9pow N of MEETING DATE: 06/03/13
ITEM NO:
x`g
io dos COUNCIL AGENDA REPORT
DATE: MAY 9, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. A13 -003 — 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 FREYER
& LAURETA 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 Freyer & Laureta 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, enviromnental, 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: til��Assistant Town Manager Town Attorney Finance
PAGE 2
MAY 9, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. A13 -003 —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.
Freyer & Laureta Inc. is familiar with the Town and its unique topography and layout.
Additionally, staff is satisfied with their 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 Freyer & Laureta 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 Freyer & Laureta Inc. is for private development projects and will be
fully funded by the private developers.
Attachments:
1. Engineering Service Proposal — Map Review.
FREYER '-
LAURE* INC.
CIVIL ENGINEERS • SURVEYORS • CONSTRUCTION MANAGERS
March 3, 2013
Mr. Kevin Rohani, P.E.
Town Engineer /Assistant Director
Town of Los Gatos
41 Miles Avenue
Los Gatos, CA 95031
Re: ENGINEERING SERVICES PROPOSAL — MAP REVIEW
TOWN OF LOS GATOS, CALIFORNIA
Dear Mr. Rohani,
Thank you for your request to have our firm provide map review services to the Town through
June 2015. We will provide these services for a fee not to exceed 75 % of the review fee that
the Town collects from applicants.
For this fee, we will perform two map reviews. Our first review will be performed within two
weeks of receipt of 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 materials 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,
FREYER & LAURETA, INC.
144 No. San Mateo Drive • San Mateo, California 94401 • (650) 344 -9901 • Fax: (650) 344 -9920 • Attachment 1
THIS PAGE
INTENTIONALLY
LEFT BLANK