Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: AWARD OF 2026/2027 PAVEMENT PRESERVATION
PROJECT
Date: September 8, 2026
Written by: Colby Quiggle,
Recommendation
It is recommended the City Council of the City of Cotati adopt a resolution approving the award of a construction contract for the 2026/2027 Pavement Preservation Project (Project) to Graham Contractors, Inc.; approving an amendment to the Professional Services Agreement with Green Valley Consulting Engineers for Construction Management and Inspection services; approving a $50,000 budget amendment; and authorizing the City Manager to execute the agreements, amendments, and any necessary change orders within the approved Project budget.
Background
The City of Cotati performs annual pavement maintenance projects throughout the City. These projects involve multiple pavement preservation methods such as slurry seal, crack seal, and digouts. These projects are performed annually to ensure the City’s roads will be safe to drive on and pleasing to the eye for years to come. The location of each year’s project is determined by the Pavement Management Program (PMP), which provides strategies to prioritize the annual roadway projects based on their condition and treatment costs.
Analysis/Discussion
The City Council awarded the Design contract to Harris & Associates to design, prepare bid documents, and provide assistance through bidding. The design was completed, and the project was advertised with bids opened on September 1, 2026. Three bids were received with the low bid from Graham Contractors, Inc. for a total base bid of $328,736, which is 13% below the engineer’s estimate of $377,679. The low bid was evaluated and determined to be a responsive bid.
In August 2024, the City conducted a competitive Request for Proposals (RFP) process for construction management services and selected Green Valley Consulting Engineers based on the firm's demonstrated competence and professional qualifications. The selection was conducted consistent with Government Code § 4526 and the City's Procurement Policy.
Green Valley has continued to provide construction management services to the City under a Professional Services Agreement and has demonstrated a high level of performance and familiarity with City projects and procedures. Based on the original competitive selection process, the firm's continued demonstrated qualifications, and its performance for the City, staff determined that Green Valley remains qualified to provide these services. Green Valley provided a proposal for Construction Management and Inspection services for this Project in an amount not to exceed $77,598. Staff recommend amending the existing Professional Services Agreement to incorporate the current project scope and associated compensation.
Financial Considerations
The Fiscal Year 2026/27 Adopted Budget includes funding for the City's pavement preservation program. However, certain expenditures associated with the prior 2025/26 Street Project carried forward into Fiscal Year 2026/27 and reduced the current-year appropriations available for the 2026/2027 Pavement Preservation Project.
To provide sufficient budget authority to complete the Project, staff recommend a $50,000 budget amendment, utilizing remaining budget available from the prior fiscal year. The proposed budget amendment is included as an attachment to this staff report for City Council approval.
The anticipated Project costs are summarized below:
Item Amount
Design (expended since 7/1/26 and encumbered) $ 80,975
Construction Management $ 77,598
Construction $ 328,736
Contingency $ 10,000
Total $ 497,309
Environmental Issues
This action is found to qualify for a Class 2 Categorical Exemption under CEQA Section 15302 in that the project consists of replacement or reconstruction of existing structures and facilities where the new structure/facility will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced.