Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: ACCEPTANCE OF THE DOWNTOWN CIVIC CENTER
CONNECTIVITY AND SAFETY PROJECT
Date: February 13, 2024
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 Downtown Civic Center Connectivity and Safety 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 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. Today, due to the City Council’s sustained commitment to road maintenance, Cotati has among the best roads in Sonoma County.
Analysis/Discussion
The Project 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). On January 24, 2023, the Project was awarded to JV Lucas Paving, Inc, and the Notice to Proceed was issued on March 1, 2023. On July 28, 2023, a walk-through was conducted and generated a punch list. By September 2023, the punch list items had been addressed and the City Engineer determined the work had been completed in accordance with the contract plans and specifications and recommends it for City acceptance.
Financial Considerations
Accounting for the design, 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. the actual expenditures are as follows:
Design $ 189,158
Construction Contract $ 1,910,297
Construction Mgmt. & Eng. Support $ 434,169
Contingency Used $ 0
Total $ 2,533,624
The actual total Project expenditures are 12 percent below the authorized budget amount.
The City’s budget includes State and Federal matching 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 follows 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 (c)(3).