Staff Report Town Manager AuthorityPREPARED BY: JANETTE JUDD
Executive Assistant to the Town Manager
Reviewed by: N/A Assistant Town Manager Town Attorney Finance
N:\SHARE\COUNCIL REPORTS\2016\08-02-16\06 Town Manager Authority\Staff Report - Town Manager Authority.doc
MEETING DATE: 08/02/16
ITEM NO: 6
COUNCIL AGENDA REPORT
DATE: JULY 19, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
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 June 22, 2016 to August 1, 2016.
BACKGROUND:
On July 1, 2002, the Town Council adopted a Resolution (Attachment 1) 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 $50,000 that
ordinarily require Town Council approval.
DISCUSSION:
The Town Council took an official legislative recess from June 22, 2016 to August 1, 2016.
During this recess, and pursuant to authority granted by the Town Council, the Town Manager
executed the following actions, in consultation with the Mayor:
1. Landscape Maintenance ProjectA14-03
Second Amendment to Agreement with TruGreen Landcare (Parks and Public Works
Department Memorandum, Attachment 2)
PAGE 2
MAYOR AND TOWN COUNCIL
JULY 19, 2016
SUBJECT: ACCEPT REPORT ON TOWN MANAGER APPROVED ACTIONS DURING
COUNCIL RECESS
DISCUSSION (Cont’d):
2. Plan Check Consulting Services
Second Amendment to Agreement with O’Brien Code Consulting, Inc. (Community
Development Department Memorandum, Attachment 3)
The Town Manager determined that immediate action on the above items was necessary in order
to maintain critical services. The items above have already been approved by the Town
Manager, and the Council may request additional information or provide additional direction
regarding these items.
CONCLUSION:
It is recommended that the Town Council accept this report of actions taken by the Town
Manager during the 2016 Council recess, as authorized by Town Council Resolution 2002-119.
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.
Attachments:
1. Resolution 2002-119
2. Parks and Public Works Department Memorandum (TruGreen Landcare)
3. Community Development Department Memorandum (O’Brien Consulting, Inc.)
RESOLUTION 2002 -119
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER
TO EXECUTE THE FOLLOWING DUTIES
DURING PERIODS OF OFFICIAL TOWN COUNCIL RECESS,
IN CONSULTATION WITH THE MAYOR:
APPROVAL OF PLANS AND SPECIFICATIONS
FOR CAPITAL PROJECTS AND AUTHORIZATION
TO ADVERTISE FOR BIDS;
AWARD OF CONSTRUCTION CONTRACTS
AND CONSTRUCTION CONTRACT CHANGE ORDERS
IN EXCESS OF THE AMOUNT
INCLUDED IN THE CONTINGENCY;
EXECUTION OF AGREEMENTS
AND AMENDMENTS TO AGREEMENTS
IN EXCESS OF $25,000
THAT ORDINARILY REQUIRE COUNCIL APPROVAL.
WHEREAS, the Town Council is taking an official legislative recess from
July 16, 2002 to September 2, 2002 and,
WHEREAS, the Town Council may take official legislative recesses in the
future and,
WHEREAS, it is possible that issues may arise during official Town Council
recesses that would normally require Council approval and,
WHEREAS, in order to avoid the possibility of critical scheduling delays or
increased expenses resulting from delays during the official Council recess, the Town
Manager should be authorized during official Council recesses to take certain actions,
in consultation with the Mayor.
ATTACHMENT 1
THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Los
Gatos, County of Santa Clara, that the Town Manager is authorized, in consultation
with the Mayor, during periods of official Town Council recesses, to:
1. Approve plans and specifications for capital projects and authorize staff
to advertise for bids.
2. Award construction contracts and construction contract change orders in
excess of the amount included in the contingency.
3. Execute agreements and amendments to agreements in excess of $25,000
that ordinarily require Council approval.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the Is` day of July, 2002 by the following vote:
COUNCIL MEMBERS:
AYES: Steven Blanton, Sandy Decker, Steve Glickman, Joe Pirzynski,
Mayor Randy Attaway.
NAYS: None
AB SENT: None
ABSTAIN: None
SIGNED: 4;)
MAYOR OF �►�i TOWNr LOS GATOS
LOS GATOS, CALIFO' �P A
ATTEST:
63°,
' (
CLERK OF THE TOWN OF-LOS GATOS
LOS GATOS, CALIFORNIA
2
MEMORANDUM
To: Laurel Prev
From: Matt Morley, Parks and Public Works Director
Subject: Manager Authority - Second Amendment to Agreement with TruGreen Landcare
Date: July 19, 2016
Parks and Public Works Departmenil
t
etti, Town Manager MAYOR REVIEW
RECOMMENDATION:
It is recommended that the Town Manager execute a second amendment to an agreement dated
June 24, 2014 with TruGreen Landcare for the period of July 1, 2016 through June 30, 2017 with
all other terms and conditions of the Agreement dated June 24, 2014 in full force and effect
including pay rate of $73,364 annually.
BACKGROUND:
In 2014, the Town entered into a one year agreement with TruGreen to provide landscape
maintenance services in Town parks, median islands, and Landscape and Lighting Districts at a
cost of $73,364. Interim Town Manager Les White signed a first amendment to the agreement to
extend services for an additional year through June 30, 2016 at the same annual cost of $73,364.
DISCUSSION:
TruGreen has provided quality landscaping services at a competitive price as determined through
a competitive bidding process that went to Council for approval on June 16, 2014. At that time,
the Town's practice was not to include the draft agreements to the Council. As a result, the
Council did not have the opportunity to see provision 2.2 Term and Time of Performance which
included "an option of extending the agreement up to two additional one-year periods provided
that the Town provides an annual written notice of the intent to extend the agreement".
PREPARED BY: MATT MORLEY
Director, Parks and Public Works Depai tnient
Reviewed by: N/A Assistant Town Manager Finance Town Attorney
N:\MGR\AdminWorkFiles12016 Council Reports - TMO staff\TM Authority Memos 2016\TM Authority Memo.PPW.TruGr ATTACHMENT 2
MEMORANDUM
Community Development Departm
To: Laurel Prevetti, Town Manager Lt MAYOR REVIEW
From: Joel Paulson, Community Development Director
Subject:
Manager Authority - Second Amendment to Agreement for Consultant Services
with O'Brien Code Consulting, Inc.
Date: July 19, 2016
RECOMMENDATION:
It is recommended that the Town Manager execute a second amendment to an agreement dated
July 1, 2011 with O'Brien Code Consulting, Inc. for the period of July 1, 2016 through
September 30, 2016 with all other terms and conditions, including pay rate, of the Agreement
dated July 1, 2011 in full force and effect.
BACKGROUND:
In 2011, the Town entered into a three year agreement with O'Brien Code Consulting, Inc. to
provide plan check consulting services to the Town. Former Town Manager Greg Larson signed
a first amendment to the agreement, which extended services for an additional two years through
June 30, 2016.
DISCUSSION:
O'Brien Code Consulting, Inc. has provided quality consulting services and meets the Town's
building plan check deadlines for residents and businesses seeking building permits. A three-
month extension provides for service delivery while the Request for Qualifications process is
completed. The submittals for the RFQ were due on July 8, 2016 and the Town should be able
to complete the evaluation of the submittals in the next few weeks. Upon the determination of
the most qualified consultant, staff will negotiate a draft agreement and bring it forward for
Council approval in late Summer/early Fall. Therefore, the second amendment serves as a
bridge to ensure seamless services to residents and businesses requiring building permits.
PREPARED BY: JOEL PAULSON
Director, Community Development Department 111
Reviewed by: N/A Assistant Town Manager Finance Town Attorney
N:\MGR\AdminWorkFiles\2016 Council Reports - TMO staff\TM Authority Memos 2016\TM Authority Memo.CDD.O'Brier .
ATTACHMENT 3