CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: June 16, 2026
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Oriana Hart, Public Works Director
Department: Public Works
Subject: Award of Construction Contract for Digouts and Repair Pavement Improvement Project (CIP #0520-22.09)
=========================================================================================== RECOMMENDATIONS:
The item is to request Council adopt a resolution to accept the bid and award the construction contract for the Citywide Digouts and Repairs Project to QA Constructors and authorize the City Manager to execute the contract and approve change orders up to 20% of the Total Contract Award, if needed.
PROCESS OF AGENDA ITEM:
If the item remains on the Consent Calendar, no presentation is required, and the item will be approved as part of the Consent Calendar. If the item is removed from the Consent Calendar, it will be heard as a regular agenda item and will proceed as follows:
• Presentation by staff
• Council questions and discussion
• Public comment
• Council deliberation and action
EXECUTIVE SUMMARY:
The Citywide Digouts and Repairs Project consists of localized pavement rehabilitation and roadway repair improvements at various locations throughout the City of Sebastopol. The work generally includes removal of failed pavement sections, full-depth roadway digouts, placement of compacted hot mix asphalt concrete, traffic control, and associated roadway restoration work.
The project was publicly bid in accordance with the California Public Contract Code. Bids were received and publicly opened on May 26, 2026. Staff reviewed the submitted bids and determined that QA Constructors is the lowest responsive and responsible bidder (Table 1). The Engineer’s Estimate for the Project was approximately $324,000. The recommended contract award amount is $361,948.
Table 1 – Summary of Bids Received on May 26,2026
Contractor Base Bid Amount
QA Constructors $361,948
Hudson Construction $438,230
BACKGROUND:
The City maintains an ongoing pavement management and roadway maintenance program intended to preserve roadway infrastructure, improve public safety, and extend the useful life of City streets. On March 17, 2026, the City Council reviewed and approved the Final List of street locations for the Digouts and Repairs Project (CIP #0520-22.09), which identified roadway locations throughout the City requiring localized pavement rehabilitation and digout repairs (Attachment 3). As part of this effort, the City identified multiple street segments throughout Sebastopol requiring localized pavement rehabilitation due to roadway deterioration, utility trench settlement, pavement failures, and isolated structural deficiencies.
DISCUSSION:
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for June 16, 2026
The Citywide Digouts and Repairs Project includes rehabilitative treatment of identified roadway sections involving removal of severely damaged pavement areas and placement of full depth compacted hot mix asphalt concrete resulting in a smoother and more stable roadway surface.
The project plans and specifications were prepared under the direction of the City Engineer and are based on the Council approved list of roadway repair locations throughout the City. The Project includes the primary work items of mobilization, traffic control, pavement removal, and placement of Hot Mix Asphalt (HMA).
The estimated project costs are summarized in Table 2 below:
Description Amount
Construction Contract Award $361,948
Construction Contingency (20%) $72,390
Construction Management / Inspection $25,996
Total Estimated Project Cost $460,304
The Project is funded through available roadway maintenance and/or Capital Improvement Program funding sources.
Funding Programmed into the FY 26-27 CIP summarized in Table 3 below:
Funding Sources Amount
100 – General Fund – Measure U $200,000
200 – Gas Tax $150,000
241 – Go Sonoma Roads – GSR $150,000
Total Estimated Project Cost $500,000
STAFF ANALYSIS:
Bids for the Citywide Digouts and Repairs Project were publicly opened on May 26, 2026. Staff reviewed the submitted bid documents for responsiveness, contractor licensing, DIR registration, bid security, and completeness.
Following review of the bids received, staff determined that QA Constructors submitted the lowest responsive and responsible bid in the amount of $361,948.
The Project specifications require completion of the work in accordance with the approved plans and specifications prepared for Contract No. 2026-01. Construction activities will generally consist of localized roadway excavation and pavement replacement at designated locations throughout the City. Traffic control measures will be implemented during construction to minimize impacts to the traveling public and adjacent properties. Construction management and inspection services will be performed by City staff and/or consultant support as needed.
Staff recommends inclusion of a 20% contingency to address unforeseen field conditions and quantity adjustments commonly associated with pavement rehabilitation projects. This contingency is higher than the typical industry standard of 10% because the project did not include a formal design phase. The repair locations identified for the project will be fully marked in the field after contract award, and the extents of pavement failure may be significantly larger than originally identified in 2025. As a result, the total square footage requiring removal and replacement may increase. Staff therefore recommends approval of the additional contingency to accommodate potential changes in pavement conditions and construction quantities.
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for June 16, 2026
CITY COUNCIL GOALS/PRIORITIES/AND OR GENERAL PLAN CONSISTENCY:
This agenda item represents the City Council goals/priorities as follows:
• Goal 3 – Infrastructure. Maintaining high quality infrastructure, facilities and services includes repairing/ replacing outdated city facilities, improving streets, stormwater and wastewater infrastructure.
This agenda item represents the City Council General Plan Consistency (if applicable):
• Circulation CIR 1-11: Provide high quality regular maintenance for existing and future transportation facilities including streets, sidewalk, and paths.
PUBLIC COMMENT:
As of the preparation of this staff report, no public comments have been received on this item. Any comments received after distribution of the report will be provided to the City Council as supplemental materials. Public comment will also be accepted during the meeting.
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. As of the writing of this staff report, the City has not received any public comment on this item. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of this item.
FISCAL IMPACT: The total project cost, including contingency, is $460,304. The adopted CIP project budget is $500,000 with funding sources detailed in the accompanying chart from the adopted Fiscal Year 2026-27 CIP budget report.
RESTATED RECOMMENDATION:
The item is to request Council adopt a resolution to accept the bid and award the construction contract for the Citywide Digouts and Repairs Project to QA Constructors and authorize the City Manager to execute the contract and approve change orders up to 20% of the Total Contract Award, if needed.
CITY COUNCIL OPTION(S):
1. Reject all bids and do not award the Construction Contract.
2. Award the Contract to QA Constructors for the Digout & Repair Project
3. Final Approved List of Streets
ATTACHMENT(S):
1-Resolution
2 – Contract Award
APPROVALS:
Department Head Approval: Approval Date: 5/26/26
CEQA Determination (Planning): Approval Date: 5/26/26
Administrative Services (Financial) Approval Date: 5/26/26 Costs authorized in City Approved Budget: Yes ☐ No ☐ N/A Account Code (If applicable) Funds 100
City Attorney Approval: Approval Date: 5/28/26
City Manager Approval: Approval Date: 5/26/26
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for June 16, 2026
CITY OF SEBASTOPOL
RESOLUTION NO. XXXX-2026
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL AWARDING THE CONSTRUCTION CONTRACT
FOR THE DIGOUTS & REPAIRS PAVEMENT PROJECT TO QA CONSTRUCTORS FOR A TOTAL CONTRACT AWARD OF $361,948 AND AUTHORIZING A 20% CONTINGENCY
CITY CONTRACT 2026-01
WHEREAS, the Citywide Digouts and Repairs Pavement Improvement Project (“Project”) generally consists of localized pavement rehabilitation and roadway repair improvements at various locations throughout the City of Sebastopol, including full-depth pavement digouts, asphalt concrete replacement, traffic control, and associated roadway restoration work; and
WHEREAS, the Project was approved as part of the adopted Capital Improvement Program (CIP #0520-22.09); and WHEREAS, on March 17, 2026, the City Council reviewed and approved the final list of roadway repair locations for the Project; and
WHEREAS, the Project Plans and Specifications were prepared under the direction of the City Engineer; and WHEREAS, a notice inviting bids was issued and duly advertised in accordance with the California Public Contract Code; and
WHEREAS, two (2) bids were received and publicly opened on May 26, 2026; and WHEREAS, QA Constructors submitted the lowest responsive and responsible bid in the amount of $361,948; and WHEREAS, staff recommends inclusion of a 20% construction contingency to address unforeseen field conditions and quantity adjustments commonly associated with pavement rehabilitation projects.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sebastopol hereby accepts the bid for the Citywide Digouts and Repairs Pavement Improvement Project and awards the construction contract to QA Constructors in the amount of $361,948 and authorizes the City Manager to execute the contract upon receipt of the requisite bonds and insurance documents.
BE IT FURTHER RESOLVED that the City Council authorizes a construction contingency of up to twenty percent (20%) of the total contract award, if needed, for unforeseen field conditions and quantity adjustments associated with the Project.
The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 16th day of June, 2026.
I, the undersigned, hereby certify that the foregoing Resolution was duly adopted by the City of Sebastopol City Council by the following vote:
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for June 16, 2026
VOTE:
Ayes:
Noes:
Abstain:
Absent:
APPROVED: _______________________________________
Mayor Jill McLewis
ATTEST: _______________________________________________________________ Mary Gourley, City Manager
APPROVED AS TO FORM: __________________________________________________ Alex Mog, City Attorney
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for June 16, 2026
City of Sebastopol Public Works Department, Engineering Division, 714 Johnson Street, Sebastopol, CA 95472 P (707) 823-2151 | F (707) 823-4721 | [email protected] | www.ci.sebastopol.ca.us Public Works Department
Engineering Division
714 Johnson Street
Sebastopol, CA 95472
Phone: (707) 823-2151
Website: www.ci.sebastopol.ca.us
Email: [email protected]
June 17, 2026
Quinto Allende
President
850 S. Van Ness Ste 35
San Francisco, CA 94110
Re: City of Sebastopol Contract No. 2026-01 Citywide Digout & Repair Project Dear Mr. Allende:
The Sebastopol City Council approved the award of this contract to your company, QA Constructors Inc., of San Francisco, California, in the amount of $361,998.00 on June 17, 2026.
Enclosed you will find three sets of contract documents for signatures. Please sign and return all three of these sets to our office along with the following:
• Contractor's insurance certificates and endorsements
• 100% Performance Bond and 50% Payment Bond
Once all of the documents listed above are received and approved, the City Manager will sign the contract and we will schedule a pre-construction meeting. One fully executed set of contract documents will be returned to you.
If you have any questions about the insurance or bonding requirements, please email [email protected] or call Elissa Overton, Engineering Technician II, at 707-823-2151.
Sincerely,
Oriana Hart
Public Works Director
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for June 16, 2026
CITY CONTRACTO NO. 2026-XX CITY OF SEBASTOPOL
CITYWIDE DIGOUTS AND REPAIR PROJECT
APRIL 21, 2026
Site Address Comments
Area
(Sq.Ft.)
6.0 52.0 312.0
8.0 8.0 64.0
7221 Calder Avenue e/b lane front of driveway 4.0 10.0 40.0 7224 Calder Avenue w/b lane 6.0 6.0 36.0
7231 Calder Avenue e/b lane 10.0 3.0 30.0
7232 Calder Avenue w/b lane 3.0 3.0 9.0
7248 Calder Avenue w/b lane (infront of driveway) 3.0 3.0 9.0 Calder Avenue (401 Vine Street) e/b lane (fronting 401B Vine St) 4.0 4.0 16.0 7314 Calder Avenue w/b lane @ water service tie-in 5.0 5.0 25.0 7314/7326 Calder Avenue w/b lane 3.0 3.0 9.0
7321 Calder Avenue e/b lane near guy wire anchor 3.0 6.0 18.0 529 Ellis Court n/b lane 3.0 12.0 36.0
540 Ellis Court s/b lane 6.0 5.0 30.0
7220 Evan Avenue center road section 6.0 60.0 360.0
Fannen Avenue South Main St to Petaluma Ave 12.0 40.0 480.0 201 Florence Avenue c/l @ water valve 10.0 4.0 40.0
6.0 10.0 60.0
9.0 13.0 117.0
12.0 16.0 192.0
13.0 16.0 208.0
3.0 3.0 9.0
3.0 3.0 9.0
3.0 3.0 9.0
7.0 10.0 70.0
5.0 5.0 25.0
5.0 5.0 25.0
5.0 6.0 30.0
7300 Healdsburg Avenue on Cleveland to 536 Cleveland 10.0 60.0 600.0
5.0 23.0 115.0
4.0 4.0 16.0
4.0 4.0 16.0
740 High School Street n/o situs 6.0 6.0 36.0
740 High School Street from SSMH north 3.0 30.0 90.0
6975 Hutchins Avenue w/b lane from city limit 12.0 50.0 600.0 6985 Hutchins Avenue center road to Petaluma Ave 12.0 60.0 720.0 140 Jewell Avenue s/b lane to Willow Street 8.0 120.0 960.0 370 Jewell Avenue n/b lane to Willow Street 10.0 250.0 2,500.0 440/452 Jewell Avenue @ Calder Avenue intersection 6.0 20.0 120.0 604 - 608 Lyding Lane mid-road to full width 20.0 80.0 1,600.0 572 - 584 Lyding Lane mid-road to west edge 15.0 130.0 1,950.0 556 - 572 Lyding Lane mid-road 10.0 80.0 800.0
201 Nelson Way center road section 8.0 40.0 320.0
Dimensions
(ft. X ft.)
248/250 Golden Ridge Avenue 2 potholes - sw street corner 255 Golden Ridge Avenue 2 potholes - e/edge intersection 8050 Bodega Avenue 2 potholes - w/b lane
552 Harrison Street 5 potholes - s/b lane
565 Harrison Street 2 potholes - n/b lane
708 - 730 High School Street 3 potholes - n/b lane
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for June 16, 2026
CITY CONTRACTO NO. 2026-XX CITY OF SEBASTOPOL
CITYWIDE DIGOUTS AND REPAIR PROJECT
APRIL 21, 2026
Site Address Comments
Area
(Sq.Ft.)
Dimensions
(ft. X ft.)
230 Nelson Way w/b lane 6.0 12.0 72.0
4.0 4.0 16.0
3.0 12.0 36.0
495 North Main Street n/b lane 7.0 41.0 287.0
497 North Main Street n/b lane 6.0 18.0 108.0
500 North Main Street s/b lane 6.0 42.0 252.0
545 North Main Street n/b lane 5.0 25.0 125.0
557 North main Street n/b lane 5.0 5.0 25.0
564 North Main Street s/b lane 3.0 23.0 69.0
565 North Main Street n/b lane 5.0 5.0 25.0
568 North Main Street s/b lane 7.0 30.0 210.0
588 North Main Street s/b lane 4.0 12.0 48.0
7910 Patricia Court w/b lane 4.0 41.0 164.0
5.0 18.0 90.0
27.0 6.0 162.0
7930 Patricia Court w/b lane 6.0 16.0 96.0
148 Pleasant Hill Road s/b lane to right turn lane 6.0 200.0 1,200.0 160 Pleasant Hill Road s/b lane 6.0 170.0 1,020.0
250 Pleasant Hill Road full road width 26.0 40.0 1,040.0 380 Pleasant Hill Road full road width 26.0 40.0 1,040.0 380 Pleasant Hill Road s/b lane 6.0 60.0 360.0
442 Pleasant Hill Road s/b lane 6.0 50.0 300.0
172 Ragle Road s/b lane continue north 10.0 40.0 400.0
240/266 Ragle Road s/b lane 10.0 320.0 3,200.0
396 Ragle Road @ Ragle Place @ SSMH 10.0 10.0 100.0
316 Springdale Street s/b lane to mid-street 30.0 15.0 450.0 322 - 328 Springdale Street s/b lane 10.0 70.0 700.0
322 - 328 Springdale Street center road section 6.0 50.0 300.0 334 Springdale Street s/b lane 25.0 14.0 350.0
240/250 Virginia Avenue center road section 12.0 16.0 192.0 260 Virginia Avenue center road section 4.0 20.0 80.0
6969 Wallace Street e/b lane @ gutter lip 3.0 10.0 30.0
48.0 8.0 384.0
52.0 12.0 624.0
7765 Washington Avenue center road section 58.0 12.0 696.0
7.0 20.0 140.0
25.0 15.0 375.0
7802 Washington Avenue w/b lane 6.0 36.0 216.0
7836 Washington Avenue w/b lane 10.0 23.0 230.0
7884 Washington Avenue @ driveway 6.0 20.0 120.0
7895 Washington Avenue s/side of road 9.0 75.0 675.0
7772/7802 Washington Avenue 2 potholes @ Nelson Way
North Main Street @ Analy Avenue 2 potholes - n/b lane
7911 Patricia Court 2 potholes - e/b lane @ gutter lip
7739 Washington Avenue 2 potholes - e/b lane
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for June 16, 2026