04 Staff Report. Fourth Amendment for ActiveWayz for the Shannon Road Bicycle and Pedestrian Improvement Project
PREPARED BY: Gary Heap
Town Engineer
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: 12/05/2023 ITEM NO: 4
DATE: November 17, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute the Fourth Amendment to the
Consulting Services Agreement with ActiveWayz Engineering Extending the
Term to December 31, 2024 for the Shannon Road Pedestrian and Bikeways
Improvement Project (CIP No. 813-0218)
RECOMMENDATION:
Authorize the Town Manager to execute the fourth amendment (Attachment 1) to the
consulting services agreement with ActiveWayz Engineering extending the term to December
31, 2024 for the Shannon Road Pedestrian and Bikeways Improvement Project (CIP No. 813-
0218).
BACKGROUND:
The Shannon Road Pedestrian and Bikeway Improvements Project would provide pedestrian
and bicycle safety improvements on Shannon Road between Los Gatos Boulevard and Cherry
Blossom Lane. This segment of Shannon Road is a two-lane neighborhood collector street with
high volumes of bicycle and pedestrian traffic when schools are in session. The street is a
popular route for students attending Blossom Hill Elementary, Louise Van Meter Elementary,
and Raymond J. Fisher Middle Schools. There are intermittent sections of sidewalk on both
sides of the roadway. Currently, on-street parking is not allowed on Shannon Road between 7
a.m. and 6 p.m., except on Saturdays, Sundays, and holidays.
PAGE 2 OF 3 SUBJECT: Fourth Amendment with ActiveWayz for the Shannon Road Pedestrian and Bikeway Improvements Project (CIP No. 813-0218) DATE: November 17, 2023
DISCUSSION:
Milestones Anticipated Timeline
Finalize design of Modified Option 1 November 2023
Informal Coordination with Residents December 2023
Coordinate E-76 with Caltrans October – December 2023
Request Council Authorization to Bid January 16, 2024
Advertise the Project for Bid January 26, 2024
Bids Due February 15, 2024
Council to Accept Lowest Bidder March 5, 2024
Award and Execute Agreement March 29, 2024
Start Construction (depending on
school schedules) April 30, 2024
Anticipated Completion September 2024
Upon completion of the design, staff will provide an opportunity for the Shannon Road
residents to meet with staff to discuss specific project impacts to their properties.
CONCLUSION:
Staff recommends the Town Council authorize the Town Manager to execute the fourth
amendment (Attachment 1) to the consulting services agreement with ActiveWayz Engineering
extending the term to December 31, 2024 for the Shannon Road Pedestrian and Bikeways
Improvement Project (CIP No. 813-0218).
COORDINATION:
This project has been coordinated with the Complete Streets and Transportation Commission
and significant public outreach has been conducted.
FISCAL IMPACT:
There are sufficient funds in the Fiscal Year 2023/24-2027/28 CIP Budget, as there is no increase
to the funding with this fourth amendment.
PAGE 3 OF 3 SUBJECT: Fourth Amendment with ActiveWayz for the Shannon Road Pedestrian and Bikeway Improvements Project (CIP No. 813-0218) DATE: November 17, 2023
FISCAL IMPACT (continued):
ENVIRONMENTAL ASSESSMENT:
This is a project defined under the California Environmental Quality Act (CEQA) as being
Categorically Exempt per Section 15301(c) Existing streets, sidewalks, trails and similar
facilities and 15304(h) Creation of bicycle lanes on existing rights-of-way. A Notice of
Exemption will be filed. Under the National Environmental Policy Act (NEPA), the project is
determined to be categorically excluded from a detailed environmental analysis.
Attachments:
1. Fourth Amendment - Agreement for Consultant Services - ActiveWayz Engineering with
Exhibits A (Original Agreement and Previous Amendments) and Exhibit B (Updated Scope of
Services)
Budget
GFAR 741,296$
Grants 1,114,350$
Utility Undergrounding 119,204$
Storm Basin 200,000$
Traffic Mitigation Funds 133,380$
Total Budget 2,308,230$
Costs
Misc. Expenses 500$
Temporary Staff Charges 35,000$
ActiveWayz Engineering Services Agreement
(Previously Approved)276,933$
Construction Management Services (7.5%)127,391$
Construction 1,698,550$
Construction Contingency (10%)169,856$
Total Costs 2,308,230$
Available Balance -$
Shannon Road Pedestrian and Bikeway Improvements
CIP No. 813-0218