Attachment 1 - Draft Third Amendment with Exhibits A and BPage 1 of 2
Third Amendment to Agreement for Consultant Services
Dixon Resources Unlimited
THIRD AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES
This THIRD AMENDMENT TO AGREEMENT is dated for identification this 21th day of March 2023 and amends that certain Second Amendment to Agreement for Consultant Services dated June 07, 2022, made by and between the Town of Los Gatos, ("Town,") and the Dixon Resources Unlimited. (“Consultant.”)
RECITALS
A. Town and Consultant entered into an Agreement for Consultant Services on March 20,
2019, (“Agreement”), a First Amendment for Consultant Services Agreement on June 22,
2020, and a Second Amendment for Consultant Services Agreement on June 07, 2022,
copies of which are attached hereto and incorporated by reference as Exhibit B to this
Amendment
B. Town desires to amend the Agreement to add to the scope of services, extend the term
of the agreement, and for additional compensation.
AMENDMENT
1. 2.1 Scope of Services is amended to read as follows: Consultant shall provide services as described in that certain Proposal sent to the Town on February 17, 2023, which is hereby incorporated by referenced and attached as Exhibit A. 2. 2.2 Term and Time of Performance is amended to read as follows:
This contract will remain in effect through June 30, 2024. 3. 2.6 Compensation is amended to read as follows: Additional compensation for Consultant’s professional services shall be increased by $30,871.42 to the remaining contract compensation of $47,602.58 for a total amount of
$78,474 to be used for the revised scope of services. For a total agreement amount not to exceed $189,763.42, inclusive of all costs. Payment shall be based upon Town approval of each task based on Exhibit A.
4. All other items and conditions of the Agreement remain in full force and effect.
ATTACHMENT 1
Page 2 of 2
Third Amendment to Agreement for Consultant Services
Dixon Resources Unlimited
IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment.
Town of Los Gatos: Approved as to Consent:
_______________________________ ______________________________
Laurel Prevetti, Town Manager Julie Dixon, President
Department Approval:
_______________________________________
Nicolle Burnham
Director of Parks and Public Works
Approved as to Form: Attest:
______________________________ ______________________________
Gabrielle Whelan, Town Attorney Wendy Wood, CMC, Town Clerk
Town of Los Gatos
February 17, 2023
Prepared by Dixon Resources Unlimited
Parking
Consultant
Services
Proposal
EXHIBIT A
1
Proposal for Parking Consultant Services
To: Tracy Wang, Transportation & Mobility Manager
From: Dixon Resources Unlimited
Date: February 17, 2023
Subject: Parking Consultant Services, Town of Los Gatos
Dixon Resources Unlimited (DIXON) is pleased to submit this Proposal to the Town of
Los Gatos (Town) to continue providing parking consultant services. The proposed
Scope of Work includes a refresh of the previously developed Parking Roadmap, LPR
Data Collection and Analysis, Financial Modeling Tool Projections, and the creation of
a Staffing Plan.
Proposed Scope of Work
This proposal is formatted as a menu of options for the Town to select from and
authorize as needed.
Task 1. Project Management
DIXON will work closely with designated Town staff throughout the duration of the
project to support a collaborative project management approach. Task 1 includes
budget to support a project kickoff meeting and ongoing project management. We
will schedule bi-weekly meetings with the project team throughout the duration of the
project to provide updates, collaborate, and address challenges. DIXON will schedule
additional meetings as required.
Task 1. Deliverables
• DIXON will assign a Project Manager to serve as the single point of contact for
overall communications and project coordination with the Town.
• DIXON will conduct a virtual project kickoff meeting to prioritize objectives, finalize
the schedule, request historical parking data, and all information regarding
progress to date on the Parking Roadmap strategies developed in December 2019.
• DIXON will conduct bi-weekly project meetings for the duration of the project.
Task 2. Parking Occupancy and Utilization Analysis
DIXON will work with the Town to develop a data collection plan that utilizes License
Plate Recognition (LPR) technology to gather parking occupancy and utilization metrics
that will then be analyzed using DIXON’s Rapid LPR Tool. DIXON’s unique data analysis
platform rapidly translates parking counts into actionable results.
DIXON will work with the Town to define the Study Area, confirm data collection routes,
and verify or collect the parking inventory information necessary to configure the LPR
data collection devices and our Rapid LPR Tool. DIXON is prepared to support two
data collection methods, one method where DIXON will provide the Town with the
necessary resources and equipment to perform data collection and another where
DIXON collects parking data.
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First Method: Parking Data Collected by Town
The first method provides the greatest cost benefit to the Town, as we can leverage the
Town’s existing equipment and personnel to perform ongoing data collection over
time. DIXON has been very successful working directly with industry-leading LPR
providers to directly integrate client LPR data feeds into our occupancy and utilization
studies, providing additional cost-savings to our customers.
At the Town’s request, DIXON will attempt to integrate data feeds from the Town’s
existing LPR provider into our Rapid LPR Tool analysis. Depending on the quality and
format of the provider’s LPR data, additional fees for API setup and data integration
may be required and will be quoted separately.
DIXON will set up the Rapid LPR Tool to connect, interpret, and analyze the collected
data to produce occupancy and turnover tables, charts, and maps. The Town will be
given access to the online Rapid LPR Tool to access ongoing parking occupancy and
utilization analyses.
Second Method: Parking Data Collected by DIXON
The second method would provide parking occupancy and utilization for a predefined
range of dates and times. For this project we suggest collecting data during four
periods of the day, morning, midday, afternoon, and evening, collected over three
consecutive days, Thursday, Friday, and Saturday. This will provide a substantial
amount of data, useful for calculating daily occupancy and turnover rates. However,
our strategy is flexible, and we will work with the Town to establish an agreed-upon
process for data collection, including desired days and times.
DIXON is prepared to support the Town with its preferred data collection method. The
findings of this report will be integrated into the Financial Modeling Workbook (Task
Example of Rapid LPR Tool Occupancy Dashboard
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3), Staffing Plan (Task 4), and Parking Roadmap update (Task 5) regarding
recommended changes to enforcement staffing, schedule, and equipment as needed.
Task 2. Deliverables
• DIXON will work with the Town to develop a data collection plan, which includes a
defined Study Area and data collection route(s).
• DIXON may provide Town staff with equipment and training to support data
collection efforts over a four (4) month period.
• DIXON may collect parking data over a three (3) day period.
• DIXON will provide the Town with access to the Rapid LPR Tool online dashboard,
where the Town can view parking data metrics and analytics.
• Findings will be incorporated into the Financial Modeling Workbook (Task 3),
Staffing Plan (Task 4) and Parking Roadmap update (Task 5).
Task 3. Financial Modeling Workbook
DIXON will develop a custom financial modeling tool for this project. We will build a
Financial Modeling Workbook to evaluate various scenarios, including variable free
parking periods and strategies for cost recovery. Several rate models can be compared
within this tool, including hourly rates by zone, time of day, and escalating rates.
DIXON's Financial Modeling Workbook allows clients to adjust variables including
equipment and technology, such as operating days/hours, permit types, occupancy
rates, compliance rates, and pricing.
Results from the Parking Occupancy and Utilization Analysis (Task 2) will be
incorporated in the Workbook. Parking space utilization and turnover information will
provide the baseline information needed to inform data-driven policy adjustments as
well as forecast potential revenues and expenses. This tool provides the Town the
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flexibility to explore fee structures before devising and implementing costly
infrastructure or policy changes.
Task 3. Deliverables
• DIXON will develop a Financial Model to examine various rate and fee structures
for cost recovery analysis. DIXON will conduct a virtual meeting with the Town to
discuss and analyze the results.
• Results will be incorporated into the Parking Roadmap update (Task 5).
Task 4. Staffing Plan Recommendations
DIXON will support the Town in determining the ideal staffing plan for its parking
operations. This includes a comprehensive assessment of the current staffing plan,
including operational and management practices, job titles, job descriptions, and
scheduling. We will compare the Town’s current staffing model with industry best
practices to determine the required staffing levels and positions for optimal
performance of the parking program. Findings will be detailed in a memorandum
report that will provide the Town with a matrix of staffing options that can be consulted
as the scale of the parking operation evolves.
Task 4. Deliverables
• DIXON will perform an assessment of the current staffing plan and the effectiveness
of operational and management practices.
• DIXON will develop a memorandum recommending the ideal staffing plan for
current conditions, which will include pathways for growth as the scale of the
parking operation evolves.
• Relevant details from the memorandum will be incorporated into the Parking
Roadmap update (Task 5).
Task 5. Parking Roadmap Update
DIXON will update the previous Parking Roadmap draft to reflect impacts from the
COVID-19 pandemic, the Town’s current progress for key strategies recommended in
the original Parking Roadmap report, any data collected from the Parking Occupancy
and Utilization Analysis (Task 2), and findings from the Staffing Plan memorandum
(Task 4). The report update will address planning and implementation strategies
focused on the following topics:
• On-street parking policies and rates;
• Off-street parking rate structure changes, including the implications of periods of
free parking;
• The introduction of a merchant validation program;
• The pricing strategy for additional parking permits; and
• The management of spillover parking specifically with regards to the Los Gatos
High School.
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The updated report will clearly outline the implementation steps required for each
strategy mentioned above, as well as a prioritized order for implementation.
Task 5. Deliverables
• DIXON will deliver an updated Parking Roadmap report.
Task 6. Community Engagement and Stakeholder Outreach
Community outreach is a critical aspect to the successful implementation of new or
revised parking strategies. This provides the Town’s residents the opportunity to
understand and ask questions about coming initiatives. To support the Town in
successfully communicating upcoming parking improvements, DIXON will develop a
stakeholder engagement strategy that invites the public to participate and increases
the positive acceptance of strategic changes.
With each project, we assume a leadership role in coordinating a public involvement
strategy to ensure inclusion and transparency with a broad range of stakeholders,
including downtown merchants and businesses, to solicit feedback and improve
recommendations. This allows us to bring a local approach to the way we do business
and successfully identify operations, management, and technology recommendations.
The response to our communication efforts has been extremely positive and municipal
administrators have openly and readily received our recommendations as a result of
ongoing stakeholder support and investment.
DIXON can support the Town by facilitating, hosting, and/or presenting at community
meetings, stakeholder meetings, and Town Councils as needed. This includes the
preparation of presentations and staff reports aimed at supporting such meetings,
including any market research, case study preparation, and/or data analysis required.
Example of virtual stakeholder engagement facilitated during COVID-19
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Task 6. Deliverables
• DIXON will develop a stakeholder engagement strategy.
• DIXON will prepare for and/or present at one (1) in-person Public or Council
meeting. Additional virtual stakeholder meetings may be scheduled as necessary,
to be quoted separately.
Task 7. On-Call Support
For tasks that fall outside the scope outlined in this proposal, DIXON has set aside on-
call support hours to address the Town’s evolving priorities and ongoing needs.
DIXON will provide on-call support according to the cost proposal presented below
and will not proceed with any specific tasks prior to receiving verbal or written
authorization from the Town.
Task 7. Deliverables
• DIXON will work at the Town’s direction to provide on-call support and project
management, as requested.
Optional Task 8. RFP Solicitation Support
DIXON will work with designated staff to establish a framework to fairly evaluate
respondents to the Town’s open RFPS for a Mobile Parking Payment System
Application provider and an Automated Multi-Space Parking Pay Stations provider.
DIXON will be available to provide support throughout the proposal evaluation
process, such as reviewing proposals, preparing for interviews, and developing a
comparison matrix that will allow Town staff to consider all proposal offerings
thoroughly.
Task 8. Deliverables
• DIXON will support the proposal review and selection process for a Mobile Parking
Payment System Application provider and an Automated Multi-Space Parking Pay
Stations provider.
Optional Task 9. Implementation Support and Project Management
If desired, DIXON can work at the Town’s direction to provide implementation
support/project management services to address the Town’s evolving priorities and
ongoing needs regarding the implementation, deployment, and project management
of new systems, programs, and services. DIXON is prepared to dedicate the required
resources and staff to achieve the Town’s goals and needs. At the beginning of the
implementation process, we would collaborate with designated Town staff to develop
a long-term strategy that includes an estimate of implementation costs, ongoing
support needs, defined project timelines and deliverables. Services are to be quoted
separately.
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Optional Task 9. Deliverables
• DIXON can work at the Town’s direction to provide implementation support/project
management, including communicating with the selected provider, and ensuring
deliverables and integrations are completed seamlessly and on-time.
Timeline
A proposed Schedule by Task is provided below. DIXON will remain flexible and
responsive to the Town’s needs as the project evolves, and the timeline may be
adjusted to meet the Town’s priorities.
Cost Proposal
This cost proposal is based on a Time & Materials (T&M) approach. We will customize
our solution to focus on what the project needs to achieve its objectives and adapt to
ensure that the tasks are completed within the agreed-upon budget and timing. The
budget includes all required travel or related expenses based on GSA standards and
will be billed per Town requirements.
Classification Labor Rate Per Hour
Principal Consultant $225
Senior Associate $175
Associate / Data Analyst $155
Junior Associate $115
Project Cost Breakdown
The following table details the estimated project cost breakdown by Task:
Cost Estimate: DIXON Time & Materials Fee
Task Description Cost
1 Project Management
• Conduct a project kick-off meeting.
• Conduct bi-weekly project meetings and agendas.
$8,490
2023
Project Kickoff
Bi-Weekly Project Meetings
Develop Community Engagement Plan
One In-Person & Up To Two Additional Virtual Stakeholder Meetings
Develop and Finalize Data Collection Plan
Inventory Collection and Rapid LPR Tool Setup
Ongoing Data Collection (Option 2a)
Ongoing Parking Occupancy and Utilization Analysis (Option 2a)
One-time Data Collection (Option 2b)
One-time Parking Occupancy and Utilization Analysis (Option 2b)
Develop Financial Modeling Workbook
Assess Current Staffing Model
Develop Staffing Recommendations
Draft Parking Roadmap Update
Final Parking Roadmap Update
Jun JulJanFebMarAprMay
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2a
Parking Occupancy and Utilization Analysis:
Town Collects
• DIXON will assist the Town with resources and training to
collect parking data.
• Parking data will be collected over a four (4) month period.
• DIXON will provide ongoing occupancy and turnover analysis
during this period.
$20,320
2b
Parking Occupancy and Utilization Analysis:
DIXON Collects
• DIXON will provide parking data collection over a three (3) day
period with up to four (4) collection times per day.
• DIXON will provide occupancy and turnover analysis for the
pre-defined period.
$27,199
3
Financial Modeling Workbook
• Provide Financial Modeling to analyze various parking rates,
policies, and cost recovery strategies.
• Includes results from Parking Occupancy and Utilization
Analysis (Task 2).
$5,630
4
Staffing Plan Recommendations
• Examine current staffing and prepare recommendations for
staffing levels, job descriptions and management strategies.
• Develop staffing recommendations and memorandum for
Town consideration.
$6,280
5
Parking Roadmap Update
• Includes results from Financial Modeling Workbook.
• Includes results from the staffing analysis and memorandum.
• DIXON to provide updated Parking Roadmap Update.
$6,610
6
Community Engagement and Stakeholder Input
• Coordinate stakeholder engagement meetings during our
two-day On-Site Assessment.
• Facilitate one (1) in-person town hall or community meeting.
• Additional virtual meetings may be quoted separately, as
necessary.
• Prepare community meeting agendas, graphics and materials,
social media announcements and flyers, as necessary.
$3,875
7 On-Call Support
Provide on-call support and project management, as necessary. $7,400
8a
RFP Solicitation Support
• Provide solicitation support, including proposal review, vendor
interviews, evaluation, and selection for the open RFP for a
Mobile Parking Payment System Application provider.
$6,495
8b
RFP Solicitation Support
• Provide solicitation support, including proposal review, vendor
interviews, evaluation, and selection for the open RFP for an
Automated Multi-Space Parking Pay Stations provider.
$6,495
Total Cost with Option 2a $71,595
Total Cost with Option 2b $78,474
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Optional Services: To Be Quoted Separately
Task Description Cost
9
Implementation Support
• DIXON can provide support to the Town during the
implementation phase of a new service or system,
including ongoing project management meetings with
designated Town staff and the selected vendor.
Price Available Upon
Request
DocuSign Envelope ID: 4FA0DF9A-C679-46B2-8EEE-26A50AFF7EA3 ·AOA'""�----AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT is made and entered into on March 20, 2019 by and between TOWN OF LOS
GATOS, a California municipal corporation, ("Town") and Dixon Resources Unlimited,
("Consultant"), whose address is 3639 Midway Drive, Suite B345, San Diego, CA 92110. This
Agreement is made with reference to the following facts.
I.RECITALS
1.1 The Town desire to engage Consultant to provide a comprehensive study of downtown
parking.
1.2 The Consultant represents and affirms that it is willing to perform the desired work
pursuant to this Agreement.
1.3 Consultant warrants it possesses the distinct professional skills, qualifications, experience,
and resources necessary to timely perform the services described in this Agreement.
Consultant acknowledges Town has relied upon these warranties to retain Consultant.
2.1
2.2
II.AGREEMENTS
Scope of Services. Consultant shall provide services as described in that certain proposal
sent to the Town on January 31, 2019 and with the supplement provided March 8, 2019,
which is hereby incorporated by reference and attached as Exhibit A.
/ Term and Time of Performance. This contract will remain in effect from March 20, 2019 to
June 30, 2020. Consultant shall perform the services described in this agreement as
described in Exhibit A.
2.3 Compliance with Laws. The Consultant shall comply with all applicable laws, codes,
ordinances, and regulations of governing federal, state and local laws. Consultant
represents and warrants to Town that it has all licenses, permits, qualifications and
approvals of whatsoever nature which are legally required for Consultant to practice its
profession. Consultant shall maintain a Town of Los Gatos business license pursuant to
Chapter 14 of the Code of the Town of Los Gatos.
2.4 Sole Responsibility. Consultant shall be responsible for employing or engaging all persons
necessary to perform the services under this Agreement.
2.5 Information/Report Handling. All documents furnished to Consultant by the Town and all
reports and supportive data prepared by the Consultant under this Agreement are the
Town's property and shall be delivered to the Town upon the completion of Consultant's
Agreement for Consultant Services -RFP -Parking Study -Los Gatos Page 1 of 7
EXHIBIT B