Desk Item�pW N p
MEETING DATE: 06/02/15
mITEM NO: 8
C
COUNCIL AGENDA REPORT DESK ITEM
DATE: JUNE 2, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MANAG
SUBJECT: OPERATING AND CAPITAL BUDGETS
A. CONSIDER THE TOWN OF LOS GATOS PROPOSED OPERATING AND
CAPITAL BUDGET FOR FISCAL YEAR 2015/16
B. CONSIDER THE TOWN OF LOS GATOS PROPOSED CAPITAL
IMPROVEMENT PROGRAM FOR FISCAL YEAR 2015 -2020
C. PROVIDE DIRECTION REGARDING ANY OF THE FOLLOWING
CHANGES TO THE FISCAL YEAR 2015/16 OPEARTING AND CAPITAL
BUDGET OR THE 2016 -2020 CAPITAL IMPROVEMENT PROGRAM
BUDGET:
1. TRANSFER OF $100,000 IN YEAR -END GENERAL FUND SURPLUS
TO THE NPDES FUND
2. TRANSFER OF $500,000 FROM THE TOWN'S VEHICLE
MAINTENANCE FUND TO THE TOWN'S GENERAL LIABILITY
ABAGFUND
3. INCREASE VEHICLE IMPACT FEE REVENUE IN THE GENERAL
FUND APPROPRIATED RESERVE (GFAR) BY $136,000
4. ALLOCATION OF ONE -TIME ADDITIONAL FY 2014/15 YEAR END
GENERAL FUND SURPLUS TO OFFSET HUMAN SERVICES
GRANTS FUNDING GAP OF $31,294
5. ALLOCATION OF ADDITIONAL ONE -TIME FUNDING OF $1,000
FROM FY 2014/15 YEAR END GENERAL FUND SURPLUS TO FUND
THE ART DOCENTS OF LOS GATOS
6. ALLOCATION OF ADDITIONAL ONE -TIME FUNDING OF $2,000
FROM FY 2014/15 YEAR END GENERAL FUND SURPLUS TO FUND
THE NEW MUSEUMS OF LOS GATOS
7. ALLOCATION OF ADDITIONAL ONE -TIME FUNDING OF $5,600
FROM FY 2014/15 YEAR END GENERAL FUND SURPLUS TO FUND
THE ARTS AND CULTURE COMMISSION
8. AUTHORIZATION TO ASSIST THE ARTS AND CULTURE
COMMISSION IN DEVELOPING AN UPDATED ARTS PLAN FOR
COUNCIL REVIEW AND CONSIDERATION AND FOR STAFF TO
Reviewed by: N/A Assistant Town Manager N/A Town Attorney N/A Finance
C : \UsersVseastromWppData\L.ocal\ Microsoft \Windowe \Temporary Internet Files \Content.0utlook \VDMOP4IC\FINAL Budget Desk Item.docx
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS
DATE: JUNE 2, 2015
EXPLORE ALTERNATIVE OPTIONS FOR ONGOING REVENUE
SOURCES FOR PUBLIC ART FUNDING
9. AUTHORIZATION TO ADJUST GENERAL FUND EXPENDITURES
AND REVENUES BY $164,000 TO FUND AN ENTRY LEVEL
OFFICER
10. ALLOCATION OF $300,000 IN FY 2014/15 YEAR END GENERAL
FUND SURPLUS TO FUND RESTORATION OF SERVICES AND /OR
FUTURE SALARY AND BENEFIT AUGMENTATIONS
REMARKS:
After the initial Staff Report was distributed on May 28, 2015 and subsequent Addenda, Staff
received a number of additional questions related to the Proposed FY 2015/16 Operating and Capital
Budgets. Provided below is further information to clarify previously provided responses to Council
inquiries for this agenda item.
Also provided in Attachment 9 are additional public comments.
1. Police expenditures are increasing approximately $1.8 million (please confirm
accuracy). Can you please provide me a (simple) list of where those increased funds are
being spent.
Answer: As illustrated in the chart below, the Proposed FY 2015116 Budget for the Police
Department, $14,910,621, increased $705, 408 from the adopted FY 2014115 Police Budget of
$14,205, 213.
aries
rati
Service
The majority of this increase, $355,000, is due to an increase in the realignment pass - through
monies. These funds are issued to the Town from the State and, acting in the capacity of fiscal
agent for these funds, the Town disburses these monies to Santa Clara County. The realignment
monies vary each year depending on the state budget allocations. Therefore, the actual Police
Department Budget increased by $350, 408 from the adopted FY 2014115 Budget. The details for
this increase are illustrated in the chart below:
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS
DATE: JUNE 2, 2015
Difference From Adopted FY 2014/15 Budget to Proposed
FY2015 /X6Budget
Less: Realignment Pass Through Money
$
(355,000.00)
12 emaining'Diff0ence
$
350,406:00;
2% Salary Increase
$
91,051.00
Increase in Workers' Compensation Rate
$
100,081.00
Contract Increases (SCC Crime Lab, MAV Auto Lease, etc.)
$
25,461.00
Employee Travel and Training
$
2,000.00
Internal Services (Vehicle, Equipment, MIS and ABAG Liabil
$
131,815.00
Total Remaining
$
350,406.00
2. I do recall placing the Vasona sale monies in reserve so that they would not be spent as
part of the operating budget. Any thoughts on using those funds for Almond
Grove? Or?
Answer: There is approximately $411, 000 remaining in the General Fund Reserve for IVasona
Land Sale. The original sale amount was $6 million and the bulk of the funds, $5.6 million, were
used for the purchase of land and development of the University Sports Park project. Per the
Resolution #2008 -112 adopted by Council on June 2, 2008, upon the original sale of the land, the
funds received from the sale were dedicated to for the acquisition and development of Sports
Facilities.
Staff is providing the following information related to design consulting for the Almond Grove
project at the request of a Council member.
The contract for Nichols Consulting totals $300,000. This equals less than 8% of the estimated
construction cost associated with the project. Typical road construction project design costs are 16%
of the construction cost (or $640,000). Average total project delivery costs equal 32% of the project
cost. This means a third of typical public works project is spent on non - construction related activity.
A 2014 detailed multi agency benchmarking study provides backup to this information and can be
found at:
http: / /eng.lacity. ore /techdoes /cabmBenchmarking report 2014.pdf
The Nichols Consulting Agreement and amendments are provided as attachment 9.
Nichols Consulting has also provided cost breakdowns for design changes related to the project.
These numbers are summarized below and provided in detail in attachment 10. The project design is
currently 95% complete. Changes in design at this point require may parallel work that has already
been done for the current design. This includes a complete revision of the specifications and a
rework of the grades and elevations associated with each redesign element. For example, shifting the
curb and gutter to a wider position from the current design will require significant work in
determining the location and elevation. This elevation affects the entire street layout and the inter-
relationship of curbs with driveways, sidewalks, water flow lines, etc. Staff has reviewed the
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: OPERATING AND CAPITAL BUDGETS
DATE: JUNE 2, 2015
proposal with Nichols Consulting and believes the costs are a fair representation of the work that
needs to be done in each case. It is important to control the design costs associated with a project.
Given the already extremely low costs of design to date, adding additional funds to further explore
one or more of these options would be a reasonable expense.
Redesign Element
Added Costs
Asphalt Reconstruction
$25,000
Asphalt Overlay
$35,000
Revised Park Strips
$35,000
Attachments 1 -4 (Previously received with Staff Report on May 14 2015)•
1. FY 2015/16 Proposed Operating and Capital Budget (Previously Submitted)
2. FY 2016 -2020 Proposed Capital Improvement Program Budget (Previously Submitted)
3. Memorandum from Stephen Conway, Finance Director, dated May 14, 2015 responding to
questions asked during the May 5, 2015 budget study session
4. Town of Los Gatos Donation Opportunities: FY 2015/16 List of Town Needs
Attachment 5 (Previously received with Desk Item on May 19 2015)
5. Public comment received from 11:01 a.m. Thursday, May 14, 2015 through 11:00 a.m. Tuesday,
May 19, 2015
Attachments 6 -7 (Previously received with Staff Report on May 28 2015)
6. New Library Project — Furniture, Fixtures and Equipment
7. Library Re- use/HVAC Project
Attachment 8 (Previously received with Addendum on May 29 2015):
8. Public comments received through 11:00 a.m. Friday, May 29, 2015
Attachment 9 - 11 received with this Desk Item•
9. Nichols Consulting Agreement
10. Nichols Consulting Cost Breakdown dated June 1, 2015
11. Public comments received from 11:01 a.m. Friday, May 29, 2015 through 11:00 a.m. Tuesday,
June 2, 2015
AGREEMENT FOR C'ONSt LTAN I 'SERS'tCES
THIS AGREE UIENT is made and entered into on December 17,201' by an& bciWeed Took ti_O1' - --
LOS GATOS. a California municipal corporation, (-To"n") and NlCHOLS GONS
ENGINEERS. -Consultant -j, whose address is 591 Canal Blvd., Suite 1, 1 pn3t�Richmond C \
94804. This Agreement is made with reference to the following facts_
1. RECITALS
1.1 The Town desires to engage Consultant to provide consulting services for the purpose of the
Almond Grove Street Rehabilitation Project ,I3 -31, in tine Town of Los Gatos.
1.2 The Consultant represents and affirms that it is willing w perform the desired work pursuant
to this Agreement.
1.3 Consultant warrants it possesses the distinct professional skills, qualifications, experience,
and resources necessary to timely, perform the services described in this Agreement.
Consultant acknowledges Town has relied upon these warranties to retain Consultant.
It. AGREEMENTS
2.1 Sco e of Se vii es. Consultant shall provide services as descr bed in that certain Request ti)r
Proposal sent to the Town on November 4, 2013, which is hereby incorporated by reference
and attached as Exhibit A.
2? Term and'Ifine of Performance. 'I his contract will remain in effect from January 2. ^014 to
June 30, 2016. Consultant shall perform the services described in this agreement as
follows: Preparation of plats, specifications, and cost estimate for the Almond Grove Street
Rehabilitation Project.
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, pcnoits, qualifications and
approvals of whatsoever nature which are legally required for Consultant to practice its
profession. Consultant ; hall 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 iltr employing or engaging all persons
necessary to perform the services under this Agreement.
2S luforntatiort!Reort Hands na. All documents famished to Consultant by the Town and all
reports mid supportive data prepared by the Consultant under this Agreement are the
Town's property and shall be delivered to the 'l own upon the completion of Consultant's
services or at the "1 own's written request. All reports. information, data, and exhibits
prepared of assembled by Consultant fit 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
individual or organization not employed by the Consultant or the Town without the written
ATTACHMENT
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
$298,500 for the agreement The "town is authorized to execute future design change orders
to the agreement, as approved by the Town, in an additional amount up to $30,000 for
additional design related services as determined by the 'Town. Payment shall be based
upon Town approval of each task.
2.7 Billing. Billing shall be monthly by invoice within thirty (30) days of the rendering of the
service and 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 be
addressed as follows:
Invoices:
Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 9503 1 -065 5
18 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.
2,9 Assi ability and Subcontracting. The services to he 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.
2.10 lndependimt 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
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 pertbrimance or
wrongdoing,
111 Conflict or Interest. Consultant understands that its professional responsibilities are solely
to the Town. "T'he Consultant has and shall not obtain ana 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 not 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 shalt immediately disassociate itself from such an interest,
should it discover it has done so and shall, at the Town's sole discretion, divest itself ofsuch
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 ofthis employment relationship, and shall, at the t'own's sole
discretion, sever any such ernploymcnt relationship.
2.32 E ual Emnlovgtent Opporttu its. 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 bola lido occupational
qua] ification pursuant to the California Fair Employment & Housing Act,
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
L Consultant agrees to have and maintain, for the duration of the contract,
General Liability insurance policies insuring htm'her and hislher firm to an
amount not less than. one million dollars (51,000,000) 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 (y 1,000,000) combined single
limit per accident tor hodily injury and property damage.
Vii. 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.
A. Consultant agrees to have and tnamtain, for the duration of the contrael,
professional liability insurance in amt)lmts not Tess than `n1,000,00o 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:
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.
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. crnployces or
volunteers.
iv. The Consultant's insurance shalt 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.
3.2 All Coveraces. F.aeh 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 he kept on file at all
times during the term of this agreement with the Town Clerk.
3.3 Workers' Compensation. ht 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 the Town before beginning services under this Agreement. Further,
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,
penaltiLs, 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 the
Consultant, or any ofthe Consultant's officers. employees, or agents or any subconsultant.
W. i.E E€ZAL 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
(foes 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? Gc>y Lmmg [,aw_. this Agreement.. regardless of where executed, shall be governed by and
consirued 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 Tennination of Agreement. The Town and the Consultant shall hate the right to terminate
this agreement with or without cause by giving not less than fifteen days ( 1 s) 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 oi'such
termination, Town shall pa; 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. it an v, 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 .sigaod by the Town and the Consultant.
4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing par% shall be
entitled to reasonable attorney's fees, including costs ofappeal.
4.6 Notices. Any notice required to be given shall be deemed to be duly and pruperi y givers if
mailed postage prepaid, and addressed to:
Town of Los Gatos Nichols Consulting Engineers
Attn: Town Clerk Attn: J. Ryan Shafer, IT, GE
l l0 F. Rain Street 501 Canal Bkd., Suite i
Los Gatos, CA 95630 Point Ricinnond, CA 9404
or personally delivered to Consultant to such addreas or such other address as
Consultant designates in writing to I own.
4.7 Order of Precedence. In the event of anv conflict, contradiction, or ambiguity between the
terms and conditions of this Agreement in respect of the Products or Sen•iees and anv
attachments to this, Agreement, then the terns and conditions of this Agreement shall
Pros all over attachments' or other writings.
4.8 Entire. A"rComent. This Agreement, including all F.xhbnv.. constituics the complete and
exclusive statement of the Agreement between the 'low,) and Consultant No. terms,
conditions, understandings or agreements purPortine to modify or vary this Agreement,
unless hereafter made in writing and signed b,r the party to he bound, shall be binding on
either party
IN WITNESS WHERFOl', the Town and Consultant have executed this Agreement.
Town of Los Gatos by:
Greg Larson, Town Manager
Recommen0ed by
Matt Morles,
Director of Parks and Public4orks
Approved as to Form:
Robert Schultz, fown Atit�rnev
Consultant. by:
Title
NICHOLS CONSULTING E€ G. INEERS, Chtd.
Engineering and Environmental Services
501 Canai Blvd, Suite 1 • Point Richmond, CA 94804 • 510.215.3820 • FAX 570.215.2898
Mr. Kevin Romani, P.E.
Town Engineer
Town of Los Gatos
Parks & Public Works Department
41 Miles Avenue
Los Gatos, CA 85030
November 4, 2013
Proposal No. 013.20.43
RE: Request for Proposal for Preparation of Plans, Specifications, and Cost Estimate for Almond
Grove District Reconstruction (Town Project # 13 -31)
Dear Mr. Rohani,
Thank you for inviting Nichols Consulting Engineers, Chid. (NCE) to submit this proposal for the
Preparation of Plans, Specifications, and Cost Estimate for Almond Grove District Reconstruction
Project, The Town is embarking on the first phase of a significant project to replace old concrete
sheets with new concrete in the very historic Almond Grove District. This project will be front stage
under the watchful eye of the communty and will require excellent delivery both during construction
and over the long tern:, with the performance, appearance, and function of the pavements being
under neighborhood scrutiny. We have been waiting, listening, and planning for this RFP since 2011,
when we originally completed our conceptual design study for the Town on this proiect, and can offer
the Town the following:
NCE has maintained a longstanding relationship :nth Town staff and has previously
completed the conceptual design study for this project. This has provided us with an in depth
understanding of the key issues and potential solutions to address the project needs. Further.
NCE possesses the local technical pavement and civil design knowledge, the costing
experience, and is intimately familiar with what is important to the Town staff, community, and
council (described further in our proposal). You will not have to spend time getting us up to
speed, we are already there, and are ready to go.
Technically we are unrivaled in pavements and civil design: we are actively conducting
research on pavements for the Federal Highways Administration and various state
Departments of Transportation and have done so for over 20 years. NCE has worked on
pavement research and design topics with over 250 public agencies in California and the
Western United States. We have Tom Van Dam, Ph.D., P.E. ort our staff, who is a nationally
recognized authority and researcher in concrete pavements and materials and will be
dedicated to and advise our team on the latest concrete pavemeni designs, mixtures, and
construction methods.
NCE has provided civil and pavement design se. -vices on 100's of roads, from local streets to
interstate highways; this is what we do and it's our strength. Our design plans include all
aspects of roadway design, including pavements, sidewalks, curb and gutters, driveways.
curb ramps, drainage and utilities. We are going to make sure that the right concrete
pavement technology is deployed giving you superior performance and tong - lasting
aesthetic value through evaluation of concrete mixture designs, joint spacing, construction
methodology, and curing time, tailoring the application to local conditions and needs.
We know this project will be directly in front of the community and will work carefully with
the Town to develop construction staging (maintaining parking), material specifications
(faster curing concrete), and methodologies to reduce the inconvenience to the public and
how they access their homes. We will also work alongside the Town and community as
needed on the look and feel of the concrete to match the historic nature of this district.
Colaboranon. Comm.tment. ConiideoeesWl
EXHIBIT I' A
NICHOLS CONSULTING ENGINEERS, Chtd.
Engineering and Environmental Services
501 Canal Blvd.. Suite I • Point Richmond. CA 94804 - 510.225.3620 • FAX 510.215.2898
a Cost is always key and NCE's expertise in pavement technology allows us to identify proven
techniques that are not only cost - effective, providing the best value over the life cycle, but
also include sustainability attributes that will reduce greenhouse gas emissions and energy
consumption while supporting value to the community throughout the life of the project.
Based upon our recent cooperation with the Town, we are confident that NCE will deliver a successful
design that not only meets, but exceed the Town's expectations as well as those of the residents and
businesses impacted by the projects. We are very appreciative of the working relationship we have
had with the Town and look forward to the possibility to continuing the relationship. Should you have
any questions regarding our proposal, please do not hesitate to call me at (5 10) 215 -3620.
Sincerely,
Nichols Consulting Engineers, Chtd.
!' J. Ryan ^S(iiafer, PE GE
Project Manager 1 Division Manager
Collaboration. Commitment. Conhdence.s^ 2
fs .'7 Town of Los Gatos
a� �% Preparation of Plans, Specifications, and Cost Estimate
W
For Almond Grove District Reconstruction (# 13 -31)
Scope of Services
The purpose of our engineering services will be to provide geotechnicai. pavement design, and civil
engineering services to develop construction documents (plans, specifications, and estimates) for the
reconstruction of the three subject streets. To accomplish the stated purpose we propose the
following scope of services:
'r esk 4— Pra jprC 5mj f -up & Site 1�ivs• t; c� =tfira;:
F ! 1'r01= /f7;,'v Oft P - c`.
NCE's Project Manager will arrange a Kick -Off Meeting with ah of She involved stakeholders to initiate
work on the project. The objectives of the Kick -Off Meeting will be:
® Review of the scope of work
k Establish lines of communication
Establish project schedule and milestones
Define design and operation criteria
It is critical to establish effective lines of communication with, and coordination amongst, the various
project stakeholders from the start of this project. These may include, but are not limited to, Town
staff (Engineering, Maintenance, Town Arbonst, etc.), and third party utility and other service
providers and area residents. To the extent that any construction conflicts or requirements and/or
design issues can be identified early on, this will significantly help to minimize delays (and costs)
later in the design process or during construction. Additionally, at the Kick -Off Meeting, the key
deliverables and schedule for each task will be reviewed and adjusted accordingly to meet the
Town's needs,
Throughout the project, NCE staff will make itself available to attend meetings with the Town
including one concept design meeting, one design development meeting, three construction
document design review meetings, and two post design meetings during bidding and construction.
The purpose of these meetings will he to identify and resolve any design issues that may surface in a
timely manner, present design alternatives and recommendations thereon to Town staff, and continue
coordination with project stakeholders as necessary.
In addition as part of this task we have included time for project management including but not
limited to project start -up administrative tasks, setting up files and procedures, preparing
subconsultant contracts, developing schedules, communication with the project team and Town,
developing project invoices, confirming schedules, and managing subconsultants.
NCE will review relevant available data and records from the Town including aerial photographs of
the Town, GIs layers, any preliminary plans for facture work that may conflict with this project, as -built
plans from public and private utility providers, and other sources that may be appropriate to support
the preparation of project contract documents. The gathered information will be compiled and
included in the base map used for design in addition to the topographic surveys that will be
completed in the following task. Based on our review we will identify any data gaps or missing
information and provide this information to the Town for review and discussion_
After collection and review of existing available data, NCE's Project Surveyor, Sierra West Land
Surveying, Inc., will perform topographic survey of the site that will include street cross section data,
surface feature data, and surface visible utilities for all of the three subject streets within street right of
Al Coitabo,zban, Commrtmenr. 3
r Town of Los Gatos
g't Preparation of Plans, Specifications, and Cost Estimate
For Almond Grove District Reconstruction (413 -31)
way (approximately 5 feet back of walk to 5 feet back of walk). Mapping will incorporate field
acquired topographic mapping, right of way data and utility data from record sources.
Typical street cross section data will be gathered at approximately 50 foot intervals and include
grade breaks. The mapping will be prepared at a scale of 1" = 20', with contours at I foot intervals,
The survey will locate and show existing structures, fences, walls, utility covers and surface visible
public utilities including electrical facilities, telephone facilities and overhead power lines, curbs,
walks, driveways, trees over 6" diameter with trunk diameter and type of tree, signs and any other
notable feature which includes intersection data at the ends of each street. If provided, record data
for electrical, telephone and gas will be shown.
Right of way lines will be shown for each of the streets from record data and confirmable if possible
from found existing street monuments. The adjoining property lines for each of the property side
lines will be shown from assessor data only. This information will not be considered a boundary
survey of any of the properties only an indication of a line of possession in that area.
Depths of the manhole structures for the storm drain systems will be measured for each street. If
possible, measurements will also be acquired at area drains and street catch basins. We will show on
the completed map, invert and flow line data for existing storm drain systems including direction of
lines. If confirmable from field observation, storm lines will be shown connected to their respective
utility structures,
A41 S;to'; °:ai;.ratons:
NCE will provide confirmation that the proposed project activities are covered under the NPDES
Construction General Permit, and prepare a brief memo outlining the requirements. This task does
not include preparation of any permitting documents that may or may not be required, including a
stormwater pollution prevention plan (SWPPP). We can discuss this further and if appropriate NCE
can prepare the SWPPP for additional scope and fee.
Af+
NCE will need to gather important geotechnrcal information to confirm the existing pavement section
and subgrade soil engineering properties. This will not only allow for us to develop more accurate
concrete pavement sections designs but also to assess and appropriately address potential
problematic subgrade with improvement or mitigation measures (i.e. over- excavation and
replacement, reinforcement with geotextiles, lime treatment, etc.), and include important
contingencies and /or revocable bid items.
We know that the City has record coring data for measurements of PCC thickness for the subject
streets, but this information does not include subgrade data and therefore additional coring with
subgrade samples will need to performed. NCE will collect pavement section core samples (4" - 8"
diameter cores) along all three street sections at locations determined by NCE. Prior to marking the
— — - _—_—__--------- -
Collaboration. Commitment. Confidwce.iM 4
Town of Los Gatos
Preparation or plans, 9pec3fica[ions, and Cost Estimate
Por Almond Grove District Reconstruction ( #1s -31)
proposed core locations, NCE will review the coring plan with the Town in the field if desired. A11
coring locations will be marked with white paint for utility location by Underground Service Alert
(USA). NCE currently plans on performing four (4) pavement cores for Tait Avenue, three (3)
pavement cores for Bachman Avenue, and two (2) pavement cores for Broadway Avenue. The coring
will be conducted by a two - person crew using a rotary coring rig and we anticipate coring can be
completed within one day. NCE will also arrange for traffic control services through a subcontractor,
ED Safety Services, while the deflection testing takes place. Traffic comrol will conform to the 'latest
standards contained within the Manual of Uniform Traffic Control Devices (M'JTCD) Part VI and the
Caltrans Traffic Manual Chapter 5 "Traffic Control for Construction and Maintenance Work Zones ", as
well as any local requirements that exist.
For each core sample, NCE will measure and record the thickness and material type of each layer
encountered in the pavement structural section, including the presence of any pavement reinforcing
fabric. We will also collect bulk samples of subgrade materials at all core locations for laboratory
testing such as R- value, moisture content, and Atterberg Limits (plasticity index) determinations, and
corrosion to support new concrete pavement structural section designs. The core holes will be
backfilled with the excavated materials and capped with a controlled low strength, concrete material.
As part of our geotechnicai investigation we will also perform one (1) day of non- destructive
pavement deflection testing using NCE's Dynatest 5000 Falling Weight Deflectometer (FWD) to
backcalculate soil pavement section properties for pavement design. Deflection testing will be
performed with similar traffic control provided during pavement coring
NCE will then compile the coring and laboratory data to be used into developing our geotechnical
and pavement design report. Pavement design will be conducted fallowing the procedures
described in the 1993 AASHTO Guide for Design of Pavement Structures. This design will be
checked using the mechanistic - empirical design provided in StreetPave 12 software for street and
road concrete pavement ( ,. '), As aforementioned we will also
provide fundamentally important recommendations on jointing and concrete mixture design
requirements as well address subgrade issues and stabilization, and consider important elements
such as curing and time to strength with respect to opening streets back to traffic and allowing access
to residents. Aesthetics to antique pavement will also be discussed but will be considered in more
detail during analysis and concept design. Drafts and final reports will be completed and submitted
to the Town as appropriate.
r ask: R -- Ar* )y siz arr f o,eepr D stg� :.
This will be an important task where we confirm the design concepts including pavement section,
overall design approach, phasing of work and construction, impacts to community, parking, as well
as the look and feel of the project and how it integrates into this historical neighborhood. We will
present concept designs such as pavement section, pavement grading, planter widening, bulb -outs.
Working with local concrete suppliers, NCE will develop concrete samples to look at the various
admixtures and pigments to help the Town develop the appropriate look, color, finish and feel of the
concrete. Bulb outs, speed bumps, and concrete texturing can also be explored for traffic calming.
We will also discuss sustainable solutions with the Town with considerauon of low impact solutions
such as concrete pavers or pervious concrete in parking areas to reduce stomwater runoff and
reducing heat island affects that directly impact energy consumption, energy costs, air quality, and
health. Once concepts have been presented to the City conceptual design plans will be finalized with
the City with order of magnitude budget for proposed improvements. Based on final input provided
by the Town, NCE will incorporate comments and proceed into design development
- st 3 Y73 x�;.. Sp tI cat *or s t F.srirr<a =..? STt iri )
The work that will be performed during developing design plans, specifications, and estimates
(PS &E) for design development PS &E) and construction documents (65 %, 90`X', and 100% Final
PS &E) are outlined in the subsequent tasks.
�-. Coi!ahcration. Carnmitment. Contidence3"
fi
+ ) Town of Los Gatos
Preparation of Plans, Specifications, and Cost Estimate
For Almond Grove District Reconstruction (#13.31)
Based on project start-up and site investigation tasks, the gathered information will be compiled and
included in the base map used for developing 3594 (Design Development) Plans, Specifications and
Engineer's Cost Estimate (PS &E). Design development documents will include development of plan
sheets showing curb and gutter alignments, bulb -outs, typical cross sections, and preliminary
construction details. The preliminary design will be based on topographic survey data and typically
includes the following sheets:
1) Title Sheet
2) Notes, Legend, and Abbreviations
3) Site Plan - Existing Conditions
4) Demolition Plan
S) Improvement Plan and Profiles
6) Cross Sections
Z) Civil Details
8) Striping Details
To assist the Town in making critical decisions on the proposed improvement scope and breadth, we
will also include probable construction costs, which will be refined into detailed construction
estimates during construction document submittals. Three copies of the 35°% PS&E package will be
submitted to the Town for review for approval and approval to proceed to construction documents. It
is assumed that the City will require a 10 -day review /comment period once the 35% PS &E package is
submitted.
NCE will prepare the 65% (Construction Documents) PS &E for the planned concrete pavement
reconstruction as agreed upon in concept design. The 65% plans will incorporate schematic design
elements, depict concrete reconstruction for streets, sidewalks, and curb and gutter, tie-in with
intersecting side streets and end streets, ADA ramp improvements, planter widening, bulb -outs if
required, construction staging, limits of work, and details. Additionally, a table summarizing major
work items (e.g. PCC quantities, demolition and grading quantities, etc.) and their estimated
quantities will be developed and included on the respective plan sheets. We also find that this
information is particularly useful to contractors when assembling construction bids and schedules,
thus resulting in more competitive bids, and to the Town for verifying pay quantities during
construction.
The Technical Specifications will be prepared in MS Word format and will follow both the Town's
formatting conventions and will be in CSI format or Caltrans format based on the Town's preferences.
The Technical Specifications and details will reference the Town's standard provisions, Caltram 2010
Standards (including subsequent updates), and the latest AASHTC and American Concrete Institute
Standards. NCE will, however, recommend deviating from these standards where, from our
experience, such changes will improve the likelihood of achieving a successful construction project
without compromising the integrity of the design. NCE recognizes the value of incorporating
Caltrans Standard Specifications in projects such as these, both because these specifications have
been developed by an agency that designs and builds a vast amount of highway work, and because .
most contractors performing public works construction in Northern California are familiar with them.
Caltrans, however, has the resources to administer projects quite differently than most local
agencies, so NCE advocates modifying the Caltrans Standard Specifications to better fit the abilities,
needs, and budgets of municipal agencies.
NCE also believes that an efficient yet thorough Quality Control /Quality Assurance program is
essential for getting the maximum value out of every dollar spent on construction. Projects designed
by NCE therefore, contain technical specifications that attempt to optimize the balance between using
Collaboration. Comm :tment. Confdentep" 6
S
(( t Tolsn of Los Gatos
`d Preparation of Plans, Specifications, and Cost Estimate
For Almond Grove District Reconstructio_r,
rigid, but time - tested, specifications and meeting local agency needs, with the ultimate goal of
obtaining the very best value for its clients.
The Engineer's Cost Estimate will be prepared in MS Excel format and will be based on the most
recent construction cost data available to NCE for projects of this type. Because of NCE's involvement
in the design and construction of numerous similar projects throughout the Bay Area, we are
confident in our ability to estimate the construction cost of the Town's project. This initial estimate
will then be updated and refined as the design effort progresses. Three copies of the 65% PS&E
package will be submitted to the Town for review. It is assumed that the Town will require a 10 -day
review /comment period once the 65% PS&E package is submitted.
The 65'%, PS &E will be revised to incorporate comments received from the Town. NCE will meet with
the Town to review these comments, from which the 90% PS &E will be prepared. NCE will provide a
response to each comment that is included in a comment table provided by the Town. The 90�/. PS &E
will include additional design information and details typically expected at this stage of completion,
w...x. ro.aemaomr.., such as utility facilities (storm
*•^°'^ a...w..,. drain and sanitary sewer
manholes, water and gas
valves, and survey
}
' monuments) that d require
adjustments to grade, traffic
striping, jointing layout and
details such as those depicted
to the !eft around utility
covers. ADA ramps, and
pavement legends. The 90%
PS&E will then be packaged
w.. and submitted similar to the
65% PS&E unless directed
ea..r ,.uo,.w,p.me,nwmoES mv, vz ..nz mm�w,au+xd.wn..�.nonumraw..vae otherwise.
teoaours sTwMM mey. qrc m¢omk x- ..mxmzNm.wm.. teMwn,ne M1r..ne .,w Mn,unwmm�o
The Technical Specifications will be further refined and at this stage of the design. We will review
and comment on the Town's front -end documents (bid and contract forms, General Provisions,
Special Provisions, etc.), which the Town will prepare and provide. The Engineer's Cost Estimate will
also be updated to reflect the revised quantities of work depicted on the plans.
It is assumed that the Town will require a 10 -day review ✓ /conunem period once the 90% PS &E
package is submitted.
The 90 %, PS &E will be revised to incorporate comments received from the Town. NCE will again
meet with the Town to review these comments, from which the Final (100 %) PS&E will be prepared.
NCE will provide a response to each comment that is included in a comment table provided by the
Town. The Final (100 %) PS&E will include all notes and details necessary for construction. Three
reproducible copy of the Final (100 %,) PS &E will then be packaged and submitted similar to the 95%
PS&E unless directed otherwise. It is assumed that the Town will require a 5 -day review /comment
period once the Final (100°`4) PS &E package is submitted.
Upon receipt of the Town's final review comments, the project documents will be finalized for bidding
purposes.
Coliaboauoa. Commitment. Confidence. ?
z
'
Town of Los Gatos
(V_ Preparation of Plans, Specifications, and Cost Estimate
For Almond Grove District Reconstruction (V 13 -31)
A final quantity calculation will be tabulated and this will be entered into the final Engineer's Cost
Estimate for the project. All final documents will be reviewed, stamped and signed by NCE's Project
Manager, and the final PS &E will be delivered to the Town in both hard copy and electronic formats.
NCE will provide the Town with assistance during the advertisement and bidding periods for the
project, two envisioned over 2014 and 2015 construction seasons. As aforementioned we will work
with our industry and contractor contacts to help advertise and get the word out to competent and
qualified general and concrete contractors. This will also include providing assistance to the Town in
attending the pre -bid conference, responding to questions received about the project design, and
preparation of any addenda and/or clarifications to the PS&E that are deemed necessary. NCE can
also assist the Town in determining the responsiveness of bids received, with checking and
tabulating bid results, and with developing recommendations for award of a construction contract to
the Town Council. We have assumed up to the staff hours specified in our detailed fee estimate for
the support during bidding; if additional effort is required beyond this, we will notify the Town.
Preliminary Fee /Cost Proposal
Per the RFP, the Preliminary Fee /Cost Proposal has been provided on the following page.
Collaboration. Commitment Confidence sm a
Proparafon Of P aa3, t�,ae fiom�., anJ Cbn Fst ms.e
Town of Los Gatos
Almond Gm" District RCCenstmttion (Town Project 013,11)
Pee Estimate
November 4, 2013
ofes
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e�kPA:.GYU SpNB.ratry 9OOle(.hnfca'COfb6 b'W11n11NU- 'Ml:ReaF1f�+' (:lxntd VIOLMKkneRS dnO Tdleq ➢I ryOG Olaacb l# y6[ BnCOUnIBMtl .,lllCpC.YOlren151NgtlO aOyipn, nUUrEOg IRC p,RFlMtl al dny petrem9nl (h nh4cinq (Bbtic RB Ih'.ti5n@Fb ✓111 -o Elm ^9.turatl'Nt¢i ^�
- sx AE also lnUWeq coflec4np oaf b5 M. .Me. h leb M ryte¢f: p'tl rWrtg Dlabtiaty M. :xigm ccnfenl. coarob.an gnrtF rs wp�art t "h nal Id�m pawmOM am >Ign
0 k C B55UNC6lW UbYI)• wO:R.Ippa(n 2n41/Ot m�OGNven 15 tlnYI61Onb: b2fiG1 IN, O1N IYbCMdnUl'[a (I pin IiM ?6M1 tI:2(11(i11NeS ire BUfYrC:gt;ryY tlGa(I lO dfS TIIl0Ei1P SYh:e( fECOn¢INC�OM1
Tgik J nFEUmep rcn5lnt[ben w'd 00 6tl meal lvn tgn5ln:<fion bessOnS f)Ot4 eif 2O!5i tlM wp t6Ot1rt0 Mq abpatelO bWJ.ap p,oa35e =.
3F:
J
c
Town of Los Gatos
Almond Grove District Reconstruction (Town Project #1331)
Fee Estimate for Additive Alternates
June 1, 2015
......... - soilhah, "" -a"an, 0 s". dedonsurs, .
G -Requ tl h ga t i ly I, p.a.h Bfor plan antl
anti references, and new drwrnydetAl. Sinusefintitin sections would need to be wrten and'noorporsted for hot ml abehalt t HMA) and /or and- tmx dasgns. B'tl q -nrn Iles would also need to ho
adlusteU 'of rew atll alternate.
A6 Pdvern dB9Q f0 NeSphdli overldV WLrI LO 'f1a 81 on ofg d eo ta' S. Bfieel E rdC%ny'S5 p Sble paV t- ['Iayef6, -d de5tgn d5 Ubb tlbot rrixasphdl(RHMAf and We(1rITr.apn all (MIAI -n AWordanee N'11l Call
desli,blarecona,es Ffld assedii of slabs iisuld need t be danducted t ddri lhep' end Cfft tf the,.o ton fusb, tlatA. - a b. IMrdfC.ondtontoIiiAnverlay-
C Requireo changes t I kidy 'I plan an eels for pla d i I , data f s and rie. tl i off-ill Stahiffindanne la Id neetl to be its, and lhoorportend for hot i' sienna It HMA) aIdo, other resonant an, tlotion, poems paxament lnteda.ea,slab
ePaaernc 1 ad repairs and ouRaoe nual,adnon and Crank sealin g 8A qua rYKs would al so need to be adjusted foT new additive aIte'nate.
C - assaulted oranges to tiddly All Plan sheets far plat and profile, tlelail refelencee, and new drawing deta]s. This requires retlrun'ng driveways, mrb ramps, gutter Flaw lines. top d curb elentifie rs. Specdicatlen asebone would need to be revised with changes to work and
gay hams he well as bid quantities fat new sdmPrve ahernate.
U]13a19
- - - -- Original Message---- -
From: Steven Leonardis
Sent: Monday, June 01, 2015 10:54 PM
To: Janette Judd
Subject: FW: almond grove
From: Largomark @aol.com [Largomark @aol.com]
Sent: Wednesday, May 20, 2015 9:33 AM
To: Steven Leonardis
Cc: ccarnathan @me.com
Subject: almond grove
Steve,
Awesome job last night, however please consider the following comments:
If you put a larger scope out to bid you will get more qualified contractors to bid. The 3mil range will attract smaller
contractors who can not bond larger projects. Larger contractors get better pricing on materials than smaller and
materials are about 50% of the total cost.
This is not the best time to bid projects due to the robust economy and the amount of construction activity.
The price of ac is not as predictable as concrete.
My recommendation would be:
find more money
bid the entire project at one time including phasing, and price escalations give the contractors the option to bid both
concrete and ac. You have already produced the engineering for concrete you may as well use it. You will be surprised
how close the concrete price is to the ac if you make it an option.
If specified and planned concrete paving can be installed in the same time as ac
As you know I am in the concrete construction business, but I do not do street paving and would not be bidding this
project if it was concrete. I do know concrete is a better material. If all cost and schedule were the same i would rather
have concrete.
Good job again anything is better than nothing and doing the entire project whether it be out of ac or concrete is
paramount.
Let me know if i can help
Sincerely,
D. Mark Carnathan
D. Mark Carnathan
Senior Executive Vice President
[cid:X. MA1.1432139621 @aol.com]
Largo Concrete, Inc.
891 W. Hamilton Avenue
Campbell. CA 95008
Office: 408 - 874 -2500
Fax: 408 - 874 -2595
ATTACHMENT 11
From: John Shepardson <shepardsonlaw @me.com>
Sent: Monday, June 01, 2015 11:52 PM
To: Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie; Council; Les
White; Laurel Prevetti; Matt Frisby; Matt Morley, Lisa Petersen; Mike Wasserman; Sam
Liccardo; Carl Guardino; Barry Chang 4 Cupertino City Council;
bloventhal @cityofmontesereno.org; whuff @cityofmontesereno.org;
la Ilan @cityofmontesereno.org; manstandig @cityofmontesereno.org;
bcraig @cityofmontesereno.org; sgarner @cityofmontesereno.org;
hmiller @saratoga.ca.us; mcappello @saratoga.ca.us; elo @saratoga.ca.us;
mlbernald @saratoga.ca.us; rkumar @saratoga.ca.us; City Council; rsinks @cupertino.org;
gwong @cupertino.org; svaidhyanathan @cupertino.org; dpaul @cupertino.org;
pierluigi .oliverio @sanjoseca.gov; Rick Sung; manager @cupertino.org; Debbie
Bretschneider
Subject: Re: LG Town Budget Review June 2, 2015
Big PD budget hurting Placentia.
Do we in LG kick the can and wait another ten years to fix our "shatter slab" AG streets? If we don't change, we can't
expect our dire financial condition to change. Saratoga has predicted a leveling off of property tax revenue increases.
http: / /m.ocregister com /taxdollars /placentia- 599381 -city- police htmI ?page =l
JS
From: John Shepardson <shepardsonlaw @me.com>
Sent: Tuesday, June 02, 2015 1:47 AM
To: Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie; Council; Les
White; Laurel Prevetti; Matt Frisby; Matt Morley; Lisa Petersen; Mike Wasserman; Sam
Liccardo; Carl Guardino; Barry Chang 4 Cupertino City Council;
bloventhal @cityofmontesereno.org; whuff @cityofmontesereno.org;
lallan @cityofmontesereno.org; manstandig @cityofmontesereno.org;
bcraig @cityofmontesereno.org; sgarner @cityofmontesereno.org;
hmiller @saratoga.ca.us; mcappello @saratoga.ca.us; elo @saratoga.ca.us;
mlbernald @saratoga.ca.us; rkumar @saratoga.ca.us; City Council; rsinks @cupertino.org;
gwong @cupertino.org; svaidhyanathan @cupertino.org; dpaul @cupertino.org;
pierluigi .oliverio @sanjoseca.gov, Rick Sung; manager @cupertino.org; Debbie
Bretschneider
Subject: Re: LG Town Budget Review June 2, 2015
http: / /money.cnn.com/ 2014 /03/70/ f/valleio- pensions /indexlitin]
"Vallejo's roads are littered with potholes."
In the fatter years, Vallejo enjoyed a housing boom like many California cities.Flush with property tax
revenues, city leaders approved increases in salaries and benefits for city workers. Police officers and
firefighters were earning six -figure salaries, even before overtime.
As costs grew, city officials began dipping into the city's cash reserves to pay the bills.
LG: To fix AG streets requires dipping into reserves (which we won't do) or selling off assets. These are
temporary band -aids on the annual wound created by the now 42 percent PD Budget. We cut it to 17 percent
like Cupertino and we save the Town, reverse the financial slide and fund things like Traffix and downtown
garages to mitigate traffic and enhance the business environment to create a more awesome LG.
is
From: John Shepardson <shepardsonlaw @me.com>
Sent: Tuesday, June 02, 2015 2:19 AM
To: Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie; Council; Les
White; Laurel Prevetti; Matt Frisby; Matt Morley; Lisa Petersen; Mike Wasserman; Sam
Liccardo; Carl Guardino; Barry Chang 4 Cupertino City Council;
bloventhal @cityofmontesereno.org; whuff @cityofmontesereno.org;
la Ilan @cityofmontesereno.org; manstandig @cityofmontesereno.org;
bcraig @cityofmontesereno.org; sgarner @cityofmontesereno.org;
hmiller @saratoga.ca.us; mcappello @saratoga.ca.us; elo @saratoga.ca.us;
mlbernald @saratoga.ca.us; rkumar @saratoga.ca.us; City Council; rsinks @cupertino.org;
gwong @cupertino.org; svaidhyanathan @cupertino.org; dpaul @cupertino.org;
pierluigi .oliverio @sanjoseca.gov, Rick Sung; manager @cupertino.org; Debbie
Bretschneider
Subject: Re: LG Town Budget Review June 2, 2015
http: / /wallethub.com /edu /cities -with- the - best -a nd- worst- roi -on- police - spending /9565/
> JS
From: John Shepardson [mailto:sheoardsonlaw@me.com)
Sent: Tuesday, June 02, 2015 8:55 AM
To: Laurel Prevetti; Council
Subject: Fwd: Crossroads (Budget)
For Budget
Begin forwarded message:
From: John Shepardson <shepardsonlawcDrne com>
Subject: Crossroads (Budget)
Date: May 20, 2015 at 9:06:58 AM PDT
To: Marcia Jensen <MJensen(a)losgatosca.cIov >, BSpector <BSpector(@losgatosca.gov >, Steven Leonardis
<SLeonardis@losgatosca qov >, Marico Sayoc <maricosavoc(aD_yahoo com >, Rob Rennie
<robrennie3(a)aol com >, Les White <LWhite (aa)losgatosca qov >, Laurel Prevetti <LPrevetti()lospatosca qov >,
Mike Wasserman <Mike.Wasserman(<ilbos sccgov org >, Sam Liccardo <sam.liccardoosanioseca qov >, Judy
Peterson <jpeterson(c�community newspapers com >, Carl Guardino <cguardino(@svlg.org>
Crossroads... Town or City
I do think we have serious financial problems. We are effectively broke. See 2011 report on AG. We effectively
have a $9M debt owed now that we can't pay. We have legal exposure to dangerous conditions for trip and fall
as identified in the report.
We also have the other 550 -60M plus? in unfunded future obligations that will be a draw against future
revenues.
Our focus has been to get as much info as poss. We are not auditors. The Chief himself said in hearing the
Town does not know why we have a spike in police calls. He and Greg told me there is not enough info to do
apples -to- apples comparison.
Our focus has been on comparing us to the Sheriff option. We don't have bandwidth to in depth compare to
Campbell etc. One may put cars in police budget and another in another area of their budget.
The Town's own chart shows we pay $207 per citizen more for police than Cupertino. Multiply that by 30K and
u get $6.2M. Potentially we could switch to Sheriff and start saving $6M a year, with probably faster response
times to 9 -1 -1 calls and have a safer community. What criminal wants a helicopter after him with night vision?
I have used $4M per year in savings to take a conservative and reasonable approach. People may want a $IM a
year in outreach to schools for example.
The Sheriff has allocated 50K hours in Cupertino. LG has 80K hours. Cup is double pop. About same number
of calls.
If cost was about same and we had lots of money, probably I would prefer local PD. However, with millions in
savings we can fix roads, reduce liability, fund a Danville -like bus program, downtown garages, etc.
A comprehensive third -party review (analogous to an EIR) is the way to go and the identified savings will at
least pay for the report. Another option is to ask the Sheriff to make a presentation to the TC. This costs the
Town virtually nothing and we get a whole bunch more info to consider. The public can weigh in on the
additional info.
I fear if we stay with our current policing model we will be financially forced to raise revenue and probably by
authorizing big developments and in the process the town becomes a city with a sea of traffic. Crossroads.
JS
Sent from my iPhone
IF1
`16 61 ; 17
f� FD
�17 . ��..
i o'
fi
June 1, 2015
Town of Los Gatos
Mayor Marcia Jensen
Vice Mayor Barbara Spector
Council Members Steve Leonardis, Marico Sayoc, and Rob Rennie
t�/ �..�
Re: Cost of Los Gatos Police Farce compared with Contract with
Sheriff's Department
Dear Mayor, Vice Mayor and Council Members,
I have lived in Los Gatos since 1969, when my wife and I bought our
first house on Kennedy Road. It was a wonderful town then and more -so, now. I
write this letter because I feel that if the Town can save money on its police force,
that is money that can be spent on other needs, and without doubt, since (and
because oo Prop. 13, there are many.
I have been following the issue of whether to continue with our own
police force or to contract the services of the County Sheriff, as other nearby
communities have done. Based on the numbers I have seen it appears there may
be savings of taxpayer funds to be realized with no diminution of services. Now,
though it appears there may be savings, I cannot say such savings would in fact be
realized; I am not an expert on this matter. But that is not so much the point.
What is the point, is that because such savings may in fact be achievable, why not
do a study and either confirm or refute the notion? Hiring such a study would
satisfy your fiduciary duty to the citizens who elected you and enhance your
standing as politicians who care enough about their constituents to take the extra
step. The cost of such a study will likely be small to the potential savings.
Many thanks for your service and for your attention to this issue.
Cordial
r
David P. de Cation RECEIVE
hco-ld belideped
JUN 0 2- 2015
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