Staff Report.Third Amendment to Dixon Agreement
PREPARED BY: Jim Renelle
Parking Program Manager
Reviewed by: Town Manager, Town Attorney, and Finance Director, 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: 3/21/2023 ITEM NO: 8
DATE: March 13, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute a Third Amendment to the
Consultant Services Agreement with Dixon Resources Unlimited (Dixon) for
the Comprehensive Downtown Parking Study (813-0242) to Extend the
Contract term, Add to the Scope of Services, and Additional Compensation.
RECOMMENDATION:
Authorize the Town Manager to execute a Third Amendment (Attachment 1) to the Consultant
Services Agreement with Dixon Resources Unlimited (Dixon) for the Comprehensive Downtown
Parking Study (813-0242) to extend the contract term, add to the scope of services, and
additional compensation.
BACKGROUND:
On March 19, 2019, the Town Council approved an agreement (Exhibit B) with Dixon for the
Comprehensive Downtown Parking Study. The study scope included a full review of existing
conditions, past parking discussions and policies; outreach to stakeholders; data collection and
analysis; and suggested strategies for managing parking.
On December 17, 2019, Town Council received the Dixon Resources Downtown Parking Master
Plan and approved the Downtown Parking Roadmap. Town Council directed staff to move
forward with implementing the Downtown Employee Parking Program, the “Pay to Stay”
program, and update the Downtown Wayfinding signage.
In June 2020, the first amendment (Exhibit B) to the consultant services agreement with Dixon
was executed to extend the contract end date from June 30, 2020, to June 30, 2022, to help
with implementation. A Parking Program Manager [0.25 Full Time Equivalent (FTE)] was hired
to begin the roadmap implementation.
PAGE 2 OF 4 SUBJECT: Third Amendment to the Consulting Services Agreement with Dixon DATE: March 13, 2023
BACKGROUND (continued):
In June 2022, Council approved a second amendment (Exhibit B) to the consultant services
agreement with Dixon extending the contract ending date to June 30, 2023, to continue to
provide guidance on implementation.
DISCUSSION:
In December 2022, Council directed staff to develop a parking fee structure that would make
the parking program cost neutral. Staff requires Dixon’s professional expertise to develop this
paid parking fee structure and associated tasks. The proposed third amendment (Attachment
1) would enable the required services. The 0.25 FTE temporary Parking Program Manager
position expires in June 2023 and will be vacated by the current employee, which will further
add to the need for Dixon’s support.
Also, there are two optional tasks from the original scope of services that remain useful, which
are the financial modeling workbook and continued implementation support.
The scope of services includes removing tasks that are no longer needed, retaining the two
optional tasks from the original scope of services, and adding new tasks related to the research
on how to develop a paid parking fee structure that will cover the required costs of additional
staffing. Below outlines the task categories to be completed by Dixon (Exhibit A):
• Financial Modeling Workbook
• Staffing Plan Recommendations
• On-call as needed (for case studies and implementation)
• Vendor selection and support for the Mobile Parking Application (App) Request for
Proposals/Qualifications (RFP/RFQ)
• Vendor selection and support for the Pay Station RFP
• Post-COVID parking occupancy analysis
• Roadmap update with a recommended parking fee structure
• Community engagement/stakeholder input for Pay to Stay program
The financial modeling workbook allows the Town to forecast revenue received from the paid
parking program using a variety of scenarios and helps determine an optimal solution if a paid
parking program is to be implemented. The model is expected to provide the Town with an
easy-to-use tool that allows for the adjustment of both on- and off-street variables, including
parking payment solutions, operating days/hours, occupancy rates, compliance rates, and
parking fees.
PAGE 3 OF 4 SUBJECT: Third Amendment to the Consulting Services Agreement with Dixon DATE: March 13, 2023
DISCUSSION (continued):
Continued implementation support is needed to obtain technical assistance in the selection and
management of vendors. Dixon’s expertise will help evaluate solutions for flexibility and
capacity for expansion with the Town’s evolving needs.
CONCLUSION:
Authorize the Town Manager to execute a third amendment to the consultant services
agreement with Dixon Resources Unlimited (Dixon) for the Comprehensive Downtown Parking
Study to extend the contract term, add to the scope of services, and additional compensation.
COORDINATION:
This agenda item was coordinated with the Town Attorney’s Office.
FISCAL IMPACT:
The balance of unused funds remaining in the original Dixon contract is $47,602.58 and it can
be used towards the Third Amendment. An additional $30,871.42 is required to cover the
added scope of services for a total amount of $78,474. The updated total agreement amount is
inclusive of all costs and shall not exceed $189,763.42. Payment is based upon Town approval
of each task shown and will bill at actual time spent. Sufficient funds exist in the project budget
for this contract.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Budget
GFAR 598,500$
Total Budget 598,500$
Costs
Misc. Project Expenses 892$
Prior Consultant Services 194,967$
Consultant Services (Approved with this Staff Report)30,871$
Construction Services 49,582$
Total Costs 276,312$
Available Balance 322,188$
Parking Program Implementation
CIP No. 813-0242
PAGE 4 OF 4 SUBJECT: Third Amendment to the Consulting Services Agreement with Dixon DATE: March 13, 2023
Attachments:
1. Draft Third Amendment with Exhibit A - Parking Consultant Services Proposal, and Exhibit B
– Original Agreement and previous amendments