Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: CONSIDER APPROVAL OF A CHANGE ORDER TO THE
2026/2027 PAVEMENT PRESERVATION PROJECT TO PAVE
THE WATER TRENCH IN HIGHWAY 116 AT SR 101
Date: October 13, 2026
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council approve a Resolution approving a Change Order to the 2026/2027 Pavement Preservation Project to Pave the water trench in Highway 116 at State Route 101 and authorizes the appropriation of funds from the unappropriated water enterprise fund in the amount of $20,500, for the extra work.
Background
On September 8, 2026, City Council awarded the Construction contract for the 2026/2027 Pavement Preservation Project and work began on September 28, 2026. Despite contingency being authorized on projects, it is sometimes necessary to return to City Council for unforeseen extra work exceeding prior authorization.
Analysis/Discussion
Late in the design of the Project, Staff decided to add the pavement of a water line trench left from an emergency water line leak repair in the Spring of 2026. It is common to “pick up” isolated rough patches of pavement in paving projects since there is an economy of scale resulting in lower prices for the work. Since the water line trench is in Caltrans right-of-way, a Caltrans Encroachment Permit was applied for, and it was uncertain during bidding of the Project whether the permit would be issued in time for this work to be included in the Project.
Two weeks following award, the Caltrans permit was issued and Staff requested change order pricing from the Contractor. The attached quote was reviewed by the City’s Construction Manager and Staff and determined to be reasonable and recommended for approval. The work includes extensive traffic control and, in accordance with Caltrans conditions is to be done at night to lesson traffic impacts at the busy interchange. The Construction Management consulting firm indicated there would be no increase in their contract amount due to the addition of this change order work. Once approved, the Contractor will schedule and perform the work which is expected before the second week of November.
Financial Considerations
The prior authorized Project funding did not include the change order work for the Highway 116 water trench paving. Therefore, $18,228.00 for the quoted amount plus $2,275 contingency for a total appropriation and budget amendment of $20,500, is being requested from the water enterprise unappropriated fund for the extra work.
Due to the significance of this emergency repair, the project has been submitted to our insurance coverage and as such we are anticipating receiving a reimbursement in full for this amount.
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.