Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: APPROVAL OF A PROFESSIONAL SERVICES AGREEMENT
WITH HARRIS AND ASSOCIATES TO DESIGN THE 2026/2027
PAVEMENT PRESERVATION PROJECT
Date: May 26, 2026
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution approving a professional services agreement with Harris and Associates to design the 2027 Pavement Preservation Project, authorize the City Manager to execute said agreement, and adopt the corresponding budget reclassification and reduction adjustments.
Background
This design contract is intended for the scheduled street preservation project in late summer of 2026. The Project follows the recommendations of the City’s Pavement Management Program and is consistent with its recently adopted Annual and Multi-Year Capital Plans. The City is committed to investing in its roadway infrastructure and the investment focuses on 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/or rehabilitation projects and has significantly improved the overall condition of its streets to now have among the best roads in Sonoma County.
Analysis/Discussion
In August 2024, the City Engineering Division issued a request for qualifications, reviewed the qualifications, and City Staff determined Harris and Associates to be the most qualified for the design of pavement preservation projects. The City requested, and Harris and Associates has provided, a proposal to prepare construction plans and specifications and bidding services for the City to contract with a construction company for construction in late 2026. City Staff have reviewed the proposal and find it to be fair and reasonable. The streets identified for preservation treatments this late Summer are informed by the recently completed Pavement Management Plan (PMP). This specifically includes the streets indicated in the following figure:
The Project’s preliminary schedule is to advertise for bids in August with construction to start in September or early October.
Financial Considerations
The first year of the City’s adopted FY25/26-26-27 Biannual Budget includes $100,000 for design. The proposal from Harris and Associates is $70,975 for design and $10,000 for StreetSaver and Capital Improvement Program Support Services, for a total cost of $80,975.
Staff are proposing an additional $5,000 in contract contingency for possible amendments to the design agreement/scope for a total authority within the contract not to exceed of $75,975 for the 2027 Street Project Design and $10,000 for the StreetSaver Capital Improvement Program Support Services. As such staff are proposing amending the budget to move $10,000 of the costs to the General Fund Streets Department Contract Services and reduce the capital project budget and related transfers in by $24,025. The proposed budget amendment is attached herein.
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.