Staff Report.Pinehurst and Lynn Ave
PREPARED BY: Marina Chislett
Environmental Programs Specialist
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 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 06/20/2023 ITEM NO: 4
DATE: June 7, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute an Agreement with Dillingham
Associates for Preliminary Design Services for the Pinehurst Community
Garden (CIP No. 831-4610) and Lynn Avenue Pedestrian Path Design (CIP No.
832-4510) for a Total Amount Not to Exceed $123,556.
RECOMMENDATION:
Authorize the Town Manager to execute an agreement with Dillingham Associates (Attachment
1) for preliminary design services for the Pinehurst Community Garden (CIP No. 831-4610) and
Lynn Avenue Pedestrian Path Design (CIP No. 832-4510) for a Total Amount Not to Exceed
$123,556.
BACKGROUND:
In 2021, community members advocated for a community garden for a Town-owned parcel on
Pinehurst Avenue (APN: 523-43-7), and for a pedestrian path at Lynn Avenue between Union
Avenue and Pinehurst Avenue. These lots are encumbered with PG&E and Valley Water
easements and existing utility services. The Town plans to work closely with the utility
companies for permissions and any design requirements for these projects. The Town currently
has $120,685.80 budgeted for the Pinehurst Community Garden and $75,000 for the Lynn
Avenue Pedestrian Path Design.
Pinehurst Community Garden: The parcel for the Pinehurst Community Garden has undergone
soil characterization testing in late 2022. Additional soil testing will be necessary to identify
optimal design layouts for the community garden. The Town expects the design consultant to
identify any soil testing needs for the project.
PAGE 2 OF 4 SUBJECT: Authorize the Town to prepare and execute an agreement for design services for the Pinehurst Community Garden and Lynn Avenue Pedestrian Path Design DATE: June 7, 2023
BACKGROUND (continued):
Lynn Avenue Pedestrian Path Design: Lynn Avenue is utilized heavily by Union Middle School
and Alta Vista Elementary students, as well as adult bicyclists and pedestrians. However, there
are currently no sidewalks, decreasing walkability and presenting safety hazards and
accessibility issues. The proposed project would provide an off-road walking and biking path.
No soil characterization testing has taken place at this location. If necessary, future testing may
be required.
DISCUSSION:
In February 2023, the Town issued a Request for Proposals (RFP) for Preliminary Design Services
for the Pinehurst Community Garden and Lynn Avenue Pedestrian Path Design. The design
scope of these projects includes project management, evaluation of existing conditions,
community engagement, development of conceptual designs, and advancing a preferred design
the 35% completion.
The Town received three proposals from the following firms: Callander Associates, Dillingham
Associates, and Gates + Associates. Bid results are shown below.
Firm Pinehurst Community Garden Lynn Avenue Pedestrian Path Design
Callander Associates $84,201 $73,368
Dillingham Associates $66,093 $55,133
Gates + Associates $119,070 $74,990
Dillingham Associates was found to be the lowest qualified bidder to provide preliminary design
services for these projects. During development of the final scope of services, slight changes to
the Dillingham Associates’ proposal were made resulting in a fee of $68,108 for the Pinehurst
Community Garden and $55,448 for the Lynn Avenue Pedestrian Path Design, for a total
amount not to exceed $123,556.
The full scope, fee summary, and project schedules are shown as Exhibit A to Attachment 1 of
this report.
CONCLUSION AND NEXT STEPS:
Approval of the recommended action would allow the Town to execute an agreement with
Dillingham Associates for Preliminary Design Services for the Pinehurst Community Garden and
the Lynn Avenue Pedestrian Path Design. Once base mapping and other initial work is
complete, a future agenda item will provide an opportunity for the Town Council to provide
direction on a vision for these two projects.
PAGE 3 OF 4 SUBJECT: Authorize the Town to prepare and execute an agreement for design services for the Pinehurst Community Garden and Lynn Avenue Pedestrian Path Design DATE: June 7, 2023
COORDINATION:
This staff report was coordinated with the Town Attorney, Town Manager and Finance Director.
FISCAL IMPACT:
The adopted Fiscal Year 2022/23-2026/27 Capital Improvement Program (CIP) Budget is
sufficient for this preliminary design service phase of the Pinehurst Community Garden and the
Lynn Avenue Pedestrian Path Design.
ENVIRONMENTAL ASSESSMENT:
The recommended action is not a project as defined under CEQA, and no further action is
required. The construction phase of the Pinehurst Community Garden and Lynn Avenue
Pedestrian Path are projects as defined under CEQA and environmental review will be
completed in future phases.
Budget Costs
GFAR 135,000$
Total Budget 135,000$
Costs
Prior Consultation Services 14,314$
Agreement with Dillingham Associates (Approved with this Staff Report)68,108$
Total Costs 82,422$
Available Balance 52,578$
Budget Costs
GFAR 75,000$
Total Budget 75,000$
Costs
Agreement with Dillingham Associates (Approved with this Staff Report)55,448$
Total Costs 55,448$
Available Balance 19,552$
Pinehurst Community Garden
CIP No. 831-4610
Lynne Avenue Pedestrian Path Design
CIP No. 832-4510
PAGE 4 OF 4 SUBJECT: Authorize the Town to prepare and execute an agreement for design services for the Pinehurst Community Garden and Lynn Avenue Pedestrian Path Design DATE: June 7, 2023
Attachment:
1. Agreement for Consultant Services