Agenda Item #13.6
For Council Meeting of: August 19, 2025
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DAN HENNESSEY, DIRECTOR, TRANSPORTATION AND PUBLIC WORKS DEPARTMENT SUBJECT: CONTRACT AWARD FOR THE 2025 PAVEMENT PREVENTATIVE MAINTENANCE AGENDA ACTION: MOTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by motion, award Contract Number C02496, 2025 Pavement Preventative Maintenance, in the amount of $1,986,605.50 to the lowest responsible bidder, Pavement Coatings Co. of Sacramento, California, approve a 10% contract contingency, and authorize a total contract amount of $2,185,266.05. The source of funds is the Capital Improvement Fund. No City General Fund money is included in this project.
EXECUTIVE SUMMARY
This motion will award a contract for the 2025 Pavement Preventative Maintenance (“Contract”) to Pavement Coatings Co. of Sacramento, California, approve a 10% contract contingency, and authorize a total Contract amount of $2,185,266.05. This project relates to Council Goal Number 2 as it invests in the development and maintenance of the City’s infrastructure by preserving the quality of our existing streets and therefore delaying reconstruction needs.
BACKGROUND
This project is critical to perform roadway preventive maintenance and provide bicycle improvements aligned with the Active Transportation Plan on three (3) arterial City streets: West Steele Lane, West College Avenue and North Dutton Avenue. The process of slurry sealing streets minimizes water intrusion and oxidation of the asphalt, which improves the lifespan of the road to postpone major repairs or replacement of these City streets. The project is also consistent with the recently approved Active Transportation Plan by including separated bike travel lanes from the vehicular traffic.
PRIOR CITY COUNCIL REVIEW
Not applicable.
ANALYSIS
1. The project was advertised on July 10, 2025, and bids were received on August 5, 2025. A total of one (1) bid was received at $1,986,605.50. The low bid was 29.23% over the Engineer’s Estimate.
2. The low bidder, Pavement Coatings Co., possesses a valid contractor’s license of the required class, as verified by the Contractor’s State License Board, and is registered with the State Department of Industrial Relations (DIR).
3. The project will slurry seal approximately 869,687 square feet and 3.4 miles of City arterial streets.
4. Construction is anticipated to begin approximately in September 2025. The length of the contract is 30 working days.
5. The Public Participation Plan is required and has been approved by the Transportation and Public Works Marketing and Outreach Coordinator.
FISCAL IMPACT
Funding to authorize the total contract amount of $2,185,266.05 for this project is available from the Capital Improvement Fund and has been appropriated to Account Number JL17450. This action has no current impact on the General Fund.
ENVIRONMENTAL IMPACT
The project is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(c) (Class 1 – Existing Facilities) and Section 15302(c) (Class 2 – Replacement or Reconstruction).
Section 15301(c) exempts the repair, maintenance, or minor alteration of existing streets, sidewalks, and similar facilities involving negligible or no expansion of use. The slurry seal project includes surface treatment of existing pavement, minor repairs, and restriping to preserve and maintain current roadway conditions without increasing capacity or altering the roadway footprint.
Section 15302(c) exempts the replacement or reconstruction of existing utility systems and/or facilities involving negligible or no expansion of capacity. Any localized reconstruction or surface restoration activities associated with the slurry seal will involve replacement in kind, serving the same purpose and capacity as existing facilities.
The proposed project is routine in nature and does not trigger any of the exceptions under CEQA Guidelines Section 15300.2. Therefore, no further environmental review is required under CEQA.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 – Summary of Bids
PRESENTERS
Dan Hennessey, Director of Transportation and Public Works Lisa Welsh, Supervising Engineer
Dezire Perez Barbante, Associate Civil Engineer
CONTRACT AWARD FOR THE 2025 PAVEMENT PREVENTATIVE MAINTENANCE PAGE 2 OF 3