Staff Report
PREPARED BY: Ying Smith
Transportation and Mobility Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 12/17/2019
ITEM NO: 7
DATE: December 2, 2019
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Winchester Boulevard Complete Streets Improvements:
a. Authorize the Town Manager to Negotiate and Execute an Agreement for
Consultant Services with Kimley-Horn and Associates, Inc. in an Amount
Not to Exceed $250,000 for Engineering Design
b. Authorize an Expenditure Budget Transfer of $280,000 from the Bicycle
and Pedestrian Improvement Project Budget (411-813-0231) to a New
Project of Winchester Boulevard Complete Streets Improvements (411-
813-0238)
RECOMMENDATION:
Winchester Boulevard Complete Streets Improvements:
a. Authorize the Town Manager to negotiate and execute an Agreement for Consultant
Services (Attachment 1) with Kimley-Horn and Associates, Inc. In an Amount Not to Exceed
$250,000 for engineering design.
b. Authorize an Expenditure Budget Transfer of $280,000 from the Bicycle and Pedestrian
Improvement project budget (411-813-0231) to a new project of Winchester Boulevard
Complete Streets Improvements (411-813-0238).
BACKGROUND:
Winchester Boulevard is a major arterial street parallel to Highway 17, which borders both the
Town of Los Gatos and the City of Monte Sereno. The Los Gatos Bicycle and Pedestrian Master
Plan (BPMP) identifies the construction of Class IV bike lanes along Winchester Boulevard as
improvement projects.
At the October 1, 2019 Council meeting, the Town Council authorized issuing a Request for
Proposals (RFP) for conceptual design of Winchester Boulevard Complete Streets
Improvements and the submittal of a grant application for the Winchester Boulevard Class IV
PAGE 2 OF 4
SUBJECT: Winchester Boulevard Complete Streets Design Agreement
DATE: December 2, 2019
BACKGROUND (continued):
Protected Bike Lanes Project between Blossom Hill Road and Albright Way to the Bay Area Air
Quality Management District (Air District).
DISCUSSION:
The Town received responses to the RFP on November 5, 2019. A total of eight proposals were
received from qualified consulting teams. Town staff interviewed the top three consultant
teams and selected Kimley-Horn and Associates, Inc. as the most qualified firm to complete the
project design.
On November 20, 2019, Air District staff issued a preliminary notification recommending an
award of $293,922 in Transportation Fund for Clean Air (TFCA) funding to the Winchester
Boulevard Class IV Protected Bike Lanes Project. The recommendation is pending the Air
District Board of Directors’ approval in December. If the grant award is approved, Town staff
will bring an item for the Council’s consideration for grant acceptance in early 2020 and the
TFCA funds will be applied to the construction phase.
The attached Agreement for Consultant Services, including the scope of services and associated
cost proposal, has been negotiated with Kimley-Horn and Associates, Inc. The contract amount
in the attachment is $200,000, with the additional funds allowing for adjustment to the scope
during design if needed, for a total recommended budget amount of $250,000.
Except for the pending TFCA grant of $293,922, the remaining funding for the construction of
the project has not yet been identified; however, Town staff is planning to apply for Measure B
funding for final design and construction of Complete Streets improvements between Blossom
Hill Road and Albright Way. As the conceptual design moves forward, Town staff will
recommend adding the final design of the Class IV Protected Bike Lanes project at an
appropriate time. Complete Streets treatments will likely include enhanced bike lanes,
pedestrian crossings, sidewalk improvements, pedestrian refuse islands, landscaped medians,
intersection modifications, and stormwater retention. If the Town is successful in obtaining the
Measure B or other grant funds, staff will return to the Council for necessary budget
adjustments for the construction phase. Local match funds will likely be necessary to complete
the funding plan.
This project was originally programmed and budgeted as part of the Capital Improvement
Program project for bicycle and pedestrian improvements.
Staff is recommending setting up an independent project budget to allow for easier tracking
and reporting and authorizing an expenditure budget transfer of $280,000 to the newly created
project account.
PAGE 3 OF 4
SUBJECT: Winchester Boulevard Complete Streets Design Agreement
DATE: December 2, 2019
CONCLUSION:
Authorize the Town Manager to execute the Consultant Services Agreement for Winchester
Boulevard Complete Streets Design and approving the necessary budget adjustment will allow
the project to move forward into design.
COORDINATION:
This report was coordinated with the Town Attorney’s Office and the Finance Department.
FISCAL IMPACT:
The Winchester Boulevard Complete Streets Improvements project fits the purpose and
description of the Bicycle and Pedestrian Improvements, Project #813-0218 in the Fiscal Year
2019/2020 Capital Improvement Program. Staff is recommending the transfer of $280,000
from the Bicycle and Pedestrian Improvement Project to a new Winchester Boulevard Complete
Streets Improvements project.
The total budget will include $250,000 for the consultant services agreement and $30,000 for
staff costs in project management and bid service support.
Winchester Complete Streets Bicycle and Pedestrian Improvements
Project 411-813 0238-NEW Project 411-813-0231
Budget Costs Budget Costs
Proposed Budget Transfer $280,000 Uncommitted funds $539,000
Total Budget $280,000 Proposed Budget Transfer $280,000
Kimley-Horn Contract $250,000
Staff Costs $30,000
Total Expenditures $280,000
Remaining Balance $0 Remaining Balance $259,000
The Parks and Public Works Department continues to plan for and track costs associated with
capital improvement projects. Where projects can be delivered within the workload of staff
already budgeted in the Department’s operating budget, no costs will be associated with the
project. Where supplemental staffing is required, the costs will be attributed to the project.
Staff anticipates additional assistance will be necessary with this project.
PAGE 4 OF 4
SUBJECT: Winchester Boulevard Complete Streets Design Agreement
DATE: December 2, 2019
ENVIRONMENTAL ASSESSMENT:
Actions approving the consultant services agreement and budget adjustment are not a project
as defined under CEQA, and no further action is required. The construction of improvements is
a project as defined under CEQA and is Categorically Exempt, Section 15064.3 (2). A Notice of
Exemption was filed on September 5, 2019.
Attachment:
1. Agreement for Consultant Services – Winchester Boulevard Complete Streets Design