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05 Council Direction for Montebello Bollard Project with Attachments PREPARED BY: Saurabh Nijhawan Senior Civil Engineer Reviewed by: Town Manager, Town Attorney, Finance Director, and Director of Parks and Public Works 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 04/01/2025 ITEM NO: 5 DATE: March 27, 2025 TO: Mayor and Town Council FROM: Chris Constantin, Town Manager SUBJECT: Receive a Report on the Montebello Bollard Project (CIP No. 813-0235) and Provide Direction to Staff RECOMMENDATION: Receive a report on the Montebello Bollard Project (CIP No. 813-0235) and provide direction to staff. BACKGROUND: Town Plaza Park is an important space for special events in downtown Los Gatos. The space is used for two annual Town events: Spring into Green and Los Gatos in Lights. Each year it is also used for several community events, e.g., Jazz in the Plaza (10-week event series), Derby Day, and Drums in the Park. The space also hosts other community events throughout the year, including the weekly Farmers Market. Most of these events require the closure of Montebello Street at East Main Street and Broadway between South Santa Cruz Avenue and Montebello Street. The Montebello and Broadway closure is implemented approximately 67 times each year, during which time the space fills with pedestrians. On February 7, 2023, staff presented information to the Town Council regarding the staff resources necessary to support Town and community special events. To more effectively manage the space and staff resources, staff recommended limiting the number of road closures in this area to eight per year on Montebello/Broadway and three per year on South Santa Cruz. At that time Town Council was hesitant to limit the number of events and road closures and requested that staff return to the Council if the limit is approached, before denying any special event permit. Staff agreed and committed to providing periodic updates through the Manager’s Memo on the number of event permits received and processed. PAGE 2 OF 4 SUBJECT: Provide Direction for inclusion of Montebello Bollards in 2025-26 Capital Improvement Program DATE: March 27, 2025 On May 21, 2024, during the budget hearing the Town Council directed the use of $50,000 from the Downtown Streetscape Revitalization / Economic Recovery Efforts project for the installation of bollards on Broadway and Montebello to provide consistency in how closures are implemented. Staff had recommended this project to ensure the safety of event patrons in the Plaza Park area but had not proposed a project due to a lack of available funding. With this the budget action Town Council provided seed funding for staff to begin evaluating the installation of bollards as protection against vehicle ramming during events. Parks and Public Works staff developed design plans and posted the project for bidding on October 25, 2024. Seven bids were received and opened in November 2024, with base bids ranging from $70,000 to $193,000. On February 18, 2025, all bids were rejected because they came in higher than the allocated funds of $50,000. DISCUSSION: The high construction bids signaled a need for further analysis of road closures. The Town Manager directed staff to develop an objective discussion of options for the Town Council to facilitate discussion. The analysis (Attachment 1) provides background, needs analysis, and evaluates potential solutions based on cost benefit analysis and risk management. The analysis does indicate that the use of bollards would be the best technical and most cost-effective solution to providing event security. The analysis includes the proposed installation of additional bollards at the Santa Cruz end of Broadway to enhance the protection outside the limits of the street area and onto the adjacent sidewalks (Attachment 2). The updated cost analysis suggests a cost estimate of $250,000 to $275,000 for implementation. In light of recent national events, and continuous cost increases, staff is requesting the Town Council discuss how the installation of the retractable bollards aligns with the Town’s Strategic Priorities and provide direction to staff. If the Town Council believes this project remains a priority, staff will consider potential funding sources as part of the development of the Capital Improvement Program Budget for Fiscal Year 2025-26 and allocate funding if it is available. CONCLUSION: The installation of bollards within roadways near Plaza Park will require financial resources beyond what was originally envisioned. Staff is seeking direction from the Town Council on whether this project should continue to be considered for funding. PAGE 3 OF 4 SUBJECT: Provide Direction for inclusion of Montebello Bollards in 2025-26 Capital Improvement Program DATE: March 27, 2025 STRATEGIC PRIORITIES: The Town’s bollards are related to the core goals of • Public Safety – Ensure public safety through proactive community policing, effective emergency response, and community-wide emergency preparedness • Civic Enrichment – Foster opportunities for citizen involvement, and cultural, recreational, and individual enrichment. The bollards would enhance public safety during events and facilitates more events with reduced cost and contribute to the following strategic priority: • Ensure all residents and visitors feel a sense of belonging in Los Gatos, maintaining and enhancing the Town as a welcoming, family-oriented, safe, and inclusive community. o While the bollard themselves does not meet this strategic priority, the events and activities which occur if limitations to events are lifted can support the priority. Thus, there can be a tangential nexus to the priority, but the nexus requires subsequent actions which are not assured by the decision on bollards. FISCAL IMPACT: There are no fiscal impacts associated with this action. If the Town Council still feels this project is a priority, staff will propose additional funding through the Fiscal Year 2025-26 Capital Improvement Program budget process. Based on the current opinion of probable costs, an additional $225,000 from the originally allocated $50,000 may be needed to see this project through construction, for a total estimated cost of $275,000. The table below reflects the fiscal status of Project 813-0235 Downtown Streetscape Revitalization/Economic Recovery, including the $50,000 allocated to the Montebello Bollard effort during Fiscal Year 2024/25. Downtown Streetscape Revitalization/Economic Recovery CIP Project 813-0235 Budget Costs GFAR - Downtown Streetscape $ 2,341,640 GFAR - Montebello Bollard Project $ 50,000 Total Budget $ 2,391,640 General Project Expenses - Downtown Streetscape $ 2,289,722 General Project Expenses - Montebello Bollards $ - Total Expenditures $ 2,289,722 Project Balance - Downtown Streetscape $ 51,918 Project Balance - Montebello Bollards $ 50,000 PAGE 4 OF 4 SUBJECT: Provide Direction for inclusion of Montebello Bollards in 2025-26 Capital Improvement Program DATE: March 27, 2025 CEQA: This action does not constitute a project as defined under the California Environmental Quality Act (CEQA), pursuant to CEQA Guidelines Section 15378(b), which states that a project does not include continuing administrative or maintenance activities, general policy and procedure making, or other governmental fiscal activities which do not involve a commitment to any specific project. The recommended action involves only discussion, informational updates, administrative direction, or preliminary policy review, without committing the City to a specific activity or physical change to the environment. ATTACHMENTS 1. Alternatives Analysis – Vehicle Ramming Prevention at Plaza Park 2. Concept Sketch of Proposed Bollard Locations ATTACHMENT 1 Alternatives Analysis – Vehicle Ramming Prevention of Plaza Park / Montebello / Broadway (CIP 813-0235) Background Across the world the issue of safety at events is becoming an area of focus for event organizers and government agencies. The use of vehicles as weapons has been occurring for some time and governments are evaluating ways to keep event goers safe and protected from bad actors. One aspect of event planning that can enhance safety is identifying specific event footprints and hardening those locations. The Town of Los Gatos has defined Plaza Park, including and its adjacent roadways of Montebello and Broadway, as an important downtown event space. Staff recommended in 2023 that vehicle barriers be added at Montebello and Broadway to ensure the event space is adequately protected. Given the cost of the barriers, additional analysis was requested to identify other potential ways to manage security in this space. The federal Cybersecurity and Infrastructure Security Agency offers guidance1 on how to reduce the risk of vehicle ramming incidents with tools in the following categories: active, passive, deployable and improvised. Active mitigation tools are operable and move independently such as retractable bollards or barriers with hinge arms. Passive barriers are stationary and require effort to move such as landscaping. Deployable practices are ones that are used short- term during events much like the anti-vehicle barriers the Town currently uses. Improvised tools are items such as dump trucks or other large vehicles, which the Town has also used on occasion on the past. For this analysis staff evaluated options across all four categories of tools and presents that analysis for further consideration and discussion. Use of Town Plaza Park Town Plaza Park is a primary space for special events in Downtown Los Gatos. The space is used for two annual Town events: Spring into Green and Los Gatos in Lights. Each year it is also used for several recurring community events: Jazz in the Plazz (10-week event series), St. Patrick’s Day, Derby Day, and Drums in the Park. The space also hosts other community events throughout the year. Most of these events include the closure of Montebello Street, and Broadway between South Santa Cruz Avenue and Montebello Street. The Town’s weekly Farmers Market occurs on Montebello Street and Broadway. 1 www.cisa.gov/sites/default/files/2024- 04/Vehicle_Incident_Prevention_and_Mitigation_Security_Guide_508_20240418.pdf Alternatives Analysis - Vehicle Ramming Prevention at Plaza Park / Montebello / Broadway (CIP No. 813- 0235) 2 The Montebello and Broadway closure is implemented approximately 67 times each year, during which time the space fills with pedestrians. The Farmer’s Market is by far the most frequent event that necessitates closure. The Santa Clara County Department of Health stipulates the requirements and standards for Farmer’s Market. Specifically, food vendor booths must be on a hard surface such as pavement. If the Farmer’s Market was moved to the Plaza grass, then each booth would need to be set on plywood or a tarp. The grass would not withstand this intensity of use, and this option is not recommended. On February 7, 2023, staff presented to Town Council information regarding the staff resources necessary to support Town and community special events. To more effectively manage the space and staff resources, staff recommended limiting the number of road closures in this area to eight per year on Montebello/Broadway and three per year on South Santa Cruz. The Town Council was hesitant to limit the number of events and road closures and requested that staff return to the Council if the limit is approached, before denying any special event permit. The Council was in support of having a lively event scene in Town. Staff agreed and committed to providing periodic updates through the Manager’s Memo on the number of event permits received and processed. On May 21, 2024, during the budget hearing Town Council directed use of $50,000 from the Downtown Streetscape Revitalization / Economic Recovery Efforts project for the installation of bollards on Broadway and Montebello to provide consistency in how closures are implemented. PPW staff developed design plans and posted the project for bidding on October 25, 2024. Seven bids were received and opened on November 20, 2024, with costs ranging from $70,000 to $193,000. Goals and Needs of Various Interested Parties Safety within this space has been a long-standing concern and poses a challenge as needs vary between interested parties. The following is a summary of the specific needs of various interested parties. Event Organizers: Groups that host events within the Plaza Park and/or surrounding roadways need consistent and cost-effective solutions to event set up. This is critical to allowing event organizers to predict event related costs. Los Gatos Event Staff: Staff is seeking consistency in requirements placed on various events at Plaza Park. Currently, each event closure is implemented in different ways with different equipment by each organizer. This could lead to inequities between events. Alternatives Analysis - Vehicle Ramming Prevention at Plaza Park / Montebello / Broadway (CIP No. 813- 0235) 3 Los Gatos-Monte Sereno Police Department (LGMSPD): Police prefer barriers that can stop a moving vehicle from entering the event space. Santa Clara County Fire: The Fire Department (and emergency medical services) need access into the event space to provide services. While medical services may be provided via foot access, firefighting requires to ability to remove the barriers quickly and safely. Los Gatos Parks and Public Works Staff: PPW staff can accommodate any type of barrier or traffic control device, but recognizes that certain protocols, such as anti-vehicle barriers, are staff intensive. Staff may not be available for overtime, which would be required for certain potential solutions. Analysis and Results Following is a summary table of alternatives considered, the associated cost, and an assessment of whether the alternative meets the needs of the various interested parties. Staff notes that there are a number of options not presented in this table, such as spike strips and use of security personnel and gates. The use of spike strips would be hostile to the pedestrian environment. The use of security personnel would be costly and would not necessarily stop a vehicle from entering the space. Ultimately, staff has assessed the alternatives that appeared most feasible for this space. The analysis suggests that two options would meet the needs of all interested parties and be viable for implementation: installation of bollards and permanent closure of the roads. Closure of the road will take staff time to implement and has implications for parking on the Montebello Lot and potentially of operation of the Post Office. As such, staff continues to recommend bollards as the most cost effective solution to providing security at this location. ATTACHMENT 1 Potential Action Considerations Capital Consideration Maintenance Requirements Does the Solution Meet Stakeholders Needs? Event Organizers Los Gatos Event Staff LGMSPD County Fire and EMS PPW Moveable Anti- Vehicle Barriers (Deployable) • Provide high level of protection • Requires three PPW staff to set-up/break-down and operate during event at cost of about $400 per hour (3 staff; cost would be higher for overtime). Assuming 67 events requiring 5 hours staff time each totals $134,000 per year at straight time • Must be operated by staff – cannot be left to event organizers to manage Town owns two AVB’s None No. Not cost effective when considering staff time to set up and break down Yes Yes Yes No. Cannot guarantee staff is available to work all events and equipment is not operable by non- staff. K-Rails / Concrete Barriers / Water Filled Barriers (Deployable) • Provide high level of protection if installed correctly • Aesthetically inconsistent with Downtown Los Gatos • Requires PPW staff to set-up/break-down at cost of about $520 per hour (4 staff; cost would be higher for overtime) Assuming 67 events requiring 5 hours staff time each totals $174,200 per year at straight time • Would require use of backhoe to place and move in the event of emergency; this is not safe in a crowd • Must be operated by staff – cannot be left to event organizers to manage $30,000 - $40,000 None No. Not cost effective when considering staff time to set up and break down Yes Yes No. Would require heavy equipment to move or time to drain in the event of water filled barriers No. Cannot guarantee staff is available to work all events and required equipment can only be operated by staff. Safety of event attendees cannot be guaranteed when using heavy equipment during event. Moveable Planter Boxes (Deployable) • Aesthetically consistent with Downtown Los Gatos • Would require ongoing staff maintenance of plantings and hand watering • Require storage area near Plaza Park • Only effective if appropriately locked in place when in use, may require inspection or staff installation to ensure safety of closure. None identified that achieve base goal of crash rating. Crash mitigation would require permanently affixed planters. Unknown Maintenance of planting material Yes. Yes No Yes No. Adds to staffing burden to maintain plantings and store barriers when not in use Traffic Rated Bollards (Active) • Can be used by any person – staff or event planner • Low maintenance Provide high degree of protection • Potential for sand and grit depending on quality of product installed • Management of keys is required to prevent unauthorized use; staff proposes requiring a deposit for use of the key. $250,000 - $275,000 Periodic cleaning may be required Yes Yes Yes Yes Yes Permanent Closure of Roads via Installation of Planters (Passive) • Provide full protection • Lowest long-term operating costs • County Fire access concerns • Impacts VTA bus route • Eliminates access to Post Office • Would require coordination with Frontier to eliminate their vehicular access via Montebello • Long lead time and staff time to implement / coordinate Unknown Low Yes Yes Yes Yes Yes Alternatives Analysis - Vehicle Ramming Prevention at Plaza Park / Montebello / Broadway (CIP No. 813-0235) 5 Potential Action Considerations Capital Consideration Maintenance Requirements Does the Solution Meet Stakeholders Needs? Event Organizers Los Gatos Event Staff LGMSPD County Fire and EMS PPW Do Not Allow Closure of the Roadways for Events • Eliminates basic issue staff is seeking to address • Contradicts past Council direction • Eliminates Farmers Market use of the space, which is a primary driver of downtown traffic on Sunday • Significantly impacts the ability of events to load in and out • Exacerbates safety concerns related to pedestrians that may spill over into the roads during larger events None None No No Yes Yes Yes ATTACHMENT 2 PREPARED BY: Saurabh Nijhawan Senior Civil Engineer 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 04/01/2025 ITEM NO: 5 DESK ITEM DATE: April 1, 2025 TO: Mayor and Town Council FROM: Chris Constantin, Town Manager SUBJECT: Receive a Report on the Montebello Bollard Project (CIP No. 813-0235) and Provide Direction to Staff REMARKS: Attachment 3 contains the staff presentation. Attachments Received with The Staff Report: 1. Alternatives Analysis – Vehicle Ramming Prevention at Plaza Park 2. Concept Sketch of Proposed Bollard Locations Attachments Received with This Desk Item: 3. Staff Presentation Montebello Bollard Project: Enhancing Safety at Town Plaza Park Town Council Meeting April 1, 2025 SN by Saurabh Nijhawan This presentation examines the proposed bollard installation at Town Plaza Park in Los Gatos. We'll explore the project's background, current challenges, and potential solutions. (CIP Project No. 813-0235) ATTACHMENT 3 Plaza Park: A Community Hub 67 Annual Road Closures Montebello and Broadway close approximately 67 times yearly for events. Diverse Events Hosts Farmers Market, Jazz in the Plaza, Spring into Green, and Los Gatos in Lights. Pedestrian Safety During events, the space fills with pedestrians requiring protection. Project Background 1 February 2023 Staff presented information on resources needed for special events. Recommended limiting to 8 closures per year. 2 May 2024 Town Council allocated $50,000 for bollard installation. 3 October 2024 Project posted for bidding with seven bids received. 4 February 2025 All bids rejected as they exceeded the $50,000 budget. Staff began an in-depth analysis. Moveable Anti-Vehicle Barriers Option Security Level Provides high level of protection against vehicle ramming incidents. Staffing Requirements Requires three PPW staff to set up, break down, and operate during events at approximately $400 per hour. Annual Cost Impact For 67 events requiring 5 hours each, total annual staffing cost would be approximately $134,000 at straight time (higher with overtime). Limitations Must be operated by town staff only - cannot be managed by event organizers, creating potential staffing constraints. Concrete Barriers and Planters Options •Concrete barriers (K-rails) and water-filled barriers provide high protection but require significant staff resources - approximately $520 per hour for four staff members, totaling $174,200 annually for 67 events. They require heavy equipment to place and move, creating safety concerns in crowded settings. •Moveable planter boxes offer aesthetic benefits consistent with downtown character but require ongoing maintenance of plantings, storage space, and proper locking mechanisms to be effective. However, most decorative planters lack proper crash ratings to truly mitigate vehicle threats. Traffic Rated Bollards: Recommended Solution Accessibility Can be operated by any authorized person – staff or event planner Protection Provide moderate protection against vehicle ramming incidents Low Maintenance Only periodic cleaning may be required, with potential for sand and grit depending on product quality Stakeholder Approval Meets the needs of all interested parties: Event Organizers, Event Staff, Police, Fire/EMS, and Parks & Public Works With an estimated cost of $250,000-$275,000, traffic rated bollards represent the most balanced solution without requiring extensive staff resources for each event. Permanent Road Closure Consideration Security Level Provides full protection against vehicle ramming incidents. Parking and Accessibility Loss of Parking Spaces in downtown. Reduced access to one business, the post office and frontier office. Cost Efficiency Lowest long-term operating costs after initial implementation Stakeholder Approval Meets the needs of all interested parties: Event Organizers, Event Staff, Police, Fire/EMS, and Parks & Public Works Cost-Benefit Analysis Solution Capital Cost Annual Operating Cost Stakeholder Approval Moveable Anti- Vehicle Barriers Town owns two $134,000 3 of 5 stakeholders K-Rails/Concrete Barriers $30,000-$40,000 $174,200 2 of 5 stakeholders Moveable Planter Boxes Unknown Ongoing maintenance 3 of 5 stakeholders Traffic Rated Bollards $250,000-$275,000 Minimal 5 of 5 stakeholders Permanent Road Closure Unknown Low 5 of 5 stakeholders No Road Closures for Events None None 3 of 5 stakeholders Financial Considerations For Bollards $50,000 Initial Allocation Current budget for bollard project. $275,000 Updated Estimate Total projected cost for complete implementation. $225,000 Additional Funding Amount needed beyond current allocation. Montebello Bollard Project: Enhancing Safety at Town Plaza Park •Recommended Solution - Bollards SN •Council Direction on Project Priority •Q & A