CITY COUNCIL STAFF REPORT
Meeting Date: January 12, 2026
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
TITLE: ADOPT RESOLUTION NO. __-26 ACCEPTING THE 2025 POTHOLE
REPAIR AND ASPHALT CONCRETE (AC) PATHWAY OVERLAY,
PROJECT NO. 01-25 AS COMPLETE AND AUTHORIZING THE
PUBLIC WORKS DIRECTOR TO ISSUE AND RECORD A NOTICE
OF COMPLETION
SYNOPSIS
The 2025 Pothole Repair and Asphalt Concrete (AC) Pathway Overlay Project No. 01-25 (Project) provided for the repair of asphalt concrete pavement failures (potholes at various arterial, collector and residential streets), as well as a surface treatment for selected AC pathways throughout the City. The contractor, Rapid Grading Services, Inc., has completed all work to the City’s satisfaction. The purpose of this item is to consider the acceptance of the Project as complete and to authorize the issuance of a Notice of Completion.
DISCUSSION
Background
In November 2016, Measure K, a half-cent transactions and use tax (or sales tax), was approved by Pleasant Hill voters. The tax took effect April 1, 2017, for a 20-year period. The Measure generates approximately $5.5 million in needed revenue each year, and a portion of these funds has been allocated to the Street Resurfacing Program (SRP).
The City’s SRP provides for on-going maintenance of the City’s 110 miles of roadway pavement.
The condition of each street in the City’s network is evaluated every 2 to 3 years. The most recent pavement survey was completed in the spring of 2025. Staff used this data to identify needed street resurfacing repairs on the City’s arterial, collector and residential streets.
The 2025 Pothole Repair and AC Pathway Overlay Project consists of two main components: (1) localized dig-out repairs on deteriorated pavement sections on the City’s arterial, collector and residential streets, and (2) overlay improvements on selected AC pathways.
In order to maintain our streets in good condition, the Project identified approximately 110,000 square feet of the most critical pavement failures to be repaired on the City’s arterials, collectors and residential streets. Staff also identified six City-maintained AC pathways in need of a surface maintenance treatment. These pathways, which serve pedestrians and bicyclists, will benefit from a surface treatment to improve user safety.
On August 18, 2025, the City Manager, pursuant to the authority vested by the City Council via Resolution No. 41-25, executed the contract with the low bidder, Rapid Grading Services, Inc. A total budget of $1,240,850 (including 15 percent contingency) was authorized for the construction of the project.
Project work included:
Repair of 131,334 square feet of citywide pothole repairs on arterial, collector and residential streets;
Installation of 183 tons of asphalt to repair six AC pathways throughout the City, accounting for over 18,750 square feet of pathway repairs.
Analysis
The Project is now complete, and the work conforms to the construction plans and specifications.
Construction began on October 6, 2025. The Contractor substantially completed the project on December 1, 2025, which was within the allotted contract time.
The total cost of construction, including change orders, is $1,086,425.17, which is with the approved contract amount of $1,240,850.00. Change order work totaled $7,425.17 and included additional clearing and grading of soil around the Paso Nogal pathway. These repairs were necessary to completely uncover the pathway to create a limit for paving.
The City is retaining up to five percent of the total construction cost ($54,308.81) from Rapid Grading Services, Inc., to ensure that the Contractor pays all of its vendors and suppliers. The procedure for releasing the retention is the City Council’s formal acceptance of the work with authorization to issue and record a Notice of Completion. If there are no claims filed within 35 days of recording the notice, the City may release final payment of the retained amount to the contractor. The completed work is subject to a one-year maintenance period to address any problems that occur within that time.
FISCAL IMPACT
The total Project cost of $1,086,176.17 is funded by the FY2024/2025 Street Resurfacing Program funds.
PUBLIC CONTACT
Public Contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the Proposed Resolution.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended.
ATTACHMENT(S)
Proposed Resolution
Prepared by: Danny Urrutia, Assistant Engineer
Reviewed by: Ann James, Public Works Director
Approved by: Ethan Bindernagel, City Manager