Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Acceptance of the 2023 Pavement Rehabilitation Project Date: November 14, 2023
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution accepting the 2023 Pavement Rehabilitation Project, authorizing the City Clerk to file the Notice of Completion with the County Clerk, and authorizing the release of retention after the 35 day noticing period with no protests.
Background
The City’s Five-Year Capital Improvements Program includes a list of paving projects. The paving projects are based on a Pavement Management Program (PMP), updated every 2 years, which guides identification and prioritization of pavement maintenance projects. The PMP provides strategies to prioritize annual roadway projects based on 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. Since July 2020, the City has completed approximately $11.6 million in roadway improvements. These investments have considerably improved roadway conditions.
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, Lebec Lane, Delano St, Page St, Macklin Dr, John Roberts Dr, Myrtle Ave, and Old Redwood Highway between E. Cotati Ave and Page Street. On January 24, 2023, City Council awarded the construction contract to Argonaut Constructors. A Notice-to-Proceed was issued with a construction start date of March 27, 2023.
The contract work has been completed on schedule and within the authorized budget. On August 1, 2023, a final walk-through was conducted and the work was determined to be substantially completed in accordance with the Project requirements and the City Engineer is recommending the Project for acceptance by City Council. Following City Council Acceptance, a Notice-ofCompletion is to be filed with the County Recorder and, after thirty-five days, if no protests ae received, the City is to release the retention to the Contractor.
Financial Considerations
The City’s adopted FY22/23 Budget included $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 7.3 percent contingency, the total authorized project budget is $3,210,000. The total actual project costs was $3,066,819 which is 4.4 percent below the authorized amount. The unspent funds will be returned to the unappropriated General Fund balance unless appropriated to another project by prior Council action.
Environmental Issues
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.