LG BoulevardZ�WR p MEETING DATE: 02 /21/12
I ITEM NO.
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COUNCIL AGENDA REPORT
tas c A i os
DATE: February 13, 2012
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT
WITH RRM DESIGN GROUP TO SERVE AS A CONSULTANT TO THE
TOWN FOR PREPARATION OF THE LOS GATOS BOULEVARD PLAN
UPDATE
RECOMMENDATION
Authorize the Town Manager to execute an agreement with RRM Design Group to serve as
consultant to the Town under the supervision of the Director of Community Development.
BACKGROUND
In the fall of 1997, the Town Council adopted the Los Gatos Boulevard Plan, A Comprehensive
Long Term Plan to Enhance Los Gatos Boulevard and the Los Gatos Boulevard Design Standards.
The development of this plan was a collaborative effort among the Town, the residents, and the local
business community. Three public forums were held including one all day design charrette hosted by
the Town of Los Gatos and the American Institute of Architects, Santa Clara Valley Chapter. The
resulting plan presented the following vision statement:
The Los Gatos Boulevard Plan has been created and adopted in order to establish a partnership
among residents, businesses, property owners, and the Town government to develop the Boulevard
as a distinctplace that enhances the quality of life of the people of Los Gatos through its economic
vitality, beauty, and community.
PREPARED BY :Wendie R. Rooney, Director of Community Development
Reviewed by: UAssistant Town Manager Town Attorney Finance
N:\DEV\TC REPORTS\20 12\LGBPIan- RRMeontract.doc Refenuatted: 5 /30/02 Revised: 2 113/12 1:57 PM
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: NORTH 40 SPECIFIC PLAN -RRM CONTRACT
February 13, 2012
To realize this vision, the overall goals of the plan are to:
• Preserve and protect the essence of Los Gatos' history, individuality, character, and natural
environment.
• Promote commercial activity that complements the whole Town. Provide a dependable
source of income, employment opportunities, goods, and services.
• Provide for attractive, easy, and effective access to, from, and through the Boulevard.
• Provide effective links and interfaces between neighborhoods and commercial areas.
Integrated into the plan are seven objectives intended to further define the vision and goals. These
seven objectives include Gateways, Land Uses, Streetseape, Buildings, Transportation, Development
hicentives, and Signs. In support of the vision, goals, and objectives, a series of policies as well as
an implementation program were developed.
In January 2009, the Council re- affirmed the Boulevard Plan and provided direction on the following
issues that should be addressed in an update of the Boulevard Plan:
• Preservation of specific scenic vista opportunities;
• Provision and maintenance of enhanced public improvements and streetscape, and
consideration of alternative lane configurations;
• Protection of long -tern retail, office, and other cormnercial opportunities at key intersections
and on large parcels;
• Desirable variations in building heights, massing, setbacks, and parking; and
• Limited mixed use housing opportunities to encourage other Los Gatos Boulevard Plan goals
and strategies.
DISCUSSION
The Town requested that RRM prepare a scope of services for updating the Boulevard Plan. This
request was made because RRM is currently working on the North Forty Specific Plan and the two
plans are inter - related.
In late 2011, RRM prepared a proposal to update the Boulevard Plan. Staff has reviewed the scope
of services and requests approval of an agreement for this proposal. The scope of services includes
the following base tasks:
• Initial meeting with Town staff
• Data Gathering
• Base Map and Opportunity and Constraints Analysis
• Transportation Planning/Engineering Analysis
- Initial meeting with Town staff
- Collect existing traffic data and evaluate existing conditions
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: NORTH 40 SPECIFIC PLAN -RRM CONTRACT
February 13, 2012
- Evaluate cumulative conditions
- Prepare a Traffic Study
- Prepare intersection and roadway conceptual layouts and design
• Prepare a Land Use/Urban Design Plan
• Conduct View Analysis and Visual Simulations
• Advisory Committee meeting
• Town Council /Planning Commission Study Session
• Prepare Draft Los Gatos Boulevard Plan
• Planning Commission hearing
• Town Council hearing
• Prepare Final Plan
• Project Coordination and Meetings
The proposed cost for the base tasks and reimbursable expenses is $153,310. Please note that the
traffic study and analysis, and the view analysis and simulations account for 40% of the base task
proposal costs ($61,470).
The proposal also includes the following optional tasks:
• Additional Advisory Committee meeting
• Evaluate alternative cumulative conditions
• Evaluate additional intersections
The proposed cost for the optional tasks is $14,230 and is included in the Compensation Section of
the proposed Consultant Agreement (Attachment 1). Staff is recommending including the optional
tasks in the contract and will evaluate the need as the traffic analysis and community input
progresses. Including the tasks in the contract does not obligate the Town to undertake the work.
Qualifications
RRM has been in business for 36 years and is a multi - disciplinary firm that includes pluming, design
and engineering professionals. RRM has prepared more than 75 specific plans for communities
throughout the state. RRM's qualifications include the following:
• Extensive specific plan portfolio
• Understanding of codes, policies, and design guidelines
• Successful completion of mixed use planning and design projects
• Public and private sector experience
• Successful community involvement
• In -house infrastructure and utility professionals
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: NORTH 40 SPECIFIC PLAN -RRM CONTRACT
February 13, 2012
Oversight Committee
Traditionally, the Town has utilized an oversight committee when developing new programs or
policies that includes design guidelines or standards. For example, the Hillside Development
Standards and Guidelines plan was reviewed by the Architectural Standards /Hillside Committee as
the document was being developed. An advisory committee would review and provide input at key
milestones while the plan is being developed. Those comments and recommendations would be
forwarded to the Planning Commission and Town Council when the draft Boulevard Plan is
considered, or during the development process in the case of elements that require direction or
decisions.
Staff recommends that the North Forty Advisory Committee serve as the oversight review body
during the drafting of the Boulevard Plan.
FISCAL IMPACT
The Los Gatos Boulevard Plan is an implementation program of the General Plan; consequently, the
plan update, excluding the traffic study and analysis, will be funded with General Plan funds. The
traffic study and analysis will be funded with traffic impact fees. Sufficient funds are included in the
FY 2011/12 Community Development Department Pass Through program Adopted Budget.
CONCLUSION
Staff recommends that the Council authorizing the Town Manager to execute an agreement with
RRM Design Group to serve as a consultant to the Town under the supervision of the Director of
Community Development (Attachment 1)
Attachments
1. Consultant agreement
Distribution
Debbie Rudd, RRM Design Group, 3765 S. Higuera St., Ste. 102, San Luis Obispo, CA 93401
W19 i
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT is dated for identification this day of February 2012 and is made by and
between TOWN OF LOS GATOS, a California municipal corporation, ( "Town ") and RRM Design
Group, ( "Consultant"), whose address is 3765 S. Higuera Street, Suite 102, San Luis Obispo, CA
93401. This Agreement is made with reference to the following facts.
L RECITALS
1.1 The Town is undertaking the preparation of an update of the Los Gatos Boulevard Plan.
1.2 The Town desires to engage a qualified consultant to work with Town staff and the
development team to conduct field work, review and analyze transportation planning, land
use and urban design, and view analysis, and prepare an update of the Los Gatos Boulevard
Plan.
1.3 The Town desires to engage the Consultant based on experience and qualifications in
preparation of area plans and community outreach and meeting facilitation.
1.4 The Consultant represents and affirms that the firm is qualified and willing to perform the
desired work pursuant to this Agreement.
IL AGREEMENTS
2.1 Scope of Services The Consultant shall provide the services listed in Exhibit A.
2.2 Time of Performance The services of Consultant are for up to a two year period that will
commence upon the execution of the contract.
2.3 Compliance with Laws The 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 shall maintain a Town of Los Gatos business license pursuant to
Chapter 14 of the Code of the Town of Los Gatos.
2.4 Sole Responsibility Consultant shall be responsible for employing or engaging all persons
necessary to perform the services under this Agreement.
2.5 Information/Report Handling All documents furnished to Consultant by the Town and all
reports and supportive data prepared by the Consultant under this Agreement are the
Town's property and shall be delivered to the Town upon the completion of Consultant's
services or at the 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 the Town to the public, and the
Consultant shall not make any of the these documents or information available to any
Page 1 of 7
ATTACH 1
individual or organization not employed by the Consultant or the Town without the written
consent of the Town before such release. The Town acknowledges that the reports to be
prepared by the 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 the
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.
2.6 Compensation Compensation for Consultant's professional services shall not exceed one
hundred and sixty seven thousand five hundred and forty dollars ($167,540). Payment shall
be based upon Town approval of specified tasks in the scope of work.
2.7 Billin . Billing shall be accompanied by a detailed explanation of the work performed by
whom at what rate and on what date. 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. All invoices and statements to the Town shall
reference the Town's purchase order number and be addressed as follows:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031
2.8 Project Manager The Project Manager for the Town for the work under this Agreement
shall be Joel Paulson. The Project Manager for the Consultant for the work under this
Agreement shall be Debbie L. Rudd.
19 Availability of Records Consultant shall maintain the records supporting this billing for
not less than three years following completion of the work under this Agreement.
Consultant shall make these records available to authorized personnel of the Town at the
Consultant's offices during business hours upon written request of the Town.
2.10 Assignability and Subcontracting The services to be performed under this Agreement are
unique and personal to the Consultant. No portion of these services shall be assigned or
subcontracted without the written consent of the Town.
2.11 Independent Contractor It is understood that the Consultant, in the performance of the
work and services agreed to be performed, shall act as and be an independent contractor and
not an agent or employee of the 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, the 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
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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.
2.12 Conflict of Interest Consultant understands that its professional responsibilities are solely
to the Town. The Consultant has and shall not obtain any holding or interest within the
Town of Los Gatos. Consultant has no business holdings or agreements with any individual
member of the Staff or management of the 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 the 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 the 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 the Town's sole
discretion, sever any such employment relationship.
2.13 Equal Employment Op op rtunity 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.
Page 3 of 7
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
i. 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.
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 the Town all certificates of insurance, with
original endorsements effecting coverage. Consultant agrees that all
certificates and endorsements are to be received and approved by the Town
before work commences.
iv. Consultant agrees to have and maintain, for the duration of the contract,
professional liability insurance in amounts not less than $1,000,000 which is
sufficient to insure Consultant for professional errors or omissions in the
performance of the particular scope of work under this agreement.
General Liability:
i. The 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 the Consultant; products and completed operations of Consultant,
premises owned or used by the Consultant. This requirement does not apply
to the professional liability insurance required for professional errors and
omissions.
ii. The Consultant's insurance coverage shall be primary insurance as respects
the Town, its officers, officials, employees and volunteers. Any insurance or
self - insurances maintained by the Town, its officers, officials, employees or
volunteers shall be excess of the 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 the Town, its officers, officials, employees or
volunteers.
iv. The 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.
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3.2 All Coverages Each insurance policy required in this item shall be endorsed to state that
coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except
after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the Town. Current certification of such insurance shall be kept on file at all
times during the term of this agreement with the Town Clerk.
3.3 Workers' Compensation Consultant shall obtain and maintain Workers' Compensation
insurance as required by California law and shall provide evidence of such policy to the
Town. Consultant shall ensure that all subcontractors employed by Consultant provide the
required Workers' Compensation insurance for their respective employees.
3.4 Indemnification The Consultant shall save, keep, hold harmless and indemnify and defend
the Town, its officers, agent, employees and volunteers from all damages, liabilities,
penalties, costs, or expenses in law or equity that may 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 negligent act or omissions of the Consultant, or any of the
Consultant's officers, employees, or agents or any subconsultant.
IV. GENERAL TERMS
4.1 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.
4.2 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.
4.3 Termination of Agreement The Town and the Consultant shall have the right to terminate
this agreement with or without cause by giving not less than fifteen days (15) written notice
of termination. In the event of termination, the Consultant shall deliver to the Town all
plans, files, documents, reports, performed to date by the 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 the Town bears to completed services
contemplated under this Agreement, 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.
4.4 Amendment No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by the Town and the Consultant.
4.5 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.
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4.6 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:
Joel Paulson
Town of Los Gatos
110 E. Main Street
Los Gatos, CA 95030
To Consultant:
Debbie L. Rudd
RRM Design Group
3765 S. Higuera Street, Suite 102
San Luis Obispo, CA 93401
or personally delivered to Consultant to such address or such other address as Consultant
designates in writing to Town.
4.7 Order of Precedence In the event of any conflict, contradiction, or ambiguity between the
terms and conditions of this Agreement in respect to the Products or Services and any
attachments to this Agreement, then the terms and conditions of this Agreement shall
prevail over attachments or other writings.
4.8 Entire Agreement This Agreement, including Exhibit A, constitutes the complete and
exclusive statement of the Agreement between the 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, the Town and Consultant have executed this Agreement.
Town of Los Gatos
Greg Larson, Town Manager
Town of Los Gatos
Consultant:
John B. Wilbanks. Principal
RRM Design Group
Department Approval:
Wendie Rooney
Community Development Director
ATTEST:
Town of Los Gatos
Approved as to Form:
Mazarin Vakharia
Clerk Administrator
N: \DEV\AgreementsURRMDesign -LGBPI an- docx.rtf
Judith Propp
Town Attorney
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RRM Design Group LOS GATOS BOULEVARD PLAN
3765 S. Higuera St., Ste. 102
San Luis Obispo, CA 93401 Town of Los Gatos
P: (805) 543 -1794 = Scope of Services
F: (805) 543 -4609
www.rnndesign.com V November 29, 2011
PROJECT UNDERSTANDING
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In preparation of this scope of work, we carefully reviewed the desires expressed by the Town
of Los Gatos through consultations with staff. We also conducted a site visit and reviewed
relevant policies from the General Plan and other available Town documents. The scope below
has been organized sequentially in the order in which we intend to run the project. We are
prepared to customize this scope as necessary to best satisfy the Town objectives, budget and
time frames.
SCOPE OF SERVICES
TASK 1: TOWN ST AFF MEETING NO. 1
RRM and Fehr & Peers will meet with staff to discuss the project and gather additional
information including:
• Review of project objectives, scope of work and project timeline
• Discussion of general problems, hot spots and issues to be focused on during the
project
• Discussion of product format, organization and graphic quality presentation
• Tour of the study area
• Field review to observe traffic, transit, bicycle and pedestrian operations in the study
corridor during the peak periods and review of traffic control devices at selected
intersections, including crosswalk locations
Existing lane and median widths will be field- verified and opportunities for potential
transportation enhancements will be noted.
• This meeting will be conducted on the same day as a North 40 Advisory Committee
meeting or other previously planned meeting
Deliverables: Prepare an agenda and all meeting materials and will facilitate the meeting
Town staff will be responsible for meeting logistics.
TASK 2: DATA GA THERING
As a first step in preparing the Los Gatos Plan update, RRM will gather and review data that is
relevant to this project. This will include review of the General Plan, existing Los Gatos
Boulevard Plan, zoning code, planning studies, Commercial Design Guidelines, existing
entitlements, Bay Area Economics' final economic report on market demand and leakage, and
the Vasona Light Rail Element. The primary effort here is to get a solid understanding of past
and current planning efforts and to harness the wealth of existing data that can be used in the
planning process. Data gathering related to the transportation planning and engineering
COMMUNITY I CIVIC & PUBLIC SAFETY I RECREATION I URBAN
ARCHITECTS I ENGINEERS I LANDSCAPE ARCHITECTS I PLANNERS I SURVEYORS
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E%HIBIT A OF
ATTACHMENT 1
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Los Gatos Boulevard Plan creating environments people enjoy"
Scope of Services
November 29, 201 1
Page 2of9
analysis will be conducted concurrently and is captured under Task 4.
Deliverables: Collection and review of relevant data as described above
TASK 3: BASE MAP AND OPPORTUNITY AND CONSTRAINTS ANALYSIS
RRM will prepare, using Town - provided data, a project area base map in AutoCAD /GIS format.
This base map will compile existing data into one (1) exhibit to show the following: parcel lines,
street locations, land uses and existing development areas, circulation routes and gateways,
aerial photo, etc. The base map will be used throughout the project for various mapping and
design exhibits. As an overlay to this base, the consultant team will prepare an existing
conditions map with opportunities /constraints illustrating significant site features for use in
public meetings and discussions.
Deliverables:
• Electronic base map scaled for appropriate presentation format
• Existing conditions /opportunities and constraints overlay map using existing
data and aerial photographs provided by the Town
TASK 4: TRANSPORTATION PLANNING /ENGINEERING ANALYSIS
Fehr & Peers will provide transportation planning and engineering services to support RRM
Design Group to update the Los Gatos Boulevard Plan for the Town of Los Gatos. The previous
Los Gatos Boulevard Plan was completed in fall 1997 and covered approximately 1.8 miles of
the corridor between the State Route (SR) 85 interchange to the north and Spencer Road to the
south. The revised Los Gatos Boulevard Plan will include Los Gatos Boulevard between the State
Route (SR) 85 interchange to Spencer Road. Under this scope of work, Fehr & Peers will conduct
the following tasks:
Subtask 4.A: Kick -Off Meeting and Field Visit
Fehr & Peers will attend one (1) meeting with the project team and Town staff to discuss the
project and finalize the scope of work. Staff input will be solicited and incorporated into the
final scope of work to focus the study efforts to address specific community concerns. The
revised scope of work will be submitted to staff for final approval. We will conduct a field review
to observe traffic, transit, bicycle and pedestrian operations in the study corridor during the
peak periods, and will review traffic control devices at selected intersections, including
crosswalk locations. Existing lane and median widths will be field- verified and opportunities for
potential transportation enhancements will be noted.
Subtask 4.B: Collect Existing Data
Fehr & Peers will assemble baseline data to assess existing conditions for vehicle, bicycle,
transit and pedestrian facilities along the Los Gatos Boulevard corridor, including:
• Existing Streetscaoe and Geometrics Based on aerial maps and field observations, we
will identify the physical transportation features of the corridor, including parking
facilities, roadway lane geometries at the intersections and segments between
intersections, and transit and bicycle support facilities. We will observe how people and
vehicles travel through the corridor, including pedestrians on the sidewalks and at
crossing locations.
• Intersection Traffic Counts: Fehr & Peers will conduct existing peak hour (7:00 a.m. to
9:00 a.m. and 4:00 p.m. to 6:00 p.m.) turning movement counts at the following
Los Gatos Boulevard Plan
Scope of Services
November 29, 2077
Page 3 of 9
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intersections. Fehr & Peers will compare new counts to available historic counts (to be
provided by Town staff) and submit them for Town approval.
1. Los Gatos Boulevard /SR 85 southbound ramps
2. Los Gatos Boulevard /Burton Road - Samaritan Drive
3. Los Gatos Boulevard /Lark Avenue
4. Los Gatos Boulevard / Gateway Drive
5. Los Gatos Boulevard/Village Square Shopping Center Entrance
6. Los Gatos Boulevard /Chirco Drive -Los Gatos Almaden Road
7. Los Gatos Boulevard /Blossom Hill Road
8. Los Gatos Boulevard /Roberts Road
9. Los Gatos Boulevard /Shannon Road
10. Los Gatos Boulevard /Nino Avenue
• Collision Data Fehr & Peers will request local collision data for the past three (3) years
from the Town of Los Gatos along the study corridor. We will use GIS analysis software
to identify corridor -wide and point- specific traffic, pedestrian and bicycle safety issues
on Los Gatos Boulevard.
• Signal Timino Plan: Fehr & Peers will request signal timing plans from the Town of Los
Gatos (or will obtain from field observations) for the study intersections.
Subtask 4.C: Evaluation Existing Conditions
Fehr & Peers will use the level of service (LOS) method approved by VTA and the Town of Los
Gatos, which is based on the 2000 Highway Capacity Manual, to analyze the study intersections.
Operation of the study intersections will be calculated for mid -week a.m. and p.m. peak hour
LOS using TRAFFIX 8.0 analysis software.
The study intersections of Los Gatos Boulevard /Roberts Road and Los Gatos Boulevard /Shannon
Road are closely spaced. The TRAFFIX analysis software program might not accurately capture
the operations of these two (2) intersections if heavy congestions are observed. Therefore, we
will provide a qualitative evaluation of potential operational issues based on field observations
to supplement TRAFFIX analysis
Subtask 4.D: Evaluate Cumulative Conditions
Fehr & Peers will utilize the TRAFFIX network developed in subtask 4.0 above to evaluate the
LOS impacts generated by the cumulative conditions on the corridor. Fehr & Peers will request
and retain future traffic volumes based on the proposed Los Gatos 2020 General Plan Land Use
information through the Town of Los Gatos' TRAFFIX model. We will also inquire and request
any additional land use information not included in the TRAFFIX model, but deemed necessary
by Town staff for the analysis. We will identify relevant intersection and roadway improvements
in the 2020 General Plan and the previous Los Gatos Boulevard Plan and will incorporate these
improvements into the TRAFFIX network. Intersection LOS calculations will be conducted during
the peak periods and summarized in the final deliverable.
Optional Subtask 4.D.1: Evaluate Alternative Cumulative Conditions
Fehr & Peers will evaluate one (1) alternative cumulative design scenario upon request by the
Town staff or the client. We will seek recommendations from Town staff and make TRAFFIX
network modifications accordingly. We will conduct intersection LOS calculations during the
peak periods and summarize the results in the final deliverable.
Los Gatos Boulevard Plan
Scope of Services
November 29, 2011
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Optional Task 4.13.2 - Evaluate Additional Study Intersections
Fehr & Peers will conduct technical analysis as outlined under Tasks 4C and 4 at the following
intersections upon request by the City staff or the client.
1. Los Gatos Boulevard / Caldwell Avenue - Kennedy Road
2. Los Gatos Boulevard / Saratoga Los Gatos Road (SR 9)
This task assumes new existing intersection turning movement counts at both additional study
intersections.
Subtask 4.E: Prepare Documentation
Fehr & Peers will summarize the results of the technical analysis in a memorandum and submit
it for review. This scope assumes up to 12 staff hours to respond to comments on the draft
memorandum. Fehr & Peers will incorporate those comments into the final memorandum.
Comments requiring additional technical analysis or additional staff time beyond the number of
hours budgeted will be considered additional services and will only be conducted upon written
authorization.
Subtask 4.F: Assist with Intersection and Roadway Conceptual Layouts and Design
Fehr & Peers will assist RRM Design Group with the conceptual layouts of intersections,
including the general design parameters for curb extensions (i.e., bulbouts), lane configuration
modifications and transit - /bicycle - /pedestrian - facility accommodations based on drawings
prepared by RRM Design Group. We will provide input on the need to remove on- street parking
as appropriate to accommodate streetscape features identified in the 2020 General Plan and on
the use of in -lane bus stops at expanded curb extensions. We will provide input via conceptual
diagrams and /or sketches if requested. We have assumed up to 30 staff hours to perform this
task.
Subtask 4.G: Attend Meetings
Fehr & Peers will attend one (1) team meeting (in addition to the initial kick -off meeting) and
one (1) community meeting. Additional in- person meetings will be conducted as an additional
service.
Deliverables: As described above
TASK S: LAND USE /URBAN DESIGN PLAN GRAPHIC
RRM's team of planners, urban designers, architects, landscape architects and engineers will
collaborate with the Town, traffic consultant and signage experts to generate realistic concepts
that consider the traffic and infrastructure impacts, as well as the economic and design
impacts. This alternative will be the basis for the updated document. The Land Use /Urban
Design Plan will be a colored site plan that includes:
• District boundaries and potential density nodes
• Confirmation of existing zoning and any proposed changes
• Building forms
• Streetscape /complete street recommendations
• Bike and pedestrian treatments
Deliverables: Prepare a colored land use /urban design plan graphic
Los Gatos Boulevard Plan
Scope of Services
November 29, 2077
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TASK 6: VIE ANALYSIS
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RRM will perform a view analysis along Los Gatos Boulevard in the Town of Los Gatos. The
range of work to be addressed will include the creation of a potential development scenario that
is in keeping with the development standards, yet will protect established view corridors. The
views depicted would be actual photographs with overlays of real development that will be
consistent with the vision of the Specific Plan. RRM will prepare up to ten (10) views.
Site Visit, Development Review and Photographs
RRM will document existing conditions and take photographs along the Los Gatos Boulevard
corridor. The exact photo location can be predetermined in conjunction with staff and verified
from the site. RRM will explore the site and review the development standards.
Conceptual Design Confirmation
RRM will conceptualize potential development scenarios for predetermined locations along the
corridor, based on the development standards. Sketch concepts of the prepared design will be
evaluated to depict key features, massing and height, and will be sufficient to convey the overall
architectural style being proposed. `Before- and - after" digital exhibits will be prepared for
review.
Visual Simulations
RRM will review the updated design concept with Town staff representatives. RRM will obtain
feedback from staff to be incorporated into the development concepts. RRM will incorporate
client input and will refine designs to reflect the agreed -upon architectural style, massing, use
and height. Based on that feedback, RRM will create photo - realistic "before- and - after" imagery
that depicts the development scenarios. A combination of 3D software and photomontage will
be used to create the effect.
Review and Refinements
Town representatives will have the opportunity for one (1) round of comments and revisions
and RRM will then update the graphics. RRM will obtain feedback from Town representatives to
be incorporated into updated graphics.
Deliverables: Conduct a site visit and will prepare up to ten (10) view simulations
TASK 7: ADVISORY GROUP MEETING - PRESENT DRAFT PLAN
The purpose of this meeting will be to receive input on key elements of the updated Plan, such
as land use strategies, urban design, economic strategy, and circulation and mobility. The
planning team will coordinate the agenda and format for this meeting with Town staff.
Deliverables: Prepare the meeting notices, agenda and meeting materials, and facilitate the
meeting
Town staff will be responsible for meeting logistics, notification, refreshments
and advertisement.
Los Gatos Boulevard Plan
Scope of Services
November 29, 207 1
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TASK 8: JOINT TOWN COUNCIL /PLANNING COMMISSION STUDY SESSION
The consultant team will prepare for and attend a Town Council hearing to present the Land
Use /Urban Design Plan and Visual Analysis.
Deliverables: Prepare for and attend one (1) Town Council hearing.
TASK 9: PREPARATION OF ADMINISTRATIVE DRAFT LOS GATOS BOULEVARD PLAN UPDATE
In this task, the consultant team will compile and prepare the Administrative Draft Plan in full
color with images and graphics to illustrate concepts. The Plan will build off of the existing Los
Gatos Boulevard Plan, other Town documents and the previous task of Initial Plan Components.
The Plan will include sections such as:
Introduction
• Vision
• Land Use
• Urban Form Standards:
• Building setbacks
• Building height limits
• Building density —FAR or du /ac
• Parking standards
• Streetscape Improvements
o Pedestrian
o Bike
o Vehicular
• Nodes
• Gateways and Signage
• Implementation
Deliverables: RRM will provide one (1) digital and one (1) color hard copy.
TASK 10: HEARING DRAFT PLAN
Following the completion of the Administrative Draft Plan and receipt of the single, redlined
comments from the Town, RRM will produce a Hearing Draft Plan. At this point, all of the
Town's comments will have been integrated and this draft will be finalized for a public hearing
d raft.
Deliverables:
Town staff will provide one (1) consolidated, marked -up redline version of all
comments and RRM will make such revisions.
RRM will provide one (1) digital, one (1) colored version and five (5) black and
white hard copies.
TASK 11: PLANNING COMMISSION HEARING
The consultant team will prepare for and attend one (1) Planning Commission hearing to
present the Hearing Draft Plan.
Deliverables:
Prepare for and attend hearing
Los Gatos Boulevard Plan
Scope of Services
November 29, 2011
Page 7 of 9
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Assist Town staff in presenting Hearing Draft Plan at one (1) Planning
Commission hearing
Make list of Planning Commission - suggested revisions to present to Town
Council
TASK 12: T OWN COUNCIL HEARING
The consultant team will prepare for and attend a Town Council hearing to present the Hearing
Draft Plan.
Deliverables:
• Prepare for and attend one (1) Town Council hearing
• Assist Town staff in presenting Hearing Draft Plan at Town Council hearing
TASK 13: PREPARE FINAL PLAN
Following the action taken by the Town Council, the consultant team will make the final edits
and modifications to the document.It is assumed that one (1) set of revisions will be made to
the document, incorporating both the Planning Commission recommendations and Town
Council action. Errata sheets may be used to discuss preferred changes between the Planning
Commission and Town Council hearings.
Deliverables: Make final edits and produce one (1) final, camera -ready Final Plan in color hard
copy and electronic format and five (5) bound, black and white copies
TASK 14: PROJECT COORDINATION AND MEETINGS
Throughout the preparation of the Plan, the team will need to coordinate with Town
staff, various departments, subconsultants and interest groups. This task is intended to allow
for necessary coordination between the project team members and Town staff throughout the
Plan process. This will include informal teleconferences, meetings, research correspondence,
record keeping, project coordination, report production, electronic file management, graphic
preparation and all other coordination during the preparation of the Plan.
Deliverables: Ongoing project coordination and management throughout Plan process as
described above
This assumes an average of two (2) hours per week for nine (9) months.
OPTIONAL TASK Ol: ADVISORY COMMITTEE MEETING NO. 3 - PRESENT DRAF PLAN
After the preparation of the Administrative Draft Plan, the consultant team will facilitate an
Advisory Committee meeting. The purpose of this meeting will be to review the key elements of
the Plan, such as land use strategies, urban design proposals, development standards, and
circulation and mobility proposals. The planning team will coordinate the agenda for this
meeting with Town staff.
Deliverables: Prepare meeting notices, agenda and meeting materials, and assist Town staff
in facilitating the workshop
Town staff will be responsible for meeting logistics, notification, microphones,
refreshments and advertisement.
.y
Los Gatos Boulevard Plan
Scope of Services
November 29, 201 1
Page 8 of 9
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Reimbursable Expenses
Incidental expenses incurred by RRM Design Group, or any subconsultant it may hire to perform
services for this project, are reimbursed by the client at actual cost plus 10% to cover its
overhead and administrative expenses. Reimbursable expenses include, but are not limited to
reproduction costs, postage, shipping and handling of drawings and documents, long distance
communications, fees paid to authorities having jurisdiction over the project, the expense of
any additional insurance requested by client in excess of that normally carried by RRM Design
Group or its subconsultants and travel expenses ( transportation /automobile /lodging /meals).
Reimbursable automobile travel mileage will be billed at the current IRS business standard
mileage rate.
Estimated Fee: $4,000
TASK AND FEE SUMMARY
TASK
Task 1
DESCRIPTION
I Town Staff Meeting No. 1
(see
' $
footnote)
3,160
Task 2
i Data Gathering
[ $
3,520
Task 3
Base Map and Opportunity and Constraints Analysis
$
4,440
Task 4
( Transportation Planning /Engineering Analysis
! $
39,070
Task S
Land Use /Urban Design Plan Graphic
? $
9,200
Task 6
? View Analysis
s $
22,560
Task 7
j Advisory Group Meeting - Present Draft Plan Concepts
$
5,520
Task 8
i joint Town Council /Planning Commission Study Session
$
5,760
Task 9
! Preparation of Administrative Draft Los Gatos Boulevard Plan Update
$
22,400
Task 10
Hearing Draft Plan
; $
7,120
Task 11
Planning Commission Hearing
$
4,240
Task 12
! Town Council Hearing
$
3,520
Task 13
i Prepare Final Plan
; $
4,720
Task 14
Project Coordination and Meetings
$
10,080
SUBTOTAL:
$
148,390
OPTIONAL TASKS
Task 01
; Advisory Committee Meeting No. 3 - Present Draft Plan
$
6,640
Subtask 4.D71
Evaluate Alternative Cumulative Conditions
$
2,970
Subtask 4.D.2
I Evaluate Additional Study Intersections
? $
4,620
OPTIONAL TASKS SUBTOTAL: I $,
14,230
Estimated Reimbursable Expenses
$4,000
ESTIMATED PROJECT TOTAL (not including optional tasks):
$153,310
ESTIMATED PROJECT TOTAL (with optional tasks):
$167,540
Fee Footnote
Fixed fee tasks will be billed as the work progresses until the task is completed and the total
amount stated in the contract for the task is invoiced.
Los Gatos Boulevard Plan
Scope of Services
November 29, 2011
Page 9of9
Adjustment to Hourly Billing Rates
RRM reserves the right to adjust hourly rates on an annual basis.
LIMITATIONS OF SCOPE
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Please note that the tasks to be performed by the RRM team are limited purely to those outlined
above. Substantive changes requested by the client or changes in the client's program or
direction that are inconsistent with prior approvals are subject to additional services fees. Any
additional services that RRM Design Group is asked to perform over and above those described
above will be billed on a negotiated and client- approved fixed fee or hourly basis.
If this scope of services is acceptable, please sign where indicated below; return one set to RRM
and retain one set for your records. Thank you again for your continued reliance on RRM Design
Group's planning staff. We enjoy working with you and look forward to assisting you in this
work effort.
Sincerely,
RRM DES
Imams
er of Planning Services
Debbie Rud6(AICP, LEED AP
Principal -in- Charge
AUTHORIZATION TO PROCEED BY CLIENT REPRESENTATIVE:
Sign
Print Name, Title
Date
Organization Name
Billing
Tasks Authorized
(all tasks authorized unless otherwise noted)
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