Agenda packet, first session — Los Gatos City Council, August 20, 2024 (part 2 of 3)

ITEM NO. 8.

Tow of Los Gatos
Tyler Technologies, Inc. Page | iii
Munis Conversion Summary ............................................................................................................. 44 Accounts Payable Master .......................................................................................................... 44 Accounts Payable - Checks ........................................................................................................ 44 Accounts Payable - Invoices ...................................................................................................... 44 Capital Assets Master ................................................................................................................ 44 General Billing CID ..................................................................................................................... 44 Purchase Orders ........................................................................................................................ 44 Payroll ....................................................................................................................................... 44 Payroll – Accumulators ............................................................................................................. 45 Payroll – Check History ............................................................................................................. 45 Payroll – Earning/Deduction Hist. ............................................................................................. 45 Additional Appendices ................................................................................................................ 46 EnerGov Definitions .......................................................................................................................... 46 “Template Business Transactions” ............................................................................................ 46 “Unique Business Transactions” ............................................................................................... 46 “Geo-Rules” ............................................................................................................................... 46 “Automation Events” ................................................................................................................ 47 “EnerGov SDK/API (Toolkits)” ................................................................................................... 47 Tyler and Client Work Split Assumptions .......................................................................................... 47 Increased Work Split Hours ....................................................................................................... 47 Intentionally left blank. ..................................................................................................................... 48 Project Timeline .......................................................................................................................... 49 ERP Project Timeline ......................................................................................................................... 49 Intentionally left blank. ..................................................................................................................... 49

Exhibit E

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ITEM NO. 8.

Tow of Los Gatos
Tyler Technologies, Inc. Page | 1
Part 1: Executive Summary
Project Overview
Introduction
Tyler Technologies (“Tyler”) is the largest and most established provider of integrated software and technology services focused solely on the public sector. Tyler’s end-to-end solutions empower public sector entities including local, state, provincial and federal government, to operate more efficiently and connect more transparently with their constituents and with each other. By connecting data and processes across disparate systems, Tyler’s solutions transform how clients gain actionable insights that solve problems in their communities.

Project Goals
This Statement of Work (“SOW”) documents the methodology, implementation stages, activities, and roles and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler and the Los Gatos (collectively the “Project”).

The overall goals of the project are to:
 Successfully implement the contracted scope on time and on budget  Increase operational efficiencies and empower users to be more productive  Improve accessibility and responsiveness to external and internal customer needs  Overcome current challenges and meet future goals
Methodology
This is accomplished by the Los Gatos and Tyler working as a partnership and Tyler utilizing its depth of implementation experience. While each Project is unique, all will follow Tyler’s six-stage methodology. Each of the six stages is comprised of multiple work packages, and each work package includes a narrative description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.

Tailored specifically for Tyler’s public sector clients, the project methodology contains Stage Acceptance Control Points throughout each Phase to ensure adherence to scope, budget, timeline controls, effective communications, and quality standards. Clearly defined, the project methodology repeats consistently across Phases, and is scaled to meet the Los Gatos’s complexity and organizational needs.

Exhibit E

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Tyler Technologies, Inc. Page | 2
The methodology adapts to both single-phase and multiple-phase projects.

To achieve Project success, it is imperative that both the Los Gatos and Tyler commit to including the necessary leadership and governance. During each stage of the Project, it is expected that the Los Gatos and Tyler Project teams work collaboratively to complete tasks. An underlying principle of Tyler’s Implementation process is to employ an iterative model where the Los Gatos’s business processes are assessed, configured, validated, and refined cyclically in line with the project budget. This approach is used in multiple stages and work packages as illustrated in the graphic below.

The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to complete the Project efficiently and effectively.

Exhibit E

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Tyler Technologies, Inc. Page | 3
Part 2: Project Foundation
Project Governance
Project governance is the management framework within which Project decisions are made. The role of Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This allows organizations to have a structured approach for conducting its daily business in addition to project related activities.

This section outlines the resources required to meet the business needs, objectives, and priorities for the Project, communicate the goals to other Project participants, and provide support and guidance to accomplish these goals. Project governance defines the structure for escalation of issues and risks, Change Control review and authority, and Organizational Change Management activities. Throughout the Statement of Work Tyler has provided RACI Matrices for activities to be completed throughout the implementation which will further outline responsibilities of different roles in each stage. Further refinement of the governance structure, related processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage.

The chart below illustrates an overall team perspective where Tyler and the Los Gatos collaborate to resolve Project challenges according to defined escalation paths. If project managers do not possess authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management and the Los Gatos Steering Committee become the escalation points to triage responses prior to escalation to the Los Gatos and Tyler executive sponsors. As part of the escalation process, each Project governance tier presents recommendations and supporting information to facilitate knowledge transfer and issue resolution. The Los Gatos and Tyler executive sponsors serve as the final escalation point.

Exhibit E

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ITEM NO. 8.

Tow of Los Gatos
Tyler Technologies, Inc. Page | 4
Project Scope Control
Managing Scope and Project Change
Project Management governance principles contend that there are three connected constraints on a Project:
budget, timeline, and scope. These constraints, known as the “triple constraints” or project management triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the work performed to deliver a product, service or result with the specified features and functions, while time is simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle, the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased, cost and time to complete will also need to increase. The Project and executive teams will need to remain cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this triangle is included here, showing the connection of each item and their relational impact to the overall Scope.

A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level of flexibility to incorporate approved changes. Scope and changes within the project will be managed using the change control process outlined in the following section.

Change Control
It may become necessary to change the scope of this Project due to unforeseeable circumstances (e.g., new constraints or opportunities are discovered). This Project is being undertaken with the understanding that Project scope, schedule, and/or cost may need to change to produce optimal results for stakeholders.

Changes to contractual requirements will follow the change control process specified in the final contract, and as described below.

Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the change will be brought to the attention of the Steering Committee and an assessment of the change will occur. While such changes may result in additional costs and delays relative to the schedule, some changes may result in less cost to the Los Gatos; for example, the Los Gatos may decide it no longer needs a deliverable originally defined in the Project. The Change Request will include the following information:

Exhibit E

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ITEM NO. 8.

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Tyler Technologies, Inc. Page | 5
 The nature of the change.
 A good faith estimate of the additional cost or associated savings to the Los Gatos, if any.  The timetable for implementing the change.
 The effect on and/or risk to the schedule, resource needs or resource responsibilities.

The Los Gatos will use its good faith efforts to either approve or disapprove any Change Request within ten (10) Business Days (or other period as mutually agreeable between Tyler and the Los Gatos). Any changes to the Project scope, budget, or timeline must be documented and approved in writing using a Change Request form. These changes constitute a formal amendment to the Statement of Work and will supersede any conflicting term in the Statement of Work.

Exhibit E

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ITEM NO. 8.

Tow of Los Gatos
Tyler Technologies, Inc. Page | 6
Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the success of the Project that each Los Gatos office or department designates specific individuals for making decisions on behalf of their offices or departments.

Both Tyler and the Los Gatos will identify representative project managers. These individuals will represent the interests of all stakeholders and serve as the primary contacts between the two organizations.

The coordination of gaining Los Gatos feedback and approval on Project deliverables will be critical to the success of the Project. The Los Gatos project manager will strive to gain deliverable and decision approvals from all authorized Los Gatos representatives. Given that the designated decision-maker for each department may not always be available, there must be a designated proxy for each decision point in the Project.

Assignment of each proxy will be the responsibility of the leadership from each Los Gatos department. The proxies will be named individuals that have the authorization to make decisions on behalf of their department.

The following process will be used for accepting Deliverables and Control Points:
 The Los Gatos shall have five (5) business days from the date of delivery, or as otherwise mutually agreed upon by the parties in writing, to accept each Deliverable or Control Point. If the Los Gatos does not provide acceptance or acknowledgement within five (5) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.
 If the Los Gatos does not agree the Deliverable or Control Point meets requirements, the Los Gatos shall notify Tyler project manager(s), in writing, with reasoning within five (5) business days, or the otherwise agreed-upon timeframe, not to be unreasonably withheld, of receipt of the Deliverable.  Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The Los Gatos shall then have two (2) business days from receipt of the redelivered Deliverable or Control Point to accept or again submit written notification of reasons for rejecting the milestone. If the Los Gatos does not provide acceptance within two (2) business days, or the otherwise agreed upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.

Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for the Los Gatos and Tyler. Roles and responsibilities may not follow the organizational chart or position descriptions at the Los Gatos, but are roles defined within the Project. It is common for individual resources on both the Tyler and Los Gatos project teams to fill multiple roles. Similarly, it is common for some roles to be filled by multiple people.

Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.

Exhibit E

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ITEM NO. 8.

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Tyler Technologies, Inc. Page | 7
Tyler Executive Manager
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation process. This team member offers additional support to the Project team and collaborates with other Tyler department managers as needed to escalate and facilitate implementation Project tasks and decisions.  Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying the Los Gatos ’s overall organizational strategy.
 Authorizes required Project resources.
 Resolves all decisions and/or issues not resolved at the implementation management level as part of the escalation process.
 Acts as the counterpart to the Los Gatos ’s executive sponsor.

Tyler Implementation Manager
 Tyler implementation management has indirect involvement with the Project and is part of the Tyler escalation process. The Tyler project managers consult implementation management on issues and outstanding decisions critical to the Project. Implementation management works toward a solution with the Tyler Project Manager or with Los Gatos management as appropriate. Tyler executive management is the escalation point for any issues not resolved at this level.  Assigns Tyler Project personnel.
 Provides support for the Project team.
 Provides management support for the Project to ensure it is staffed appropriately and staff have necessary resources.
 Monitors Project progress including progress towards agreed upon goals and objectives.

Tyler Project Manager
 The Tyler project manager(s) provides oversight of the Project, coordination of Tyler resources between departments, management of the Project budget and schedule, effective risk, and issue management, and is the primary point of contact for all Project related items. As requested by the Los Gatos, the Tyler Project Manager provides regular updates to the Los Gatos Steering Committee and other Tyler governance members. Tyler Project Manager’s role includes responsibilities in the following areas:

Contract Management
 Validates contract compliance throughout the Project.  Ensures Deliverables meet contract requirements.
 Acts as primary point of contact for all contract and invoicing questions.  Prepares and presents contract milestone sign-offs for acceptance by the Los Gatos project manager(s).
 Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.

Planning
 Delivers project planning documents.
 Defines Project tasks and resource requirements.
 Develops initial Project schedule and Project Management Plan.

Exhibit E

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ITEM NO. 8.

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Tyler Technologies, Inc. Page | 8
 Collaborates with the Los Gatos project manager(s) to plan and schedule Project timelines to achieve on-time implementation.

Implementation Management
 Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus actual are transparent and handled effectively and efficiently.  Establishes and manages a schedule and Tyler resources that properly support the Project Schedule and are also in balance with Scope/budget.
 Establishes risk/issue tracking/reporting process between the Los Gatos and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to the Los Gatos any items that may impact the outcomes of the Project.  Collaborates with the Los Gatos ’s project manager(s) to establish key business drivers and success indicators that will help to govern Project activities and key decisions to ensure a quality outcome of the project.
 Collaborates with the Los Gatos ’s project manager(s) to set a routine communication plan that will aide all Project team members, of both the Los Gatos and Tyler, in understanding the goals, objectives, status, and health of the Project.

Resource Management
 Acts as liaison between Project team and Tyler manager(s).  Identifies and coordinates all Tyler resources across all applications, Phases, and activities including development, forms, installation, reports, implementation, and billing.  Provides direction and support to Project team.
 Manages the appropriate assignment and timely completion of tasks as defined in the Project Schedule, task list, and Go-Live Checklist.
 Assesses team performance and adjusts as necessary.
 Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.

Tyler Implementation Consultant
 Completes tasks as assigned by the Tyler project manager(s).  Documents activities for services performed by Tyler.  Guides the Los Gatos through software validation process following configuration.  Assists during Go-Live process and provides support until the Los Gatos transitions to Client Services.  Facilitates training sessions and discussions with the Los Gatos and Tyler staff to ensure adequate discussion of the appropriate agenda topics during the allotted time.  May provide conversion review and error resolution assistance.

Tyler Sales
 Supports Sales to Implementation knowledge transfer during Initiate & Plan.  Provides historical information, as needed, throughout implementation.  Participates in pricing activities if additional licensing and/or services are needed.

Tyler Technical Services
 Maintains Tyler infrastructure requirements and design document(s).  Involved in system infrastructure planning/review(s).  Provides first installation of licensed software with initial database on servers.

Exhibit E

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ITEM NO. 8.

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Tyler Technologies, Inc. Page | 9
 Supports and assists the project team with technical/environmental issues/needs.  Deploys Tyler products.

Tyler SaaS Technicians
 Sets up Tyler-hosted servers.
 Provides maintenance of hosted server hardware, operating system, and software upgrades.  Provides IT-related services for server environment.
 Provides remote technical assistance and tracks issues.  Provides system management and disaster recovery services within hosting services.  Performs Tyler software upgrades through coordination with the Los Gatos.

Los Gatos Roles & Responsibilities
Los Gatos resources will be assigned prior to the start of each Phase of the Project. One person may be assigned to multiple Project roles.

Los Gatos Executive Sponsor
The Los Gatos executive sponsor provides support to the Project by providing strategic direction and communicating key issues about the Project and its overall importance to the organization. When called upon, the executive sponsor also acts as the final authority on all escalated Project issues. The executive sponsor engages in the Project, as needed, to provide necessary support, oversight, guidance, and escalation, but does not participate in day-to-day Project activities. The executive sponsor empowers the Los Gatos steering committee, project manager(s), and functional leads to make critical business decisions for the Los Gatos.
 Champions the project at the executive level to secure buy-in.  Authorizes required project resources.
 Actively participates in organizational change communications.

Los Gatos Steering Committee
The Los Gatos steering committee understands and supports the cultural change necessary for the Project and fosters an appreciation for the Project’s value throughout the organization. The steering committee oversees the Los Gatos project manager and Project through participation in regular internal meetings. The Los Gatos steering committee remains updated on all Project progress, Project decisions, and achievement of Project milestones. The Los Gatos steering committee also serves as primary level of issue resolution for the Project.
 Works to resolve all decisions and/or issues not resolved at the project manager level as part of the escalation process.
 Attends all scheduled steering committee meetings.
 Provides support for the project team.
 Assists with communicating key project messages throughout the organization.  Prioritizes the project within the organization.
 Ensures the project staffed appropriately and that staff have necessary resources.  Monitors project progress including progress towards agreed upon goals and objectives.  Has the authority to approve or deny changes impacting the following areas:
o Cost
Exhibit E

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ITEM NO. 8.

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Tyler Technologies, Inc. Page | 10
o Scope
o Schedule
o Project Goals
o Los Gatos Policies
o Needs of other client projects
Los Gatos Project Manager
The Los Gatos shall assign project manager(s) prior to the start of this project with overall responsibility and authority to make decisions related to Project Scope, scheduling, and task assignment. The Los Gatos Project Manager should communicate decisions and commitments to the Tyler project manager(s) in a timely and efficient manner. When the Los Gatos project manager(s) do not have the knowledge or authority to make decisions, he or she engages the necessary resources to participate in discussions and make decisions in a timely fashion to avoid Project delays. The Los Gatos project manager(s) are responsible for reporting to the Los Gatos steering committee and determining appropriate escalation points.

Contract Management
 Validates contract compliance throughout the project.  Ensures that invoicing and Deliverables meet contract requirements.  Acts as primary point of contact for all contract and invoicing questions. Collaborates on and approves Change Requests, if needed, to ensure proper scope and budgetary compliance.

Planning
 Reviews and accepts project planning documents.
 Defines project tasks and resource requirements for the Los Gatos project team.  Collaborates in the development and approval of the project schedule.  Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on-time implementation.

Implementation Management
 Tightly manages project budget and scope.
 Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that scope changes and budget (planned versus actual) are transparent and handled effectively and efficiently.
 Collaborates with Tyler project manager to establish and manage a schedule and resource plan that properly supports the project schedule as a whole and is also in balance with scope and budget.  Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process between the Los Gatos and Tyler and takes all necessary steps to proactively mitigate these items or communicate with transparency to Tyler any items that may impact the outcomes of the project.  Collaborates with Tyler project manager(s) to establish key business drivers and success indicators that will help to govern project activities and key decisions to ensure a quality outcome of the project.  Routinely communicates with both the Los Gatos staff and Tyler, aiding in the understanding of goals, objectives, current status, and health of the project by all team members.  Manages the requirements gathering process and ensure timely and quality business requirements are being provided to Tyler.

Exhibit E

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ITEM NO. 8.

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Tyler Technologies, Inc. Page | 11
Resource Management
 Acts as liaison between project team and stakeholders.  Identifies and coordinates all Los Gatos resources across all modules, phases, and activities including data conversions, forms design, hardware and software installation, reports building, and satisfying invoices.
 Provides direction and support to project team.
 Builds partnerships among the various stakeholders, negotiating authority to move the project forward.
 Manages the appropriate assignment and timely completion of tasks as defined.  Assesses team performance and takes corrective action, if needed.  Provides guidance to Los Gatos technical teams to ensure appropriate response and collaboration with Tyler Technical Support Teams to ensure timely response and appropriate resolution.  Owns the relationship with in-Scope 3rd party providers and aligns activities with ongoing project tasks.
 Ensures that users have appropriate access to Tyler project toolsets as required.  Conducts training on proper use of toolsets.
 Validates completion of required assignments using toolsets.

Los Gatos Functional Leads
 Makes business process change decisions under time sensitive conditions.  Communicates existing business processes and procedures to Tyler consultants.  Assists in identifying business process changes that may require escalation.  Contributes business process expertise for Current & Future State Analysis.  Identifies and includes additional subject matter experts to participate in Current & Future State Analysis.
 Validates that necessary skills have been retained by end users.  Provides End Users with dedicated time to complete required homework tasks.  Acts as an ambassador/champion of change for the new process and provide business process change support.
 Identifies and communicates any additional training needs or scheduling conflicts to the Los Gatos project manager.
 Actively participates in all aspects of the implementation, including, but not limited to, the following key activities:
o Task completion
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of Los Gatos resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance o Data analysis assistance
o Decentralized end user training
o Process testing
Exhibit E

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ITEM NO. 8.

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Tyler Technologies, Inc. Page | 12
o Solution Validation
Los Gatos Power Users
 Participate in project activities as required by the project team and project manager(s).  Provide subject matter expertise on the Los Gatos business processes and requirements.  Act as subject matter experts and attend Current & Future State Analysis sessions as needed.  Attend all scheduled training sessions.
 Participate in all required post-training processes as needed throughout project.  Test all application configuration to ensure it satisfies business process requirements.  Become application experts.
 Participate in Solution Validation.
 Adopt and support changed procedures.
 Complete all deliverables by the due dates defined in the project schedule.  Demonstrate competency with Tyler products processing prior to Go-live.  Provide knowledge transfer to the Los Gatos staff during and after implementation.  Participate in conversion review and validation.

Los Gatos End Users
 Attend all scheduled training sessions.
 Become proficient in application functions related to job duties.  Adopt and utilize changed procedures.
 Complete all deliverables by the due dates defined in the project schedule.  Utilize software to perform job functions at and beyond Go-live.

Los Gatos Technical Lead
 Coordinates updates and releases with Tyler as needed.  Coordinates the copying of source databases to training/testing databases as needed for training days.
 Coordinates and adds new users, printers and other peripherals as needed.  Validates that all users understand log-on process and have necessary permission for all training sessions.
 Coordinates interface development for Los Gatos third party interfaces.  Develops or assists in creating reports as needed.
 Ensures on-site system meets specifications provided by Tyler.  Assists with software installation as needed.
 Extracts and transmits conversion data and control reports from the Los Gatos’s legacy system per the conversion schedule set forth in the project schedule.

Los Gatos Upgrade Coordination
 Becomes familiar with the software upgrade process and required steps.  Becomes familiar with Tyler’s releases and updates.
 Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest helpful tools to manage the Los Gatos’s software upgrade process.  Assists with the software upgrade process during implementation.  Manages software upgrade activities post-implementation.  Manages software upgrade plan activities.

Exhibit E

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Tyler Technologies, Inc. Page | 13
 Coordinates software upgrade plan activities with Los Gatos and Tyler resources.  Communicates changes affecting users and department stakeholders.  Obtains department stakeholder acceptance to upgrade production environment.

Los Gatos Change Management Lead
 Validates that users receive timely and thorough communication regarding process changes.  Provides coaching to supervisors to prepare them to support users through the project changes.  Identifies the impact areas resulting from project activities and develops a plan to address them proactively.
 Identifies areas of resistance and develops a plan to reinforce the change.  Monitors post-production performance and new process adherence.

Exhibit E

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Tyler Technologies, Inc. Page | 14
Part 3: Project Plan
Project Stages
Work Breakdown Structure
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down into smaller, more manageable components. The top-level components are called “Stages” and the second level components are called “Work Packages”. The work packages, shown below each stage, contain the high-level work to be done. The detailed Project Schedule, developed during Project/Phase Planning and finalized during subsequent stages, lists the tasks to be completed within each work package. Each stage ends with a “Control Point”, confirming the work performed during that stage of the Project has been accepted by the Los Gatos. *Items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope of the contract, these specific work packages will be noted as “Intentionally Left Blank” in Section 6 of the Statement of Work.

Exhibit E

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Tyler Technologies, Inc. Page | 15
Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a foundation for the Project by identifying and establishing sequence and timing for each Phase as well as verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique items being repeated for the additional Phases as needed.

Initial Coordination
Prior to Project commencement, Tyler management assigns project manager(s). Additional Project resources will be assigned later in the Project as a Project schedule is developed. Tyler provides the Los Gatos with initial Project documents used to gather names of key personnel, their functional role as it pertains to the Project, as well as any blackout dates to consider for future planning. the Los Gatos gathers the information requested by the provided deadline ensuring preliminary planning and scheduling can be conducted moving the Project forward in a timely fashion. Internally, the Tyler Project Manager(s) coordinate with sales to ensure transfer of vital information from the sales process prior to scheduling a Project Planning Meeting with the Los Gatos’s team. During this step, Tyler will work with the Los Gatos to establish the date(s) for the Project and Phase Planning session.

Objectives:
 Formally launch the project.
 Establish project governance.
 Define and communicate governance for Tyler.
 Identify Los Gatos project team.

STAGE 1 Initial Coordination
Tyler Los Gatos
RACI MATRIX KEY:

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Inputs Contract documents
Statement of Work
Outputs/Deliverables Completed initial project documents Project portal
Work package assumptions:
 Project activities begin after the agreement has been fully executed.

Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions and services purchased, identify applications to implement in each Phase (if applicable), and discuss implementation timeframes.

During this work package Tyler will work with the Los Gatos to coordinate and plan a formal Project planning meeting(s). This meeting signifies the start of the Project and should be attended by all Los Gatos Project team members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its implementation methodology, terminology, and Project management best practices to the Los Gatos’s Project Team. This will also present an opportunity for project managers and Project sponsors to begin to discuss Project communication, metrics, status reporting and tools to be used to measure Project progress and manage change.

Tyler will work with the Los Gatos Project Team to prepare and deliver the Project Management Plan as an output of the planning meeting. This plan will continue to evolve and grow as the Project progresses and will describe how the project will be executed, monitored, and controlled.

During project planning, Tyler will introduce the tools that will be used throughout the implementation. Tyler will familiarize the Los Gatos with these tools during project planning and make them available for review and maintenance as applicable throughout the project. Some examples are Solution validation plan, issue log, and go-live checklist.

STAGE 1 Project/Phase Planning
Tyler Los Gatos
RACI MATRIX KEY:

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Schedule and
conduct planning
session(s)

A R I C C I
Develop Project
Management Plan A R I C C I
Develop initial
project schedule A R I I I I I I C C I I C I
Inputs Contract documents
Statement of Work
Guide to Starting Your Project
Outputs / Deliverables Acceptance Criteria [only] for Deliverables Project Management Plan Delivery of document
Project Operational Plan Delivery of document
Initial Project Schedule Los Gatos provides acceptance of schedule based on resource availability, project
budget, and goals.

Work package assumptions:
 Los Gatos has reviewed and completed the Guide to Starting Your Project document.

Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. This task is especially important for Tyler-hosted/SaaS deployment models. Tyler will be responsible for building the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement. Tyler will install Licensed Software on application server(s) or train the Los Gatos to install License Software. The Los Gatos is responsible for the installation and setup of all peripheral devices.

Objectives:
 Ensure the Los Gatos’s infrastructure meets Tyler’s application requirements.  Ensure the Los Gatos’s infrastructure is scheduled to be in place and available for use on time.

STAGE 1 Infrastructure Planning
Tyler Los Gatos
RACI MATRIX KEY:

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Provide Infrastructure
Requirements and Design
Document

A R C C I I
Initial Infrastructure
Meeting A R C C C C
*Schedule SaaS
Environment Availability A R C I
*Schedule Hardware to
be Available for
Installation

I I A R C
Schedule Installation of
All Licensed Software A R C I I
Infrastructure Audit A R C I C
Inputs 1. Initial Infrastructure Requirements and Design Document Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables

1. Completed Infrastructure Requirements
and Design Document
Delivery of Document

2. Infrastructure Audit System Passes Audit Criteria
Stakeholder Meeting
Communication of the Project planning outcomes to the Los Gatos Project team, executives and other key stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage, gain commitment, and instill confidence in the Los Gatos team. During the meeting, the goals and objectives of the Project will be reviewed along with detail on Project scope, implementation methodology, roles and responsibilities, Project timeline and schedule, and keys to Project success.

Objectives:
 Formally present and communicate the project activities and timeline.  Communicate project expectations.

STAGE 1 Stakeholder Meeting
Tyler Los Gatos
RACI MATRIX KEY:

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Review Stakeholder
Meeting Presentation I C A R C
Perform Stakeholder
Meeting Presentation I A R I I I I C I I I I I I
Inputs Agreement
SOW
Project Management Plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Stakeholder Meeting Presentation
Work package assumptions:
 None
Intentionally left blank.

Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.

Note: Advancement to the Assess & Define stage is not dependent upon Tyler’s receipt of this stage acceptance.

Initiate & Plan Stage Deliverables:
 Project Management Plan
 Initial Project Schedule
Initiate & Plan stage acceptance criteria:
 All stage deliverables accepted based on acceptance criteria previously defined  Project governance defined
 Project portal made available to the Los Gatos
 Stakeholder meeting complete
Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current Los Gatos business processes. This information will be used to identify and define business processes utilized with Tyler software. The Los Gatos collaborates with Tyler providing complete and accurate information to Tyler staff and assisting in analysis, understanding current workflows and business processes.

Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution functionality prior to beginning the current and future state analysis. The primary goal is to establish a foundation for upcoming conversations regarding the design and configuration of the solution.

Exhibit E

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Tyler utilizes a variety of tools for the Solution Orientation, focusing on Los Gatos team knowledge transfer such as: eLearning, documentation, or walkthroughs. The Los Gatos team will gain a better understanding of the major processes and focus on data flow, the connection between configuration options and outcome, integration, and terminology that may be unique to Tyler’s solution.

Objectives:
 Provide a basic understanding of system functionality.  Prepare the Los Gatos for current and future state analysis.

STAGE 2 Solution Orientation
Tyler Los Gatos
RACI MATRIX KEY:

The Los Gatos and Tyler will evaluate current state processes, options within the new software, pros and cons of each based on current or desired state and make decisions about the future state configuration and processing. This may occur before or within the same timeframe as the configuration work package. The options within the new software will be limited to the scope of this implementation and will make use of standard Tyler functionality.

The Los Gatos will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk from over customization of Tyler products. It is the Los Gatos’s responsibility to verify that in-scope requirements are being met throughout the implementation if functional requirements are defined as part of the contract. The following guidelines will be followed when evaluating if a modification to the product is required:
 A reasonable business process change is available.
 Functionality exists which satisfies the requirement.  Configuration of the application satisfies the requirement.  An in-scope modification satisfies the requirement.

Exhibit E

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Requirements that are not met will follow the agreed upon change control process and can have impacts on the project schedule, scope, budget, and resource availability.

STAGE 2 Current & Future State Analysis
Tyler Los Gatos
RACI MATRIX KEY:

A R C C C I I I I I
Inputs Los Gatoscurrent state documentation
Solution Orientation completion
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Documentation that describes future-state
decisions and configuration options to support
future-state decisions.

Delivery of document
Work package assumptions:
 Los Gatos attendees possess sufficient knowledge and authority to make future state decisions.  The Los Gatos is responsible for any documentation of current state business processes.  The Los Gatos can effectively communicate current state processes.

Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler’s conversion tools facilitate the predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler system. The first step in this process is to perform an assessment of the existing (“legacy”) system(s), to better understand the source data, risks, and options available. Once the data has been analyzed, the plan for data conversion is completed and communicated to the appropriate stakeholders.

Objectives:

Exhibit E

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 Communicate a common understanding of the project goals with respect to data.  Ensure complete and accurate source data is available for review/transfer.  Map the data from the source to the Tyler system.
 Document the data conversion/loading approach.

STAGE 2 Data Conversion Assessment
Tyler Los Gatos
RACI MATRIX KEY:

R = Responsible
A = Accountable
C = Consulted
I = Informed Executive Manager Implementation Manager Project Manager Implementation Consultant Data Experts Modification Services Technical Services Client Services Executive Sponsor Steering Committee Project Manager Functional Leads Change Management Leads Subject Matter Experts (Power Users) Department Heads End Users Technical Leads Extract Data from
Source Systems I C A R
Review and Scrub
Source Data I I I A R C I
Build/Update Data
Conversion Plan R C C C I I I I
Inputs Los Gatos Source data
Los Gatos Source data Documentation (if available)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data Conversion Plan built/updated Los Gatos Acceptance of Data Conversion Plan, if Applicable
Work package assumptions:
 Tyler will be provided with data from the Legacy system(s) in a mutually agreed upon format.  Tyler will work with the Los Gatos representatives to identify business rules before writing the conversion.
 Los Gatos subject matter experts and resources most familiar with the current data will be involved in the data conversion planning effort.

Intentionally left blank.

Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.

Exhibit E

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Note: Advancement to the Prepare Solution Stage is dependent upon Tyler’s receipt of the Stage Acceptance.

Assess & Define Stage Deliverables:
 Documentation of future state decisions and configuration options to support future state decisions.  Modification specification document.
 Assess & Define Stage Acceptance Criteria:
 All stage deliverables accepted based on criteria previously defined.  Solution Orientation is delivered.
 Conversion data extracts are received by Tyler.
 Data conversion plan built.

Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages will be used to install and configure the Tyler software solution. Software configuration will be validated by the Los Gatos against future state decisions defined in previous stages and processes refined as needed to ensure business requirements are met.

Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler Licensed Software on an approved network and infrastructure. Delays in executing this work package can affect the project schedule.

Objectives:
 All licensed software is installed and operational.
 The Los Gatos can access the software.

STAGE 3 Initial System Deployment (Hosted/SaaS)*
Tyler Los Gatos
RACI MATRIX KEY:

A R I C
Exhibit E

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Included
Environments
Install Licensed
Software on Los
Gatos Devices (if
applicable)

I C A R
Tyler System
Administration
Training (if
applicable)

A R I C
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Licensed Software is Installed on the Server(s) Software is accessible Licensed Software is Installed on Los Gatos
Devices (if applicable)
Software is accessible
Installation Checklist/System Document System Passes
Infrastructure Design Document (C&J – If
Applicable)
Work package assumptions:
 The most current available version of the Tyler Licensed Software will be installed.  The Los Gatos will provide network access for Tyler modules, printers, and Internet access to all applicable Los Gatos and Tyler Project staff.

Configuration
The purpose of Configuration is to prepare the software product for validation.

Tyler staff collaborates with the Los Gatos to complete software configuration based on the outputs of the future state analysis performed during the Assess and Define Stage. The Los Gatos collaborates with Tyler staff iteratively to validate software configuration.

Objectives:
 Software is ready for validation.
 Educate the Los Gatos Power User how to configure and maintain software.  Prepare standard interfaces for process validation (if applicable).

STAGE 3 Configuration
Tyler Los Gatos
Exhibit E

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RACI MATRIX KEY:

A R I I I
Complete Los Gatos
configuration tasks
(where applicable)

I C A R C
Standard interfaces
configuration and
training (if applicable)

A R C I C C C
Updates to Solution
Validation testing plan C C A R C C
Inputs Documentation that describes future state decisions and configuration options to support future state decisions.

Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Configured System N/A
Work package assumptions:
 Tyler provides guidance for configuration options available within the Tyler software. The Los Gatos is responsible for making decisions when multiple options are available.

Process Refinement
Tyler will educate the Los Gatos users on how to execute processes in the system to prepare them for the validation of the software. The Los Gatos collaborates with Tyler staff iteratively to validate software configuration options to support future state.

Objectives:
 Ensure that the Los Gatos understands future state processes and how to execute the processes in the software.
 Refine each process to meet the business requirements.  Validate standard interfaces, where applicable.
 Validate forms and reports, where applicable.

Exhibit E

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STAGE 3 Process Refinement
Tyler Los Gatos
RACI MATRIX KEY:

I C A R C
Refine
configuration (Tyler
Responsible)

A R I I I
Validate interface
process and results I C C A R C C
Update Los Gatosspecific process
documentation (if
applicable)

I C A R C
Updates to
Solution Validation
testing plan

C C A R C C
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support future state decisions.

Solution validation test plan
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated solution validation test plan
Completed Los Gatos-specific process
documentation (completed by Los Gatos)
Work package assumptions:
 None
Exhibit E

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Conversion Delivery
The purpose of this task is to transition the Los Gatos’s data from their source (“legacy”) system(s) to the Tyler system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A well-executed data conversion is key to a successful cutover to the new system(s).

With guidance from Tyler, the Los Gatos will review specific data elements within the system and identify / report discrepancies. Iteratively, Tyler will collaborate with the Los Gatos to address conversion discrepancies.

This process will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s).

Reference Conversion Appendix for additional detail.

Objectives:
 Data is ready for production (Conversion).

STAGE 3 Data Delivery & Conversion
Tyler Los Gatos

RACI MATRIX
KEY:

A C R I I I
Exhibit E

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Populate data
crosswalks/code
mapping tool

I C C A R C
Iterations:

Conversion
Development

A C R I I
Iterations:

Deliver
converted data

A R I I I
Iterations:

Proof/Review
data and
reconcile to
source system

C C C A R C C
Inputs
Data Conversion Plan
Configuration
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Code Mapping Complete / Validated N/A
Conversion Iterations / Reviews Complete Conversion complete, verified, and ready for final pass
Work package assumptions:
 The Los Gatos will provide a single file layout per source system as identified in the investment summary.
 The Los Gatos subject matter experts and resources most familiar with the current data will be involved in the data conversion effort.
 The Los Gatos project team will be responsible for completing the code mapping activity, with assistance from Tyler.

Intentionally left blank.

Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.

Note: Advancement to the Production Readiness Stage is dependent upon Tyler’s receipt of the Stage Acceptance.

Prepare Solution Stage Deliverables:
 Licensed software is installed.
 Installation checklist/system document.
 Conversion iterations and reviews complete.

Exhibit E

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Prepare Solution Stage Acceptance Criteria:
 All stage deliverables accepted based on criteria previously defined.  Software is configured.
 Solution validation test plan has been reviewed and updated if needed.

Production Readiness
Activities in the Production Readiness stage will prepare the Los Gatos team for go-live through solution validation, the development of a detailed go-live plan and end user training. A readiness assessment will be conducted with the Los Gatos to review the status of the project and the organizations readiness for go-live.

Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that the Los Gatos verifies all aspects of the Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all features and functions per the contract have been deployed for system use.

Objectives:
 Validate that the solution performs as indicated in the solution validation plan.  Ensure the Los Gatos organization is ready to move forward with go-live and training (if applicable).

STAGE 4 Solution Validation
Tyler Los Gatos
RACI MATRIX KEY:

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Solution Validation Report Los Gatos updates report with testing results Work package assumptions:
 Designated testing environment has been established.
 Testing includes current phase activities or deliverables only.

Go-Live Readiness
Tyler and the Los Gatos will ensure that all requirements defined in Project planning have been completed and the Go-Live event can occur, as planned. A go-live readiness assessment will be completed identifying risks or actions items to be addressed to ensure the Los Gatos has considered its ability to successfully GoLive. Issues and concerns will be discussed, and mitigation options documented. Tyler and the Los Gatos will jointly agree to move forward with transition to production. Expectations for final preparation and critical dates for the weeks leading into and during the Go-Live week will be planned in detail and communicated to Project teams.

Objectives:
 Action plan for go-live established.
 Assess go-live readiness.
 Stakeholders informed of go-live activities.

STAGE 4 Go-Live Readiness
Tyler Los Gatos
RACI MATRIX KEY:

A R I I I I C C I I I I I
Develop Go-Live checklist A R C C C C I C C
Final system
infrastructure review
(where applicable)

A R C C
Inputs Future state decisions
Exhibit E

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Go-live checklist
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Updated go-live checklist Updated Action plan and Checklist for go-live delivered to the Los Gatos
Work package assumptions:
 None
End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously reviewed and approved, the Project team will organize and initiate the training activities.

Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. Los Gatos users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be contracted at the applicable rates for training.

Tyler will provide standard application documentation for the general use of the software. It is not Tyler’s responsibility to develop Los Gatos specific business process documentation. Los Gatos-led training labs using Los Gatos specific business process documentation if created by the Los Gatos can be added to the regular training curriculum, enhancing the training experiences of the end users.

Objectives:
 End users are trained on how to use the software prior to go-live.  The Los Gatos is prepared for on-going training and support of the application.

STAGE 4 End User Training
Tyler Los Gatos
RACI MATRIX KEY:

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Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
End User Training Los Gatos signoff that training was delivered Work package assumptions:
 The Los Gatos project team will work with Tyler to jointly develop a training curriculum that identifies the size, makeup, and subject-area of each of the training classes.  Tyler will work with the Los Gatos as much as possible to provide end-user training in a manner that minimizes the impact to the daily operations of Los Gatos departments.  The Los Gatos will be responsible for training new users after go-live (exception—previously planned or regular training offerings by Tyler).

Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is dependent upon Tyler’s receipt of the stage acceptance.

Production Readiness stage deliverables:
 Solution Validation Report.
 Update go-live action plan and checklist.
 End user training.

Production Readiness stage acceptance criteria:
 All stage deliverables accepted based on criteria previously defined.  Go-Live planning session conducted.

Production
Following end user training the production system will be fully enabled and made ready for daily operational use as of the scheduled date. Tyler and the Los Gatos will follow the comprehensive action plan laid out during Go-Live Readiness to support go-live activities and minimize risk to the Project during go-live.

Following go-live, Tyler will work with the Los Gatos to verify that implementation work is concluded, post golive activities are scheduled, and the transition to Client Services is complete for long-term operations and maintenance of the Tyler software.

Go-Live
Following the action plan for Go-Live, defined in the Production Readiness stage, the Los Gatos and Tyler will complete work assigned to prepare for Go-Live.

The Los Gatos provides final data extract and Reports from the Legacy System for data conversion and Tyler executes final conversion iteration, if applicable. If defined in the action plan, the Los Gatos manually enters any data added to the Legacy System after final data extract into the Tyler system.

Tyler staff collaborates with the Los Gatos during Go-Live activities. The Los Gatos transitions to Tyler software for day-to day business processing.

Exhibit E

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Some training topics are better addressed following Go-Live when additional data is available in the system or based on timing of applicable business processes and will be scheduled following Go-Live per the Project Schedule.

Objectives:
 Execute day to day processing in Tyler software.
 Los Gatos data available in Production environment.

STAGE 5 Go-Live
Tyler Los Gatos
RACI MATRIX KEY:

A C R I C C C
Proof final converted
data, if applicable C C C A R C
Complete Go-Live
activities as defined in
the Go-Live action plan

C C C A R C I C
Provide Go-Live
assistance A R C C I C C I C I C
Inputs Comprehensive Action Plan for Go-Live
Final source data (if applicable)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Data is available in production environment Los Gatos confirms data is available in production environment
Work package assumptions:
 The Los Gatos will complete activities documented in the action plan for Go-Live as scheduled.  External stakeholders will be available to assist in supporting the interfaces associated with the GoLive live process.  The Los Gatos business processes required for Go-Live are fully documented and tested.

Exhibit E

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 The Los Gatos Project team and subject matter experts are the primary point of contact for the end users when reporting issues during Go-Live.
 The Los Gatos Project Team and Power User’s provide business process context to the end users during Go-Live.
 The Tyler Go-Live support team is available to consult with the Los Gatos teams as necessary.  The Tyler Go-Live support team provides standard functionality responses, which may not be tailored to the local business processes.

Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the exception of agreed-upon post Go-Live activities. The Tyler project manager(s) schedules a formal transition of the Los Gatos onto the Tyler Client Services team, who provides the Los Gatos with assistance following Go-Live, officially transitioning the Los Gatos to operations and maintenance.

Objectives:
 Ensure no critical issues remain for the project teams to resolve.  Confirm proper knowledge transfer to the Los Gatos teams for key processes and subject areas.

STAGE 5 Transition to Client Services
Tyler Los Gatos
RACI MATRIX KEY:

I I A I I R I I C C C
Review long term
maintenance and
continuous
improvement

A R C C C
Inputs Open item/issues List
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document
Work package assumptions:
 No material project issues remain without assignment and plan.

Exhibit E

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Post Go-Live Activities
Some implementation activities are provided post-production due to the timing of business processes, the requirement of actual production data to complete the activities, or the requirement of the system being used in a live production state.

Objectives:
 Schedule activities that are planned for after Go-Live.  Ensure issues have been resolved or are planned for resolution before phase or project close.

STAGE 5 Post Go-Live Activities
Tyler Los Gatos
RACI MATRIX KEY:

A R C C C C I C C I C C
Determine resolution
plan in preparation for
phase or project close
out

A R C C C I C C I C
Inputs List of post Go-Live activities
Outputs /
Deliverables
Acceptance Criteria [only] for
Deliverables
Updated issues log
Work package assumptions:
 System is being used in a live production state.

Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
 Advancement to the Close stage is not dependent upon Tyler’s receipt of this Stage Acceptance.  Converted data is available in production environment.

Production Stage Acceptance Criteria:

Exhibit E

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 All stage deliverables accepted based on criteria previously defined.  Go-Live activities defined in the Go-Live action plan completed.  Client services support document is provided.

Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or Project. The Los Gatos transitions to the next cycle of their relationship with Tyler (next Phase of implementation or long-term relationship with Tyler Client Services).

Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for the Phase. The Tyler Client Services team will assume ongoing support of the Los Gatos for systems implemented in the Phase.

Objectives:
 Agreement from Tyler and the Los Gatos teams that activities within this phase are complete.

STAGE 6 Phase Close Out
Tyler Los Gatos
RACI MATRIX KEY:

I A R I I C
Hold post phase review
meeting A R C C C C C C C C C
Release phasedependent Tyler project
resources

A R I I
Participants Tyler Los Gatos
Project Leadership Project Manager
Project Manager Project Sponsor(s)
Implementation Consultants Functional Leads, Power Users, Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services
Exhibit E

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Inputs Contract
Statement of Work
Project artifacts
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Work package assumptions:
 Tyler deliverables for the phase have been completed.

Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.

At this time the Los Gatos may choose to begin working with Client Services to look at continuous improvement Projects, building on the completed solution.

Objectives:
 Confirm no critical issues remain for the project teams to resolve.  Determine proper knowledge transfer to the Los Gatos teams for key processes and subject areas has occurred.
 Verify all deliverables included in the Agreement are delivered.

STAGE 6 Project Close Out
Tyler Los Gatos
RACI MATRIX KEY:

I A R I I C
Release Tyler project
resources

A R I I
Inputs Contract
Statement of Work
Exhibit E

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Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Post Project Report Los Gatos acceptance; Completed report indicating all project Deliverables and
milestones have been completed
Work package assumptions:
 All project implementation activities have been completed and approved.  No critical project issues remain that have not been documented and assigned.  Final project budget has been reconciled and invoiced.  All Tyler deliverables have been completed.

Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.

Close Stage Deliverables:
 Post Project Report.

Close Stage Acceptance Criteria:
 Completed report indicating all Project deliverables and milestones have been completed.

General Assumptions
Tyler and the Los Gatos will use this SOW as a guide for managing the implementation of the Tyler Project as provided and described in the Agreement. There are a few assumptions which, when acknowledged and adhered to, will support a successful implementation. Assumptions related to specific work packages are documented throughout the SOW. Included here are general assumptions which should be considered throughout the overall implementation process.

Project
 Project activities will begin after the Agreement has been fully executed.  The Los Gatos Project Team will complete their necessary assignments in a mutually agreed upon timeframe to meet the scheduled go-live date, as outlined in the Project Schedule.  Sessions will be scheduled and conducted at a mutually agreeable time.  Additional services, software modules and modifications not described in the SOW or Agreement will be considered a change to this Project and will require a Change Request Form as previously referenced in the definition of the Change Control Process.  Tyler will provide a written agenda and notice of any prerequisites to the Los Gatos project manager(s) ten (10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on-site or remote sessions, as applicable.
 Tyler will provide guidance for configuration and processing options available within the Tyler software. If multiple options are presented by Tyler, the Los Gatos is responsible for making decisions based on the options available.

Exhibit E

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 Implementation of new software may require changes to existing processes, both business and technical, requiring the Los Gatos to make process changes.  The Los Gatos is responsible for defining, documenting, and implementing their policies that result from any business process changes.

Organizational Change Management
Unless otherwise contracted by Tyler, Los Gatos is responsible for managing Organizational Change. Impacted Los Gatos resources will need consistent coaching and reassurance from their leadership team to embrace and accept the changes being imposed by the move to new software. An important part of change is ensuring that impacted Los Gatos resources understand the value of the change, and why they are being asked to change.

Resources and Scheduling
 Los Gatos resources will participate in scheduled activities as assigned in the Project Schedule.  The Los Gatos team will complete prerequisites prior to applicable scheduled activities. Failure to do so may affect the schedule.
 Tyler and the Los Gatos will provide resources to support the efforts to complete the Project as scheduled and within the constraints of the Project budget.  Abbreviated timelines and overlapped Phases require sufficient resources to complete all required work as scheduled.
 Changes to the Project Schedule, availability of resources or changes in Scope will be requested through a Change Request. Impacts to the triple constraints (scope, budget, and schedule) will be assessed and documented as part of the change control process.  The Los Gatos will ensure assigned resources will follow the change control process and possess the required business knowledge to complete their assigned tasks successfully. Should there be a change in resources, the replacement resource should have a comparable level of availability, change control process buy-in, and knowledge.
 The Los Gatos makes timely Project related decisions to achieve scheduled due dates on tasks and prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis and implementation session is dependent on the decisions made in prior sessions.  The Los Gatos will respond to information requests in a comprehensive and timely manner, in accordance with the Project Schedule.
 The Los Gatos will provide adequate meeting space or facilities, including appropriate system connectivity, to the project teams including Tyler team members.  For on-site visits, Tyler will identify a travel schedule that balances the needs of the project and the employee.

Data
 Data will be converted as provided and Tyler will not create data that does not exist.  The Los Gatos is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy data.
 Tyler will work closely with the Los Gatos representatives to identify business rules before writing the conversion. The Los Gatos must confirm that all known data mapping from source to target have been identified and documented before Tyler writes the conversion.  All in-scope source data is in data extract(s).

Exhibit E

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Tyler Technologies, Inc. Page | 40
 Each legacy system data file submitted for conversion includes all associated records in a single approved file layout.
 The Los Gatos will provide the legacy system data extract in the same format for each iteration unless changes are mutually agreed upon in advance. If not, negative impacts to the schedule, budget and resource availability may occur and/or data in the new system may be incorrect.  The Los Gatos Project Team is responsible for reviewing the converted data and reporting issues during each iteration, with assistance from Tyler.
 The Los Gatos is responsible for providing or entering test data (e.g., data for training, testing interfaces, etc.)
Facilities
 The Los Gatos will provide dedicated space for Tyler staff to work with Los Gatos resources for both on-site and remote sessions. If Phases overlap, Los Gatos will provide multiple training facilities to allow for independent sessions scheduling without conflict.  The Los Gatos will provide staff with a location to practice what they have learned without distraction.

Exhibit E

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Glossary
Word or Term Definition
Acceptance Confirming that the output or deliverable is suitable and conforms to the agreed upon criteria.

Accountable The one who ultimately ensures a task or deliverable is completed; the one who ensures the prerequisites of the task are met and who delegates the work to those responsible. [Also see RACI]
Application A computer program designed to perform a group of coordinated functions, tasks, or activities for the benefit of the user.

Application Programming Interface (API) A defined set of tools/methods to pass data to and received data from Tyler software products
Agreement This executed legal contract that defines the products and services to be implemented or performed.

Business Process The practices, policy, procedure, guidelines, or functionality that the client uses to complete a specific job function.

Business Requirements Document A specification document used to describe Client requirements for contracted software modifications.

Change Request A form used as part of the Change Control process whereby changes in the scope of work, timeline, resources, and/or budget are documented and agreed upon by participating parties.

Change Management Guides how we prepare, equip and support individuals to successfully adopt change in order to drive organizational success & outcomes
Code Mapping [where applicable] An activity that occurs during the data conversion process whereby users equate data (field level) values from the old system to the values available in the new system. These may be one to one or many to one. Example: Old System [Field = eye color] [values = BL, Blu, Blue] maps to New Tyler System [Field = Eye Color] [value = Blue].

Consulted Those whose opinions are sought, typically subject matter experts, and with whom there is two-way communication. [Also see RACI]
Control Point This activity occurs at the end of each stage and serves as a formal and intentional opportunity to review stage deliverables and required acceptance criteria for the stage have been met.

Data Mapping [where applicable] The activity determining and documenting where data from the legacy system will be placed in the new system; this typically involves prior data analysis to understand how the data is currently used in the legacy system and how it will be used in the new system.

Deliverable A verifiable document or service produced as part of the Project, as defined in the work packages.

Go-Live The point in time when the Client is using the Tyler software to conduct daily operations in Production.

Informed Those who are kept up-to-date on progress, often only on completion of the task or deliverable, and with whom there is just one-way communication. [Also see RACI]
Exhibit E

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Infrastructure The composite hardware, network resources and services required for the existence, operation, and management of the Tyler software.

Interface A connection to and potential exchange of data with an external system or application. Interfaces may be one way, with data leaving the Tyler system to another system or data entering Tyler from another system, or they may be bi-directional with data both leaving and entering Tyler and another system.

Integration A standard exchange or sharing of common data within the Tyler system or between Tyler applications
Legacy System The software from which a client is converting.

Modification Custom enhancement of Tyler’s existing software to provide features or functions to meet individual client requirements documented within the scope of the Agreement.

On-site Indicates the work location is at one or more of the client’s physical office or work environments.

Organizational Change The process of changing an organization's strategies, processes, procedures, technologies, and culture, as well as the effect of such changes on the organization.

Output A product, result or service generated by a process.

Peripheral devices An auxiliary device that connects to and works with the computer in some way. Some examples: scanner, digital camera, printer.

Phase A portion of the Project in which specific set of related applications are typically implemented. Phases each have an independent start, Go-Live and closure dates but use the same Implementation Plans as other Phases of the Project. Phases may overlap or be sequential and may have different Tyler resources assigned.

Project The delivery of the software and services per the agreement and the Statement of Work. A Project may be broken down into multiple Phases.

RACI A matrix describing the level of participation by various roles in completing tasks or Deliverables for a Project or process.

Individuals or groups are assigned one and only one of the following roles for a given task: Responsible (R), Accountable (A), Consulted (C), or Informed (I).

Remote Indicates the work location is at one or more of Tyler’s physical offices or work environments.

Responsible Those who ensure a task is completed, either by themselves or delegating to another resource. [Also see RACI]
Scope Products and services that are included in the Agreement.

Exhibit E

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Solution The implementation of the contracted software product(s) resulting in the connected system allowing users to meet Project goals and gain anticipated efficiencies.

Stage The top-level components of the WBS. Each Stage is repeated for individual Phases of the Project.

Standard Software functionality that is included in the base software (offthe-shelf) package; is not customized or modified.

Statement of Work (SOW) Document which will provide supporting detail to the Agreement defining Project-specific activities, services, and Deliverables.

System The collective group of software and hardware that is used by the organization to conduct business.

Test Scripts The steps or sequence of steps that will be used to validate or confirm a piece of functionality, configuration, enhancement, or Use Case Scenario.

Training Plan Document(s) that indicate how and when users of the system will be trained relevant to their role in the implementation or use of the system.

Validation (or to validate) The process of testing and approving that a specific Deliverable, process, program, or product is working as expected.

Work Breakdown Structure (WBS) A hierarchical representation of a Project or Phase broken down into smaller, more manageable components.

Work Package A group of related tasks within a project.

Exhibit E

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Part 4: Appendices
Conversion
Munis Conversion Summary
Accounts Payable Master
 Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers  Multiple remittance addresses
 Year-to-date 1099 amounts
Accounts Payable - Checks
 Check header data including vendor, warrant, check number, check date, overall check amount, GL cash account and clearing information
 Check detail data including related document and invoice numbers for each check  Up to 5 years
Accounts Payable - Invoices
 Invoice header data containing general information for the invoice  Invoice detail data containing line-specific information for the invoice  Up to 5 years
Capital Assets Master
 Asset description, status, acquisition quantity, date and amount, codes for asset class, subclass, department, custodian, flags for capitalization and depreciation, estimated life, serial number, model, model year, depreciation method, life-to-date depreciation amount, last depreciation date, disposal information (if any), purchase information, if any (vendor, PO, Invoice) General Billing CID
 Customer information
Purchase Orders
 Open purchase orders header data including vendor, buyer, date, accounting information, etc.  Open purchase orders detail data including line item descriptions, quantities, amounts, etc.

Payroll
 Payroll Employee Master data including data such as name, address, SSN, legacy employee ID, date of birth, hire date, activity status (such as active/inactive), leave/termination code and date, phone(s), eaddress, marital status, gender, race, personnel status (such as full-time, part-time, etc.), highest degree, advice-delivery (print/email/both) and check location, plus primary group, job, location, and account information
Exhibit E

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Payroll – Accumulators
 YTD, QTD, MTD amounts for employee pay and deductions  Needed for mid-calendar-year go-live
 May not be needed if converting earnings/deductions history  Up to 5 years
Payroll – Check History
 Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in employee check history, check number and date.

Payroll – Earning/Deduction Hist.
 Up to 5 years, additional years must be quoted. Earning and deduction history broken down my individual codes (earnings and deduction) and amounts per pay period, the detail of these lines, sums the check history in opt 4.

Exhibit E

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Additional Appendices
EnerGov Definitions
“Template Business Transactions”
 A pre-defined and pre-configured EnerGov business process from EnerGov’s “Best Management Template”.
 The following modifications to Template Business Transactions are considered within scope:
o Any changes to required inspections within the workflow o Any changes to the required plan reviews within the workflow o Adding up to 2 additional actions to the workflow
o Configuration of fees, allowing creation of up to 3 new fees to accommodate o Any changes to custom field layouts that are directly related to fees or included reports  Customization/Configuration of any of these parameters beyond the scope listed above will require the respective business process to be considered a “Unique Business Transaction”, as described below.

Note: All transaction counts are quantified in the comments of the Investment Summary. “Unique Business Transactions”
 Unique configuration of workflow or business process steps & actions, including output actions  Unique Fee configuration
 Unique Custom field configuration
“Geo-Rules”
 An automation event that references GIS data. Current geo-rule action types are:

Alert Displays a pop-up with a custom message to the user, notifying them of certain spatial data (i.e., noise abatement zones; flood zones; etc.).

Block Places a block on the case and prevents any progress or updates from occurring on the record (i.e., no status changes can be completed, no fees can be paid, the workflow cannot be managed, etc.) Block with
Override
Places a block on the case and prevents any progress or updates from occurring on the record (i.e., no status changes can be completed, no fees can be paid, the workflow cannot be managed, etc.) However, the block can be overridden by end-users who have been given the proper securities.

Fee Date Populates the CPI vesting date on the record if vesting maps are used by the jurisdiction.

Field Mapping A custom field or any field inherentin the EnerGov application can automatically populate with information based on spatial data.

Required Action A workflow action can automatically populate in the workflow details for the particular record (i.e., plan, permit, code case, etc.) that requires the action based on certain spatial data related to the case.

Required Step A workflow step can automatically populate in the workflow details for the particular record (i.e., plan, permit, code case, etc.) that requires the step based on certain spatial data related to the case.

Zone Mapping The zone(s) automatically populate on the “Zones” tab of the record (i.e., plan, permit, code case, etc.).

Exhibit E

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“Automation Events”
“Intelligent Objects (IO)”
 Key components for automatically and reactively triggering geo-rules, computing fees, and generating emails, alerts, and other notifications.
“Intelligent Automation Agents (IAA)”
 A tool designed to automate task in a proactive manner by setting values and generating emails and other tasks. On a nightly basis, a Windows service sweeps the EnerGov system looking for IAA tasks that need to be run, then the associated actions are performed. The IAA does not generate alerts or errors. Custom SQL queries are not Tyler deliverables.
“EnerGov SDK/API (Toolkits)”
 APIs developed by Tyler Technologies for extending the EnerGov Framework and functionality to external agencies and systems. Full documentation is available for each toolkit upon request.

Note: The EnerGov toolkits and related documentation are simply tools that allow clients to create applications and integrations. The purchase of a toolkit/API does not imply any development related services from Tyler Technologies. The Los Gatos is responsible for working with their IT staff and VARs to develop any necessary applications and integrations except as otherwise noted in the Investment Summary or for any “in-scope” integrations.

Tyler and Client Work Split Assumptions
Increased Work Split Hours
Additional hours were purchased in this contract to increase the work split from the standard 30% Tyler work effort. Clients have different needs and there are different ways the allocation of these hours can benefit the project. We will work with the client project manager during the planning sessions and project plan development to determine the best use of these hours. Common areas additional hours are used are:
 Configuration
o Setting and Code configuration
o Security and Workflow Building
 Data Conversion
o Conversion Mapping
o Conversion Proofing
o Conversion Testing
o Imports in lieu of conversion
 Formatting files
 Building custom templates
 Testing imports/Data validation
 Training/Documentation
o Additional repeat process training
o Post Live Assistance
 Bank Reconciliation assistance for additional months
 Month-end assistance for additional months
Exhibit E

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 Year-end assistance for multiple years
 W-2/1099 processing for multiple years
o Job aides/quick reference guides
o End user training documentation
 Testing
o Additional parallel processing
o Test script building
o Integration Testing
 Import/Export template building
 Import testing
 Process validation/documentation
All clients have unique needs on a project. By defining the use of these hours during project planning, we have the flexibility to determine the greatest needs of your organization and plan accordingly. At any point in the project, we can revisit the use of these hours and adjust content as needed to support the success of the project.

Intentionally left blank.

Exhibit E

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Tyler Technologies, Inc. Page | 49
Project Timeline
ERP Project Timeline
The Project Timeline establishes a target start and end date for each Phase of the Project. The timeline needs to account for resource availability, business goals, size and complexity of the Project, and task duration requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to the Project Stages section of this SOW for information on work packages associated with each stage of the implementation.

The following dates may be revised based on the date the Agreement is signed and further refined during the course of the project. Tyler requires up to forty-five (45) days to move from Agreement signing to the Initiate & Plan Stage.

Phase Functional Areas Modules Start Date Go-Live
Date
1 Financials  Accounting General Ledger
 Accounts Payable
 Bid Management
 Budgeting
 Capital Assets
 Cash Management
 Contract Management
 Project & Grant Accounting
 Purchasing
 eProcurement
 Accounts Receivable
 General Billing
 Tyler Cashiering
July 2022 July 2023
System Wide  Munis Analytics & Reporting
o Tyler Reporting Services
o Munis Office
o HUB
Exhibit E

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Phase Functional Areas Modules Start Date Go-Live
Date
 Tyler ReadyForms Processing
 Tyler Content Manager SE
2 Human Capital
Management
 Payroll w/Employee Self Service
 HR & Talent Management
 Employee Expense Reimbursement
 Executime Time and Attendance
 Employee Expense Reimbursement
January
2023
October
2023
3 Executime
Advanced
Scheduling
 Executime Advanced Scheduling December
2023
September
2024
4 Business Licenses
and Citizen Self
Service
 Business Licenses
 Citizen Self-Service
June 2023 June 2024

Exhibit E

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ITEM NO. 8.

DocuSign Envelope ID: 2B896612-EB67-4597-80A6-FF1 C0F61F77B

AMENDMENT
This amendment ("Amendment") is effective as of the date of signature of the last party to sign as indicated below ("Amendment Effective Date"), by and between Tyler Technologies, Inc. with offices at One Tyler Drive, Yarmouth, Maine 04096 ("Tyler") and the Town of Los Gatos, with offices at 110 East Main Street, Los Gatos, California 95030 ("Client").

WHEREAS, Tyler and the Client are parties to an agreement dated June 30, 2022 ("Agreement"); and WHEREAS, Tyler and Client desire to amend the terms of the Agreement as provided herein.

NOW THEREFORE, in consideration of the mutual promises hereinafter contained, Tyler and the Client agree as follows:

1. Section G(6) ("Insurance") of the Agreement is amended to add:

We agree that our insurance is primary for claims under our Commercial General Liability and Automobile Liability policies that arise out of or relate to this Agreement and are between us and you.

2. This Amendment shall be governed by and construed in accordance with the terms and conditions of the Agreement.

3. Except as expressly indicated in this Amendment, all other terms and conditions of the Agreement shall remain in full force and effect.

IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set forth below.

Tyler Technologies, Inc.
�DocuSigned by:

By: Pb&uf b,w_,i½-jUA-SUA- r94O IC0F3ESA445 ...

Name: Robert Kennedy-Jensen
Title: Group General Counsel
Date: 8/15/2022
1 Town of Los Gatos, CA
Name:Laurel Prevetti
Title: Town Manager
Date: 8/16/2022
Town Attorney
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Town Cl
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ATTACHMENT 3

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ATTACHMENT 4

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ITEM NO. 8.

PREPARED BY: Monica Renn
Economic Vitality Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 08/20/2024
ITEM NO: 9
DATE: August 13, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve Second Amendment to The Agreement for Services with Traffic Management, Inc., Increasing the Allocated Amount for Services by $43,793 to include the 2024 Road Closure and Traffic Control Services for Halloween and the Annual Children’s Holiday Parade; and Approve an Expenditure Budget Adjustment in the Amount of $18,793 from the General Fund Capital/Special Projects Reserve to Cover the Estimated Expenses for 2024 Road Closure and Traffic Control Services for These Events.

RECOMMENDATION:

Approve second amendment to the Agreement for Services (Attachment 1) with Traffic Management, Inc., increasing the allocated amount for services by $43,793 to include the 2024 road closure and traffic control services for Halloween and the Annual Children’s Holiday Parade; and approve an expenditure budget adjustment in the amount of $18,793, from the General Fund Capital/Special Project Reserve to cover the estimated expenses for 2024 road closure and traffic control services for these events.

BACKGROUND:

On February 7, 2023, the Town Council approved a series of event-related topics, one of which being the support of and budget allocation for hiring a professional traffic control vendor to assist Town staff with road closure and traffic control services for two special events:

Halloween (including closures in the Almond Grove and Johnson Avenue neighborhoods) and the annual Children’s Holiday Parade downtown.

Both events have historically required extensive Town staff resources to support road closures and traffic management; thus, the request was made to enlist the assistance of professional traffic control services. With the Town Council direction in February 2023, $25,000 was

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ITEM NO. 9.

PAGE 2 OF 4
SUBJECT: Second Amendment and Budget Allocation Increase to Support Traffic Control Services for Halloween and the Children’s Holiday Parade.

DATE: August 12, 2024
BACKGROUND (continued):
redirected from the Town’s holiday valet parking program (sunsetting the holiday valet program) and allocated to support the road closures and traffic management for Fiscal Year (FY) 2023/24.

The Town requested qualifications and cost estimates from several professional traffic management companies and selected Traffic Management, Inc. (TMI) as they have specific experience in the logistics related to road closures and traffic management for special events.

A dedicated internal team of Parks and Public Works (PPW), Police Department, and Town Manager’s Office staff members came together to coordinate with TMI throughout event planning and execution to ensure the closures and traffic management were in line with expectations and meet the needs of all stakeholders. The total not to exceed amount estimated for the services in 2023 was $48,286.50, with final costs for services rendered totaling $43,241.44, inclusive of newly generated and certified traffic control plans.

DISCUSSION:

TMI worked closely with staff in 2023 to develop detailed engineered traffic control plans for all closure locations included in Halloween and the Parade, implement safe and robust traffic control measures, accommodate the dynamic environment of event changes, and ensure that each event was set up as safely as possible. Their work included increased noticing to the community. Due to the level of detail and amount of variables associated with large special events that include road closures, there was a tremendous amount of coordination required to ensure each point of traffic control was successful. The process brought opportunities to fine tune the closures, and staff anticipates that the work completed in 2023 has set up the 2024 closures to be successful and run smoothly. Given this, staff requested estimates from TMI to complete the road closures and traffic control measures for the 2024 Halloween and Parade events.

TMI provided estimates that reflect the needs of each closure, and the costs are in-line with those of 2023. The estimates in the table below are “not to exceed” amounts, although it is expected that the actual charges may be slightly less as they were in 2023. This year, there is no need to produce new traffic control plans. It is necessary to provide the buffer of funding for this type of project because oftentimes weather, crowd/participant size, and other dynamic conditions can adjust the needs for an event closure at the last minute. Having the ability to pivot and adjust the services is necessary. The chart below compares the 2023 estimates and actual costs with the 2024 estimates.

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PAGE 3 OF 4
SUBJECT: Second Amendment and Budget Allocation Increase to Support Traffic Control Services for Halloween and the Children’s Holiday Parade.

DATE: August 12, 2024
DISCUSSION (Continued):

HalloweenTaitHalloweenJohnsonHoliday
Parade Totals
2023 Estimates – includes traffic
control plans $ 7,311.00 $ 10,291.50 $ 30,684.00 $ 48,286.50 2023 Actual Charges - onsite
services $ 5,655.83 $ 7,761.60 $ 20,674.00 $ 36,491.43
2023 Actual Charges – traffic plans $ 1,125.00 $ 1,125.00 $ 4,500.00 $ 6,750.00 2024 Estimate - onsite services $ 5,061.00 $ 7,591.50 $ 31,140.00 $ 43,792.50 The current agreement for services with TMI allows for services through September 30, 2024.

The prosed second amendment (Attachment 1, including Exhibit A the first amendment agreement and Exhibit B, the 2024 Estimates for Service) extends the agreement through January of 2025, allowing for both 2024 events to take place, and increases the total amount of the agreement to include the traffic control services for the events.

During the FY 2024/25 budget process, $25,000 was allocated to support the traffic control and road closure services for the 2024 Halloween and the Children’s Holiday Parade. After reviewing the costs in 2023 and working with TMI on estimates for 2024, it is necessary to allocate an additional $18,793, should the Town Council wish to continue to support the road closures and traffic control associated with these events.

CONCLUSION:

Staff recommends approving the Second Amendment to the Agreement for Services with TMI, (Attachment 1) increasing the allocated amount for services by $43,433 to include the 2024 road closure and traffic control services for Halloween and the Annual Children’s Holiday Parade; and approving a budget adjustment of $18,433 from the Capital/Special Projects Reserve budget to the special events budget to cover the expenses for 2024 road closure and traffic control services for these events.

COORDINATION:

This report has been a collaboration between the Town Manager’s Office, and the Police and Parks and Public Works Departments.

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ITEM NO. 9.

PAGE 4 OF 4
SUBJECT: Second Amendment and Budget Allocation Increase to Support Traffic Control Services for Halloween and the Children’s Holiday Parade.

DATE: August 12, 2024
FISCAL IMPACT:

With this item, Council is being asked to allocate $18,793 from the General Fund Capital/Special Projects Reserve to the Special Events budget. The remaining $25,000 needed to cover the expenses of this agreement has been previously allocated within the Adopted FY 2024/25 Operating Budget.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachment:

1. Second Amendment to the Agreement for Services with Traffic Management, Inc. including Exhibit A, First Amendment to the Agreement for Services with Traffic Management, Inc., and Exhibit B, 2024 Estimate for Services.

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ITEM NO. 9.

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Second Amendment to Agreement for Services
Traffic Management, Inc.

SECOND AMENDMENT TO AGREEMENT
This SECOND AMENDMENT TO AGREEMENT is dated for identification this 20th day of August 2024 and amends that certain FIRST AMENDMENT TO AGREEMENT FOR SERVICES dated November 28, 2023, made by and between the Town of Los Gatos, ("Town,") and the Traffic Management, Inc. (“Service Provider”) identified as an S Corporation and whose address is 4900 Airport Plaza Drive, Suite 300 Long Beach, CA 90815.

RECITALS
A. Town and Consultant entered into an Agreement for Services on September 21, 2023, (“Agreement”), a First Amendment to Agreement for Services on November 28, 2023, copies of which are attached hereto and incorporated by reference as Exhibit A to this Amendment.

B. Town desires to amend the Agreement to increase the scope of services, extend the term and time of performance, and add to the compensation of the agreement.

AMENDMENT

1. Section 2.1 Scope of Services is amended to read as follows:

Service Provider shall provide services as described in that certain Proposal dated July 12, 2024 (Halloween Road Traffic Control/Event Road Closures for Johnson Avenue and Tait Avenue), and August 14, 2024 (Traffic Control/Event Road Closures for the Children’s Holiday Parade), which is hereby incorporated by reference and attached as Exhibit B.

2. Section 2.2 Term and Time of Performance is amended to read:

This contract will remain in effect from September 21, 2023, and extend to January 31, 2025.

3. Section 2.6 Compensation is amended to read:

Compensation for Service Provider’s professional services shall be increased by $43,793 for a total agreement amount not to exceed $93,793. Payment shall be based upon Town approval of each task based on Exhibit B.

4. All other terms and conditions of the Agreement remain in full force and effect.

Attachment 1

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ITEM NO. 9.

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Second Amendment to Agreement for Services
Traffic Management, Inc.

IN WITNESS WHEREOF, the Town and Service Provider have executed this Amendment.

Town of Los Gatos: Approved as to Consent:
_______________________________ ______________________________ Laurel Prevetti, Town Manager Darla Lersch, Manager, Contracts Department Approval:
_______________________________________
Nicolle Burnham
Director of Parks and Public Works
Approved as to Form: Attest:
______________________________ ______________________________ Gabrielle Whelan, Town Attorney Wendy Wood, CMC, Town Clerk

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ITEM NO. 9.

Page 1 of 2 ends

First Amendment to Agreement for Services
Traffic Management, Inc.

FIRST AMENDMENT TO AGREEMENT
This FIRST AMENDMENT TO AGREEMENT FOR SERVICES is dated for identification this 28th day of November 2023 and amends that certain Agreement for Services dated September 21, 2023, made by and between the Town of Los Gatos, ("Town,") and Traffic Management, Inc. (“Service Provider”) identified as an S Corporation and whose address is 4900 Airport Plaza Drive, Suite 300 Long Beach, CA 90815.

RECITALS
A. Town and Service Provider entered into an Agreement for Services on September 21, 2023 (“Agreement”), a copy of which is attached hereto and incorporated by reference as Exhibit A to this Amendment.

B. Town desires to amend the Agreement to increase the scope of work and add to the compensation of the agreement.

AMENDMENT

1. Section 2.1 Scope of Services is amended to read as follows:

Service Provider shall provide services as described in that certain Proposal dated November 17, 2023, which is hereby incorporated by reference and attached as Exhibit B.

2. Section 2.6 Compensation is amended to read:

Compensation for Service Provider’s professional services shall be increased by $31,392.06 plus $1,712.060 for unanticipated services for a total agreement amount not exceed $50,000. Payment shall be based upon Town approval of each task based on Exhibit B.

3. All other terms and conditions of the Agreement remain in full force and effect.

DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

EXHIBIT A

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ITEM NO. 9.

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First Amendment to Agreement for Services
Traffic Management, Inc.

IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment.

Town of Los Gatos: Approved as to Consent:
_______________________________ ______________________________ Laurel Prevetti, Town Manager Darla Lersch, Manager, Contracts Department Approval:
________________________________
Nicolle Burnham
Director of Parks and Public Works
Approved as to Form:
______________________________
Gabrielle Whelan, Town Attorney
Attest:
__________________________
Wendy Wood, CMC, Town Clerk
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

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Agreement for Services
Traffic Management, Inc.

AGREEMENT FOR SERVICES
THIS AGREEMENT is dated for identification this 21st of September 2023 and is made by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) and Traffic Management, Inc. (“Service Provider”), identified as an S Corporation and whose address is 4900 Airport Plaza Drive, Suite 300 Long Beach, CA 90815. This Agreement is made with reference to the following facts.

I. RECITALS

1.1 Town sought quotations for the services described in this Agreement, and Service Provider was found to be the most prepared and provided the customer service needed for the parade closures.

1.2 Service Provider represents and affirms that it is willing to perform the desired work pursuant to this Agreement.

1.3 Town desires to engage Service Provider to provide traffic management services for parade closures.

1.4 Service Provider warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement. Service Provider acknowledges Town has relied upon these warranties to retain Service Provider.

II. AGREEMENT

2.1 Scope of Services. Service Provider shall provide services as described in that certain Proposal sent to the Town on August 7, 2023, which is hereby incorporated by reference and attached as Exhibit A. Rates are valid through 12/31/2023 and are subject to a 5% increase on January 2024 and every year thereafter.

2.2 Term and Time of Performance. The effective date of this Agreement shall begin upon execution through September 30, 2024, subject to appropriation of funds, notwithstanding any other provision in this agreement. The term of this Agreement may be extended for up to three years upon mutual written consent of the parties.

2.3 Compliance with Laws. The Service Provider shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Service Provider represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Service Provider to practice its profession. Service Provider shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos.

DocuSign Envelope ID: 692AE2A5-8E32-4E0B-BA47-B102D71DC847

EXHIBIT A
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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Agreement for Services
Traffic Management, Inc.

2.4 Sole Responsibility. Service Provider shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement.

2.5 Information/Report Handling. All documents furnished to Service Provider by the Town and all reports and supportive data prepared by the Service Provider under this Agreement are the Town’s property and shall be delivered to the Town upon the completion of services or at the Town's written request. All reports, information, data, and exhibits prepared or assembled by Service Provider in connection with the performance of its services pursuant to this Agreement are confidential until released by the Town to the public, and the Service Provider shall not make any of these documents or information available to any individual or organization not employed by the Service Provider or the Town without the written consent of the Town before such release. The Town acknowledges that the reports to be prepared by the Service Provider 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 Service Provider in connection with other projects shall be solely at Town's risk, unless Service Provider expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of Service Provider which is and has been confirmed in writing by Service Provider to be a trade secret of Service Provider.

2.6 Compensation: Compensation for services in the amount of $15,359.40 plus ten percent for unanticipated services for a total agreement amount not to exceed $16,895.34, inclusive of all costs. 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 95031-0655

2.8 Availability of Records. Service Provider shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Service Provider shall make these records available to authorized personnel of the Town at the Service Provider offices during business hours upon written request of the Town.

DocuSign Envelope ID: 692AE2A5-8E32-4E0B-BA47-B102D71DC847 DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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Agreement for Services
Traffic Management, Inc.

2.9 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Service Provider. No portion of these services shall be assigned or subcontracted without the written consent of the Town.

2.10 Independent Contractor. It is understood that the Service Provider, 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 Service Provider 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. Service Provider agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Service Provider 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 Service Provider or is based on allegations of Service Provider's negligent performance or wrongdoing.

2.11 Conflict of Interest. Service Provider understands that its professional responsibilities are solely to the Town. The Service Provider has and shall not obtain any holding or interest within the Town of Los Gatos. Service Provider has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Service Provider warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself of such interest. Service Provider 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 Service Provider discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement Service Provider shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship.

2.12 Equal Employment Opportunity. Service Provider warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Service Provider nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act.

III. INSURANCE AND INDEMNIFICATION
DocuSign Envelope ID: 692AE2A5-8E32-4E0B-BA47-B102D71DC847 DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

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Agreement for Services
Traffic Management, Inc.

3.1 Minimum Scope of Insurance:
i. Service Provider agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: two million dollars ($2,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage.
ii. Service Provider agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Service Provider shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Service Provider agrees that all certificates and endorsements are to be received and approved by the Town before work commences.

General Liability:
i. The Town, its elected and appointed officials, employees, and agents are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Service Provider; products and completed operations of Service Provider, premises owned or used by the Service Provider. ii. The Service Provider's insurance coverage shall be primary insurance as respects the Town, its elected and appointed officials, employees, and agents. Any insurance or self-insurances maintained by the Town, its officers, officials, employees or volunteers shall be excess of the Service Provider's insurance and shall not contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or volunteers.
iv. The Service Provider's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability.

3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has DocuSign Envelope ID: 692AE2A5-8E32-4E0B-BA47-B102D71DC847 DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

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Agreement for Services
Traffic Management, Inc.
been given to the Town. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the Town Clerk.

3.3 Workers’ Compensation. In addition to these policies, Service Provider 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, Service Provider shall ensure that all subcontractors employed by Service Provider provide the required Workers' Compensation insurance for their respective employees.

3.4 Indemnification. The Service Provider shall save, keep, hold harmless and indemnify and defend the Town its elected and appointed officials, agents, employees, and volunteers from all damages, liabilities, penalties, 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 Service Provider, or any of the Service Provider's officers, employees, or agents or any subcontractor.

IV. GENERAL TERMS

4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement.

4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara.

4.3 Termination of Agreement. The Town and the Service Provider shall have the right to terminate this agreement with or without cause by giving not less than fifteen days (15) written notice of termination. In the event of termination, the Service Provider shall deliver to the Town all plans, files, documents, reports, performed to date by the Service Provider.

In the event of such termination, Town shall pay Service Provider an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination.

4.4 Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Service Provider.

DocuSign Envelope ID: 692AE2A5-8E32-4E0B-BA47-B102D71DC847 DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

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Agreement for Services
Traffic Management, Inc.

4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, including costs of appeal.

4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to:

Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
Traffic Management, Inc.
4900 Airport Plaza Drive, Suite 300
Long Beach, CA 90815
or personally delivered to Service Provider to such address or such other address as Service Provider designates in writing to Town.

4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect of the Products or Services and any attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings.

4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Service Provider. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party.

DocuSign Envelope ID: 692AE2A5-8E32-4E0B-BA47-B102D71DC847 DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

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Agreement for Services
Traffic Management, Inc.

IN WITNESS WHEREOF, the Town and Service Provider have executed this Agreement.

Town of Los Gatos
Laurel Prevetti, Town Manager
Recommended by:

Nicolle Burnham
Director of Parks and Public Works
Traffic Management, Inc.

Darla Lersch, Manager, Contracts
Approved as to Form:
_____________________________________
Gabrielle Whelan, Town Attorney
Attest:
______________________________________
Wendy Wood, CMC, Town Clerk
DocuSign Envelope ID: 692AE2A5-8E32-4E0B-BA47-B102D71DC847 DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

ESTIMATE TRAFFIC MANAGEMENT, INC.

E-147103
www.trafficmanagement.com
N
o

Page 1 of 3 ends

690 Quinn Ave
877-763-5999
San Jose, CA 95112

QTY QTY QTY RATE ITEM / DESCRIPTION TOTAL
COMPANY:

CITY, STATE, ZIP:

CONTACT PERSON:

PHONE:

Town of Los Gatos
CITY / COMMUNITY:

Los Gatos
JOB LOCATION:

PROJECT INFORMATION:

CUST. REF #:

N/A
Jessica Ertell
COMPANY ADDRESS:

Los Gatos, CA 95030
Tait Ave and W Main St
T.B. MAP PAGE:

Neighborhood Trick or Treating (Tait Ave) Project
41 Miles Ave
CUSTOMER WORK DESCRIPTION:

Special Event
APPROX. START DATE: WORK HOURS / DURATION
1 Day
START TIME: RFQ #:

FAX:

OTHER INFO:

Union Wages / Weekday Work
LN #
PLAN REFERENCE:

San Jose Branch
DIRECT PHONE/EXT: DIRECT FAX: CELL PHONE:
408-399-5734
EMAIL:
[email protected]
10 shts $275.00 per sheet Traffic Control Planning (Non-Engineered) (1 Phase) Includes site verification survey and/or verification of existing conditions, traffic planning, and publication of traffic control plans. All plans are designed in accordance with the California M.U.T.C.D. (latest edition), and are submitted to the specifications of the requiring Agency. A four (4) hour minimum is charged on traffic plans, including the submittal of a standard non-engineered plan.

Price includes the following:
- All plans produced at 1:40" scale on B-size (11" x 17") sheets The following are not included in this price:
- Traffic signal plans
- Street Lighting plans
- Agency plan check fees
- Traffic studies (including traffic counting)
- Meetings and/or presentations with Cities or other Agencies (other than initial job-walk / project meeting)
- More than two (2) corrections from the agency or two (2) submittals - Design changes or modifications not discussed prior to the first draft and/or added after the initial plan submittal (requested by either Customer or Agency)
- Plan sets after first four (4) bond and/or one (1) vellum - Traffic control services, equipment, or maintenance
- Permits (encroachment, public works, street improvements, etc.) - Price will not include an engineer stamp on traffic control plans. - Special Provisions not provided at time of bid
- Price will not include traffic control plans for traffic signal construction drawings
- Price will not include traffic control plans for striping plans Price will be based on drawing one (1) phase of non-engineered traffic control plans for the locations listed below:

Phase #1 Tait Ave [Road Closure w/Detours] (Special Event) 1 $2,750.00
10 shts ($125.00) per sheet Discount - DD1000
Discount will be applied to line item #1 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
2 ($1,250.00)
10 shts $175.00 per sheet Engineer Review (If Needed)
Plan review and stamp by Certified Traffic Engineer and/or Civil Engineer, fee is in addition to Traffic Control Planning. 3 $1,750.00

EXHIBIT A
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

N
o E-147103 Page 2 of 3
10 shts ($100.00) per sheet Discount - DD1000
Discount will be applied to line item #3 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
4 ($1,000.00)
Traffic Control (See Below)
Final pricing to be determined upon approved plans.
5 1 dy 3 ea 6 hrs $132.00 hourly One-TC Traffic Control Operation (Portal to Portal) (ST) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controller (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Price is based at an hourly rate (portal to portal) and applies to all travel, standby, setup, maintenance, and removal time. Time will be billed in increments of 30 minutes. A four (4.0) hour minimum applies to all labor including jobs canceled after crews are dispatched.

Customer must call four (4.0) hours prior to scheduled dispatch or a four (4.0) hour minimum will apply. TMI 24/7 Dispatch Center: 888-722- 6796
Overtime rates ($185.00/hr.) apply after eight (8.0) hours and Saturdays. Double time rates ($251.00/hr.) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Delivery, pickup, lost or damaged equipment, equipment maintenance, and setup re-installation or modification not included.

Additional rental rate of above equipment;
- $75.00/day; $275.00/wk; $575.00/mo(4-wk)
8 $0.00
Bidding Without Plans
This estimate is based on description of scope of work as provided by Customer at time of request. Final estimated price to be determined when specific conditions/provisions are provided or traffic control plans have been approved by the Agency. Mobilization costs include up to forty (40) miles from TMI office.
9 DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

N
o E-147103 Page 3 of 3 EXCLUSIONS: The following is not included in this estimate: Tax; Encroachment Permits; Traffic Signal Plans; Posting of "No Parking" Signs; Lost or damaged equipment; Business and/or resident notfication; Temporary striping or striping removal; Construction fencing; Steel/trench plates; Changeable message signs (CMS); Custom signage; Replacement or modification of existing facilities; Other STANDARD TERMS & CONDITIONS:
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities, addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice; additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13) RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment.

RPP is not available for registered motor vehicles such as TMA's and traffic control trucks. RPP surcharge will only be applied to equipment rental charges, and not be applied to delivery, installation, removal, or other labor and service charges. RPP Coverage Exclusions: Lost, stolen, or missing equipment; damage resulting from customer misuse or negligence; damages of any kind to third parties.

TMI ESTIMATOR
x_______________________________________ Enmanuel Toledo DATE PREPARED:
8/7/2023
ESTIMATED TOTAL:
x_______________________________________ $4,744.80 CUSTOMER ACKNOWLEDGEMENT DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

ESTIMATE TRAFFIC MANAGEMENT, INC.

E-147098
www.trafficmanagement.com
N
o

Page 1 of 3 ends

690 Quinn Ave
877-763-5999
San Jose, CA 95112

QTY QTY QTY RATE ITEM / DESCRIPTION TOTAL
COMPANY:

CITY, STATE, ZIP:

CONTACT PERSON:

PHONE:

Town of Los Gatos
CITY / COMMUNITY:

Los Gatos
JOB LOCATION:

PROJECT INFORMATION:

CUST. REF #:

N/A
Jessica Ertell
COMPANY ADDRESS:

Los Gatos, CA 95030
N Santa Cruz Ave & W Main St
T.B. MAP PAGE:

Children's Christmas & Holidays Parade
41 Miles Ave
CUSTOMER WORK DESCRIPTION:

Parade Work
APPROX. START DATE: WORK HOURS / DURATION
1 Day
START TIME: RFQ #:

FAX:

OTHER INFO:

Union Wages / Weekday Work
LN #
PLAN REFERENCE:

San Jose Branch
DIRECT PHONE/EXT: DIRECT FAX: CELL PHONE:
408-399-5734
EMAIL:
[email protected]
25 shts $275.00 per sheet Traffic Control Planning (Non-Engineered) (1 Phase) Includes site verification survey and/or verification of existing conditions, traffic planning, and publication of traffic control plans. All plans are designed in accordance with the California M.U.T.C.D. (latest edition), and are submitted to the specifications of the requiring Agency. A four (4) hour minimum is charged on traffic plans, including the submittal of a standard non-engineered plan.

Phase #1 N Santa Cruz Ave & W Main St [Road Closures w/ Detours] (Parade Special Event)
1 $6,875.00
25 shts ($125.00) per sheet Discount - DD1000
Discount will be applied to line item #1 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
2 ($3,125.00)
25 shts $175.00 per sheet Engineer Review (If Needed)
Plan review and stamp by Certified Traffic Engineer and/or Civil Engineer, fee is in addition to Traffic Control Planning. 3 $4,375.00
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

N
o E-147098 Page 2 of 3
25 shts ($100.00) per sheet Discount - DD1000
Discount will be applied to line item #3 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
4 ($2,500.00)
Traffic Control (See Below)
Final pricing to be determined upon approved plans.
5 1 dy 6 ea 6 hrs $132.00 hourly One-TC Traffic Control Operation (Portal to Portal) (ST) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controller (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Delivery, pickup, lost or damaged equipment, equipment maintenance, and setup re-installation or modification not included.

Page 227 ends

ITEM NO. 9.

N
o E-147098 Page 3 of 3 EXCLUSIONS: The following is not included in this estimate: Tax; Encroachment Permits; Traffic Signal Plans; Posting of "No Parking" Signs; Lost or damaged equipment; Business and/or resident notfication; Temporary striping or striping removal; Construction fencing; Steel/trench plates; Changeable message signs (CMS); Custom signage; Replacement or modification of existing facilities; Other STANDARD TERMS & CONDITIONS:
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities, addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice; additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13) RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment.

TMI ESTIMATOR
x_______________________________________ Enmanuel Toledo DATE PREPARED:
8/7/2023
ESTIMATED TOTAL:
x_______________________________________ $10,614.60 CUSTOMER ACKNOWLEDGEMENT DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

Page 228 ends

ITEM NO. 9.

ESTIMATE TRAFFIC MANAGEMENT, INC.

E-147098.3
www.trafficmanagement.com
N
o

Page 1 of 3 ends

690 Quinn Ave
877-763-5999
San Jose, CA 95112

QTY QTY QTY RATE ITEM / DESCRIPTION TOTAL
COMPANY:

CITY, STATE, ZIP:

CONTACT PERSON:

PHONE:

Town of Los Gatos
CITY / COMMUNITY:

Los Gatos
JOB LOCATION:

PROJECT INFORMATION:

CUST. REF #:

N/A
Jessica Ertell
COMPANY ADDRESS:

Los Gatos, CA 95030
N Santa Cruz Ave & W Main St
T.B. MAP PAGE:

Children's Christmas & Holidays Parade
41 Miles Ave
CUSTOMER WORK DESCRIPTION:

Parade Work
APPROX. START DATE: WORK HOURS / DURATION
1 Day
START TIME: RFQ #:

FAX:

OTHER INFO:

Union Wages / Saturday Work
LN #
PLAN REFERENCE:

San Jose Branch
DIRECT PHONE/EXT: DIRECT FAX: CELL PHONE:
408-399-5734
EMAIL:
[email protected]
21 shts $275.00 per sheet Traffic Control Planning (Non-Engineered) (1 Phase) Includes site verification survey and/or verification of existing conditions, traffic planning, and publication of traffic control plans. All plans are designed in accordance with the California M.U.T.C.D. (latest edition), and are submitted to the specifications of the requiring Agency. A four (4) hour minimum is charged on traffic plans, including the submittal of a standard non-engineered plan.

Phase #1 N Santa Cruz Ave & W Main St [Road Closures w/ Detours] (Parade Special Event)
1 $5,775.00
21 shts ($125.00) per sheet Traffic Control Planning Discount - DD1000 Discount will be applied to line item #1 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
2 ($2,625.00)
21 shts $175.00 per sheet Engineer Review
Plan review and stamp by Certified Traffic Engineer and/or Civil Engineer, fee is in addition to Traffic Control Planning. 3 $3,675.00

EXHIBIT B TO FIRST AMENDMENT
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

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ITEM NO. 9.

N
o E-147098.3 Page 2 of 3
21 shts ($100.00) per sheet Engineer Review Discount - DD1000 Discount will be applied to line item #3 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
4 ($2,100.00)
Traffic Control (See Below)
Final pricing to be determined upon approved plans.
5 1 dy 10 ea 3.6 hrs $132.00 hourly One-TC Traffic Control Operation (On-Job Hourly) (Sat) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controllers (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Price is based for time On-Job only and applies to any standby, setup, maintenance, and removal time. Time will be billed in increments of 30 minutes. Mobilization includes up to 40 miles from the nearest TMI branch. Travel exceeding 40 miles will be billed at $4.00/mile. A four (4.0) hour minimum applies to all labor including jobs canceled after crews are dispatched.

Customer must call four (4.0) hours prior to scheduled dispatch or a four (4.0) hour minimum will apply. TMI 24/7 Dispatch Center: 888-722- 6796
Overtime rates ($189.00/hr) apply after eight (8.0) hours and Saturdays.

Double time rates ($325.00/hr) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Price Excludes: Trailer Mounted Flashing Arrow Board (FAS); Changeable Message Signs (CMS); Truck Mounted Attenuator (TMA); Site orientation classes; Safety Classes; Testing; Engineering; Design; Permits; Licenses; Applications; Mainline (Highway) Work; On/Off Ramps
6 $4,752.00
1 dy 10 ea $23.76 ea/dy Fuel Surcharge; 5% - SD300-1
A standard fuel surcharge will be applied to line item #6 (any services requiring travel, transportation or mobilization).
7 $237.60
1 dy 10 ea 7.4 hrs $239.00 hourly One-TC Traffic Control Operation (On-Job Hourly) (Sat) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controllers (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Double time rates ($325.00/hr) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Page 230 ends

ITEM NO. 9.

N
o E-147098.3 Page 3 of 3
1 dy 10 ea $88.43 ea/dy Fuel Surcharge; 5% - SD300-1
A standard fuel surcharge will be applied to line item #8 (any services requiring travel, transportation or mobilization).
9 $884.30
1 dy 10 ea $65.00 ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental - RA100 Daily rental of one (1) Flashing Arrow Sign (FAS).

Delivery, pickup, lost or damaged equipment, equipment maintenance, and setup re-installation or modification not included.

Additional rental rate of above equipment;
- $75.00/day; $275.00/wk; $575.00/mo(4-wk)
10 $650.00
1 dy 10 ea ($65.00) ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental - RA100 Discount - DD1000
Discount will be applied to line item #8 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
11 ($650.00) _
12 1 wk 4 ea $600.00 weekly CMS (Changeable Message Sign) Rental - RA200 Weekly rental of one (1) Changeable Message Sign (CMS).

Delivery, pickup, lost or damaged equipment, equipment maintenance, and setup re-installation or modification not included.

Additional rental rate of above equipment;
- $200.00/day; $600.00/wk; $1,300.00/mo(4-wk)
13 $2,400.00
Bidding Without Plans
This estimate is based on description of scope of work as provided by Customer at time of request. Final estimated price to be determined when specific conditions/provisions are provided or traffic control plans have been approved by the Agency. Mobilization costs include up to forty (40) miles from TMI office.
14 EXCLUSIONS:

The following is not included in this estimate: Tax; Encroachment Permits; Traffic Signal Plans; Posting of "No Parking" Signs; Lost or damaged equipment; Business and/or resident notfication; Temporary striping or striping removal; Construction fencing; Steel/trench plates; Custom signage; Replacement or modification of existing facilities; Other STANDARD TERMS & CONDITIONS:
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities, addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice; additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13) RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment.

TMI ESTIMATOR
x_______________________________________ Enmanuel Toledo DATE PREPARED:
11/17/2023
ESTIMATED TOTAL:
x_______________________________________ $30,684.90 CUSTOMER ACKNOWLEDGEMENT DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

Page 231 ends

ITEM NO. 9.

ESTIMATE TRAFFIC MANAGEMENT, INC.

E-149152.1
www.trafficmanagement.com
N
o

Page 1 of 3 ends

690 Quinn Ave
877-763-5999
San Jose, CA 95112

QTY QTY QTY RATE ITEM / DESCRIPTION TOTAL
COMPANY:

CITY, STATE, ZIP:

CONTACT PERSON:

PHONE:

Town of Los Gatos
CITY / COMMUNITY:

Los Gatos
JOB LOCATION:

PROJECT INFORMATION:

CUST. REF #:

N/A
Jessica Ertell
COMPANY ADDRESS:

Los Gatos, CA 95030
Johnson Ave
T.B. MAP PAGE:

Johnson Ave - Special Event
41 Miles Ave
CUSTOMER WORK DESCRIPTION:

Special Event
APPROX. START DATE: WORK HOURS / DURATION
1 Day
START TIME: RFQ #:

FAX:

OTHER INFO:

Union Wages / Weekday Work
LN #
PLAN REFERENCE:

San Jose Branch
DIRECT PHONE/EXT: DIRECT FAX: CELL PHONE:
408-399-5734
EMAIL:
[email protected]
12 shts $275.00 per sheet Traffic Control Planning (Non-Engineered) (1 Phase) Includes site verification survey and/or verification of existing conditions, traffic planning, and publication of traffic control plans. All plans are designed in accordance with the California M.U.T.C.D. (latest edition), and are submitted to the specifications of the requiring Agency. A four (4) hour minimum is charged on traffic plans, including the submittal of a standard non-engineered plan.

Phase #1: Johnson Ave [Road Closure w/Detours] (Special Event) 1 $3,300.00
12 shts ($125.00) per sheet Discount - DD1000
Discount will be applied to line item #1 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
2 ($1,500.00)
12 shts $175.00 per sheet Engineer Review
Plan review and stamp by Certified Traffic Engineer and/or Civil Engineer, fee is in addition to Traffic Control Planning. 3 $2,100.00
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

Page 232 ends

ITEM NO. 9.

N
o E-149152.1 Page 2 of 3
12 shts ($100.00) per sheet Engineer Review Discount - DD1000 Discount will be applied to line item #3 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
4 ($1,200.00)
Traffic Control (See Below) _
5 1 dy 6 ea 7 hrs $195.00 hourly One-TC Traffic Control Operation (On-Job Hourly) (ST) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controllers (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Customer must call four (4.0) hours prior to scheduled dispatch or a four (4.0) hour minimum will apply. TMI 24/7 Dispatch Center: 888-722- 6796
Overtime rates ($255.00/hr) apply after eight (8.0) hours and Saturdays.

Double time rates ($350.00/hr) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Price Excludes: Trailer Mounted Flashing Arrow Board (FAS); Changeable Message Signs (CMS); Truck Mounted Attenuator (TMA); Site orientation classes; Safety Classes; Testing; Engineering; Design; Permits; Licenses; Applications; Mainline (Highway) Work; On/Off Ramps
6 $8,190.00
1 dy 6 ea 7 hrs ($24.00) hourly One-TC Traffic Control Discount - DD1000 Discount will be applied to line item #6 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
7 ($1,008.00)
1 dy 6 ea $68.25 ea/dy Fuel Surcharge; 5% - SD300-1
A standard fuel surcharge will be applied to line item #6 (any services requiring travel, transportation or mobilization).
8 $409.50
1 dy 6 ea $65.00 ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental - RA100 Daily rental of one (1) “Trailer Mounted Flashing Arrow Sign (FAS) Delivery and pickup not included.

Price Excludes:
-Traffic cones for FAS trailer taper (typically 9 ea. cones) The customer will be responsible for lost or damaged traffic control equipment. Equipment maintenance, and setup re-installation or modification not included.

Additional rental rate of above equipment;
- $65.00/day; $275.00/wk.; $575.00 /mo.
9 $390.00
1 dy 6 ea ($65.00) ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental Discount - DD1000
Discount will be applied to line item #9 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
10 ($390.00)
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

Page 233 ends

ITEM NO. 9.

N
o E-149152.1 Page 3 of 3
Bidding Without Plans
This estimate is based on description of scope of work as provided by Customer at time of request. Final estimated price to be determined when specific conditions/provisions are provided or traffic control plans have been approved by the Agency. Mobilization costs include up to forty (40) miles from TMI office.
11 EXCLUSIONS:

The following is not included in this estimate: Tax; Encroachment Permits; Traffic Signal Plans; Posting of "No Parking" Signs; Lost or damaged equipment; Business and/or resident notfication; Temporary striping or striping removal; Construction fencing; Steel/trench plates; Changeable message signs (CMS); Custom signage; Replacement or modification of existing facilities; Other STANDARD TERMS & CONDITIONS:
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities, addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice; additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13) RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment.

TMI ESTIMATOR
x_______________________________________ Enmanuel Toledo DATE PREPARED:
10/25/2023
ESTIMATED TOTAL:
x_______________________________________ $10,291.50 CUSTOMER ACKNOWLEDGEMENT DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

Page 234 ends

ITEM NO. 9.

ESTIMATE TRAFFIC MANAGEMENT, INC.

E-147103.1
www.trafficmanagement.com
N
o

Page 1 of 3 ends

690 Quinn Ave
877-763-5999
San Jose, CA 95112

QTY QTY QTY RATE ITEM / DESCRIPTION TOTAL
COMPANY:

CITY, STATE, ZIP:

CONTACT PERSON:

PHONE:

Town of Los Gatos
CITY / COMMUNITY:

Los Gatos
JOB LOCATION:

PROJECT INFORMATION:

CUST. REF #:

N/A
Jessica Ertell
COMPANY ADDRESS:

Los Gatos, CA 95030
Tait Ave and W Main St
T.B. MAP PAGE:

Neighborhood Trick or Treating (Tait Ave) Project
41 Miles Ave
CUSTOMER WORK DESCRIPTION:

Special Event
APPROX. START DATE: WORK HOURS / DURATION
1 Day
START TIME: RFQ #:

FAX:

OTHER INFO:

Union Wages / Weekday Work
LN #
PLAN REFERENCE:

Phase #1 Tait Ave [Road Closure w/Detours] (Special Event) 1 $2,750.00
10 shts ($125.00) per sheet Discount - DD1000
Discount will be applied to line item #1 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
2 ($1,250.00)
10 shts $175.00 per sheet Engineer Review
Plan review and stamp by Certified Traffic Engineer and/or Civil Engineer, fee is in addition to Traffic Control Planning. 3 $1,750.00
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

Page 235 ends

ITEM NO. 9.

N
o E-147103.1 Page 2 of 3
10 shts ($100.00) per sheet Discount - DD1000
Discount will be applied to line item #3 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
4 ($1,000.00)
Traffic Control (See Below)
Final pricing to be determined upon approved plans.
5 1 dy 4 ea 7 hrs $195.00 hourly One-TC Traffic Control Operation (On-Job Hourly) (ST) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controllers (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Double time rates ($350.00/hr) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Price Excludes: Trailer Mounted Flashing Arrow Board (FAS); Changeable Message Signs (CMS); Truck Mounted Attenuator (TMA); Site orientation classes; Safety Classes; Testing; Engineering; Design; Permits; Licenses; Applications; Mainline (Highway) Work; On/Off Ramps
6 $5,460.00
1 dy 4 ea 7 hrs ($24.00) hourly One-TC Traffic Control Discount - DD1000 Discount will be applied to line item #6 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
7 ($672.00)
1 dy 4 ea $68.25 ea/dy Fuel Surcharge; 5% - SD300-1
A standard fuel surcharge will be applied to line item #6 (any services requiring travel, transportation or mobilization).
8 $273.00
1 dy 4 ea $65.00 ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental - RA100 Daily rental of one (1) “Trailer Mounted Flashing Arrow Sign (FAS) Delivery and pickup not included.

Additional rental rate of above equipment;
- $65.00/day; $275.00/wk.; $575.00 /mo.
9 $260.00
1 dy 4 ea ($65.00) ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental Discount - DD1000
Discount will be applied to line item #9 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
10 ($260.00)
DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

Page 236 ends

ITEM NO. 9.

N
o E-147103.1 Page 3 of 3
Bidding Without Plans
This estimate is based on description of scope of work as provided by Customer at time of request. Final estimated price to be determined when specific conditions/provisions are provided or traffic control plans have been approved by the Agency. Mobilization costs include up to forty (40) miles from TMI office.
11 EXCLUSIONS:

The following is not included in this estimate: Tax; Encroachment Permits; Traffic Signal Plans; Posting of "No Parking" Signs; Lost or damaged equipment; Business and/or resident notfication; Temporary striping or striping removal; Construction fencing; Steel/trench plates; Changeable message signs (CMS); Custom signage; Replacement or modification of existing facilities; Other STANDARD TERMS & CONDITIONS:
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities, addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice; additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13) RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment.

TMI ESTIMATOR
x_______________________________________ Enmanuel Toledo DATE PREPARED:
10/25/2023
ESTIMATED TOTAL:
x_______________________________________ $7,311.00 CUSTOMER ACKNOWLEDGEMENT DocuSign Envelope ID: 210218DE-4912-42EC-B3B6-629A868C969C

Page 237 ends

ITEM NO. 9.

ESTIMATE TRAFFIC MANAGEMENT, INC.

E-152334
www.trafficmanagement.com
N
o

Page 1 of 2 ends

690 Quinn Ave
877-763-5999
San Jose, CA 95112

QTY QTY QTY RATE ITEM / DESCRIPTION TOTAL
COMPANY:

CITY, STATE, ZIP:

CONTACT PERSON:

PHONE:

Town of Los Gatos
CITY / COMMUNITY:

Los Gatos
JOB LOCATION:

PROJECT INFORMATION:

CUST. REF #:

N/A
Jessica Ertell
COMPANY ADDRESS:

Los Gatos, CA 95030
Tait Ave and W Main St
T.B. MAP PAGE:

Neighborhood Trick or Treating (Tait Ave) Project
41 Miles Ave
CUSTOMER WORK DESCRIPTION:

Special Event
APPROX. START DATE: WORK HOURS / DURATION
1 Day
START TIME: RFQ #:

FAX:

OTHER INFO:

Union Wages / Weekday Work
LN #
PLAN REFERENCE:

San Jose Branch
DIRECT PHONE/EXT: DIRECT FAX: CELL PHONE:
408-399-5734
EMAIL:
[email protected]
Traffic Control Per TCP (See Below) _
1 1 dy 4 ea 7 hrs $195.00 hourly One-TC Traffic Control Operation (On-Job Hourly) (ST) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controllers (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Double time rates ($350.00/hr) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Price Excludes: Trailer Mounted Flashing Arrow Board (FAS); Changeable Message Signs (CMS); Truck Mounted Attenuator (TMA); Site orientation classes; Safety Classes; Testing; Engineering; Design; Permits; Licenses; Applications; Mainline (Highway) Work; On/Off Ramps
2 $5,460.00
1 dy 4 ea 7 hrs ($24.00) hourly One-TC Traffic Control Discount - DD1000 Discount will be applied to line item #2 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
3 ($672.00)
1 dy 4 ea $68.25 ea/dy Fuel Surcharge; 5% - SD300-1
A standard fuel surcharge will be applied to line item #2 - 3 (any services requiring travel, transportation or mobilization). 4 $273.00

EXHIBIT B

Page 238 ends

ITEM NO. 9.

N
o E-152334 Page 2 of 2
1 dy 4 ea $65.00 ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental - RA100 Daily rental of one (1) “Trailer Mounted Flashing Arrow Sign (FAS) Delivery and pickup not included.

Additional rental rate of above equipment;
- $65.00/day; $275.00/wk.; $575.00 /mo.
5 $260.00
1 dy 4 ea ($65.00) ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental Discount - DD1000
Discount will be applied to line item #5 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
6 ($260.00) _
7 PLA Exclusion
The quoted price does not include nor cover any PLA requirements. No PLA (Project Labor Agreement) has been provided and no PLA wages are included in this price.
8 EXCLUSIONS: The following is not included in this estimate: Tax; Encroachment Permits; Traffic Control Plans; Traffic Signal Plans; Posting of "No Parking" Signs; Lost or damaged equipment; Business and/or resident notfication; Temporary striping or striping removal; Construction fencing; Steel/trench plates; Changeable message signs (CMS); Custom signage; Replacement or modification of existing facilities; Other
STANDARD TERMS & CONDITIONS:
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities, addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice; additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13) RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment.

TMI ESTIMATOR
x_______________________________________ Enmanuel Toledo DATE PREPARED:
7/12/2024
ESTIMATED TOTAL:
x_______________________________________ $5,061.00 CUSTOMER ACKNOWLEDGEMENT

Page 239 ends

ITEM NO. 9.

ESTIMATE TRAFFIC MANAGEMENT, INC.

E-152333
www.trafficmanagement.com
N
o

Page 1 of 2 ends

690 Quinn Ave
877-763-5999
San Jose, CA 95112

QTY QTY QTY RATE ITEM / DESCRIPTION TOTAL
COMPANY:

CITY, STATE, ZIP:

CONTACT PERSON:

PHONE:

Town of Los Gatos
CITY / COMMUNITY:

Los Gatos
JOB LOCATION:

PROJECT INFORMATION:

CUST. REF #:

N/A
Jessica Ertell
COMPANY ADDRESS:

Los Gatos, CA 95030
Johnson Ave
T.B. MAP PAGE:

Johnson Ave - Special Event
41 Miles Ave
CUSTOMER WORK DESCRIPTION:

Special Event
APPROX. START DATE: WORK HOURS / DURATION
1 Day
START TIME: RFQ #:

FAX:

OTHER INFO:

Union Wages / Weekday Work
LN #
PLAN REFERENCE:

San Jose Branch
DIRECT PHONE/EXT: DIRECT FAX: CELL PHONE:
408-399-5734
EMAIL:
[email protected]
Traffic Control Per TCP (See Below) _
1 1 dy 6 ea 7 hrs $195.00 hourly One-TC Traffic Control Operation (On-Job Hourly) (ST) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controllers (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Double time rates ($350.00/hr) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Price Excludes: Trailer Mounted Flashing Arrow Board (FAS); Changeable Message Signs (CMS); Truck Mounted Attenuator (TMA); Site orientation classes; Safety Classes; Testing; Engineering; Design; Permits; Licenses; Applications; Mainline (Highway) Work; On/Off Ramps
2 $8,190.00
1 dy 6 ea 7 hrs ($24.00) hourly One-TC Traffic Control Discount - DD1000 Discount will be applied to line item #2 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
3 ($1,008.00)
1 dy 6 ea $68.25 ea/dy Fuel Surcharge; 5% - SD300-1
A standard fuel surcharge will be applied to line item #2 - 3 (any services requiring travel, transportation or mobilization). 4 $409.50

Page 240 ends

ITEM NO. 9.

N
o E-152333 Page 2 of 2
1 dy 6 ea $65.00 ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental - RA100 Daily rental of one (1) “Trailer Mounted Flashing Arrow Sign (FAS) Delivery and pickup not included.

Additional rental rate of above equipment;
- $65.00/day; $275.00/wk.; $575.00 /mo.
5 $390.00
1 dy 6 ea ($65.00) ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental Discount - DD1000
Discount will be applied to line item #5 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
6 ($390.00) _
7 PLA Exclusion
The quoted price does not include nor cover any PLA requirements. No PLA (Project Labor Agreement) has been provided and no PLA wages are included in this price.
8 EXCLUSIONS: The following is not included in this estimate: Tax; Encroachment Permits; Traffic Control Plans; Traffic Signal Plans; Posting of "No Parking" Signs; Lost or damaged equipment; Business and/or resident notfication; Temporary striping or striping removal; Construction fencing; Steel/trench plates; Changeable message signs (CMS); Custom signage; Replacement or modification of existing facilities; Other
STANDARD TERMS & CONDITIONS:
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities, addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice; additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13) RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment.

TMI ESTIMATOR
x_______________________________________ Enmanuel Toledo DATE PREPARED:
7/12/2024
ESTIMATED TOTAL:
x_______________________________________ $7,591.50 CUSTOMER ACKNOWLEDGEMENT

Page 241 ends

ITEM NO. 9.

ESTIMATE TRAFFIC MANAGEMENT, INC.

E-152332.1
www.trafficmanagement.com
N
o

Page 1 of 3 ends

690 Quinn Ave
877-763-5999
San Jose, CA 95112

QTY QTY QTY RATE ITEM / DESCRIPTION TOTAL
COMPANY:

CITY, STATE, ZIP:

CONTACT PERSON:

PHONE:

Town of Los Gatos
CITY / COMMUNITY:

Los Gatos
JOB LOCATION:

PROJECT INFORMATION:

CUST. REF #:

N/A
Jessica Ertell
COMPANY ADDRESS:

Los Gatos, CA 95030
N Santa Cruz Ave & W Main St
T.B. MAP PAGE:

Children's Christmas & Holidays Parade
41 Miles Ave
CUSTOMER WORK DESCRIPTION:

Parade Work
APPROX. START DATE: WORK HOURS / DURATION
1 Day
START TIME: RFQ #:

FAX:

OTHER INFO:

Union Wages / Saturday Work
LN #
PLAN REFERENCE:

San Jose Branch
DIRECT PHONE/EXT: DIRECT FAX: CELL PHONE:
408-399-5734
EMAIL:
[email protected]
Traffic Control Per TCP (See Below) _
1 1 dy 10 ea 4 hrs $132.00 hourly One-TC Traffic Control Operation (On-Job Hourly) (Sat) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controllers (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Double time rates ($325.00/hr) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Page 242 ends

ITEM NO. 9.

N
o E-152332.1 Page 2 of 3
1 dy 10 ea 8 hrs $239.00 hourly One-TC Traffic Control Operation (On-Job Hourly) (Sat) Includes one (1) Traffic Control Truck with a Roof Mounted Flashing Arrow Board and one (1) professionally trained and equipped Traffic Controllers (flagger) to set up and maintain standard closures per MUTCD on rights-of-way up to forty-five (45) mph. Standard traffic control devices included are cones, signs, and barricades per MUTCD.

Double time rates ($325.00/hr) apply after twelve (12.0) hours, Sundays, and Holidays. Emergency and/or Same-Day Callouts not included.

Delivery, pickup, lost or damaged equipment, equipment maintenance, and setup re-installation or modification not included.

Additional rental rate of above equipment;
- $75.00/day; $275.00/wk; $575.00/mo(4-wk)
6 $650.00
1 dy 10 ea ($65.00) ea/dy Trailer Mounted Flashing Arrow Sign (FAS) Rental - RA100 Discount - DD1000
Discount will be applied to line item #6 and is subject to the following conditions; all payments relating to this project will be made subject to TMI's payment terms; performance of complete scope of work as described on this estimate.
7 ($650.00) _
8 1 wk 8 ea $600.00 weekly CMS (Changeable Message Sign) Rental - RA200 Weekly rental of one (1) Changeable Message Sign (CMS).

Delivery, pickup, lost or damaged equipment, equipment maintenance, and setup re-installation or modification not included.

Additional rental rate of above equipment;
- $200.00/day; $600.00/wk; $1,300.00/mo(4-wk)
9 $4,800.00

Page 243 ends

ITEM NO. 9.

N
o E-152332.1 Page 3 of 3
1 wk 8 ea $90.00 weekly Rental Protection Program (RPP) RPP is coverage of unforeseen damage to rental equipment, a 15% surcharge will be added to all rental invoice(s) related to the Rental Agreement(s) for this Estimate or Project. See Terms & Conditions for details.

With RPP, TMI will cover 100% of the repair cost for the first $500 of each damaged item. Furthermore, in the event that the repair costs exceed $500 per item, TMI will cover 90% of the balance. Customers are only responsible for 10% of any repair costs over $500 per item.

Exclusions: Misuse or negligence, Lost, stolen, or missing equipment, and any 3rd party damages; Vehicles such as trucks, TMA’s, etc.); To opt-out of RPP, initial here x________. By opting out, customer will be responsible for any and all damages to Rental Equipment. 10 $720.00
_
11 PLA Exclusion
The quoted price does not include nor cover any PLA requirements. No PLA (Project Labor Agreement) has been provided and no PLA wages are included in this price.
12 EXCLUSIONS: The following is not included in this estimate: Tax; Encroachment Permits; Traffic Control Plans; Traffic Signal Plans; Posting of "No Parking" Signs; Business and/or resident notfication; Temporary striping or striping removal; Construction fencing; Steel/trench plates; Custom signage; Replacement or modification of existing facilities; Other STANDARD TERMS & CONDITIONS:
1) Although TMI maintains standard general liability, workers compensation, and other insurance coverages, additional costs may be incurred for the issuance of insurance certificates that require special wording, endorsements, or additional coverages or policy changes. 2) Information provided herein should be relied on for estimating purposes only. 3) This estimate is based on information available and/or provided at the time of the estimate request, such as current permit rates and requirements from public agencies, and is subject to change without notice. 4) TMI reserves the right to modify this estimate should the scope of the project change or additional information is provided. 5) Unless otherwise specified, individual line items and rates are based on acceptance of the estimate as a whole. Significant changes in quantities, addition/deletion of line-items, or selection of single line-items may result in price changes. 6) Prices are valid for up to 60 days. 7) All orders for standard traffic control and equipment (without permit or posting requirements), will require at least three working days advance notice; additional time may be required for non-standard and/or large scale traffic control. General availability of traffic control is not guaranteed and is subject to availability and schedule of TMI crews and equipment. Allow up to 14 working days for traffic plan turn-around (from time of order to initial submittal.) Agency approval and turn-around time of traffic control plans may vary and cannot be guaranteed. 8) Permit approval and timeline often vary from Agency to Agency and no guarantee of approval or approval timeline is represented. 9) Compensation will be charged for jobs that require special safety training requirements and security clearance. 10) Unless stated otherwise, this estimate is based on work being performed during normal field working hours (7:00am to 3:30pm) Monday through Friday. Additional costs will be incurred and invoiced for after hours work, weekend and/or holidays. 11) ACCEPTANCE OF THIS ESTIMATE: Unless otherwise agreed in writing, acceptance of this estimate shall authorize TMI to perform all work as stated, and this document shall serve as the binding contract, subject to the terms and conditions herein. 12) FUEL SURCHARGE: A fuel surcharge may be applied to any services requiring travel, transportation or mobilization. 13) RENTAL PROTECTION PROGRAM: All rental orders will be automatically enrolled in Rental Protection Plan (RPP) unless opted out by customer. If customer opts out of RPP, customer assumes sole responsibility for damaged or lost equipment.

TMI ESTIMATOR
x_______________________________________ Enmanuel Toledo DATE PREPARED:
8/14/2024
ESTIMATED TOTAL:
x_______________________________________ $31,140.00 CUSTOMER ACKNOWLEDGEMENT

Page 244 ends

ITEM NO. 9.

PREPARED BY: Cheryl Parkman
Human Resources Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 08/20/2024
ITEM NO: 10
DATE: August 9, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve and Authorize the Town Manager to Execute a Side Letter of Agreement between the Town of Los Gatos and the Town Employees’ Association (TEA) for Alternative 12-hour Dispatch Schedules RECOMMENDATION:

Approve and authorize the Town Manager to execute a Side Letter of Agreement between the Town of Los Gatos and the Town Employees’ Association (TEA) for alternative 12-hour Dispatch schedules
BACKGROUND:

The Los Gatos-Monte Sereno Police Department currently budgets for eight Communication Dispatchers to intake emergency and non-emergency calls. Seven of those positions are currently filled. As one of the Dispatchers is in training, the six fully trained Dispatchers currently fill the following shifts:
 Day Shift – 6:00 a.m. – 6:00 p.m.
 Swing Shift – 12:00 p.m. – 12:00 a.m.
 Mid Shift – 6:00 p.m. – 6:00 a.m.

Currently, there are 96 hours of overtime built in the schedule. The six Dispatchers each work eight hours of overtime per pay period to ensure that there is adequate coverage. Each Dispatcher works four days in the first week of the pay period and three days in the second week of the pay period. Each four-day work week results in the eight hours of overtime.

Additionally, from 12:00 a.m. – 6:00 a.m., there is only one Dispatcher on duty. If a Dispatcher needs to leave their work area, they must contact a Patrol Officer to cover the phones in case of

Page 245 ends

ITEM NO. 10.

PAGE 2 OF 3
SUBJECT: TEA Dispatcher Shift Change Side Letter
DATE: August 9, 2024
BACKGROUND (continued):
emergency calls. If there is an influx of emergency calls, the sole Dispatcher on duty will also need to call Patrol for assistance.

The current work week is designated Sunday through Saturday. Due to federal Fair Labor Standards Act (FLSA) guidelines, if more than 40 hours are worked within the designated workweek, then the Town is required to pay those additional hours at the overtime rate.

DISCUSSION:

In collaboration with TEA, the Police Department proposed that the Dispatchers implement two changes to the 12-hour schedules:

1. Use a different designation of the workweek

2. Add a midnight shift
FLSA regulations allow employers to designate the workweek. Although the Dispatchers currently work 12-hour shifts, the designation of the workweek from Sunday – Saturday requires the Town to pay eight hours of overtime for each of the six Dispatchers every pay period. In the proposed 12-hour shift changes, the work weeks would be designated to accommodate each Dispatcher working only 40 hours in one workweek and 80 hours in one pay period.

By changing the designation of the workweek, the amount of built in overtime will be reduced for each staff member by eight hours per pay period when the Dispatch unit is fully staffed.

Until such time, there will still be at least 24 hours of built-in overtime per month for the Dispatch unit, which is still an improvement over the 96 hours of built-in overtime per month built into the schedule.

With the addition of a midnight shift, there will be increased coverage from the hours of 12:00 a.m. – 6:00 a.m. each day. During those hours, there is currently only one Dispatcher on shift.

This change will allow for at least two Dispatchers to be on shift with, the exception of Sunday from 4:00 a.m. – 12:00 p.m. This is a 75% increase in coverage, and Sundays have typically lower call volumes for Dispatch. Should there be a need to change schedules in the future to accommodate more coverage, the Police Chief has the discretion to review the schedules.

CONCLUSION:

Staff has met its obligation to meet and confer with TEA on the proposed Side Letter. In addition, the proposed schedules have been reviewed with the Town’s outside employee

Page 246 ends

ITEM NO. 10.

PAGE 3 OF 3
SUBJECT: TEA Dispatcher Shift Change Side Letter
DATE: August 9, 2024
CONCLUSION (continued):
relations consultant for FLSA compliance. TEA has indicated support for the proposed schedules.

COORDINATION:

The preparation of this report was coordinated with the Human Resources Department, Police Department, Finance Department, Town Attorney’s Office, and Town Manager’s Office.

FISCAL IMPACT:

This change will result in a cost savings due to the decrease in overtime costs. Based on the average overtime in the last six months, the overtime costs would decrease by an estimated $17,000 per month when the seven Dispatchers move to the proposed schedule as built in overtime would decrease to 24 hours per month. When the Dispatch unit is fully staffed, the estimated savings per month would increase to $19,900 per month as there would be no builtin overtime for Dispatch staff. Please note that there may be occasions where scheduled training and vacations and unscheduled leave result in overtime, but it would not be built into the regular schedule for Dispatchers.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachment:

1. 12-Hour Dispatch Shift Side Letter with TEA

Page 247 ends

ITEM NO. 10.

Attachment 1

SIDE LETTER OF AGREEMENT

BETWEEN THE
TOWN OF LOS GATOS AND THE TOWN EMPLOYEES’ ASSOCIATION
The Town of Los Gatos (Town) and the Town Employees’ Association have met and conferred in good faith and hereby agree to the following to decrease overtime hours and increase Dispatcher coverage:

1. Effective as soon as practicable, the Los Gatos-Monte Sereno Police Department’s Communication Dispatch employees will have the ability to bid on four different work schedules that provide an alternative work schedule of majority 12-hour shifts. The shifts offered to the Communication Dispatch employees will be:

1. Day Shift;

2. Mid Shift;

3. Swing Shift; and

4. Midnight Shift

2. Pursuant TEA MOU Section 7.7.1, a Dispatcher’s schedule will consist of seven separate work days for a total of 80 hours during a Town-designated fourteen-day pay period, for which the schedule includes 3 twelve-hour days and 1 four-hour day in one week and 3 twelve-hour days and 1 four-hour day in the other week. For payroll purposes, each employee has a designated start and end time to begin and end their work week.

3. The parties agree that an employee’s work schedule will be modified such that each workweek shall only consist of 40 hours in a seven-day workweek and 80 hours per pay period. These schedules shall be in conformance with FLSA regulations.

4. Overtime shall be payable in accordance with Section 11.4 of the MOU. Where applicable and in accordance with the TEA MOU, the Department may permit an employee to take compensatory time in lieu of paid overtime.

5. Dispatchers will continue to use current shift bidding procedures to bid on the new shift schedules.

6. Pursuant to TEA MOU Section 7.6.4, employees may also make requests for temporary changes to their normal work schedule. In those cases, the employee's schedule may change with the approval of the employee's Department Director (e.g. an earlier start and end of shift or a change in the number of hours per day), so long as that change does not result in overtime liability to the Town.

7. This side letter will continue at the discretion of the Chief of Police based on periodic reviews and evaluations of the operational needs of the Department. Should the Chief of Police decide to discontinue the 12-hour alternative work schedules, the employees

Page 248 ends

ITEM NO. 10.

Attachment 1
will receive advanced notice for the next shift bidding process. The termination of the 12-hour alternative work schedule is not subject to any grievance or appeal procedure.

8. The parties agree that this side letter is subject to Council approval.

FOR TEA: TOWN OF LOS GATOS:
______________________________ ________________________________ Christine Crossen, Laurel Prevetti, Town Manager
Communications Dispatcher Lead
APPROVED AS TO FORM:
________________________________
Gabrielle Whelan, Town Attorney

Page 249 ends

ITEM NO. 10.

PREPARED BY: Katy Nomura
Assistant Town Manager
Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 08/20/2024
ITEM NO: 11
DATE: August 13, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve and Authorize the Town Manager to Execute an Extension of a Side Letter Agreement Between the Town of Los Gatos and the Town Employee Association (TEA) for the Dispatcher Retention and Recruitment Bonus Through the Pay Period Starting July 21, 2024
RECOMMENDATION:

Approve and authorize the Town Manager to execute an extension of a Side Letter Agreement (Attachment 1) between the Town of Los Gatos and the Town Employee Association (TEA) for the Dispatcher Retention and Recruitment Bonus through the pay period starting July 21, 2024.

BACKGROUND:

Public safety departments throughout the nation and State are experiencing a staffing crisis.

The attrition in Police Officers and Dispatchers is attributed to the COVID-19 pandemic, public demonstrations, heightened anti-Police sentiment, accelerated resignations and retirements, a diminished applicant pool, and other factors.

The Los Gatos-Monte Sereno Police Department (LGMSPD) faces the same challenges. The Town and the Department have implemented innovative recruitment strategies, including the direct involvement of existing staff in outreach and promotion of our opportunities. The Department has also invested in its culture of community policing, wellness, and training to retain qualified personnel.

Dispatch has eight budgeted positions. Currently there are six operational Dispatchers and one in training. In collaboration with the Town’s Human Resources Department, the Town is continuously recruiting, interviewing, backgrounding, and offering Dispatch positions.

Page 250 ends

ITEM NO. 11.

PAGE 2 OF 2
SUBJECT: TEA Dispatcher Retention Side Letter
DATE: August 13, 2024
DISCUSSION:

On November 7, 2023, the Town Council approved a Dispatcher Retention and Recruitment Bonus Side Letter that provided a $577 per pay period retention bonus for full-time Dispatchers that have successfully completed the required Dispatch training program. This bonus ended after the last pay period in June 2024. An extension of this side letter is proposed for two additional pay periods in July. The bonus is non-PERSable.

CONCLUSION:

Staff has met its obligation to meet and confer with the Town Employee Association (TEA) on the proposed Side Letter. TEA has indicated support for the proposal. Therefore, it is recommended that the Side Letter of Agreement be approved, and the Town Manager be authorized to execute the Side Letter.

COORDINATION:

The preparation of this report was coordinated with the Human Resources Department, Police Department, Finance Department, Town Attorney’s Office, and Town Manager’s Office.

FISCAL IMPACT:

It is anticipated that the costs associated with this Side Letter can be absorbed by the Police Department’s existing budget. If it is determined a budget adjustment is necessary in the future, it will be requested at that time.

The longer-term fiscal benefits include reducing overtime costs by improving retention, providing essential public safety services to the community.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachment:

1. Extension of TEA Dispatcher Retention Side Letter

Page 251 ends

ITEM NO. 11.
12517538.2 LO007-005

EXTENSION OF THE SIDE LETTER OF AGREEMENT

BETWEEN THE
TOWN OF LOS GATOS AND THE TOWN EMPLOYEES’ ASSOCIATION
Due to critical and unprecedented retention issues currently faced by the Los Gatos-Monte Sereno Police Department, the Town of Los Gatos (Town) and the Town Employees’ Association (TEA), collectively referred to as "parties," having met and conferred in good faith, agree as follows:

1. The parties agree to extend the Side Letter of Agreement, included as Exhibit A, through the pay periods beginning July 7 and July 21, 2024. This will result in eligible employees receiving a nonpensionable lump sum payment of $577 for each of the July 7 and July 21, 2024 pay periods.

Such extension shall be subject to the remainder of the rules outlined in Exhibit A.

Page 252 ends

ITEM NO. 11.

EXHIBIT A

Page 253 ends

ITEM NO. 11.

Page 254 ends

ITEM NO. 11.

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 08/20/2024
ITEM NO: 12
DATE: August 9, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve and Authorize the Town Manager to Execute a Side Letter of Agreement between the Town of Los Gatos and the Police Officers’ Association (POA) for Patrol 12-Hour Shift Schedules
RECOMMENDATION:

Approve and authorize the Town Manager to execute a Side Letter of Agreement between the Town of Los Gatos and the Police Officers’ Association (POA) for Patrol 12-hour shift schedules.

BACKGROUND:

The Los Gatos-Monte Sereno Police Department currently deploys four Patrol teams consisting of Officers, Corporals, and Sergeants on 12.33-hour shifts. The 12.33-hour shifts are worked Monday – Wednesday and every other Thursday or Friday – Saturday and every other Thursday. This schedule can result in 6.31 hours of overtime per Patrol team member per pay period or 12.33 hours of overtime per month. The complexity of the 12.33 shift schedule can create administrative challenges for payroll processing and adjustments.

DISCUSSION:

In collaboration with POA, the Police Department proposed 12-hour shift schedule that would eliminate the additional 0.33 hours per shift. By eliminating the additional 0.33 hours per shift, the proposed schedules would ease the administrative complexity of the current shift schedule and reduce the overtime of each Patrol team member by a minimum of two hours per pay period. The new schedules result in 84 hours of work per pay period. These schedules result in four hours more than 80 hours each pay period. The four hours would be used as needed at the discretion of the Watch Commander based on staffing and operational needs.

Page 255 ends

ITEM NO. 12.

PAGE 2 OF 2
SUBJECT: POA Shift Change Side Letter
DATE: August 9, 2024
DISCUSSION (continued):

In addition, a swing shift will be added from 3:00 p.m. to 1:00 a.m. for certain teams. This new shift would allow for the Police Department to have additional staffing during peak call volume periods. This will not reduce minimum staffing levels.

CONCLUSION:

Staff has met its obligation to meet and confer with POA on the proposed Side Letter. In addition, the proposed schedules have been reviewed with the Town’s outside employee relations consultant for FLSA compliance. POA has indicated support for the proposed schedules.

COORDINATION:

The preparation of this report was coordinated with the Human Resources Department, Police Department, Finance Department, Town Attorney’s Office, and Town Manager’s Office.

FISCAL IMPACT:

This change will result in a costing savings due to the decrease in overtime costs. Based on the overtime costs for the pay periods in July 2024, there would be a minimum savings of $11,000 per month.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachment:

1. POA Shift Change Side Letter

Page 256 ends

ITEM NO. 12.
12557655.1 LO007-005 ATTACHMENT 1

SIDE LETTER OF AGREEMENT

BETWEEN THE
TOWN OF LOS GATOS AND THE LOS GATOS POLICE OFFICERS’ ASSOCIATION With a goal of developing a more effective operational deployment model for the Patrol Teams, the Town of Los Gatos (Town) and the Los Gatos Police Officers Association (LGPOA), collectively referred to as "parties," having met and conferred in good faith, agree as follows:
 As soon as practicable, the Los Gatos-Monte Sereno Police Departments Patrol Teams will have the ability to bid on three different Patrol Team schedules that work 12-hour shifts known as the Hybrid Wellness Schedule. These shifts are:
a. Day Shift (7:00 am – 7:00 pm)
b. Night Shift (7:00 pm – 7:00 am)
c. Swing Shift (3:00 pm – 1:00 am)
 The parties agree that the Day or Night shift will consist of one work week of four 12- hour shifts, and one work week of three 12-hour shifts in one pay period. These schedules result in eighty-four (84) scheduled hours of work per pay period. The parties agree that the four hours in excess of eighty (80) will be used as needed at the discretion of the Watch Commander based on staffing and operational needs.  The parties agree that the Swing Shift will consist of four 10-hour shifts per week.  This side letter incorporates the contractual overtime set forth in Section 20 of the parties’ MOU. Notwithstanding the Town’s contractual overtime obligations, the Town has established and hereby memorializes a 28-day work period pursuant to the Fair Labor Standards Act at section 29 U.S.C. 207(k) for all eligible law enforcement personnel, regardless of title or rank. Under the town’s 28-day 207(k) work period, no statutory overtime is owed unless and until a covered employee actually works in excess of 171 hours in the 28-day work period. The Town’s 28-day work period is contiguous with two biweekly pay periods and regular recurs.
 This side letter will continue at the discretion of the Chief of Police based on periodic reviews and evaluations of the operational needs of the Department. Should the Chief of Police decide to discontinue the Hybrid Wellness Schedule, the employees will receive advanced notice for the next shift bidding process. The termination of the 12- hour alternative work schedule is not subject to any grievance or appeal procedure.  The parties agree that this side letter is not subject to any applicable grievance or other appeal procedure. If a LGPOA member has questions about their payments under this side letter, the member should direct their questions to the LGPOA.

Page 257 ends

ITEM NO. 12.
12557655.1 LO007-005 ATTACHMENT 1
 The parties agree that this side letter is subject to Council approval.

FOR POA: TOWN OF LOS GATOS:
______________________________ ________________________________ Richard Rondeau, Police Sergeant Laurel Prevetti, Town Manager APPROVED AS TO FORM:
________________________________
Gabrielle Whelan, Town Attorney

Page 258 ends

ITEM NO. 12.

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 08/20/2024
ITEM NO: 13
DATE: August 15, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve the Revised Town Employees Association (TEA) Salary Schedule for FY 2024/25
RECOMMENDATION:

Approve the revised Town Employees Association (TEA) Salary Schedule for FY 2024/25 (Attachment 1).

BACKGROUND:

Town Council approved the TEA Memorandum of Understanding with the corresponding FY 2024/25, FY 2025/26, and FY 2026/27 salary schedules on August 6, 2024.

DISCUSSION:

In further review staff discovered, that at the time of the August 6th presentation, one of the classifications (Police Record Specialist Lead) was inadvertently omitted due to a formatting error from the FY 2024/25 Salary Schedule. The position was included in both the FY 2025/26 and FY 2026/27 TEA salary schedules. Attachment 1 contains the revised schedule including the Police Record Specialist Lead position.

RECOMMENDATION:

Approve the revised TEA Salary Schedule for FY 2024/25 (Attachment 1).

FISCAL IMPACT:

There is no fiscal impact to approve the revised schedule.

Page 259 ends

ITEM NO. 13.

PAGE 2 OF 2
SUBJECT: Approve the Revised FY 2024/25 TEA Salary Schedule DATE: August 15, 2024
ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachment:

1. FY 2024/25 Salary Schedule for TEA effective pay period containing July 7, 2024

Page 260 ends

ITEM NO. 13.

Town of Los Gatos TEA Classifications
Salary Schedule for Fiscal Year 2024/25
Effective July 7, 2024
Class Code Classification Title Rate Type Range TE1 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 4310 Account Technician Hourly 08 $39.8895 $41.8840 $43.9782 $46.1771 $48.4860 $51.4873 3580 Administrative Assistant Hourly 04 $33.3900 $35.0595 $36.8125 $38.6531 $40.5858 $43.1921 4620 Assistant Engineer Hourly 25 $53.1296 $55.7861 $58.5754 $61.5042 $64.5794 $68.3854 4420 Assistant Planner Hourly 12 $47.0957 $49.4505 $51.9230 $54.5192 $57.2452 $60.6845 4600 Associate Civil Engineer Hourly 27 $60.4495 $63.4720 $66.6456 $69.9779 $73.4768 $77.7276 4661 Associate Engineering Technician Hourly 14 $46.5255 $48.8518 $51.2944 $53.8591 $56.5521 $59.9567 4400 Associate Planner Hourly 20 $54.8040 $57.5442 $60.4214 $63.4425 $66.6146 $70.5223 4410 Building Inspector Hourly 24 $51.7125 $54.2981 $57.0130 $59.8637 $62.8569 $66.5767 4430 Code Compliance Officer Hourly 10 $47.2197 $49.5807 $52.0597 $54.6627 $57.3958 $60.8426 4530 Communication Dispatcher Hourly 17 $49.0000 $51.4500 $54.0200 $56.7200 $59.5600 $63.1200 4535 Communication Dispatcher Lead Hourly 19 $61.9100 $65.0100 $68.2600 $71.6700 $75.2500 $79.5900 4540 Community Services Officer Hourly 11 $39.3200 $41.2900 $43.3500 $45.5200 $47.8000 $50.7700 4615 Construction Project Manager Hourly 26 $57.9920 $60.8916 $63.9362 $67.1330 $70.4897 $74.5912 4660 Engineering Technician Hourly 13 $42.2310 $44.3426 $46.5597 $48.8877 $51.3321 $54.4757 4705 Environmental Programs Specialist Hourly 08 $42.1689 $44.2773 $46.4912 $48.8158 $51.2566 $54.3964 4200 Events and Marketing Specialist Hourly 06 $35.1855 $36.9448 $38.7920 $40.7316 $42.7682 $45.4836 3501 Executive Assistant Hourly 08 $39.8895 $41.8840 $43.9782 $46.1771 $48.4860 $51.4873 4900 IT Systems Administrator Hourly 23 $60.8724 $63.9160 $67.1118 $70.4674 $73.9908 $78.2673 4915 IT Technician Hourly 07 $43.4533 $45.6260 $47.9073 $50.3027 $52.8178 $56.0357 4810 Librarian I Hourly 16 $44.7493 $46.9868 $49.3361 $51.8029 $54.3930 $57.6897 4808 Librarian II Hourly 18 $48.7633 $51.2015 $53.7616 $56.4497 $59.2722 $62.8128 4830 Library Assistant Hourly 03 $34.4433 $36.1655 $37.9738 $39.8725 $41.8661 $44.5364 4807 Library Customer Service Specialist Hourly 01 $31.6478 $33.2302 $34.8917 $36.6363 $38.4681 $40.9685 4805 Library Customer Service Supervisor Hourly 08 $41.3445 $43.4117 $45.5823 $47.8614 $50.2545 $53.3442 4825 Library Specialist Hourly 06 $37.1961 $39.0559 $41.0087 $43.0591 $45.2121 $48.0497 4819 Library Tech Specialist Hourly 15 $43.0622 $45.2153 $47.4761 $49.8499 $52.3424 $55.5365 3181 Office Assistant Hourly 01 $30.5340 $32.0607 $33.6637 $35.3469 $37.1142 $39.5469 4640 Park Services Officer Hourly 11 $39.3225 $41.2886 $43.3530 $45.5207 $47.7967 $50.7635 4560 Parking Control Officer Hourly 01 $30.5340 $32.0607 $33.6637 $35.3469 $37.1142 $39.5469 Reflects a general increase of 5% and equity adjustments Page 1 of 2 ATTACHMENT 1 Page 261 ITEM NO. 13.

Town of Los Gatos TEA Classifications
Salary Schedule for Fiscal Year 2024/25
Effective July 7, 2024
Class Code Classification Title Rate Type Range TE1 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 4440 Permit Technician Hourly 09 $39.6415 $41.6236 $43.7048 $45.8900 $48.1845 $51.1707 4425 Planning Technician Hourly 11 $41.0078 $43.0582 $45.2111 $47.4717 $49.8453 $52.9146 4550 Police Records Specialist Hourly 05 $34.2328 $35.9444 $37.7416 $39.6287 $41.6101 $44.2676 4555 Police Records Specialist Lead Hourly 31 $42.2994 $44.4144 $46.6351 $48.9669 $51.4152 $54.5630 4630 Public Works Inspector Hourly 18 $48.0900 $50.4945 $53.0192 $55.6702 $58.4537 $61.9534 4450 Senior Building Inspector Hourly 27 $60.4380 $63.4599 $66.6329 $69.9645 $73.4627 $77.7128 4525 Senior Communication Dispatcher Hourly 29 $54.8940 $57.6387 $60.5206 $63.5466 $66.7239 $70.6371 4831 Senior Library Page Hourly 02 $22.6995 $23.8345 $25.0262 $26.2775 $27.5914 $29.5480 4565 Senior Parking Control Officer Hourly 11 $39.3225 $41.2886 $43.3530 $45.5207 $47.7967 $50.7635 4405 Senior Planner Hourly 28 $63.1226 $66.2787 $69.5926 $73.0722 $76.7258 $81.1391 4552 Senior Police Records Specialist Hourly 30 $38.4922 $40.4168 $42.4376 $44.5595 $46.7875 $49.7039 4610 Senior Public Works Inspector Hourly 26 $57.9810 $60.8801 $63.9241 $67.1203 $70.4763 $74.5771 4415 Senior Transportation Planner Hourly 32 $63.1226 $66.2787 $69.5926 $73.0722 $76.7258 $81.1391 4662 Sr. Engineering Technician Hourly 24 $51.7125 $54.2981 $57.0130 $59.8637 $62.8569 $66.5767 Reflects General Increase of 5% and negotiated equity adjustments.

Reflects a general increase of 5% and equity adjustments Page 2 of 2 ATTACHMENT 1

Page 262 ends

ITEM NO. 13.

PREPARED BY: Katy Nomura
Assistant Town Manager
Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 08/20/2024
ITEM NO: 14
DATE: August 13, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve the Revised Salary Schedules for Management, Confidential, and Temporary Employees for Fiscal Year (FY) 2024/24, FY 2025/26, and FY 2026/27; and Authorize an Expenditure Budget Adjustment in the Amount of $740,961 from the Available Capital/Special Projects Reserve RECOMMENDATION:

Approve the revised Salary Schedules for Management, Confidential, and Temporary Employees for Fiscal Year (FY) 2024/24, FY 2025/26, and FY 2026/27 (Attachments 1-9); and authorize an Expenditure Budget Adjustment in the amount of $740,961 from the available Capital/Special Projects Reserve.

BACKGROUND:

In accordance with the Town’s Employer-Employee Relations Resolution No. 1974-41, representatives of the Town and its three bargaining units [American Federation of State County and Municipal Employees (AFSCME), Town Employees Association (TEA), and Police Officers Association (POA)] met and conferred separately in good faith and within the scope of representation in an effort to reach agreements for successor Memoranda of Understanding (MOU). The MOU are labor agreements that identify specific terms and conditions of employment applicable to the employees represented by those agreements. Town Council approved the MOU for POA on April 16, 2024 and the MOUs for TEA and AFSCME on August 6, 2024.

DISCUSSION:

The Management, Confidential, and Temporary employee units are at-will, unrepresented units of the Town. Now that negotiations have concluded with the Town’s three bargaining groups, it is timely to consider compensation for the Town’s unrepresented employees.

Page 263 ends

ITEM NO. 14.

PAGE 2 OF 3
SUBJECT: Management, Confidential, and Temporary Salary Schedules DATE: August 13, 2024
DISCUSSION (continued):

The proposed compensation and classification changes to the Management, Confidential, and Temporary classifications include:
 General wage increases of 5% effective the first full pay period in July 2024, 3% effective the first full pay period in July 2025, and 3% effective the first full pay period of July 2026 for all classifications except the Police Captain and Police Chief classifications.
 To better address compaction concerns, the Police Captain and Police Chief classifications will receive general wage increases of 6% effective the first full pay period in July 2024, 5% effective the first full pay period in July 2025, and 3% effective the first full pay period of July 2026.
 Additional increases for the following classifications effective the first full pay period in July 2024 that will be additive and not compounding with the simultaneous general wage increase:
o Confidential Classifications:
 Accountant/Finance Analyst 2%
 Administrative Analyst 2%
 Executive Assistant to the Town Manager 6%
o Management Classifications:
 Assistant Town Manager 5%
 Police Chief 2%
 The following new classifications in the Management group:
o Assistant Director
o Deputy Town Manager
o Director (replaced the individual classifications of Finance Director, Library Director, and HR Director)
o Division Manager (replaced the individual classification of Library Division Manager)
Unlike the Town’s three bargaining groups who negotiate for multi-year contracts, decisions related to unrepresented groups are determined by the Town Manager based on organizational needs and budgetary limitations with the consent of the Council. While there is no obligation to set salary schedules for these groups in advance, it was seen as prudent to provide a threeyear outlook for staff to encourage retention and promote stability for the workforce.

The new classifications were added to provide potential career ladders and development opportunities for employees to enhance retention and reinforce that the Town of Los Gatos is a great place to work. The Human Resources Department is looking at career ladder and development opportunities throughout the organization and will continue this effort throughout the year, in partnership with the bargaining units as appropriate.

Page 264 ends

ITEM NO. 14.

PAGE 3 OF 3
SUBJECT: Management, Confidential, and Temporary Salary Schedules DATE: August 13, 2024
CONCLUSION:

The Management, Confidential, and Temporary employee group recommendations have been prepared within the parameters consistent with Town Council direction.

COORDINATION:

This report was coordinated with the Town Manager’s Office, Human Resources Department, Finance Department, and the Town Attorney’s Office.

FISCAL IMPACT:

The anticipated fiscal impact for all salary and benefits adjustments for the above changes in Fiscal Year (FY) 2024/25 is $740,961. The requested budget adjustment in this amount from General Fund Capital/Special Projects Reserve would provide the necessary funding to cover this cost.

Funding to support the ongoing cost each year will be incorporated into the proposed future year budgets.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachments:

1. Temporary Classification Salary Schedule effective pay period containing July 7, 2024

2. Temporary Classification Salary Schedule effective first full pay period July 2025

3. Temporary Classification Salary Schedule effective first full pay period July 2026

4. Confidential Classification Salary Schedule effective pay period containing July 7, 2024

5. Confidential Classification Salary Schedule effective first full pay period July 2025

6. Confidential Classification Salary Schedule effective first full pay period July 2026

7. Management Classification Salary Schedule effective pay period containing July 7, 2024

8. Management Classification Salary Schedule effective first full pay period July 2025

9. Management Classification Salary Schedule effective first full pay period July 2026

Page 265 ends

ITEM NO. 14.

Town of Los Gatos Temporary Classifications
Salary Schedule for Fiscal Year 2024/25
Effective July 7, 2024
Class
Code Classification Title Rate Type Range STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 9305 Account Clerk Temp/Hourly Hourly TE2-04 $28.9275 $30.3739 $31.8926 $33.4872 $35.1616 $36.9197 9310 Account Technician Temp/Hourly Hourly TE2-10 $34.7550 $36.4928 $38.3174 $40.2333 $42.2450 $44.3573 9300 Accountant Temp/Hourly Hourly TE2-17 $41.9790 $44.0780 $46.2819 $48.5960 $51.0258 $53.5771 9010 Admin Analyst Temp/Hourly Hourly TE2-17 $41.9790 $44.0780 $46.2819 $48.5960 $51.0258 $53.5771 9100 Admin Specialist Temp/Hourly Hourly TE2-10 $34.7550 $36.4928 $38.3174 $40.2333 $42.2450 $44.3573 9580 Administrative Assistant Temp/Hourly Hourly TE2-05 $31.6050 $33.1853 $34.8446 $36.5868 $38.4161 $40.3369 9105 Administrative Secretary Temp/Hourly Hourly TE2-09 $33.2010 $34.8611 $36.6042 $38.4344 $40.3561 $42.3739 9656 Assistant Engineer Temp/Hourly Hourly TE2-23 $47.5755 $49.9543 $52.4520 $55.0746 $57.8283 $60.7197 9655 Associate Civil Engineer Temp/Hourly Hourly TE2-24 $54.7785 $57.5174 $60.3933 $63.4130 $66.5837 $69.9129 9400 Associate Planner Temp/Hourly Hourly TE2-22 $47.3865 $49.7558 $52.2436 $54.8558 $57.5986 $60.4785 9410 Building Inspector Temp/Hrly Hourly TE2-23 $47.5755 $49.9543 $52.4520 $55.0746 $57.8283 $60.7197 9112 Clerical Aide Temp/Hourly Hourly TE2-01 $17.5245 $18.4007 $19.3207 $20.2867 $21.3010 $22.3661 9430 Code Compliance Officer Temp/Hourly Hourly TE2-16 $40.8975 $42.9424 $45.0895 $47.3440 $49.7112 $52.1968 9530 Communication Dispatcher Temp/Hourly* Hourly TE2-19 9545 Crime Analyst Temp/Hourly Hourly TE2-18 $42.4935 $44.6182 $46.8491 $49.1916 $51.6512 $54.2338 9540 CSO Intern Temp/Hourly Hourly TE2-03 $25.9770 $27.2759 $28.6397 $30.0717 $31.5753 $33.1541 9532 CSO Temp/Hrly Hourly TE2-12 $37.2330 $39.0947 $41.0494 $43.1019 $45.2570 $47.5199 9190 Deputy Clerk Temp/Hourly Hourly TE2-04 $28.9275 $30.3739 $31.8926 $33.4872 $35.1616 $36.9197 9660 Engineering Technician Temp/Hourly Hourly TE2-13 $38.1885 $40.0979 $42.1028 $44.2079 $46.4183 $48.7392 9621 Equipment Mechanic Temp Hourly AF2-01 $38.5875 $40.5169 $42.5427 $44.6698 $46.9033 $49.2485 9720 Facility Attendant Temp/Hourly Hourly TE2-01 $17.5245 $18.4007 $19.3207 $20.2867 $21.3010 $22.3661 9109 Human Resources Specialist Temp/Hourly Hourly TE2-09 $33.2010 $34.8611 $36.6042 $38.4344 $40.3561 $42.3739 9041 Intern I Temp/Hourly Hourly TE2-02 $20.3280 $21.3444 $22.4116 $23.5322 $24.7088 $25.9442 9040 Intern II Temp/Hourly Hourly TE2-03 $25.9770 $27.2759 $28.6397 $30.0717 $31.5753 $33.1541 9200 IT Technician Temp/Hrly Hourly TE2-14 $38.2515 $40.1641 $42.1723 $44.2809 $46.4949 $48.8196 9605 Lead Parks & Maint Worker Hourly AF2-06 $40.4145 $42.4352 $44.5570 $46.7849 $49.1241 $51.5803 9015 Legal Assistant Temp/Hrly Hourly TE2-17 $41.9790 $44.0780 $46.2819 $48.5960 $51.0258 $53.5771 9810 Librarian Temp/Hourly Hourly TE2-15 $40.4880 $42.5124 $44.6380 $46.8699 $49.2134 $51.6741 9820 Library Assistant Temp/Hourly Hourly TE2-06 $30.8700 $32.4100 $34.0300 $35.7300 $37.5200 $39.4000 Temporary 5% Page 1 of 2
ATTACHMENT 1

Page 266 ends

ITEM NO. 14.

Town of Los Gatos Temporary Classifications
Salary Schedule for Fiscal Year 2024/25
Effective July 7, 2024
Class
Code Classification Title Rate Type Range STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 9840 Library Clerk Temp/Hourly Hourly TE2-04 $28.9275 $30.3700 $31.8900 $33.4800 $35.1500 $36.9100 9850 Library Page Temp/Hourly Hourly TE2-01 $17.5245 $18.4000 $19.3200 $20.2900 $21.3000 $22.3700 9830 Library Teen Services Specialist Hourly TE2-03 $25.9770 $27.2800 $28.6400 $30.0700 $31.5700 $33.1500 9600 Maintenance Assistant Hourly AF2-02 $19.4250 $20.4000 $21.4200 $22.4900 $23.6100 $24.7900 9900 Network Administrator Hourly TE2-21 $45.3075 $47.5700 $49.9500 $52.4500 $55.0700 $57.8200 9180 Office Assistant Temp/Hourly Hourly TE2-04 $28.9275 $30.3700 $31.8900 $33.4800 $35.1500 $36.9100 9645 Park Service Officer Aide Temp/Hourly Hourly TE2-03 $25.9770 $27.2800 $28.6400 $30.0700 $31.5700 $33.1500 9640 Park Service Officer Temp/Hourly Hourly TE2-12 $37.2330 $39.0900 $41.0400 $43.0900 $45.2400 $47.5000 9560 Parking Control Officer Temp/Hourly Hourly TE2-04 $28.9275 $30.3700 $31.8900 $33.4800 $35.1500 $36.9100 9620 Parks & Main Worker Temp Hourly AF2-04 $32.5080 $34.1300 $35.8400 $37.6300 $39.5100 $41.4900 9630 Parks & Main Worker Trainee Temp Hourly AF2-03 $26.5755 $27.9000 $29.3000 $30.7700 $32.3100 $33.9300 9440 Permit Technician Hourly TE2-11 $35.8155 $37.6100 $39.4900 $41.4600 $43.5300 $45.7100 9590 Police Officer Reserve (Top Step of Officer) Hourly TE2-25 9520 Police Officer Temp/Hourly (Top Step of Offic Hourly TE2-25 9550 Police Records Specialist Temp/Hourly Hourly TE2-08 $32.3820 $34.0000 $35.7000 $37.4900 $39.3600 $41.3300 9000 Project Manager Hourly Mgmt
9650 Public Works Inspector Temp/Hourly Hourly TE2-20 $44.9610 $47.2100 $49.5700 $52.0500 $54.6500 $57.3800 9670 Senior Electrician Temp/Hourly Hourly TE2-23 $47.5755 $49.9500 $52.4500 $55.0700 $57.8200 $60.7100 9831 Senior Library Page Hourly TE2-02 $20.3280 $21.3400 $22.4100 $23.5300 $24.7100 $25.9500 9725 Special Event Attendant Hourly TE2-07 $19.4250 $20.4000 $21.4200 $22.4900 $23.6100 $24.7900 9610 Ticket Booth Attendant Hourly AF2-05 $17.5245 $18.4000 $19.3200 $20.2900 $21.3000 $22.3700 *The Communication Dispatcher Temp/Hourly will get paid from the Communication Dispatcher regular schedule Reflects General Increase of 5%
up to $124.9815
Temporary 5% Page 2 of 2 Page 267
ITEM NO. 14.

Town of Los Gatos Temporary Classifications
Salary Schedule for Fiscal Year 2025/26
Effective July 6, 2025
Class
Code Classification Title Rate Type Range STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 9305 Account Clerk Temp/Hourly Hourly TE2-04 $29.7953 $31.2851 $32.8494 $34.4919 $36.2165 $38.0273 9310 Account Technician Temp/Hourly Hourly TE2-10 $35.7977 $37.5876 $39.4670 $41.4404 $43.5124 $45.6880 9300 Accountant Temp/Hourly Hourly TE2-17 $43.2384 $45.4003 $47.6703 $50.0538 $52.5565 $55.1843 9010 Admin Analyst Temp/Hourly Hourly TE2-17 $43.2384 $45.4003 $47.6703 $50.0538 $52.5565 $55.1843 9100 Admin Specialist Temp/Hourly Hourly TE2-10 $35.7977 $37.5876 $39.4670 $41.4404 $43.5124 $45.6880 9580 Administrative Assistant Temp/Hourly Hourly TE2-05 $32.5532 $34.1809 $35.8899 $37.6844 $39.5686 $41.5470 9105 Administrative Secretary Temp/Hourly Hourly TE2-09 $34.1970 $35.9069 $37.7022 $39.5873 $41.5667 $43.6450 9656 Assistant Engineer Temp/Hourly Hourly TE2-23 $49.0028 $51.4529 $54.0255 $56.7268 $59.5631 $62.5413 9655 Associate Civil Engineer Temp/Hourly Hourly TE2-24 $56.4219 $59.2430 $62.2052 $65.3155 $68.5813 $72.0104 9400 Associate Planner Temp/Hourly Hourly TE2-22 $48.8081 $51.2485 $53.8109 $56.5014 $59.3265 $62.2928 9410 Building Inspector Temp/Hrly Hourly TE2-23 $49.0028 $51.4529 $54.0255 $56.7268 $59.5631 $62.5413 9112 Clerical Aide Temp/Hourly Hourly TE2-01 $18.0502 $18.9527 $19.9003 $20.8953 $21.9401 $23.0371 9430 Code Compliance Officer Temp/Hourly Hourly TE2-16 $42.1244 $44.2306 $46.4421 $48.7642 $51.2024 $53.7625 9530 Communication Dispatcher Temp/Hourly* Hourly TE2-19 9545 Crime Analyst Temp/Hourly Hourly TE2-18 $43.7683 $45.9567 $48.2545 $50.6672 $53.2006 $55.8606 9540 CSO Intern Temp/Hourly Hourly TE2-03 $26.7563 $28.0941 $29.4988 $30.9737 $32.5224 $34.1485 9532 CSO Temp/Hrly Hourly TE2-12 $38.3500 $40.2675 $42.2809 $44.3949 $46.6146 $48.9453 9190 Deputy Clerk Temp/Hourly Hourly TE2-04 $29.7953 $31.2851 $32.8494 $34.4919 $36.2165 $38.0273 9660 Engineering Technician Temp/Hourly Hourly TE2-13 $39.3342 $41.3009 $43.3659 $45.5342 $47.8109 $50.2014 9621 Equipment Mechanic Temp Hourly AF2-01 $39.7451 $41.7324 $43.8190 $46.0100 $48.3105 $50.7260 9720 Facility Attendant Temp/Hourly Hourly TE2-01 $18.0502 $18.9527 $19.9003 $20.8953 $21.9401 $23.0371 9109 Human Resources Specialist Temp/Hourly Hourly TE2-09 $34.1970 $35.9069 $37.7022 $39.5873 $41.5667 $43.6450 9041 Intern I Temp/Hourly Hourly TE2-02 $20.9378 $21.9847 $23.0839 $24.2381 $25.4500 $26.7225 9040 Intern II Temp/Hourly Hourly TE2-03 $26.7563 $28.0941 $29.4988 $30.9737 $32.5224 $34.1485 9200 IT Technician Temp/Hrly Hourly TE2-14 $39.3990 $41.3690 $43.4375 $45.6094 $47.8899 $50.2844 9605 Lead Parks & Maint Worker Hourly AF2-06 $41.6269 $43.7082 $45.8936 $48.1883 $50.5977 $53.1276 9015 Legal Assistant Temp/Hrly Hourly TE2-17 $43.2384 $45.4003 $47.6703 $50.0538 $52.5565 $55.1843 9810 Librarian Temp/Hourly Hourly TE2-15 $41.7026 $43.7877 $45.9771 $48.2760 $50.6898 $53.2243 9820 Library Assistant Temp/Hourly Hourly TE2-06 $31.7961 $33.3900 $35.0600 $36.8100 $38.6500 $40.5800 Temporary 3% Page 1 of 2 ATTACHMENT 2

Page 268 ends

ITEM NO. 14.

Town of Los Gatos Temporary Classifications
Salary Schedule for Fiscal Year 2025/26
Effective July 6, 2025
Class
Code Classification Title Rate Type Range STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 9840 Library Clerk Temp/Hourly Hourly TE2-04 $29.7953 $31.2900 $32.8500 $34.4900 $36.2100 $38.0200 9850 Library Page Temp/Hourly Hourly TE2-01 $18.0502 $18.9500 $19.9000 $20.9000 $21.9500 $23.0500 9830 Library Teen Services Specialist Hourly TE2-03 $26.7563 $28.0900 $29.4900 $30.9600 $32.5100 $34.1400 9600 Maintenance Assistant Hourly AF2-02 $20.0078 $21.0100 $22.0600 $23.1600 $24.3200 $25.5400 9900 Network Administrator Hourly TE2-21 $46.6667 $49.0000 $51.4500 $54.0200 $56.7200 $59.5600 9180 Office Assistant Temp/Hourly Hourly TE2-04 $29.7953 $31.2900 $32.8500 $34.4900 $36.2100 $38.0200 9645 Park Service Officer Aide Temp/Hourly Hourly TE2-03 $26.7563 $28.0900 $29.4900 $30.9600 $32.5100 $34.1400 9640 Park Service Officer Temp/Hourly Hourly TE2-12 $38.3500 $40.2700 $42.2800 $44.3900 $46.6100 $48.9400 9560 Parking Control Officer Temp/Hourly Hourly TE2-04 $29.7953 $31.2900 $32.8500 $34.4900 $36.2100 $38.0200 9620 Parks & Main Worker Temp Hourly AF2-04 $33.4832 $35.1600 $36.9200 $38.7700 $40.7100 $42.7500 9630 Parks & Main Worker Trainee Temp Hourly AF2-03 $27.3728 $28.7400 $30.1800 $31.6900 $33.2700 $34.9300 9440 Permit Technician Hourly TE2-11 $36.8900 $38.7300 $40.6700 $42.7000 $44.8400 $47.0800 9590 Police Officer Reserve (Top Step of Officer) Hourly TE2-25 9520 Police Officer Temp/Hourly (Top Step of Officer) Hourly TE2-25 9550 Police Records Specialist Temp/Hourly Hourly TE2-08 $33.3535 $35.0200 $36.7700 $38.6100 $40.5400 $42.5700 9000 Project Manager Hourly Mgmt
9650 Public Works Inspector Temp/Hourly Hourly TE2-20 $46.3098 $48.6300 $51.0600 $53.6100 $56.2900 $59.1000 9670 Senior Electrician Temp/Hourly Hourly TE2-23 $49.0028 $51.4500 $54.0200 $56.7200 $59.5600 $62.5400 9831 Senior Library Page Hourly TE2-02 $20.9378 $21.9800 $23.0800 $24.2300 $25.4400 $26.7100 9725 Special Event Attendant Hourly TE2-07 $20.0078 $21.0100 $22.0600 $23.1600 $24.3200 $25.5400 9610 Ticket Booth Attendant Hourly AF2-05 $18.0502 $18.9500 $19.9000 $20.9000 $21.9500 $23.0500 *The Communication Dispatcher Temp/Hourly will get paid from the Communication Dispatcher regular schedule Reflects General Increase of 3%
up to $128.7310
Temporary 3% Page 2 of 2 Page 269
ITEM NO. 14.

Town of Los Gatos Temporary Classifications
Salary Schedule for Fiscal Year 2026/27
Effective July 5, 2026
Class
Code Classification Title Rate Type Range STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 9305 Account Clerk Temp/Hourly Hourly TE2-04 $30.6892 $32.2237 $33.8349 $35.5266 $37.3029 $39.1680 9310 Account Technician Temp/Hourly Hourly TE2-10 $36.8716 $38.7152 $40.6510 $42.6836 $44.8178 $47.0587 9300 Accountant Temp/Hourly Hourly TE2-17 $44.5356 $46.7624 $49.1005 $51.5555 $54.1333 $56.8400 9010 Admin Analyst Temp/Hourly Hourly TE2-17 $44.5356 $46.7624 $49.1005 $51.5555 $54.1333 $56.8400 9100 Admin Specialist Temp/Hourly Hourly TE2-10 $36.8716 $38.7152 $40.6510 $42.6836 $44.8178 $47.0587 9580 Administrative Assistant Temp/Hourly Hourly TE2-05 $33.5298 $35.2063 $36.9666 $38.8149 $40.7556 $42.7934 9105 Administrative Secretary Temp/Hourly Hourly TE2-09 $35.2229 $36.9840 $38.8332 $40.7749 $42.8136 $44.9543 9656 Assistant Engineer Temp/Hourly Hourly TE2-23 $50.4729 $52.9965 $55.6463 $58.4286 $61.3500 $64.4175 9655 Associate Civil Engineer Temp/Hourly Hourly TE2-24 $58.1146 $61.0203 $64.0713 $67.2749 $70.6386 $74.1705 9400 Associate Planner Temp/Hourly Hourly TE2-22 $50.2723 $52.7859 $55.4252 $58.1965 $61.1063 $64.1616 9410 Building Inspector Temp/Hrly Hourly TE2-23 $50.4729 $52.9965 $55.6463 $58.4286 $61.3500 $64.4175 9112 Clerical Aide Temp/Hourly Hourly TE2-01 $18.5917 $19.5213 $20.4974 $21.5223 $22.5984 $23.7283 9430 Code Compliance Officer Temp/Hourly Hourly TE2-16 $43.3881 $45.5575 $47.8354 $50.2272 $52.7386 $55.3755 9530 Communication Dispatcher Temp/Hourly 8 Hourly TE2-19 9545 Crime Analyst Temp/Hourly Hourly TE2-18 $45.0813 $47.3354 $49.7022 $52.1873 $54.7967 $57.5365 9540 CSO Intern Temp/Hourly Hourly TE2-03 $27.5590 $28.9370 $30.3839 $31.9031 $33.4983 $35.1732 9532 CSO Temp/Hrly Hourly TE2-12 $39.5005 $41.4755 $43.5493 $45.7268 $48.0131 $50.4138 9190 Deputy Clerk Temp/Hourly Hourly TE2-04 $30.6892 $32.2237 $33.8349 $35.5266 $37.3029 $39.1680 9660 Engineering Technician Temp/Hourly Hourly TE2-13 $40.5142 $42.5399 $44.6669 $46.9002 $49.2452 $51.7075 9621 Equipment Mechanic Temp Hourly AF2-01 $40.9375 $42.9844 $45.1336 $47.3903 $49.7598 $52.2478 9720 Facility Attendant Temp/Hourly Hourly TE2-01 $18.5917 $19.5213 $20.4974 $21.5223 $22.5984 $23.7283 9109 Human Resources Specialist Temp/Hourly Hourly TE2-09 $35.2229 $36.9840 $38.8332 $40.7749 $42.8136 $44.9543 9041 Intern I Temp/Hourly Hourly TE2-02 $21.5659 $22.6442 $23.7764 $24.9652 $26.2135 $27.5242 9040 Intern II Temp/Hourly Hourly TE2-03 $27.5590 $28.9370 $30.3839 $31.9031 $33.4983 $35.1732 9200 IT Technician Temp/Hrly Hourly TE2-14 $40.5810 $42.6101 $44.7406 $46.9776 $49.3265 $51.7928 9605 Lead Parks & Maint Worker Hourly AF2-06 $42.8757 $45.0195 $47.2705 $49.6340 $52.1157 $54.7215 9015 Legal Assistant Temp/Hrly Hourly TE2-17 $44.5356 $46.7624 $49.1005 $51.5555 $54.1333 $56.8400 9810 Librarian Temp/Hourly Hourly TE2-15 $42.9537 $45.1014 $47.3565 $49.7243 $52.2105 $54.8210 9820 Library Assistant Temp/Hourly Hourly TE2-06 $32.7500 $34.3900 $36.1100 $37.9200 $39.8200 $41.8100 Temporary 3% Page 1 of 2
ATTACHMENT 3

Page 270 ends

ITEM NO. 14.

Town of Los Gatos Temporary Classifications
Salary Schedule for Fiscal Year 2026/27
Effective July 5, 2026
Class
Code Classification Title Rate Type Range STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6 9840 Library Clerk Temp/Hourly Hourly TE2-04 $30.6892 $32.2200 $33.8300 $35.5200 $37.3000 $39.1700 9850 Library Page Temp/Hourly Hourly TE2-01 $18.5917 $19.5200 $20.5000 $21.5300 $22.6100 $23.7400 9830 Library Teen Services Specialist Hourly TE2-03 $27.5590 $28.9400 $30.3900 $31.9100 $33.5100 $35.1900 9600 Maintenance Assistant Hourly AF2-02 $20.6080 $21.6400 $22.7200 $23.8600 $25.0500 $26.3000 9900 Network Administrator Hourly TE2-21 $48.0667 $50.4700 $52.9900 $55.6400 $58.4200 $61.3400 9180 Office Assistant Temp/Hourly Hourly TE2-04 $30.6892 $32.2200 $33.8300 $35.5200 $37.3000 $39.1700 9645 Park Service Officer Aide Temp/Hourly Hourly TE2-03 $27.5590 $28.9400 $30.3900 $31.9100 $33.5100 $35.1900 9640 Park Service Officer Temp/Hourly Hourly TE2-12 $39.5005 $41.4800 $43.5500 $45.7300 $48.0200 $50.4200 9560 Parking Control Officer Temp/Hourly Hourly TE2-04 $30.6892 $32.2200 $33.8300 $35.5200 $37.3000 $39.1700 9620 Parks & Main Worker Temp Hourly AF2-04 $34.4877 $36.2100 $38.0200 $39.9200 $41.9200 $44.0200 9630 Parks & Main Worker Trainee Temp Hourly AF2-03 $28.1940 $29.6000 $31.0800 $32.6300 $34.2600 $35.9700 9440 Permit Technician Hourly TE2-11 $37.9967 $39.9000 $41.9000 $44.0000 $46.2000 $48.5100 9590 Police Officer Reserve (Top Step of Officer) Hourly TE2-25 9520 Police Officer Temp/Hourly (Top Step of Officer) Hourly TE2-25 9550 Police Records Specialist Temp/Hourly Hourly TE2-08 $34.3541 $36.0700 $37.8700 $39.7600 $41.7500 $43.8400 9000 Project Manager Hourly Mgmt
9650 Public Works Inspector Temp/Hourly Hourly TE2-20 $47.6991 $50.0800 $52.5800 $55.2100 $57.9700 $60.8700 9670 Senior Electrician Temp/Hourly Hourly TE2-23 $50.4729 $53.0000 $55.6500 $58.4300 $61.3500 $64.4200 9831 Senior Library Page Hourly TE2-02 $21.5659 $22.6400 $23.7700 $24.9600 $26.2100 $27.5200 9725 Special Event Attendant Hourly TE2-07 $20.6080 $21.6400 $22.7200 $23.8600 $25.0500 $26.3000 9610 Ticket Booth Attendant Hourly AF2-05 $18.5917 $19.5200 $20.5000 $21.5300 $22.6100 $23.7400 *The Communication Dispatcher Temp/Hourly will get paid from the Communication Dispatcher regular schedule Reflects General Increase of 3%
up to $132.5930
Temporary 3% Page 2 of 2 Page 271
ITEM NO. 14.

Town of Los Gatos Confidential Classifications
Salary Schedule for Fiscal Year 2024/25
Effective July 7, 2024
Class
Code Classification Title Rate Type Range
CF1 STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6
3300 Accountant/Finance Analyst Hourly 07 $51.9485 $54.5459 $57.2732 $60.1369 $63.1437 $66.8779 3000 Administrative Analyst Hourly 07 $51.9485 $54.5459 $57.2732 $60.1369 $63.1437 $66.8779 3518 Administrative Assistant Hourly 09 $35.0490 $36.8015 $38.6416 $40.5737 $42.6024 $45.3095 3115 Administrative Technician Hourly 04 $43.9635 $46.1617 $48.4698 $50.8933 $53.4380 $56.6869 3190 Deputy Clerk Hourly 08 $41.8425 $43.9346 $46.1313 $48.4379 $50.8598 $53.9798 3500 Executive Assistant to Chief of Police Hourly 03 $41.8425 $43.9346 $46.1313 $48.4379 $50.8598 $53.9798 3100 Executive Assistant to Town Manager Hourly 05 $46.4757 $48.7995 $51.2395 $53.8015 $56.4916 $59.8932 3015 Human Resources Technician Hourly 02 $39.8265 $41.8178 $43.9087 $46.1041 $48.4093 $51.4068 3200 Legal Administrative Assistant Hourly 02 $39.8265 $41.8178 $43.9087 $46.1041 $48.4093 $51.4068 3180 Office Assistant Hourly 01 $32.0670 $33.6704 $35.3539 $37.1216 $38.9777 $41.5036 3301 Payroll Technician Hourly 06 $43.9635 $46.1617 $48.4698 $50.8933 $53.4380 $56.6869 Reflects General Increase of 5% (with an additional 6% for 3100 and 2% for 3300 and 3000).

Confidential 5% Page 1 of 1 ATTACHMENT 4

Page 272 ends

ITEM NO. 14.

Town of Los Gatos Confidential Classifications
Salary Schedule for Fiscal Year 2025/26
Effective July 6, 2025
Class
Code Classification Title Rate Type Range
CF1 STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6
3300 Accountant/Finance Analyst Hourly 07 $53.5070 $56.1824 $58.9915 $61.9411 $65.0382 $68.8671 3000 Administrative Analyst Hourly 07 $53.5070 $56.1824 $58.9915 $61.9411 $65.0382 $68.8671 3518 Administrative Assistant Hourly 09 $36.1005 $37.9055 $39.8008 $41.7908 $43.8803 $46.6513 3115 Administrative Technician Hourly 04 $45.2824 $47.5465 $49.9238 $52.4200 $55.0410 $58.3701 3190 Deputy Clerk Hourly 08 $43.0978 $45.2527 $47.5153 $49.8911 $52.3857 $55.5820 3500 Executive Assistant to Chief of Police Hourly 03 $43.0978 $45.2527 $47.5153 $49.8911 $52.3857 $55.5820 3100 Executive Assistant to Town Manager Hourly 05 $47.8700 $50.2635 $52.7767 $55.4155 $58.1863 $61.6726 3015 Human Resources Technician Hourly 02 $41.0213 $43.0724 $45.2260 $47.4873 $49.8617 $52.9318 3200 Legal Administrative Assistant Hourly 02 $41.0213 $43.0724 $45.2260 $47.4873 $49.8617 $52.9318 3180 Office Assistant Hourly 01 $33.0290 $34.6805 $36.4145 $38.2352 $40.1470 $42.7314 3301 Payroll Technician Hourly 06 $45.2824 $47.5465 $49.9238 $52.4200 $55.0410 $58.3701 Reflects General Increase of 3%
Confidential 3% Page 1 of 1 ATTACHMENT 5 Page 273
ITEM NO. 14.

Town of Los Gatos Confidential Classifications
Salary Schedule for Fiscal Year 2026/27
Effective July 5, 2026
Class
Code Classification Title Rate Type Range
CF1 STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 STEP 6
3300 Accountant/Finance Analyst Hourly 07 $55.1122 $57.8678 $60.7612 $63.7993 $66.9893 $70.9158 3000 Administrative Analyst Hourly 07 $55.1122 $57.8678 $60.7612 $63.7993 $66.9893 $70.9158 3518 Administrative Assistant Hourly 09 $37.1835 $39.0427 $40.9948 $43.0445 $45.1967 $48.0335 3115 Administrative Technician Hourly 04 $46.6409 $48.9729 $51.4215 $53.9926 $56.6922 $60.1038 3190 Deputy Clerk Hourly 08 $44.3907 $46.6102 $48.9407 $51.3877 $53.9571 $57.2320 3500 Executive Assistant to Chief of Police Hourly 03 $44.3907 $46.6102 $48.9407 $51.3877 $53.9571 $57.2320 3100 Executive Assistant to Town Manager Hourly 05 $49.3061 $51.7714 $54.3600 $57.0780 $59.9319 $63.5055 3015 Human Resources Technician Hourly 02 $42.2519 $44.3645 $46.5827 $48.9118 $51.3574 $54.5023 3200 Legal Administrative Assistant Hourly 02 $42.2519 $44.3645 $46.5827 $48.9118 $51.3574 $54.5023 3180 Office Assistant Hourly 01 $34.0199 $35.7209 $37.5069 $39.3822 $41.3513 $43.9959 3301 Payroll Technician Hourly 06 $46.6409 $48.9729 $51.4215 $53.9926 $56.6922 $60.1038 Reflects General Increase of 3%
Confidential 3% Page 1 of 1
ATTACHMENT 6

Page 274 ends

ITEM NO. 14.

Town of Los Gatos Town Council and Management Classifications Salary Schedule for Fiscal Year 2024/25
Effective July 7, 2024
Class
Code Classification Title
Annual
Salary
Minimum
Annual
Salary
Maximum
NEW Assistant Director $ 168,000 $ 226,800
2110 Assistant Town Manager $ 202,585 $ 273,490
2420 Chief Building Official $ 147,382 $ 198,966
2400 Community Development Director $ 188,655 $ 254,685 2180 Community Outreach Coordinator $ 101,762 $ 137,379 NEW Deputy Town Manager $ 155,000 $ 209,250
2130 Economic Vitality Manager $ 140,279 $ 189,377
2315 Finance and Accounting Manager $ 147,382 $ 198,966 2310 Finance and Budget Manager $ 147,382 $ 198,966
NEW Director* $ 184,059 $ 248,480
2900 Information Technology Manager $ 147,382 $ 198,966 NEW Division Manager** $ 147,382 $ 198,966
2600 Parks & Public Works Director $ 188,655 $ 254,685
2645 Parks & Public Works Operations Manager $ 127,087 $ 171,567 2630 Parks & Public Works Superintendent $ 147,382 $ 198,966 2412 Planning Manager $ 147,382 $ 198,966
2510 Police Captain $ 176,858 $ 238,759
2500 Police Chief $ 203,874 $ 275,229
2545 Police Records & Communication Manager $ 136,857 $ 184,758 2140 Senior Administrative Analyst $ 109,586 $ 147,941
2650 Senior Civil Engineer $ 140,279 $ 189,377
2000 Town Attorney - Council Appointed (Effective 11/26/23) $ 261,258 2190 Town Clerk $ 147,382 $ 198,966
2615 Town Engineer $ 162,681 $ 219,620
2100 Town Manager - Council Appointed (Effective 9/02/23) $ 289,572 2905 Urban Forest Manager $ 127,087 $ 171,567
1000
Town Council (Effective 1/1/19 Pursuant to Ordinance Adopted by Town Council on 2/6/18)
* The HR, Finance and Library Director classifications have been included in this classification. ** The Library Division Manager classification has been included in this classification Management salaries reflect a spread of 35% to the top of the range.

Reflects a General Increase of 5% (with an additional 5% for 2110; 3% for 2500; and 1% for 2510) $570 Stipend per month,
for a total compensation
of $6,840 per year
Management 5% Page 1 of 1 ATTACHMENT 7

Page 275 ends

ITEM NO. 14.

Town of Los Gatos Town Council and Management Classifications Salary Schedule for Fiscal Year 2025/26
Effective July 6, 2025
Class
Code Classification Title Annual Salary Minimum
Annual
Salary
Maximum
NEW Assistant Director $ 173,040 $ 233,604
2110 Assistant Town Manager $ 208,663 $ 281,694
2420 Chief Building Official $ 151,804 $ 204,935
2400 Community Development Director $ 194,315 $ 262,325 2180 Community Outreach Coordinator $ 104,815 $ 141,500 NEW Deputy Town Manager $ 159,650 $ 215,528
2130 Economic Vitality Manager $ 144,487 $ 195,058
2315 Finance and Accounting Manager $ 151,804 $ 204,935 2310 Finance and Budget Manager $ 151,804 $ 204,935
NEW Director* $ 189,581 $ 255,934
2900 Information Technology Manager $ 151,804 $ 204,935 NEW Division Manager ** $ 151,803 $ 204,935
2600 Parks & Public Works Director $ 194,315 $ 262,325
2645 Parks & Public Works Operations Manager $ 130,899 $ 176,714 2630 Parks & Public Works Superintendent $ 151,804 $ 204,935 2412 Planning Manager $ 151,804 $ 204,935
2510 Police Captain $ 185,701 $ 250,697
2500 Police Chief $ 214,067 $ 288,991
2545 Police Records & Communication Manager $ 140,963 $ 190,300 2140 Senior Administrative Analyst $ 112,873 $ 152,379
2650 Senior Civil Engineer $ 144,487 $ 195,058
2000
Town Attorney - Council Appointed (Effective
11/26/23) $ 261,258
2190 Town Clerk $ 151,804 $ 204,935
2615 Town Engineer $ 167,562 $ 226,208
2100 Town Manager - Council Appointed (Effective 9/02/23) $ 289,572 2905 Urban Forest Manager $ 130,899 $ 176,714
1000
Town Council (Effective 1/1/19 Pursuant to Ordinance
Adopted by Town Council on 2/6/18)
* The HR, Finance and Library Director positions have been included in this classification. ** The Library Division Manager position has been included in this classification Management salaries reflect a spread of 35% to the top of the range.

Reflects a General Increase of 3% (with an additional 2% for 2500; and 2% for 2510) $570 Stipend per month, for a
total compensation of $6,840 per
year
Management 3%

Page 1 of 1 ends

Page 276 ends

ITEM NO. 14.

Town of Los Gatos Town Council and Management Classifications Salary Schedule for Fiscal Year 2026/27
Effective July 5, 2026
Class
Code Classification Title Annual Salary Minimum
Annual
Salary
Maximum
NEW Assistant Director $ 178,231 $ 240,612
2110 Assistant Town Manager $ 214,922 $ 290,145
2420 Chief Building Official $ 156,358 $ 211,083
2400 Community Development Director $ 200,144 $ 270,195 2180 Community Outreach Coordinator $ 107,959 $ 145,745 NEW Deputy Town Manager $ 164,440 $ 221,993
2130 Economic Vitality Manager $ 148,822 $ 200,910
2315 Finance and Accounting Manager $ 156,358 $ 211,083 2310 Finance and Budget Manager $ 156,358 $ 211,083
Director* $ 195,268 $ 263,612
2900 Information Technology Manager $ 156,358 $ 211,083 NEW Division Manager** $ 156,358 $ 211,083
2600 Parks & Public Works Director $ 200,144 $ 270,195
2645 Parks & Public Works Operations Manager $ 134,826 $ 182,015 2630 Parks & Public Works Superintendent $ 156,358 $ 211,083 2412 Planning Manager $ 156,358 $ 211,083
2510 Police Captain $ 191,272 $ 258,217
2500 Police Chief $ 220,489 $ 297,661
2545 Police Records & Communication Manager $ 145,192 $ 196,009 2140 Senior Administrative Analyst $ 116,260 $ 156,950
2650 Senior Civil Engineer $ 148,822 $ 200,910
2000
Town Attorney - Council Appointed (Effective
11/26/23) $ 261,258
2190 Town Clerk $ 156,358 $ 211,083
2615 Town Engineer $ 172,588 $ 232,994
2100 Town Manager - Council Appointed (Effective 9/02/23) $ 289,572 2905 Urban Forest Manager $ 134,826 $ 182,015
1000
Town Council (Effective 1/1/19 Pursuant to Ordinance
Adopted by Town Council on 2/6/18)
* The HR, Finance and Library Director classifications have been included in this classification. ** The Library Division Manager classification has been included in this classification Management salaries reflect a spread of 35% to the top of the range.

Reflects a General Increase of 3%
$570 Stipend per month, for a
total compensation of $6,840 per
year
Management 3% Page 1 of 1
NEW
ATTACHMENT 9

Page 277 ends

ITEM NO. 14.

PREPARED BY: Cheryl Parkman
Human Resources Director
Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 08/20/2024
ITEM NO: 15
DATE: August 14, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve the Employment Agreement Between the Town of Los Gatos and Chris Constantin for Appointment to Town Manager, Authorize the Mayor to Execute the Agreement, Modify the Management Salary Schedule to Reflect the New Salary for the Town Manager, and Approve a Budget Expenditure Adjustment in the Amount of $61,188
RECOMMENDATION:

Approve the employment agreement (Attachment 1) between the Town of Los Gatos and Chris Constantin for appointment to Town Manager effective November 4, 2024, authorize the Mayor to execute the agreement and modify the start date as required, modify the Management Salary Schedule to reflect the new salary for the Town Manager (Attachment 3), and approve a Budget Expenditure Adjustment in the amount of $61,188.

BACKGROUND:

In accordance with the Town’s Municipal Code, the Town Manager is appointed by the Town Council. The terms and conditions of employment historically have been set forth in an employment agreement between the Council appointee and the Town. The employment agreement is established at the time of appointment and updated periodically on an as-needed basis.

The Town contracted with an executive search firm, Peckham & McKenney, for the recruitment of the new Town Manager. After a comprehensive recruitment process, the Town Council selected Chris Constantin from a pool of highly qualified candidates for the position.

DISCUSSION:

The attached employment agreement sets forth the terms and conditions of Mr. Constantin’s appointment to the position. Under the proposed agreement, Mr. Constantin commences his

Page 278 ends

ITEM NO. 15.

PAGE 2 OF 3
SUBJECT: Town Manager Employment Agreement
DATE: August 12, 2024
DISCUSSION (continued)
position as the Town Manager on Monday, November 4, 2024. The proposed annual base salary is $329,000. He will also receive an employer dollar for dollar match to his deferred compensation amount and a cell phone stipend of $120 per month. Compensation also includes a retention payment of $15,000 that can be made at the Town Council’s discretion; personal leave, vacation, and sick leave consistent with Town policy with a starting bank of 40 hours of sick leave and 80 hours of vacation leave; and 15-month severance payment in the event of termination without cause.

The current Town Manager will be retiring on September 6, 2024. During the intervening period, Katy Nomura, Assistant Town Manager, will be serving as the interim Town Manager.

Her strong knowledge of the Town, its community, and key projects will ensure a smooth leadership transition for the Council, community, and employees.

CONCLUSION:

Approve the employment agreement between the Town and Mr. Constantin and authorize the Mayor to execute the agreement on behalf of the Town (Attachment 1).

If the Town Council approves the updated Management Salary Schedule contained in a separate Consent item on the August 20, 2024 agenda, then the Town Council should approve Attachment 3 which would update the Management Salary Schedule to include the new Town Manager salary and the modifications contained in the other agenda item. If the Council did not approve the other changes to the Management Salary Schedule, then the Council should approve Attachment 2 with only the change to the Town Manager salary.

COORDINATION:

This report was coordinated with the Town Attorney’s and Town Manager’s Offices.

FISCAL IMPACT:

The adoption of this agreement requires a Budget Expenditure Adjustment in the amount of $61,188.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Page 279 ends

ITEM NO. 15.

PAGE 3 OF 3
SUBJECT: Town Manager Employment Agreement
DATE: August 12, 2024
Attachments:

1. Employment Agreement – Town Manager

2. Management Salary Schedule with Only the Town Manager Modification

3. Management Salary Schedule with all August 20, 2024 Modifications

Page 280 ends

ITEM NO. 15.
1 ATTACHMENT 1

TOWN MANAGER EMPLOYMENT AGREEMENT BETWEEN TOWN OF LOS

GATOS AND CHRIS CONSTANTIN
This Agreement made and entered into the ___ day of ________, 2024, by and between the Town of Los Gatos, a municipal corporation in the State of California ("TOWN"), and Chris Constantin ("MANAGER'').

RECITALS
A. The Town Council of the Town of Los Gatos desires to appoint Chris Constantin to the position of Town Manager of the Town of Los Gatos on November 4, 2024.

B. It is the desire of the Town Council to establish the terms and conditions of employment of Chris Constantin as Town Manager of the Town of Los Gatos, including the duties, salary and benefits of employment.

C. Chris Constantin desires to accept employment as Town Manager of the Town of Los Gatos under the terms set forth herein.

NOW, THEREFORE, in consideration of the respective and mutual covenants hereinafter contained and made, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged and agreed, and subject to all the terms and conditions hereof, the parties agree as follows:

SECTION 1. DUTIES AND RESPONSIBILITIES:

A. Appointment as Town Manager. TOWN hereby agrees to employ MANAGER in the capacity of Town Manager for TOWN during the term of this Agreement. MANAGER will perform the functions and duties specified in Section 2.30.295 of the Los Gatos Municipal Code for this position and perform such other 1egally permissible and proper duties and functions as the Town Council may from time to time assign or delegate.

B. Work Schedule. It is recognized that MANAGER is expected to engage in the hours of work that are necessary to fulfill the obligations of the position and is expected to devote a great deal of time both during and outside the normal office hours to the business of the TOWN.

MANAGER acknowledges that proper performance of the duties of MANAGER will require the MANAGER to generally be accessible during normal and outside normal business hours and will also often require the performance of necessary services outside of normal business hours.

MANAGER will be responsible to set their work schedule and will ensure accessibility when not physically present during normal business hours. Notwithstanding the foregoing, the TOWN will permit MANAGER such reasonable “time off” as is customary for exempt employees of the TOWN, so long as the time off does not interfere with normal business. MANAGER’s compensation (whether salary or benefits or other allowances) is not based on hours worked, and MANAGER shall not be entitled to any compensation for overtime unless otherwise permitted by law in the case of reimbursement from a federal agency. While the MANAGER will remain reasonably available outside normal working hours and during “time off”, non-normal working hours and time off shall not be considered TOWN working time unless such time is a TOWN

Page 281 ends

ITEM NO. 15.
2 ATTACHMENT 1
event, TOWN community event, or performing TOWN work where the MANAGER is attending or performing in their official capacity.

C. Exclusive Employment. During the term of this Agreement, MANAGER shall be in the exclusive employ of the TOWN; provided, however that the term "exclusive employ" shall not prohibit future part-time, compensated employment which the Employee may desire to accept with appropriate prior knowledge and approval of the Town Council. Additionally, “exclusive employ” shall not include activities specified under Section D and E of this Agreement. "Appropriate prior knowledge and approval of the Town Council" shall mean that MANAGER shall give four (4) weeks written notice to the Town Council prior to accepting part-time, compensated employment and approval of the Town Council shall be deemed given unless any Town Council member states in writing that they desire a closed session to discuss the part-time, compensated employment. Such part-time, compensated employment shall not in any way conflict in time or interest with MANAGER’s responsibilities to TOWN. Town Council shall have uncontrolled discretion in granting part-time, compensated outside employment and its determination to grant or deny part-time outside employment shall be final.

D. Other Business Activities. MANAGER shall focus their professional time, ability, and attention to TOWN business during the term of this Agreement. MANAGER shall not engage in other business activity, without the express prior written consent of the Town Council, that is competitive or may be a conflict-of-interest with the TOWN, or that otherwise interferes with the business or operation of TOWN or the satisfactory performance of MANAGER’s duties.

Nothing in this Agreement shall abridge the MANAGER’s ability to participate in activity outside normal TOWN business hours when such activity is not competitive, a conflict of interest, or impairing the MANAGER’s ability to perform their TOWN duties, including but not limited to, volunteer reserve police officer duty and participating in religious activity.

E. Other Activities. Without materially impacting their primary focus on TOWN business, the MANAGER may continue their academic, teaching, and professional development activity which provides a reasonable benefit to the TOWN and the public administration profession. However, the MANAGER will evaluate interference to TOWN business as identified by the Town Council and consider ceasing and/or modifying such activity when the impact outweighs the benefit.

F. Town Documents. The MANAGER will have access to and develop TOWN documents in furtherance of TOWN business, including but not limited to data, studies, reports, computer data and other documents. All data, studies, reports and other documents prepared by TOWN while performing their duties during the term of this Agreement shall be furnished to and become the property of the TOWN, without restriction or limitation on their use. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other materials either created by or provided to the MANAGER in connection with the performance of this Agreement shall be held confidential by MANAGER to the extent permitted by applicable law, except as may be required by any governmental agency or court of competent jurisdiction. Such materials shall not be used by MANAGER, without the prior written consent of the Town Council, for any purposes other than the performance of their duties. Additionally, no such materials may be disclosed to any person or entity not connected with the performance of services under this Agreement, except as required by (a) law, (b) any governmental agency, (c) subpoena, or (d) an order issued by a court of

Page 282 ends

ITEM NO. 15.
3 ATTACHMENT 1
competent jurisdiction. Nothing in this section shall abridge the MANAGER’s use and ownership of any material, documents, ideas, or other intellectual property developed, authored, or created on their own time outside of TOWN working hours on non-TOWN owned equipment.

G. Town Council Commitments. Except for the purpose of inquiry, the Town Council and its members shall deal with all subordinate Town employees, officers, contracts, and consultants through the MANAGER or the MANAGERS’s designee, and neither the Town Council nor any member thereof shall give direction to any subordinate of the MANAGER, either publicly or privately. No member of the Town Council will order the appointment or removal of any person to any office or employment under the supervision and control of the MANAGER.

Neither the Town Council nor any of its members shall interfere with the execution of the powers and duties of the Town Manager, as specified in the Town Code, this Agreement, or any other lawfully adopted and authorized document.

SECTION 2. SALARY:

A. Initial Salary. TOWN agrees to pay MANAGER for their services rendered in the amount of $329,000 annually, payable in installments at the same time as other employees of TOWN are paid.

B. Performance Evaluation. The performance review and evaluation process set forth herein is intended to provide review and feedback to MANAGER so as to facilitate a more effective management of the TOWN.

1. Annual Evaluation. Town Council shall review and evaluate the performance of MANAGER annually on or about the one (1) year anniversary of MANAGER’s start date and every year thereafter. The Town Council and MANAGER shall mutually agree on the criteria, metrics, and/or expectations used to evaluate the MANAGER. It shall be the obligation of MANAGER and/or the Town Clerk to notify Town Council of the need to conduct the evaluation required by this Section.

2. Development and Mentoring. Town Council will support the continuous development and mentoring of the MANAGER to stay current on local government matters, enhance knowledge, skills, and abilities to effectively manage TOWN operations, and will annually budget the resources necessary to further this objective. Such development and mentoring shall include funding for training and business expenses provided for in Section 6 of this Agreement.

3. Written Summary. Town Council and MANAGER agree to jointly prepare a written summary of each performance evaluation of MANAGER, and to include the same in their personnel file within two (2) weeks following conclusion of the review and evaluation process. Town Council shall schedule at least one (1) closed personnel session with MANAGER to deliver and discuss the evaluation.

C. Salary Increases. Should the Town Council, upon completion of its annual review of MANAGER's performance pursuant to this Agreement, determine that MANAGER has met its

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performance expectations; the Town Council may increase MANAGER’s compensation. In addition, in the event that the Town Council grants a cost of living increase or performance-based increase to their at-will management employees, the Town Council will not unreasonably withhold those increases from MANAGER. However, MANAGER understands and agrees that they have no entitlement to an increase in compensation.

D. Discretionary Manager Retention Payment. Town Council agrees to consider whether to afford MANAGER a performance-based employee retention payment up to a maximum of Fifteen Thousand Dollars ($15,000.00). The determination of whether, and in what amount (up to the maximum noted herein), to afford an employee retention payment shall be in the sole and unfettered discretion of the Town Council and shall not be the subject of any right of appeal or review.

SECTION 3. RETIREMENT BENEFITS:

All provisions of the Town Code and regulations and rules of Town relating to vacation and sick leave, medical, dental, vision, retirement (2 @ 60 formula, 36-month highest average salary) and pension system contributions, holidays, cash out provisions, and other fringe benefits and working conditions pertaining to Town Management (At-Will/Unrepresented) Employees as they now exist or hereafter may be amended, except as otherwise set forth herein, also shall apply to MANAGER. Nothing in this Agreement shall affect any vacation, personal leave, administrative leave, sick time, pension system contributions or accruals, or other benefits which MANAGER has accrued and is owed or attributable to MANAGER as of the date of this Agreement, any of which shall remain accrued, owing, and attributable to MANAGER until used or redeemed by MANAGER.

MANAGER shall be eligible to participate in the Town’s Deferred Compensation program provided to all full-time employees, subject to the terms and conditions in the Town’s Personnel Rules, as may be amended from time to time. As of the Effective Date of this Agreement, the Town will match MANAGER’s deferred compensation contributions dollar for dollar up to the applicable limits specified in Internal Revenue Code Section 457.

SECTION 4. HOURS OF WORK AND LEAVE BENEFITS:

A. Regular Hours. As specified in Section 1.B of this Agreement, MANAGER's duties may involve expenditures of time in excess of the typical full-time hours per week and may also include time outside normal office hours such as attendance at Town Council and other meetings. MANAGER shall not be entitled to additional compensation for any work performed in excess of the TOWN's regular workweek unless otherwise permitted by law in the case of reimbursement from a federal agency.

B. Management Leave. It is recognized that MANAGER must devote a great deal of their time outside normal office hours without benefit of paid overtime in the conduct of TOWN business, and, to that end, MANAGER shall be entitled to management leave in an equivalent amount to five (5) days per calendar year, granted in December of each year for the following year. MANAGER shall be entitled to accrue, use or redeem management leave in whatever manner is permitted pursuant to Town policy, as same may be amended from time to

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Los Gatos City CouncilAugust 20, 2024

Los Gatos City Council
August 20, 2024