Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: ADOPTION OF A RESOLUTION AWARDING THE
CONSTRUCTION CONTRACT FOR THE 2026 PAVEMENT
PRESERVATION PROJECT TO AMERICAN ASPHALT, INC.
AND AUTHORIZING THE CITY MANAGER TO EXECUTE
THE AGREEMENT WITH GREEN VALLEY CONSULTING
ENGINEERS
Date: March 10, 2026
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council adopt a resolution awarding the construction contract for the 2026 Street Improvement Project to American Asphalt, Inc. and authorizing the City Manager to execute the construction contract and construction management and inspection services agreement with Green Valley Consulting Engineers and any needed change orders or amendments to supporting professional agreements up to the authorized Project amount.
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 $15.9 million in roadway improvements, increasing the Pavement Condition Index (PCI) to the mid-70’s. These investments have made considerable progress in improving the condition of our roadways, making Cotati’s streets among the best in Sonoma County.
Analysis/Discussion
The 2026 Pavement Preservation Project (Project) is included in the City’s current Five-Year Capital Improvement Program. The total Base Bid work is to slurry seal East Cotati Avenue from Baytree Circle east to the City limits (including restamping the crosswalks at Santero Way), repair the crosswalk across Old Redwood Highway at William Street, repair a failed pavement section in Old Redwood Highway Northbound by the Veteran’s Memorial Park, and the repair of failed areas (dig outs and crack sealing) in Old Redwood Highway between William/George and Highway 116.
The bid documents were finalized, and the Project was advertised for bidding on February 6, 2026. On March 3, 2026, 4 bids were received, with the lowest bid provided by American Asphalt, Inc for a total base bid amount of $462,471.29 which is 5.9 percent above the Engineer’s estimate. The bid summary is attached. The low bid was reviewed and determined to be responsive and is recommended for award.
In August 2024, City Staff conducted a consultant selection process and selected Green Valley Consulting Engineers as being the best qualified to perform construction management services for pavement maintenance projects. City staff requested and Green Valley Consulting Engineers provided a proposal for Construction Management and Inspection services for the Project and City staff have reviewed the proposal and finds it to be fair and reasonable and recommends it for approval.
This project was bid in 2025 as a larger project and all bids were rejected. Repackaging the construction documents for a re-bid process incurred added effort for the design engineering firm, Harris & Associates. As a result, Harris & Associates submitted an amendment request for an additional $32,990, bringing their total contract to $123,500.
Financial Considerations
The City’s adopted FY25/26 Budget includes $1,065,000 for this project. Total project costs proposed to be budgeted follows:
Construction Management $ 90,000
Design $123,500
Construction $463,000
Construction Contingency (10%) $ 46,300
Total Budget $722,800
With this adjusted total staff are proposing to release $342,200 back to the Capital Outlay Fund for Future projects, outlined within the attached budget adjustment.
The Project was included in the list of projects provided for receipt of the Road Maintenance and Road Rehabilitation (aka SB1) funding and is to be completed within Fiscal Year 25/26.
Environmental Issues
The awarding and execution of the contracts involve an administrative activity that will not result in direct or indirect physical changes in the environment. Therefore, the proposed action is exempt from the California Environmental Quality Act (CEQA) under Section 15378 on the grounds that this action is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Moreover, the 2026 Pavement Preservation 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, and is therefore found to qualify for a Class 1 Categorical Exemption under CEQA Guidelines Section 15301.