06 Staff Report - Cannon Design GroupMEETING DATE: 4/18/05
°w N 0 ITEM NO. 6
COUNCIL AGENDA REPORT
~~S GAZ~S
DATE: April 15, 2005
TO: MAYOR AND TOWN UNCIL
FROM: TOWN MANAGER
SUBJECT: ADOPT RESOLUTION APPROVING AMENDMENT OF AGREEMENT
WITH CANNON DESIGN GROUP TO ADD CONSULTING SERVICES IN
THE DEVELOPMENT OF RESIDENTIAL DESIGN GUIDELINES AND TO
EXTEND TERM OF AGREEMENT; APPROVING A PROJECT BUDGET OF
$60,000.
RECOMMENDATION:
Adopt resolution approving amendment of agreement with Cannon Design Group to provide
consulting services in the development of Residential Design Guidelines and to extend term of
agreement; approving a project budget of $60,000.
BACKGROUND:
The update of the Residential Design Guidelines (RDG's) is part of the Advanced Planning Work
Plan. Once the Commercial Design Guidelines were completed, the update of the Residential/Pre-
1941 Design Guidelines became the next high priority advanced planning project. The development
of these RDG's is consistent with the Council's direction to provide up-to-date and comprehensive
regulations to assist property owners and developers through the development review process. The
scope of work, budget and schedule for updating the RDG's are being forwarded to the Council for
approval.
DISCUSSION:
On March 9, 2005, the General Plan Committee discussed the scope of work and schedule to update
the RDG's. The Committee forwarded the matter to Council with a recommendation for approval.
The Historic Preservation Committee discussed the scope of work and schedule on April 6, 2005 and
~U Z
PREPARED BY: BUD D N N. . LO TZ ~
DIRECTOR OF COMMUNITY DEVELOPMENT
Reviewed by: 5 Assistant Town Manager Attorney Clerk Finance
Community Development Revised: 4/15/05 3:33 pm
Reformatted: 5/23/02
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION APPROVING AMENDMENT OF AGREEMENT WITH
CANNON DESIGN GROUP TO ADD CONSULTING SERVICES IN THE
DEVELOPMENT OF RESIDENTIAL DESIGN GUIDELINES AND TO EXTEND
TERM OF AGREEMENT; APPROVING A PROJECT BUDGET OF $60,000.
April 14, 2005
forwarded the matter to Council with a recommendation for approval.
It is recommended that Consulting Architect, Larry Cannon of Cannon Design Group, update the
RDG's. The basis for this recommendation is as follows:
• The Town is satisfied with the Commercial Design Guidelines that Cannon Design Group
prepared.
• The Cannon Design Group can start working on this update immediately.
• The Cannon Design Group is familiar with and uses the existing design guidelines which will
assist in the update.
• The Cannon Design Group will be intimately familiar with the proposed guidelines which
will be invaluable as the consultant reviews plans for residential buildings.
• The Cannon Design Group was originally hired because the firm has the capacity and
expertise to prepare design guidelines, is competitive in their costs and is capable of
providing excellent guidance to project applicants. In addition, preparation of design
guidelines is a specialty of the firm.
Cannon Design Group will be working as an extension of staff, with staff overseeing the process and
review of the administrative draft. Staff and the Consulting Architect will be working closely with
the General Plan Committee in the development of the RDG's. There will be an extensive outreach
component so that input on the scope of the document and the draft document itself can be obtained
from design professionals, residents and residential property owners.
The RDG's will incorporate the Pre-1941 Design Guidelines for historic structures and relevant
criteria from existing Ordinances relating to Historic Districts and individual Landmark Historic
Preservation properties. The Scope of Work includes the steps that will be taken to prepare the draft
document. Topics that will be addressed through the update includes identification of key
neighborhood characteristics, building heights and massing, and identification of common problems
and issues. In addition, the update will define contributing historic structures and non-contributing
historic structures. These definitions will be used to determine which applications involving an
historic structure should be reviewed by the Historic Preservation Committee. Currently the
Committee is reviewing all development applications involving an historic structure. Categorizing
the types of historic structures and the required review process will streamline the application
process and will reduce the cost of processing an application.
Staff and the Consulting Architect have developed a work schedule (Attachment 2). The General
Plan and Historic Preservation Committees will be meeting monthly, and special meetings will be
scheduled if needed to keep the project on track. Staff will work closely with both Committees
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION APPROVING AMENDMENT OF AGREEMENT WITH
CANNON DESIGN GROUP TO ADD CONSULTING SERVICES IN THE
DEVELOPMENT OF RESIDENTIAL DESIGN GUIDELINES AND TO EXTEND
TERM OF AGREEMENT; APPROVING A PROJECT BUDGET OF $60,000.
April 14, 2005
through each step of the process and will check in with the Council as appropriate. The time frame
for preparation of the draft design guidelines is ten months. It is anticipated that the update will
begin in July 2005. Based on the work activities and Historic Preservation and General Plan
Committees reviews that are scheduled, the update of the draft RDG's are expected to be ready for
public review in November 2005.
CONCLUSION:
The General Plan and Historic Preservation Committees reviewed the draft Scope of Work and
Schedule and recommends that the Council approve the Scope of Work and Schedule for updating
the RDG and incorporating the Pre-1941 Design Guidelines within this document. The Scope of
Work is an exhibit to the amendment of the Agreement with the Canon Design Group which is
Exhibit "A" to proposed resolution (Attachment 1). Staff also recommends selection of the Cannon
Design Group to perform consulting services on the project. This would be accomplished by
approval of the resolution which amends the existing agreement with the Cannon Design Group to
add the additional services in developing the RDG. Because the existing agreement terminates on
June 30, 2005, the resolution would also extend the term of the agreement to June 30, 2007.
ENVIRONMENTAL ASSESSMENT:
This is not a project as defined by the California Environmental Quality Act and no action is
required.
FISCAL IMPACT:
The budget for the update of the Residential Guidelines is approximately $60,000 (see Attachment
2). Funds are included in the Community Development Department operating budget and will be
appropriated from the General Plan update fees.
Attachments:
1. Resolution (Includes Second Amendment of Agreement with Cannon Design Group, scope
of work and project budget for development of Residential Design Guidelines).
2. Work Schedule for Residential Design Guidelines
Distribution:
Larry Cannon, Cannon Design Group, 180 Harbor Drive, Suite 219, Sausalito, CA 94965
BNL: SB N:\DEV\CNCLRPTS\2005\resscope-l.wpd
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS APPROVING
THE SECOND AMENDMENT TO THE AGREEMENT WITH CANNON DESIGN GROUP
TO PERFORM SERVICES IN THE DEVELOPMENT OF RESIDENTIAL DESIGN
GUIDELINES AND EXTENDING THE TERM OF THE AGREEMENT TO JUNE 30,2007;
AUTHORIZING THE MANAGER TO EXECUTE THE AMENDMENT; APPROVING A
BUDGET FOR THE DEVELOPMENT OF RESIDENTIAL DESIGN GUIDELINES
WHEREAS:
A. The update of the Residential Design Guidelines is part of the Advanced Planning
Work Plan of the Community Development Department.
B. The Town and the Cannon Design Group entered into an agreement for architectural
consulting services on January 23, 2002 (Agreement 02.005), which agreement was
amended June 2003 to extend the term to June 30, 2005 (Agreement 04.076), both
collectively referred to hereafter as the "Agreement."
C. The Town desires to engage the Cannon Design Group to perform consulting
services in the development of proposed Residential Design Guidelines for an
amount not to exceed $60,000.
D. The Town further desires to extend the term of the agreement with the Cannon
Design Group to June 30, 2007.
RESOLVED:
1. The Second Amendment to the Agreement with Cannon Design Group (Exhibit "A")
is hereby approved.
2. The Town Manager is hereby directed and authorized to execute the Second
Amendment to the Agreement with Cannon Design Group.
Page 1 of 2
ATTACE NIEENT 1
3. A budget for the update of the Residential Design Guidelines (Exhibit "B") is hereby
approved.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California held on the
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
day of , 20 , by the following vote:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
N:\DEV\CNCLRPTS\2005\residential design guildelines resolutionmpd
Page 2 of 2
SECOND AMENDMENT TO AGREEMENT
This SECOND AMENDMENT TO AGREEMENT is entered into this day of
,200 by and between the Town of Los Gatos, State of California, herein called "Town," and Cannon
Design Group, herein called "Consultant."
RECITALS
A. Town and Consultant entered into an agreement for architectural consulting services on January 23,
2002 (Agreement 02.005), which agreement was amended June 2003 to extend the term to June 30,
2005 (Agreement 04.076), both collectively referred to hereafter as the "Agreement", copies of
which are attached hereto as Exhibit "A" and incorporated herein by this reference.
B. Town desires to both extend the term of the Agreement to June 30, 2007 and to amend the Scope of
Services of the Agreement to include tasks associated with the development of proposed Residential
Design Guidelines, as specified in Exhibit "B," which is attached hereto and incorporated herein by
this reference.
AMENDMENT
Paragraph 1 "Scope of Services" is hereby amended to add the tasks specified in Exhibit "B."
2. Paragraph 2 "Time of Performance" of the Agreement is hereby amended to state that the Agreement
terminates on June 30, 2007.
Paragraph 6 "Compensation" is amended to add the following paragraph:
Compensation for services provided in the development of proposed Residential Design
Guidelines shall not exceed $60,000.
4. All other terms and conditions of the Agreement remain in full force and effect.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement as of the date
indicated on page one (1).
Town of Los Gatos, by:
Debra J. Figone, Town Manager
Town of Los Gatos
Recommended by:
Larry Cannon AIA AICP
Bud N. Lortz, Director of Community Development Approved as to Form:
Revised: 11/04/04
NADEV\CNCLRPTSt2005S2nd amendment to Cannon agreement.wpd
ATTEST:
Town of Los Gatos, California
Marlyn Rasmussen, Clerk Administrator
Cannon Design Group
Orry P. Korb, Town Attorney
EgHIBIT A
DFFICE OF Try rOCLERK
AGR o~ ~~'ILn
IHH
AMENDMENT TO AGREEMENT
ORD
REC
This AMENDMENT TO AGREEMENT is entered into this da ,
and between the Town of Los Gatos, State of California, herein called "Town", and Cannon
Design Group, herein called "Consultant."
RECITALS
A. Town and Consultant entered into an agreement for architectural consulting services on
January 23, 2002, ("Agreement"), a copy of which is attached hereto as Attachment I and
incorporated herein by reference.
B. Town desires to renew the contract for period of January 24, 2003 through June 30, 2005.
AMENDMENT
1. Paragraph 2 "Time of Performance" of the Agreement is hereby amended to provide that
the term of the Agreement is January 24, 2003 through June 30, 2005.
2. All other terms and conditions of the Agreement dated January 23, 2002, remain in full
force and effect.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement as of
the date indicated on page one (1).
Town of Los Gatos Cannon Design Group
By: By: 2E~7:~
Debra J. Fi ne Larry Cann 6n AIA AICP
Town a ager ecutive Director
Date: 6 5 ~ Date:
Department Approval
Bud N. Lortz
Director of Community Development
Date:
Attest:
Town lerk
Loos Gatos, California
CAPROJECTMos Gatos\Contract\Cannon Amendment.doc I EXHIBIT A
TO AMENDMENT
ATTEST:
Clerk of the Town of Los Gatos
Los Gatos, California
Date:
4aMan o rove
Town Clerk
Approved as to Form:
~t ,b~ Date: ~ Z
P. Korb
Town Attorney
CAPROJECTS\Los Gatos\ContracACannon Amendment.doc . 2
OFFICE OF THE TOWN CLERK
:MGR-:~),~r~ -
AGREEMENT FOR ARCHITECTURAL CONSULTIN I
ORD
THIS AGREEMENT is entered into this 9 day of January, 2681r and between Town
of Los Gatos, State of California, herein called "Town", and CANNON DE N GROUP, enga e
6,1
in providing ARCHITECTURAL consulting services herein called "Consultant"
-s
RECITALS
A. Town is considering undertaking activities to PROVIDE ARCHITECTURAL
CONSULTING SERVICES FOR THE TOWN OF LOS GATOS.
B. Town desires to engage CANNON DESIGN GROUP to provide consulting services to
REVIEW AND CRITIQUE ARCHITECTURE FOR PROPOSED DEVELOPMENT
PROJECTS; PROVIDE WRITTEN COMMENTS TO THE COMMUNITY
DEVELOPMENT DEPARTMENT; PROVIDE TECHNICAL ASSISTANCE ON
UPDATES OF THE TOWN'S DESIGN GUIDELINES AND ATTEND PUBLIC
MEETINGS AS NEEDED because of Consultant's experience and qualifications to
perform the desired work.
C. Consultant represents and affirms that it is qualified and willing to perform the desired work
pursuant to this Agreement.
AGREEMENTS
NOW, THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
Scope of Services. Consultant shall provide the services listed in the Consultant's Scope of
Work, attached hereto as Exhibit "A" and by this reference incorporated herein, and the
services listed below.
Administrative Duties
I. When needed by Town, review and critique the architecture of addition/remodels or
new buildings that are part of proposed development and redevelopment projects,
-including .evaluation of architectural plans; site visits; consulting with project
planners, the Director of Community Development and/or design professionals as
needed; review for compliance with applicable design standards and guidelines,
specific plans and the General Plan, and submission of written comments to the
Town prior to applicable staff or DRC meetings (typically a 10 day turnaround):
II. When needed by Town, work on special studies or projects including but not limited
to: updating the Town's design standards and guidelines, preparation of a checklist
for content of architectural elevations for application packets, and assistance with
Revised: January 23, 2002 Page 1 of 8
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ATTACHMENT 1
preparation/revision of hillside design guidelines.
III. When needed by Town, conduct field investigations, studies, and prepare reports
related to architectural design, and develop appropriate conditions of approval.
IV. When needed by Town, assist in the establishment and subsequent modification of
Town's design standards and guidelines, policies, and development fees.
V. When needed by Town, attend meetings with Town staff, public officials, community
leaders, developers, design professionals and the general public.
VI. When needed by Town, advise, support and assist Town departments, committees,
commissions, and Town Council. In addition, act as a liaison between Town and
Federal, State, and Regional agencies.
VII. When needed by Town, attend Town Council, Planning Commission, and special
study session meetings when architectural review processes, policies or issues or
design guidelines revisions are being considered.
VIII. As requested by Town, provide copies of draft and final draft work products of
reports and studies prepared for Town. Consultant shall provide electronic fife
copies of these documents as needed.
Other miscellaneous services
IX. Town may occasionally have the need for other services not specifically listed in this
document that the consultant has the necessary experience and capabilities to
provide. Town or Redevelopment Agency may authorize consultant to perform such
selected services on an as-needed basis.
2. Time of Performance. The services of Consultant are for a fixed one year period that will
commence upon the execution of the contract. Town retains the option with the mutual
consent of Town Manager and Consultant to renew the contract for a maximum of three
optional years. Should Town not renew a contract, the award and authorization of the
contract shall automatically expire. Town shall give Consultant at least 30 days notice, prior
to the cancellation or expiration of the contract.
Compliance with Laws. Consultant shall comply with all applicable laws, codes, ordinances,
and regulations of governing federal, state and local laws. Consultant represents and
warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever
nature which are legally required for Consultant to practice its profession. Consultant
represents and warrants to Town that Consultant shall, at its sole cost and expense, keep in
effect or obtain at all times during the term of this Agreement any licenses, permits, and
approvals which are legally required for Consultant to practice its profession. Consultant
Revised: January 23, 2002 Page 2 of 8
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shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of
Town of Los Gatos.
4. Sole Responsibilitv. Consultant shall be responsible for employing or engaging all persons
necessary to perform the services under this Agreement.
5. Information/Report Handling. All documents furnished to Consultant by Town and all
reports and supportive data prepared by Consultant under this Agreement are Town's
property and shall be delivered to Town upon the completion of Consultant's services or at
Town's written request. All reports, information, data, and exhibits prepared or assembled
by Consultant in connection with the performance of its services pursuant to this Agreement
are confidential until released by Town to the public, and Consultant shall not make any of
the these documents or information available to any individual or organization not employed
by Consultant or Town without the written consent of Town before such release. Town
acknowledges that the reports to be prepared by Consultant pursuant to this Agreement are
for the purpose of evaluating a defined project, and Town's use of the information contained
in the reports prepared by Consultant in connection with other projects shall be solely at
Town's risk, unless Consultant expressly consents to such use in writing. Town further
agrees that it will not appropriate any methodology or technique of Consultant which is and
has been confirmed in writing by Consultant to be a trade secret of Consultant.
6.- Compensation. Compensation for Consultant's professional services shall be based upon
Town approval of each task as noted in the Scope of Services. Compensation for each task
shall not exceed the amount per task noted in Consultant's Schedule of Charges (attached
hereto as Exhibit "B" and incorporated by reference herein).
Billing shall be accornpanied by a detailed explanation of the work performed by whom at
what rate and on what date. Billing invoices submitted for payment must reference Town
Purchase Order Number, and if applicable, the appropriate project address and Town
Application Number (e.g. 290 Wooded View Drive/S-00-84). Also, plans, specifications,
documents-or other pertinent materials shall be submitted for Town review, even if only in
partial or draft form.
Payment shall be net thirty (30) days.
Only one '(1) purchase order number per invoice will be accepted. All invoices. and
statements shall reference Town's purchase order number and be addressed as follows:
Invoices: Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031
Statements: Town of Los Gatos
Revised: January 23, 2002 . . , Page 3 of 8
C:\WINDO W S\TEMP\Cannon-Contract.wpd
Attn: Sandy Ortiz
P.O. Box 655
Los Gatos, CA 95031
7. Availability of Records. Consultant shall maintain the records supporting this billing for not
less than three (3) years following completion of the work under this Agreement. Consultant
shall make these records available to authorized personnel of Town at Consultant's offices
during business hours upon written request of Town.
8. Project Manager. The Project Manager for Consultant for the work under this Agreement
shall be Larry Cannon, AIA, AICP.
9. Assignability and Subcontracting. The services to be performed under this Agreement are
unique and personal to Consultant. No portion of these services shall be assigned or
subcontracted without the written consent of Town.
10. Notices. Any notice required to be given shall be deemed to be duly and properly given if
mailed postage prepaid, and addressed to:
To Town: Bud N. Lortz
Director of Community Development
Town of Los Gatos
110 E. Main Street
Los Gatos, CA 95030
Fax: (408) 354-7593
Phone: (408) 354-6874
E-mail: blortz@town.los-gatos.ca.us
To Consultant: Larry Cannon AIA AICP
Cannon Design Group
180 Harbor Drive, Suite 219
Sausalito, CA 94965 '
Fax: (415) 331-3797
Phone: (415) 331-3795
E-mail: cdgplan@pacbell.net
or personally delivered to Consultant to such address or such other address as Consultant
designates in writing to Town.
11. Independent Contractor. It is understood that Consultant, in the performance of the work and
services agreed to be performed, shall act as and be an independent contractor and not an
Revised: January 23, 2002 Page 4 of 8
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agent or employee of Town. As an independent contractor he/she shall not obtain any rights
to retirement benefits or other benefits which accrue to Town employee(s). With prior
written consent, Consultant may perform some obligations under this Agreement by
subcontracting, but may not delegate ultimate responsibility for performance or assign or
transfer interests under this Agreement.
Consultant agrees to testify in any litigation brought regarding the subject of the work to be
performed under this Agreement. Consultant shall be compensated for its costs and expenses
in preparing for, traveling to, and testifying in such matters at its then current hourly rates of
compensation, unless such litigation is brought by Consultant or is based on allegations of
Consultant's negligent performance or wrongdoing.
12. Conflict of Interest. Consultant understands that its professional responsibilities is solely to
Town. Consultant has and shall not obtain any holding or interest within Town of Los
Gatos. Consultant has no business holdings or agreements with any individual member of
Staff or management of Town or its representatives nor shall it enter into any such holdings
or agreements. In addition, Consultant warrants that it does not presently and shall not
acquire any direct or indirect interest adverse to those of Town in the subject of this
Agreement, and it shall immediately disassociate itself from such an interest should it
discover it has done so and shall, at Town's sole discretion, divest itself of such interest.
Consultant shall not knowingly and shall take reasonable steps to ensure that it does not
employ a person having such an interest in this performance of this Agreement. If after
employment of a person, Consultant discovers it has employed a person with a direct or
indirect.interest that would conflict with its performance of this Agreement, Consultant shall
promptly notify Town of this employment relationship, and shall, at Town's sole discretion,
sever any such employment relationship.
13. Equal Employment Opportunity. Consultant warrants that it is an equal opportunity
employer and shall comply with applicable regulations governing equal employment
opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate
against persons employed or seeking employment with them on the basis of age, sex, color,
race; marital status, sexual orientation, ancestry, physical or mental disability, national origin,
religion, or medical condition, unless based upon a bona fide occupational qualification
pursuant to the California Fair Employment & Housing Act..
14. Insurance.
A. Minimum Scope of Insurance:
Consultant agrees to have and maintain, for the duration of the contract,
General Liability insurance policies insuring him/her and his/her firm to an
amount not less than: one million dollars ($1,000,000) combined single limit
per occurrence for bodily injury, personal injury and property damage..
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ii. Consultant agrees to have and maintain for the duration of the contract, an
Automobile Liability insurance policy ensuring him/her and his/her staff to
an amount not less than one million dollars ($1,000,000) combined single
limit per accident for bodily injury and property damage.
iii. Consultant shall provide to Town all certificates of insurance, with original
endorsements effecting coverage. Consultant agrees that all certificates and
endorsements are to be received and approved by Town before work
commences
B. General Liability: .
i. Town, its officers, officials, employees and volunteers are to be covered as
insured as respects: liability arising out of activities performed by or on
behalf of Consultant; products and completed operations of Consultant,
premises owned or used by Consultant. This requirement does not apply to
the professional liability insurance required for professional errors and
omissions.
ii. Consultant's insurance coverage shall be primary insurance as respects Town,
its officers, officials, employees and volunteers. Any insurance or self-
insurances maintained by Town, its officers, officials, employees or
volunteers shall be excess of Consultant's insurance and shall not contribute
with it.
iii. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to Town, its officers, officials, employees or
volunteers.
iv. Consultant's insurance shall apply separately to each insured against whom
a claim is made or suit is brought, except'with respect to the limits of the
insurer's liability.
C. All Coverages: Each insurance policy required in this item shall be endorsed to state
that coverage shall riot be suspended; voided, canceled, reduced in coverage or in
limits except after thirty (30) days' prior written . notice by certified mail, return
receipt requested, has been given to Town. Current certification of such insurance
shall be kept on file at all times during the term of this agreement with Town Clerk.
D. In addition to these policies, Consultant shall have and maintain Workers'
Compensation insurance as required by California law and shall provide evidence of
such policy to Town before beginning services under this Agreement. Further,
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Consultant shall ensure that all subcontractors employed by Consultant provide the
required Workers' Compensation insurance for their respective employees.
15. Indemnification. Consultant shall save, keep and hold harmless indemnify and defend Town
its officers, agent, employees and volunteers from all damages, liabilities, penalties, costs,
or expenses in law or equity that may at any time arise or be set up because of damages to
property or personal injury received by reason of, or in the course of performing work which
may be occasioned by a willful or negligent act or omissions of Consultant, or any of
Consultant's officers, employees, or agents or any sub-consultant.
16. Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall
operate as a waiver of any other right or remedy that party may have hereunder, nor does
waiver of a breach or default under this Agreement constitute a continuing waiver of a
subsequent breach of the same or any other provision of this Agreement.
17. Governing Law. This Agreement, regardless of where executed, shall be governed by and
construed to the laws of the State of California. Venue for any action regarding this
Agreement shall be in the Superior Court of the County of Santa Clara.
18. Termination of Agreement. Town and Consultant shall have the right to terminate thig
agreement with or without cause by giving not less than fifteen (15) days written notice of
termination. In the event of termination, Consultant shall deliver to Town all plans, files,
documents, reports, performed to date by Consultant. In the event of such termination, Town
shall pay Consultant an amount that bears the same ratio to the maximum contract price as
the work delivered to Town bears to completed services contemplated under this Agreement
pursuant to the noted Scope of Services and Exhibit A hereto, unless such termination is
made for cause, in which event, compensation, if any, shall be adjusted in light of the
particular facts and circumstances involved in such termination.
19. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement
is effective unless made in writing and signed by Town and Consultant.
20. ' Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be
.entitled to reasonable attorney's fees, including costs of appeal.
21. Entire Agreement. This Agreement, including Exhibits A & B, constitutes the complete and
exclusive statement of the Agreement between Town and Consultant. No terms, conditions,
understandings or agreements purporting to modify or vary this Agreement, unless hereafter
made in writing. and signed by the party to be bound, shall be binding on either party.
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IN WITNESS WHEREOF, Town and Consultant have executed this Agreement as of the
date indicated on page one (1).
Town of Los Gatos
Debra Figo Town anager
Town of Los Gatos
Consultant:
Larry Cannon, AIA AICP
Cannon Design Group
ATTEST:
Clerk of Town of Los Gatos,
Los Gatos, California
IVI ~los ove, Town Clerk
Approved as to Form:
Korb, Town Attorney
Revised: January 23, 2002 Page-8 of 8
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I
C
a
D
PROJECT APPROACH
Peer review can be a sensitive undertaking. Jokingly, I have
often likened the process to that often seen on the bumper
sticker:
Never try to teach a pig how to sing - it is a waste of your time and
it annoys the pig.
While design review can often be challenging, it is, of
course, never a waste of time. It does, however, have the po-
tential to annoy a number of people including applicants, their
design professionals, and neighbors of projects who are un-
able to achieve all of the mitigation measures or design changes
they might desire. In addition, applicants are frequently re-
spected members of the community with a long history in the
Town's growth and change.
The challenge is in working in a respectful and non-judge-
mental way on each project to achieve the best result possible
for the Town while accommodating as much as possible the
applicant's reasonable goals. This requires some careful listen-
ing, mutual respect for a variety of opinions, and a commit-
ment to seek fresh solutions.
The problems that show up most frequently include the
following.
• Land prices that require more development on a par-
cel than is consistent with the scale of the surround-
ing area.
• Residential applicants determined to build as large a
home as possible for resale value.
• Applicants who put a lot of time, emotional energy,
and dollars into a project design before getting ad-
equate feedback from t ig staff and from the review
and approval bodies.
• Developers who do not allow their design profes-
sionals an- opportnriity to explore an adequate num-
ber of planning and design approaches to difficult
sites.
• Design professionals who lock into a design very early,
and have a difficult time in putting any fresh thought
into potential alternative solutions.
• Planning and design approaches that optimize inter-
nal function, economic return, or owner desires, but
that fail to adequately take into account the context
of the site and the expectations of the immediate
neighbors and the community at large.
The approach to peer review differs in each community
• in which CDG provides those services. In some, reviews are
made and advice given to staff with infrequent or no contact
with the applicant. In others, CDG is charged with the
responsiblity of resolving all design issues before the project
will be scheduled for hearing.
Suggested Approach
The following approach is one that has seemed to work
well
1. An initial meeting including the architectural consult-
ant, Town staff, the applicant and their design pro-
fessionals to discuss the site, program and initial de-
sign concepts.
Thu is an optional step and depends on The complexity of the
project and the rensitivity of the pryed in its neighborhood
context.
2. A reconnaissance of the site and, where appropriate,
assembly of contextual photographs.
This may also be an optional task- In Cupertino, I visit the
site only for very rensitive projects, orforsites that have unique
characteristics.
3. A discussion between staff and the architectural con-
sultant to identify any special issues or concerns.
4. Preliminary review of the project with a summary
letter to staff identifying planning and design issues.
When appropriate, I prepare overlay diagrams to sug-
gest one or more alternative approaches to resolving
individual concerns. I try to limit these to conceptual
ideas, but in some cases, my city clients have asked
for more specific recommendations when there is
doubt concerning the architect's ability or commit-
ment to deliver a satisfactory solution.
Some exampler of these review letters follow this page.
5. The next step is variable. Normally, staff forwards
the letter along with any additional comments to the
applicant for review and revisions to the design.
Sometimes it has been appropriate to have a meet-
ing/work session with the applicant to discuss the.
concerns and perhaps reach some. preliminary agree-
ment as to direction.
6. In many cases, my clients have instructed the
applicant's architect, with the applicant's concurrence,
to work directly with me to resolve design issues and
find acceptable solutions. This has been done through
fax exchange of drawings, telephone conversations
and direct meetings where necessary. In all cases, I
have kept the city staff informed. This is up to the
Town, and is obviously a matter of city staff and
their planning commissions developing a level of trust
in my judgement, but when it has been utilized it has
substantially reduced the number of meetings and
design iterations.
Exhib it A
Cannon Design Group 180 Harbor Drive Suite 219 Sausalito, California 415.331-3795
ESTIMATED HOURS AND FEES
Hours and fees for similar CDG services in other com-
munities have varied widely, and depend on the complexity of
the project, the skill of the applicant's design professionals,
and the willingness of the applicant to work cooperatively with
the Town.
Recent review assignments have ranged from less than
$500 to around $5,500. Most that involve site reconnaissance
and meetings with applicants have been between $1,500 and
$2,500. Projects above the $3,000 level have usually been ones
in which the applicant's design professionals have not ad-
equately responded to comments in the view of staff or the
Planning Commission. These have required additional meet-
ings and, in some cases, the preparation of suggested design
changes in graphic form.
CDG charges $120 per hour for Larry Cannon's time plus
expenses at cost plus 15%.
A typical meeting would cost about $500 including travel
time and expenses.
The following is what I would believe to be a reasonable
budget, including travel time and expenses, for a project re-
q*ring some significant review.
1. Preliminary submittal familiarity review
1 hour $ 120.00
2. Site reconnaissance, meeting with applicant,
and discussion with staff
4 hours $ 480.00
3. Preliminary review and summary letter
4 hours $ 480.00
4. Follow up meeting with staff and applicant
4 hours $ 480.00
(Optional)
5. Resubmittal review and letter
2 hours $ 240.00
6. Attendance at one public meeting
4 hours 3 480.00
(Optiona9
.
Personnel totals
16 hours $ 2,280.00
Expenses (3 tripsl '
$ 135.00
Estimated Total
$ 2,415.00
Estimated Total excluding optional items
1,355.00
-(1 trip far siti reconnaissance)
Cannon Design Group 180 Harbor Drive Suite 219 Sausalito, California 415.331-3795
Residential Design Guidelines
Work Scope Outline
March 31, 2005
1. CURRENT CONDITIONS EVALUATION
1.1 Existing Town Standards and Guidelines Review
• General Plan
• Residential Design Guidelines
• Pre-1941 Design Guidelines
• Almond Grove Historic District Ordinance
• Broadway Historic District Ordinance
• Edelen-University Avenue Historic District Ordinance
• Fairview Plaza Historic District Ordinance
• Individual LHP properties Ordinance
1.2 Key Neighborhoods Identification
• Staff reconnaissance
• Key neighborhoods characteristics descriptions
1.3 Photographic Inventory
• Staff reconnaissance
• Photographic inventory of neighborhood, site planning and structures
1.4 Planning and Design Characteristics Identification
• Written and graphic summary including:
- Setbacks
- Parking
- Front setback paving and landscaping
- Architectural Styles
- Building heights and massing
- Home entries
- Door and window types
- Accessory structures
- Materials and colors
- Architectural details
1.5 Common Problems Identification
• Written and graphic summary based on photographic inventory and past specific project
review experience
1.6 Issues Identification
• Written and graphic summary including:
- Definition of a neighborhood and neighborhood compatibility
- Criteria of excellence in design.
- Architectural styles and elements
- Energy conservation building techniques (e.g. thermal glazing, passive and active
1
EXHIBIT B
TO AMENDMENT
Residential Design Guidelines
Scope of Work
March 31, 2005
heating and cooling
- Building setbacks, colors, materials, and architectural styles
- Chimneys/cantilevered chimneys
- Privacy
- Use of architectural copper (nonpoint source concerns)
- When are second story additions appropriate?
- Pavement in front setback (e.g. circular driveways)
- When is it appropriate to require street frontage improvements?
- Walls, fences, arbors and other landscape features
- Exterior lighting
- Garages and detached accessory structures
- Determination on when architectural review is required for additions and
modifications
- Streamlining of review process and special design guidelines for historic structures
- Reevaluate Community Development Policyregarding additions to residences within
one year of occupancy for a residence that was granted Architecture and Site
approval.
- Reevaluate attic policy regarding upgrading an attic space to accommodate a future
second story.
1.7 Historic Districts Classifications Confirmation
• Definitions for:
- Historic Structures
- Contributing Structures
- Non-Contributing Structures
• HPC Reconnaissance of current classifications in the Historic Districts
1.8 HPC/Staff Field Reconnaissance
• Common Problems and Key Issues Identification
2. DESIGN GUIDELINES FRAMEWORK
2.1 Basic Planning and Design Principles Identification (General Town-wide)
• Community Expectations
• Neighborhood Compatibility
• Site Planning
• Architectural
• Landscaping
• Energy Conservation and Sustainability
2.2 Principles Identification Unique to Specific Neighborhoods and Historic Districts
• Neighborhood Compatibility
• Site Planning
2
Residential Design Guidelines
Scope of Work
March 31, 2005
• Architectural
• Landscaping
2.3 Major Design Guidelines
• Site Planning
• Architectural
• Landscaping
• Other
2.4 Design Guidelines Document Organization and Format
• Table of Contents
• Extent of guidelines
• Graphics types
3. PRELIMINARY DESIGN GUIDELINES
3.1 Expanded Design Guidelines
• Site Planning
• Parking
• Landscaping
• Privacy
• Building Form and Massing
• Second Floor Additions
• Accessory and Second Unit Structures
• Doors and Windows
• Materials and Colors
• Architectural Details
• Energy Conservation and Sustainability
3.2 Community Outreach
• Public meeting(s) to present and discuss Preliminary Design Guidelines
• Focus meeting(s) to address concerns of special groups
3.3 Expanded Design Guidelines Refinement
• Detailed design guidelines and graphics for:
- Site Planning
- Architectural
- Landscaping
- Other
4. DESIGN GUIDELINES DRAFT DOCUMENT
4.1 Administrative Draft Design Guidelines
3
Residential Design Guidelines
Scope of Work
March 31, 2005
4.2 Administrative Draft #2 Design Guidelines
4.3 Public Review Draft Design Guidelines
5. PUBLIC REVIEW AND ADOPTION
5.1 Planning Commission Public Hearing(s)
5.2 Town Council Public Hearing(s)
5.3 Final Design Guidelines
MEETINGS
GENERAL PLAN COMMITTEE MEETINGS
Meeting #1
1. Scope of Work discussion
2. General discussion of neighborhoods and issues
3. Discussion of Current Guidelines
Meeting #2
1. Town Existing Standards and Guidelines discussion
2. Key neighborhoods discussion
3. Common Problems Discussion
Meeting #3
1. Issues identification
Meeting #4
1. Community Expectations discussion
2. Basic Planning and Design Principles discussion
Meeting #5
1. Major Design Guidelines review and discussion
2. Design Guidelines Document Organization and Format discussion
Meeting #6
1. Expanded Design Guidelines discussion
Meeting #7
1. Expanded Design Guidelines discussion
4
Residential Design Guidelines
Scope of Work
March 31, 2005
Meeting #8
1. Community Input discussion
2. Refined Design Guidelines discussion
Meeting #9
1. Administrative Draft Design Guidelines discussion
Meeting #10
1. Administrative Draft #2 Design Guidelines discussion
Meeting #11
1. Public Review Draft Design Guidelines discussion and recommendations to Planning
Commission
HISTORIC PRESERVATION COMMITTEE MEETINGS
Meeting #1
1. Scope of Work discussion
2. Discussion of Current Historic Districts and District Ordinances and Guidelines
3. Common Problems Discussion
4. Scheduling of walking tour reconnaissance for HPC and staff
Meeting #2
1. Contributing and Non-contributing Structures discussion
2. Special Issues Discussion to include:
• Contributing historic structures
• Noncontributing historic structures
• Relocation of identified contributing structures from Historic District Ordinances to the
Design Guidelines.
• Reevaluate if contributing structures are still applicable.
• Bay windows (different types and when are they appropriate)
• Porch enclosures and other porch alterations
• Skylights
• Are garden windows appropriate?
• More defined building materials and when their use is appropriate (brick colors and types,
types of cultured stone, clad windows, etc)
• Sunrooms
• Existing historic walls and fences
• Proposed walls/fences
• Arbors and porte cocheres
• Garage door styles and material
• Solar panels for sites that have an individual LHP overlay zone, or are a contributor to an
historic district
5
Residential Design Guidelines
Scope of Work
March 31, 2005
Meeting #3
1. Continuation of Special Issues discussion
Meeting #4
1. Community Expectations discussion
2. Basic Planning and Design Principles discussion
Meeting #5
1. Major Design Guidelines review and discussion
2. Design Guidelines Organization and format discussion
Meeting #6
1. Expanded Design Guidelines discussion
Meeting #7
1. Expanded Design Guidelines discussion
Meeting #8
1. Community Input discussion
2. Expanded Design Guidelines discussion
Meeting #9
1. Administrative Draft Design Guidelines discussion
Meeting #10
1. Administrative Draft #2 Design Guidelines discussion
Meeting #11
1. Public Review Draft Design Guidelines discussion and recommendations to Planning
Commission
N:\DEV\SANDY\resguidelines\scope. l .wpd
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