City Council Staff Report Page 1 of 3 December 16, 2025 Staff Report
Agenda Item No. 4.9
DATE: December 16, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Joan Malloy, City Manager
SUBJECT: Adopt a Resolution Accepting Completion of the Annual Sidewalk, Curb & Gutter, and Ramp Repair Project, City Project No. 25-03, and Approving the Application of $36,422 in Budget Savings in an Equally Proportional Discount to Each Property Owner’s Portion of the Cost of Construction
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt a resolution accepting the Annual Sidewalk, Curb & Gutter (C&G), and Ramp Repair Project, City Project No. 25-03, including authorizing the release of the retention payment, in the amount of $30,576.12, to Rosas Brothers Construction, and approving $36,422 in budget savings in an equally proportional discount to each property owner’s portion of the cost of construction.
STRATEGIC PLAN ALIGNMENT
This agenda item is aligned with the following:
Goal D, Strategy 2: Environmental Sustainability and Infrastructure – Implement the City’s capital improvement plan.
BACKGROUND
On August 12, 2025, the City Council adopted Resolution No. 2025-116, awarding a construction contract to Rosas Brothers Construction, in the amount of $539,954, and approving a construction budget, with contingency, in the amount of $647,945, for the Annual Sidewalk, C&G, and Ramp Repair Project, City Project No. 25-03. The contractor has completed the project in accordance with the project plans and specifications.
DISCUSSION
The project scope included making improvements at approximately 114 locations citywide, all of which were in front of private property. The project work comprised repairing uplifted or damaged sidewalks and curbs & gutters, upgrading ramps, and removing trees that were uplifting sidewalks throughout the City. The locations were Agenda Item No. 4.9
City Council Staff Report Page 2 of 3 December 16, 2025 determined by onsite inspections that showed sidewalks had been lifted due to tree roots or in response to resident inquiries about sidewalk conditions.
The project was substantially completed in November 2025, and all final project punchlist items have now been resolved with the contractor. The final construction cost for the project is $611,523. This includes a $71,569 change order that was issued to reimburse the contractor for work outside the original scope, including additional sidewalk, curb, and gutter replacement.
Approved Construction Budget with Contingency $647,945
Construction Contract Baseline Costs $539,954
Change Order #1 $71,569
Actual Project Cost $611,523
Amount Under Budget $36,422
The project has an approved Capital Improvement Program (CIP) budget of $700,000 in the approved Five-Year Capital Improvement Plan for Fiscal Years 2025-2026 to 2029- 2030, funded by a combination of State Gas Tax Funds, SB 1 Road Maintenance & Rehab Funds, and Measure BB Bike & Pedestrian Funds. The total project cost for the Annual Sidewalk, C&G, and Ramp Repair Project, City Project No. 25-03, of $611,523, brings the total project cost in at $36,422 below this approved budget amount.
The City portion of the construction contract includes tree and stump removal, curb & gutter repairs, and ramp upgrades. The City portion of the contract costs is estimated to be $277,776. The remaining portion of the contract costs is the responsibility of the property owners (sidewalk repair, driveway repair, and landscape strip paver removal) and is estimated at $333,747.
Due to the unprecedented economic environment and rising material and labor costs, project costs were 75% higher than when this project was last completed in 2022. The table below illustrates the dramatic cost increases incurred. Throughout this project, City staff received over 35 phone calls and emails from residents reporting financial hardship in covering their portion of the repair costs. Almost 50% of residents are expected to pay an average cost share of nearly $1,890 for their portion, up from $1,080 three years ago.
City Project 20-03
(Completed: 2022)
City Project 25-03
(Completed: 2025)
Project to Project
Cost Increase
Total Contract Cost $327,500 $611,523 -
Private Locations 93 114 -
Sidewalk Replacement Cost per
Square Foot $16.82 /sf $30.00 /sf +78%
Average Homeowner Portion $1,080 $1,890 +75%
Agenda Item No. 4.9
City Council Staff Report Page 2 of 3 December 16, 2025 Agenda Item No. 4.9
City Council Staff Report Page 3 of 3 December 16, 2025 To better serve the affected Union City residents, staff has extended the monthly payment option from twelve (12) months to eighteen (18) months to lower each resident’s monthly payment amount for their portion of the cost. To further mitigate the stress of the inflated costs, staff recommends that the City Council authorize the use of the remaining project balance, in the amount of $36,422, to lower each property owner’s portion of the construction costs by an equally proportional percentage.
Making the payments more manageable is in the best interest of both the property owners and the City. The City’s efforts to make payments more affordable for residents will help prevent account defaults. When defaults occur, this results in liens on the properties and also reduces funds available for future sidewalk replacement and maintenance projects.
By making payments more manageable, the City will help ensure that reimbursements from property owners are made and available for future projects.
FISCAL IMPACT
This project is funded by a combination of State Gas Tax funds (Fund 250), SB 1 Road Maintenance & Rehabilitation funds (Fund 251), and Measure BB Bike & Pedestrian funds (Fund 267), totaling $611,523. The overall construction cost is within the final project budget, and there are sufficient funds to proceed with the project. If the City Council authorizes staff to provide a $36,422 equally portioned reduction to the affected Union City property owners, the result will be that the City will pay a larger portion ($36,422 more) of the total project costs.
RECOMMENDATION
Staff recommends that the City Council adopt a resolution:
1. Accepting the Annual Sidewalk, Curb & Gutter, and Ramp Repair Project, City Project No. 25-03; and
2. Authorizing the release of the retention payment, in the amount of $30,576.12, to Rosas Brothers Construction; and
3. Approving the application of the $36,422 budget savings in an equally proportional discount to each property owner’s portion of the cost of construction.
Prepared by: Carly Kasper, Civil Engineer I
Submitted by: Marilou Ayupan, Public Works Director
Attachments
1. Draft Resolution
2. Exhibit A – Certificate of Completion
3. Exhibit B – Notice of Completion and Notice of Acceptance