Staff Report
PREPARED BY: JENNIFER ARMER
Senior Planner
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Community Development
Director, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 06/19/2018
ITEM NO: 10
DATE: JUNE 11, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT FOR
CONSULTANT SERVICES WITH MINTIER HARNISH PLANNING
CONSULTANTS FOR PREPARATION OF THE GENERAL PLAN UPDATE AND
ENVIRONMENTAL IMPACT REPORT.
RECOMMENDATION:
Authorize the Town Manager to execute an agreement for consultant services with Mintier
Harnish Planning Consultants for preparation of the General Plan update and Environmental
Impact Report.
BACKGROUND:
On February 6, 2018, Town Council discussed the scope and process for the General Plan
update. At that meeting, the Town Council indicated that the General Plan is serving the
community well, and an update provides the opportunity to refine the General Plan, address
emerging trends and recent State laws, and consider new issues.
On February 20, 2018, the Town Council approved the work plan for the General Plan update.
The work plan included the creation of a General Plan Update Advisory Committee (GPAC),
which would be comprised of the existing members of the General Plan Committee (GPC) and
additional at-large members appointed by the Town Council.
On March 12, 2018, the Town issued a Request for Proposals (RFP) for consultant services
associated with the General Plan update and Environmental Impact Report (EIR). Proposals
were due April 13, 2018.
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SUBJECT: GENERAL PLAN UPDATE CONSULTANT AGREEMENT
JUNE 11, 2018
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BACKGROUND (Continued):
On April 17, 2018, the Town Council adopted a resolution to establish the GPAC and approve
guiding principles to guide the work of the GPAC.
DISCUSSION:
Staff sent the request for proposals to 14 consultants with known qualifications associated with
the General Plan update and EIR. Staff received proposals from two firms and conducted
interviews and reference checks for each. At the conclusion of the RFP review process, staff
concluded that Mintier Harnish Planning Consultants provides the best fit, capacity, and
professional expertise for preparation of the General Plan update and EIR within the
established time frame.
Mintier Harnish offers extensive experience working with communities with their General Plan
and environmental analyses, including Windsor, Gilroy, Folsom, Millbrae, Union City,
Sacramento, and Hayward. Mintier Harnish’s proposal focuses on addressing the key issues
identified by the Town Council. The proposed scope of work includes extensive opportunities
for public engagement and outreach. In addition, Mintier Harnish proposes a team approach
with five subconsultants for specific project tasks: WRT (urban design), Rincon Consultants, Inc.
(EIR and climate change), Fehr & Peers (transportation), Applied Development Economics
(economics), and Urban Green (sustainability and community engagement). This team
approach allows efficiency in production and effective coordination between the General Plan
and EIR documents.
The estimated cost to complete the proposed scope of work described in this proposal is
$1,174,975. A general 10 percent contingency fee of $117,498 is included to fund any
unanticipated services. The base amount plus contingencies totals $1,292,473. The
contingency fee will only be utilized if necessary, and it has been included to allow the Town
Manager to authorize limited additional costs in order to complete the project within the
proposed schedule.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to enter into an
agreement (Attachment 1) with Mintier Harnish Planning Consultants for the reasons stated in
this report.
ALTERNATIVES:
The Council could direct staff to meet with the recommended consultant to add or delete work
scope components. Adding components to the work scope would likely increase the project
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SUBJECT: GENERAL PLAN UPDATE CONSULTANT AGREEMENT
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ALTERNATIVES (Continued):
budget whereas eliminating work scope items could impact the quality and comprehensiveness
of the final work product. Neither of these alternatives is recommended as the proposed scope
is consistent with that presented in the work plan which was previously reviewed and approved
by the Town Council.
Alternatively, the Council could elect to not enter an agreement with the consultant. Staff does
not recommend this action.
FISCAL IMPACT:
Funding for the General Plan Update will come from the General Plan Update Fund. Sufficient
funds are available in this account.
COORDINATION:
This report has been coordinated with the Town Man ager’s Office, Town Attorney’s Office, and
the Finance Department.
ENVIRONMENTAL ASSESSMENT:
These actions have no effect on the environment and are not subject to the California
Environmental Quality Act.
Attachment:
1. Draft Agreement with Exhibit A-1 Scope of Work (28 pages) Exhibit A-2 Schedule (one page)
and Exhibit B Budget (six pages)