Item 3 - TM Approved Actions During 2019 TC RecessDATE:
TO:
FROM:
TOWN OF LOS GATOS MEETING DATE: 08/06/2019
COUNCIL AGENDA REPORT ITEM NO: 3
July 22, 2019
Mayor and Town Council
Laurel Prevetti, Town Manager
SUBJECT: Accept Report on Town Manager Approved Actions During the 2019 Town
Council Legislative Recess
RECOMMENDATION:
Staff recommends that the Town Council accept this report on Town Manager approved actions
taken during the 2019 Town Council legislative recess.
BACKGROUND:
On June 18, 2019, 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 19, 2019 to August 5, 2019.
During this recess, and pursuant to authority granted by the Town Council, the Town Manager
took the following action, 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 • 406-354-6832
www.losgatosca.gov
PAGE 2 OF 2
SUBJECT: Accept Report on Town Manager Approved Actions During the Town Council
Legislative Recess
DATE: JULY 22, 2019
• Second Amendment to Agreement for Consultant Services with Lynx Technologies
(IT Department Memorandum, Attachment 2)
The Town Manager determined that immediate action on the above items was necessary to
maintain critical services. The item above has been approved by the Town Manager, and the
Council may request additional information or provide additional direction regarding the item.
As a separate agenda item for the Town Council meeting of August 6, 2019, the Council will be
considering a five-year agreement with Lynx Technologies.
CONCLUSION:
Staff recommends that the Town Council accept this report on Town Manager approved actions
taken during the 2019 Town Council legislative recess, as authorized by Town Council
Resolution 2019-033 and in consultation with the Mayor.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Resolution 2019-033
2. IT Department Memorandum (Second Amendment to Agreement with Universal Site
Services)
RESOLUTION 2019-033
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 IN EXCESS OF $50,000
THAT ORDINARILY REQUIRE TOWN COUNCIL APPROVAL.
WHEREAS, the Town Council is taking an official legislative recess from June 19 2019 to
August 6 2019; 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 Town Council approval; and
WHEREAS, in order to avoid the possibility of critical scheduling delays or increased
expenses resulting from delays during the official Town Council recess the Town Manager
should be authorized during official Town Council recesses to take certain actions, in
consultation with the Mayor.
NOW, THEREFORE, E 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; and
3) Execute agreements and amendments to agreements in excess of $50 000 that
ordinarily require Town Council approval.
1 of 2
Resolution 2 19- 33 June 18, 2 19
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 18th day of June, 2019 by the following vote:
COUNCIL MEMBERS:
AYES: Marcia Jensen, Rob Rennie, Marico Sayoc, Barbara Spector, Mayor Steven Leonardis
NAYS: None
ABSENT: None
ABSTAIN: None
AYOR OF THE TOWN OF LOS G
LOS GATOS, CALIFO NIA
DATE:
ATTEST:
TOWN CLERK OF THE TOWN OF LOS GATOS
LOS GATOS; CAL IFORi4IA
DATE: __12/[t
2of2
Resolution 2019-033 June 18, 2019
MEMORANDUM
Town Manager's Office
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TO: LAUREL PREVETTI, TOWN MANAGER MAYOR REVIEW 19 - (Q'2Qjq
FROM: CHRIS GJERDE, IT MANAGER , o •o
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SUBJECT: Second Amendment to Agreement for Consultant Services
Lynx Technologies - GIS Services
DATE: June 18, 2019
RECOMMENDATION:
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It is recommended that the Town Manager execute a Second Amendment to the Agreement for
Consultant GIS Services with Lynx Technologies for an additional term of two months, from July
1, 2018 through August 31, 2019, and additional compensation of $5,000, for a total amount
not to exceed $54,000.
BACKGROUND:
The original Agreement for Consultant Services with Lynx Technologies for GIS services, dated
July 1, 2018, remains in effect until June 30, 2019 for a total amount not to exceed $46,000.
The First Amendment to the Agreement, dated May 6, 2019, increased compensation to a total
amount not to exceed $49,000 only.
DISCUSSION:
Staff is currently working with Lynx Technologies on a multi -year agreement that will go to the
Town Council for approval in August. In the meantime, the Town may extend the existing
agreement for an additional two months, with increased compensation of $5,000, in order to
allow uninterrupted use of GIS services until the multi -year contract goes to Council in August.
The other option is to freeze GIS consulting hours for the next couple months. This is not
recommended as GIS has become a useful daily tool for staff.
PREPARED BY: CHRIS GJERDE, IT Manager and HOLLY ZAPPALA, Management Analyst
Reviewed as necessary: Town Manager, Assistant Town Manager, Town Attorney, Finance Director
110 E. Main Street Los Gatos, CA 95030.408-354-6832.
www.Iosg atosca.p ov
PAGE 2 OF 2
DATE: June 18, 2019
SUBJECT: Second Amendment to Agreement for Consultant Services
Lynx Technologies - GIS Services
CONCLUSION:
Staff recommends that the Town Manager execute a Second Amendment to the Agreement for
Consultant Services with Lynx Technologies for an additional term of two months, from July 1,
2018 through August 31, 2019, and additional compensation of $5,000, for a total amount not
to exceed $54,000.
FISCAL IMPACT:
There are sufficient funds available in the IT budget.
Attachments:
1. Draft Second Amendment to Agreement
2. Agreement 18.145 for Consultant Services — Lynx Technologies
3. First Amendment 19.067 to Agreement
U:\TMO\IT Contracts\Lynx Technologies\Town Manager Authority Memo.doc