60.00 $15.00 $60.00 44A Caltrans Striping Detail 22 LF $3.00 $690.00 $1.75 $402.50 $1.75 $402.50 $1.75 $402.50 TOTAL ALTERNATE BID: $561,530.40 $576,186.90 ` $479,399.40 ` $602,412.40

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Attachment: 2023 Street Rehab Bids (Award 2023 Street Rehabilitation) Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: Award of the Construction Contract for the Downtown Civic Center Connectivity and Safety Project
Date: January 24, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council adopt a resolution awarding the Downtown Civic Center Connectivity and Safety Project (Project) to JV Lucas Paving, Inc. and rejecting the protest by Argonaut, Inc. and authorizing the City Manager to execute the construction contract for the Project, the Engineering Support Services During Construction, the Construction Management and Inspection Agreement and any needed change orders and amendments up to the approved project budget.

Background
The City’s Five-Year Capital Improvements Program includes a list of street paving projects.

The paving projects are based on a Pavement Management Program (PMP), updated every 2 years, which guides the identification and prioritization of street pavement maintenance projects.

The PMP provides strategies to prioritize the annual roadway projects based on their condition and treatment costs.

Pavement maintenance projects are significantly funded by, and made possible by, Measure S, the City’s local revenue measure; and City Council continues to prioritize street repair and maintenance. Expenditures are detailed in the annual Measure S reports. This project is to be additionally funded using the Streets Improvements Lease issued in January of 2022 and State and Federal roadway grants. The City has completed approximately $5.7 million of roadway rehabilitation in the last two years and has made considerable progress in improving the condition of its roadways.

Analysis/Discussion
The Downtown Civic Center Connectivity and Safety Project (Project) is included in the City’s current Five-Year Capital Improvement Program. The Project extents are shown on the figure attached to the resolution and consists of pavement rehabilitation of all six segments of La Plaza

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and the length of West Sierra Avenue from Old Redwood Highway west to the City limits (just past the Highway 101 overpass). Complete set of plans and specifications are available at <https://cleargov.com/california/sonoma/city/cotati/projects> and at the Public Works/Engineering Office at City Hall.

On July 27, 2021, City Council approved the design agreement for the Project. Bid documents were finalized and the Project was advertised for bidding on November 18th, 2022. On December 20, 2022, six bids were received, with the low bid provided by JV Lucas Paving, Inc. for an amount of $1,997,474.00 which is nearly 22 percent under the engineer’s estimate. The bid summary is attached. The low bid was evaluated and was determined to be a responsive bid.

Argonaut Constructors, Inc., the second low bidder submitted a bid protest (attached to resolution). The protest asserts that JV Lucas, Inc.’s bid did not comply with the requirements of the bid package regarding listing subcontractors and had not submitted the Good Faith Efforts documentation required. JV Lucas, Inc. submitted a response to the bid protest (attached to resolution).

Staff, and their consultant, carefully reviewed JV Lucas, Inc.’s bid, the protest, and JV Lucas, Inc’s response and recommends the protest be rejected. As to the first argument, JV Lucas, Inc’s bid, for the reasons noted in JV Lucas, Inc’s response, met the requirements of the bid package and were waivable in any event. The argument was with the two lists of subcontractors, there were contractors on the second list not listed on the first. This is waived since all subcontractors to work on the project were identified in the bid. As to the second argument, JV Lucas, Inc’s did provide the DBE and Good Faith Effort documents. In accordance with the bid documents, the City is to request DBE and Good Faith Effort documents of the low three bidders following the bid opening. Both Argonaut and JV Lucas provided these documents following the bid opening.

GHD, Inc completed an evaluation of the apparent low bidder’s Good Faith Efforts based on Section 9.9 of the Local Assistance Procedures Manual and Appendix A in Part 26 of Title 49 of the Code of Federal Regulations. The City determined that the Low Bidder did demonstrate Good Faith Efforts to meet the DBE participation goal of this Project.

The City issued a request for proposals for Construction Management services and selected GHD, Inc. from the sixteen proposals received, based on their being best qualified to perform these services for this Project. The other firms were highly qualified, and the discerning factor was GHD’s experience in successfully managing State grant funded road paving projects for the City. City staff requested and GHD, Inc. provided a proposal for Construction Management and Inspection services for and amount not to exceed $341,261. City staff has reviewed the proposal and finds it to be fair and reasonable.

City staff requested and GHD, Inc. provided a proposal for Engineering Services During Construction, and this effort is proposed to be included in Amendment 4 to the Design agreement

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for an additional amount of $24,285.

During Design, additional unforeseen work was needed to address the federal environmental requirements leading to delays in submittal of the Right-of-Way Certification and Encroachment Permit documents to Caltrans and the City’s project was required to submit an Advanced Construction application, a new and unexpected procedure. This additional effort, needed to proceed with obtaining the approval for construction from Caltrans, and more frequent meetings resulting in extra services exceeding the budget. GHD, Inc provided a proposal for this extra work, in an amount of $9,516, and the City has reviewed it and finds it to be fair and reasonable and recommends it for approval.

Both the Engineering Support During Construction and extra services are proposed to be included in Amendment 4 to the Design agreement with GHD, Inc. The added cost of both the Engineering Support During Construction and Extra Services brings the total design agreement amount to $189,158.

Financial Considerations
Accounting for the construction contract, engineering support services during construction and Construction Management professional services, additional design fee to address unforeseen environmental requirements and change orders, amendments, and a 15 percent contingency, the total project budget is $2,878,703. No additional appropriation of funds is being requested. A breakdown of the prior and proposed Project costs are as follows:

Design $ 189,158
Construction Contract $ 1,997,474
Construction Mgmt. & Eng. Support $ 341,261
Contingency $ 350,810
Total $ 2,878,703
The City’s budget includes State and Federal grants which have been awarded to the City and consist of $1,008,000 from One Bay Area Grant 2 (OBAG2) and $242,000 from a Coronavirus Response and Relief Supplemental Appropriations Act, 2021, (CRRSA) grant. The City is in good standing on delivering prior grant funded projects and is to follow strict and extensive procedural and reporting requirements to remain eligible for this grant funding.

Environmental Issues
The Project is subject to the National Environmental Protection Act (NEPA) and California Environmental Act requirements (CEQA). The City completed necessary documents and the Project was found to be Categorically Exempt under CEQA under Sections 15301, 15302, and 15303, and the Project is a Categorically Exclusion under NEPA 23 CFR 771.117(c): activity

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Packet Pg. 81
(c)(3).

10.D
Packet Pg. 82
RESOLUTION NO.

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI AWARDING

THE DOWNTOWN CIVIC CENTER CONNECTIVITY AND SAFETY PROJECT TO JV LUCAS PAVING, INC., REJECTING THE PROTEST BY ARGONAUT, INC. AND

AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONSTRUCTION

CONTRACT FOR THE PROJECT, THE ENGINEERING SUPPORT SERVICES

DURING CONSTRUCTION, THE CONSTRUCTION MANAGEMENT AND

INSPECTION AGREEMENT AND ANY NEEDED CHANGE ORDERS AND
AMENDMENTS UP TO THE APPROVED PROJECT BUDGET.

WHEREAS, the City’s Five-Year Capital Improvements Program includes a list of street paving projects which are derived from a Pavement Management Program (PMP), updated every two years, which guides the identification and prioritization of street pavement maintenance projects; and
WHEREAS, the PMP provides strategies to prioritize the annual roadway projects based on their condition and treatment costs; and
WHEREAS, Pavement maintenance projects are significantly funded by, and made possible by, Measure G/S, the City’s local revenue measure; and City Council continues to prioritize street repair and maintenance, and this project is to be additionally funded using the Streets Improvements Lease issued in January of 2022 and revenue replacement funds in the General Fund due to the Federal American Rescue Plan Act of 2021, and State and Federal roadway grants; and
WHEREAS, the City has completed approximately $5.7 million of roadway rehabilitation in the last two years and has made significant progress in improving the condition of its roadways; and
WHEREAS, the Downtown Civic Center Connectivity and Safety Project (Project), also known as the Quickstrike Project, is included in the City’s current Five-Year Capital Improvement Program, and the Project extents are shown on the attached figure, and consists of pavement rehabilitation of all six segments of La Plaza and the length of West Sierra Avenue from Old Redwood Highway west to the City limits (just past the Highway 101 overpass); and WHEREAS, on July 27, 2021, City Council approved the design agreement for the Project, and bid documents were finalized and the Project was advertised for bidding on November 18th, 2022, and on December 20, 2022, six bids were received (bid Summary attached), with the low bid provided by JV Lucas Paving, Inc. for an amount of $1,997,474.00, which is nearly 22 percent under the engineer’s estimate, and the low bid was evaluated and was determined to be a responsive bid; and
WHEREAS, Argonaut Constructors, Inc., the second low bidder submitted a bid protest (see attached), and the protest asserts that JV Lucas, Inc.’s bid did not comply with the requirements of the bid package regarding listing subcontractors and had not submitted the Good Faith Efforts documentation required, and JV Lucas, Inc. submitted a response to the bid protest (see attached); and
WHEREAS, Staff, and their consultant, carefully reviewed JV Lucas, Inc.’s bid, the protest, and JV Lucas, Inc’s response and recommends the protest be rejected; and WHEREAS, as to the first argument, JV Lucas, Inc’s bid, for the reasons noted in JV Lucas, Inc’s response (see attached), met the requirements of the bid package and were waivable Packet Pg. 83
in any event; and
WHEREAS, the argument was with the two lists of subcontractors, there were contractors on the second list not listed on the first, and this is waived since all subcontractors to work on the project were identified in the bid; and
WHEREAS, as to the second argument, JV Lucas, Inc’s did provide the DBE and Good Faith Effort documents, and in accordance with the bid documents, the City is to request DBE and Good Faith Effort documents of the low three bidders following the bid opening, and both Argonaut and JV Lucas provided these documents following the bid opening; and WHEREAS, GHD, Inc completed an evaluation of the apparent low bidder’s Good Faith Efforts based on Section 9.9 of the Local Assistance Procedures Manual and Appendix A in Part 26 of Title 49 of the Code of Federal Regulations, and the City determined that the Low Bidder did demonstrate Good Faith Efforts to meet the DBE participation goal of this Project; and WHEREAS, the City issued a request for proposals for Construction Management services and selected GHD, Inc. from the sixteen proposals received, based on their being best qualified to perform these services for this Project, and other firms were highly qualified, and the discerning factor was GHD’s experience in successfully managing State grant funded road paving projects for the City; and
WHEREAS, City staff requested and GHD, Inc. provided a proposal for Engineering Support Services During Construction and Construction Management and Inspection services for and amount not to exceed $341,261. City staff has reviewed the proposal and finds it to be fair and reasonable; and
WHEREAS, City staff requested and GHD, Inc. provided a proposal for Engineering Services During Construction, and this effort is proposed to be included in Amendment 4 to the Design agreement for an additional amount of $24,285; and WHEREAS, during Design, additional unforeseen efforts were needed to address the National environmental requirements leading to delays in submittal of the Right-of-Way Certification and Encroachment Permit documents to Caltrans and the City’s project was required to submit an Advanced Construction application, a new and unexpected procedure, all of this required additional effort and more frequent meetings resulting in extra services exceeding the budget, and these services were needed to proceed with obtaining the approval to construction from Caltrans; and
WHEREAS, GHD, Inc provided an amendment for these extra services, in an amount of $9,516, and the City has reviewed it and finds it to be fair and reasonable and recommends it for approval, and the added cost of both the Engineering Support During Construction and Extra Services brings the total design agreement amount to $189,158; and WHEREAS, accounting for the construction contract, engineering support services during construction and Construction Management professional services, additional design fee to address unforeseen environmental requirements and change orders, amendments, and a 15 percent contingency, the total project budget is $2,878,703 and no additional appropriation of funds is being requested; and
WHEREAS, a summary of the total project costs, expended and proposed, are as follows:

Design $ 189,158
Packet Pg. 84
Construction Contract $1,997,474
Construction Mgnt. $ 341,261
Contingency $ 350,810
Total $2,878,703; and
WHEREAS, the City’s budget includes State and Federal grants which have been awarded to the City and consist of $1,008,000 from One Bay Area Grant 2 (OBAG2) and $242,000 from a Coronavirus Response and Relief Supplemental Appropriations Act, 2021, (CRRSA) grant, and the City is in good standing on delivering prior grant funded projects and is to follow strict and extensive procedural and reporting requirements to remain eligible for this grant funding; and
WHEREAS, the Project is subject to the National Environmental Protection Act (NEPA) and California Environmental Act requirements (CEQA), and the City completed necessary documents and the Project was found to be Categorically Exempt under CEQA under Sections 15301, 15302, and 15303, and the Project is a Categorically Exclusion under NEPA 23 CFR 771.117(c): activity (c)(3).

NOW THEREFORE BE IT RESOLVED THAT the City Council of the City of Cotati hereby determines that:

1. All the above recitals are true and correct,

2. The bid protest by Argonaut, Inc. is rejected,

3. The Construction Contract for the Downtown Civic Center Connectivity and Safety Project with JV Lucas, Inc. is approved,

4. The Construction Management agreement with GHD, Inc. is approved,

5. The Amendment to GHD, Inc’s Design agreement for Engineering Services During Construction and extra services is approved,

6. The City Manager is authorized to execute the above-mentioned contracts and agreements and any needed change orders and amendments up to the total Project budget of $2,878,703.

IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on the January 24th, 2023, by the following vote, to wit:

Approved:________________________________
Mayor
Attest:____________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:
____________________________
City Attorney
Attachments:

Project Location (PDF)
Project Bid Tab (PDF)
Argonaut Protest Letter (PDF)
Response to Bid Protest by J.V. Lucas Paving, Inc. (PDF) Packet Pg. 85

10.a
Packet Pg. 86
Attachment: Project Location (Reso -Award Downtown Civic Bidders:

Item
Number Item Description Quantity Unit of Measurement Unit Price ($) Total Cost ($) Unit Price ($) Total Cost ($) Unit Price ($) Total Cost ($) Unit Price ($) Total Cost ($) Unit Price ($) Total Cost ($) Unit Price ($) Total Cost ($) 1 Mobilization
1 LS $ 64,000.00
$ 64,000.00$ 178,955.20 $ 178,955.20 $ 200,000.00 $ 200,000.00 $ 170,000.00 $ 170,000.00 $ 121,355.00 $ 121,355.00 $ 210,000.00 $ 210,000.00 2 Traffic Control and Construction Area
Signs
1 LS $ 122,600.00
$ 122,600.00$ 95,000.00$ 95,000.00$ 84,000.00 $ 84,000.00 $ 142,000.00 $ 142,000.00 $ 194,906.50 $ 194,906.50$ 95,000.00$ 95,000.00 3 Prepare and Implement Water Pollution
Control Program
1 LS $ 2,500.00
$ 2,500.00$ 6,500.00$ 6,500.00$ 10,000.00 $ 10,000.00$ 2,500.00$ 2,500.00$ 17,500.00$ 17,500.00$ 5,500.00$ 5,500.00 4 Remove Yellow Thermoplastic/ Painted
Traffic Stripe
1 LS $ 15,000.00
$ 15,000.00$ 5,500.00$ 5,500.00$ 5,500.00 $ 5,500.00$ 16,500.00$ 16,500.00$ 12,000.00$ 12,000.00$ 5,500.00$ 5,500.00 5 Remove Concrete 6,560 SF $ 11.00
$ 72,160.00$ 26.00 $ 170,560.00
$ 7.00 $ 45,920.00$ 6.00$ 39,360.00$ 16.00 $ 104,960.00 $ 21.00 $ 137,760.00
6 Remove Existing Sign3 EA $ 150.00
$ 450.00$ 50.00$ 150.00$ 150.00$ 450.00$ 150.00$ 450.00$ 50.00$ 150.00$ 50.00$ 150.00 7 Remove and Replace Unsuitable Material -
Miscellaneous Concrete 20 CY $ 300.00
$ 6,000.00$ 340.00$ 6,800.00$ 150.00 $ 3,000.00$ 135.00$ 2,700.00$ 565.00$ 11,300.00$ 190.00$ 3,800.00 8 Remove and Replace Unsuitable Material -
Roadway Section 70 CY $ 145.00
$ 10,150.00$ 370.00$ 25,900.00$ 275.00 $ 19,250.00$ 425.00$ 29,750.00$ 360.00$ 25,200.00$ 600.00$ 42,000.00 9 Shoulder Backing 3 TON $ 1,500.00
$ 4,500.00$ 600.00$ 1,800.00
$ 350.00 $ 1,050.00$ 300.00$ 900.00$ 716.00$ 2,148.00$ 400.00$ 1,200.00 10 4-inch Uniform Depth Grind 4,020 SY $ 11.00
$ 44,220.00$ 9.50
$ 38,190.00$ 5.00 $ 20,100.00$ 13.00$ 52,260.00$ 8.40$ 33,768.00$ 8.00$ 32,160.00 11 Edge Taper Grind 5,890 SY $ 2.00
$ 11,780.00
$ 4.00
$ 23,560.00$ 3.50 $ 20,615.00$ 4.25$ 25,032.50
$ 4.00$ 23,560.00$ 5.00$ 29,450.00
12 Confrom Grind 4,620 SY $ 2.00
$ 9,240.00$ 5.25$ 24,255.00
$ 4.00 $ 18,480.00
$ 5.50$ 25,410.00$ 4.00
$ 18,480.00
$ 8.25$ 38,115.00
13 Adjust Utility Covers to Grade (City of
Cotati) (Water Valves, Water Meter
Boxes, Sewer Manholes and Cleanouts,
Storm Drain Manholes, Lighting or
Monitoring Well)
44 EA $ 1,000.00
$ 44,000.00$ 1,200.00$ 52,800.00$ 500.00 $ 22,000.00$ 1,000.00$ 44,000.00$ 1,000.00$ 44,000.00$ 1,100.00$ 48,400.00 14 Adjust Survey Monument Covers to Grade
(City of Cotati) 20 EA $ 1,350.00
$ 27,000.00$ 1,200.00$ 24,000.00$ 900.00 $ 18,000.00$ 1,350.00$ 27,000.00$ 1,350.00$ 27,000.00$ 1,700.00$ 34,000.00 15 Adjust Utility Cover to Grade (Sonoma
Water)
7 EA $ 1,350.00
$ 9,450.00$ 1,400.00$ 9,800.00$ 1,250.00 $ 8,750.00$ 1,350.00$ 9,450.00$ 1,350.00$ 9,450.00$ 1,600.00$ 11,200.00 16 Adjust Survey Monument Covers to Grade
(City of Cotati)
5 EA $ 1,000.00
$ 5,000.00$ 1,300.00$ 6,500.00$ 850.00 $ 4,250.00$ 1,000.00$ 5,000.00$ 1,000.00$ 5,000.00$ 1,600.00$ 8,000.00 17 Adjust Water Valve Covers and Vault
Covers to Grade (Sonoma Water) 10 EA $ 1,650.00
$ 16,500.00$ 1,200.00$ 12,000.00$ 425.00 $ 4,250.00$ 1,650.00$ 16,500.00$ 1,650.00$ 16,500.00$ 2,600.00$ 26,000.00 18 Adjust Gas Valve Cover to Grade (PG&E)
2 EA $ 1,000.00
$ 2,000.00
$ 1,200.00
$ 2,400.00$ 800.00 $ 1,600.00$ 1,000.00$ 2,000.00
$ 1,000.00$ 2,000.00$ 1,200.00$ 2,400.00
19 Adjust Electric Box Covers to Grade PG&E2 EA $ 1,200.00 $ 2,400.00$ 860.00$ 1,720.00
$ 800.00 $ 1,600.00$ 230.00$ 460.00$ 2,600.00
$ 5,200.00
$ 1,500.00$ 3,000.00
20 Adjust Communication Box Covers to
Grade (PG&E)
1 EA $ 1,200.00
$ 1,200.00$ 1,725.00$ 1,725.00$ 800.00$ 800.00$ 440.00$ 440.00$ 3,370.00$ 3,370.00$ 1,200.00$ 1,200.00 21 5-inch HMA Digouts and Repairs 74,630 SF $ 3.50
$ 261,205.00$ 5.45 $ 406,733.50
$ 7.00 $ 522,410.00$ 6.60 $ 492,558.00
$ 6.40 $ 477,632.00$ 7.50 $ 559,725.00
22 Hot Mix Asphalt (Type A - 1/2 inch
Maximum) 3,350 TON $ 170.00
$ 569,500.00$ 135.00 $ 452,250.00$ 158.00 $ 529,300.00$ 154.00 $ 515,900.00$ 155.00 $ 519,250.00$ 153.00 $ 512,550.00 23 Hot Mix Asphalt (Type A- 3/4 inch
Maximum) 530 TON $ 175.00
$ 92,750.00$ 190.00 $ 100,700.00$ 168.00 $ 89,040.00$ 192.00 $ 101,760.00$ 164.00$ 86,920.00$ 165.00$ 87,450.00 24 Decorative Stamped Asphalt Crosswalk 6,180 SF $ 21.50 $ 132,870.00$ 21.50 $ 132,870.00
$ 21.50 $ 132,870.00$ 21.50 $ 132,870.00
$ 21.50 $ 132,870.00$ 21.50 $ 132,870.00
25 Remove/Salvage/Reinstall Existing Sign
on New Post and Foundation
4 EA $ 500.00
$ 2,000.00$ 250.00$ 1,000.00$ 350.00 $ 1,400.00$ 500.00$ 2,000.00$ 250.00$ 1,000.00$ 250.00$ 1,000.00 26 Install New Sign on Existing Post and
Foundation
6 EA $ 300.00
$ 1,800.00$ 200.00$ 1,200.00$ 250.00 $ 1,500.00$ 300.00$ 1,800.00$ 200.00$ 1,200.00$ 200.00$ 1,200.00 27 Install New Sign on New Post and
Foundation 25 EA $ 500.00
$ 12,500.00$ 350.00$ 8,750.00$ 450.00 $ 11,250.00$ 500.00$ 12,500.00$ 350.00$ 8,750.00$ 350.00$ 8,750.00 28 Minor Concrete - Curb and Gutter 200 LF $ 42.00
$ 8,400.00
$ 62.00
$ 12,400.00$ 60.00 $ 12,000.00$ 75.00$ 15,000.00
$ 100.00$ 20,000.00$ 46.00
$ 9,200.00
29 Minor Concrete - Vertical Curb 30 LF $ 40.00
$ 1,200.00$ 41.00$ 1,230.00
$ 145.00 $ 4,350.00
$ 35.00$ 1,050.00$ 87.00
$ 2,610.00
$ 35.00$ 1,050.00
30 Minor Concrete - Sidewalk 2,610 SF $ 12.00
$ 31,320.00$ 18.00$ 46,980.00
$ 30.00 $ 78,300.00$ 32.00$ 83,520.00$ 20.00$ 52,200.00$ 11.00$ 28,710.00 31 Minor Concrete - Pedestrian Curb Ramp 24 EA $ 4,200.00 $ 100,800.00$ 4,250.00 $ 102,000.00
$ 4,000.00 $ 96,000.00$ 4,500.00 $ 108,000.00
$ 7,500.00 $ 180,000.00$ 3,910.00$ 93,840.00
32 Minor Concrete - Detectable Warning
Surface 100 SF $ 48.00
$ 4,800.00$ 64.00$ 6,400.00$ 75.00 $ 7,500.00$ 47.00$ 4,700.00$ 141.00$ 14,100.00$ 63.00$ 6,300.00 33 Minor Concrete - Concrete Fill 160 SF $ 26.00
$ 4,160.00$ 10.00$ 1,600.00
$ 16.00 $ 2,560.00$ 24.00$ 3,840.00$ 19.00
$ 3,040.00
$ 20.00$ 3,200.00
34 Minor Concrete - Type A3-6 Curb 60 LF $ 68.00
$ 4,080.00
$ 48.00$ 2,880.00$ 56.00 $ 3,360.00
$ 55.00$ 3,300.00$ 37.00$ 2,220.00$ 35.00$ 2,100.00
35 Pavement Markings 4,160 SF $ 7.60
$ 31,616.00$ 6.00$ 24,960.00$ 6.00 $ 24,960.00
$ 7.60$ 31,616.00$ 6.00$ 24,960.00
$ 6.00$ 24,960.00
36 Green Bike Lane Marking 3,210 SF $ 9.60
$ 30,816.00$ 13.00$ 41,730.00$ 13.00 $ 41,730.00$ 9.60
$ 30,816.00$ 13.00$ 41,730.00$ 13.00$ 41,730.00
37 ISA Marking 5 EA $ 300.00
$ 1,500.00
$ 350.00$ 1,750.00$ 350.00 $ 1,750.00$ 300.00$ 1,500.00$ 350.00$ 1,750.00$ 350.00$ 1,750.00 38 Miscellaneous 4-inch White Stripe 560 LF $ 6.00
$ 3,360.00$ 2.50$ 1,400.00$ 2.50 $ 1,400.00
$ 6.00$ 3,360.00$ 2.50$ 1,400.00$ 2.50$ 1,400.00
39 Miscellaneous 4-inch Blue Stripe 150 LF $ 6.00
$ 900.00$ 6.00$ 900.00
$ 6.00$ 900.00$ 6.00$ 900.00$ 6.00$ 900.00$ 6.00$ 900.00 40 Miscellaneous 6-inch White Stripe 130 LF $ 4.00
$ 520.00$ 2.00
$ 260.00$ 2.00$ 260.00$ 4.00$ 520.00$ 2.00$ 260.00$ 2.00$ 260.00 41 Miscellaneous 6-inch Yellow Stripe 20 LF $ 10.00
$ 200.00
$ 2.00$ 40.00$ 2.00$ 40.00$ 10.00$ 200.00$ 2.00$ 40.00$ 2.00$ 40.00 42 Paint Curb 1,170 LF $ 3.00
$ 3,510.00$ 3.50$ 4,095.00$ 3.50 $ 4,095.00
$ 3.00$ 3,510.00$ 3.50$ 4,095.00$ 3.50$ 4,095.00
43 No Passing Zones- Two Direction, Detail
22 3,180 LF $ 3.20
$ 10,176.00$ 3.00$ 9,540.00$ 3.00 $ 9,540.00$ 3.20$ 10,176.00$ 3.00$ 9,540.00$ 3.00$ 9,540.00 44 Left Edgeline, Detail 25B 30 LF $ 10.00
$ 300.00$ 2.00
$ 60.00$ 2.00$ 60.00$ 10.00$ 300.00$ 2.00$ 60.00$ 2.00$ 60.00 45 Right Edgeline, Detail 27B 3,210 LF $ 1.50
$ 4,815.00
$ 1.75$ 5,617.50$ 1.75 $ 5,617.50$ 1.50$ 4,815.00$ 1.75$ 5,617.50$ 1.80$ 5,778.00 46 Right Edgeline Extension, Detail 27C 320 LF $ 2.00
$ 640.00$ 1.00$ 320.00$ 1.00
$ 320.00$ 2.00$ 640.00$ 1.00$ 320.00
$ 1.00$ 320.00
47 Median Islands, Detail 29 110 LF $ 7.00
$ 770.00$ 6.00$ 660.00$ 6.00
$ 660.00$ 7.00$ 770.00$ 6.00$ 660.00$ 6.00$ 660.00
48 Bike Lane Line, Detail 39 3,960 LF $ 2.40
$ 9,504.00$ 1.75
$ 6,930.00$ 1.75 $ 6,930.00$ 2.40$ 9,504.00$ 1.75$ 6,930.00 $ 1.75$ 6,930.00
49 Intersection Line Bike Lane, Detail 39A 1,850 LF $ 1.00 $ 1,850.00$ 1.00$ 1,850.00$ 1.00 $ 1,850.00
$ 1.00$ 1,850.00$ 1.00$ 1,850.00$ 1.00$ 1,850.00
50 Channelizing Line Detail 38 280 LF $ 2.90
$ 812.00$ 2.50
$ 700.00$ 2.50$ 700.00$ 2.90$ 812.00$ 2.50$ 700.00$ 2.50$ 700.00 51 Channelizing Line Detail 38A 20 LF $ 2.00
$ 40.00$ 2.50$ 50.00$ 2.50$ 50.00$ 2.00$ 40.00$ 2.50
$ 50.00$ 2.50$ 50.00
52 Two-Way Blue Retroreflective Pavement
Markers 12 EA $ 20.00
$ 240.00$ 12.00$ 144.00$ 12.00$ 144.00$ 20.00$ 240.00$ 12.00$ 144.00$ 12.00$ 144.00 53 Type R1-6 Object Marker Sign1 EA $ 500.00
$ 500.00$ 550.00$ 550.00
$ 550.00$ 550.00$ 500.00$ 500.00$ 550.00
$ 550.00$ 550.00$ 550.00
54 Remove Loop Detector 13 EA $ 250.00
$ 3,250.00$ 450.00$ 5,850.00$ 25.00
$ 325.00$ 25.00$ 325.00$ 25.00$ 325.00$ 200.00$ 2,600.00 55 Illuminated Bollard and Concrete Base8 EA $ 5,150.00 $ 41,200.00$ 4,240.00$ 33,920.00
$ 4,240.00 $ 33,920.00$ 4,240.00$ 33,920.00$ 4,240.00
$ 33,920.00$ 2,640.00$ 21,120.00
56 4 Relay Astronomical Timeclock1 EA $ 1,100.00
$ 1,100.00$ 1,375.00
$ 1,375.00$ 1,375.00 $ 1,375.00$ 1,375.00$ 1,375.00$ 1,375.00$ 1,375.00$ 2,050.00$ 2,050.00 57 Install No. 5(T) Traffic Pull Box8 EA $ 1,500.00
$ 12,000.00$ 2,440.00$ 19,520.00
$ 2,440.00 $ 19,520.00$ 2,440.00$ 19,520.00$ 2,440.00
$ 19,520.00$ 855.00$ 6,840.00
58 Weatherproof wall penetration1 EA $ 1,000.00
$ 1,000.00$ 850.00$ 850.00$ 850.00$ 850.00$ 850.00$ 850.00$ 850.00 $ 850.00
$ 2,635.00$ 2,635.00
59 Lighting Power Circuit, Overhead and/or
above grade - rigid conduit 30 LF $ 140.00
$ 4,200.00$ 52.50$ 1,575.00$ 52.50 $ 1,575.00$ 52.50$ 1,575.00$ 52.50$ 1,575.00$ 75.50$ 2,265.00 60 Lighting Power Circuit, Below Grade -
landscape areas 140 LF $ 91.00
$ 12,740.00$ 69.00$ 9,660.00$ 69.00 $ 9,660.00$ 69.00$ 9,660.00$ 69.00$ 9,660.00$ 105.00$ 14,700.00 61 Lighting Power Circuit Below 160 LF $ 164.00
$ 26,240.00$ 150.00$ 24,000.00$ 150.00 $ 24,000.00$ 150.00$ 24,000.00$ 150.00$ 24,000.00$ 210.00$ 33,600.00 62 Spare UG (1) 2” PVC Conduit with Pull
String 160 LF $ 15.00
$ 2,400.00$ 2.50$ 400.00$ 2.50$ 400.00$ 2.50$ 400.00$ 2.50$ 400.00$ 17.35$ 2,776.00 63 Wire Gutter 1 LS $ 900.00
$ 900.00$ 650.00$ 650.00$ 650.00$ 650.00$ 650.00$ 650.00$ 650.00$ 650.00 $ 100.00$ 1,000.00
64 Lighting Power Circuit , overhead 10 LF $ 100.00
$ 1,000.00$ 105.00$ 1,050.00$ 35.00$ 350.00$ 35.00$ 350.00$ 35.00$ 350.00$ 125.00 $ 1,250.00
65 Pavement Mat 28,000 SY $ 3.28
$ 91,840.00$ 3.36$ 94,080.00$ 3.46 $ 96,880.00$ 3.03$ 84,840.00$ 3.19$ 89,320.00$ 4.00 $ 112,000.00 Total: $ 1,997,474.00 $ 2,259,595.20 $ 2,272,516.50 $ 2,370,044.50 $ 2,463,141.00 $ 2,487,333.00 Granite Team Ghilotti Maggiora & Ghilotti
Bid Opening Date 12/20/2022
Engineer's Estimate: $2,558,601
JV Lucas Paving Argonaut Ghilotti Bros.

10.b
Packet Pg. 87
Attachment: Project Bid Tab (Reso -Award Downtown Civic Center Connectivity and Safety Project)

10.c
Packet Pg. 88
Attachment: Argonaut Protest Letter (Reso -Award Downtown Civic Center Connectivity and Safety Project)

10.c
Packet Pg. 89
Attachment: Argonaut Protest Letter (Reso -Award Downtown Civic Center Connectivity and Safety Project)

10.c
Packet Pg. 90
Attachment: Argonaut Protest Letter (Reso -Award Downtown Civic Center Connectivity and Safety Project)

10.d
Packet Pg. 91
Attachment: Response to Bid Protest by J.V. Lucas Paving, Inc. (Reso -Award Downtown Civic Center Connectivity and Safety Project)

10.d
Packet Pg. 92
Attachment: Response to Bid Protest by J.V. Lucas Paving, Inc. (Reso -Award Downtown Civic Center Connectivity and Safety Project)

10.d
Packet Pg. 93
Attachment: Response to Bid Protest by J.V. Lucas Paving, Inc. (Reso -Award Downtown Civic Center Connectivity and Safety Project) Cotati City Council
Agenda Staff Report
Item type: INFORMATION RECEIVED AFTER THE AGENDA WAS POSTED To: City Council
Subject: Information received after the agenda was posted.

Date: January 24, 2023
Written by: Kevin Patterson, Deputy City Clerk
Recommendation
Information or written comments pertaining to this meeting, and which was received after the agenda was posted, is attached below.

Pursuant to City Council Policy 2021-01: City Council Rules section IV A., written Communications, interested persons or their authorized representative may address the Council by written communication on any matters concerning the City’s business, or any matters over which the Council has control.

1. To be considered for inclusion in the agenda packet, such written communication shall be delivered to the Deputy City Clerk no later than 11:00 a.m. of the Wednesday the week preceding the regular Council meeting for which such written communication is intended.

2. If received after the above date and time, but no later than noon the day before the meeting, written communications received by the Deputy City Clerk shall be posted on the website by the end of that day and notification provided to the electronic Agenda mailing list by the end of the day. All written communications received by the Deputy City Clerk by 5 pm on the City Council meeting day shall be made available to the City Council and public at the City Council meeting.

City Council Policy 2021-01 is available at the online meeting portal at www.cotaticity.org or by request from the Deputy City Clerk at 707-665-3622 or [email protected].

14.A
Packet Pg. 94

Cotati City CouncilJanuary 24, 2023

Cotati City Council
January 24, 2023