Agenda Item Number 7
CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: September 1, 2026
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Oriana Hart, Public Works Director
Department: Public Works
Subject: Award of Construction Contract for Pedestrian Crossing Enhancements on SR-116 Project (CIP #0132-23.02)
=========================================================================================== RECOMMENDATIONS:
Staff recommends that the City Council adopt a resolution accepting the bid and awarding the construction contract for the Pedestrian Enhancements on SR-116 Project (CIP No. 0132-23.02) to DC Electric of Cotati, California, in the amount of $195,480, and authorize the City Manager to execute the contract and approve change orders up to 20 percent of the 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 Pedestrian Enhancements on SR-116 Project (CIP No. 0132-23.02) is a Highway Safety Improvement Program (HSIP) project designed to improve pedestrian safety at four intersections along State Route 116 within the City of Sebastopol. The project includes improvements at North Main Street/Keating Avenue, South Main Street/Burnett Street, Petaluma Avenue/Walker Avenue, and Gravenstein Highway/Hutchins Avenue. The project generally consists of installing and upgrading Pedestrian Activated Warning Beacon (PAWB) systems, pedestrian push buttons, flashing warning devices, signage, conduit, and related electrical and roadway improvements. The project plans also include localized mill and overlay work at several locations.
The project was publicly advertised and bids were opened on August 12, 2026. DC Electric of Cotati submitted the lowest responsive and responsible bid in the amount of $195,480. The Engineer's Estimate for the project was approximately $307,000. Staff recommends awarding the contract to DC Electric and authorizing a 20 percent construction contingency. Because the low bid is substantially below the Engineer's Estimate, the contingency will provide the City with an opportunity to evaluate and, where feasible and eligible, add additional pedestrian safety improvements while maintaining the overall project within available funding.
Table 1 – Summary of Bids Received on August 12 ,2026
Contractor Base Bid Amount
DC Electric $195,480
Saint Francis $254,700
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WBE $267,495
SCC $284,900
Mike Brown Electric $301,215
BACKGROUND:
The City developed the Pedestrian Enhancements on SR-116 Project through the Highway Safety Improvement Program to improve pedestrian safety at four intersections along the SR-116 corridor. The project is identified as HSIP Project ID H11-04-049 and City Contract No. 2026-03.
The project plans identify pedestrian improvements at the following locations:
• North Main Street (SR-116) / Keating Avenue
• South Main Street (SR-116) / Burnett Street
• Petaluma Avenue (SR-116) / Walker Avenue
• Gravenstein Highway (SR-116) / Hutchins Avenue
The project was advertised in accordance with applicable public contracting requirements, with bids scheduled to be publicly opened on August 12, 2026. The bid documents require a Class A California contractor's license and compliance with applicable prevailing wage and public works requirements.
DISCUSSION:
The Pedestrian Enhancements on SR-116 Project will provide upgraded pedestrian warning systems at four locations along the SR-116 corridor. The improvements include new pedestrian-activated warning beacons, flashing signs, pedestrian push buttons, controllers, pull boxes, conduit, signage, and associated electrical work. The project also includes localized pavement work associated with installation of the pedestrian safety improvements. The project plans include, for example, new PAWB assemblies and associated electrical infrastructure at North Main Street/Keating Avenue, South Main Street/Burnett Street, Petaluma Avenue/Walker Avenue, and Gravenstein Highway/Hutchins Avenue.
Following the bid opening, City staff reviewed the submitted bid and determined that DC Electric of Cotati was the lowest responsive and responsible bidder, with a total bid of $195,480. The low bid is approximately $110,000 below the Engineer's Estimate of $307,000. Given the significant difference between the Engineer's Estimate and the low bid, staff recommends establishing a 20 percent construction contingency of $39,096.
The contingency is intended to provide flexibility to address unforeseen field conditions, quantity adjustments, and potential additional pedestrian safety improvements that can be incorporated into the Project while construction is underway. Staff will evaluate opportunities to use the available funding to enhance the project scope where improvements are appropriate, eligible, and can be completed within the available project funding and contract requirements.
The estimated project costs are summarized in Table 2 below:
Description Amount
Construction Contract Award $195,480
Construction Contingency (20%) $39,096
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Construction Management / Inspection $25,000
Total Estimated Project Cost $259,576
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
211 – HSIP Grant $215,820
213 – Traffic Impact Fee Fund $52,230
217 – SB1 Road Maintenance & Rehab $50,000
Budget Approved in FY26/27 CIP Program $318,050
STAFF ANALYSIS:
The recommended bid is approximately 43 percent below the Engineer's Estimate, providing the City with an opportunity to complete the planned improvements at a significantly lower cost. Staff does not believe the low bid warrants rebidding the Project. The 20 percent contingency will provide flexibility to address unforeseen conditions and, where appropriate, incorporate additional pedestrian safety improvements while remaining within available project funding. Even with the full contingency, the total construction authorization of $234,576 remains approximately $72,424 below the Engineer's Estimate.
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:
The Project was publicly advertised in accordance with applicable public contracting requirements. The Notice to Bidders was published in The Press Democrat on July 15 and July 23, 2026.
This agenda 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.
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.
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FISCAL IMPACT:
The Project will be funded with $215,820 in Highway Safety Improvement Program (HSIP) grant funding, with the remaining $18,756 funded through the Traffic Impact Fee Fund 213. The total construction authorization is $234,576, consisting of the $195,480 construction contract and a 20 percent contingency. These costs are included within the approved FY 2026-27 Capital Improvement Program budget.
Construction Contract Award: $195,480
20% Construction Contingency: $39,096
Total Construction Authorization: $234,576
RESTATED RECOMMENDATION:
Staff recommends that the City Council adopt a resolution accepting the bid and awarding the construction contract for the Pedestrian Enhancements on SR-116 Project (CIP No. 0132-23.02) to DC Electric of Cotati, California, in the amount of $195,480 and authorize the City Manager to execute the contract and approve change orders up to 20 percent of the contract award, if needed.
CITY COUNCIL OPTION(S):
1. Award the construction contract to DC Electric in the amount of $195,480 and authorize the recommended 20 percent contingency.
2. Award the construction contract to DC Electric without the requested contingency.
3. Reject all bids and direct staff to rebid the Project.
4. Provide other direction to staff.
ATTACHMENT(S):
1 – Resolution
2 – Contract Award
APPROVALS:
Department Head Approval: Approval Date: 8/12/2026
CEQA Determination (Planning): Approval Date: 8/25/26
Administrative Services (Financial) Approval Date: 8/25/26 Costs authorized in City Approved Budget: Yes ☐ No ☐ N/A Account Code (If applicable) Funds
City Attorney Approval: Approval Date: 8/25/26
City Manager Approval: Approval Date: 8/25/26
Agenda Item Number 7
City Council Meeting Packet for September 1, 2026
Agenda Item Number 7
CITY OF SEBASTOPOL
RESOLUTION NO. XXXX-2026
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL AWARDING THE CONSTRUCTION CONTRACT FOR THE PEDESTRIAN ENHANCEMENTS ON SR-116 PROJECT (CIP NO. 0132-23.02) TO DC ELECTRIC IN THE AMOUNT OF $195,480 AND AUTHORIZING A 20 PERCENT CONSTRUCTION CONTINGENCY CITY CONTRACT 2026-02
WHEREAS, the City of Sebastopol has developed the Pedestrian Enhancements on SR-116 Project (CIP No. 0132-
23.02) to improve pedestrian safety at four intersections along State Route 116 within the City; and WHEREAS, the Project includes pedestrian safety improvements at North Main Street/Keating Avenue, South Main Street/Burnett Street, Petaluma Avenue/Walker Avenue, and Gravenstein Highway/Hutchins Avenue; and WHEREAS, the Project was publicly advertised and bids were received and opened in accordance with applicable public contracting requirements; and
WHEREAS, DC Electric of Cotati, California submitted the lowest responsive and responsible bid in the amount of $195,480; and
WHEREAS, staff recommends establishing a construction contingency of 20 percent of the contract award, or $39,096, to address unforeseen conditions, quantity adjustments, and, where appropriate and eligible, additional pedestrian safety improvements; and
WHEREAS, the total authorized construction amount, including the recommended contingency, will be $234,576, which remains below the Engineer's Estimate; and
WHEREAS, the City Council finds that awarding the contract to DC Electric is in the best interest of the City and will advance the City's efforts to improve pedestrian safety along the SR-116 corridor.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sebastopol hereby accepts the bid for the Pedestrian Enhancements on SR-116 Project (CIP No. 0132-23.02) and awards the construction contract to DC Electric in the amount of $195,480 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, or $39,096, if needed, for unforeseen field conditions, quantity adjustments, and other conditions associated with the Project, including additional pedestrian safety improvements where appropriate and consistent with the Project and available funding.
The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 1st day of September 2026.
I, the undersigned, hereby certify that the foregoing Resolution was duly adopted by the City of Sebastopol City Council by the following vote:
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City Council Meeting Packet for September 1, 2026
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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 7
City Council Meeting Packet for September 1, 2026