Staff Report & Attachments 1-4TOWN OF LOS GATOS MEETING DATE: 08/07/2018
COUNCIL AGENDA REPORT ITEM NO: 3
DATE: JULY 27, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: ACCEPT REPORT ON TOWN MANAGER APPROVED ACTIONS DURING THE
TOWN COUNCIL LEGISLATIVE RECESS
RECOMMENDATION:
Accept report on Town Manager approved actions during the Town Council legislative recess.
BACKGROUND:
On July 1, 2002, the Town Council adopted a Resolution (Attachment 1) authorizing the Town
Manager to execute the following duties during periods of official Town Council legislative
recess in consultation with the Mayor:
1. Approval of plans and specifications for capital projects and authorization to advertise
for bids.
2. Award of construction contracts and construction contract change orders in excess of
the amount included in the contingency.
3. Execution of agreements and amendments to agreements in excess of $50,000 that
ordinarily require Town Council approval.
DISCUSSION:
The Town Council took an official legislative recess from June 20, 2018 to August 6, 2018.
During this recess, and pursuant to authority granted by the Town Council, the Town Manager
executed the following actions, in consultation with the Mayor:
PREPARED BY: JANETTE JUDD
Executive Assistant to the Town Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 • 408-354-6832
www.losgatosca.gov
PAGE 2 OF 2
SUBJECT: ACCEPT REPORT ON TOWN MANAGER APPROVED ACTIONS DURING THE
TOWN COUNCIL LEGISLATIVE RECESS
DATE: JULY 27, 2018
• Third Amendment to Agreement with Universal Site Services
(PPW Department Memorandum, Attachment 2)
• Fourth Amendment to the Parking Lot Lease — Montebello Way
(Town Manager's Office Memorandum, Attachment 3)
• Three -Year Agreement with Vision Service Plan (Human Resources Department
Memorandum, Attachment 4)
The Town Manager determined that immediate action on the above items was necessary in
order to maintain critical services. The items above have already been approved by the Town
Manager, and the Council may request additional information or provide additional direction
regarding these items.
CONCLUSION:
Staff recommends that the Town Council accept this report on Town Manager approved actions
taken during the 2018 Town Council legislative recess, as authorized by Town Council
Resolution 2002-119 and in consultation with the Mayor.
Attachments:
1. Resolution 2002-119
2. PPW Department Memorandum (Third Amendment to Agreement with Universal Site
Services)
3. Town Manager's Office Memorandum (Fourth Amendment to the Parking Lot Lease —
Montebello Way)
4. Human Resources Department Memorandum (Three -Year Agreement with Vision
Service Plan)
S:\COUNCIL REPORTS\2018\08-07-18 Commission Interviews and Closed Session\Town Manager Authority Actions\03 Staff Report FINAL.doc
8/2/2018 12:11 PM
RESOLUTION 2002 - 119
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER
TO EXECUTE THE FOLLOWING DUTIES
DURING PERIODS OF OFFICIAL TOWN COUNCIL RECESS,
IN CONSULTATION WITH THE MAYOR:
APPROVAL OF PLANS AND SPECIFICATIONS
FOR CAPITAL PROJECTS AND AUTHORIZATION
TO ADVERTISE FOR BIDS;
AWARD OF CONSTRUCTION CONTRACTS
AND CONSTRUCTION CONTRACT CHANGE ORDERS
IN EXCESS OF THE AMOUNT
INCLUDED IN THE CONTINGENCY;
EXECUTION OF AGREEMENTS
AND AMENDMENTS TO AGREEMENTS
IN EXCESS OF $25,000
THAT ORDINARILY REQUIRE COUNCIL APPROVAL.
WHEREAS, the Town Council is taking an official legislative recess from
July 16, 2002 to September 2, 2002 and,
WHEREAS, the Town Council may take official legislative recesses in the
future and,
WHEREAS, it is possible that issues may arise during official Town Council
recesses that would normally require Council approval and,
WHEREAS, in order to avoid the possibility of critical scheduling delays or
increased expenses resulting from delays during the official Council recess, the Town
Manager should be authorized during official Council recesses to take certain actions,
in consultation with the Mayor.
ATTACHMENT 1
THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Los
Gatos, County of Santa Clara, that the Town Manager is authorized, in consultation
with the Mayor, during periods of official Town Council recesses, to:
1. Approve plans and specifications for capital projects and authorize staff
to advertise for bids.
2. Award construction contracts and construction contract change orders in
excess of the amount included in the contingency.
3. Execute agreements and amendments to agreements in excess of $25,000
that ordinarily require Council approval.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the 15t day of July, 2002 by the following vote:
COUNCIL MEMBERS:
AYES: Steven Blanton, Sandy Decker, Steve Glickman, Joe Pirzynski,
Mayor Randy Attaway.
NAYS: None
AB SENT: None
ABSTAIN: None
SIGNED: /
MAYOR OF /' TOWN LOS GATOS
LOS GATOS, CALIFO' .4' A
AT'LEST:
CLERK OF THE TOWN 0 OS GATOS
LOS GATOS, CALIFORNIA
MEMORANDUM
Parks and Public Works Department
d(-1-5Sfek
TO: LAUREL PREVETTI T: N MANAGER MAYOR REVIEW 672 yl8
FROM: ti MATT'(ORLEY, DIOR
SUBJECT:
DATE: June 29, 2018
RECOMMENDATION:
RECEIVED
JUL 0'3 2018
TOWN MANAGER
Authorize the Town Manager to execute a third amendment to the agreement (Attachment 1)
with Universal Site Services to extend the agreement for two months in FY 2018/19 in an
amount of $6,744.34, for a total contract amount not to exceed $99,100.34 to support trash
and recycling pickup services in downtown.
BACKGROUND:
MANAGER AUTHORITY — 3RD AMENDMENT TO AGREEMENT WITH
UNIVERSAL SITE SERVICES
In May of 2015, Parks and Public Works staff submitted an open Request for Proposals (RFP) for
downtown garbage and recycling receptacle collection and cleaning services to three vendors.
Following the submittal of proposals, the Town entered into a 6-month agreement for services
with Universal Site Services, effective August 1, 2015 through January 31, 2016.
The agreement supported an effort to augment trash collection in the downtown area on the
weekends and to add increased recycling to the downtown. Previously a more limited
collection model was in place with the Town's franchise waste hauler. As the trash and
recycling needs increased, the franchise hauler became unable to meet the expanded service
needs. Because of this, and with success of the initial program phase of trash and recycling
services which Universal Site Services provided, the Town Council authorized the Town
Manager to enter into a first amendment to the agreement, extending the term from February
1, 2016 through June 30, 2017.
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed as necessary: Town Manager, Assistant Town Manager, Town Attorney, Finance Director
110 E. Main Street Los Gatos, CA 95030 • 408-354-6832
www.losgatosca.gov
PAGE 3 OF 3
DATE: June 29, 2018
SUBJECT: MANAGER AUTHORITY - 3RD AMENDMENT TO AGREEMENT WITH UNIVERSAL
SITE SERVICES
Attachments:
1. Third Amendment to Agreement with Universal Site Services.
2. Agreement for Services dated August 1, 2015 Including a First and Second Amendment.
N:\PPW\COUNCIL\COUNCIL REPORTS\2018 Reports\July Town Manager Authority.doc 6/29/2018 3:28 PM
MEMORANDUM
Town Manager's Office
TO: LAUREL PREVETTI, TOWN MANAGER 1--a MAYOR REVIEW /
FROM: ARN ANDREWS, ASSISTANT TOWN MANAGER
SUBJECT: Fourth Amendment to the Parking Lot Lease - Montebello Way
Frontier California Inc.
DATE: JULY 10, 2018
RECOMMENDATION:
It is recommended that the Town Manager execute a Fourth Amendment to the Parking Lot
Lease (Montebello Way) with Frontier California Inc. (formerly Verizon) and exercise its right to
a five-year option in an amount not to exceed $5,700 per month (equaling $68,400 annually
and a total amount not to exceed $342,000 for the five-year option).
BACKGROUND:
The original Agreement dated May 28, 2002 for a 15-year period was authorized by the Town
Council in June 2002 for the following monthly lease amount:
years 1-5 = $4,345.84/month
years 6-10 = $4,997.71/month
years 11-15 = $5,747.36/month
The First Amendment dated Mar. 17, 2003 was executed with no change to the lease amount,
and primarily for the purpose of allowing the Town to sub -lease parking spaces.
A Second Amendment dated Oct. 10, 2006 was executed with the following changes to the
monthly lease amounts:
5/1/04 - 10/31/06 = $4,345.84/month
11/1/06 - 4/30/09 = $3,917.38/month
5/1/09 - 4/30/14 = $4,504.98/month
5/1/14 - 4/30/19 = $5,180.72/month
PREPARED BY: JANETTE JUDD
Executive Assistant, Town Manager's Office
Reviewed as necessary: Town Manager, Assistant Town Manager, Town Attorney, Finance Director
110 E. Main Street Los Gatos, CA 95030 . 408-354-6832
www.losgatosca.gov
PAGE2OF2
DATE: JULY 10, 2018
SUBJECT: Fourth Amendment to the Parking Lot Lease — Montebello Way
Frontier California Inc.
The Third Amendment dated Nov. 13, 2009 was subsequently executed with the following
changes to the monthly lease amounts:
12/1/09 - 4/30/14 = $4,293.81/month
5/1/14 - 4/30/19 = $4,937.87/month
DISCUSSION:
A Fourth Amendment to the Agreement is necessary for the Town to exercise its Option to a 5-
year Lease extension, which was included in the terms of the Original Agreement in 2002. The
monthly lease amount for the period of 5/1/2019 to 4/30/24 is $5,700/month
($68,400/annually, total amount NTE $342,000 for the 5-year period). This 5-year option was
included in the terms of the original agreement in 2002. However, due to the elapsed time
since the original lease, staff wishes to reaffirm the terms and obtain the Town Council's
approval to execute the Fourth Amendment to the lease.
It should be noted that since the execution of the First Amendment, the Town has recovered
the majority of the monthly lease expense by sub -leasing a portion of the parking spaces to the
Los Gatos Post Office. Additionally, parking spaces that are not sub -leased to the Post Office
are utilized as public parking.
CONCLUSION:
Staff recommends that the Town Manager execute a Fourth Amendment to the Parking Lot
Lease Agreement with Frontier California Inc. (formerly Verizon) and exercise its option to
extend the lease for a period of five (5) years in an amount not to exceed $5,700 per month
(equaling $68,400 annually and a total amount not to exceed $342,000 for the five-year
period.)
FISCAL IMPACT:
There are sufficient funds available for this project through the 4304-62521 Program Budget.
Attachment:
1. Fourth Amendment to the Lease Agreement
N:\MGR\AdminWorkFiles\2018 Council Reports - TMO Staff\Town Manager Authority
2018\TMAuthorityMemo.ATM.FrontierComm.4thAmendmt.July2018.doc
MEMORANDUM
Human Resources Department
LR —75C6s
TO: LAUREL PREVETTI, TOWN MANAGER MAYOR REVIEW ' (o `\` .\1g
FROM: LISA VELASCO, HUMAN RESOURCES DIRECTOR
SUBJECT: VISION SERVICE PLAN (VSP) — GROUP VISION CARE PLAN
VSP
DATE: JULY 26, 2018
RECOMMENDATION:
Staff recommends that the Town Manager execute an agreement with Vision Service Plan (VSP)
for three years effective January 1, 2018 through December 31, 2020.
BACKGROUND:
The Town's insurance broker, USI Insurance Services, competitively bids and procures ancillary
employee insurance products that the Town is contractually required to provide, such as vision
and dental plans. VSP has provided continuous service to Town employees for vision benefit
coverage since 2009, previously authorized by annual renewal notices. Additionally, VSP is
offering a three-year rate guarantee for the current contract.
DISCUSSION:
The cost of vision services to the Town varies based on the number of benefited employees and
the selected level of coverage. VSP requires that all Town employees eligible for benefit
coverage enroll in a minimum of the Employee Only level of coverage. The rate for Employee
Only coverage is $10.64 per employee, per month. The minimum cost to the Town is calculated
at 150 employees at the base monthly rate of $10.64, or a minimum of $19,152 annually. This
equates to a minimum of $57,456 over three years.
Due to the elapsed time since the original agreement and to reestablish a formal contract, staff
wishes to execute a new three-year Agreement to secure a rate guarantee for three years and
reaffirm vendor terms.
PREPARED BY: LISA VELASCO
Human Resources Director, Human Resources Department
Reviewed as necessary: Town Manager, Assistant Town Manager, Town Attorney, Finance Director
110 E. Main Street Los Gatos, CA 95030 • 408-354-6832
www.losgatosca.gov
PAGE 2 OF 2
DATE: JULY 26, 2018
SUBJECT: VISION SERVICE PLAN (VSP) — GROUP VISION CARE PLAN
VSP
CONCLUSION:
Staff recommends that the Town Manager execute a three-year contract with VSP to secure the
premium rates for three years, and to provide continuous vision benefit coverage services for
eligible employees.
FISCAL IMPACT:
There are sufficient funds available for this project through the 111-21276 Program Budget.
Attachments:
1. Three-year Agreement with VSP