SVA Architects | No. 25-RFP-PW-520 | City of Gilroy Library Improvements and Renovation Proposal | 27 Conceptual Design
For this phase, SVA will employ a process wherein multiple conceptual designs are developed in coordination with the City and Gilroy Library’s management. These design options will incorporate preliminary information and proposed development program, SVA will prepare conceptual planning alternatives for the subject area. These alternatives will explore the advantages and disadvantages of each option. The plans will be prepared as conceptual diagrams for the City to review and provide feedback; the goal is to select and obtain approval for a final conceptual design.
Our design concepts will be sure to incorporate the proposed scope of work listed within the RFP, which includes:
a. Building Management System
b. Extend Children’s programming space
c. Convert upstairs study space into Meeting Rooms
d. Combine Teen Study Room and Teen Area into one Space e. Combine Coffee Nook, Friends of the Library, and downstairs Meeting Room into one Community Room
f. Removal of Level 1 circulation desk
g. Removal of Level 2 Reference Desk and overhead Canopy h. Converting Meeting Room into Flexible Space
Schematic Design (30%)
Schematic design studies will be developed based upon the results of the conceptual design phase. Schematic site and floor plans, interior elevations and building sections will be prepared. Our proposed scope currently excludes exterior work and focuses on the work identified in the RFP.
The schematic design documents will be evaluated for design efficiencies and meeting program requirements, as well as cost considerations. Reviews will be established with the project committee and with applicable governing agencies. A preliminary building code analysis will be reviewed at this time. A preliminary estimate of construction costs will be prepared. At the conclusion of the schematic design phase, a final design concept will be defined and approved. Completion of schematic design documents, sketches, studies, and analysis will occur.
Design Development (60%)
Design development drawings, outline specifications, and preliminary engineering calculations and analysis will be performed for the scope of work identified. Drawings will reflect architectural, interiors, structural (as needed), and MEP design components. Detailed development of project components will occur. Construction materials, methodologies, major products and materials, and required equipment will also be determined.
Design development concepts will be prepared and defined based upon function, security, permanency, quality, and cost. Any improvements to the mechanical, plumbing, and electrical system designs will be identified and reviewed.
Structural design studies will be provided as necessary for the area affected.
An outline set of specifications and a preliminary draft of the final project manual will be created including bidding and contract requirements, general conditions, and all division one requirements. An updated estimate of construction costs will be provided.
SVA’s interiors team will work with the City’s selected furniture dealer to establish a detailed furniture package that will address shelving and ancillary computer and lounge furniture, as well as furnishings to support Library staff, if needed.
SVA Architects | No. 25-RFP-PW-520 | City of Gilroy Library Improvements and Renovation Proposal | 28 Construction Documents (95%)
Based upon the results of previous reviews, the final design of the project will be coordinated with the City and Gilroy Library’s management. Design development documents will be revised and refined accordingly. The design team will prepare all final construction documents, drawings, and supporting calculations. All engineering systems design will be finalized and completed. A final interiors color and material presentation board will be prepared and submitted for review and approval. The design team will prepare and coordinate the construction contract contents of the project manual including the technical specifications, bidding package, general conditions, and division one requirements.
Updated estimates of construction costs will be prepared during this phase. The final construction documents, project manual, supporting calculations, and final cost estimate will be presented to the City for final review and approval.
Construction documents will be submitted to the local jurisdictions for plan check and permit approval. The design team will make all necessary revisions and corrections consistent with all agency reviews and will obtain final approvals from all governing authorities in order to secure final plan check approval.
Bidding Phase
Contract documents and bidding requirements will be assembled and incorporated into the project manual. The design team will assist the project committee in the modification of certain parts as may be required by construction manager review pertaining to the instructions to bidders and agreements for construction. The design team will coordinate distribution to contractors, assistance with a construction pre-bid conference, and availability to answer bidder’s questions during the bidding phase. Any necessary addenda will be prepared, and our design team will assist the City in evaluating all of the bids and the related bidder’s qualifications. The design team will make recommendations to the project coordinator for award of the construction contract.
Construction Administration
Our design team will provide construction observation on a scheduled basis to observe the progress of construction, quality of work, and to determine if general compliance with drawings and specifications is being achieved. We will review and prepare meeting minutes, make recommendations, prepare and process field revisions and clarifications, construction changes authorizations, and any necessary change orders. The design team will review shop drawings, testing and inspection reports, and product / material samples submitted by the contractor. We will monitor the status of construction in order to review and process the contractor’s application for payment on a monthly basis.
SVA will review and monitor the construction schedule as required. Specific attention will be given to major phases and events related to determination of overall critical path. Specific job site reviews will be conducted in order to determine the point of substantial and final completion. A detailed punch list will be created for each space, building component, or site element in a detailed manner by the design team and submitted to the contractor for correction and completion.
At the time of final completion, the design team will conduct a final job site review.
Project Closeout
Once the contractor has declared the project to be substantially complete, SVA will confirm the declaration and attend the punch walk. At the punch walk, SVA will review the contractor’s list of items to complete, correct, and add additional inventory items requiring further attention. At the point that the contractor determines that the punch list is complete. SVA will visit the project to verify completion and assist the owner with the process of officially declaring final completion.
SVA Architects | No. 25-RFP-PW-520 | City of Gilroy Library Improvements and Renovation Proposal | 29
PROPOSED SCHEDULE
Based on the information provided in the RFP and our previous experience with these types of projects, we generated the following preliminary schedule for the City’s review. A more detailed project schedule will be developed at the beginning of the project defining responsibilities for all team members and various project milestones will be established.
Proposed Task by Key Phases Proposed Timeline Phase Duration Award of Contract
August 2025 -
Project Kick-Off
▪ Kick-off meeting with the City ▪ Meet with project committee and establish timeline and communication protocols Early/Mid-August 2025 1 Day
Conceptual Design
▪ Assess Existing Conditions
▪ Review Relevant Documents Developed to Date
▪ Develop Conceptual Design
▪ City’s Review
August 16, 2025 to
September 15, 2025 1 Month
Schematic Design (30%)
▪ Develop SD Drawings
▪ Develop SD-Level Cost Estimate
▪ City’s Review
September 16, 2025
to October 31, 2025 1 ½ Months
Design Development (60%)
▪ Develop DD drawings/specifications
▪ Update Cost Estimate
▪ Conduct page-turn / review with the City
November 1, 2025 to
January 31, 2026
3 Months
(Includes Holidays)
Construction Documents (95%)
▪ Develop CD drawings/specifications
▪ Update Cost Estimate ▪ Conduct page-turn / review with the City ▪ Prepare for Plan Check submission
February 1, 2026
to April 30, 2026 3 Months
Plan Check & Project Approval
▪ Plan submittal, backcheck, and approval May 2026 1 Months (est.) Bidding Phase & Project Award
▪ Bid phase support: Site walk, RFI’s, etc.
▪ Contract Award to GC
June 2026
to July 2026 2 Months (est.)
Construction Administration
▪ Construction Meetings
▪ CA Support: Shop Drawings, RFIs, Change Orders
▪ Substantial Completion
▪ Closeout and Project Certification
Starts End of
July 2026 TBD
WWW.SVA-ARCHITECTS.COM
1 City of Gilroy Public Works Department
Request for Proposals for
Architectural Design Services for
Library Improvements and Renovation
No. 25-RFP-PW-520
ATTN: RYAN OSENTON,
PROJECT MANAGER
CITY OF GILROY
7351 ROSANNA STREET
GILROY, CA 95020-6197
Proposals Due by: 2:00 pm, Thursday, July 10, 2025
2 Request for Proposal
No. 25-RFP-PW-520
Notice is hereby given that the City of Gilroy at 7351 Rosanna Street, Gilroy, CA 95020-6197 is soliciting proposals from qualified firms to complete the architectural and construction drawings for Gilroy Library Improvements and Renovation as described in Request for Proposal No. 25-RFP-PW-520.
Submittals will be accepted up until 2:00 PM, Thursday, July 10, 2025. Proposals received after that time and date will not be considered. The City of Gilroy accepts no responsibility if delivery is made to another location other than the location specified above and/or delayed deliveries by your chosen carrier. An evaluation team will review submitted proposals and select the best qualified firm based on the evaluation criteria and selection process outlined in the RFP. The selected Consultant will then be recommended to the City Council for an agreement to complete the work.
A free electronic copy of the RFP can be obtained at https://www.cityofgilroy.org/Bids.aspx. All prospective parties should check the City's website for any addendums prior to the submission of proposals. A MANDATORY PRE-BID JOB WALK will be held on Monday, June 23, 2025 at 11:00 AM at the Gilroy Library, 350 W 6th St, Gilroy, CA, 95020.
RespectfullyRequested,
Carina Baksa
Purchasing Coordinator
3 RFP No. 25-RFP-PW-520
Request for Proposals for Library Improvements and Renovation Table of Contents
Request for Proposal..........................................................................................................................2 Introduction.......................................................................................................................................4 Project Description.............................................................................................................................4 Issuing Office .....................................................................................................................................5 Anticipated RFP Schedule ...................................................................................................................5 Submission Date and Location ............................................................................................................5 Protests.............................................................................................................................................6 Rejection of Proposals........................................................................................................................6 Partial Funding or Award....................................................................................................................6 Modification / Withdrawal .................................................................................................................6 Cancellation .......................................................................................................................................6 Duration of Proposals.........................................................................................................................6 Public Record.....................................................................................................................................7 Incurring Costs...................................................................................................................................7 Selection Process................................................................................................................................7 Scope of Work....................................................................................................................................7 Proposal Contents..............................................................................................................................8 Proposal Evaluation Criteria and Scoring ........................................................................................... 10 Agreement ...................................................................................................................................... 10 Documents and Questions ............................................................................................................... 10
4 Introduction
The City of Gilroy (City) is seeking proposals from qualified firms (Consultants) to provide Professional Architectural Design Services to complete the design of Library Improvements and Renovation.
The City of Gilroy is a charter city located in southern Santa Clara County with a population of approximately 60,000. The City is a council-administrator form of government with the mayor elected at large for a four-year term and six City Councilmembers who are elected at large for four-year terms.
Development activity in the original Gilroy town site dates back to the early 1800s, with the City formally incorporating in 1870. Since then, the City experienced several annexations and growth periods throughout the 20th and 21st centuries.
Information regarding the City and its organization, such as governmental structure, services provided, the Current Operating and Capital Budgets, Annual Financial Reports, and the most recent Comprehensive Fee Schedule, is available on the City website at www.cityofgilroy.org Project Description
Remodeling specific sections of the Gilroy Library is the expectation of this project. The overall objectives for this project include:
1. Review existing Building Management System that is used to control HVAC and interior/exterior lighting system. Evaluate options and make recommendations on the new Building Management System.
2. Convert upstairs study space into small and medium-sized meeting rooms.
3. Combine Teen Study Room and Teen Area into one Space.
4. Remodel all service points throughout the library to support more flexible technology.
5. Convert Computer Room into Flexible Space including appropriate power and infrastructure.
6. Extending Children’s Room Programming Space.
7. Combine Coffee Nook, Friends of the Library, and the downstairs Meeting Room into one Community Room.
The scope of work shall include concept alternatives, any necessary studies, construction plans and specifications, construction cost estimates, and construction assistance to review submittals and respond to RFI’s.
There will be a mandatory pre-bid meeting (job walk) on Monday, June 23, 2025, at 11:00 AM where we will visit the Gilroy Library to review all locations. No other opportunities to visit the Gilroy Library will be accommodated.
5 Issuing Office
The Engineering Division of the Public Works Department is the Issuing Office for this Request for Proposal (RFP) and the point of contact for all process and contract questions as well as protests.
IssuingOffice
Engineering
Ryan Osenton
7351 Rosanna Street
Gilroy, CA 95020
[email protected]
Anticipated RFP Schedule
The Engineering Division anticipates the following general timeline for this RFP and the schedule may change as necessary.
Issuance of RFP documents June 9, 2025
Mandatory pre-bid onsite walkthrough 11:00 a.m., June 23, 2025 Deadline for RFP questions and comments 5:00 p.m., June 27, 2025 Addendum(s) available on website 5:00 p.m., July 2, 2025 Deadline for Proposal Submission 2:00 p.m., July 10, 2025 Notice of Intent to Award July 17, 2025
Consultantsto provide all required documents by: August 1, 2025 Council Award Contract at regular City Council Meeting August 18, 2025 Consultant to sign contract August 19, 2025
Submission Date and Location
Each responding Consultant must provide one electronic copy of their proposal in PDF format to [email protected], with a copy to [email protected]. The e-mail shall be entitled with the Consultant’s firm name and “Library Improvements and Renovation Proposal”. The proposals must be received by the City issuing office via e-mail by the Deadline for Proposal Submission, as defined above.
Solicitation Documents and Changes (Addenda)
All solicitation documents may be viewed or printed online from the City’s website at https://www.cityofgilroy.org/Bids.aspx or may be viewed onsite at the Issuing Office at the address listed above.
6 Proposals received from other sources will not be considered valid documents. Please contact the Issuing Office listed above with any problems viewing solicitation documents.
All questions regarding this solicitation shall be submitted in writing via e-mail. The questions will be researched and the answers will be communicated to all known interested Consultants and posted on the City’s website after the deadline for receipt of questions.
Prospective Consultants shall not contact City officers or employees with questions or suggestions regarding this solicitation except through the primary contact person listed above. Any unauthorized contact may be considered undue pressure and cause for disqualification of the Consultant.
Consultants are responsible for checking the City’s website for the issuance of any addenda prior to submitting a proposal. The Consultant is held responsible for all addenda/changes to the documents and may be considered non-responsive if their proposal does not reflect those addenda/changes.
Protests
Any complaints or perceived inequities related to this RFP shall be made in writing and directed to the Issuing Office at the address listed above and accordance with the City purchasing policy. This policy may be found on the City’s website, located here:
https://www.cityofgilroy.org/DocumentCenter/View/10774/Gilroy-Purchasing-Policy-.
Rejection of Proposals
The City reserves the right to reject any and all proposals submitted. The City also reserves the right to waive or not waive any informalities or irregularities in proposal responses.
Partial Funding or Award
The City reserves the right to fund only a portion of the total funding identified in its sole discretion. The City may make a partial award of an amount it determines to be appropriate, based on the financial resources available and operational considerations.
Modification / Withdrawal
Unless otherwise specified, modification of the Proposal will not be permitted; however, a Consultant may withdraw his or her Proposal at any time prior to the scheduled closing time for receipt of Proposals; any Consultant may withdraw his or her Proposal, either personally or by written request to the Issuing Office. Withdrawal of Proposal shall not disqualify the Consultant from submitting another Proposal provided the time for receipt of Proposals has not expired.
Cancellation
The City reserves the right to cancel award of this contract at any time before execution of the contract by both parties if cancellation is deemed to be in the City’s best interest. In no event shall the City have any liability for the cancellation of award.
Duration of Proposals
Proposals must remain valid for at least 120 days. Proposals must be signed by an official authorized to bind the Consultant.
7 Public Record
All proposals submitted are the property of the City and are public records. All documents received by the City are subject to public disclosure after the City selects a Consultant.
Incurring Costs
The City is not liable for any cost incurred by Consultants prior to execution of a contract.
Selection Process
The City reserves the right to select the Consultant based on the proposals or to conduct interviews with the highest qualified Consultant(s) following evaluation and scoring of the proposals, whichever is determined to best serve the needs of the City. The City reserves the right to seek clarifications on any or all proposals.
Scope of Work
This scope of work applies to the Gilroy Library, located at 350 W 6th Street, Gilroy, CA 95020. This project has a construction budget of approximately $4M.
1. Proposed Scope of Work:
a. Building Management System
• Reference Attachment 1: Feasibility Study, Page 7.
• The current Building Management System is outdated and needs to be replaced. • This system is used to control the HVAC, interior lighting, and exterior lighting systems through one control panel.
• Evaluate similar systems and make a recommendation for which system would cover all needs and include an expansion of the existing system to accommodate the new spaces.
b. Extend Children’s programming space
• Reference Attachment 1: Feasibility Study, Page 5 for existing conditions and
• Location: Level 1
• Add double door to Children’s Programming Space
• Evaluate option to replace one of the existing window frames with an entry/exit door.
• Create an alternate layout that expands the footprint and utilizes the outdoor space for pricing purposes.
c. Convert upstairs study space into Meeting Rooms
• Reference Attachment 1: Feasibility Study, Page 6 for existing conditions and
• Location: Level 2
• Convert the existing upstairs reading area into multiple, small and medium-sized meeting spaces with sound proofing.
• Rooms will require additional power and connection to HVAC system. d. Combine Teen Study Room and Teen Area into one Space • Reference Attachment 1: Feasibility Study, Page 6 for existing conditions and
• Location: Level 2
• Remove existing non-structural walls and expand the footprint of the room. • Room requires additional power and connection to HVAC system.
8 e. Combine Coffee Nook, Friends of the Library, and downstairs Meeting Room into one Community Room
• Reference Attachment 1: Feasibility Study, Page 5 for existing conditions and
• Location: Level 1
• Evaluate option to replace one of the existing window frames with an entry/exit door.
• Create new entry/exit from Lobby into space.
• Add power and modify connections to HVAC system.
• Create an alternate layout that expands the footprint and utilizes the outdoor space for pricing purposes.
f. Remove Level 1 circulation desk
• Reference Attachment 1: Feasibility Study, Page 5 for existing conditions and
• Location: Level 1
• Replace flooring materials where each desk was located. • Add in floor power at Circulation Desk location for future moveable check-in kiosks.
g. Remove Level 2 Reference Desk and overhead Canopy
• Reference Attachment 1: Feasibility Study, Page 6 for existing conditions and
• Location: Level 2
• Replace flooring materials where desk and support poles were located. • Add in/replace floor power for suture moveable desk
h. Convert Meeting Room into Flexible Space
• Reference Attachment 1: Feasibility Study, Page 6 for existing conditions and
• Location: Level 2
• Remove existing finishes and update space.
• Add floor power.
• Add necessary HVAC and fans
2. Requirements
a. The Architectural Consultant shall be a CA licensed architect experienced in public agency facilities such as libraries.
b. The Team may include an experienced licensed civil or structural engineer for the structural analysis work and a mechanical engineer for the MEP scope, as well as other licensed design professionals as required by State Law.
3. Services & Deliverables
a. 100% Construction Documents in compliance with: 2022 California Building Code (CBC), 2022 California Mechanical Code (CMC), 2022 California Plumbing Code (CPC), 2022 California Electrical Code (CEC), 2022 California Fire Code (CFC), the 2022 California Energy Code, and the 2022 California Green Code, including milestone submittals at 30%, 60%, and 95%.
b. Renderings for presentation purposes.
c. Project Coordination & Project Management.
d. Review Submittals, RFI’s, and limited Construction Support.
9 4. Schedule
a. Architectural Consultant shall start work in August 2025. b. PS&E shall be complete by April 2026.
c. The City shall review the construction documents at 30%, 60%, and 95% milestones. d. City will be provided up to 3 weeks to review each milestone submittal. e. City will solicit construction bids and hire a contractor in Summer 2026, and contractor shall start work in Summer 2026.
Proposal Contents
The Proposal package shall be organized to include the following sections. Each proposal shall have the sections identified below as separate sections in the proposal document. The contents for each section are listed below and must be presented in the same order. The Proposers shall be responsible for preparing an effective and clear proposal. Concise proposals without needless duplication are encouraged.
The proposal must contain at a minimum the following information:
1. Title Page and/or Cover Letter
a. Show the proposal title, the name of firm, address, telephone number(s), email address, name of primary contact person, the date, and other relevant company information. b. Provide the name(s) of the person(s) authorized to make representations for your firm, their title(s), address, email address, and telephone number(s). c. Include a list of and contact information for any proposed sub-consultants and the work they will perform.
2. Experience and Examples
a. Describe your firm’s experience in the required areas of expertise, and its ability to provide the needed services for the City.
b. Include examples for which your firm has supplied the same or similar services for other municipalities.
c. Provide up to three experience summaries describing similar work and identifying client reference contact information.
3. Key Staff
a. Identify the designated project manager or primary contact and key supporting staff, along with their availability, parking analysis experience, and capacity to provide the requested services.
b. Clearly state the person(s) assigned to oversee the project and those who will be actively involved in executing the project.
c. Include resumes for each of the individuals and clearly identify any sub-Consultants.
4. Scope and Approach
a. State the services your firm is proposing to provide. b. Describe the process and timeline that would be utilized to complete the project. At a minimum, all scope of work items listed in this RFP must be addressed.
5. Cost
a. In a separate PDF file, provide a fee computation broken down by the major tasks listed
10 in the scope of work in this RFP and for the project as a whole. b. Include the maximum fee not to be exceeded for the services to be rendered. c. Provide an hourly fee schedule for the personnel involved in the project.
Proposal Evaluation Criteria and Scoring
Proposal packages will be reviewed and scored, per the criteria listed below. Based on the number and quality of responses, Consultants may be asked to continue to the interview/presentation step in the process. Each package may receive a maximum of 100 points, as summarized below:
CRITERIA POINTS
Firm experience and examples 20
Project Approach and Work Plan 30
Key project staff 25
Reference Check Scores 5
Completeness, accuracy and quality of the proposal 20
TOTAL 100
Agreement
The selected firm will be required to execute an Agreement for Professional Services (Agreement) for the project on the City’s form and is made part of this Request for Proposal as Attachment 2. All proposers are directed particularly to review all Indemnification, Hold Harmless and Insurance requirements set forth in this Agreement. Any requested changes to the City’s Agreement must be submitted with the proposal and will be evaluated as part of the proposal. Changes to the Agreement will be considered as part of the selection process and significant changes may influence the City’s selection. If the proposal does not include proposed changes to the contract, the City shall assume the Proposer accepts the contract as is and no changes will be allowed.
Documents and Questions
The RFP is available electronically as a free download at https://www.cityofgilroy.org/Bids.aspx. To receive updates, amendments, or other information regarding this RFP, Proposers must sign up on the City’s website. Proposers are solely responsible for determining if any addenda have been issued. Any questions regarding the RFP should be directed to:
Ryan Osenton
Project Manager
(408) 846-0277
[email protected]
Attachments
Attachment 1: Feasibility Study
Attachment 2: As-Built Plans
Attachment 3: Sample Agreement for Services
RESOLUTION NO. 2025-XX
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF GILROY AMENDING THE BUDGET FOR
THE CITY OF GILROY FOR THE 2025-2026 FISCAL
YEAR
WHEREAS, the City Administrator prepared and submitted to the City Council a budget for the City of Gilroy for Fiscal Years 2025-2026 and 2026-2027, and the City Council carefully examined, considered, and adopted the same on June 2, 2025; and WHEREAS, City Staff has prepared and submitted to the City Council proposed amendments to the budget for Fiscal Year 2025-2026 (FY26) for the City of Gilroy in the staff report dated September 8, 2025, regarding the SVA Architects, Inc. for the Library Improvements Project.
NOW, THEREFORE, BE IT RESOLVED THAT the expenditure appropriations for Fiscal Year 2025-2026 in Fund 405 – Gilroy Library Fund shall be increased by $390,660.
PASSED AND ADOPTED this 8th day of September 2025 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
APPROVED:
Greg Bozzo, Mayor
ATTEST:
_______________________
Kim Mancera, City Clerk
City of Gilroy
STAFF REPORT
Agenda Item Title: Amend a contract with Dewberry Engineers, Inc. to add $29,880 to the contract for the design of the Lions Creek Project, and Adopt a Resolution to Amend the Fiscal Year 2025-26 Budget to Appropriate the Additional Funds
Meeting Date: September 8, 2025
From: Brad Kilger, Interim City Administrator
Department: Public Works
Submitted by: John Doughty, Public Works Director
Prepared by: Shaun Wright, Engineer
STRATEGIC PLAN GOALS: Maintain and Improve City Infrastructure
RECOMMENDATION
1. Amend a contract with Dewberry Engineers, Inc. to add $29,880.00 to the contract for a total amount not to exceed of $219,532.26;
2. Adopt a resolution to amend the Fiscal Year 2025-26 Budget to appropriate the $29,880.00 within the Transportation/Mobility Grants Fund ($14,700.85) and the Gas Tax Fund ($15,179.15); and
3. Authorize the City Administrator to execute the amendment and related documents.
EXECUTIVE SUMMARY
The Lions Creek Trail Project (Project) will improve pedestrian and bicycle connectivity in the City of Gilroy by constructing a Class I multi-use trail along Lions Creek between Tapestry Drive at Christopher High School and the existing paved trail at Kern Avenue.
Dewberry Engineers, Inc. (Dewberry), having completed the previous 65% design of the trail, is uniquely qualified to finalize the design, secure permits, and prepare the necessary construction documents. Under the current contract, Dewberry will also be designing pedestrian improvements at Santa Teresa Boulevard and Day Road East.
The construction of the pedestrian improvements (curb ramps and a crosswalk at the
Santa Teresa Boulevard/Day Road East intersection) will be funded with Highway Safety Improvement Program grant funds. The Dewberry contract is funded through two grants, each requiring a local match. Approval of this contract amendment will enable staff to move forward with finalizing the design of the project.
BACKGROUND
The Lions Creek Trail Project is a multi-use trail project aimed at enhancing connectivity and recreational opportunities within the City of Gilroy. The project will construct a Class I multi-use trail along Lions Creek from Tapestry Drive near Christopher High School to the existing paved trail at Kern Avenue.
In 2015 Drake Haglan and Associates (subsequently acquired by Dewberry) began the design of the Project (up to 65%). The Project was subsequently put on hold due to funding constraints.
In 2023 the City of Gilroy was awarded two grants for the Project (a Community Project Funding/Congressionally Directed Spending (CPF/CDS) grant in the amount of $1,500,000 and a Recreational Trails Program (RTP) grant in the amount of $200,000.) The awarded grant funds allowed staff to resume the Project.
In February 2025 the City was awarded $785,375 in Highway Safety Improvement Program (HSIP) grant funds for guardrail and pedestrian/bicycle crossing improvements at the Santa Teresa Boulevard/Day Road East intersection. The HSIP grant will be used to fund the construction of these improvements. Since the guardrail and pedestrian/bicycle improvements at the intersection will provide access between the two segments of the Lions Creek Trail, the design of these improvements will be completed under the current contract with Dewberry.
In April 2025 Council awarded a contract to Dewberry in the amount of $189,652.26 to complete the design of the Project. As the consultant prepared original 65-percent design documents, Dewberry was chosen as a uniquely qualified firm to complete the final design.
ANALYSIS
Following execution of the contract, Dewberry resumed the design of the Project in May 2025. During design, the design team found that Santa Clara Valley Water District (Valley Water) had constructed additional improvements in the Project area near Lions Creek in their intervening years. Project design and Valley Water approvals, necessitate an update of the prior topographic survey.
Staff requested that Dewberry provide a scope and fee for the additional work. Staff reviewed Dewberry’s proposed scope and fee (in the amount of $29,880) and found it to be reasonable. This additional scope and fee require an amendment to add $29,880 to
Dewberry’s contract.
This work will ensure an accurate base map and will allow the Project team to complete the design and obtain the necessary permits from Valley Water.
Grant and Gas Tax Funds are available to cover the additional cost of the updated topographic survey.
ALTERNATIVES
Council may choose not to amend the agreement with Dewberry. This alternative is not recommended as it is in the public's interest to complete design and initiate construction. It is particularly important to preserve grant funds.
FISCAL IMPACT/FUNDING SOURCE
Funding for the contract amendment is currently within the Project funds previously allocated. The contract amendment will utilize existing grant funds and local funds from Gas Tax (Fund 205). No General Fund dollars are to be used. Funding for the amendment to add $29,880 to the contract is summarized below.
Dewberry Original
Agreement
(Total Cost)
Dewberry Amendment #1
(Updated Topographic
Survey)
Dewberry Amended
Agreement (Total
Cost)
Federal Grant
(Fund 215)
$167,899.15 Federal
Grant (Fund
215)
$14,700.85 Federal
Grant
(Fund
215)
$182,600.00
Gas Tax (Fund
205)
$21,753.11 Gas Tax
(Fund 205)
$15,179.15 Gas Tax
(Fund
205)
$36,932.26
$189,652.26 $29,880.00 $219,532.26
PUBLIC OUTREACH
NEXT STEPS
If approved by Council, staff will execute the contract amendment and complete the design of the Project.
Attachments:
1. Budget Amendment Resolution - Dewberry Lions Creek Amendment - September 2025
RESOLUTION NO. 2025-XX
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF GILROY AMENDING THE BUDGET FOR
THE CITY OF GILROY FOR THE 2025-2026 FISCAL
YEAR
WHEREAS, the City Administrator prepared and submitted to the City Council a budget for the City of Gilroy for Fiscal Years 2025-2026 and 2026-2027, and the City Council carefully examined, considered, and adopted the same on June 2, 2025; and WHEREAS, City Staff has prepared and submitted to the City Council proposed amendments to the budget for Fiscal Year 2025-2026 (FY26) for the City of Gilroy in the staff report dated September 9, 2025, regarding the Dewberry Engineers Inc. contract amendment for the Lions Creek Project.
NOW, THEREFORE, BE IT RESOLVED THAT the expenditure appropriations for Fiscal Year 2025-2026 in Fund 215 – Transportation/Mobility Grants Fund shall be increased by $14,700.85, and in Fund 205 – Gas Tax Fund shall be increased by $15,179.15.
PASSED AND ADOPTED this 8th day of September 2025 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
APPROVED:
Greg Bozzo, Mayor
ATTEST:
_______________________
Kim Mancera, City Clerk
City of Gilroy
STAFF REPORT
Agenda Item Title: Authorize the City Administrator to Enter into an Eight-Year Master Services and Purchasing Agreement with Axon
Enterprises, Inc., to Purchase the Axon Records Draft One Report Writing Software for $499,233
Meeting Date: September 8, 2025
From: Brad Kilger, Interim City Administrator
Department: Police
Submitted by: Ken Binder, Interim Police Chief
Prepared by: Brian Dutton
STRATEGIC PLAN GOALS: Ensure Neighborhood Equity from City Services
RECOMMENDATION
1. Authorize the City Administrator to enter into an eight-year master services and purchasing agreement with Axon Enterprises Inc. for $499,233 to purchase the Axon records draft one report writing software; and
2. Authorize the City Administrator to execute the master services and purchasing agreement and related purchasing documents.
EXECUTIVE SUMMARY
As service demands increase, the Department is looking for options to drive efficiencies within our current staffing model/levels to increase employee productivity. In the last two years, the Department transitioned to Axon camera and evidence storage solutions, which has streamlined the collection, recall and storage of evidence to include the cataloging of interactions utilizing body-worn cameras. This has reduced the amount of staff time needed to collect and process evidence such as photographs, videos, and documents.
With the advent of body-worn camera usage, officers need to review, summarize, and potentially transcribe body-worn camera video to ensure their report accurately reflects
the recorded interaction, creating a bottleneck in the amount of time needed for report writing.
Axon recently developed a report generation system which utilizes artificial intelligence to interpret an officer’s body-worn camera video and audio and assist in generating a police report. The Department recently tested the service in-field and received a positive response from personnel as a means of generating a draft report to then edit for grammar and content.
BACKGROUND
The Department adopted Axon’s body-worn camera system along with Axon’s digital evidence collection database, Evidence.com, approximately two years ago. In addition to meeting the Council’s goal of increasing trust with the community through faster resolution of complaints and lawsuits, the system has streamlined our evidence collection processes for digitally stored evidence, such as body-worn camera footage, photographs, video, and documents. As such, Police Department personnel are able to collect and submit evidence digitally in the field, thus reducing the amount of time spent physically preparing evidence and reducing paperwork. The digital preparation and storage of evidence reduces the number of steps needed to properly prepare and store evidence, while reducing the potential for errors and staff time in its preparation.
This is a benefit to officers in the field, as well as time spent by support staff who process and prepare both reports and evidence for submission to the District Attorney’s Office or the Courts.
As such, the Department has utilized this technology to create workflows that can increase the amount of time officers are available to meet other service demands or proactively patrol the city. As service demands continue to increase, the Department constantly looks for options to improve productivity with our current staffing levels, with the goal of increasing officers’ time to proactively patrol the city.
The utilization of body-worn cameras has benefited the Department in helping to reduce the potential liability and time needed to mitigate complaints while driving employee efficiencies, such as capturing a video record of an entire investigation. However, bodyworn camera usage often requires officers to review, summarize, and potentially transcribe body-worn camera video to ensure their report accurately reflects the recorded interaction (even for the most basic or routine criminal investigation). This can create a bottleneck in the amount of time needed for video review and report writing as officers need to ensure what they write is consistent with what was captured on video, reducing officers’ time to patrol the city.
Axon recently developed a report generation system, Draft One, which utilizes artificial intelligence (AI) to interpret an officer’s body-worn camera video and assist in generating a draft police report. By utilizing Draft One, Department personnel will be able to quickly generate a draft report, edit it for grammar, content, and pertinent details
(as they are responsible for ensuring their reports are complete and accurate), and finish the report faster than needing to start a new report while reviewing video. This reduces the time spent on report writing to address service demands or to help the Department meet its goals for proactive policing. The Department recently tested the service and received a positive response from personnel as a means of assisting in an efficient report writing process, thus freeing them for better public safety services.
ANALYSIS
Artificial Intelligence (AI) has gone from a novel technology to being rapidly integrated in the workplace to assist employers and employees with increased productivity. While some industries struggle with this integration, law enforcement is quickly adopting the technology to increase productivity while collecting voluminous amounts of data with technologies such as Automated License Plate Readers (ALPR), body-worn camera data, or data collected from specific investigations (i.e., forensic data collection).
Agencies have found that AI can aggregate and parse this into useable data much faster and with less payroll hours than prior to AI adoption.
As AI is a new technology that is designed to continuously improve its “intelligence” over time, the most common applications (ChatGPT, Grok, Claude, Gemini et al) all use a large language model (LLM) that is open sourced. As LLM’s gather more data the model continues to learn and improve its responses through pattern recognition, which means it could retrieve specific information from training data even though the data is not saved (like a traditional database). This means there is the potential that sensitive data is being uploaded to an LLM that could be accessed sometime in the future. There are potential security concerns for law enforcement in using an AI application that is open sourced and is not within a closed system. And since the technology is so new, it is not clear if closed enterprise services on open source LLM’s are free from security concerns (such as discovery in copyright lawsuits).
Since the Department records sensitive video on a daily basis, it needs to find an AI solution to continue to improve employee productivity while maintaining data security. In addition, the AI integration needs to be convenient and easy to use. With that, it makes sense to work within the Axon universe of products for an AI product to assist with summarizing video contacts, and generate a draft report based upon that summary.
Officers now record the majority of their interactions with citizens throughout their working day. Depending upon the contact, officers may need to review and summarize the contact to ensure the statement provided during the contact is documented properly to avoid any misrepresentations. This can be time consuming, needing to start and stop video several times while capturing the detail of the incident.
Axon’s AI solution, Draft One, is a secure solution that is integrated into Axon’s camera technology and is easy to use. For example, if an officer records a contact they can use Draft One to generate a draft report by accessing the video through Evidence.com and clicking a button within the video. Draft One is also able to review and interpret other
sources of audio and video to generate draft reports or sections of a report. This could include witness or surveillance videos, audio interviews, or similar media. The AI in Draft One interprets both audio and video and generates a draft police report. The officer is required to review the report and the video and make the necessary corrections needed to ensure the report is an accurate summary and reflection of the incident.
To ensure reports are being thoroughly reviewed before being submitted for supervisor review, nonsense phrases such as “the quick brown fox jumps over the lazy dog” are inserted into the text. This is to alert the officer, but also to signal to reviewers if the text has been edited for accuracy. The Department can also implement a warning system (or prevent system usage for each user) if a certain percentage of words have not been edited prior to submission. The Department can also specify which incident types and level of crimes can be drafted with Draft One.
To ensure the Department is properly training our staff, and that each member is proficient in their job, the Department will only allow officers off probation (18 months) to use the system.
The Department recently beta tested Draft One using twenty-three officers as part of the program and received a positive response from the service using an auto-generated survey. The average rating provided by Department personnel for each report was a numerical score of 4.83 out of 5.0. The Department was able to generate approximately 370 draft reports, which officers estimated saved them approximately twenty-four minutes of report writing time per report. Officers said they were able to quickly generate and edit reports while reviewing video, especially for investigations that were more routine (i.e., auto burglaries, theft reports, etc.). This frees the officers for proactive policing or to focus on more in-depth investigations.
ALTERNATIVES
While the AI market is highly competitive and there are other vendors who can use AI to potentially interpret body-worn camera footage and generate draft police reports, Staff believes the Axon product is the best software for this service to increase employee productivity.
• Axon is an established company with a market capitalization of $57 billion and is the market leader in software and camera technology for law enforcement. While there is always market risk, the likelihood of Axon ceasing operations midcontract are highly unlikely. Law enforcement is also Axon’s primary end user and solutions are tailored specifically for the industry. • Axon’s systems are an easy technology to learn and use and the company has been responsive to all administrative or operational issues that have arisen over the last two years.
• Draft One is incorporated within the Evidence.com system and can be used by officers immediately upon contract adoption with no integration issues and
minimal amounts of training.
• Draft One is secure. We currently store all evidence, ALPR, and body-worn camera data with Axon via cloud-based storage solutions. Like other Axon services that are cloud-based, Draft One meets the compliance standards under the FBI’s Criminal Justice Information Services (CJIS) Security Policy, meeting current law enforcement database security standards.
It is staff’s belief that there is no other service that can meet these needs.
FISCAL IMPACT/FUNDING SOURCE
On June 2, 2025, the City Council adopted the Fiscal Year 2026 and 2027 biennial budget, which includes the procurement of Axon Draft One, for $62,000/year for each of the fiscal years. Staff are recommending a multi-year agreement to complement the Department's existing Axon service agreements for other solutions that have been procured and standardized. As such, an eight-year term is recommended for a total amount not to exceed $499,233 over the term. Axon allows these fees to be spread over the life of the agreement, making implementation more affordable. Axon product costs rose 30% from 2022 to 2023; locking in long-term pricing is expected to generate cost savings over the life of the agreement of $71,319.
PUBLIC OUTREACH
N/A
NEXT STEPS
N/A
Attachments:
1. Axon Draft One Quote
Q-605197-45715.977KP
Issued: 02/27/2025
Quote Expiration: 06/30/2025
Estimated Contract Start Date: 07/01/2025
Account Number: 112140
Payment Terms: N30
Delivery Method:
SHIP TO BILL TO SALES REPRESENTATIVE PRIMARY CONTACT
Gilroy Police Department - CA
7301 Hanna St
Gilroy,
CA
95020-6129
USA
Gilroy Police Department - CA
7301 Hanna St
Gilroy
CA
95020-6129
USA
Email:
Kyle Panasewicz
Phone: +1 4803294734
Email: [email protected]
Fax: (480) 905-2071
Michael McMahon
Phone:
Email: [email protected]
Fax:
Quote Summary Discount Summary
Program Length 97 Months Average Savings Per Year $8,823.01 TOTAL COST $499,232.76
ESTIMATED TOTAL W/ TAX $499,232.76 TOTAL SAVINGS $71,319.30 Axon Enterprise, Inc.
17800 N 85th St.
Scottsdale, Arizona 85255
United States
VAT: 86-0741227
Domestic: (800) 978-2737
International: +1.800.978.2737
Payment Summary
Date Subtotal Tax Total
Jul 2025 $62,404.06 $0.00 $62,404.06
Aug 2026 $62,404.10 $0.00 $62,404.10
Aug 2027 $62,404.10 $0.00 $62,404.10
Aug 2028 $62,404.10 $0.00 $62,404.10
Aug 2029 $62,404.10 $0.00 $62,404.10
Aug 2030 $62,404.10 $0.00 $62,404.10
Aug 2031 $62,404.10 $0.00 $62,404.10
Aug 2032 $62,404.10 $0.00 $62,404.10
Total $499,232.76 $0.00 $499,232.76
Quote Unbundled Price: $570,552.06
Quote List Price: $570,552.06
Quote Subtotal: $499,232.76
Pricing
All deliverables are detailed in Delivery Schedules section lower in proposal Item Description Qty Term Unbundled List Price Net Price Subtotal Tax Total A la Carte Software
101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT
WRITING 78 97 $75.41 $65.98 $499,232.76 $0.00 $499,232.76 Total $499,232.76 $0.00 $499,232.76
Delivery Schedule
Software
Bundle Item Description QTY Estimated Start Date Estimated End Date A la Carte 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 07/01/2025 07/31/2033
Shipping Locations
Location Number Street City State Zip Country
1 7301 Hanna St Gilroy CA 95020-6129 USA
Payment Details
Jul 2025
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 1 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 $62,404.06 $0.00 $62,404.06 Total $62,404.06 $0.00 $62,404.06
Aug 2026
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 2 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 $62,404.10 $0.00 $62,404.10 Total $62,404.10 $0.00 $62,404.10
Aug 2027
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 3 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 $62,404.10 $0.00 $62,404.10 Total $62,404.10 $0.00 $62,404.10
Aug 2028
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 4 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 $62,404.10 $0.00 $62,404.10 Total $62,404.10 $0.00 $62,404.10
Aug 2029
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 5 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 $62,404.10 $0.00 $62,404.10 Total $62,404.10 $0.00 $62,404.10
Aug 2030
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 6 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 $62,404.10 $0.00 $62,404.10 Total $62,404.10 $0.00 $62,404.10
Aug 2031
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 7 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 $62,404.10 $0.00 $62,404.10 Total $62,404.10 $0.00 $62,404.10
Aug 2032
Invoice Plan Item Description Qty Subtotal Tax Total
Annual Payment 8 101283 AXON RECORDS - DRAFT ONE - AI-ASSISTED REPORT WRITING 78 $62,404.10 $0.00 $62,404.10 Total $62,404.10 $0.00 $62,404.10
Tax is estimated based on rates applicable at date of quote and subject to change at time of invoicing. If a tax exemption certificate should be applied, please submit prior to invoicing.
Standard Terms and Conditions
Axon Enterprise Inc. Sales Terms and Conditions
Axon Master Services and Purchasing Agreement:
This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon’s Master Services and Purchasing Agreement (posted at https://www.axon.com/sales-terms-and-conditions), as well as the attached Statement of Work (SOW) for Axon Fleet and/or Axon Interview Room purchase, if applicable. In the event you and Axon have entered into a prior agreement to govern all future purchases, that agreement shall govern to the extent it includes the products and services being purchased and does not conflict with the Axon Customer Experience Improvement Program Appendix as described below.
ACEIP:
The Axon Customer Experience Improvement Program Appendix, which includes the sharing of de-identified segments of Agency Content with Axon to develop new products and improve your product experience (posted at www.axon.com/legal/sales-terms-and-conditions), is incorporated herein by reference. By signing below, you agree to the terms of the Axon Customer Experience Improvement Program.
Acceptance of Terms:
Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity (including but not limited to the company, municipality, or government agency for whom you work), you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote.
\s1\ \d1\
Signature Date Signed
2/27/2025
City of Gilroy
STAFF REPORT
Agenda Item Title: Issuance of an Exploratory Request for Proposals for Use of Opioid Settlement Funds
Meeting Date: September 8, 2025
From: Brad Kilger, Interim City Administrator
Department: Administration
Submitted by: Bryce Atkins, Assistant to the City Administrator Prepared by: Bryce Atkins, Assistant to the City Administrator STRATEGIC PLAN GOALS: Not Applicable
RECOMMENDATION
Council authorize staff to issue an exploratory request for proposals for the use of opioid settlement funds.
EXECUTIVE SUMMARY
BACKGROUND
In response to the national lawsuits and bankruptcies surrounding the production and distribution of opioids, such as Fentanyl, for example, nationwide settlement and bankruptcy agreements were created as part of those processes, and cities and counties throughout the nation were able to sign on to the agreements to receive some of those funds. The City of Gilroy signed onto those agreements and now accepts payments from the administrators overseeing those settlements.
The individual payments are small, ranging from just a few thousand dollars to approximately $42,000, the most significant amount, although these large amounts are rare. In the budget process, staff does not project payments from these agreements, as the amounts are not known in advance and can vary significantly regarding the amount and timing of the payments. The only expenditure against these funds was a purchase
of naloxone (also known as Narcan) for distribution to Police and Public Works staff in case they encounter someone in the public experiencing an overdose condition. Aside from that purchase, there has not been any additional use of these funds. The fund currently has $237,352.12 in fund balance.
ANALYSIS
The use of settlement funds is required to meet conditions in the settlement agreements and is regulated by the State of California. There are several categories of uses, but many of the services described in them are not commonly present in Gilroy. Without specific programming and knowledge of the available vendors and programs in the area, staff is requesting Council approval to issue an exploratory request for proposals (RFP). An exploratory RFP is an open solicitation process for vendors who believe their services align with the intent of the funding being made available, without limiting proposals to a specific program or service. Opioid remediation and prevention is not a program offered by the City, and the City is neither equipped to create such a program nor know if it would be viable. The exploratory RFP helps resolve this by allowing service providers to propose programs for the use of these funds. The evaluation of proposals would first be vetted by City staff to ensure they meet the funding requirements. Those proposals that meet the requirements would then come before the Council for the Council to determine which awards are made.
Staff had received an inquiry and an unsolicited proposal from a local organization seeking to use the funds. However, the City's purchasing policy requires competitive procurement. The exploratory RFP will facilitate a fair and equitable process for receiving proposals from service providers interested in serving Gilroy residents using these funds.
ALTERNATIVES
1. Council may choose not to issue the exploratory RFP. This is not recommended as there are no specific programs identified to utilize these funds, and it may result in the continued accumulation of restricted funding.
2. Council may choose to divert the funds to the County, as some other cities have done. While a viable alternative, it is likely that the funds would be pooled with other opioid funds and be used chiefly for services in the urban core of Santa Clara County.
FISCAL IMPACT/FUNDING SOURCE
There is no fiscal impact for the issuance of the exploratory RFP. The fiscal impact would occur at the time of award, should a qualifying proposal be received and the Council choose to award a contract(s). The specific amount would be presented as part
of that item. The maximum award possible would be the current balance in the fund, $237,352.12. Use of the funds will require a budget amendment, as no expenditures were appropriated during the budget process. There is no impact on the General Fund.
PUBLIC OUTREACH
This item was included on the publicly posted agenda for this meeting. If approved, the City would issue an exploratory RFP on the City's website and in the local newspaper.
NEXT STEPS
If approved, the City would issue an exploratory RFP, and return to Council with the results.
Attachments:
None
City of Gilroy
STAFF REPORT
Agenda Item Title: City Administrator Recruitment Process Meeting Date: September 8, 2025
From: Brad Kilger, Interim City Administrator
Department: Administrative Services
Submitted by: Greg Bozzo, Mayor
Prepared by: LeeAnn McPhillips, Assistant City Administrator/HR Director STRATEGIC PLAN GOALS: Not Applicable
RECOMMENDATION
1. Review process for City Administrator recruitment.
2. Establish a City Council Sub-Committee for the City Administrator recruitment process.
3. Confirm that the salary information posted on the job flyer will be "Depending On Qualifications."
EXECUTIVE SUMMARY
The process to recruit and select a new City Administrator is underway. This is an important hiring process for the Council as the City Administrator is the Chief Executive Officer of the City, reports to the City Council, ensures that Council policies, goals and priorities are implemented, and oversees the work of all City departments. A Council subcommittee for this hiring process is recommended to facilitate certain steps of the process and keep things moving forward in a timely manner. The full Council will be engaged in many steps of the process to ensure the candidate selected will meet the needs of the Council and community.
BACKGROUND
With the retirement of the most recent City Administrator on July 31, 2025, a search for
a new City Administrator needs to be completed. An Interim City Administrator is in place on a temporary basis and the target goal is to fill the City Administrator position by January 2026.
Search Firm Proposals
Human Resources solicited proposals from search firms that specialize in the recruitment and placement of City Administrators/City Managers. Six proposals were received and evaluated. Two of the six firms had significant and recent experience placing City Administrators/City Managers in California. Staff shared the proposal information and two best qualified firms with the Council subcommittee members that worked on the Interim City Administrator hiring process (Mayor Bozzo, Council Member Cline, and Council Member Ramirez). Based on the review and feedback received, Ralph Andersen & Associates was identified as the firm to work on Gilroy's City Administrator search. Fred Wilson will serve as the Project Director for this search. Mr.
Wilson has 35 years of experience, including 20 years serving as a City Manager in different communities. Mr. Wilson has worked on over 30 successful City Manager searches for other agencies. Mr. Wilson will be supported by a team of professional staff who will be assisting with the search process. Staff is working with the Ralph Andersen & Associates team to get an Agreement for Services in place so the search process can begin. The cost for the search will be $29,000. Proposal pricing for the search ranged from $25,000 to $37,100.
Council Sub-Committee
While many steps of the hiring process will include all members of the Council, there are some administrative and process steps that can be expedited through the use of a Council subcommittee of three members. Mayor Bozzo, Council Member Cline, and Council Member Ramirez worked on the Interim City Administrator hiring process, which allowed some steps of the process to be expedited versus waiting for a scheduled Council meeting. In addition to the review of the search firm proposals, the subcommittee can review draft documents (to include the final recruitment brochure), pre-screen candidates (the full Council will review the recommended short list of approximately six candidates for interview with the full Council), answer questions from the search firm, and assist with salary and benefit negotiations. It is customary for the Mayor to serve as the lead of this subcommittee. The subcommittee's role is primarily administrative and to keep the process moving forward. The recommended short list of candidates will be reviewed in detail with the full Council prior to the interview process.
Absent the screening interviews completed by the search firm, all interviews with candidates will be conducted by the full Council. Council should determine if they wish to have a subcommittee for the City Administrator hiring process. If so, will the existing subcommittee remain in place or will there be changes to who is serving on the subcommittee?
Community Outreach
Given that the City Administrator is the Chief Executive Officer of the City of Gilroy and will have a lot of community contact, it is important that the Council engage with the community to gain additional perspective on the profile, skills, and abilities of our next City Administrator. It is recommended that this be accomplished through direct personal contact with members of the community by all members of Council, followed by a sharing of that information with the full Council, so the community's input can be front of mind when evaluating applications and interviewing candidates.
As an example, input can be gathered from community members at a future Coffee with the Mayor. Feedback can also be obtained during various community interactions by all members of Council. Further ideas for community outreach can be shared by members of Council.
Search Work Plan and Timeline
The recruitment and selection process will take approximately 12–14 weeks to complete, from execution of the agreement to salary/benefit negotiations with the finalist. Working with the Council and subcommittee, the search firm process tasks include:
• Review of project management approach — contract, individual meetings with Council/subcommittee and key staff, timing, and communication methods. • Develop a position profile — gather technical information, develop recruitment criteria, complete a community survey (if applicable), and finalize a recruitment brochure.
• Outreach and recruiting — outreach and advertising of position, candidate identification and contacts.
• Candidate evaluation — screening, preliminary research and review, and preliminary interviews.
• Search report — evaluation report regarding all candidates who applied for the position to include identification of recommended candidates. • Council interview of finalists.
• Council selection of top candidate(s).
• Background check(s).
• Salary and benefits negotiations.
• Employment Agreement approval at a public meeting.
City Administrator Salary and Benefits
It is recommended that the salary for the City Administrator position be left open for negotiations to give the Council the ability to consider the best qualified candidates and not be limited by a historical or pre-established salary range. Given the needs, experience, and demands of Gilroy's City Administrator position, an experienced City Administrator is desired over a first-time City Administrator. Therefore, having flexibility in setting the salary will allow the Council the best opportunity to recruit and select the
best qualified person for this important position. At the end of the hiring process, the City Administrator's salary is set through a written Employment Agreement approved by the City Council in an open public meeting.
The current executive management benefits package will be included in the job brochure along with a statement that other benefits may be considered depending upon the qualifications of the selected candidate. Again, this wording will provide the Council with flexibility when in the salary and benefits negotiations phase of the hiring process.
ANALYSIS
N/A
ALTERNATIVES
N/A
FISCAL IMPACT/FUNDING SOURCE
The cost for search firm services for the City Administrator search is $29,000. This is an all-inclusive fee that includes search services and expenses. The cost of this search will be covered by savings associated with the City Administrator position not being filled with a full-time employee receiving benefits over a five-to-six-month period.
PUBLIC OUTREACH
Public outreach regarding the City Administrator search can be accomplished as described above.
NEXT STEPS
Next steps for the City Administrator search process include:
• Finalize Agreement for Services with Ralph Andersen & Associates. • Schedule an initial kick-off meeting with the search firm and Council subcommittee.
• Schedule individual meetings for Council with the search firm to develop the City Administrator profile.
• Council collection of community input to be considered when screening and interviewing candidates.
• Council subcommittee review of the draft job brochure prior to it being finalized and distributed for outreach and advertising.
Attachments:
None