Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: APPROVAL OF AN AMENDMENT TO THE PROFESSIONAL
SERVICES AGREEMENT WITH HARRIS AND ASSOCIATES
TO DESIGN THE 2026 PAVEMENT PRESERVATION
PROJECT
Date: December 9, 2025
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council by Motion approve Amendment Number 1 to the Professional Services Agreement to design the 2026 Pavement Preservation Project and authorize the City Manager to execute said agreement.
Background
This item is to seek Council approval of an amendment to the design contract for completion of a street preservation maintenance construction project in Spring of 2026. The project was designed and advertised for bidding in July/August 2025, however, all bids were rejected. 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 so our streets are now 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. On May 13, 2025, City Council approved a Professional Service Agreement with Harris and Associates to design and assist with bidding for the 2026 Street Preservation Project. All contractual duties were performed and, subsequent to receiving bids on August 5, 2025, the City rejected all bids. The City’s goal is to rebid a scaled back project in early 2026 for construction in the Spring 2026 and Harris and Associates has requested additional funds to complete these extra tasks. Note that due to pending development projects on Santero Way, the project scope is not expected to include this street, but will include other incidental work such as patching on Old Redwood Highway by the Cotati Veterans Hall and a new stamped asphalt crosswalk on Old Redwood Highway at the William/George intersection.
The attached proposal was reviewed by City Staff and was found to be fair and reasonable and is recommended for approval.
Financial Considerations
The existing agreement with Harris and Associates is $90,015 and with the proposed amendment of $24,990 brings the total to $115,005. 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. Additional project funds, previously slated for Construction Management and Construction, would be used to fund the added design cost. The City’s proposed FY25/26 -FY26/27 Two Year Budget includes $1.065 million for construction and construction management for this Project in FY25/26 and therefore no budget amendment is needed for the amendment to the design contract.
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.