Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: ADOPTION OF RESOLUTION APPROVING BUDGET
AMENDMENT AND CONTRACT AMENDMENT FOR THE
SIDEWALK GAP CLOSURE PROJECT
Date: February 25, 2025
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council of the City of Cotati adopt a resolution approving a budget amendment and contract amendment for the Sidewalk Gap Closure Project to cover anticipated cost increases due to wet soil conditions and an extended schedule caused by weather delays.
Background
On September 10, 2024, the City Council approved construction and construction management agreements for the Sidewalk Gap Closure Project. The Project is 90 percent complete, however, there are change orders and contract amendments which, if approved as requested, would result in project costs exceeding the authorized contingency. Staff are requesting an increase in the Project’s contract and authorized budget to account for these anticipated project cost increases.
Analysis/Discussion
Construction work for the Project began on December 9, 2024, and with weather delays and changes to the design, the original 40 contract days have been extended, and Staff is anticipating the need for additional project budget. Project change orders are expected for most if not all projects due to changed conditions in the field and project contingencies of between 10 and 15 percent are typical. However, in this case, wet site conditions, changes to the design and an extended project schedule are anticipated to result in the Project’s contingency being exceeded.
Prior to approving Change Orders and amendments, Staff will need City Council authorization for additional funds.
The proposed amendment to the Construction Management Agreement is attached and describes the reasons for the proposed cost increases. In summary, the changes were due to the following:
• changes to the plans resulted in increased CM time and extended project time • change order work for Olof Street
• Change order work related to the pathway installation and Tesco Panel (electric meter for irrigation controller at the Veteran’s Park) resulting in project delays The Construction change orders include over $30,000 for remediating wet subgrade at the Maple Avenue and W School Street intersection and another $10,000 soft subgrade at Myrtle Avenue pathway. These are caused by the rain which saturated the subgrade. Tree removal on W School Street cost the Project nearly $22,000. The remaining change orders were for lower amounts and were absorbed with the existing Project contingency.
Financial Considerations
The City’s adopted Fiscal Year 24/25 Budget includes the Sidewalk Gap Closure Project with a FY24/25 budget of $735,000, which consists of $500,000 of Go Sonoma Funds and $235,000 of the City’s General Fund. The Construction contract and Construction Management and Inspection agreement total $621,475 which leaves $79,507 for construction contingency. Below is an accounting of the costs expended to date and anticipated increased costs.
Added Cost Item Amount
Time and Materials for extra work $78.930
Contract Deductions -$26,530
Potential Change Orders $39,094
Construction Management Amendment $37,320
Unanticipated Change Orders $5,693
Total $134,507
Contingency $79,507
Net Budget Amendment Requested $55,000
Staff have identified the following cost reductions for other projects as well as general fund contributions to meet the funding requirements:
Existing Account Amount for Sidewalk Gap Closure
Sidewalk Shaving $4,000
2025 Landscape Improvements $33,400
General Fund Transfer from Fund Balance $17,600
Total $55,000
Environmental Issues
The potential impacts of the proposed project were analyzed and addressed to a less-thansignificant level in the Cotati General Plan Update EIR (SCH#2013082037), which was certified by the Cotati City Council on March 24, 2015,and the California Environmental Quality Act (CEQA) Guidelines Section 15183 allows a streamlined environmental review process for projects that are consistent with the anticipated circulation improvements established by existing land use regulation, adopted Public Works Development Standards and General Plan policies for which an Environmental Impact Report (EIR) was certified.