Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: ADOPTION OF A RESOLUTION APPROVING A MINOR
CONSTUCTION AGREEMENT TO REPLACE THE FLOOR OF
THE COTATI ROOM IN THE RAY MILLER COMMUNITY
CENTER
Date: December 9, 2025
Written by: Ashley Wilson, Recreation Manager
Recommendation
It is recommended the City of Cotati City Council adopt a resolution approving a Minor Construction Agreement with CSC Flooring & Design to replace the floor in the Cotati Room of the Ray Miller Community Center.
Background
The City owns and operates the Cotati Room of the Ray Miller Community Center. The multifunctional space is used heavily for recreation programs, classes, and events, staff meetings and training, and events hosted by private groups and individuals. The space requires ongoing maintenance, with periodic updates needed. The current state of the floor in the Cotati Room is poor, with multiple areas of discoloration, stains, and scratches, and is in need of replacement.
Analysis/Discussion
The Cotati Room floor was originally installed approximately 20 years ago, with the last significant update over 15 years ago. The flooring today is bamboo plank, which was not meant for the amount of foot traffic and general abuse it has received over the years. Two vendors assessed the condition of the current floor and deemed it unsuitable for repairs. It is recommended that the current bamboo floors be removed and replaced with a more durable vinyl flooring.
The first proposal (Exhibit B) received was from Rugworks for a total of $39,648. This proposal included the removal and disposal of the current floor and replacement with a commercial vinyl floor. The proposal also includes applying a moisture membrane to the sub-floor and new base shoe to coordinate with existing baseboards.
The second proposal (Exhibit A) received was from CSC Flooring & Design for a total of $36,801. This proposal included the removal and disposal of the current floor and replacement with a commercial vinyl floor. The proposal also includes machine buffing/cleaning of the cement base, sealing the concrete with a moisture barrier, installing new wood trim at the base of the wall, and using a two-part epoxy adhesive treatment.
After evaluating both proposals, staff recommend using CSC Flooring & Design to complete the floor replacement project, including the two-part epoxy adhesive. Both proposals are attached to the resolution.
If approved, the work would be conducted in January 2026 and is expected to take approximately two weeks to complete.
Financial Considerations
The City’s fiscal year 25/26 adopted budget includes $50,000 dedicated to Cotati Room updates including this floor replacement project, as well as painting and lighting updates. The CSC Flooring & Design proposal is $36,801 and staff expect the total will not exceed $40,000 to allow for contingency other unknown costs. The total budget for this phase of the project is within the adopted budget. Staff is anticipating coming back to council for the other phases of this project during the current fiscal year and will propose any budget amendment at that time.
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.