Staff Report
PREPARED BY: KINJAL BUCH
Engineering Technician
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: 10/02/2018
ITEM NO: 3
DATE: SEPTEMBER 27, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT WITH CUSCHIERI HORTON ARCHITECTS FOR PROJECT
DESIGN IN AN AMOUNT NOT TO EXCEED $149,000 FOR PPW PROJECT 821-
2302- BUILDING REPLACEMENT AT THE CORPORATION YARD
RECOMMENDATION:
Authorize the Town Manager to negotiate and execute an agreement with Cuschieri Horton
Architects (Attachment 1) for project design in an amount not to exceed $149,000 for PPW
project 821-2302, Building Replacement at the Corporation Yard.
BACKGROUND:
The Town’s adopted 2018/19 Capital Improvement Program Budget designates funding for
Town projects, including Project 821-2302, Building Replacement at the Corporation Yard. This
project will replace an old portable building at the northwest corner of the Parks and Public
Works (PPW) Corporation Yard on Miles Avenue.
The existing portable building consists of two separated spaces. One side is used to house
Police evidence storage and the other side provides office space for lead PPW maintenance
staff. The portable building is over 40 years old and does not meet current standards for Police
evidence storage or staff offices. The useful life of a portable building is typically 25 years.
Portable buildings that have outlived their designed life are susceptible to mold infestation and
unhealthy ventilation rates, ultimately leading to worker health complaints. These issues also
make the space unsuitable for Police evidence storage. In addition to the aforementioned
issues typical of an old portable, the building at the Corporation Yard also has deferred
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT WITH CUSCHIERI HORTON ARCHITECTS FOR PROJECT DESIGN IN
AN AMOUNT NOT TO EXCEED $149,000 FOR PPW PROJECT 821-2301-
BUILDING REPLACEMENT AT THE CORPORATION YARD
SEPTEMBER 27, 2018
S:\COUNCIL REPORTS\2018\10-02-18\03 Engineering TI - Bldg Replacement at Corp Yard\Staff Report.docx 9/27/2018 9:06 AM
BACKGROUND (Cont’d):
maintenance needs, including a leaking roof and windows, decaying siding, and a lack of
restroom facilities.
To address the problems with the building initially, as part of the FY 2015/2016 Town Capital
Improvement Budget, the Town Council approved a building replacement project. However,
while trying to identify funds for the Almond Grove Street Rehabilitation Project, Council
authorized $200,000 of the funding identified for the building replacement to be transferred to
the Almond Grove project. The Corporation Yard Building Replacement Project currently has
sufficient funding to complete the project design. The preliminary cost estimate for the project
construction is between $450,000 and $650,000. The design will allow for a more precise
project cost estimate and staff will include a request for construction funding in next year’s CIP
budget.
DISCUSSION:
To most cost effectively address the building needs, the scope of the project includes relocating
staff currently housed in the old portable building to the existing engineering building on the
southwest side of the Corporation Yard. Relocating staff to this other building will allow for
combining the use of restroom facilities and conditioned space. This requires building new staff
space within the eastern side of the engineering building and reconfiguring the space to meet
the combined needs. Following this tenant improvement work, staff from the old portable
building will be moved into the newly built and reconfigured office space in the engineering
building. The old portable will be removed, and a new prefabricated steel storage building will
be erected in its place. One side of this steel building will be configured to appropriately house
police evidence and the other side of the building will be used for equipment storage displaced
by the move of staff from the old building. Consolidating personnel in one building and
equipment and evidence in another will allow for better efficiencies in the use of space with
respect to building construction, conditioned space, etc.
In May of 2018, PPW staff sent out a Request for Proposals to three architectural firms inviting
them to send in their proposals for design of the engineering building tenant improvements
and new prefabricated steel building. Out of three firms, one firm submitted a proposal. A
Town staff panel interviewed the firm, Cuschieri Horton Architects, as part of the evaluation of
the proposal. Cuschieri Horton Architects brought their design team and discussed their
proposal with the panel. The panel was impressed with the Cuschier i Horton Architects
presentation, their project manager, and project approach. In addition, Town staff has
previously had a positive experience working with Cuschieri Horton Architects when the
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT WITH CUSCHIERI HORTON ARCHITECTS FOR PROJECT DESIGN IN
AN AMOUNT NOT TO EXCEED $149,000 FOR PPW PROJECT 821-2301-
BUILDING REPLACEMENT AT THE CORPORATION YARD
SEPTEMBER 27, 2018
S:\COUNCIL REPORTS\2018\10-02-18\03 Engineering TI - Bldg Replacement at Corp Yard\Staff Report.docx 9/27/2018 9:06 AM
DISCUSSION (Cont’d):
architectural firm completed a pro bono design for bandstand improvements at the Town’s Oak
Meadow Park.
CONCLUSION:
Staff recommends that that Town Council authorize the Town Manager to negotiate and
execute a Consultant Agreement with Cuschieri Horton Architects for the building project
design in an amount not to exceed $149,000.
COORDINATION:
This report was coordinated with the Town Attorney and the Finance Department.
FISCAL IMPACT:
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt [Section 15301 (a and d)]. A
Notice of Exemption will be filed.
Attachment:
1. Consultant Agreement with Cuschieri Horton Architects
Source Budget Costs
GFAR 150,000$
Total Project Budget 150,000$
Prior Year Expenditures 892$
Cuschieri Horton Architects 149,000$
Total Project Expenditures 149,892$
Remaining Balance 108$
Building Replacement at Corporation Yard
Project 821-2302