____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting:
Disposition:
Agenda Item No: 2.r
Meeting Date: July 20, 2026
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Grey Melgard, Senior Civil
Engineer
April Miller, Public Works Director
City Manager Approval: ______
TOPIC: 2025 PAVEMENT MAINTENANCE PROGRAM PAVING AND STRIPING PROJECT SUBJECT: RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR THE 2025
PAVEMENT MAINTENANCE PROGRAM PAVING AND STRIPING PROJECT, CITY PROJECT NO. C44A26PMP1 (“PROJECT”); AWARDING AND AUTHORIZING THE
CITY MANAGER TO EXECUTE THE CONSTRUCTION AGREEMENT WITH AMERICAN ASPHALT REPAIR AND RESURFACING CO., INC IN THE AMOUNT OF $910,341.11; AUTHORIZING THE CITY MANAGER TO AMEND THE CONTRACT AMOUNT USING CONTINGENCY FUNDS OF $189,658.89 FOR A TOTAL NOT-TOEXCEED AMOUNT OF $1,100,000; AND AUTHORIZING THE CARRY-FORWARD OF FISCAL YEAR 2025-2026 BUDGET APPROPRIATIONS FOR THE PROJECT
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH EL REINO LARA LLC DBA CAL
PAVEMENT MANAGEMENT FOR ON-CALL PAVEMENT PRESERVATION SERVICES ASSOCIATED WITH THE CITY OF SAN RAFAEL’S ANNUAL PAVEMENT MANAGEMENT PROGRAM, IN THE AMOUNT NOT TO EXCEED $125,000; AND AUTHORIZING THE CARRY-FORWARD OF FISCAL YEAR 2025-2026 BUDGET
APPROPRIATIONS FOR THE AGREEMENT
RECOMMENDATION:
Staff recommends that the City Council adopt the above-referenced resolutions to proceed with the construction of the 2025 Pavement Maintenance Program Paving and Striping Project, City Project No.
C44A26PMP1 (“Project”).
BACKGROUND:
The City’s annual pavement management program (“PMP”) provides vital updates to the City’s 333-lane mile network. One of the most important aspects of managing a road network is a continual investment toward preserving recently rehabilitated roads. These types of preservation projects represent relatively low-cost improvements that prolong the effective life of roadways in good condition.
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The City utilizes the industry standard Pavement Condition Index (“PCI”) system to identify streets needing preventative maintenance and then conducts field investigations to analyze conditions.
Additionally, the City intentionally applies an equity lens to ensure that pavement conditions are being improved in all neighborhoods across the City annually.
It should be noted that the City lacks sufficient funding to maintain its road network at the current “fair” PCI standard. Thus, annual pavement maintenance projects are selected, in part, based on a consideration of how best to invest this limited funding to extend useful life of roadways. Based on the most recent citywide roadway assessment, it is estimated that additional funding in the range of $2.5 million to $3.0 million per year would be required to prevent the city’s average PCI index to deteriorate from “fair” to “poor.”
Last year’s pavement maintenance project included crack sealing, slurry sealing, fiberized microsurfacing, and the installation of new traffic striping, crosswalks, and legends to streets located in the West San Rafael neighborhoods.
The Project includes crack sealing, slurry sealing, and the installation of new traffic striping, crosswalks, and legends to the current standards for streets located in the Terra Linda neighborhoods. The Project also includes the installation of the Nova Albion Bikeway and Pathway Gap Closure project, funded by the Transportation Authority of Marin’s (TAM) Safe Pathways grant.
ANALYSIS:
American Asphalt Repair Resurfacing Co., Inc. Construction Agreement On May 13, 2026, the Project was advertised in accordance with San Rafael Municipal Code Chapter
11.50. The plans and specifications, deemed reasonable by the City Engineer, are available at the Department of Public Works.
On June 5, 2026, the following bids were received and read aloud:
Name of Bidder Bid Total
American Asphalt Repair Resurfacing
Co., Inc. $910,341.11
Sierra Nevada Construction, Inc. $934,007.00
Pavement Coatings Co. $1,023,450.02
VSS International, Inc. $1,024,211.00
Public Works staff reviewed the construction bids, and the low bid from American Asphalt Repair Resurfacing Co., Inc. in the amount of $910,341.11 was found to be both responsive and responsible.
City staff recommends awarding the construction agreement to American Asphalt Repair Resurfacing Co., Inc. in the amount of $910,341.11 and recommends that the City Council authorize a construction contingency of $189,658.89, approximately 20%, for a total appropriated amount of $1,100,000. Staff does not anticipate major scope changes for the project; however, the contingency will provide some financial assurance for minor striping changes within the project, street selection variation based on utility coordination, and varying quantities based on the actual amount of slurry product placed. For example, recently enacted Assembly Bill 413 prohibits the stopping, standing, or parking of a vehicle within 20 feet of the vehicle approach side of any marked or unmarked crosswalk. The City anticipates some additional striping and parking modifications on impacted streets to comply with this Bill.
The Public Works Director would be authorized to issue any change order to the contract within the total contingency amount. The Construction Agreement is in a form approved by the City Attorney.
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CAL Pavement Professional Services Agreement
CAL Pavement provides inspection, planning, and public outreach services for the Project before and during construction. These services are vital for the successful delivery of the Project and provide staff with updated technical recommendations and specifications for future PMP projects.
The Project is consistent with the City Council’s Three-Year Strategic Plan, specifically Goal B.1.4, which is to execute a comprehensive pavement management program to maintain road quality at a “Fair” Pavement Condition Index (PCI) rating across the City’s roadway network.
PUBLIC OUTREACH:
In December 2025, staff presented an information plan and the 2025-2027 Three-Year Pavement Management Plan (“Plan”) to the City Council. The Plan was developed in partnership with CAL Pavement Management and is based on a full network inventory and field assessment conducted in late 2024 and early 2025. The Plan is available on the City’s Pavement Management Program website. An interactive map is also available on the website for residents to view each year’s planned roadways. Staff presented maps of proposed streets within the Plan during the October 2025 Bicycle and Pedestrian Advisory Committee (BPAC) for public feedback.
In March 2026, a mailer was sent to residents within the Project limits advising them of the upcoming Project. The mailer advised residents to complete any improvements that may have an impact on the street, including sanitary lateral or water service upgrades, curb and gutter replacements, and driveway improvements, before the start of the Project in Summer 2026.
Additionally, a written construction notification will be mailed to residents and property owners within a 300-ft (minimum) radius of the project limits describing the Project and its impacts, along with a Frequently Asked Questions sheet about the City’s annual pavement management program and the proposed roadway treatments.
The City’s website will be updated with additional scheduling and traffic information throughout the construction of the Project.
ENVIRONMENTAL DETERMINATION:
In July 2026, a notice of exemption (NOE) was filed with the County of Marin and the State Clearinghouse for the Project for categorical exemption based on existing facilities (CEQA Guidelines §15301).
FISCAL IMPACT:
The recommendation included in this staff report would authorize expenditures not-to-exceed $1,100,000 with American Asphalt Repair Resurfacing Co., Inc. and expenditures not-to-exceed $125,000 with Cal Pavement in support of the 2025 Pavement Maintenance Program Paving and Striping Project.
Appropriations in the amount of $3,000,000 supporting the PMP and associated projects were included in the FY 2025-26 Budget approved by the City Council on June 2, 2025. City Council action is requested as part of this item to authorize the carry-forward of the approved FY 2025-26 budget for the Project and PSA.
OPTIONS:
The City Council has the following options to consider relating to this item:
1. Adopt the resolutions as presented.
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2. Do not adopt the resolutions and provide further direction to staff.
RECOMMENDED ACTION:
Staff recommends that the City Council adopt the above-referenced resolutions to proceed with the construction of the 2025 Pavement Maintenance Program Paving and Striping Project, City Project No.
C44A26PMP1 (“Project”).
ATTACHMENTS:
1. Resolution - Formal Construction Contract with American Asphalt Repair Resurfacing Co., Inc.
2. Draft Formal Construction Contract with American Asphalt Repair Resurfacing Co., Inc.
3. Resolution - Professional Services Agreement with El Reino Lara LLC DBA CAL Pavement Management
4. Draft Professional Services Agreement with El Reino Lara LLC DBA CAL Pavement Management RESOLUTION NO.
RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR THE 2025 PAVEMENT MAINTENANCE PROGRAM PAVING AND STRIPING PROJECT, CITY PROJECT NO. C44A26PMP1 (“PROJECT”); AWARDING AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONSTRUCTION AGREEMENT WITH AMERICAN ASPHALT REPAIR AND RESURFACING CO., INC IN THE AMOUNT OF $910,341.11; AUTHORIZING THE CITY MANAGER TO AMEND THE CONTRACT AMOUNT USING CONTINGENCY FUNDS OF $189,658.89 FOR A TOTAL NOT-TOEXCEED AMOUNT OF $1,100,000; AND AUTHORIZING THE CARRY-FORWARD OF FISCAL YEAR 2025-2026 BUDGET APPROPRIATIONS FOR THE PROJECT
WHEREAS, on the 13th day of May 2026, pursuant to due and legal notice published in the manner provided by law, inviting sealed bids or proposals for the work hereinafter mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open, examine, and declare all sealed bids or proposals for doing the following work in said City, to wit:
“2025 Pavement Management Program Paving and Striping Project” City Project No. C44A26PMP1
(hereinafter referred to as the “Project”) in accordance with the plans and specifications, therefore, on file in the office of the Department of Public Works; and
WHEREAS, the bid of $910,341.11 from American Asphalt Repair Resurfacing Co., Inc., at the unit prices stated in its bid, was and is the lowest bid for said work and said bidder is the lowest responsible bidder; and
WHEREAS, staff has recommended an additional 20% of the bid price for a contingency in the amount of $189,658.89, resulting in a total not-to-exceed contract amount of $1,100,000; and WHEREAS, a notice of exemption was filed with the County of Marin and the State Clearinghouse on July 6, 2026, for the Project for categorical exemption pursuant to CEQA Guideline 15301; and WHEREAS, the Project is a component of the City of San Rafael’s Annual Pavement Management Program which provides vital updates to the City’s 333-lane mile network; and WHEREAS, the fiscal year (FY) 2025-26 budget approved by the City Council on June 2, 2025 included appropriations in the amount of $3,000,000 within the Gas Tax Fund (#206) for the Annual Pavement Management Program; and
WHEREAS, the City Council hereby authorizes the carry-forward of $1,100,00 in FY 2025-26 budget appropriations (Fund 206) for the Project.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
1. The foregoing recitals are true and correct.
2. The plans and specifications for the Project, which are on file in the Department of Public Works, are hereby approved.
3. The bid of American Asphalt Repair Resurfacing Co., Inc. is hereby accepted at the unit prices stated in its bid.
4. The City Manager is authorized and directed to execute the contract for the Project, in a form approved by the City Attorney, with American Asphalt Repair Resurfacing Co., Inc., for the bid amount stated in its bid, and is authorized to execute any amendment(s) up to the construction contingency amount of $189,658.89 (approximately 20% of the contract value) for a total not-to-exceed contract amount of $1,100,000.
5. The Director of Public Works or designee is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution.
6. The City Council authorizes the carry-forward of $1,100,000 in FY 2025-26 budget appropriations (Fund 206) provided for this purpose.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 20th day of July 2026, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
Lindsay Lara, City Clerk
RESOLUTION NO.
RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT WITH EL REINO LARA LLC DBA CAL PAVEMENT MANAGEMENT FOR ON-CALL PAVEMENT PRESERVATION SERVICES ASSOCIATED WITH THE CITY OF SAN RAFAEL’S ANNUAL PAVEMENT MANAGEMENT PROGRAM, IN THE AMOUNT NOT TO EXCEED $125,000; AND AUTHORIZING THE CARRY-FORWARD OF FISCAL YEAR 2025-2026 BUDGET
APPROPRIATIONS FOR THE AGREEMENT
WHEREAS, the City of San Rafael requires on-call inspection services for pavement preservation projects and dig outs from CAL Pavement to deliver the 2025 Pavement Maintenance Program Paving and Striping Project, City Project No. C44A26PMP1 (hereinafter referred to as the “Project”); and WHEREAS, staff received a proposal from CAL Pavement for said services in a total amount not to exceed $125,000; and
WHEREAS, staff has reviewed the proposal and found it to be complete and within industry standards; and
WHEREAS, the Project is a component of the City of San Rafael’s Annual Pavement Management Program which provides vital updates to the City’s 333-lane mile network; and WHEREAS, the fiscal year (FY) 2025-26 budget approved by the City Council on June 2, 2025, included appropriations in the amount of $3,000,000 within the Gas Tax Fund (#206) for the Annual Pavement Management Program; and
WHEREAS, the City Council hereby authorizes the carry-forward of $125,000 in FY 2025-26 budget appropriations (Fund 206) for the agreement.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
1. The City Manager is hereby authorized to execute a Professional Services Agreement with El Reino Lara LLC DBA CAL Pavement Management for design and planning services in the amount of $125,000 in a form approved by the City Attorney.
2. The Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution.
3. The City Council authorizes the carry-forward of $125,000 in FY 2025-26 budget appropriations (Fund 206) provided for this purpose.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City on Monday, the 20th day of July 2026, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
Lindsay Lara, City Clerk