04 Staff Report - W Trans Contract Amendment
PREPARED BY: Ying Smith
Transportation and Mobility Manager
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 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 8/18/2020
ITEM NO: 4
DATE: August 4, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the
Agreement with Whitlock & Weinberger Transportation, Inc. dba W-Trans,
Modifying the Scope of Service, Extending the Term, and Increasing the Total
Compensation by $75,000 for a Total Contract Amount not to Exceed
$200,000 for Consultant Services for the Project Management Function of the
Traffic Signal Modernization Project (Project 813-0227)
RECOMMENDATION:
Authorize the Town Manager to execute a First Amendment to the Agreement with Whitlock &
Weinberger Transportation, Inc. dba W-Trans, modifying the scope of service, extending the
term, and increasing the total compensation by $75,000 for a total contract amount not to
exceed $200,000 for consultant services for the project management function of the Traffic
Signal Modernization Project (Project 813-0227).
BACKGROUND:
The programming for Traffic Signal Modernization (Project 813-0227, a.k.a. Los Gatos Smart
Signals project) is included in the Fiscal Year 2020/21 – 2024/25 Capital Improvement Program
budget in the amount of $2.9M. The total budget currently includes $1.1M in Council approved
Traffic Mitigation Funds (TMF) and three grants from the Santa Clara Valley Transportation
Authority (VTA) and the Metropolitan Transportation Commission (MTC).
This is a large-scale project with both local and federal project funding elements. At its April 3,
2018 meeting, the Town Council approved an agreement for consultant services with W-Trans
for the project management function in an amount not to exceed $125,000. At its December
17, 2019 meeting, the Town Council was advised of a four-step procurement process for the
project, with the total contract value of approximately $1.8M, and the Council authorized the
Town Manager to issue procurement documents. As of the end of June 2020, the Town has
awarded the first two contracts.
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SUBJECT: Traffic Signal Modernization Project Management Contract
DATE: August 4, 2020
DISCUSSION:
The project management expertise from W-Trans has proven to be highly valuable in the
evaluation of the system and consultant and vendor selection. As the project is moving into the
design, equipment procurement, and construction/installation phases, the services of W-Trans
will be essential. The contract extension to June 30, 2023 will allow W-Trans to facilitate and
review work conducted by the consultants and vendors, advise on the remaining procurement
steps, and ensure the overall project is delivered to meet the Town’s expectations. All
decisions associated with the project components would be made by the Director of Parks and
Public Works based on the recommendations from W-Trans. The additional compensation
covers the term extension. The expanded scope of work will include continued project
management and oversight, facilitating and coordinating work conducted by multiple vendors
and contractor, quality review, preparing additional procurement documents, and supporting
procurement evaluation.
CONCLUSION:
Staff is recommending the Town Council authorize the Town Manager to execute a First
Amendment to Consultant Services Agreement for the project management function of the
Traffic Signal Modernization Project.
COORDINATION:
This report was coordinated with the Town Attorney’s Office and the Finance Department.
FISCAL IMPACT:
Project 813-0227 Traffic Signal Modernization Project in the Fiscal Year 2020/21 – 2024/25
Capital Improvement Program Budget has sufficient budget for the contract amendment.
Staff costs are tracked for all projects. Tracking of staff costs allows for accountability in the
costs of projects, recovery of costs from grant funded projects, and identification of future
staffing needs. This project utilized full-time budgeted staff. The costs for full-time staff are
accounted for in the Department’s operating budget and will not be charged to this project.
PAGE 3 OF 3
SUBJECT: Traffic Signal Modernization Project Management Contract
DATE: August 4, 2020
FISCAL IMPACT (continued):
Traffic Signal Modernization
Project 813-0227
Budget Costs
Grant Fund $1,826,400
Traffic Mitigation $1,103,289
Total Project Budget $2,929,689
Prior Year Expenditures $ 63,975
Expended/Encumbered FY 19/20 $ 835,046
Proposed Contract Amendment (W-Trans) $ 75,000
Staff Costs $ 108,649
Project Costs Committed $ 1,082,670
Available Balance $1,847,019
ENVIRONMENTAL ASSESSMENT:
The recommended action is not a project as defined under CEQA, and no further action is
required.
Attachments:
1. First Amendment to Consultant Services Agreement
2. Agreement for Consultant Services with W-Trans for the project management function