Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT
WITH HARRIS AND ASSOCIATES TO DESIGN THE 2026
PAVEMENT PRESERVATION PROJECT
Date: May 13, 2025
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended that the City Council adopt a resolution approving a professional services agreement with Harris and Associates to design the 2026 Pavement Preservation Project and authorizing the City Manager to execute said agreement.
Background
This item is to seek Council approval of a design contract for completion of a street preservation maintenance construction project in late summer of 2025. The Project follows the recommendations of the City’s Pavement Management Program and is consistent with its recently adopted Capital Improvement Plan. The City is committed to investing in its roadway infrastructure and the investment includes both higher cost rebuilding streets in poor condition as well as lower cost slurry (i.e. street preservation) of streets in good condition. Every summer for the past several years, the City has completed street pavement preservation and rehabilitation projects and has significantly improved the overall condition of its streets to now among the best in Sonoma County. However, sustained investment is necessary to preserve the conditions of the roadways.
Analysis/Discussion
The 2026 Pavement Preservation Project (Project) is included in the City’s adopted FY24/25 Budget for design and the FY26-28 Two-Year proposed budget for construction in FY26. In August 2024, the City Engineering Division issued a request for qualifications, reviewed the qualifications, and City Staff determined Harris and Associates to be the most qualified for the design of street preservation and rehabilitation projects. The City requested, and Harris and Associates has provided, a proposal to prepare construction plans and specifications and bidding services for the City to contract for construction in late summer 2025. City Staff have reviewed the proposal and find it to be fair and reasonable. The streets identified for preservation treatments are informed by the recently completed Pavement Management Program.
Financial Considerations
The proposal from Harris and Associates is $90,015. The City’s adopted FY24/25 Annual Budget includes $60,000 for design in FY24/25 and with $30,000 for design projected for FY25/26. The proposed services present a timeline with the design funds being spent within FY24/25 net the design services during construction of $15,745. Therefore, a budget amendment is requested to move $14,270 forward from FY25/26 into FY24/25 to reach the design fee of $90,015 – $15,745 = $74,270. The remaining $14,270 would not be spent until after July 1, 2025. The City’s proposed FY26-28 Two Year Budget includes $1.065 million for construction and construction management.
Environmental Issues
This action is found to qualify for a Class 1 Categorical Exemption under CEQA Section 15301 in that the project consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use.