08 Traffic Management Inc
PREPARED BY: Gary Heap
Town Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 08/05/2025 ITEM NO: 8
DATE: July 31, 2025
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Fourth Amendment to the Agreement for Services with Traffic
Management, Inc., for the 2025 Holiday Traffic Road Closures
RECOMMENDATION: Approve the Fourth Amendment to the Agreement for Services with Traffic Management, Inc., (Attachment 1) increasing the contract amount by $41,607.64 to cover the 2025 Halloween and Children’s Holiday Parade road closures and traffic control services, for a total contract amount not to exceed $135,400.64.
FISCAL IMPACTS:
The recommended Fourth Amendment increases the total contract with Traffic Management,
Inc. by $41,607.64, resulting in a new not-to-exceed amount of $135,400.64. Funding for this
amendment is included in the adopted FY 2025–26 Operating Budget Program 2106 (1112106-
62435), and no additional appropriation is required.
STRATEGIC PRIORITIES:
This project supports the Core Goals of Community Character and Public Safety.
BACKGROUND:
On February 7, 2023, the Town Council approved a series of event-related actions, including
support and budget allocation for hiring a professional traffic control vendor to assist Town
staff with road closure and traffic control services for two special events: the Halloween road
closures (including the Almond Grove and Johnson Avenue neighborhoods) and the annual
Children’s Holiday Parade downtown.
The Town requested qualifications and cost estimates from several professional traffic
PAGE 2 OF 3 SUBJECT: Fourth Amendment to the Agreement with Traffic Management, Inc. DATE: July 31, 2025
management companies and selected Traffic Management, Inc. (TMI) as they have specific
experience in the logistics related to road closures and traffic management for special events.
On September 21, 2023, the Town Manager executed the Agreement for Services in the
amount of $16,895.34.
On November 8, 2023, the Town Manager executed the First Amendment to the Agreement,
increasing the total compensation to $50,000 and modifying the scope to address the extensive
requirements associated with the Children’s Holiday Parade.
On August 20, 2024, the Town Council authorized the Town Manager to execute the Second
Amendment, increasing the compensation to $93,793 and extending the term to January 31,
2025. The second amendment authorized work for the 2024 Halloween road closures and the
2024 Annual Children’s Holiday Parade.
On January 21, 2025, the Town Council authorized the Town Manager to execute a Third
Amendment, extending the contract term to August 29, 2025.
TMI has provided services for both events in 2023 and 2024 and has demonstrated the ability
to work effectively with staff to execute these complex road closures.
DISCUSSION:
After two successful years of working with TMI for holiday road closures, staff requested a
quote for the 2025 Halloween and Children’s Holiday Parade events. Based on prior
performance and familiarity with Town needs, staff negotiated a cost of $37,825.13 for 2025
services (Exhibit A) with an extension of the agreement through August 31, 2026. Staff
recommends adding 10% of the 2025 Holiday Road Closure costs ($3,782.51) to cover any
unforeseen traffic control issues that might occur during the events. Therefore, staff requests
that the Town Council approve the fourth amendment to the agreement for services with
Traffic Management, Inc., increasing the contract amount by $41,607.64 to cover the 2025
Halloween and Children’s Holiday Parade’s road closure and traffic control services, for a total
contract amount not to exceed $135,400.64. The proposed fourth amendment extends the
agreement through August 31, 2026, amends the scope of work, and increases the total
amount of the agreement to include the revised scope of work for the 2025 holiday road
closures.
CONCLUSION:
Approval of this amendment will allow the Town to continue working with TMI to provide
traffic control services for the 2025 Halloween road closures and the annual Children’s Holiday
Parade.
PAGE 3 OF 3 SUBJECT: Fourth Amendment to the Agreement with Traffic Management, Inc. DATE: July 31, 2025
COORDINATION:
This report was developed in collaboration with the Town Manager’s Office of Economic
Vitality, the Police Department, and the Parks and Public Works Department.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Fourth Amendment to the Agreement for Services with Traffic Management, Inc., including
Exhibit A.
Page 1 of 2
Fourth Amendment to Agreement for Services
Traffic Management, Inc.
AMENDMENT TO AGREEMENT
PREAMBLE
This Fourth Amendment to Agreement of Services is dated for identification this 5th day of
August 2025, and amends that certain Third Amendment to Agreement of Services dated
January 21, 2025, made by and between the Town of Los Gatos, ("Town,") and the Traffic
Management, Inc. (“Service Provider”) identified as an S Corporation and whose address is
4900 Airport Plaza Drive, Suite 300 Long Beach, CA 90815.
I.RECITALS
A.Town and Consultant entered into Agreement of Services Agreement on September 21,
2023, (“Agreement”), a First Amendment to Agreement for Services on November 28,
2023, a Second Amendment to Agreement for Services on August 20, 2024, a Third
Amendment to Agreement for Services on January 21, 2025.
B.Town desires to amend the Agreement to increase the scope of services, extend the
term and time of performance, and add to the compensation of the agreement.
II.AMENDMENT
A.Section 2.1 Scope of Services is amended to read as follows:
Service Provider shall provide services as described in that certain Proposal dated April
10, 2025 for the Tait Halloween Closure, the Johnson Halloween Closure, and the Holiday
Parade Closure, which is hereby incorporated by reference and attached as Exhibit A.
B.Section 2.2 Term and Time of Performance is amended to read:
This contract will remain in effect from August 29, 2025 to August 31, 2026.
C.Section 2.6 Compensation is amended to read:
Compensation for Service Provider’s professional services shall be increased by
$37,825.132 plus 10% of the 2025 Holiday Road Closure costs ($3,782.51) to cover any
unforeseen traffic control issues that might occur during the events, increasing the
contract amount by $41,607.64, for a total agreement amount not to exceed
$135,400.64. Payment shall be based upon Town approval of each task based on Exhibit
A.
D.All other terms and conditions of the Agreement remain in full force and effect.
ATTACHMENT 1
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Fourth Amendment to Agreement for Services
Traffic Management, Inc.
IN WITNESS WHEREOF, the Town and Service Provider have executed this Amendment.
Town of Los Gatos by:
________________________________________
Chris Constantin, Town Manager
Traffic Management, Inc. by:
________________________________________
Darla Lersch, Manager, Contracts
Recommended by:
________________________________________
Nicolle Burnham,
Director of Parks and Public Works
Approved as to Form:
________________________________________
Gabrielle Whelan, Town Attorney
Attest:
________________________________________
Wendy Wood, CMC, Town Clerk
Customer
Job
#Item Details Qty Unit Price FSC Tax Total
1 Tait Halloween Closure
2 Tait Halloween Closure
TS9310
Traffic Control Operation Crew Rates are based on four (4) traffic
controllers (flaggers) for seven (7) hours onsite with one (1) pickup truck
each, equipped to service two-way flagging and other typical closures. On-
site hourly rate includes one (1) mobilization of labor, traffic control devices
listed below, traffic control operations (installation, maintenance, or
removal), Prevailing Wage Rates, & Normal Time, Weekday Rates (M-F).
Please see terms and conditions for additional information. Towable
equipment such as FAS, CMS, and Portable Light Towers are not included
with standard TC Operation Services. Additional Equipment rates when
needed, will be billed separately.
1.00(LS)$5,040.00 LS $5,040.00
3 Tait CMS Rental Package
RM1000
One week rental of two (2) towable message boards (CMS) for the Tait
Halloween closure
1.00(LS)$314.05 wk $314.05
4 Johnson Halloween Closure
5 Johnson Halloween Closure
TS9310
Traffic Control Operation Crew Rates are based on six (6) traffic
controllers (flaggers) for seven (7) hours onsite with one (1) pickup truck
each, equipped to service two-way flagging and other typical closures. On-
site hourly rate includes one (1) mobilization of labor, traffic control devices
listed below, traffic control operations (installation, maintenance, or
removal), Prevailing Wage Rates, & Normal Time, Weekday Rates (M-F).
Please see terms and conditions for additional information. Towable
equipment such as FAS, CMS, and Portable Light Towers are not included
with standard TC Operation Services. Additional Equipment rates when
needed, will be billed separately.
1.00(LS)$7,560.00 LS $7,560.00
6 Johnson CMS Rental
RM1000
Additional rent:
$436.00/dy;$1,272.00/wk;$2,704.00/mo(4wk)
1.00(wk)$411.08 wk $411.08
7 Holiday Parade Closure
Office: San Jose
Phone: 877-763-5999
Fax:
Address: 690 Quinn Ave
San Jose, CA 95112
www.trafficmanagement.com
Customer: Town of Los Gatos
Phone:
Fax:
Address: 41 Miles Ave, Los Gatos, CA 95030
Billing Address: 41 Miles Ave, Los Gatos, CA 95030
Customer Job/Ref #:
Contact Name: Gary Heap
Direct Phone: (408) 857-5780
Cell: (408) 857-5780
Email: gheap@losgatosca.gov
Job #: N/A
Project Name: Special Events
Location: E Main St, Los Gatos, CA 95030
Start Date: 10/31/2025 5:00 PM
Duration: 3 events
Scope: Special Events
Office Name: San Jose
Prevailing Wage
Union
Public Works
Weekday Work
Project Labor Agreement
4/10/2025
Quote #113293
Page: 1 of 2
EXHIBIT A TO FOURTH AMENDMENT
8 Holiday Parade Closure
TS9310
Installation of rented, leased, or purchased traffic control devices
described in line item #xx. Price based on a mobilization of up to forty (40)
miles from the nearest TMI office and up to XXX (X) hours on site. Any
additional scope or standby time preventing installation at the scheduled
time (due to equipment in roadway, incomplete contractor work, etc.) will
be billed at $xxx/hr for crew. Customer must be present to sign off on the
receipt quantities or will assume responsibility for TMI's documentation
after the fact. Removal, rental, lease, purchase, lost or damaged
equipment, equipment maintenance, and setup re-installation or
modification not included.
**Same Day Cancellation Fee: $xxx.00**
1.00(LS)$23,072.00 LS $23,072.00
9 Holiday Parade CMS Rental Package
RM1000
One week rental of six (6) towable message boards (CMS) for the Holiday
Parade closure
1.00(LS)$1,428.00 wk $1,428.00
#Item Details Qty Unit Price FSC Tax Total
Sub Total $37,825.13
Tax (9.38%)0
Total $37,825.13
Standard Terms & Conditions
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred
for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information
provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time
of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI
reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise
specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities,
addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders
for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice;
additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is
subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to
initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and
timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged
for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work
being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced
for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of
this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and
conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13)
RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by
customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment. RPP is not available for
registered motor vehicles such as TMA's and traffic control trucks. RPP surcharge will only be applied to equipment rental charges, and not be
applied to delivery, installation, removal, or other labor and service charges. RPP Coverage Exclusions: Lost, stolen, or missing equipment;
damage resulting from customer misuse or negligence; damages of any kind to third parties.
Exclusions
Tax,Encroachment Permits,Traffic Control Plans,Traffic Signal Plans,Posting of "No Parking" Signs,Lost or damaged equipment,Equipment
maintenance,Business and/or resident notfication,Temporary striping or striping removal,Prevailing wage labor rates,Construction
fencing,Steel/trench plates,Changeable message signs (CMS),Custom signage,Replacement or modification of existing facilities
Estimator Eric Duncan Customer Signature
4/10/2025
Date Prepared
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