Staff Report.NCE Amendment
PREPARED BY: Nicolle Burnham
Parks and Public Works Director
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: 08/15/2023 ITEM NO: 8
DATE: August 4, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute the First Amendment to the
Consulting Services Agreement with Nichols Consulting Engineers for
Additional Engineering Services in an Amount of $42,500, Resulting in a Total
Agreement Amount Not to Exceed $486,900, and an Extension of Time for
the Shannon Road Repair Project (CIP No. 811-0008)
RECOMMENDATION:
Authorize the Town Manager to execute the first amendment (Attachment 1) to the consulting
services agreement with Nichols Consulting Engineers for additional engineering services in an
amount of $42,500, resulting in a total agreement amount not to exceed $486,900, and an
extension of time for the Shannon Road Repair Project (CIP No. 811-0008).
BACKGROUND:
On May 31, 2021 the Town entered into an agreement with Nichols Consulting Engineers to
design a repair of Shannon Road between Diduca Way and Santa Rosa Drive. The scope of
work authorized in that agreement included development of topographic survey and right of
way mapping, geotechnical analysis, design of stabilization structures, pavement design, and
development of design plans through construction bidding. The scope also includes
engineering support through the construction phase of the project.
The project design is nearing completion and bidding for construction is anticipated in early
fall 2023. The construction schedule will depend on the weather, with work expected to be
complete by summer 2024, or sooner if possible.
PAGE 2 OF 3 SUBJECT: First Amendment with Nichols Consulting Engineers for Shannon Road Repair (CIP No. 811-0008) DATE: August 4, 2023
DISCUSSION:
The design work has progressed and staff reviewed 65 percent complete plans in early 2023.
During design review three specific changes have occurred that necessitate the proposed
amendment:
1) Staff requested additional analysis of bike pullout locations resulting in redesign of this
feature.
2) Initial design had assumed that Shannon Road would remain open for the duration of
construction. An alternating one-way traffic pattern would be set up with temporary
signals. This would limit the contractors work area, extending the time of construction
and increasing the costs. As such, staff requested evaluation of full closure of this
portion of Shannon Road with a detour routing traffic around the work area.
3) Coordination with PG&E and the adjacent property owner necessitate changes to
previously completed design of guardrail and storm drainage features.
The cost of each of these changes and the scope of work are in documented in the contract
amendment.
The current contract is set to expire on December 31, 2023. This First Amendment would
extend the contract to December 31, 2024. This will allow the consultants to provide support
through construction and project closeout.
CONCLUSION:
The proposed First Amendment to the Agreement for Consulting Services with Nichols
Consulting Engineers provides for an increase in project cost and an extension of time to allow
for completion of the project.
COORDINATION:
This memorandum has been coordinated with the Finance Department.
FISCAL IMPACT:
Staff costs are tracked for all projects. Tracking of staff costs allows for accountability in the
costs of projects, recovery of costs from grant funded projects, and identification of future
staffing needs. This project utilizes a combination of full-time budgeted staff and temporary
staff that support fluctuating workloads. The costs for temporary staff will be directly
associated with this project while full-time staff are accounted for in the Department’s
operating budget.
PAGE 3 OF 3 SUBJECT: First Amendment with Nichols Consulting Engineers for Shannon Road Repair (CIP No. 811-0008) DATE: August 4, 2023
FISCAL IMPACT (continued):
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301). A Notice of
Exemption will be filed.
Attachments:
1. First Amendment to NCE Agreement with Exhibits
2. Original Agreement
Budget
GFAR 4,879,064$
Total Budget 4,879,064$
Costs
Prior Consultant Services 507,473$
Consultant Services Agreement with Nichols Consulting
Engineers (Approved with this Staff Report)486,900$
Misc. Project Costs 187$
Total Costs 994,560$
Available Balance 3,884,504$
Shannon Road Repair
CIP No. 811-0008