Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: CONSIDERATION TO ADOPT RESOLUTION ACCEPTING
THE 2025 STREET IMPROVEMENT PROJECT
Date: September 9, 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 accepting the 2025 Street Improvement Project, authorizing the City Clerk to file the Notice of Completion with the County Recorder, and after 35 days with no protests, release the construction contract retention.
Background
The City’s Five-Year Capital Improvements Plan 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, grant matching funds, as well as the street financing issued in 2022. The City Council continues to prioritize street repair and maintenance to reduce long-term maintenance costs. Since July 2020, the City has completed approximately $16 million in roadway improvements, increasing the Pavement Condition Index (PCI) to the mid-70’s. The PCI of similar sized agencies in the 9 county Bay Area is 54, putting the City in the top 25% of peer agencies and making Cotati’s streets among the best in Sonoma County, regardless of agency size.
Analysis/Discussion
On April 8, 2025, City Council awarded the construction agreement for the 2025 Street Improvement Project (Project) to American Asphalt Repair & Resurfacing Co, Inc. The first page of the As-Builts is attached to provide a general idea of the scope of the Project. The full plan set is available from the City’s Engineering Department.
Field work began in mid-May and a final inspection was conducted on June 16, 2025. The City Engineer has determined the work has been completed in accordance with the project documents.
Construction Management for the Project has been conducted by Green Valley Consulting Engineers. The work has been completed within the contract’s allotted days and under budget. On June 10, 2025, City Council approved a budget amendment to account for an underestimation of the crack sealing needed, to add speed cushions on Benson Lane and a three way stop at the intersection of Benson Lane and Loretto Avenue, and for additional striping on Water Road. Following City Council action, a Notice of Completion is to be filed with the County Recorder and provided there are no protests after thirty-five days, the City is to release the retention to the Contractor.
Financial Considerations
The City’s Fiscal Year 24/25 Budget has an amended annual project budget of $719,000 and no prior year expenditures. Total Project costs are $670,158 with an amount under budget of $48,841. Below is a table summarizing the project costs.
Contract Cost
Construction $552,082
Construction Management $68,687
Construction Design $48,456
Other Costs $933
Total $670,158
Prior Fiscal Year Costs 0
Total Budged 24/25 $664,000
Total Amended $719,000
Amount Under/(Over) Budget $48,841
The unused budget will be returned to the City’s unappropriated General Fund account.
Environmental Issues
Acceptance of the 2025 Street Improvement 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 2025 Street Improvement Project is found to qualify for a Class 1 Categorical Exemption under CEQA Section 15301, and no further environmental review is required.