02 Staff Report - Town Manager Approved Actions During Council Recess~1\NNQ~
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ins cat°s COUNCIL AGENDA REPORT
DATE: JULY 29, 2008
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 814108
ITEM NO:
"11-17
SUBJECT: ACCEPT REPORT ON TOWN MANAGER APPROVED ACTIONS DURING
COUNCIL RECESS
RECOMMENDATION:
Accept report of actions taken by Town Manager during the official Town Council legislative recess
from July 1, 2008 to August 1, 2008.
BACKGROUND:
On July 1, 2002, the Town Council adopted a resolution authorizing the Town Manager to execute the
following duties during periods of official Town Council recess, in consultation with the Mayor:
1. Approval of plans and specifications for capital projects and authorization to advertise for bids.
2. Award of construction contracts and construction contract change orders in excess of the amount
included in the contingency.
3. Execution of agreements and amendments to agreements in excess of $25,000 that ordinarily
require Council approval.
DISCUSSION:
The Town Council took an official legislative recess from July 1, 2008 to August 1, 2008. During this
recess, and pursuant to authority granted by the Town Council, the Town Manager executed the
following actions, in consultation with the Mayor:
Approve agreement with Advance Solution Knowledge (ASK) to provide upgrade of Audio/Visual
Equipment in the Town Council Chambers in an amount not to exceed $45,000.
PREPARED BY: GREG LARSON
Town Manager
PSJ:pg
MAIMGR1AdminworkFiles12008 Council Reports12008 Recess Manager Actions.doc
Reviewed by: Assistant Town Manager
Clerk Administrator Finance
Town Attorney
:ununity Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ACCEPT REPORT ON TOWN MANAGER APPROVED ACTIONS DURING
COUNCIL RECESS
JULY 29, 2008
2. PPW Job No. A08-001-Porter Service -Park Program
Approve amendment to the agreement with Contract Sweeping Services in an amount not to
exceed $34,038.72 for one year effective July 1, 2008 through June 30, 2009 to provide porter
service to include weekend trash pickup and park maintenance in the Town of Los Gatos.
3. PPW Job No. A_09-001 Landscape Management Services
Approve amendment to the agreement with Trugreen Landcare in an amount not to exceed
$27,660,00 for one year effective July 1, 2008 through June 30, 2009 to provide mowing services
in the Town of Los Gatos.
4. PPW Job No. 06-32 - Custodial Services Contract
Approve amendment to the agreement with Santa Clara Valley Corporation in an amount not to
exceed $112,948.44 to extend the contract for one year effective August 1 through July 30, 2009,
based on performance, for custodial services in the Town of Los Gatos
5. PPW Job No. 08-08 - Porter Service - Streets/Buildings/Human Resources Program
Approve amendment to the agreement with Contract Sweeping Services in an amount not to
exceed $80,600.92 for one year effective July 1, 2008 through June 30, 2009 to provide porter
service to include trash pickup and special events set up and take down in the Town of Los Gatos
In consultation with the Mayor, the Town Manager determined that immediate action on the above items
was necessary in order to avoid critical scheduling delays or additional costs associated with delays. All
contract awards and change order approvals are within budget allocations. All normal bidding practices
and processes for documentation of recommendations were followed.
CONCLUSION:
It is recommended that the Town Council accept this report of actions taken by the Town Manager
during the Council recess, as authorized by Town Council resolution on July 1, 2002,
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
There is no fiscal impact associated with this action.