Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: RESOLUTION APPROVING THE SIDEWALK GAP CLOSURE
PROJECT, AUTHORIZING THE CITY CLERK TO FILE THE
NOTICE OF COMPLETION WITH THE COUNTY
RECORDER, AND AFTER 35 DAYS WITH NO PROTEST,
AUTHORIZING RELEASE OF THE CONSTRUCTION
CONTRACT RETENTION
Date: August 12, 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 the Sidewalk Gap Closure Project, authorizing the City Clerk to file the Notice of Completion with the County Recorder, and after 35 days with no protests, authorizing release the construction contract retention.
Background
The City’s Active Transportation Plan (ATP) identifies street improvements throughout the City to improve safety of all modes of travel, including bicycles and pedestrians. The ATP presents a list of sidewalk gaps for the City to address. The City included the highest priority sidewalk gaps in its Capital Improvement Plan and in 2021, submitted a grant application to help fund the project. The City was successful in receiving Go Sonoma funding through the Sonoma County Transportation Agency’s Priority Project Cycle 1 program. Due to budget constraints, not all of the sidewalk gaps that were designed were constructed, and the intent is to bring these segments forward in future projects.
Analysis/Discussion
On September 10, 2024, City Council awarded the construction agreement for the Sidewalk Gap Closure Project (Project) to Zara Construction. The Project consisted of a new pathway on West School Street, between Clifford and Maple, closing a sidewalk gap on Olaf, closing a sidewalk gap on Park Avenue between Myrtle Avenue and the Veteran’s Hall Parking Lot, and completing the pathway along Myrtle Avenue, between Putnam Park and Park Avenue.
Field work began on the installation on October 14, 2024, and a final inspection was conducted on June 2, 2025. The Notice of Completion was initially brought to the City Council for approval on July 8, 2025, but no action was taken at that time due to concerns about the construction quality in some locations. Staff subsequently re-walked the project site and then contacted the contractor to repair the identified defect areas. During construction, the construction inspector worked with the contractor to ensure they followed proper installation techniques for the overall work and the City also had the material supplier (Granitcrete) come to the job site to observe the work to also verify proper installation overall. Based on this, and reinspection of the project area after the repair of the identified defective areas, it is believed that the material has been installed according to the manufacturer's recommendations.
Therefore, the City Engineer has determined the work has been completed in accordance with the Project documents. Construction Management for the Project was conducted by Green Valley Consulting Engineers. Accounting for wet weather delays, the work was completed within the contract allotted days.
A budget amendment was approved by City Council, which was necessary due to extra construction management costs related to the extended schedule and change orders exceeding the Project contingency. The most significant change orders were caused by the wet conditions in areas at the intersection of Maple Avenue and West School Street which needed to be overexcavated and new material brought in to obtain acceptable compaction testing results. The second most significant change order was needed for vegetation removal which interfered with drainage along West School Street.
The City Engineer is recommending the Project for acceptance by the City, which requires action by the City Council. Following City Council action, a Notice of Completion is to be filed with the County Recorder and after thirty-five days, provided there are no protests, the City is to release the retention to the Contractor. Once the project is accepted by the City Council, it will begin a 1-year workmanship guarantee, backed by a maintenance bond.
Financial Considerations
The total approved project budgets for FY’s 2023/24 and 2024/25, after amendment due to change orders, is $906,074.00. This budget included $500,000 from Go Sonoma Funds with the remaining funds from the General Fund. Total Project costs are $898,349.33 with an amount under budget of $7,724.67. Below is a table summarizing the project costs.
Description Total Project Costs
Design $166,302.00
Construction $565,806.22
Construction Management $161,525.00
Other Costs $4,716.11
Total $898,349.33
Total Amended Budget $906,074.00
Amount Under/(Over) Budget $7,724.67
The unused budget will be returned to the City’s unappropriated General Fund account.
Environmental Issues
Acceptance of the Sidewalk Gap Closure 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. Therefore, adoption of the resolution accepting the Sidewalk Gap Closure Project is found to qualify for a Class 1 Categorical Exemption under Section 15301of the California Environmental Quality Act (“CEQA”), and no further environmental review is required.