8pow N 0 MEETING DATE: 06/03/13
ITEM NO: 8
�•.PH 4
COUNCIL AGENDA REPORT
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GO
DATE: MAY 9, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. Ala -002 — MAP, TOPOGRAPHY, AND SURVEY PEER
REVIEW CONSULTANT SERVICES
AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AMENDMENT TO
THE AGREEMENT BETWEEN THE TOWN OF LOS GATOS AND SIERRA
WEST LAND SURVEYING INC. FOR TWO ADDITIONAL YEARS TO
PERFORM CONTINUED MAP, TOPOGRAPHY, AND SURVEY PEER
REVIEW SERVICES IN THE TOWN OF LOS GATOS ON AN ON -CALL
BASIS FOR PRIVATE DEVELOPMENT PROJECTS.
RECOMMENDATION:
Authorize the Town Manager to execute an Amendment to the Agreement between The Town of
Los Gatos and Sierra West Land Surveying Inc. for two additional years to perform Map,
Topography, and Survey peer review services in the Town of Los Gatos on an on -call basis for
private development projects.
BACKGROUND:
Professional consultants have been utilized by the Town of Los Gatos to assist staff with the
review of planning, plan check, environmental, arborist, architectural, surveying, geology, and
traffic issues related to private development projects. These consultant contracts are reviewed
prior to expiration date by the appropriate Town department and staff to ensure that staff is
satisfied with the services provided and that the Town receives quality service.
DISCUSSION:
The Town signed contracts with the two qualified firms (Sierra West Land Surveying Inc. and
Freyer & Laureta Inc.) in 2011 to perform Map, Topography, and Survey peer review services
for private development projects. The contracts were valid for two years and expire on June 30,
2013.
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
Reviewed by: Assistant Town Manager Town Attorney Finance
PAGE 2
MAY 9, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. A13 -002 —MAP, TOPOGRAPHY, AND SURVEY PEER
REVIEW CONSULTANT SERVICES
DISCUSSION (cont'd):
Contracts are needed with two firms to allow for sufficient capacity to process multiple private
development project application reviews concurrently and not cause delay in the overall schedule
that is coordinated between Community Development and Parks & Public Works Departments.
Sierra West Land Surveying Inc. is familiar with the Town, its unique topography and layout.
Additionally, staff is satisfied with the service quality and response. In order for the Town to
provide optimum professional service to the community, it will be important that the Town
continue to utilize consultants who are familiar and experienced with the complex private
development process, codes, and regulations.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute an
Amendment to the Agreement for Map, Topography, and Survey services for two additional
years with Sierra West Land Surveying Inc. to perform continued Map, Topography, and Survey
services in the Town of Los Gatos on an on -call basis for private development projects.
ENVIRONMENTAL ASSESSMENT:
The project is Categorically Exempt pursuant to Sections 15301 (c), 15303(e) and 15304(b) of
the State CEQA guidelines.
FISCAL IMPACT:
The work performed by Sierra West Land Surveying Inc. is for private development projects and
will be fully funded by the private developers.
Attaclunents:
1. Engineering Services Proposal — Map, Topography and Survey Review.
SIERRA
L A N D S U R V E
1359 SAND HILL CT.,
Ph: (209) 845 - 2773
March 4, 2013
Mr. Kevin Rohani, PE
Town Engineer
Town of Los Gatos
Public Works Dept.
41 Miles Avenue
Los Gatos, Ca. 95030
Y I N G, 1 N C
OAKDALE, CA. 95361
FAX: (209)845 - 9042
Re: ENGINEERING SERVICES PROPOSAL — MAP, TOPO AND SURVEY REVIEW FOR
PRIVATE DEVELOPMENT PROJECTS — TOWN OF LOS GATOS, CA.
Dear Kevin:
We are nearing the end of our contract for map review and other surveying services. During the past two
years we have completed several projects for the Town and have enjoyed being a part of your engineering
team. We hope that our services met or exceeded your expectations from our firm. If allowable and
acceptable we would like to extend our contract for services. I would assume that all aspects of the original
contract would remain the same and our scope of services would also remain the same. Please let me know
at your earliest convenience if this would be acceptable to the Town. The following is a copy of our
original proposal with a few modifications that make it more consistent with the services provided during
the first contract term.
Thank you for your request to have our firm provide map review services to the Town of Los Gatos.
We will provide these services for a fee not to exceed 75% of the review fee that the Town collects
from the applicant. The Town will provide us with our fee amount prior to every project/
For this fee, we will perform two map reviews. Our first review will be performed within two weeks
after receiving all documents. At the end of our first review, we will provide the Town a comments
letter that can be passed on to the applicant. Once the map is resubmitted by the applicant, we will
perform our second review within one week. If all comments are adequately addressed, we will
provide the Town a letter of acceptance. When needed, we will sign maps that require our stamp and
signature. Additional reviews will be performed for an additional fee approved by the Town.
We will also require that the applicant provide the title report (current within 6 months) and all
supporting documents from the title company in legible format (full size parcel maps, etc.) We will
provide this service on a time and material basis with billing rates from our latest Charge Rate
Schedule (attached).
Again, thank you very much for this opportunity. If you need additional information or have any
questions, please call.
Sincerely,
SIERRA WEST LAND SURVEYING, INC.
Bra ey A. Bilbo L.S.
President
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SIERRA T
L A N D S U R V E Y I N G, f N C
1359 SAND HILL CT., OAKDALE, CA. 95361
Ph: (209) 845 - 2773 FAX: (209)845 - 9042
Current Chme Rates:
Principal $ 130.00 per hour
Project Surveyor
$ 95.00 per hour
Survey Technician
$ 85.00 per hour
Field Crew (2 person)
$ 180.00 per hour
Field Crew (3 person)
$ 210.00 per hour
GPS (with 2 man crew)
$ 205.00 per hour
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