ITEM NO. 8.
Agreement for Consultant Services
CSG Consultants, Inc.
ii. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/her and his/her staff to an amount not less than one million dollars ($1,000,000) combined single limit per accident for bodily injury and property damage. iii. Consultant shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences.
iv. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than $1,000,000 which is sufficient to insure Consultant for professional errors or omissions in the performance of the particular scope of work under this agreement.
General Liability:
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 Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. This requirement does not apply to the professional liability insurance required for professional errors and omissions.
ii. The Consultant'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 Consultant's insurance and shall not contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or volunteers.
iv. The Consultant'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 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.
Docusign Envelope ID: 057417E1-AD91-4794-B30F-8185E6C4252A
ITEM NO. 8.
Agreement for Consultant Services
CSG Consultants, Inc.
3.3 Workers’ Compensation. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning services under this Agreement. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees.
3.4 Indemnification. The Consultant shall save, keep, hold harmless and indemnify and defend the Town its 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 Consultant, or any of the Consultant's officers, employees, or agents or any subconsultant.
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 Consultant 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 Consultant shall deliver to the Town all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, Town shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, 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 Consultant.
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:
Docusign Envelope ID: 057417E1-AD91-4794-B30F-8185E6C4252A
ITEM NO. 8.
Agreement for Consultant Services
CSG Consultants, Inc.
Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
CSG Consultants, Inc.
550 Pilgrim Drive
Foster City, CA 94404
or personally delivered to Consultant to such address or such other address as Consultant 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 Consultant. 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: 057417E1-AD91-4794-B30F-8185E6C4252A
ITEM NO. 8.
Agreement for Consultant Services
CSG Consultants, Inc.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement.
Town of Los Gatos by:
Chris Constantin, Town Manager
Recommended by:
Nicolle Burnham
Director of Parks and Public Works
Consultant, by:
Cyrus Kianpour, President
Approved as to Form:
Gabrielle Whelan, Town Attorney
Attest:
Wendy Wood, CMC, Town Clerk
Docusign Envelope ID: 057417E1-AD91-4794-B30F-8185E6C4252A 1/24/2025
1/27/2025
1/30/2025
1/30/2025
1/30/2025
ITEM NO. 8.
550 Pilgrim Drive
Foster City, CA 94404
phone 650.522.2500
fax 650.522.2599
www.csgengr.com
FOSTER CITY | PLEASANTON | SAN JOSE | SACRAMENTO | NEWMAN | ORANGE December 12, 2024
Gary Heap,
Town Engineer
Town of Los Gatos
41 Miles Avenue
Los Gatos, CA 95030
RE: Comcast Encroachment Permit Plan Review - Proposal
Dear Gary:
CSG Consultants, Inc. is pleased to present this proposal to assist the Town of Los Gatos with Plan Review for the Comcast Encroachment permit application.
Comcast proposes to install communication lines within the Town of Los Gatos Public Right-of-Way..
Work to be performed under this proposal will include the following:
Plan Review
1) Plan Review:
• Review plans for conflicts with existing surface improvements. • Review plans for conflicts with existing utilities. Identify utilities that may require potholing prior to construction.
• Review plans for consistency with Town trench resurfacing standards. • Confirm plans show appropriate repairs to other surface improvements (concrete, pavers, landscaping) where these improvements are impacted.
2) Prepare a comment letter for each review. Meet with staff and/or the applicant as needed to review comments and how comments will be addressed.
3) Complete subsequent reviews as needed.
4) Review traffic control plans and provide comment letters and meet with Town staff and Comcast as needed.
5) Attend other meetings as needed.
Sandra Meditch, P.E., will serve as the point of contact, oversee plan review work, and conduct QA/QC.
Fee
Our fee for performing the work described above will be on a time and materials basis, based on our 2024 Standard Fee Schedule. See attached.
ITEM NO. 8.
2 Inspection Services
CSG stands ready to provide inspection services if and when needed. Enforcing traffic control requirements and the permit provisions are vital on this type of work. Also working closely with the contractor to ensure all utilities are marked and trenches are backfilled according to project plans and Town/Caltrans standards. As the level of effort and the contractor’s schedule are unknown, it is very difficult to arrive at a cost at this time. However, as a place holder we suggest the Town set aside $10,000 to be finalized upon the determination of the level of effort desired by the Town and number of working days dictated by the contract.
Thank you for considering CSG Consultants for this work. We look forward to working with you on this project. Please feel free to call Sandra Meditch at (650) 522-2629 if you would like to discuss this further.
Sincerely,
_______________________________
Sandra A. Meditch, P.E.
Principal Engineer
cc: Hatem Ahmed, P.E.
Nourdin Khayata, P.E.
Sophie Truong, PE, PLS
Attachment
ITEM NO. 8.
CSG Engineering DivisionHourly Rates
Calendar Year 2024
San Francisco Bay Area
CSG Consultants’ services are billed on a time-and-materials basis according to our standard rates, shownbelow.
PROFESSIONAL ENGINEERINGSERVICES HOURLY RATE
Administrative Assistant $90
Analyst $150
Construction Inspector $165
Assistant Resident Engineer $195
Assistant Engineer $165
Associate Engineer $200
Associate Surveyor $195
Senior Construction Inspector $185
Senior Engineer $220
Senior Land Surveyor $220
Resident Engineer $240
Structure Representative $240
Senior Project Manager $245
Principal Engineer $270
Senior Principal Engineer $290
Two-Person Survey Crew $395
All hourly rates include overhead costs including, but not limited to, salaries, benefits, workers’ compensation insurance, travel and office expenses. CSG will coordinate the pickup and return of plans between CSG and agency offices. Overtime services and services provided outside of normal business hours will be billed at 1.5x the applicable hourly rate. On July 1 of each year following the contract start year, CSG will initiate a rate increase based on change in CPI for the applicable region. CSG will deliver an invoice every month for services rendered during the previous month.
ITEM NO. 8.
PREPARED BY: Mike Vroman
Senior Traffic Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Administrative Services Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 04/07/2026
ITEM NO: 9
DATE: April 7, 2026
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Agreement for Services with Bear Electrical Solutions LLC to Increase the Scope of Work and Compensation for Fiscal Year 2025-26 and Fiscal Year 2026-27 for a Total Agreement Amount Not to Exceed $982,907 RECOMMENDATION: Staff recommends that the Town Council authorize the Town Manager to execute a first amendment to the agreement for services with Bear Electrical Solutions LLC to:
a. Increase the scope of work and compensation for Fiscal Year 2025-26 to include additional funds for unforeseen repair services in the amount of $40,000, assessment services for the Advanced Traffic Management System (ATMS) in the amount of $12,500, and ATMS management services in the amount of $3,520;
b. Increase the scope of work and compensation for FY 2026-27 to include additional funds for unforeseen repair services in the amount of $40,000 and ATMS management services in the amount of $21,120, for a total agreement amount not to
exceed $982,907; and
c. Exercise the first-year option to extend the contract for FY 2026-27 services in the amount of $225,203.
FISCAL IMPACT:
There are sufficient funds in the Parks and Public Works Streets and Signals Program FY2025-26 operating budget (1115401-63364) to support the recommended action. Future fiscal year funding is subject to operating budget appropriations made during the Town's annual budget
ITEM NO. 9.
PAGE 2 OF 5
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Five-Year Agreement for Services with Bear Electrical Solutions, LLC.
DATE: April 7, 2026
process. The FY 2026-27 proposed agreement amount has been included in the Department’s proposed FY 2026-27 operating budget.
STRATEGIC PRIORITY:
This item does not directly address a Strategic Priority; however, it aligns with the Core Goal of Quality Public Infrastructure and Public Safety. The proposed work ensures safety for all users through the maintenance of the Town’s streetlights, traffic signals, and various traffic safety equipment.
BACKGROUND:
The Town of Los Gatos contracts services for the routine maintenance and repair of traffic signals, streetlights, parking lot and park lights, and underground utility locating services relating to the electric services within the Town’s jurisdiction. On June 17, 2025, the Town Council authorized the execution of a five-year Agreement for Services (FY2025/26 through FY2029/30) with Bear Electrical Solutions LLC for a total amount not to exceed $865,767.
Contract services include repairs and upgrades on an as-needed basis, periodic inspections, testing of the equipment, and lamp replacements. Underground utility locating services involve responding to Underground Service Alert (USA) requests to identify and mark the Town’s underground infrastructure at construction sites prior to any digging operations. The original agreement established an initial term through June 30, 2026, with up to four additional oneyear extensions, subject to appropriation of funds and Town exercise of the option.
DISCUSSION:
The requested amendment reflects higher-than-anticipated repair demand associated with aging infrastructure and increased service needs, as well as the opportunity to consolidate ATMS system management under a single qualified contractor to improve system reliability, response time, and operational efficiency.
Staff monitors the amount of unforeseen costs that occur on a year-to-year basis. Unforeseen costs include repair services for inoperable traffic signals, streetlight repairs, as well as parking lot and park light repairs, maintenance and repair of radar speed feedback signs and crosswalk warning lights, signal equipment knockdowns, and other unforeseen repairs of the Town's aging infrastructure. The Town has experienced higher-than-average unforeseen repair costs this fiscal year, and staff is returning to the Town Council to request additional funding to address these needs.
The Town’s signal system is managed through an automated Advanced Traffic Management System (ATMS). Staff recommends that the management of this system be provided by Bear Electrical Solutions LLC, in addition to their other services, per Exhibit A of Attachment 1. This
ITEM NO. 9.
PAGE 3 OF 5
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Five-Year Agreement for Services with Bear Electrical Solutions, LLC.
DATE: April 7, 2026
work will be funded out of the Parks and Public Works Streets and Signals Program FY2025-26 operating budget (1115401-63364) for the remainder of FY2025-26 and is proposed for funding from that same program in FY2026-27. Consolidating ATMS management with the Town’s signal maintenance contractor reduces operational risk, improves system integration, and ensures timely response to system issues that directly affect traffic safety and mobility.
Through this amendment, the contractor will provide comprehensive preventive and corrective maintenance, monitoring, and technical support for the Town of Los Gatos ATMS. The intent is to ensure the continuous, reliable, and safe operation of all central software, communication networks, and field hardware associated with the Town's traffic management infrastructure, which improves multimodal safety and traffic operations; improves travel time for vehicles, bicycles and pedestrians; improves the ability to plan for and respond to variable traffic volumes and patterns; and helps traffic congestion issues on Los Gatos Boulevard, Blossom Hill Road and Winchester Boulevard. The proposed amendment will ensure continuity of operations.
Attachment 1 contains the first amendment, which includes the ATMS management as described above, and Attachment 2 is the original agreement. The table below depicts the original contract and amendment amounts, increasing the total five-year contract amount not to exceed amount to $982,907.
ITEM NO. 9.
PAGE 4 OF 5
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Five-Year Agreement for Services with Bear Electrical Solutions, LLC.
DATE: April 7, 2026
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a first amendment to the five-year agreement for services with Bear Electrical Solutions LLC, as recommended above.
Contract Not to Exceed Total $ 982,907
Year 1 - FY2025-26 Year 1 Total $ 235,324
Basic Services Covered Annually by the Agreement
Lighting and Traffic Signal Maintenance - Original $ 72,834 USA Markings - Original $ 31,680
ATMS Management - Amendment $ 3,520
Subtotal $ 108,034
Unforeseen Additional Repair Amounts
Unforeseen Additional Repairs plus CPI - Original $ 54,790 Unforeseen Additional Repairs - Amendment $ 40,000
Subtotal $ 94,790
One-time Service
Blossom Hill Park Tennis Court Lighting Replacement - Original $ 20,000 ATMS System Assessment - Amendment $ 12,500
Subtotal $ 32,500
Year 2 - FY2026-27 Year 2 Total $ 225,203
Lighting and Traffic Signal Maintenance - Original $ 75,019.02 USA Markings - Original $ 32,630.40
ATMS Management - Amendment $ 21,120
Subtotal $ 128,769
Unforeseen Additional Repairs plus CPI - Original $ 56,434 Unforeseen Additional Repairs - Amendment $ 40,000
Subtotal $ 96,434
Year 3 - FY2027-28 Year 3 Total $ 169,006
Basic Services Covered Annually by the Agreement plus CPI Subtotal $ 110,879 Unforeseen Additional Repair Amounts plus CPI Average $ 58,127 Year 4 - FY2028-29 Year 4 Total $ 174,076
Basic Services Covered Annually by the Agreement plus CPI Subtotal $ 114,204 Unforeseen Additional Repair Amounts plus CPI Average $ 59,871 Year 5 - FY2029-30 Year 5 Total $ 179,298
Basic Services Covered Annually by the Agreement plus CPI Subtotal $ 117,631 Unforeseen Additional Repair Amounts plus CPI Average $ 61,667 Bear Electric LLC Contract Details
ITEM NO. 9.
PAGE 5 OF 5
SUBJECT: Authorize the Town Manager to Execute a First Amendment to the Five-Year Agreement for Services with Bear Electrical Solutions, LLC.
DATE: April 7, 2026
COORDINATION:
This report was coordinated with the Finance Department.
ENVIRONMENTAL ASSESSMENT:
This is a project under CEQA and is exempt under CEQA Guidelines Section 15301. A Notice of Exemption will not be filed.
Attachments:
1. First Amendment to Agreement for Services with Bear Electrical Solutions, LLC, including Exhibit A
2. Original Agreement for Services with Bear Electrical Solutions, LLC
ITEM NO. 9.
AMENDMENT
This AMENDMENT TO AGREEMENT amends that certain agreement titled Agreement for Services dated June 3, 2025, made by and between the Town of Los Gatos, ("Town,") and Bear Electrical Solutions, LLC (“Service Provider”), a Limited Liability Company and whose address is 1252 State Street, PO Box 924, Alviso, CA 95002.
RECITALS
A. Town and Service Provider entered into an Agreement for Services on June 3, 2025 (“Agreement”).
B. The parties desire to amend the Agreement in order to add additional services, extend the period of performance, and increase the compensation.
AMENDMENT
A. Section 2.1 Scope of Services - is amended to add the following: Service Provider shall provide an additional $40,000.00 in response services for Year 1 (FY 25/26) and $40,000.00 in response services for Year 2 (FY 26/27), in accordance with the original agreement's scope of services. Service Provider will also provide those additional services as described in that certain Proposal sent to the Town on February 20, 2026 which is hereby incorporated by reference and attached as Exhibit A.
B. Section 2.2 Term and Time of Performance - is amended to read: The effective date of this Agreement shall begin on July 1, 2025 through June 30, 2027 with an option to extend the contract up to three (3) additional years subject to appropriation of funds, notwithstanding any other provision of this agreement.
C. Section 2.6 Compensation - is amended to read: Compensation for year one (FY 2025/26) to provide traffic signal and streetlight maintenance and repair, Underground Service Alert (USA) marking services, park lighting improvement services and Advanced Traffic Management System (ATMS) operations and maintenance costs, plus unforeseen repair costs within the Town streets and parks, shall not exceed $235,324.00. Compensation for year two (FY 2026/27) to provide traffic signal and streetlight maintenance and repair, Underground Service Alert (USA) marking services, and Advanced Traffic Management System (ATMS) operations and maintenance costs, plus unforeseen repair costs within the Town streets and parks, shall not exceed $225,203.00.
Compensation for the future years will be the base cost for lighting, traffic signal maintenance and response, and USA markings adjusted upward annually for the remaining term of this agreement by the change, if any, in the San Francisco-Oakland-San Jose Metropolitan Area Consumer Price Index for all Urban Consumers, all items (CPI). The adjustment shall be based upon the CPI published on December 31 of the preceding year. If the CPI indicates a downward adjustment, compensation would remain at the base amount. Payment shall be based upon Town approval of each task as shown below.Year 1 - $235,324 (FY25/26), including unforeseen repair costs.Year 2 - $225,203 (FY 26/27), including 3% CPI.Year 3 - $169,006 (FY 27/28), including 3% CPI.Year 4 - $174,076 (FY 28/29), including 3% CPI.Year 5 - $179,298 (FY 29/30), including 3% CPI.For a total agreement not to exceed $982,907, inclusive of all costs. Payments shall be based upon Town approval of each task.*Total compensation includes an annual 3.0% adjustment for Years 2-5.
D. All other terms and conditions of the Agreement remain in full force and effect.
ATTACHMENT 1
ITEM NO. 9.
Amendment to Agreement Page 2 of 2
Bear Electrical Solutions, LLC
TOWN OF LOS GATOS CONTRACTOR: Bear Electrical Solutions, LLC **signature_77049**
SIGNATURE
Chris Constantin
FULL NAME
Town Manager
TITLE
**date_signed_77049**
DATE SIGNED
**signature_77048**
SIGNATURE
Andrew Bader
CONTRACTOR SIGNATORY'S FULL NAME
President
CONTRACTOR SIGNATORY'S TITLE
**date_signed_77048**
DATE SIGNED
Approved as to form:
**signature_77047**
SIGNATURE
Gabrielle Whelan
FULL NAME
Town Attorney
TITLE
**date_signed_77047**
DATE SIGNED
The execution date is the date on which the last party has signed.
Attachments:
A - ExhibitA-ATMS Maintenance&Ops-Proposal
ITEM NO. 9.
2 20 6
Exhibit A
ITEM NO. 9.
ITEM NO. 9.
ITEM NO. 9.
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA
AGREEMENT FOR SERVICES
PREAMBLE
THIS AGREEMENT is dated for identification on 3rd day of June 2025 by and between TOWN OF LOS GATOS, a California municipal corporation, (" Town") and Bear Electrical Solutions, LLC (" Service Provider"), identified as an C Corporation and whose address is 1252 State Street, PO Box 924, Alviso, CA 95002. This Agreement is made with reference to the following facts.
RECITALS
1. 1 Town sought quotations for the services described in this Agreement, and Service Provider was found to be the lowest responsible supplier for this purchase.
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 Signal and Streetlight Maintenance and Repair, and Underground Service Alert ( USA) Marking Services. Field maintenance and repair of streetlights, parking lot lights, lights in the Town' s public parks, traffic signals, and other traffic related equipment ( such as electronic speed feedback signs and crosswalk warning lights, etc.)
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 April 17, 2025 which is hereby incorporated by reference and attached as Exhibit A.
2. 2 Term and Time of Performance. The effective date of this Agreement shall begin July 1, 2025 through June 30, 2026 with an option to extend the contract up to four (4) additional years subject to appropriation of funds, notwithstanding any other provision in this agreement.
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
Agreement for Services
Bear Electrical Solutions, LLC ATTACHMENT 2
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81 C369AA 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.
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 year one ( FY 2025/ 26) to provide maintenance services and Underground Service Alert ( USA) marking services, plus unforeseen repair costs within the Town and park lighting improvements, shall not exceed $ 179, 304. Compensation for future years will be the base cost of$ 159, 304 and shall be adjusted upward annually for the remaining term of this agreement by the change, if any, in the San Francisco- Oakland-San Jose Metropolitan Area Consumer Price Index for All Urban Consumers, all items ( CPI). The adjustment shall be based upon the CPI published on December 31 of the preceding year. If the CPI indicates a downward adjustment, compensation would remain at the base amount.
Payment shall be based upon Town approval of each task as shown below.
Bear Electric LLC Proposal for Basic Services
Total $ 104, 514
Units Annual Cost
Traffic Signals 31 45, 384
Street Lights 1, 607 24, 105
Parking Lot Lights 119 1, 785
Park Lights 104 1, 560
USA Markings( 24/ month) 288/ yr 31, 680
Year 1 -$ 179, 304 ( FY25/ 26), including unforeseen repair costs.
Agreement for Services
Bear Electrical Solutions, LLC
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81 C369AA Year 2 -$ 164, 083 ( FY26/ 27), including 3% CPI.
Year 3 -$ 169, 006 ( FY27/ 28), including 3% CPI.
Year 4 -$ 174, 076 ( FY28/ 29), including 3% CPI.
Year 5 -$ 179, 298 ( FY29/ 30), including 3% CPI.
For a total agreement amount not to exceed $ 865, 767, inclusive of all costs. Payment shall be based upon Town approval of each task.
Total compensation includes an annual 3. 0% CPI adjustment for Years 2- 5.
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 ofthe 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
Email ( preferred): AP@losgatosca. gov
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 ofthe Town.
2. 9 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Service Provider. No portion ofthese 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
Agreement for Services
Bear Electrical Solutions, LLC
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA 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
3. 1 Minimum Scope of Insurance:
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.
Agreement for Services
Bear Electrical Solutions, LLC Page 243
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA Hi. 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:
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.
Hi. Any failure to comply with reporting provisions ofthe 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 been given to the Town. Current certification of such insurance shall be kept on file at all times during the term ofthis 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. As required by the State of California, with Statutory Limits, and Employer' s Liability Insurance with limit of no less than one million dollars ($ 1, 000,000) per accident for bodily injury or disease.
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
Agreement for Services
Bear Electrical Solutions, LLC Page 244
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA 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 Prevailing Wages. This project is subject to the requirements of Section 1720 et seq. of the California Labor Code requiring the payment of prevailing wages, the training of apprentices and compliance with other applicable requirements. Contractors and all subcontractors who perform work on the project are required to comply with these requirements. Prevailing wages apply to all projects over $1, 000 which are defined as a " public work" by the State of California. This includes: construction, demolition, repair, alteration, maintenance and the installation of photovoltaic systems under a Power Purchase Agreement when certain conditions are met under Labor Code Section 1720. 6. This include service and warranty work on public buildings and structures.
4. 4. 1 The applicable California prevailing wage rate can be found at www. dir. ca. gov and are on file with the Town of Los Gatos Parks and Public Works Department, which shall be available to any interested party upon request. The contractor is also required to have a copy of the applicable wage determination posted and/ or available at each jobsite.
4. 4. 2 Specifically, contractors are reminded of the need for compliance with Labor Code Section 1774- 1775 ( the payment of prevailing wages and documentation of such), Section 1776 ( the keeping and submission of accurate certified
Agreement for Services
Bear Electrical Solutions, LLC Page 245
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA payrolls) and 1777. 5 in the employment of apprentices on public works projects. Further, overtime, weekend and holiday pay, and shift pay must be paid pursuant to applicable Labor Code section.
4.4.3 The public entity for which work is being performed or the California Department of Industrial Relations may impose penalties upon contractors and subcontractors for failure to comply with prevailing wage requirements. These penalties are up to$ 200 per day per worker for each wage violations identified; 100 per day per worker for failure to provide the required paperwork and documentation requested within a 10- day window; and$ 25 per day per worker for any overtime violation.
4.4.4 As a condition to receiving progress payments, final payment and payment of retention on any and all projects on which the payment of prevailing wages is required, the contractor agrees to present to the TOWN, along with its request for payment, all applicable and necessary certified payrolls ( for itself and all applicable subcontractors) for the time period covering such payment request.
The term " certified payroll" shall include all required documentation to comply with the mandates set forth in Labor Code Section 1720 et seq, as well as any additional documentation requested by the Agency or its designee including, but not limited to: certified payroll, fringe benefit statements and backup documentation such as monthly benefit statements, employee timecards, copies of wage statements and cancelled checks, proof of training contributions CAC2 if applicable), and apprenticeship forms such as DAS- 140 and DAS- 142.
4. 4. 5 In addition to submitting the certified payrolls and related documentation to the TOWN, the contractor and all subcontractors shall be required to submit certified payroll and related documents electronically to the California Department of Industrial Relations. Failure to submit payrolls to the DIR when mandated by the project parameters shall also result in the withholding of progress, retention and final payment.
4. 4. 6 No contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725. 5 [ with limited exceptions from this requirement for bid purposes only under Labor Code section 1771. 1( a)].
4.4.7 No contractor or subcontractor may be awarded a contract for public work on a public works project, unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725. 5. Contractors MUST be a registered " public works contractor" with the DIR AT THE TIME OF BID. Where the prime contract is less than $ 15, 000 for maintenance work or less than 25, 000 for construction alternation, demolition or repair work, registration is not required.
4.4.8 Should any contractor or subcontractors not be a registered public works contractor and perform work on the project, Contractor agrees to fully indemnify the TOWN for any fines assessed by the California Department of Industrial Relations against the TOWN for such violation, including all staff costs and attorney' s fee relating to such fine.
Agreement for Services
Bear Electrical Solutions, LLC Page 246
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA
4.4.9 The TOWN shall withhold any portion of a payment; including the entire payment amount, until certified payroll forms and related documentation are properly submitted, reviewed and found to be in full compliance. In the event that certified payroll forms do not comply with the requirements of Labor Code Section 1720 et seq., the TOWN may continue to hold sufficient funds to cover estimated wages and penalties under the contract.
4. 5 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.
4. 6 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. 7 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 Bear Electrical Solutions, LLC
Attn: Town Clerk 1252 State Street, PO Box 924
110 E. Main Street Alviso, CA 95002
Los Gatos, CA 95030
or personally delivered to Service Provider to such address or such other address as Service Provider designates in writing to Town.
4. 8 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. 9 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.
Agreement for Services
Bear Electrical Solutions, LLC Page 247
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81 C369AA IN WITNESS WHEREOF, the Town and Service Provider have executed this Agreement.
Town of Los Gatos by: Bear Electrical Solutions, LLC by:
r
Signed by: Signed by:
Ju' is (, otkStai&tUk, 6/ 27/2025 Qwrf 6/ 23/ 2025
3! F©3 P2-32F l b428... G ECGA• G5EC3& F4B•C...
Chris Constantin, Town Manager Name and Title
Andrew Bader President
Recommended by:
Signed by:
Att, blArlAk6u42 6/ 24/ 2025
8E97831349G44C3...
Nicolle Burnham
Director of Parks and Public Works
Approved as to Form:
Signed by:
brt'Inaret ( jai for Aigri, 1' t t, f ,, 025
4D 749A-2-1-4•F?F42 7...
Barbara Choi signing on behalf of Gabrielle
Whelan, Town Attorney
Attest:
Signed by:
PUA UN( 6/ 27/ 2025
2GA72GC4* E8-** D9...
Wendy Wood, CMC, Town Clerk
Agreement for Services
Bear Electrical Solutions, LLC Page 248
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA 11 Apo
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Bear Electrical Solutions LLC
April 18th 2025
Town of Los Gatos - Traffic Signal
and Streetlight Maintenance and
Repair, and USA Services
ill EXHIBIT A
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 6944- BC71- 66CC81 C369AA TABLE OF CONTENTS kg,si
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Section Page
1. Cover Letter 3
2. Scope of Services / Work Plan 4
3. Hourly Rates 11
4. Relevant Experience 12
5. Project Team & Main Contact 16
6. Project Team Resumes 17
7. Pricing - Submitted via Open. GOV
2025 Bear Electrical Solutions, LLC 2
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA April 18th , 2025 l*' IP'
Town tipoe of Los Gatos- Parks and Public Works Department 41 Miles Avenue
Los Gatos, CA 95030 BEAR
Attn: Mike Vroman, TE- Senior Traffic Engineer
RE: RFP Response for Traffic Signal and Streetlight Maintenance and Repair, and USA Services Dear Mike Vroman and Evaluation Committee,
Bear Electrical Solutions, LLC ( Bear) is pleased to submit our proposal to provide traffic signal and streetlight maintenance and repair services for the Town of Los Gatos. We understand that the Town has been served by St. Francis Electric for the past decade, and while we respect their history, we believe Bear offers a unique advantage through our local presence, community involvement, and unmatched responsiveness.
Bear is headquartered in Alviso, less than 20 miles from Los Gatos, making us the most geographically aligned electrical contractor for your needs. In contrast, St. Francis Electric is based in San Leandro, which often results in longer travel times, delayed emergency response, and limited community integration. Our close proximity allows us to respond faster, mobilize resources more efficiently, and maintain a stronger presence within the community.
More importantly, several Bear employees— including members of our ownership team— live in or near Los Gatos and are actively involved in the local community. We don' t
just work here; we call this area home. That local commitment translates to a heightened sense of accountability, personal pride in our work, and a deeper understanding of the Town' s values and expectations. In contrast, our incumbent competitor has no direct affiliation with the Town of Los Gatos or its residents, which can impact service continuity and community trust.
Bear is a full-service electrical contractor founded in 2013, specializing in traffic signal systems, street lighting, and emergency oncall services. We currently support more than 100 public agencies throughout California and are known for our responsiveness, expertise, and partnership- based approach with agencies just like yours.
This proposal outlines our comprehensive understanding of the Town' s needs and highlights the strengths that set us apart:
Proximity& Responsiveness- Located in Alviso with more than 45 qualified employees living in the Bay Area, we are wellpositioned to provide consistent, on- time, and rapid-response maintenance services.
Deep Local Roots - Our leadership and staff live and work in the community—bringing personal investment and local knowledge to every project.
Experienced& Dedicated Team - Our executive, project, and field teams bring decades of combined experience supporting public agencies with traffic signal operations and maintenance.
Proactive, Collaborative Approach - We operate as an extension of Town staff—offering guidance, innovation, and practical solutions tailored to each agency we serve.
Independent In- House Laboratory - Bear maintains an off-site facility for cabinet and controller certifications and can provide training for Town staff at this location.
Outstanding Safety Record - Bear has never received an OSHA violation and maintains a sub-0.65 EMR, reflecting our strong commitment to workplace safety.
PG& E Gold Shovel Certified - We are authorized to coordinate and perform electrical work involving utility infrastructure, offering seamless support for related systems.
We welcome the opportunity to bring our locally rooted team, proven track record, and community-focused service model to the Town of Los Gatos. I am an authorized representative of Bear Electrical Solutions and am available at your convenience to answer questions or further discuss this proposal.
Thank you for your time and consideration.
Regards,
e- le " al Solutions, LLC
bi , cion, TE robert@bear- electrical. com
Vice President
0 Company HQ: 1252 State Street, PO Box 924, Alviso, CA 95002 P( 408) 449-5178. F( 408)-449-5147 O° Offices: Sacramento, CA& Anaheim, CA
2025 Bear Electrical Solutions, LLC 3
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA li • U
2. SCOPE OF SERVICES WORK PLAN
BEAR
Scope of Services
Bear Electrical Solutions shall provide comprehensive field maintenance, repair, and Underground Service Alert ( USA) marking services for the Town of Los Gatos. Services will be performed by qualified personnel and include the following components:
1. Streetlight Maintenance
Maintain approximately 1, 607 Town- owned streetlights in safe, operable condition.
Respond to outages, missing tags, and hazardous conditions within five ( 5) working days; pedestrian crosswalks require next-day response.
Provide monthly reports and log all service activities using Town- approved forms.
Tag poles, inspect for hazards ( e. g., missing hand hole covers), and report to Town staff.
Verify inventory accuracy and update records as necessary.
2. Parking Lot Lighting
Maintain 119 lights in various Town parking lots including pole- mounted, bollard, and wallmounted fixtures.
Respond to outages and hazards within five ( 5) working days; full lot outages require next-day repair.
Perform monthly night checks of designated lots and streets and report findings.
3. Public Park Lighting
Maintain —104 lights in Town parks.
Respond to park-wide outages by next day; other repairs within five ( 5) working days.
Conduct biannual night checks and submit reports with identified issues and completion confirmations.
4. Traffic Signal Maintenance
Provide monthly preventative maintenance for 31 signalized intersections.
Maintain, test, and repair Econolite Cobalt controllers, video detection systems, preemption devices, inductive loops, communication infrastructure ( fiber/ twisted pair), and controller cabinets.
Conduct annual conflict monitor testing with triplicate reporting( cabinet, contractor office, and Town).
Provide temporary signal equipment as needed at no additional charge.
5. Emergency Services
Maintain 24/ 7 emergency response capability with a one-hour maximum response time.
Restore operation following knockdowns, loss of indication, or severe damage.
Failure to meet response times will incur liquidated damages. 2025 Bear Electrical Solutions, LLC 4
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA li • U
2. SCOPE OF SERVICES WORK PLAN ( CONT
BEAR
Scope of Services( continued)
6. USA( Underground Service Alert) Marking
Perform locating and marking of Town- owned circuits, including lighting and traffic signal infrastructure, upon USA ticket notification.
Maintain complete and accurate records of all tickets and mark-outs performed.
7. Extra Work
Perform additional work( e. g., new installations, major repairs) upon prior written authorization from the Town.
Extra work will be compensated based on agreed labor rates, equipment rates, and material markups.
8. Reporting and Documentation
Submit monthly electronic maintenance activity reports in Excel format.
Maintain logs at each intersection and service cabinet, documenting inspections, repairs, callouts, and technician details.
Provide summaries of outstanding repairs and warranty- covered items.
9. Shop and Equipment Requirements
Maintain a fully equipped local shop with inventory and testing capability per Caltrans and Town specs.
Provide all necessary equipment including a 40-foot hydraulic bucket truck, communication devices, and signal testing tools.
Work Plan and Approach
Bear Electrical Solutions proposes a proactive, well- resourced, and locally managed work plan to address the comprehensive needs of the Town of Los Gatos for traffic signal, streetlight, and USA marking services. Our approach integrates preventive maintenance, rapid response, system reliability, and clear documentation— ensuring safe, efficient, and responsive service delivery.
1. Program Mobilization
Kick- off Meeting: Initiate within 2 weeks of Notice to Proceed with Town representatives.
Inventory Validation: Field- verify streetlights, traffic signals, and park/ lot lights within 30 days of contract start, as required.
Database Integration: Upload assets into our CMMS platform to streamline tracking and reporting.
2. Streetlight, Park, and Parking Lot Maintenance
Routine Maintenance: All reported outages addressed within 5 working days; crosswalk- related outages repaired before dark the next day.
Emergency Repairs: Response within 2 hours for exposed conductors or hazardous conditions. 2025 Bear Electrical Solutions, LLC 5
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA li • U
2. SCOPE OF SERVICES WORK PLAN ( CONT
BEAR
Work Plan and Approach ( continued)
2. Streetlight, Park, and Parking Lot Maintenance ( cont) Night Inspections:
Monthly for parking lots and key corridors ( e. g., Main St, Blossom Hill, Santa Cruz Ave).
Biannually for public parks.
Documentation: Use of Town' s Service Form ( Attachment D) for all lighting repairs; monthly reports submitted electronically.
3. Traffic Signal Maintenance
Monthly Preventive Maintenance: Inspections completed on a set schedule per Attachment E & F.
Includes checks of Econolite Cobalt controllers, LED modules, cabinet fans, push buttons, and communications.
Conflict Monitor Testing: Annual test conducted per intersection; 3 copies of results stored and shared.
Emergency Response: Within 1 hour of notification for knockdowns, signal failure, or malfunctions.
Temporary Equipment: Maintain in- stock spares of controllers, preemption units, and LED modules to ensure uninterrupted operation.
4. USA Marking Services
USA Ticket Management: All marking services for Town- owned electrical and signal circuits performed promptly in accordance with regulations.
Tracking: Maintain log of USA tickets, response times, and marking status; submitted monthly.
5. Communication & Documentation
24/ 7 Response Center: Dedicated dispatch line with backup communications and instant two-way communication to field staff.
Reporting Tools: All activities logged in our maintenance system, with exports formatted per Town requirements.
Monthly Reports: Include activity logs, maintenance summaries, and outstanding issues.
6. Emergency& On- Call Support
Response Time: One- hour maximum for traffic emergencies; verified and documented via system ti mesta m ps.
Coordination with Agencies: Work with Town, CHP, and utility providers as necessary; notify Town upon dispatch and resolution.
Follow- Up Repairs: Permanent repairs proposed within 7 days of emergency response. 2025 Bear Electrical Solutions, LLC 6
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA k U,
2. SCOPE OF SERVICES / WORK PLAN ( CONSsop
BEAR
Work Plan and Approach ( continued)
7. Extra Work and Upgrades
Scope Expansion: Install or upgrade devices upon Town request; no work performed without prior written authorization.
Pricing Transparency: Provide itemized cost proposals with labor, materials, and equipment pricing.
Technology Support: Include design and installation of new LED systems, communications, or video detection enhancements as needed.
8. Quality Assurance& Meetings
Monthly Coordination: Attend scheduled reviews with Town staff to go over maintenance logs, performance metrics, and outstanding repairs.
On- Demand Consultation: Provide no- cost consultation for equipment recommendations or troubleshooting.
Staff Qualifications: All assigned personnel meet or exceed five years' field experience; specialists in lighting and traffic systems.
9. Safety and Traffic Control
Setup Compliance: All field operations performed with MUTCD- compliant traffic control setups.
Night Work Readiness: Bucket trucks and tools equipped for safe night operations. 2025 Bear Electrical Solutions, LLC 7
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA k` sl, i •
2. SCOPE OF SERVICES / WORK PLAN ( CONSsop
BEAR
Method of Approach
An RFP cannot capture all the literal details and intricacies of a traffic signal maintenance program. Because of this, we understand that a successful electrical maintenance contractor needs to be flexible and adaptable to complete necessary tasks promptly. For the Town of Los Gatos we will accomplish this in three( 3) ways.
1. Communication
We understand that a maintenance business is a business built on trust and relationships. To build and maintain trust, continuous communication is paramount. This starts with assigning single points of contact in a qualified foreman electrician and project manager. Through these direct channels of h.:. communication, its our standard practice to consistently communicate with each other in a collaborative manner. This allows for us to adapt our work schedule, backlog, and manpower allocation to the specific needs of the Town. To assist with communication and transparency, we have developed an inhouse web- based Maintenance Management System built on the salesforce platform. This, along with a well implemented communication and reporting plan allows us to provide real time updates on assigned tasks to our clients as well as meaningful reports.
2. Allocation of Resources
Through our combined experience and statewide presence, we know what it takes to properly staff and manage a traffic signal maintenance contract. We also understand that our assigned workload may not 0 always be linear due to the responsive nature of such contracts. With that in mind, we assembled a field team of over 100 electricians, fiber optic and low voltage technicians, operators, and laborers available to assist under the direct supervision of our foreman electrician. This allows for us to not only exceed response time expectations on a day-to-day basis, but also complete larger scopes and tasks in a timely manner as they may arise.
3. Additional In-House Services
Through our experience servicing similarly positioned agencies, we understand that a maintenance oprogram
may evolve or expand at times to include signal upgrades, modifications, and installations.
Over time, we have expanded our services to include the following to further support the needs of our existing maintenance clients. Over time, we have grown our maintenance business to capture the below mentioned scopes in- house. By performing these scopes of work in- house rather than subcontracting, it allows for us to have control of our schedule and meet the needs and expectations of our clients in a timely manner.
2025 Bear Electrical Solutions, LLC 8
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA
2. SCOPE OF SERVICES WORK PLAN ( CONT
BEAR
Communication and Reporting
We believe in leveraging technology to enhance our communication and provide an unparalleled customer experience. With that, we o.
utilize a blend of automatically generated tasks in our maintenance 6ar'' 1 eoouN amq wcon Won aaraia, wre::
management system accompanied by personal communication to M:
1••uu• u•• nhi• uuu•• nu•• iumun
ensure all stakeholders are informed on current status of work. Our intent is to work collaboratively to develop communication support 22K channels that best suit the Town' s needs. Below is a communication and reporting plan that we recommend to meet the reporting requirements as outlined in the Town of Los Gatos RFP.
Communication Support Plan
T • e Responsibility Description
Automatic Email Alerts Bear Salesforce CRM ( to be Upon commencement of work, automatic email alerts are provided at no additional cost) configured so stakeholders can be notified of work as its completed
Emergency Work Bear Technician/ Project ForTissues concerning public safety, we empower our requiring immediate Manager technicians to communicate directly with our clients to resolve attention issues as quickly as possible. A brief follow- up with written communication on the subject matter will be communicated via email by the project manager
Weekly Account Update Bear Project Manager At the end of each week, the assigned project manager provides an update via email on completed work this week, proposed schedule for the following week, and status on all open work with action items for both Bear and the Town
Monthly Maintenance Bear Project Manager Meetn person orbvirtually once. TerTmonth with all project Meetin_ s stakeholders to discuss status of project.
Monthly Accounting Bear Accounting Department Our accounting department sends monthly invoicing Reports summarizing all work performed during the previous month with costs broken down per work order. Along with this report, our accounting department also captures year-to- date
expenditures and available contract balances. This allows both the Town and Bear to manage the rate of expenditures and make educated decisions on how to best use available funding.
Communication Feedback
One of the core values we built our business on is the notion of continuous improvement. This can only happen with open and honest feedback. We encourage all stakeholders to provide feedback and suggest any improvements or changes meet the needs of the Town.
2025 Bear Electrical Solutions, LLC 9
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA li • U
2. SCOPE OF SERVICES WORK PLAN ( CONT
BEAR
Unlike other providers, Bear Electrical Solutions is uniquely positioned to serve the Town of Los Gatos thanks to our close proximity and strong local ties—factors that directly enhance our ability to meet and exceed project timelines. Our headquarters is located nearby in Alviso, which allows us to respond quickly and efficiently to service requests. Furthermore, several members of our management and field teams live in or around Los Gatos, deepening our connection to the community and reinforcing our commitment to maintaining its infrastructure with care and urgency.
The table below highlight Bear' s committed response times for both routine maintenance and emergency work.
We regularly outperform the Town' s service expectations, providing 24- hour response for standard requests and ensuring on- site arrival within one ( 1) hour for critical issues. Our proximity and local investment translate into faster service, operational efficiencies, and long-term cost savings for the Town.
Base Maintenance
Work Type Contract Required Response Bear Committed Response Time Time
Traffic Signal Maintenance Monthly by end of month Monthly- no less than 3 weeks from previous service Any traffic signal device 1 Hour Not greater than 1 hour on- site- 24/ 7/ 365 malfunction, failure, loss of
indication, construction damage,
or any emergency traffic signal
call.
All Reported Inoperable Shall be serviced and repaired within Shall be serviced by end of the work week.
Streetlights five( 5) working days or less.
When the inoperable streetlights Shall be repaired before dark of the Same day response are reported for a pedestrian next day.
crosswalk.
When the reported conditions Shall be repaired or temporarily Not greater than 1 hour on- site and area is deemed require immediate attention, repaired within two hours from safe- 24/ 7/ 365. such as exposed hot receiving the notice.
conductors.
All reported inoperable parking Shall be serviced and repaired within Shall be serviced by end of the work week. lot lights five( 5) working days or less.
When the inoperable lights are Shall be repaired before dark of the Same day response reported for an entire parking next day.
lot.
2025 Bear Electrical Solutions, LLC 10 Page 258
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA k U,
3. HOURLY RATES sop
BEAR
The following table outlines our hourly rates for labor and equipment used in extraordinary work and emergency maintenance response services.
Labor Rates for Extra or Emergency Work, Straight Time Over Time Double Time As Required
Journeyman Electrician( Foreman) 195. 00 $ 250. 00 $ 305. 00 Journeyman Electrician 185. 00 $ 240. 00 $ 295. 00
Heavy Equipment Operator 155. 00 $ 195. 00 $ 245. 00
Laborer 105. 00 $ 130. 00 $ 155. 00
Network Engineer 185. 00 $ 240. 00 $ 295. 00
Licensed Traffic Engineer 145. 00 $ 200. 00 $ 250. 00
Equipment Rates for Extra Work Per Hour
Bucket Truck 35. 00
Crane 65. 00
Air Compressor 25. 00
Vactor 45. 00
Dump Truck 45. 00
2025 Bear Electrical Solutions, LLC 11 Page 259
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA li •` sl
4. RELEVANT EXPERIENCE
BEAR
i
About Bear
Bear Electrical Solutions, LLC( Bear) is a privately held limited liability company established in January 2013. It Bear Statistics I n a i o r n i a operates as a subsidiary of GreenArrow, a multi-state
holding company with more than 500 employees across
California, Pennsylvania, Indiana, and Illinois. Bear
employs 180 team members, including 81 based at our
Alviso, California headquarters- with average employee 5 700 tenure of 6.45 years, reflecting our strong retention and traffic signals maintained experienced workforce.
Founded by Robert Asuncion and Andrew Bader, both of
whom are based in the South Bay Area, the company public agencies benefits from active ownership—Robert serves as Bear' s 24 x 7 x 365 maintenance
Traffic Engineer, while Andrew oversees financial0 i .). J operations as President and Chief Financial Officer.
OSHA
service
8 vehicles
was established with a clear mission: To become incidents miles of fiber the trusted leader in transportation electrical services. optic cable maintained Our steady growth reflects our commitment to delivering street lights on our promises and earning the ongoing trust ofour180 g clients. 163000
employees F
Today, Bear is uniquely positioned to provide the
personalized service of a local firm with the financial backing and operational stability of a larger enterprise— making us an ideal partner for public agencies of all sizes.
The Perfect Combination:
0 Unlimited resources
Bear typically has on- hand the materials, equipment and personnel at one of our regional offices to support any size maintenance program. To help mitigate any risk for our agency customers, we also have access to unlimited capital through our larger holding company. Unlimited resources and powerful buying power have made Bear one of the most stable and viable long-term partners in the industry. 0 Local support with autonomy— Tailored for Los Gatos
With more than 25 years of experience supporting public agencies, we understand that each community has its own operational priorities and maintenance challenges. That' s why our company is structured around autonomous regional offices led by local staff who build strong, responsive relationships with the agencies they serve. In the Town of Los Gatos, we' ve delivered a range of electrical services— including traffic signal maintenance, streetlighting, and ad- hoc electrical work— providing us with firsthand knowledge of the Town' s infrastructure and a clear understanding of what works best for its systems and community expectations. 0 Extending your team knowledge:
Our diverse team has the largest breadth of skills in the industry( from traffic engineers to financial experts and construction management). In addition, we work across our network of seven offices in different states to ensure that we bring the latest trends and solutions to our customers. Our goal is to act as an extension of your team and help drive continuous improvement in your programs. 2025 Bear Electrical Solutions, LLC 12 Page 260
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA li •` sl
4. RELEVANT EXPERIENCE ( CONT
BEAR
Industry Qualifications
Bear Electrical is qualified to meet and exceed the requirements outlined by the Town of Los Gatos:
L.. Class A - General Engineering
1 i
C-10 Class C- 10 - Electrical 40 _ .4
0 Class C- 31- Work Zone Traffic Control kil ' .. __ ....._ wi _; k. ...!:..,: ii ir w ‘.
f— -
r• 1lan r
lisI t ti - ;-'
D- 31 Class D-31- Pole Installation and Maintenance I - J ,- - -:
1-
44--'. - SY -- 1.
f
1 r
f
Certifications and affiliations
0 Signatory to the International Brotherhood of
Electrical Workers ( IBEW), Laborers, Low Voltage,
and Operators Union( s)
CONTRACTORS ft
0 Department of Industrial Relations ( DIR) Certified dCa STATE LICENSE BOARD ACTIVE LICENSE E N 4; • 41
Registered (# 1000002158)
c vE L sE
982079 LLC
Pacific Gas & Electric approved electrical N— BEAR ELECTRICAL SOLUTIONS LLC
contractor
r...A C10 C31 C61/ 031
iLJr United Contractors Association Member( UCON)
08/ 31/ 2026 www csIb ca gov ate••
CCNA-certified
Maintenance Superintendant Association
MSA) Sponsor
f`ILIAIEDW""•
1 c
ate.+(,
q 000 OF,
S,
byo
1$' e Q
TRH Naticx nl F15$ 0C7pkrpn z
National Association of Women in wcmenCantructjonS,1
A
Construction ( NAWIC) Member/ Sponsor 4FQ 6s Op INUUSTPIPQGP° t S VP
Institute of Traffic Engineer ( ITE) Member/
Sponsor U N I T E D
CONTRACTORS
International Municipal Signal Association -
various certifications ( employee certifications)
2025 Bear Electrical Solutions, LLC 13 Page 261
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA
4. RELEVANT EXPERIENCE ( CONT 110 .
BEAR
Company Vehicles, Equipment, and Stock Inventory
Bear owns and operates a$ 9M fleet comprised of bucket, utility, and crane trucks.
Bear also maintains an inventoryof necessarytraffic control equipment, such as 5,-k - construction area signs, cones, and message signs, to facilitate our traffic control t'-ij11 ''- '' work. a
r .
AIliRegarding stock inventory for our maintenance business- we maintain a stock level ilt 4,- -" 1 _ ___
of over$ 2M of traffic signal and streetlight material between all our regional offices.
Below is an equipment and inventory breakout demonstrating our company' s equipment readiness available for this project. 1.
I
Utility
Regional Bucket Trucks/ Flat Van/ Pick Up Crane Loop
Office Truck Dum• Truck Bed Trucks Trucks Truck
Anaheim 13 0 1 6 1 0
SF Bay Area 17 8 6 24 2 1
Sacramento 13 2 8 2 0 1
Totals 43 10 15 32 3 2
Shared Regional Resources ( Construction Equipment)
Qty Description Qty Description
10 Arrowboard 2021 1 2018 Water Buffalo
C 8 2014 Atlas Copco XAS 185 1 2013 Magnum Light Tower
I) SLABACH 1- 85 REEL
E3 SS125 DIESEL MELTER R- AB- crafco 1 TRAILER
6 Bobcat E35 Mini- Ex 1 BOBCAT 753
2019 Caterpillar 246D
Skid Steer and
2 2021 BOBCAT E32 1 Attachments
LU 2016 CAT 246D SKID
3 DITCH WITCH JT20 DRILL 1 STEER
2023 CAT Trackloader
CO 12 2022 Tow Master T20D TRAILER 1 279D3
I) 2018 BIGT UTILITY
3 2021 Vermeer Vactron 5 TRAILER
Z 4 Carson Trailer- wire trailer 2 2018 Vermeer Vactron Various Traffic Control Equipment- Cones, Signs, Etc.
2025 Bear Electrical Solutions, LLC 14 Page 262
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA Ii • U
4. RELEVANT EXPERIENCE ( CONT
BEAR
t-. 1 The City of San Jose 200 E. Santa Clara St, San Jose, CA 95113 The City of San Jose ranks 12th largest in the Country with a population of 4,.- 4.` ,
4"
41111r] close to a million. The City has over 920 traffic signals and 62, 000 streetlights. Bear currently provides 24/ 7/ 365 on- call traffic signal P-, :,,, : r,%:‘ 1.. maintenance services. These services include knockdown response, 1 '`,
i41041100,,
repair, and ad- hoc electrical. Additional contract work involves on- call fiber i : 4y" t`t:' r.•
communication maintenance. Bear has installed over 500 video Art. detection systems for the City. Reference Contact: Randy Griffith, y- Electrical Supervisor, ( 510) 828-3099
The City of Santa Clara l'
i # 0
1500 Warbarton Ave.,Santa Clara, CA 95050
Bear Electrical has been providingtraffic signal maintenance under Or g an all- inclusive contract to the City of Santa Clara for the past 4 4$1 years. Bear currently maintains 98 traffic signals with routine maintenance as well as 24/ 7/ 365 emergency response
i
i , '-
i-r- -''' , ..' (i
Reference Contact: Joel Roque, Associate Engineer, 1
s—
408) 615-3029 I = ' 17 I--. iif ''''' " ill
The City of Mountain View
i
500 Castro St., Mountain View, CA 94041
t
4 The City of Mountain View is a community located in the heart of Gov r% Silicon Valley, with a population of approximately 82,000. The City pLila
maintains over 120 traffic signals and more than 7, 000 streetlights. Bear currently provides 24/ 7/ 365 on- call traffic signal maintenance services, including knockdown response, signal repairs, and ad- hoc electrical work. Additional contract services include on- call maintenance and troubleshooting of the City' s fiber communication network.
Reference Contact: Darwin Galang, Associate Civil Engineer, I/ _______ 7,.... iv............ 1 650) 903- 6311 x 6005
The City of Fremont - 39550 Liberty St., Fremont, CA 95438Moo Bear Electrical has been providing traffic signal and lighting maintenance if . II' # f_; ,,, mpg. *• Th t``"'` * q
under an all- inclusive contract to the City of Fremont for the past 11 years. ., As a progressive city, Fremont is continually working to implement new r mon 1.fIC ` technologies that ease traffic and congestion, while increasing safety. With 173 traffic signals and 20, 000 streetlights, Bear provides all- inclusive a A VI lOS F Ai services for traffic signal and streetlight maintenance, parks, and sports litamm._ 416 i
li—Li lighting facilities. Also included is 24/ 7/ 365 emergency response, preventative maintenance, & ad hoc electrical improvements. Reference Contact: Victoria Walker, Associate Engineer, 510) 494-4756-3029
2025 Bear Electrical Solutions, LLC 15 Page 263
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA k` sl, i •
5. PROJECT TEAM AND MAIN CONTACT sa.
BEAR
Team & Experience
Through our experience we have found that a maintenance and repair services agreement has a vast diversity of scope that is not always linear. To manage the urgency and diversity of such work, we have a core group of competent team members dedicated to the Town as well as a large team of qualified and diverse individuals that can be leveraged at any anytime based upon demand or the specifics of expertise.
The main project contact for the Town will be Project Manager, Brittney Morgan. She will coordinate all project deliverables with the Town as well as maintain a regular cadence of meetings with the Town ensuring project alignment and effective communication.
Town of •s Gatos
VP of Operations
Brent Paulson, PMP
VP of Sales/ Traffic Engineer
Project Manager Robert Asuncion, TE
Brittney Morgan
Primary Electrician Foreman
James King
Field Superintendent
Jeff Grimes
On- Call Signal Electrician
Joey Sandoval
On-Call Electrician
Fiber Optic Technician
Tien Nguyen
Steve Gutierrez
On- Call Electrician
Kevin Roa
Additional Labor Resources for On- Call/ Extraordinary/ Construction Work 45) Field Electricians/ ( 3) Crane Operators/ Heavy Equipment Ops 16) Laborers
4) Material Delivery Warehouse
2025 Bear Electrical Solutions, LLC 16 Page 264
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA
6. PROJECT TEAM RESUMES sop
BEAR
Brittney Morgan
Project Manager
Brittney is a dynamic and results- driven project manager with proven ability to lead teams, coordinate subcontractors, and drive projects to successful completion. She brings a unique combination of tenacity and clear, effective communication to every project- ensuring stakeholders are aligned and deliverables are met on time and within scope. Brittney is experienced in managing traffic signal maintenance-based contracts for over five( 5) years ranging from small to large cities throughout the Bay Area.
Project Manager
cu
Bear Electrical Solutions, LLC 2020- present Alviso, CA Q • Forward-facing maintenance account representative for various public agency clients. Very client relationship focused.
Responsible for project communications, material procurement, estimating and proposal development Procurement specialist with multiple vendor relationships in the traffic signal, ITS, and streetlighting business City/ County permitting
Responsible for construction/ maintenance projects ranging from $ 500-$ 1M.
Area Sales Manager
Power Crunch I 2019-2020 Alviso, CA
Oversight of sales operations for large regional areas.
Conducted market research and competitive analysis to identify trends, customer needs, and business expansion.
Fostered strong relationships with key clients and partners, negotiating contracts and resolving issues to ensure long-term satisfaction.
Additional Skills
BA Communications- Professional Public&
Organizational Communications( 2012)
Permit Work and Permit Coordination
Computer- Email, MS Office
Purchasing, Tracking, Vendor Relations
2025 Bear Electrical Solutions, LLC 17
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA
6. PROJECT TEAM RESUMES (CONT)
BEAR
James King
rir
Foreman Electrician / Laboratory Manager
With over 25 years of experience in electrical maintenance and construction, top
James has successfully delivered a wide range of transportation- related projects throughout the Bay Area, including traffic signal installations, system upgrades, roadway lighting, and fiber optic communications— most notably in cities like Los Gatos. His expertise spans both routine maintenance and complex infrastructure improvements, giving him a comprehensive understanding of public works operations and industry standards. In addition to self-performing specialized field work, James is a respected leader who mentors and trains new employees, fostering a skilled and safety-focused workforce.
Field Foreman/ Electrician/ Lab Manager
cu
Bear Electrical Solutions, LLC 2013 I Alviso, CA
a) • Working field foreman responsible both training and mentoring younger electrician. w • Over two decades of traffic signal system installation and maintenance experience, including ITS, fiber optic, and underground repair.
Experienced in construction and maintenance of traffic signal systems including new ITS technologies.
Certified bench tester of controller and cabinet assemblies.
Electrician
Siemens/ Republic ITS I 2004- 2013 I Fremont, CA
Traffic Signal, Streetlight Maintenance and Construction Emergency Response
Certifications Licenses
IMSA- Work Zone Safety State of California General Electrician # E119642- G IMSA- Traffic Signals Field Electrician I/ II State of California Contractor License ( G10, C- 31)- OSHA Training& Heavy Equipment Operator 982079
FOA Certified Fiber Optic Technician IBEW Union Member
Certified Cable Splicing and Terminating for
2025 Bear Electrical Solutions, LLC 18 Page 266
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA k U, i •
6. PROJECT TEAM RESUMES (CONT)
BEAR
Tien Nguyen
Traffic Signal and Streetlight Electrician
Mr. Nguyen has over 24 years of field experience as a commercial, residential, and industrial electrician. He is experienced in traffic signal, streetlighting, installation, maintenance, and troubleshooting. Additionally, he is experienced with SCADA, fiber optic installation, and security camera networking. Tien has completed some high visibility projects, such as switchgear replacement for the Bay Area bridges for Caltrans and signal work for VIA.
Electrician
Bear Electrical Solutions, LLC I 2020- present I Alviso, CA Q
As field electrician for the Bear Electrical - SF Bay Area operations, Mr. Nguyen performs construction and specialty w
work such as crane, fiber optic, and medium voltage works.
Electrician
Rays Electric. I 2019- 2020 I Oakland, CA
Traffic Signal, RRFB, Highway Lighting Construction
Electrician
NorCal General Construction. I 2014- 2019 I San Jose, CA Commercial and Industrial Electrical
Electrician
All Bay Electric I 2016-2016 I Brentwood, CA
Industrial Electrical
Electrician
Amland I 2003-2013 I San Jose, CA
Certifications Licenses
IMSA- Work Zone Safety State of California General Electrician # E158856 IMSA- Traffic Signals Field Electrician I/ II IBEW Union Member OSHA Training& Heavy Equipment Operator
FOA Certified Fiber Optic Technician
Certified Cable Splicing and Terminating for
Medium Voltage& CIC Crane Certificate
Certificate of Electrical Safety for Industrial
2025 Bear Electrical Solutions, LLC 19 Page 267
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA k U, i •
6. PROJECT TEAM RESUMES (CONT)
BEAR
Joey T. Sandoval
Field Electrician
With over a decade of hands- on experience in the electrical field, Joey brings deep expertise in both traffic signal systems and commercial electrical installations. As a lifelong resident of San Jose, he has an in- depth understanding of the region' s infrastructure and has successfully completed a wide range of projects throughout the area. Joey is known for his reliability, technical proficiency, and strong commitment to safety and quality. His familiarity with local agency standards and his ability to adapt to dynamic field conditions make him a valuable asset on any job site.
Electrician
Bear Electrical Solutions, LLC I 2023- present I Alviso, CA Q • Maintenance and On- Call Repair
w • ITS installation and deployment
Emergency Response
Electrician
CSI Electrical Contractors I 2021- 2023 I San Jose, CA
Off- site electrical including lighting installation, new builds and retrofits Commercial, hospital electrical projects, medium voltage work Electrician
Rosendin Electric I 2019-2021 I San Jose, CA
Commercial and Industrial Electrical
Caltrans and Public Works Construction focused on electrical Motor Controls
Fiber Technician/ Fiber Splicer
Cal Coast Telecom I 2015-2016 I San Jose, CA
Fiber Splicer for telecom projects
Low voltage installation
Certifications Licenses
IMSA Traffic Signal Field Electrician Level I/ II California State Certified - Provisioned OSHA Training IBEW Graduate
FOA Certified Fiber Optic Technician
Corning Optical Fiber Certified
CAD Welding Cert. for Grounding and Bonding
2025 Bear Electrical Solutions, LLC 20 Page 268
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA il .
6. PROJECT TEAM RESUMES
BEAR
Kevin Roa
l --
i•
i
tr`
Electrician
With over nine( 9) years of experience as traffic signal/ streetlight electrician, Kevin has established himself as dedicated and knowledgeable within the fr *, industry, specializing in on- call traffic signal and streetlight maintenance. Fully trained in all aspects of traffic signal and ITS troubleshooting, new installations, and modifications.
a) Electrician U
au
Bear Electrical Solutions, LLC 12015- present I Alviso, CA o_ • Dedicated traffic signal and streetlight routine, response, and emergency response services.
Trained and certified in various ITS technologies and platforms such as 2070/ 170/ NEMA, TS1- TS2, legacy non- NEMA PLC.) Ensure maintenance contract compliance with agency requirements for field work.
Investigative Aide
Monterey County District Attorney! 2013-2014 I Salinas, CA Under direction of District Attorney provided information and communication support relating with criminal investigation cases.
Independently contacted case requesters to obtain additional information.
Certifications Licenses and Education
OSHA 30 BS Degree - Criminal Justice
IMSA Traffic Signal Bench Level III Minor - Information Technology IMSA Traffic Signal Field Level III
IMSA Work Zone Traffic Control Technician
CPR/ AED
2025 Bear Electrical Solutions, LLC 21 Page 269
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA
6. PROJECT TEAM RESUMES (CONT)
BEAR
Steve Gutierrez
Fiber Technician Foreman
With over two decades of experience in the telecommunications industry, Steve specializes in fiber optics technology, leveraging extensive training and hands- on expertise to deliver efficient and safe performance. Steve is proficient in evaluating r- and troubleshooting complex fiber optic systems while ensuring timely and effective resolutions to technical challenges. Driven by a passion for excellence, Steve thrives in dynamic environments, embrace new challenges, and continually seek opportunities to enhance his knowledge and skills in advanced telecommunications technologies.
Field Fiber Technician Foreman
cu
Bear Electrical Solutions, LLC 2022- Present I Alviso, CA Field foreman leading crews in the installation of new fiber plants.
Li]
Performs troubleshooting, repair, and testing and commissioning of fiber communication networks.
Projects involve Public Works, commercial, industrial, and public safety critical infrastructure.
Splicing, power meter testing, pulling and running Cat 6 and Fiber.
Fiber Technician
Cupertino Electric, Inc I 2019- 2022 I Santa Clara, CA
Data Closet Build- Outs, Access Control Installation
Fire Alarm Wiring
Fiber Optic installation in commercial, industrial, and public safety infrastructure Premise Technician/ Construction Splicer
AT& T I 2007- 2019 I Santa Clara, CA
Installation of Fiber Optic for U- Verse, Direct TV systems Wiring of home with low voltage, fiber optic, satellite and troubleshooting.
Splicing, Cable conditioning placement, pole climbing& repairs Building phone rooms, utility work
Certifications Skills& Abilities
Applied Professional Electrical/ Low Voltage
Training FCC License Critical Infrastructure Maintenance Fiber Optic Communication DTSAT Fiber/ Copper Running, Installation, and Repair Data Communication& Network Pole/ Ladder Climbing
Cisco Networking Fundamentals Manhole/ Pole Climbing
Union Steward
Training
2025 Bear Electrical Solutions, LLC 22
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB-A894-4944-BC71- 66CC81 C369AA
6. PROJECT TEAM RESUMES
BEAR
Jeff
Field Superintendent
As Field Superintendent, Jeff brings 32 years of experience in traffic signal and 1selectrical maintenance and construction, with a proven ability to manage personnel, materials, and equipment logistics on complex infrastructure projects. He works closely with project managers to ensure deliverables are met 41 A- with precision, proactively addressing challenges to maintain project timelines and quality. Jeff also oversees team training, safety compliance, and technical Vgr
execution, drawing on his in- depth knowledge of electrical systems, traffic signal operations, and industry standards. His leadership and field expertise make him a key contributor to successful project outcomes.
a) Regional Field Superintendent
au
Bear Electrical Solutions, LLC 12017- present I Alviso, CA a • Maintain day to day operations in the field
w • Oversee manpower for all projects
Make sure all safety protocols are followed and in compliance Foreman Electrician
Tennyson Electric Inc. 12010- 2017 I San Jose, CA
Street Lighting, Traffic Signals
Cal- Trans Spec Splicing for outside
Blueprint Reading
Circulatory and Underground Layout
Apprentice to Foreman Electrician
BC Electric 11992- 2010 I San Jose, CA
Commercial and Industrial Electrical
Circuit Layout
Motor Controls
Lighting Control Blueprint Reading
Conduit Bending
Panel Termination & Main Gear Installation
Certifications& Licenses
OSHA 30
State of California General Electrician # E- 112734G
IBEW Union Member
2025 Bear Electrical Solutions, LLC 23 Page 271
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA
6. PROJECT TEAM RESUMES (CONT)
BEAR
Brent Pa ulson
Vice President of Operations
As the Vice President of Operations for Bear Electrical Brent ensures all project resources- personnel, material, and equipment- are in place and operating as tr' desired from a Company and customer perspective. As a previous electrician and project manager, Brent Paulson provides high- level oversight to our company' s operations team, ensuring that internal and external customer expectations are met. Under Brent' s leadership, the company has continued to grow and expand, delivering on Bear' s promises and values to its clients.
Project Manager
cu
Bear Electrical Solutions, LLC 2013- present Alviso, CA Q As a project manager for Bear Electrical, Brent leads a project management team that is responsible for the w maintenance and service of approximately 2, 000 signals and 120, 000 streetlights for various agencies in the San Francisco Bay Area. His team also specializes in ITS deployment and SMART City projects.
Electrician
Siemens/ Republic ITS I 2007- 2013 I Fremont, CA
Traffic Signal Maintenance
Streetlight Maintenance
Fiber Optic/ Copper/ Wireless Communication
ITS Deployment
Traffic Signal Upgrades/ Modifications
Certifications Licenses
IMSA- Work Zone Safety State of California General Electrician IMSA- Traffic Signals Field Electrician I/ II/ III E- 155344-G IMSA- Traffic Signals Bench I/ II Project Management Professional ( PMP) OSHA 30 Certified
IBEW Apprenticeship Graduate
NECA Accredited and Certified PM
Project Management Professional( PMP)
2025 Bear Electrical Solutions, LLC 24
ITEM NO. 9.
Docusign Envelope ID: 9180C9B6- A894- 4944- BC71- 66CC81C369AA k U, i •
6. PROJECT TEAM RESUMES (CONT)
BEAR
Robert Asuncion
Company Principal / Traffic Engineer
Robert can provide on- call traffic engineering support should the Town require ad- hoc consulting. Starting his career in the public sector and later forming a business focused on meeting the needs of cities, Robert provides expertise and insights on best maintenance practices while ensuring technical compliance.
Illelli
Co- Founder and Vice- President
Bear Electrical Solutions, LLC I 2013- present I Alviso, CA Q • Co- founded business from scratch and grew operations from 2 employees to over 145 employees statewide. w • Provides traffic signal maintenance expertise;
Business development.
Regional Manager
Siemens/ Republic ITS I 2004- 2012 I Fremont, CA
Responsible for P& L activities for the SF Bay Area regional office with annual revenues of over 40M per year;
Cost estimating;
Provided on- call traffic engineering consultation for various public agency clients.
Associate Transportation Engineer
City of Fremont I 1999-2004 I Fremont, CA
Citizen respondent to all traffic engineering- related inquiries; Responsible for traffic signal operations& red light- camera program for a City with over 200k population.
Certifications Licenses
IMSA- Work Zone Safety State of California Professional Engineer in Traffic IMSA- Traffic Signals Field Electrician I/ II/ III Engineering( No. TR 2156) IMSA- Traffic Signals Bench I/ II State of California Contractor LicenseBachelors in Civil Engineering Class A General Engineering( No. 982079) State of Nevada Contractor LicenseClass A General Engineering( No. 0090133) 2025 Bear Electrical Solutions, LLC 25 Page 273
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA
PRICING
Line Item Description Quantity Unit of Measure Unit Cost Streetlight Maintenance& Repair Flat
1 Rate per streetlight 1 Each 1. 25
Traffic Signal Preventative
Maintenance& Repair Flat Rate per
2 intersection 1 Each 122. 00
Parking Lot Light Maintenance&
3 Repair Flat Rate per light 1 Each 1. 25
Lights in Public Parks Maintenance&
4 Repair Flat Rate per light 1 Each 1. 25
5 USA Locating& Marking Flat Rate 1 Per Ticket 110. 00
Total 235.75
Line Item Description Quantity Unit of Measure Unit Cost Install Town Standard LED light fixture
6 ( non- decorative) 1 Each 1, 285. 00
7 Install Town furnished LED light fixture 1 Each 200. 00 Install light pole with arm on existing
8 foundation- Octaflute pole 1 Each 6, 460. 00
Install light pole with arm on existing
9 foundation- Type 15 pole 1 Each 5, 970. 00
Install Light pole with Town furnished
arm on existing foundation- Octaflute
10 pole 1 Each 5,720. 00
Install Light pole with Town furnished
arm on existing foundation- Type 15
11 pole 1 Each 2,340. 00
Construct light pole foundation and
12 restore affected sidewalk 1 Each 2, 170. 00
Construct light pole foundation and
13 restore affected area( no sidewalk) 1 Each 4,520. 00 Install Town furnished light pole and
14 arm 1 Each 2,485. 00
Install luminaire arm on existing
15 Octaflute pole 1 Each 1, 580. 00
Install luminaire arm on existing Type
16 15 pole 1 Each 1, 450. 00
17 Install Town furnished luminaire arm 1 Each 620. 00
Install pull box(# 3 1)and restore
18 affected sidewalk 1 Each 1, 780. 00
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81 C369AA Install pull box(# 31) and restore
19 affected area( no sidewalk) 1 Each 1, 450. 00
Construct new foundation, installation
of 1B Pole on new foundation and
20 restore affected sidewalk 1 Each 4, 125. 00
Construct new foundation, installation
oflnstallation of 1B Pole on new
foundation and restore affected area
21 ( no sidewalk) 1 Each 3,615. 00
Installation of 1B Pole on existing
22 foundation 1 Each 2, 075. 00
Construct new foundation, installation
of PPB post with ADA push button
23 assembly on new foundation 1 Each 2,845. 00
Installation of PPB post with ADA push
button assembly on existing
24 foundation 1 Each 1, 900. 00
Installation of inductive loops 6'x6'
25 Type A, B, D, E, and Q per loop 1 Each 750. 00
Installation of inductive 2' x6' Type C
26 Bicycle Loop 1 Each 750. 00
Installation of LED modules for Non27 PV Heads Red 1 Per Module 250. 00 Installation of LED modules for Non28 PV Heads Yellow 1 Per Module 250. 00 Installation of LED modules for Non29 PV Heads Green 1 Per Module 250. 00 Installation of LED modules for PV
30 Heads Red 1 Per Module 340. 00
Installation of LED modules for PV
31 Heads Yellow 1 Per Module 340. 00
Installation of LED modules for PV
32 Heads Green 1 Per Module 340. 00
33 Pedestrian Countdown ( Combo) 1 Per Module 360. 00
Installation of 12" Signal Heads with
LED modules( on existing framework),
visors, back plates, and louvers as
34 needed- 3 Section Non- PV Heads 1 Each 1, 015. 00
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81 C369AA Installation of 12" Signal Heads with
LED modules( on existing framework),
visors, back plates, and louvers as
35 needed- 4 Section Non- PV Heads 1 Each 1, 145. 00
Installation of 12" Signal Heads with
LED modules( on existing framework),
visors, back plates, and louvers as
36 needed- 5 Section Non- PV Heads 1 Each 1, 275. 00
Installation of 12" Signal Heads with
LED modules( on existing framework),
visors, back plates, and louvers as
37 needed- 3 Section PV Heads 1 Each 4,895. 00
Installation of 12" Signal Heads with
LED modules( on existing framework),
visors, back plates, and Louvers as
38 needed- 4 Section PV Heads 1 Each 6,330.00
Installation of 12" Signal Heads with
LED modules( on existing framework),
visors, back plates, and louvers as
39 needed- 5 Section PV Heads 1 Each 7,800. 00
Installation of Mounting Bracket40 Type MAS 1 Each 360. 00 Installation of Mounting Bracket41 Type MAT 1 Each 360. 00 Installation of Mounting Bracket42 Type TV- 1- T 1 Each 645.00 Installation of Mounting Bracket43 Type TV- 2-T 1 Each 945.00 Installation of Mounting Bracket44 Type TV- 3-T 1 Each 1, 280. 00 Installation of Mounting Bracket45 Type SV- 1- T 1 Each 610. 00 Installation of Mounting Bracket46 Type SV-2-T 1 Each 910. 00 Installation of Mounting Bracket47 Type SV-3- T 1 Each 1, 200. 00
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81 C369AA Installation of Mounting Bracket48 Type SP- 1- T 1 Each 610. 00 Installation of Mounting Bracket49 Type SP- 2-T 1 Each 910. 00 Installation of Yellow Reflective Tape
on Existing Backplates( Prep& paint
50 as necessary.) 1 Each 100. 00
Installation of Pedestrian Signal Head
51 ( with LED Countdown) 1 Each 585. 00
Installation of Accessible Pedestrian
52 Signal( Polara or approved equal) 1 Each 835. 00
Installation of Pedestrian Push Button
53 Assembly 1 Each 400.00
Installation of Town furnished signal
controller cabinet assembly on
54 existing foundation 1 Each 3,300. 00
Install# 4 pull box and restore affected
55 sidewalk 1 Each 1, 650. 00
Install.# 5 pull box and restore affected
56 sidewalk 1 Each 1, 275. 00
Install# 6 pull box and restore affected
57 sidewalk 1 Each 1, 275. 00
c
Install# 4 pull box in street( traffic
58 grade) and restore affected area 1 Each 3, 050. 00
Install.# 5 pull box in street( traffic
59 grade) and restore affected area 1 Each 3,550. 00
Install# 6 pull box in street( traffic
60 grade) and restore affected area 1 Each 3,925. 00
Replace/ install# 4 pull box in dirt and
61 restore affected area 1 Each 1, 140. 00
Replace/ install# 5 pull box in dirt and
62 restore affected area 1 Each 770. 00
Replace/ install#6 pull box in dirt and
63 restore affected area 1 Each 780. 00
64 Conflict monitor( CMU/ MMU) test 1 Each 200. 00
65 Update streetlight inventory 1 Each 8, 000. 00
66 Update parking lot lights inventory 1 Each 1, 600. 00 Complete inventory of lights in Town
67 Parks 1 Each 1, 600. 00
68 Percent Markup on Materials 0 Percent 15%
Total 120, 560. 15
ITEM NO. 9.
Docusign Envelope ID. 9180C9BB- A894- 4944- BC71- 66CC81C369AA
SCOPE OF WORK
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EVALUATION
RFP FOR TRAFFIC SIGNAL AND STREETLIGHT MAINTENANCE AND
REPAIR, AND UNDERGROUND SERVICE ALERT ( USA) MARKING
SERVICES
IN Request For Proposal
2 Parks and Public Works
96882, 96883
Release Date: Tuesday, April 1, 2025
Due Date: Friday,April 18, 2025 3:00pm
Mr Posted 12 Tuesday, April 1, 2025 9:59am
121 Bid Unsealed Monday, April 21, 2025 12: 14pm by IGnjal Buch CI Pricing Unsealed Monday,Apri 21, 2025 12: 14pm by Kinjal Bud, All dates& times in Pacific Time
Viewing Phase 2( current) v
1. Scope of Work
Please add detailed scope of work hem.
1. 1. Detailed Scope of Work
A_ SERVICES
The Contractor shall provide ongoing and field maintenance and repair of streetlights, parking lot lights, lights in theTown' s public parks, traffic signals, and other traffic related equipment( such as electronic speed feedback signs and crosswalk warning lights, etc.) by duly trained and qualified personnel. The Contractor shall also perform USA( Underground Service Alert) marking.
The Contractor shall provide and maintain emergency service response on a 24- hours per day, 7 days per week basis, including all holidays, utilizing trucks equipped with radio dispatch and/ or cellular communication capabilities, warning beacon/ strobe lights; traffic cones; construction warning signs; a hydraulic bucket capable of reaching a height of 40 feet from the roadway surface; proper lighting for illuminating the work area at night; necessary computer laptop for programming, maintenance and testing of traffic signal controllers and various equipment. All required equipment shall be properly maintained and functional 24 hours a day, 7 days a week, including holidays.
The Contractor shall ensure that any vehicle used within the boundaries of the Town of Los Gatos where lane closures or work within the travel lanes is required shall be equipped with an arrow board, warning beacons/ strobe lights, the proper quantity and sized cones for a lane dosure, and advance warning signs. All of the Contractor' s employees working within the boundaries of the Town shall be equipped with a communication device capable of instant 2- way communications for extended periods of time with the Contractor' s shop or with Town staff.
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA The Contractor shall have available, and readily accessible in functioning order, all required tools, equipment, apparatus, facilities, and materials needed to perform all work necessary to maintain and repair the street lights, traffic signals, parking lot lights and lights in the parks as listed in Attachments A, B, C and K in compliance with current State and Town standards and specifications and National Electric Code( NEC).
The Contractor is required to provide a 24-hour phone service for taking calls for reported inoperable signals and lighting. All calls shall be logged by Contractor. The Contractor shall respond to call outs, inspect, verify, identify problems, and perform necessary repair per the contract requirements. All calls shall be entered into computer. The Contractor shall respond within the required response times as noted below and listed in Attachment I.
The Contractor shall provide traffic control, lane closures, sidewalk closure and/ or detour that conform to the State and Town requirements.
During emergency conditions, the Contractor shall assure kill cooperation with the Town of Los Gatos.
B. STREETLIGHT MAINTENANCE
Maintain all streetlights( including streetlighting, and intersection safety lighting) owned by the Town in an operable and safe condition. Respond to call outs for outage, missing pole tag, missing hand hole cover, and any unsafe or inoperable condition. The PG& E owned streetlights( typically mounted on wood or utility poles) are not part of the contract.
All reported inoperable lights shall be serviced and repaired within five( 5) working days or less. The five working days shall be measured beginning the first full day following receipt of the outage report. When the inoperable lights are reported for a pedestrian crosswalk, it shall be repaired before dark of the next day. When the reported conditions require immediate attention, such as exposed hot conductors, they shall be repaired or temporarily repaired within two hours from receiving notice. When performing streetlighting service, Contractor shall complete the Town' s streetlight service form and report findings to Town staff. A copy of the streetlight service form is attached in Attachment D. All calls and services shall be entered logged. A summary report of activities, and an electronic tile of repair records, shall be submitted to Town staff for review monthly.
The Contractor is required to have a lighting/ electrical technician, with a minimum of five years of experience in streetlighting repairs, available to perform Services under this contract as designated. The technician shall have experience with the operation, maintenance, and repair of streetlights. The technician shall also have knowledge and experience of operation, maintenance, and repair of electrical service.
A complete inventory of approximately 1, 607 Town- owned streetlights is available at Parks and Public Works Department Most of the streetlights have been replaced with LED lights except for the decorative light fixtures. A summary table of LED streetlights is included as Attachment A.
Town standard streetlight poles are Octaflute. Other streetlight standards that may be found in Town are Type 15, Octagonal, and other decorative poles. Town has installed LED streetlights town wide except for decorative light fixtures. It shall be the Contractor' s responsibility to verify the accuracy of the inventory.
When responding to a streetlights maintenance call-out, the Contractor shall tag light pole in accordance with the Town and PG& E requirement if the pole ID tag is missing or not apparently visible. Contractor shall also note if there are any insecure or unsafe conditions such as missing hand hole covers, broken pull box lids, exposed wires, etc. repair and report to town staff.
Parkins Lot LieMa
Maintain lighting in Town' s parking lots in an operable and safe condition. These lights are mounted on poles, bollards, walls, or garage celing.
Respond to cell outs for outage, missing pole tag, missing hand hole cover, broken fixture, broken bollard, and any unsafe or inoperable condition.
All reported inoperable lights shall be serviced and repaired within five( 5) working days or less. The five working days shall be measured beginning the first full day following receipt of the outage report. When the inoperable lights are reported for an entire parking lot, it shall be repaired before dark of the next day. When performing lighting service, Contractor shall complete the Town' s streetlight service form and report findings to Town staff. A copy of the streetlight service form is attached in Attachment D. All calls and services shall be entered and logged. A summary report of activities, and an electronic file of repair records, shall be submitted to Town staff for review monthly.
The Contractor is required to have a lighting/ electrical technician, with a minimum of five years of experience in streetlighting repairs, availabl --- perform Services under this contract as designated. The technician shall have experience with the operation, maintenance, and repair of lights.
The technician shall also have knowledge and experience of operation, maintenance, and repair of electrical service.
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA A complete inventory of 119 parking lot lights is available at Parks and Pudic Works Department as shown in Attachment B. It shall be the Contractor' s responsibility to verify the accuracy of the inventory.
Night Check for Parking Lot Lights and Specified Streets Perform a monthly night check for outages and malfunctions of lighting and illuminated signs for the parking lots and the following streets: Los Gatos Boulevard, Main Street, Winchester Boulevard, Santa Cruz Avenue, Blossom Hill Road, Lark Avenue, Los Gatos Saratoga Road, Los Gatos Almaden Road, Pollard Road, and Knowles Drive. Also perform night check for problem locations as needed and as directed by Town staff.
The cost for the monthly night check is considered part of monthly maintenance flat fees. A report with the results of night check shall be submitted to Town within a week from night check. My identified light outage shall be repaired within a week from night check except for the repair that may require staff approval elsewhere in the contract specifications. l, jahts in the Town's Public Parks
Maintain lighting in the Town' s public parks in an operable and safe condition. These lights are mounted on poles, bollards, or walls. Respond to call outs for outage, missing pole tag, missing hand hole cover, broken fixture, broken bollard, and any unsafe or inoperable condition.
All reported inoperable lights shall be serviced and repaired within five( 5) working days or less. The five working days shall be measured beginning the first full day following receipt of the outage report. When the inoperable lights are reported for the entire park, they shall be repaired before dark of the next day. When performing lighting service, Contractor shall complete the Town' s streetlight service form and report findings to Town staff. A copy of the streetlight service form is attached in Attachment D. All calls and services shall be entered logged. A summary report of activities, and an electronic file of repair records, shall be submitted to Town staff for review monthly.
The Contractor is required to have a lighting/ electrical technician, with a minimum of five years of experience in streetlighting repairs, available to perform Services under this contract as designated. The technician shall have experience with the operation, maintenance, and repair of lights.
The technician shall also have knowledge and experience of operation, maintenance, and repair of electrical service.
An estimated inventory of approximately 104 lights in the Town' s public parks is available at Parks and Public Works Department as shown in Attachment I. It shall be the Contractor' s responsibility to complete a detailed inventory and provide to the Town staff by the end of July 2025.
Night Check for Lights in the Town' s Public Parka
Perform a biannual( every six months) night check for outages and malfunctions of lighting in the Town' s public parks. Also perform night check for problem locations as needed and as directed by Town staff. The cost for night check is considered part of monthy maintenance flat fees. A report with the results of the night check shall be submitted to Town within a week from night check. Any identified light outage shall be repaired within a week from night check except for the repair that may require staff approval elsewhere in the contract specifications.
USA( Underground Service Aler)
Provide USA locating and marking service for Town' s electrical circuits such as streetlights, parking lot lights, lights in the Town' s public parks, traffic signals, signal interconnect, fiber optic communication lines, and other Town owned public lighting.
C. TRAFFIC SIGNAL MAINTENANCE
Provide ongoing and routine preventive maintenance and repair of traffic signal equipment, associated lighting, and other pertinent apparatus by duly trained and qualified personnel. A list of the thirty- one( 31) Town traffic signals is shown in Attachment C.
The Contractor is required to have a traffic signal technician, with a minimum of five years of experience in traffic signal repairs, available to perform Services under this contract as designated. The Traffic Signal Technician shall have experience with the operation and maintenance of Econolite Cobalt controllers currently in use by the Town of Los Gatos. The Traffic Signal Technician shall also have knowledge and experience of the operation and maintenance of traffic signal controller cabinet assemblies, inductive traffic loops, video detection systems, emergency vehicle preemption devices, twisted pair interconnect, fiber optic cables, and copper and fiber communication equipment The Traffic Signal Technician shall keep up to date on the operation and maintenance of all state- of-the- art traffic signal control devices and related equipment to ensure that the Town' s needs will also be supported in the future. The Traffic Signal Technician shall also be familiar with and adhere to National and State standards for programming traffic signal controllers.
The Contractor shall fumish temporary replacement traffic signal controllers, preemption units, traffic signal communications and monitoring equipment, detector amplifiers, conflict monitors, video detection systems, power supplies, and any standard traffic signal equipment necessary for restoring traffic signal operation. Contractor furnished temporary spares shall be identical to the component being replaced in manufacture,
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA make and model. The Contractor shall deviate from this requirement only upon written advance approval from the Town. The Contractor shall provide temporary equipment, at no additional charge to the Town, whenever the original units are removed for repair or servicing. preventive Maintenance
The Contractor shall perform routine preventive maintenance service to eliminate or reduce any incidence of malfunctions and complaints, and to maximize the useful life of the Town' s traffic signal equipment including and may not be limited to signalized intersections.
The Contractor shall provide monthly preventive maintenance for the signalized intersections listed in Attachment C. The Contractor shall complete Preventive Maintenance Checklists( Attachment E& F) for each maintenance inspection and shall indicate the work performed or required for each item. The Contractor shall maintain one copy of the completed form for each intersection, and for each inspection, in the controller cabinet and in the Contractor' s business office throughout the term of this contract The monthly maintenance service shall be performed within the same week of every month for each intersection. Monthly maintenance services shall not be closer than three weeks for any intersection. The Contractor shall notify Town staff the scheduled date for preventive maintenance service at least one week prior to performing the service.
A conflict monitor test shall be performed annually at each traffic signal; the Contractor shall maintain three copies of full field test results. One copy shall be left in the traffic signal controller cabinet, one copy shall be maintained at the Contractor' s business office, and one copy shall be sent to the Town.
It is understood and agreed that falure on the part of the Contractor to perform monthly preventive maintenance as required by this contract will cause the Town to suffer an unascertainable amount of damage. Therefore, the Contractor agrees to pay to the Town, not as a penalty but as liquidated damages, the amount of$ 500 per calendar day that the intersection is overdue for monthly preventative maintenance. The total amount of liquidated damages will be totaled and deducted from the monthly invoice payment.
Traffic Signal Fquipmegt
The Contractor shall repair, replace, or otherwise render in good working order any and all defective parts of all traffic signal control equipment Whenever the Contractor replaces any defective parts on either a temporary and/ or permanent basis, the Contractor shall identify the parts being replaced by manufacturer's make, model, and serial number, and the locations of installation. Further, the Contractor shall only use new parts for permanent replacement Exceptions to this requirement shall only occur on an individual basis upon advance written approval from the Town.
No permanent changes of traffic signal control devices shall be done without prior written approval from the Town. Whenever any traffic signal equipment is removed/ replaced/ modified, the Contractor shall notify the Town by telephone within two hours of the change, followed by written notification to the Town within one week. Furthermore, any changes shall also be indicated on the maintenance or repair log within the traffic signal controller cabinet The Contractor agrees to notify the Town in advance of any planned or scheduled traffic signal tum- otfs/ turnrons necessitated by the Contractor' s operations. The Contractor shall make tum- offs/ tum- ons of traffic signals only upon prior written approval by the Town.
All traffic signal control equipment shall be maintained in accordance with the manufacturer' s recommendations. When the traffic signal equipment becomes obsolete or deteriorated to the point of being beyond reasonable or cost-effective repair, the Contractor shall report such conditions to the Town and provide satisfactory evidence that replacements are necessary. The Contractor shall prepare estimates showing the cost breakdown of materials and labor for replacement of such traffic signal equipment and submit this information to the Town.
When signal lamps are bumed out, they shall be replaced with LED modules unless otherwise approved by Town staff. Signal LED modules shall be replaced when the light output and degradation fails specifications or when more than five percent of LED' s are not working properly, such as burned out or flickering.
New Installation or Deletion
The Contractor shall maintain any new streetlighting, and traffic signal equipment, which are installed for the Town throughout the term of the contract These devices shall be added to the contract when the Town notifies the Contractor of the installation. These added equipment or devices, regardless of the complexity of the technology, shall be maintained in the same manner and for the same flat rate as those devices already covered by the contract
Should responsibility for the maintenance of any current or future lighting or traffic signal device cease to be the Town' s, the Town will notify the Contractor in writing of the last date to perform maintenance. The flat rate maintenance for any such affected device shall be prorated on the
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA D. WARRANTY
Contractor shall manage all lighting and traffic signal related materials and devices under warranty. During the manufacturer' s warranty period, the Contractor shall be responsible for making contact with the equipment manufacturer regarding any service determined to be under warranty.
The Contractor shall replace the warranted materials( or replace with temporary equipment pending replacement material from manufacturer) without any charges to Town.
A minimum of twelve( 12) month warranty shall apply to all work and materials installed by the Contractor. During the Contractor' s warranty period, the Contractor shall be responsible for repairing and/ or replacing the equipment without any charges to the Town. The warranty on the repaired or replaced equipment shall commence with the date of repair or replacement of equipment A minimum of three-( 3) month warranty shall apply to all temporary replacement installed by Contractor. During the warranty period, the Contractor shall be responsible for repairing and/ or replacing the equipment without any charges to the Town. The warranty on the repaired or replaced equipment shall again commence with the date of repair or replacement of equipment E. CONTRACTOR SHOP
The Contractor shall have adequate shop and storage facilities. This facility shall house the necessary staff, traffic signal poles, signals, traffic signal controllers, traffic signal communications devices, LEDs, controller cabinets, service cabinets, wiring, pullboxes, pullbox lids, and other necessary materials and vehicular equipment to perform all maintenance required and to perform temporary and permanent repair of accidental damage to traffic signal equipment/ devices. This facility shall also be equipped to perform twenty- one- day bench test of traffic signal controller cabinets in accordance to Caltrans and Town specifications.
The Contractor shall maintain a single local telephone number during the entire term of the contract where he/ she or a designated representative can be reached 24 hours a day, 365 days a year.
The Contractor shall also maintain and provide direct phone numbers, cellular phone numbers, fax numbers, and emal addresses of various pertinent staff/employees with which the Town can maintain regilar and direct contact with regarding billing, estimating, service calls, status reports, scheduling, testing of equipment, and various other issues.
F. EMERGENCY SERVICE
When notified of any traffic signal device malfunction, failure, loss of indication, accident damage, construction damage, or any emergency traffic signal service call, the Contractor shall respond and be at the location within one hour following notification from the Town.
In the event of a knockdown, the Contractor shall provide temporary emergency replacement of a type acceptable to the Town until permanent repairs can be accomplished. The Contractor shall install a temporary device appropriate for the situation and consult with the Town to identify a permanent replacement Required replacement of equipment will require prior written approval from the Town before such replacements are commenced in conjunction with an emergency call.
In the case of a 1A/ 1 B, pedestrian push button pole, or street light pole knock-down where the foundation and anchor bolts are still intact, the Contractor shall make all necessary repairs with necessary new equipment to retum the pole to its original, undamaged condition upon the initial response. No additional compensation shall be provided for subsequent work to the original damage.
At any time the Contractor is notified of an emergency situation by the Town, CHP, County Sheriff or other duly recognized authority, the Contractor shall immediately notify the designated contact staff at the Parks and Public Works Department of the emergency call.
Upon completion of the response to the emergency call, the Contractor shall notify the appropriate Town staff by telephone and/ or email the status of the emergency work. In addition, the Contractor shall notify the Town in writing or email within one week of the completion of the repair work. In the event a follow- up permanent repair is required, the Contractor shall submit a cost proposal to Town staff within a week from the emergency response.
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA It is understood and agreed that falure on the part of the Contractor to respond within one hour to any emergency service call as provided will cause the Town to suffer an unascertainable amount of damage. Therefore, the Contractor agrees to pay to the Town, not as a penalty but as liquidated damages, the amount of$ 500 per hour. The time for such liquidated damages shall commence from the first hour after the required response time for emergency service calls indicated in the previous sections. The total amount of liquidated damages will be totaled and deducted from the monthly invoice payment.
The Contractor shall enter any emergency service calls onto the log at the intersection controller cabinet along with the minimum required information as stated in the previous sections. Failure to do so will be construed to be a falure to respond to the emergency service calls.
G. EXTRA WORK
The Contractor shall install, modify, repair and/ or upgrade lighting, traffic signals and all associated hardware or traffic safety devices as requested by the Town. All such work, if not covered in the flat rates, shall be considered extra work and shall be performed to the satisfaction of the Town. Please refer to the monthly signal maintenance service forms and the' Compensation" Section for details.
No additional or extra work shall be commenced or undertaken by the Contractor unless authorized in advance in writing by the Town. Said written authorization is a condition precedent to the Contractor' s entitlement to reimbursement or remuneration for such services. This work shall be performed within a specified time limit established by the Town and for a mutually agreed upon price.
The Town shall retain discretionary right to perform any extra work using Town forces, by negotiated agreement, or to advertise such work by others.
H. RECORDS
Month Report
The Contractor shall submit to the Town, at the same time as the submission of monthly invoices, a computerized report covering all Contractor' s activities within the Town during the previous month. This monthly activity report shall be provided in Excel file format. Formatting shall be agreed by the Town. The monthly activity report shall include at a minimum:
a. Time any service cells were received by the Contractor, time at which the service call was dispatched to the technician, the arrival time of the technician at the requested location, the departure time, the caller' s name, and the results of diagnosis. b. A complete record of any and all work performed on the lighting and traffic signal equipment during the period covered by the monthly activity report, including the make, model, and serial number of any replacement or newly installed equipment at each intersection. The report shall also detail the make, model and serial number of any equipment replaced. c. Asset ID' s( if applicable) and detailed location description of any repaired/ replaced equipment. d. The date and time that any preventive maintenance work was performed and any findings. e. Any and all pending repair work needed at each intersection along with Repair Order number.
In addition, the Contractor shall submit to the Town, at the same time as the submission of monthly invoices, a separate summary list of outstanding items requiring follow- up repair.
The Contractor shall maintain and provide all required maintenance/ service forms( Attachments D, E, F, and G). A copy of the completed maintenance and service forms, in electronic format, shall be submitted to Town staff monthly.
The Contractor shall be required to maintain a copy of the monthly activity report( either electronic or hardcopy), maintenance/ service forms, conflict monitor test results, and any service records for a period of not less than five years.
Service Log In Controller and Service Cabinets
The Contractor shall maintain a log at each signalized intersection included under this contract The log shall detail each inspection, repair, and/ or emergency/ service call. The Contractor shall complete at a minimum on this log, the date, snivel time, departure time, type of inspection/ service, any findings or repairs, the Contractor' s employee name and/or ID, the employee' s job title, and in the event of signal
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA outage/ flash, display message on conflict monitor, controller, load switch position, etc. A similar log shall be maintained in each electric service cabinet where storage space is available.
I. MEETINGS/ CONSULTATION
The Contractor shall be available to meet, when deemed necessary, with Town staff on a monthly basis or at a mutually agreed upon time and place to review maintenance activities, operational and repair activities, pending work, estimates, work quality, and any items related to Contractor' s work under this contract
Contractor shall be available at all times to the Engineer for consultation at no added expense to the Town. The consultation may consist of explanation of technical details, upgrade of signal equipment, and operational improvement The contractor shall provide detaled work proposal and cost estimate to the Engineer upon request for repair, installation, replacement, or any improvements containing lighting or traffic signal components. Work associated with preparation of the proposal shall be provided at no charge to the Town.
J. FAILURE TO PERFORM
Should the Contractor fail to properly execute the work in a timely or correct matter as provided under the tens of this contract, the Town, after providing the Contractor with three business days' notice, may perform or hire another Contractor to perform such work and deduct the cost plus 25% thereof from any payment due to the Contractor.
K. COMPENSATION
1. STREETUGHTING SERVICE
The Contractor shall be compensated for service required under this contract at a flat rate per streetlight.
Included in the monthly flat rate shall be compensation for all related labor, equipment, and materials for above ground lighting components including light fixtures and housings( and all components within), lamps, photo cells, conductors, starters, ballasts, transformers, fuses, sockets, hand hole covers, ID tags, and pull box lids. Also included in the flat rate is compensation for the 24- hour phone service, response to calls, identification/ verification of problems, preparation for cost proposal, quarterly and special night check, logging of calls, reporting of service, and any other related service activities as specified in the Contract.
Not included in the flat rate compensation are poles, arms, bollards, pull boxes( except lids), service enclosures, and underground and instructure conduits and conductors. Also not included is repair/replacement for damage caused by vehicular collisions, acts of God, or malicious damage.
2. TRAFFIC SIGNAL SERVICE
The Contractor shall be compensated for services required under this contract at a flat rate per intersection.
Included in monthly flat rate shall be compensation for the preventive maintenance including labor, equipment, and materials, as identified in the maintenance service form. The preventive maintenance items as identified in the maintenance service form shall be the Contractor' s responsiblity to repair, install and/ or replace without additional charges to Town whether they are maintained, repaired, or replaced at call- outs or emergency call- outs, or at the time of maintenance routine. In addition, included in monthly flat rates, the following items shall be the Contractor' s responsiblity to repair, install and/ or replace without additional charges to Town whether they are maintained, repaired, or replaced at call- outs or emergency call- outs, or at the time of maintenance routine: cabinet filters, cabinet fan, cabinet light, load switches; flashers; relays, resisters; BTU' s; detector amplifiers; audible pedestrian signal indicators; push button assemblies; louvers; visors; back plates; above ground conductors, and signal indication LED modules for all vehicle and non- vehicle signal indication.
Also Included in the flat rate compensation is compensation for the logging of calls, work related to preparation of cost proposal, investigation/ verification of trouble calls, warranty service, stocking of materials, reporting of service, record keeping, temporary equipment, an' any other associated services as specified in the Contract
ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA Not included in the flat rate compensation are any items not specified above, e. g. poles, arms, pull boxes( except lids), conflict monitors, power supply units, video detection, signal head housing and brackets, underground conduits and conductors, etc. Also not included in the flat rate compensation is repair/ replacement for damage caused by vehicular collisions, acts of God, or malicious damage.
3. PARKING LOT LIGHTING SERVICE
The Contractor shall be compensated for service required under this contract at a flat rate per light in the parking lots.
Included in the monthly flat rate shall be compensation for all related labor, equipment, and materials for above ground lighting components including light fixtures and housings( and all components within), lamps, photo cells, conductors, starters, ballasts, transformers, fuses, sockets, hand hole covers, ID tags, and pull box lids. Also included in the flat rate is compensation for the 24- hour phone service, response to calls, identification/ verification of problems, preparation for cost proposal, quarterly and specified night checks, logging of calls, reporting of service, and any other related service activities as specified in the Contract Not included in the flat rate compensation are poles, arms, bollards, pull boxes( except lids), service enclosures, and underground and instructure conduits and conductors. Also not included is repair/replacement for damage caused by vehicular collisions, acts of God, or malicious damage.
4. PUBLIC PARKS LIGHTING SERVICE
The Contractor shall be compensated for service required under this contract at a flat rate per light in theTown' s public parks.
Included in the monthly flat rate shall be compensation for all related labor, equipment, and materials for above ground lighting components including light fixtures and housings( and all components within), lamps, photo cells, conductors, starters, ballasts, transformers, fuses, sockets, hand hole covers, ID tags, and pull box lids. Also included in the flat rate is compensation for the 24- hour phone service, response to calls, identification/ verification of problems, preparation for cost proposal, quarterly and specified night checks, logging of calls, reporting of service, and any other related service activities as specified in the Contract Not included in the flat rate compensation are poles, arms, bollards, pull boxes( except lids), service enclosures, and underground and instructure conduits and conductors. Also not induded is repair/ replacement for damage caused by vehicular collisions, acts of God, or malicious damage.
5. USA( Underground Service Alert)
The Contractor shall be compensated for service required under this contract at a flat rate per USA ticket. Included in the flat rate is compensation for all related labor, equipment, and materials for all related USA ticket related work.
6. EXTRA WORK
Town shall compensate the Contractor for the performed extra work and repairs in accordance with agreed upon labor rates, material markups, equipment rates, and miscellaneous costs.
Town may solicit competitive bids for extra work from the Contractor and altemative vendors or contractors.
Extra work refers to the replacement, repair, upgrade or installation of any streeflighting and traffic signal components that are not included in the compensation of the flat rates. The Contractor shall obtain Town approval prior to scheduling any work to be performed under this provision. The Contractor shall provide documentation to support invoiced charges, including but not limited to timecards and material invoices, upon request by the Town.
7. RATE INCREASE
Rates may be reviewed annually by the successful proposer and the Town; and rate increases may be requested in writing with detailed justification. Nevertheless, the maximum increase in labor and/ or equipment costs in any calendar year shall be no more than the percent change in the U. S. Department of Labor, Bureau of Labor Statistics Consumer Price Index, All Items, All Urban Consumers, San FranciscoPage 285 ITEM NO. 9.
Docusign Envelope ID: 9180C9BB- A894- 4944- BC71- 66CC81C369AA Oakland- San Jose, 1982- 84- 100 Index.
8. PAYMENT AND INVOICES
Payments will be made within thirty days following receipt of an accurate invoice and documentation of work performed. Invoices shall be submitted no later than 60 days after the completion of work and not more frequently than once per month. It is understood and agreed invoices submitted later than 60 days after the completion of work will cause the Town to suffer an unascertainable amount of staff effort in reconcling late invoice. Therefore, the Contractor agrees to pay to the Town, not as a penalty but as liquidated damages, the amount of$ 250 per invoice or 10% of the invoice, whichever is greater. The liquidated damage will be deducted from the invoice payment and shall not exceed the invoice amount
ITEM NO. 9.
PREPARED BY: Chris Todd
Emergency Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Administrative Services Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 04/07/2026
ITEM NO: 10
DATE: April 7, 2026
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Authorize the Town Manager to Execute a Professional Services Agreement with Dudek for the Town-Wide Evacuation Plan, in an Amount Not to Exceed $346,930.00; Execute a Cost Sharing Agreement with Monte Sereno, totaling $56,039.50; and Approve the Associated Revenue Budget Adjustment
RECOMMENDATION: Take the following actions:
a. Authorize the Town Manager to execute a Professional Services Agreement with Dudek for the Town-Wide Evacuation Plan with Simulation-Based Modeling for the Town of Los Gatos and the City of Monte Sereno, in an amount not to exceed $346,930; b. Authorize the Town Manager to execute a Cost Sharing Agreement with the City of Monte Sereno, to include a $4,000 administration fee and 15% of the cost of Dudek services, totaling $56,039.50;
c. Authorize revenue budget adjustment of $56,039.50 to recognize the reimbursement revenue from the City of Monte Sereno; and
d. Authorize the Town Manager to make non-substantive revisions to the agreements and related documents consistent with the Council’s action.
FISCAL IMPACT:
Approval of this item authorizes the Town to enter into a Professional Services Agreement with Dudek in an amount not to exceed $346,930.00, which will be funded by the Town Council approved Emergency Management allocation. Sufficient funding is available, with
ITEM NO. 10.
PAGE 2 OF 4
SUBJECT: Authorize Professional Services Agreement with Dudek; Authorize Cost Sharing Agreement with Monte Sereno
DATE: April 7, 2026
approximately $110,000 remaining available after dedicating funds to this project and other efforts such as grant matches.
Under the cost sharing agreement, the City of Monte Sereno will reimburse the Town with a $4,000 one time administration fee and 15% of Dudek invoices, for a total anticipated reimbursement of $56,039.50. After applying this reimbursement, the Town’s net project cost is estimated at $290,890.50. A revenue budget adjustment of $56,039.50 is recommended to recognize this anticipated revenue.
STRATEGIC PRIORITY:
This item aligns with the strategic priority to further the Town’s emergency preparedness, resiliency, and response capabilities, particularly in the area of wildfire risk.
BACKGROUND:
The Town continues to advance evacuation readiness and wildfire preparedness efforts identified in recent emergency planning initiatives. As reflected in the December 16, 2025, emergency preparedness update, Town-wide evacuation modeling was identified as a key next step and was expected to require a contract value of approximately $300,000 prior to coordinating with Monte Sereno and Dudek on a joint project structure.
On July 1, 2025, the Town issued a Request for Proposals for preparation of a Town-Wide Evacuation Plan with Simulation-Based Modeling. The Town received three proposals.
Following evaluation of the proposals, Dudek was identified as the proposer offering the greatest value with the best combination of experience and cost to the Town.
Los Gatos and Monte Sereno share wildfire risk, evacuation routes, and operational response considerations, making a combined study the most effective approach for coordinated planning, modeling, and recommendations across both jurisdictions. Dudek provided a combined Los Gatos–Monte Sereno scope and fee proposal for one joint report that captures shared data, analysis, and recommendations for both jurisdictions, while identifying jurisdiction-specific considerations where appropriate. The combined Dudek fee proposal totals $346,930.00.
Following coordination with the City of Monte Sereno and Dudek, the parties agreed to pursue a joint project structure under which (1) the Town would contract directly with Dudek as lead agency and (2) the Town and the City of Monte Sereno would enter into a separate cost recovery and project coordination agreement to address Monte Sereno reimbursement and interagency coordination.
ITEM NO. 10.
PAGE 3 OF 4
SUBJECT: Authorize Professional Services Agreement with Dudek; Authorize Cost Sharing Agreement with Monte Sereno
DATE: April 7, 2026
Dudek has confirmed May 1, 2026, as the project start date, and the agreement package now includes the final combined scope of services and fee schedule for Council consideration.
DISCUSSION:
The Dudek scope is organized into seven tasks that combine existing conditions documentation, traffic and evacuation simulation modeling, operational strategy development, public and stakeholder engagement, and final grant-ready deliverables. The combined scope will result in one joint report for the Town of Los Gatos and the City of Monte Sereno, with Los Gatos administering the consultant agreement and Monte Sereno participating through interagency coordination and cost recovery, while still supporting jurisdiction-specific review, recommendations, and presentation needs where identified in the scope.
The related cost recovery agreement provides a straightforward billing structure that supports coordinated evacuation planning across both jurisdictions while giving each agency clarity regarding cost responsibility. Under that agreement, Monte Sereno will reimburse Los Gatos a fixed one-time Town project management and contract administration fee of $4,000.00 with the first quarterly invoice and will reimburse Los Gatos quarterly for an amount equal to fifteen percent (15%) of the Dudek invoices billed to the Town for the joint project during the preceding quarter.
The interagency agreement also provides cost-control protections and clear billing procedures.
Any change to the Dudek scope or compensation that would increase Monte Sereno’s reimbursement obligation will require Monte Sereno’s prior written approval. Los Gatos will provide supporting Dudek invoice documentation with each quarterly reimbursement invoice and will complete a final reconciliation at project closeout.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute the Dudek professional services agreement, authorize the associated expenditure and budget adjustment, and authorize the related cost recovery and project coordination agreement with the City of Monte Sereno.
COORDINATION:
Prepared in coordination with the Town Manager’s Office, Parks and Public Works, and the Town Attorney’s Office.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
ITEM NO. 10.
PAGE 4 OF 4
SUBJECT: Authorize Professional Services Agreement with Dudek; Authorize Cost Sharing Agreement with Monte Sereno
DATE: April 7, 2026
Attachments:
1. Agreement for Services - Dudek – Town-Wide Evacuation Plan with Simulation Based Modeling
2. Cost Sharing Agreement - Los Gatos & Monte Sereno - Town-Wide Evacuation Plan with Simulation Based Modeling
ITEM NO. 10.
AGREEMENT FOR SERVICES
Agreement for Services
Dudek
Town-Wide Evacuation Plan with Simulation-Based Modeling
PREAMBLE
THIS AGREEMENT is by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) and Dudek (“Contractor”), a Corporation and whose address is 687 S Coast Highway 101, Suite 110, Encinitas, CA 92024. This Agreement is made with reference to the following facts.
I. RECITALS
A. Town issued a Request for Proposals for the services described in this Agreement, and the Contractor was selected based on a combination of cost and experience with similar work to the Town.
B. Contractor represents and affirms that it is willing to perform the desired work pursuant to this Agreement.
C. Town desires to engage Contractor to provide professional consulting services to prepare a Town-Wide Evacuation Plan with Simulation-Based Modeling for the Town of Los Gatos and the City of Monte Sereno, as more fully described in Exhibit A
D. Contractor warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement. Contractor acknowledges Town has relied upon these warranties to retain the Contractor.
II. AGREEMENT
A. Scope of Services. Contractor shall provide services as described in the Scope of Services, which is hereby incorporated by reference and attached as Exhibit A.
B. Standard of Care. Contractor shall perform the services under this Agreement in a manner that is consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances in the same or similar locality at the time of performance.
C. Term. The term of this Agreement shall be from May 1, 2026 to Sunday, April 30, 2028.
D. Compliance with Laws. The Contractor shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Contractor represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for the Contractor to practice its profession. Contractor shall maintain a Town of Los Gatos business license as required in Chapter 14 of the Code of the Town of Los Gatos.
E. Sole Responsibility. Contractor shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement.
F. Information/Report Handling. All documents furnished to the Contractor by the Town and all reports and supportive data prepared by the Contractor 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 the Contractor in connection with the performance of its services pursuant to this Agreement are confidential until released by the Town to the public, and the Contractor shall not make any of these documents or information available to any individual or organization not ATTACHMENT 1
ITEM NO. 10.
Agreement for Services
Dudek
employed by the Contractor or the Town without the written consent of the Town before such release. The Town acknowledges that the reports to be prepared by the Contractor 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 Contractor in connection with other projects shall be solely at Town's risk, unless Contractor expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of Contractor which is and has been confirmed in writing by Contractor to be a trade secret of the Contractor.
G. Compensation: Compensation for services at the rates set forth in Exhibit A and in the amount not to exceed $346,930.00, inclusive of all costs subject to appropriation of funds, notwithstanding any other provision in this agreement. Payment shall be based upon Town approval of each task.
H. 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
Email (preferred): [email protected]
I. Availability of Records. Contractor shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Contractor shall make these records available to authorized personnel of the Town at the Contractor offices during business hours upon written request of the Town.
J. Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Contractor. No portion of these services shall be assigned or subcontracted without the written consent of the Town.
K. Independent Contractor. It is understood that the Contractor, 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 Contractor 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. Contractor agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Contractor 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 Contractor or is based on allegations of Contractor's negligent performance or wrongdoing.
L. Conflict of Interest. Contractor understands that its professional responsibilities are solely to the Town. The Contractor has and shall not obtain any holding or interest within the Town of Los Gatos. Contractor has no business holdings or agreements with any individual member of the Staff or management of the Town or its
ITEM NO. 10.
Agreement for Services
Dudek
representatives, nor shall it enter into any such holdings or agreements. In addition, the Contractor 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. Contractor 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 Contractor discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Contractor shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship.
M. Non-Discrimination. Contractor warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither the Contractor 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
A. Minimum Scope of Insurance:
1. Contractor 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.
2. Contractor 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.
3. Contractor shall provide to the Town all certificates of insurance, with original endorsements effecting coverage. Contractor agrees that all certificates and endorsements are to be received and approved by the Town before work commences.
B. General Liability:
1. 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 Contractor; products and completed operations of the Contractor, premises owned or used by the Contractor.
2. The Contractor'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 agents shall be excess of the Contractor's insurance and shall not contribute with it.
3. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or agents.
ITEM NO. 10.
Agreement for Services
Dudek
4. The Contractor'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.
C. 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 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.
D. Workers’ Compensation. In addition to these policies, Contractor 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, Contractor shall ensure that all subcontractors employed by Contractor provide the required Workers' Compensation insurance for their respective employees. As required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than one million dollars ($1,000,000) per accident for bodily injury or disease.
E. Indemnification. The Contractor shall indemnify the Town its elected and appointed officials, employees and agents 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 to the extent caused by a negligent act or omissions of the Contractor, or any of the Contractor's officers, employees, or agents or any subcontractor. Contractor shall defend the Town against any such claims. Notwithstanding the foregoing, with respect to any professional liability claim or lawsuit, this indemnity does not include providing the primary defense of Town, provided, however, Contractor shall be responsible for Town’s defense costs to the extent such costs are incurred as a result of Contractor’s negligence.
IV. GENERAL TERMS
A. 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.
B. 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.
C. Mediation. Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation.
The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties. In the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a blind draw. The cost of mediation shall be borne equally by the parties.
Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
ITEM NO. 10.
Agreement for Services
Dudek
D. Termination of Agreement. The Town and the Contractor 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 Contractor shall deliver to the Town all plans, files, documents, reports, performed to date by the Contractor. In the event of such termination, Town shall pay the contractor 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.
E. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Contractor.
F. 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 95030Email: [email protected] Dudek
687 S Coast Highway 101, Suite 110, Encinitas, CA 92024 or personally delivered to the Contractor to such address or such other address as the Contractor designates in writing to Town.
G. Excusable Delay. Contractor will not be responsible for damages or be in default by reason of delays caused by factors beyond Contractor’s reasonable control.
H. 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.
I. Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and the Contractor. 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.
Attachments:
A - Exhibit A - Scope of Services
B - Exhibit B - Fee Schedule
ITEM NO. 10.
IN WITNESS WHEREOF, the Town and the Contractor have executed this Agreement.
TOWN OF LOS GATOS: CONTRACTOR: Dudek
**signature_92785**
SIGNATURE
Chris Constantin
FULL NAME
Town Manager
TITLE
**date_signed_92785**
DATE SIGNED
**signature_92786**
SIGNATURE
Joseph Monaco
VENDOR SIGNATORY'S FULL NAME
President & CEO
VENDOR SIGNATORY'S TITLE
**date_signed_92786**
DATE SIGNED
Approved as to form:
**signature_92783**
SIGNATURE
Gabrielle Whelan
FULL NAME
Town Attorney
TITLE
**date_signed_92783**
DATE SIGNED
The execution date is the date on which the last party has signed.
ITEM NO. 10.
Exhibits List
A - Exhibit A - Scope of Services
B - Exhibit B - Fee Schedule
ITEM NO. 10.
Exhibit A
Exhibit A - Scope of Services
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 4 Scope of Services
Task 1. Project Management and Coordination
This task includes necessary activities to manage the Town and City-Wide Evacuation Plan with Simulation-Based Modeling project, including correspondence, invoicing, oversight, and quality assurance/quality control tasks to be conducted by the Dudek project manager and/or designee over the project period. If requested, Dudek will provide the necessary documentation to the Town of Los Gatos (Town) to support grant reporting. Project invoices will be submitted monthly and will include the supporting documentation required by the Town. Dudek Project Manager Jeremy Cawn will oversee Dudek’s successful completion of all tasks and deliverables for this contract.
Jeremy will direct Dudek’s efforts in accordance with the project schedule and budget. We believe that frequent, responsive communication is the best management practice to keep the project moving forward, and we will apply this approach to this project. As the project manager, Jeremy will do the following:
Establish a regular reporting and communication process for project status, budget, and schedule updates, and problem/resolution identification
Hold a kickoff meeting with the project team
Hold regular project management meetings with key project staff to coordinate work efforts, check on task completion, and review budget conformance
Update the project scope, schedule, progress reports, and inventories of available data, as necessary, so that all team members are aware of information that may affect their work products and schedules Deliverables
Project plan (digital Word or PDF)
Kickoff meeting agenda and minutes (digital Word or PDF) Monthly progress report and invoice (digital Word or PDF) Assumptions
The kickoff meeting will be scheduled for 60 minutes
Weekly meetings will be scheduled for 30 minutes, unless otherwise requested by the Town Task 2. Existing Conditions Report
To support the work in Task 3, Traffic Simulation Modeling, Dudek–CRA will develop an existing conditions report that will provide background and foundational research upon which to build evacuation and resilience strategies.
This report will begin with an introduction, purpose, regulatory review, and relationship to existing plans. This will be followed by a high-level overview of Town-wide information, including socioeconomic characteristics and the natural and built environment. Dudek will utilize census data, land use and parcel data, and the existing safety element to understand community characteristics. Dudek will describe major wildfire events from the last ten years and discuss the impacts of these events on the Town’s transportation network.
Additionally, as part of the existing conditions report, Dudek–CRA will evaluate the Town and City’s existing evacuation zones to identify opportunities to improve zone structures during phased evacuations, in particular considering zones with constrained roadways and parcels and populations with access and functional needs.
After an audit of the evacuation zones, as described in Task 3 below, Dudek–CRA will coordinate updated signal timing plans for the Town along key evacuation corridors. The following describes the regulatory and policy review,
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 5 community infrastructure risk assessment, and evacuation zone assessment that will be incorporated into the existing conditions report.
Task 2.1 Regulatory and Policy Review
As part of the overall existing conditions report, Dudek will conduct a literature review of applicable federal, state, regional regulations, and local hazard mitigation and emergency plans and will summarize preparedness documents in the report. Dudek will meet with the Town and City to identify existing programs and initiatives that are successful, as well as gaps in mitigation and emergency management. An analysis of agency emergency functions, communication, and coordination networks will include governance structures, social media, neighborhood watch programs, and federal, state, regional, local, and transit agency roles and responsibilities.
Task 2.2 Community Infrastructure Risk Assessment
Dudek will develop a localized Los Gatos Travel Demand Model to evaluate transportation infrastructure capacity from an organizational and planning perspective. For purposes of the evacuation modeling in Task 4.2 below, the City of Monte Sereno’s streets and land uses will be incorporated into the Town’s model. We will conduct a transportation network identification exercise that includes a description of the roadway network, network capacity (including during contraflow conditions if applicable), bottleneck/pinch points due to roadway capacity, one-way in/out access, poor road conditions, bridges with known increased risk for scour, bridges that serve as the single access point in rural areas, difficult topography (steep grades), and potential points of catastrophic failure during a major evacuation event. To meet the criteria of Senate Bill 99, the existing conditions report will identify residential developments in hazard areas that do not have at least two emergency evacuation routes, as well as existing subdivisions in the state responsibility areas or very high fire hazard severity zones without secondary egress routes (Public Resource Code Section 4290.5).
Task 2.3 Evacuation Zone Assessment
Dudek–CRA project team will review and incorporate the Town and City’s existing evacuation zones (e.g., Genasys Protect-compatible) into modeling and operational planning, while also evaluating whether alternative or supplemental zone structures may better support phased evacuation strategies and clearance time analysis. This assessment will also consider constrained areas and access and populations with access and functional needs, specifically to identify how to improve evacuation for special and at-risk populations.
Deliverables
Existing conditions report
Evacuation plan goals and objectives
Task 3. Signal Timing Plans
Dudek-CRA understands that the Town is currently moving forward with the implementation of the Los Gatos Smart Signal Adaptive Signal Control and Advanced Traffic Management Systems project. This initiative provides Town staff with the capability to operate traffic signals remotely and supports a system that can adapt to emergency conditions. Our team intends to fully utilize the capabilities of the Centracs system to support the development of an effective evacuation plan and corresponding evacuation signal timing strategies.
To begin, Dudek-CRA will coordinate with Town and City staff to gather the most current resources, including as-built plans, existing traffic signal timing sheets, equipment specifications, and the traffic interconnect plan. Following this information gathering, we will conduct a brief interview with key Town and City staff and, if needed,
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 6 representatives from law enforcement to better understand the procedures followed during an activation of the Emergency Operations Center.
Building upon this foundation and the results of preliminary evacuation analysis, the project team will prepare up to two evacuation signal timing plans for each intersection. These timing plans will be tested using the evacuation model to evaluate their effectiveness in improving clearance times. Based on the results, adjustments will be made to optimize the timing recommendations as needed. Because emergencies involve multiple unpredictable variables, we will also provide a summary sheet that outlines various signal timing strategies, including operating signals in free mode or implementing green waves along specific corridors. Each strategy will be paired with guidance on when it may be most applicable.
Our intent is not to provide an exhaustive catalog of solutions. Instead, we aim to equip the Town’s Emergency Operations Center with a practical set of tools that support flexible and informed decision-making during emergency situations.
Deliverables
Signal timing plans
Assumptions
Up to 2 signal timing plans per signal (66 total)
Task 4. Traffic Simulation Modeling
As detailed previously, by developing the Town’s travel demand model (based on the Valley Transportation Authority’s [VTA] model) and our deep understanding of evacuation analysis, we propose a Town model that will serve dual purposes:
a refined transportation model and a flexible evacuation model. As part of this effort, the GIS analysis tools developed will be designed to function either as a standalone model using Network Analyst or as an integrated add-on to the Town of Los Gatos model. This innovative modeling approach emphasizes reasonable and probable scenarios and leverages AI-supported GIS Network Analyst tools alongside Vissim microsimulation to evaluate the transportation network’s capacity, safety, and emergency response under various wildfire conditions and background traffic scenarios (e.g., typical weekday, weekend, and beach traffic conditions).
Task 4.1 Los Gatos Travel Demand Model
Dudek will develop a localized Los Gatos Travel Demand Model that is consistent with VTA’s Local Transportation Model Consistency Guidelines. For purposes of the evacuation modeling in Task 4.2 below, the City of Monte Sereno’s streets and land uses will also be incorporated into the Town’s model. The following are the tasks needed to complete the work.
Dudek will conduct traffic data collection for various scenarios: weekday, typical weekend, and beach traffic weekend to support the Los Gatos Travel Demand Modeling effort. Daily traffic counts for the various scenarios will be collected at a selection of up to five gateways around the Town and City boundaries to capture a snapshot of typical traffic entering and leaving the Town and City. The traffic counts collected will be used to validate the highway and street network in the model, along with making sure external trips going in and out of the Town and City are validated. If needed, Big Data (Bluetooth data from vehicles) will be used to update trip matrices in the model and to optimize travel patterns within the Town.
For the data processing step, Dudek will use current and proposed land use information from the VTA regional model and review employment and household data within Los Gatos and stratify them by types of employment and household income/size. In addition, Dudek will develop a refined roadway network within Los Gatos to include
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 7 additional local streets and roads that are not present in the regional VTA model. To validate the land use information, control totals from the Town and City’s General Plans and the VTA model will be used to establish the existing conditions base year model. For future land use data, Dudek will gather input from local land use plans, the Town and City’s General Plans, and the VTA regional model. If necessary, Dudek will expand the number of traffic analysis zones within the Town in the updated model for increased detail.
Regarding the software used for the Los Gatos Model, Dudek will utilize the CUBE software for its development to stay consistent with the VTA travel demand model. The Los Gatos Model will be validated using guidance from the Federal Highway Administration’s (FHWA) Travel Model Validation and Reasonability Check Manual, 2nd Edition.
Root mean squared error analysis (RMSE) of selected highway volumes in the model network will be compared to the traffic counts for validation purposes. Land use data will also be validated against general plans, VTA’s land use data, and U.S. Census data.
During the development of the Los Gatos Model, technical memorandums on these steps, including traffic data collection, data processing, model software selection, and calibration/validation, will be created by Dudek and reviewed by Town staff before their implementation and deployment. Upon completion of the travel demand model, Dudek will submit it to VTA for review and for consistency approval.
Task 4.2 Evacuation Simulation Modeling
The Dudek–CRA team understands that the Town and City-Wide Evacuation Plan needs to result in the identification of deficiencies in the transportation network and effective strategies to increase resiliency to mitigate the wildfire hazard risk. Effective modeling of wildfire-related hazards requires a tailored approach, as different hazards demand distinct mitigation strategies. Our hybrid approach will build upon existing conditions and model real-world scenarios by integrating an AI-supported GIS Network Analyst with Vissim microsimulation to assess the transportation network’s capacity, safety, and emergency response under various hazard conditions.
Rather than relying on worst-case scenarios, which often overwhelm local networks and lead to inaction, our approach prioritizes reasonable and probable scenarios. By comparing risk factors against historical fire data and catastrophe models, we ensure a more pragmatic analysis. The GIS component will map high-risk zones for wildfires; fire progression using FlamMap based on vegetation (fuels), slope, aspect, elevation, wind speed, wind direction, and fuel moisture; and road network data to identify evacuation bottlenecks and vulnerable infrastructure. Additional layers will include population density, vehicle ownership, and demographic data to estimate evacuee distribution and assess accessibility to community resilience hubs, emergency shelters, and alternative evacuation routes, incorporating real-world terrain and road grade factors.
Vissim microsimulation will complement GIS analysis by dynamically modeling traffic flow under different evacuation scenarios. The simulation will assess congestion, stop-and-go conditions, contraflow operations, and emergency-vehicle prioritization while testing traffic-control strategies, signal-timing adjustments, and phased evacuations based on hazard severity, warning time, and network capacity. The models will operate in a feedback loop — Vissim will identify congestion points, which will then be refined in the GIS analysis, enhancing the accuracy of evacuation planning. Evacuation destinations will be based on various factors, including availability of evacuating spaces, characteristics of the evacuee (i.e., ages, ability, income, as recent historical fires have shown that not all evacuees head toward an evacuation center; those with ability to do so would evacuate toward friends/family outside of the evacuation zones, hotel, temporary lodging, and other options) and identification of those most vulnerable to climate risks. Our team has extensively studied these factors and will factor them into our evacuation modeling.
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 8 To ensure compliance with Assembly Bill (AB) 747 and AB 1409, multiple hazard-based evacuation scenarios will be developed that are applicable to both the Town of Los Gatos and the City of Monte Sereno. The wildfire model will integrate the California Department of Forestry and Fire Protection (CAL FIRE) Fire Hazard Severity Zones and Dudek’s extensive understanding of fire progression to determine evacuation pace/notification, among other factors.
The Dudek team will prepare a report that includes a series of GIS-based wildfire hazard and evacuation vulnerability maps, identification of critical corridors, at-risk road segments, hot spot areas, location for potential improvements, evacuation time, and next steps. Additionally, 3D visualizations of evacuation scenarios will support public outreach and stakeholder engagement, providing decision makers with a clear understanding of evacuation strategies. Figure 1 shows an example of 3D vehicle flow during a Vissim simulation from a regional network and individual intersection perspective. The Dudek team will ensure that the report’s findings are aligned with and build upon the current planning process for the Local Hazard Mitigation Plan and Community Wildfire Protection Plan.
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 9 Figure 1. 3D Vehicle Flow
By integrating GIS for hazard identification and Vissim for real-time traffic modeling, this hybrid approach will result in meaningful, data-driven, adaptable evacuation strategies for recommendation in the Town and City-Wide Evacuation Plan. This methodology enhances preparedness and informs long-term infrastructure investments to improve
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 10 transportation resiliency, ensuring that emergency response plans align with the Town’s resiliency goals and state-level mandates.
Task 4.3 Fire Progression Modeling
GIS-based fire behavior modeling is a cost-effective means for estimating potential fire behavior and appropriate evacuation trigger points. Modeling fire behavior in a GIS interface through the use of FlamMap fire behavior modeling systems requires various GIS and non-GIS input data files, including vegetation (fuels), slope, aspect, elevation, wind speed, wind direction, and fuel moisture. The following summarizes our approach to fire behavior modeling in the Town.
The initial task when conducting fire behavior modeling in a GIS-based environment, such as FlamMap, is the development of a landscape (.lcp) file that serves as the base for the modeling runs. The base files that ultimately are used to create the landscape file will be generated in the ArcGIS software package and include a minimum of five distinct data sets:
Elevation: The elevation data set will be derived from the highest-resolution data set available for the Town or from one that will work appropriately given the extent of the analysis area. The resulting elevation grid file will represent units of feet above mean sea level. Slope: Using ArcGIS Spatial Analyst tools, a slope grid file will be generated from the elevation grid file.
The resulting slope grid file will represent units of percent of inclination from horizontal. Aspect: Using ArcGIS Spatial Analyst tools, an aspect grid file will be generated from the elevation grid file.
The resulting aspect grid file will represent azimuth degrees. Fuel Type: Dudek will evaluate the availability of public fuel model data sets. Should a public data set be determined to be unsuitable for inclusion in the modeling runs, Dudek would use vegetation coverage data in the form of a GIS shapefile to create a fuel model file. Vegetation types will be classified into fuel models. Fuel model classifications will be based on field observations and comparison with other available data sets. Once fuel model values are assigned to vegetation types, the vector-based vegetation data file will be converted to a grid file.
Canopy Cover: Using ArcGIS Spatial Analyst tools, a canopy cover grid file will be generated from the fuel grid file. Canopy cover will be assigned based on fuel type and may vary depending on field observations.
Canopy coverage units will range from 0 to 4 (representing 0%–25% canopy coverage, 25%–50% canopy coverage, and so on).
Following file conversions, the five necessary input grid files will be exported to ASCII format. The FlamMap software package will then be used to create the landscape file (.lcp) from these ASCII files. All files will be created in the following coordinate system: NAD 83, California State Plane, Zone 5, with units in feet.
The other necessary input files for performing fire behavior analysis in FlamMap are fuel moisture (.fms) and custom fuel (.fmd) files. Historic weather data will be derived from local Remote Automated Weather Stations (RAWS) and processed using the FireFamily Plus software package to determine 97th percentile weather values for fuel moisture, 20-foot wind speed, and wind direction. The resulting data will be used to create the necessary fuel moisture files for inclusion in fire behavior modeling efforts. The custom fuel file will be created based on standard fuel model variables. Finally, wind direction and speed data (derived from RAWS analysis) will be noted as these variables are entered directly at the time of modeling analysis.
Following completion of the landscape, weather, and fuel moisture files, Dudek will run up to three fire behavior scenarios near the Town and City.
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 11 Modeling results will be used to create project-related recommendations associated with evacuation procedures, trigger points, and firefighter safety zones and escape routes. All modeling results will be graphically presented in maps and exhibits and will be used to develop criteria for determining lead time needed for notification and evacuation of various areas based on historical fires, modeling results, and traffic modeling results.
Deliverables
Results of the data analysis with maps and charts that identify high-risk zones and show vulnerable areas of the transportation network
Evacuation route capacity, safety, and viability report and associated analytical tools All GIS data files (shapefiles, grids, images)
The completed landscape file (.lcp) and associated weather and fuel moisture files (.fms, .fmd) Digital copies of all prepared graphics/maps (PDF)
Assumptions
Asset data will be publicly available or made available by the Town.
Task 5. Evacuation Strategy and Operational Planning
Building upon the findings of Task 4, which identified vulnerabilities in evacuation routes, critical infrastructure, and network capacity under emergency conditions, Task 5 will develop a comprehensive, multi-pronged strategy to improve evacuation effectiveness and overall resilience. Recognizing that infrastructure upgrades alone are insufficient to address the complex challenges posed by climate-related disasters, such as wildfire, this task will integrate technology, emergency response enhancements, and policy-driven solutions to create practical and implementable strategies. Our recommendations will be rooted in real-world experience, drawing from after-action reports of past evacuations to ensure that they are feasible, prioritized, and adaptable based on funding availability and ease of implementation. Rather than relying on a single technological solution, we will propose a toolkit of prioritized strategies (i.e., planning, operational, hardening, and procedural) that can be progressively implemented so that critical improvements are in place before an emergency occurs.
A key focus of Task 5 is enhancing public warning and communication systems to address challenges associated with infrastructure failures during disasters. Traditional wireless-based alert systems are vulnerable to cellular network failures caused by fire damage or congestion from excessive public use. To mitigate this risk, we will explore satellite-integrated mobile alerts, leveraging emerging technologies, such as T-Mobile’s partnership with Starlink, to ensure continued access to emergency notifications even in areas with poor reception. This analysis will include an assessment of the required level of integration, cost, cost-sharing agreements, and implementation feasibility. In addition, a multimodal communication strategy will be developed, incorporating geo-targeted SMS, social media alerts, digital highway signage, and automated calls to ensure broad and inclusive outreach, particularly for non-English speakers and individuals with access and functional needs.
Beyond communication, we will examine multiple strategies to assist the Town in managing evacuations effectively. These strategies will include AI-assisted traffic control, smart cameras for evacuation monitoring, redundant bandwidth to support emergency communications, and strategic road widening that can facilitate emergency traffic flow when needed. Figure 2 provides an example of potential road widening strategies that would support multimodal use, while not inducing additional vehicle demand during day-to-day operations.
Additionally, infrastructure for sheltering in place will be considered, with a focus on establishing community resilience hubs equipped with emergency power, electric vehicle charging stations, and essential supplies in highrisk areas. Some improvements can be simple yet highly effective—for example, well-maintained roadside pull-off areas in rural zones can serve as temporary vehicle holding zones during evacuations, allowing firefighters to
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 12 control and coordinate traffic flow more effectively. Pull-off areas, while not the only factor affecting evacuation, were shown to be helpful during the 2020 firestorms. These cost-effective solutions can play a crucial role in improving overall evacuation efficiency.
Figure 2. Road Widening Strategies
To further strengthen emergency response capabilities, in coordination with key Town departments, including and not limited to, law enforcement, fire, parks and public works and utilizing findings from the evacuation simulation and fire progression modeling from Task 4, Task 5 will identify evacuation trigger points and zone-specific phase evacuation strategies for a wildfire evacuation event, to improve overall evacuation safety. As part of this coordination, Dudek-CRA will define primary and secondary evacuation routes, traffic control points, Temporary Evacuation Points (TEPs), and staging areas.
The final deliverables for Task 5 will include a Multi-Pronged Evacuation Strategy Report, to include recommended infrastructure improvements, cutting-edge technology, a response tool-kit, and a robust public communication strategy with supporting graphics. Task 5 will provide a resilient, data-driven, and resource-efficient evacuation framework that ensures preparedness for a range of wildfire scenarios.
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 13 Deliverables
Results and their interpretations that identify evacuation vulnerabilities and recommend physical and operational evacuation improvements (i.e., traffic flow improvements, traffic control points, infrastructure improvements, use of emergency signage, single egress communities, and ) Recommended transportation improvements (Multi-Pronged Evacuation Strategy Report) with maps and decision-supporting tools to guide zone activation.
Assumptions
Up to three Dudek staff members will attend up to two virtual meetings with key Town departments.
Task 6. Public and Stakeholder Engagement
Dudek–CRA will support the Town and City with public and stakeholder engagement, including coordinating a multi-agency workshop, presenting to the Town Council and Planning Commission, and attending key public outreach events to solicit feedback on evacuation strategies and zone coordination developed in the previous tasks.
Task 6.1 Town and Partner Agency Workshop
Dudek–CRA will coordinate and prepare a two-hour virtual workshop to solicit feedback from Town departments and partner agencies. The workshop will include a presentation on the findings from Task 3 to support final deliverables for Task 4 and Task 5.
Task 6.2 Town Council and Planning Commission Meetings
Dudek–CRA will prepare a presentation to solicit feedback from the Town Council and Planning Commission, with the aim of supporting the final deliverables for Tasks 4 and 5. As part of this task, Dudek–CRA will also present final deliverables to the Town Council.
Task 6.3 Public Outreach
Dudek–CRA will attend key public outreach and engagement activities planned by the Town to hear feedback from the public and support final deliverables for Task 4 and Task 5.
Deliverables
2-hour virtual multi-agency workshop, with PPT and guided discussions, and an interactive exercise
1 slide deck for each Town Council presentation
Assumptions
Up to three Dudek staff in attendance at up to three in person presentations Up to three Dudek staff in attendance at up to three community outreach presentations Task 7. Final Grant-Ready Deliverables and Formatting
Pulling from the previous tasks, Dudek will assemble all previous deliverables into a high-quality, easy-to-use, and accessible document. Dudek will prepare an Administrative Draft Town and City-Wide Evacuation Plan for one round of consolidated review and comment by the Town and City staff. As part of this effort, Dudek will assist the Town staff in preparing and presenting the revised Draft Town and City-Wide Evacuation Plan to the Town Council. Upon review and receipt of all public and elected official comments, Dudek will prepare the Final ETRP in an Americans
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 14 with Disabilities Act compliant format. Similar to that of the Draft Town-Wide Evacuation Plan, Dudek will assist the Town OES staff in preparation of the Final ETRP for approval to the Town Council.
Dudek will prepare grant-ready materials formatted to meet Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP) and CAL FIRE Wildfire Prevention grant requirements. This includes FEMAand CAL FIRE-compatible narratives, GIS layers, and visual outputs suitable for integration into CalMapper and other grant portals. A summary action matrix will be provided, detailing prioritized actions, estimated costs, and designated responsible parties to support implementation and funding strategies. All outputs will be structured to facilitate seamless inclusion in future grant applications and Town planning initiatives.
Deliverables
VTA accepted travel demand model
Updated signal timing plans for key evacuation routes All project-related GIS shape files (e.g., zone boundaries, evacuation routes) Simulation model outputs and visualization files
Administrative draft of the executive summary and maps for public distribution Administrative draft of the Town and City-Wide Evacuation Plan for the Town staff Revised draft of the Town and City-Wide Evacuation Plan for public officials Final Town and City-Wide Evacuation Plan
Meeting agendas and minutes from the draft and final and City Town-Wide Evacuation Plan presentations
Summary action matrix
FEMA HMGP grant compatible project narrative
CAL FIRE wildfire prevention grant compatible narrative GIS layers and visual outputs compatible with CalMapper and other grant portals Assumptions
Up to two Dudek staff members will attend the Draft Town and City-Wide Evacuation Plan presentation.
Up to two Dudek staff members will attend the Final Town and City-Wide Evacuation Plan presentation.
ITEM NO. 10.
Exhibit B
Exhibit B - Fee Schedule
ITEM NO. 10.
202502547_Town Wide Evacuation Plan with Simulation Based Modeling Town of Los Gatos
202502547_Town Wide Evacuation Plan with Simulation Based Modeling
DUDEK FEE ESTIMATE
3/16/2026
Project Team Role: Specialist V
Senior Specialist
IV
Senior Project
Director
Environmental Analyst IV Specialist I
Project
Director/Environm
ental Specialist II Senior Specialist I Analyst III GIS Analyst I Team Member: Jeremy Cawn Robert Ball Michael Huff Erin Figurelli Matthew Crockett Dennis Pascua Specialist II Arthur Chen Tyler Mathews GIS Analyst I Billable Rate: $185 $275 $350 $135 $155 $300 $175 $195 $135 $130 Hours Fee Task 1 Project Management
1.1 Project Plan 4 4 $740 $740
1.2 Weekly Project Meetings 40 20 60 $12,900 $12,900
1.3 Monthly Reporting 18 18 $3,330 $3,330
1.4 Communication 18 18 $3,330 $3,330
1.5 Kick-off Meeting 2 2 1 1 1 1 1 9 $2,055 $2,055
Subtotal Task 1 82 22 1 1 1 1 1 109 $22,355 $22,355
Task 2 Existing Conditions Report
2.1 Regulatory and Policy Review 8 8 24 40 $6,920 $6,920
2.2 Community Infrastructure Risk Assessment 12 12 60 84 $13,620 $13,620
2.3 Evacuation Zone Assessment 20 4 10 34 $6,150 $6,150
2.4 Existing Conditions Report
2.4.1 Draft Report 8 8 48 60 124 $17,960 $17,960
2.4.2 Evacuation Plan Goals and Objectives 10 16 16 42 $8,410 $8,410 Subtotal Task 2 58 48 158 60 324 $53,060 $53,060
Task 3 Signal Timing Plans 4 4 4 12 $2,680 200 $40,000 $42,680 Task 4 Traffic Simulation Modeling
4.1 Los Gatos Travel Demand Model 20 350 40 410 $79,650 $79,650
4.2 Evacuation Simulation Modeling 12 12 $2,100 495 $110,000 $112,100
4.3 Fire Progression Modeling 32 32 $4,960 $4,960
Subtotal Task 4 32 20 12 350 40 454 $86,710 $196,710
Task 5 Evacuation Strategy and Operational Planning
5.1 Multi-Pronged Evacuation Strategy Report 12 14 90 116 $18,220 $18,220 Subtotal Task 5 12 14 90 116 $18,220 $18,220
Task 6 Public and Stakeholder Engagement
6.1 Town and Partner Agency Workshop 10 10 12 8 8 48 $9,020 $9,020
6.2 Town Council and Planning Commission Meetings 24 4 24 52 $10,220 $489 $10,709
6.3 Public Outreach 12 12 12 36 $6,660 $489 $7,149
Subtotal Task 6 46 14 12 8 12 44 136 $25,900 $979 $26,879 Task 7 LG Final Grant-Ready Deliverables and Formatting 16 12 50 78 $13,010 $13,010 Total Hours 214 110 1 311 41 25 28 399 40 60 1229 695
Total $39,590 $30,250 $350 $41,985 $6,355 $7,500 $4,900 $77,805 $5,400 $7,800 $221,935 $150,000 $979 $372,914 Percent of Hours (Base) 17% 9% 0% 25% 3% 2% 2% 32% 3% 5% Discounted
Cost $346,930
OTHER DIRECT
COSTS TOTAL FEE
CR Associates
Dudek Labor Hours and Rates Subconsultant Fees
TOTAL
DUDEK
HOURS
DUDEK LABOR
COSTS
Dudek Project Budget Created 3/23/202612:21 PM Page 1 of 1
ITEM NO. 10.
Agreement for Services
Monte Sereno
COST SHARING AGREEMENT
Evacuation Plan with Simulation-Based Modeling
Town of Los Gatos and City of Monte Sereno
PREAMBLE
THIS AGREEMENT is by and between the TOWN OF LOS GATOS, a California municipal corporation, ("Los Gatos"), and the CITY OF MONTE SERENO, a California municipal corporation, ("Monte Sereno"). Los Gatos and Monte Sereno are sometimes referred to in this Agreement individually as a "Party" and collectively as the "Parties."
I. RECITALS
A. Los Gatos intends to enter into a professional services agreement with Dudek for preparation of a joint evacuation plan with simulation-based modeling project for Los Gatos and Monte Sereno (the “Project”).
B. The Dudek scope for the Project is a combined scope that will produce a joint report capturing shared data, analysis, and recommendations for both jurisdictions, with limited distinction between jurisdictions in the final report.
C. Los Gatos will serve as the lead contracting and administrative agency for the Dudek agreement, and Monte Sereno desires to participate in the Project and to reimburse Los Gatos for Monte Sereno’s agreed share of Project costs.
D. The Parties desire to establish the reimbursement, coordination, review, and cost-control terms applicable to Monte Sereno’s participation in the Project.
II. AGREEMENT
A. Purpose and Relationship of Agreements. The purpose of this Agreement is to define how Los Gatos and Monte Sereno will coordinate on the Project and how Monte Sereno will reimburse Los Gatos for Project costs attributable to Monte Sereno’s participation. Los Gatos will contract directly with Dudek as the lead agency for the Project. Monte Sereno will not contract directly with Dudek under this Agreement, but will participate through Los Gatos’ administration of the Dudek agreement.
B. Term. This Agreement shall become effective upon execution by both Parties and shall remain in effect until the later of (a) completion of the Project and (b) final payment and reconciliation of all amounts due under this Agreement, unless earlier terminated in accordance with this Agreement.
C. Los Gatos Responsibilities. Los Gatos shall administer the Dudek agreement, including contract execution, consultant coordination, review of consultant invoices and deliverables for consistency with the Dudek agreement, payment of Dudek invoices, coordination of project meetings, and consolidation of comments where appropriate before transmitting direction to Dudek. Los Gatos shall maintain reasonable records supporting reimbursement requests submitted to Monte Sereno.
D. Monte Sereno Responsibilities. Monte Sereno shall designate a primary project contact authorized to coordinate with Los Gatos on Monte Sereno project matters, provide timely review comments and decisions, provide available Monte Sereno data or information reasonably needed for the Project, participate in coordination meetings and review milestones as reasonably requested, and reimburse Los Gatos in accordance with this Agreement.
ATTACHMENT 2
ITEM NO. 10.
Agreement for Services
Monte Sereno
E. Compensation. Monte Sereno shall reimburse Los Gatos in the amounts and under the billing structure set forth in Exhibit A, attached hereto and incorporated herein by this reference. Monte Sereno’s reimbursement obligation consists of (a) a fixed one-time Los Gatos project management and contract administration fee of Four Thousand Dollars ($4,000.00), and (b) quarterly reimbursement equal to fifteen percent (15%) of Dudek invoices billed to Los Gatos for the joint Project during the preceding quarter, subject to Monte Sereno’s prior written approval of any increase in its reimbursement obligation beyond the current approved Dudek agreement amount.
F. Billing. Los Gatos shall issue Monte Sereno quarterly invoices for the applicable reimbursement amounts shown in Exhibit A, together with supporting Dudek invoice documentation for the quarterly Dudek cost share. The first quarterly invoice shall include the fixed one-time Los Gatos project management and contract administration fee of Four Thousand Dollars ($4,000.00). Each invoice shall be due within thirty (30) days after receipt. Payment shall be net thirty (30) days.
G. Availability of Records. Each Party shall maintain reasonable records relating to its performance under this Agreement and shall, upon reasonable request, make such records available to the other Party for purposes of verifying compliance with this Agreement.
H. No Unapproved Scope Increase. Los Gatos shall not authorize a change order, amendment, or other increase to the Dudek agreement that would increase Monte Sereno’s reimbursement obligation without first obtaining Monte Sereno’s written approval.
I. Reduction or Early Termination. If the Dudek agreement amount is reduced before full performance, or if the Project is terminated and Los Gatos receives a refund, credit, or other net reduction in Dudek contract cost attributable to services not performed, Los Gatos shall credit or refund to Monte Sereno an amount equal to fifteen percent (15%) of that net reduction, but only to the extent of amounts actually paid by Monte Sereno to Los Gatos for that reduced or unperformed work. Los Gatos shall have no obligation to credit or refund Monte Sereno for any portion of a Dudek reduction that has not yet been reimbursed by Monte Sereno. The Los Gatos project management and contract administration fee is fixed and shall not be adjusted unless the Parties amend this Agreement in writing.
III. GENERAL TERMS
A. 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.
B. 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.
ITEM NO. 10.
Agreement for Services
Monte Sereno
C. Termination of Agreement. Either Party may terminate this Agreement with or without cause upon not less than fifteen (15) days’ written notice to the other Party; provided, however, that Monte Sereno shall remain responsible for all approved reimbursement obligations accrued before the effective date of termination.
D. Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the City.
E. 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
Email: [email protected]
City of Monte Sereno
Attn: City Clerk
18041 Saratoga-Los Gatos Road, Monte Sereno, CA 95030
Email: [email protected]
or personally delivered to the Parties to such address or such other address as the Parties designates in writing.
F. 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.
G. Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Monte Sereno. 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.
Attachments:
A - Exhibit A MS Cost Recovery Schedule
B - Exhibit B - Contractor Scope of Services
ITEM NO. 10.
TOWN OF LOS GATOS: CITY OF MONTE SERENO
**signature_93105**
SIGNATURE
Chris Constantin
FULL NAME
Town Manager
TITLE
**date_signed_93105**
DATE SIGNED
**signature_93104**
SIGNATURE
Diana Perkins
FULL NAME
City Manager
TITLE
**date_signed_93104**
DATE SIGNED
Approved as to form: **signature_99350**
SIGNATURE
Kirsten Powell
FULL NAME
**date_signed_99350**
DATE SIGNED
City Attorneykis
TITLE
**signature_93108**
SIGNATURE
Gabrielle Whelan
FULL NAME
Town Attorney
TITLE
**date_signed_93108**
DATE SIGNED
ITEM NO. 10.
Exhibits List
A - Exhibit A MS Cost Recovery Schedule
B - Exhibit B - Contractor Scope of Services
ITEM NO. 10.
Exhibit A
Exhibit A MS Cost Recovery Schedule
ITEM NO. 10.
EXHIBIT A
PROJECT DESCRIPTION AND COST RECOVERY SCHEDULE
Joint Evacuation Plan with Simulation-Based Modeling
Project. Los Gatos will contract with Dudek for preparation of a joint Town-Wide Evacuation Plan with Simulation-Based Modeling for the Town of Los Gatos and the City of Monte Sereno. The combined Dudek scope will result in one joint report capturing shared data, analysis, and recommendations for both jurisdictions, with limited distinction between jurisdictions in the final report.
Cost Recovery Structure. Monte Sereno shall reimburse Los Gatos for (a) a fixed, one-time Los Gatos project management and contract administration fee of $4,000.00, which will be included in the first quarterly invoice, and (b) quarterly reimbursement equal to fifteen percent (15%) of Dudek invoices billed to Los Gatos for the joint Project during the preceding quarter. The amounts in the schedule below are estimates based on the current Dudek agreement amount; quarterly Dudek cost share reimbursements will reflect fifteen percent (15%) of actual Dudek invoices billed to Los Gatos, subject to written approval for any increase in Monte Sereno’s reimbursement obligation.
Payment Timing and Adjustments
A. Los Gatos will issue quarterly invoices after commencement of the Dudek agreement. Each quarterly invoice will be due within thirty (30) days after receipt. The first quarterly invoice will include the fixed $4,000.00 Los Gatos project management and contract administration fee.
B. Each quarterly Dudek cost share invoice will equal fifteen percent (15%) of the Dudek invoices billed to Los Gatos for the joint Project during the preceding quarter, with supporting Dudek invoice documentation.
C. If Monte Sereno approves in writing an increase to the Dudek agreement amount, Los Gatos may invoice Monte Sereno a supplemental amount equal to fifteen percent (15%) of the approved increase.
D. If the Dudek agreement amount is reduced before full performance, or if Los Gatos receives a refund, credit, or other net reduction in Dudek contract cost attributable to services not performed, Los Gatos shall provide Monte Sereno a credit or refund equal to fifteen percent (15%) of the applicable net reduction, less any amounts already properly billed on actual Dudek invoices.
Cost Recovery Schedule
Line Item Basis Amount
Monte Sereno Dudek Cost Share
15% of current Dudek agreement amount
(estimated total $346,930.00; actual billed
quarterly)
$52,039.50
Los Gatos Project Management
and Contract Administration Fee
Fixed, one-time fee billed with first quarterly
invoice $4,000.00
Estimated Total Reimbursement $56,039.50
ITEM NO. 10.
Exhibit B
Exhibit B - Contractor Scope of Services
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 4 Scope of Services
Task 1. Project Management and Coordination
This task includes necessary activities to manage the Town and City-Wide Evacuation Plan with Simulation-Based Modeling project, including correspondence, invoicing, oversight, and quality assurance/quality control tasks to be conducted by the Dudek project manager and/or designee over the project period. If requested, Dudek will provide the necessary documentation to the Town of Los Gatos (Town) to support grant reporting. Project invoices will be submitted monthly and will include the supporting documentation required by the Town. Dudek Project Manager Jeremy Cawn will oversee Dudek’s successful completion of all tasks and deliverables for this contract.
Jeremy will direct Dudek’s efforts in accordance with the project schedule and budget. We believe that frequent, responsive communication is the best management practice to keep the project moving forward, and we will apply this approach to this project. As the project manager, Jeremy will do the following:
Establish a regular reporting and communication process for project status, budget, and schedule updates, and problem/resolution identification
Hold a kickoff meeting with the project team
Hold regular project management meetings with key project staff to coordinate work efforts, check on task completion, and review budget conformance
Update the project scope, schedule, progress reports, and inventories of available data, as necessary, so that all team members are aware of information that may affect their work products and schedules Deliverables
Project plan (digital Word or PDF)
Kickoff meeting agenda and minutes (digital Word or PDF) Monthly progress report and invoice (digital Word or PDF) Assumptions
The kickoff meeting will be scheduled for 60 minutes
Weekly meetings will be scheduled for 30 minutes, unless otherwise requested by the Town Task 2. Existing Conditions Report
To support the work in Task 3, Traffic Simulation Modeling, Dudek–CRA will develop an existing conditions report that will provide background and foundational research upon which to build evacuation and resilience strategies.
This report will begin with an introduction, purpose, regulatory review, and relationship to existing plans. This will be followed by a high-level overview of Town-wide information, including socioeconomic characteristics and the natural and built environment. Dudek will utilize census data, land use and parcel data, and the existing safety element to understand community characteristics. Dudek will describe major wildfire events from the last ten years and discuss the impacts of these events on the Town’s transportation network.
Additionally, as part of the existing conditions report, Dudek–CRA will evaluate the Town and City’s existing evacuation zones to identify opportunities to improve zone structures during phased evacuations, in particular considering zones with constrained roadways and parcels and populations with access and functional needs.
After an audit of the evacuation zones, as described in Task 3 below, Dudek–CRA will coordinate updated signal timing plans for the Town along key evacuation corridors. The following describes the regulatory and policy review,
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 5 community infrastructure risk assessment, and evacuation zone assessment that will be incorporated into the existing conditions report.
Task 2.1 Regulatory and Policy Review
As part of the overall existing conditions report, Dudek will conduct a literature review of applicable federal, state, regional regulations, and local hazard mitigation and emergency plans and will summarize preparedness documents in the report. Dudek will meet with the Town and City to identify existing programs and initiatives that are successful, as well as gaps in mitigation and emergency management. An analysis of agency emergency functions, communication, and coordination networks will include governance structures, social media, neighborhood watch programs, and federal, state, regional, local, and transit agency roles and responsibilities.
Task 2.2 Community Infrastructure Risk Assessment
Dudek will develop a localized Los Gatos Travel Demand Model to evaluate transportation infrastructure capacity from an organizational and planning perspective. For purposes of the evacuation modeling in Task 4.2 below, the City of Monte Sereno’s streets and land uses will be incorporated into the Town’s model. We will conduct a transportation network identification exercise that includes a description of the roadway network, network capacity (including during contraflow conditions if applicable), bottleneck/pinch points due to roadway capacity, one-way in/out access, poor road conditions, bridges with known increased risk for scour, bridges that serve as the single access point in rural areas, difficult topography (steep grades), and potential points of catastrophic failure during a major evacuation event. To meet the criteria of Senate Bill 99, the existing conditions report will identify residential developments in hazard areas that do not have at least two emergency evacuation routes, as well as existing subdivisions in the state responsibility areas or very high fire hazard severity zones without secondary egress routes (Public Resource Code Section 4290.5).
Task 2.3 Evacuation Zone Assessment
Dudek–CRA project team will review and incorporate the Town and City’s existing evacuation zones (e.g., Genasys Protect-compatible) into modeling and operational planning, while also evaluating whether alternative or supplemental zone structures may better support phased evacuation strategies and clearance time analysis. This assessment will also consider constrained areas and access and populations with access and functional needs, specifically to identify how to improve evacuation for special and at-risk populations.
Deliverables
Existing conditions report
Evacuation plan goals and objectives
Task 3. Signal Timing Plans
Dudek-CRA understands that the Town is currently moving forward with the implementation of the Los Gatos Smart Signal Adaptive Signal Control and Advanced Traffic Management Systems project. This initiative provides Town staff with the capability to operate traffic signals remotely and supports a system that can adapt to emergency conditions. Our team intends to fully utilize the capabilities of the Centracs system to support the development of an effective evacuation plan and corresponding evacuation signal timing strategies.
To begin, Dudek-CRA will coordinate with Town and City staff to gather the most current resources, including as-built plans, existing traffic signal timing sheets, equipment specifications, and the traffic interconnect plan. Following this information gathering, we will conduct a brief interview with key Town and City staff and, if needed,
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 6 representatives from law enforcement to better understand the procedures followed during an activation of the Emergency Operations Center.
Building upon this foundation and the results of preliminary evacuation analysis, the project team will prepare up to two evacuation signal timing plans for each intersection. These timing plans will be tested using the evacuation model to evaluate their effectiveness in improving clearance times. Based on the results, adjustments will be made to optimize the timing recommendations as needed. Because emergencies involve multiple unpredictable variables, we will also provide a summary sheet that outlines various signal timing strategies, including operating signals in free mode or implementing green waves along specific corridors. Each strategy will be paired with guidance on when it may be most applicable.
Our intent is not to provide an exhaustive catalog of solutions. Instead, we aim to equip the Town’s Emergency Operations Center with a practical set of tools that support flexible and informed decision-making during emergency situations.
Deliverables
Signal timing plans
Assumptions
Up to 2 signal timing plans per signal (66 total)
Task 4. Traffic Simulation Modeling
As detailed previously, by developing the Town’s travel demand model (based on the Valley Transportation Authority’s [VTA] model) and our deep understanding of evacuation analysis, we propose a Town model that will serve dual purposes:
a refined transportation model and a flexible evacuation model. As part of this effort, the GIS analysis tools developed will be designed to function either as a standalone model using Network Analyst or as an integrated add-on to the Town of Los Gatos model. This innovative modeling approach emphasizes reasonable and probable scenarios and leverages AI-supported GIS Network Analyst tools alongside Vissim microsimulation to evaluate the transportation network’s capacity, safety, and emergency response under various wildfire conditions and background traffic scenarios (e.g., typical weekday, weekend, and beach traffic conditions).
Task 4.1 Los Gatos Travel Demand Model
Dudek will develop a localized Los Gatos Travel Demand Model that is consistent with VTA’s Local Transportation Model Consistency Guidelines. For purposes of the evacuation modeling in Task 4.2 below, the City of Monte Sereno’s streets and land uses will also be incorporated into the Town’s model. The following are the tasks needed to complete the work.
Dudek will conduct traffic data collection for various scenarios: weekday, typical weekend, and beach traffic weekend to support the Los Gatos Travel Demand Modeling effort. Daily traffic counts for the various scenarios will be collected at a selection of up to five gateways around the Town and City boundaries to capture a snapshot of typical traffic entering and leaving the Town and City. The traffic counts collected will be used to validate the highway and street network in the model, along with making sure external trips going in and out of the Town and City are validated. If needed, Big Data (Bluetooth data from vehicles) will be used to update trip matrices in the model and to optimize travel patterns within the Town.
For the data processing step, Dudek will use current and proposed land use information from the VTA regional model and review employment and household data within Los Gatos and stratify them by types of employment and household income/size. In addition, Dudek will develop a refined roadway network within Los Gatos to include
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 7 additional local streets and roads that are not present in the regional VTA model. To validate the land use information, control totals from the Town and City’s General Plans and the VTA model will be used to establish the existing conditions base year model. For future land use data, Dudek will gather input from local land use plans, the Town and City’s General Plans, and the VTA regional model. If necessary, Dudek will expand the number of traffic analysis zones within the Town in the updated model for increased detail.
Regarding the software used for the Los Gatos Model, Dudek will utilize the CUBE software for its development to stay consistent with the VTA travel demand model. The Los Gatos Model will be validated using guidance from the Federal Highway Administration’s (FHWA) Travel Model Validation and Reasonability Check Manual, 2nd Edition.
Root mean squared error analysis (RMSE) of selected highway volumes in the model network will be compared to the traffic counts for validation purposes. Land use data will also be validated against general plans, VTA’s land use data, and U.S. Census data.
During the development of the Los Gatos Model, technical memorandums on these steps, including traffic data collection, data processing, model software selection, and calibration/validation, will be created by Dudek and reviewed by Town staff before their implementation and deployment. Upon completion of the travel demand model, Dudek will submit it to VTA for review and for consistency approval.
Task 4.2 Evacuation Simulation Modeling
The Dudek–CRA team understands that the Town and City-Wide Evacuation Plan needs to result in the identification of deficiencies in the transportation network and effective strategies to increase resiliency to mitigate the wildfire hazard risk. Effective modeling of wildfire-related hazards requires a tailored approach, as different hazards demand distinct mitigation strategies. Our hybrid approach will build upon existing conditions and model real-world scenarios by integrating an AI-supported GIS Network Analyst with Vissim microsimulation to assess the transportation network’s capacity, safety, and emergency response under various hazard conditions.
Rather than relying on worst-case scenarios, which often overwhelm local networks and lead to inaction, our approach prioritizes reasonable and probable scenarios. By comparing risk factors against historical fire data and catastrophe models, we ensure a more pragmatic analysis. The GIS component will map high-risk zones for wildfires; fire progression using FlamMap based on vegetation (fuels), slope, aspect, elevation, wind speed, wind direction, and fuel moisture; and road network data to identify evacuation bottlenecks and vulnerable infrastructure. Additional layers will include population density, vehicle ownership, and demographic data to estimate evacuee distribution and assess accessibility to community resilience hubs, emergency shelters, and alternative evacuation routes, incorporating real-world terrain and road grade factors.
Vissim microsimulation will complement GIS analysis by dynamically modeling traffic flow under different evacuation scenarios. The simulation will assess congestion, stop-and-go conditions, contraflow operations, and emergency-vehicle prioritization while testing traffic-control strategies, signal-timing adjustments, and phased evacuations based on hazard severity, warning time, and network capacity. The models will operate in a feedback loop — Vissim will identify congestion points, which will then be refined in the GIS analysis, enhancing the accuracy of evacuation planning. Evacuation destinations will be based on various factors, including availability of evacuating spaces, characteristics of the evacuee (i.e., ages, ability, income, as recent historical fires have shown that not all evacuees head toward an evacuation center; those with ability to do so would evacuate toward friends/family outside of the evacuation zones, hotel, temporary lodging, and other options) and identification of those most vulnerable to climate risks. Our team has extensively studied these factors and will factor them into our evacuation modeling.
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 8 To ensure compliance with Assembly Bill (AB) 747 and AB 1409, multiple hazard-based evacuation scenarios will be developed that are applicable to both the Town of Los Gatos and the City of Monte Sereno. The wildfire model will integrate the California Department of Forestry and Fire Protection (CAL FIRE) Fire Hazard Severity Zones and Dudek’s extensive understanding of fire progression to determine evacuation pace/notification, among other factors.
The Dudek team will prepare a report that includes a series of GIS-based wildfire hazard and evacuation vulnerability maps, identification of critical corridors, at-risk road segments, hot spot areas, location for potential improvements, evacuation time, and next steps. Additionally, 3D visualizations of evacuation scenarios will support public outreach and stakeholder engagement, providing decision makers with a clear understanding of evacuation strategies. Figure 1 shows an example of 3D vehicle flow during a Vissim simulation from a regional network and individual intersection perspective. The Dudek team will ensure that the report’s findings are aligned with and build upon the current planning process for the Local Hazard Mitigation Plan and Community Wildfire Protection Plan.
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 9 Figure 1. 3D Vehicle Flow
By integrating GIS for hazard identification and Vissim for real-time traffic modeling, this hybrid approach will result in meaningful, data-driven, adaptable evacuation strategies for recommendation in the Town and City-Wide Evacuation Plan. This methodology enhances preparedness and informs long-term infrastructure investments to improve
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 10 transportation resiliency, ensuring that emergency response plans align with the Town’s resiliency goals and state-level mandates.
Task 4.3 Fire Progression Modeling
GIS-based fire behavior modeling is a cost-effective means for estimating potential fire behavior and appropriate evacuation trigger points. Modeling fire behavior in a GIS interface through the use of FlamMap fire behavior modeling systems requires various GIS and non-GIS input data files, including vegetation (fuels), slope, aspect, elevation, wind speed, wind direction, and fuel moisture. The following summarizes our approach to fire behavior modeling in the Town.
The initial task when conducting fire behavior modeling in a GIS-based environment, such as FlamMap, is the development of a landscape (.lcp) file that serves as the base for the modeling runs. The base files that ultimately are used to create the landscape file will be generated in the ArcGIS software package and include a minimum of five distinct data sets:
Elevation: The elevation data set will be derived from the highest-resolution data set available for the Town or from one that will work appropriately given the extent of the analysis area. The resulting elevation grid file will represent units of feet above mean sea level. Slope: Using ArcGIS Spatial Analyst tools, a slope grid file will be generated from the elevation grid file.
The resulting slope grid file will represent units of percent of inclination from horizontal. Aspect: Using ArcGIS Spatial Analyst tools, an aspect grid file will be generated from the elevation grid file.
The resulting aspect grid file will represent azimuth degrees. Fuel Type: Dudek will evaluate the availability of public fuel model data sets. Should a public data set be determined to be unsuitable for inclusion in the modeling runs, Dudek would use vegetation coverage data in the form of a GIS shapefile to create a fuel model file. Vegetation types will be classified into fuel models. Fuel model classifications will be based on field observations and comparison with other available data sets. Once fuel model values are assigned to vegetation types, the vector-based vegetation data file will be converted to a grid file.
Canopy Cover: Using ArcGIS Spatial Analyst tools, a canopy cover grid file will be generated from the fuel grid file. Canopy cover will be assigned based on fuel type and may vary depending on field observations.
Canopy coverage units will range from 0 to 4 (representing 0%–25% canopy coverage, 25%–50% canopy coverage, and so on).
Following file conversions, the five necessary input grid files will be exported to ASCII format. The FlamMap software package will then be used to create the landscape file (.lcp) from these ASCII files. All files will be created in the following coordinate system: NAD 83, California State Plane, Zone 5, with units in feet.
The other necessary input files for performing fire behavior analysis in FlamMap are fuel moisture (.fms) and custom fuel (.fmd) files. Historic weather data will be derived from local Remote Automated Weather Stations (RAWS) and processed using the FireFamily Plus software package to determine 97th percentile weather values for fuel moisture, 20-foot wind speed, and wind direction. The resulting data will be used to create the necessary fuel moisture files for inclusion in fire behavior modeling efforts. The custom fuel file will be created based on standard fuel model variables. Finally, wind direction and speed data (derived from RAWS analysis) will be noted as these variables are entered directly at the time of modeling analysis.
Following completion of the landscape, weather, and fuel moisture files, Dudek will run up to three fire behavior scenarios near the Town and City.
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 11 Modeling results will be used to create project-related recommendations associated with evacuation procedures, trigger points, and firefighter safety zones and escape routes. All modeling results will be graphically presented in maps and exhibits and will be used to develop criteria for determining lead time needed for notification and evacuation of various areas based on historical fires, modeling results, and traffic modeling results.
Deliverables
Results of the data analysis with maps and charts that identify high-risk zones and show vulnerable areas of the transportation network
Evacuation route capacity, safety, and viability report and associated analytical tools All GIS data files (shapefiles, grids, images)
The completed landscape file (.lcp) and associated weather and fuel moisture files (.fms, .fmd) Digital copies of all prepared graphics/maps (PDF)
Assumptions
Asset data will be publicly available or made available by the Town.
Task 5. Evacuation Strategy and Operational Planning
Building upon the findings of Task 4, which identified vulnerabilities in evacuation routes, critical infrastructure, and network capacity under emergency conditions, Task 5 will develop a comprehensive, multi-pronged strategy to improve evacuation effectiveness and overall resilience. Recognizing that infrastructure upgrades alone are insufficient to address the complex challenges posed by climate-related disasters, such as wildfire, this task will integrate technology, emergency response enhancements, and policy-driven solutions to create practical and implementable strategies. Our recommendations will be rooted in real-world experience, drawing from after-action reports of past evacuations to ensure that they are feasible, prioritized, and adaptable based on funding availability and ease of implementation. Rather than relying on a single technological solution, we will propose a toolkit of prioritized strategies (i.e., planning, operational, hardening, and procedural) that can be progressively implemented so that critical improvements are in place before an emergency occurs.
A key focus of Task 5 is enhancing public warning and communication systems to address challenges associated with infrastructure failures during disasters. Traditional wireless-based alert systems are vulnerable to cellular network failures caused by fire damage or congestion from excessive public use. To mitigate this risk, we will explore satellite-integrated mobile alerts, leveraging emerging technologies, such as T-Mobile’s partnership with Starlink, to ensure continued access to emergency notifications even in areas with poor reception. This analysis will include an assessment of the required level of integration, cost, cost-sharing agreements, and implementation feasibility. In addition, a multimodal communication strategy will be developed, incorporating geo-targeted SMS, social media alerts, digital highway signage, and automated calls to ensure broad and inclusive outreach, particularly for non-English speakers and individuals with access and functional needs.
Beyond communication, we will examine multiple strategies to assist the Town in managing evacuations effectively. These strategies will include AI-assisted traffic control, smart cameras for evacuation monitoring, redundant bandwidth to support emergency communications, and strategic road widening that can facilitate emergency traffic flow when needed. Figure 2 provides an example of potential road widening strategies that would support multimodal use, while not inducing additional vehicle demand during day-to-day operations.
Additionally, infrastructure for sheltering in place will be considered, with a focus on establishing community resilience hubs equipped with emergency power, electric vehicle charging stations, and essential supplies in highrisk areas. Some improvements can be simple yet highly effective—for example, well-maintained roadside pull-off areas in rural zones can serve as temporary vehicle holding zones during evacuations, allowing firefighters to
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 12 control and coordinate traffic flow more effectively. Pull-off areas, while not the only factor affecting evacuation, were shown to be helpful during the 2020 firestorms. These cost-effective solutions can play a crucial role in improving overall evacuation efficiency.
Figure 2. Road Widening Strategies
To further strengthen emergency response capabilities, in coordination with key Town departments, including and not limited to, law enforcement, fire, parks and public works and utilizing findings from the evacuation simulation and fire progression modeling from Task 4, Task 5 will identify evacuation trigger points and zone-specific phase evacuation strategies for a wildfire evacuation event, to improve overall evacuation safety. As part of this coordination, Dudek-CRA will define primary and secondary evacuation routes, traffic control points, Temporary Evacuation Points (TEPs), and staging areas.
The final deliverables for Task 5 will include a Multi-Pronged Evacuation Strategy Report, to include recommended infrastructure improvements, cutting-edge technology, a response tool-kit, and a robust public communication strategy with supporting graphics. Task 5 will provide a resilient, data-driven, and resource-efficient evacuation framework that ensures preparedness for a range of wildfire scenarios.
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 13 Deliverables
Results and their interpretations that identify evacuation vulnerabilities and recommend physical and operational evacuation improvements (i.e., traffic flow improvements, traffic control points, infrastructure improvements, use of emergency signage, single egress communities, and ) Recommended transportation improvements (Multi-Pronged Evacuation Strategy Report) with maps and decision-supporting tools to guide zone activation.
Assumptions
Up to three Dudek staff members will attend up to two virtual meetings with key Town departments.
Task 6. Public and Stakeholder Engagement
Dudek–CRA will support the Town and City with public and stakeholder engagement, including coordinating a multi-agency workshop, presenting to the Town Council and Planning Commission, and attending key public outreach events to solicit feedback on evacuation strategies and zone coordination developed in the previous tasks.
Task 6.1 Town and Partner Agency Workshop
Dudek–CRA will coordinate and prepare a two-hour virtual workshop to solicit feedback from Town departments and partner agencies. The workshop will include a presentation on the findings from Task 3 to support final deliverables for Task 4 and Task 5.
Task 6.2 Town Council and Planning Commission Meetings
Dudek–CRA will prepare a presentation to solicit feedback from the Town Council and Planning Commission, with the aim of supporting the final deliverables for Tasks 4 and 5. As part of this task, Dudek–CRA will also present final deliverables to the Town Council.
Task 6.3 Public Outreach
Dudek–CRA will attend key public outreach and engagement activities planned by the Town to hear feedback from the public and support final deliverables for Task 4 and Task 5.
Deliverables
2-hour virtual multi-agency workshop, with PPT and guided discussions, and an interactive exercise
1 slide deck for each Town Council presentation
Assumptions
Up to three Dudek staff in attendance at up to three in person presentations Up to three Dudek staff in attendance at up to three community outreach presentations Task 7. Final Grant-Ready Deliverables and Formatting
Pulling from the previous tasks, Dudek will assemble all previous deliverables into a high-quality, easy-to-use, and accessible document. Dudek will prepare an Administrative Draft Town and City-Wide Evacuation Plan for one round of consolidated review and comment by the Town and City staff. As part of this effort, Dudek will assist the Town staff in preparing and presenting the revised Draft Town and City-Wide Evacuation Plan to the Town Council. Upon review and receipt of all public and elected official comments, Dudek will prepare the Final ETRP in an Americans
ITEM NO. 10.
Town-Wide Evacuation Plan with Simulation-Based Modeling 14 with Disabilities Act compliant format. Similar to that of the Draft Town-Wide Evacuation Plan, Dudek will assist the Town OES staff in preparation of the Final ETRP for approval to the Town Council.
Dudek will prepare grant-ready materials formatted to meet Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP) and CAL FIRE Wildfire Prevention grant requirements. This includes FEMAand CAL FIRE-compatible narratives, GIS layers, and visual outputs suitable for integration into CalMapper and other grant portals. A summary action matrix will be provided, detailing prioritized actions, estimated costs, and designated responsible parties to support implementation and funding strategies. All outputs will be structured to facilitate seamless inclusion in future grant applications and Town planning initiatives.
Deliverables
VTA accepted travel demand model
Updated signal timing plans for key evacuation routes All project-related GIS shape files (e.g., zone boundaries, evacuation routes) Simulation model outputs and visualization files
Administrative draft of the executive summary and maps for public distribution Administrative draft of the Town and City-Wide Evacuation Plan for the Town staff Revised draft of the Town and City-Wide Evacuation Plan for public officials Final Town and City-Wide Evacuation Plan
Meeting agendas and minutes from the draft and final and City Town-Wide Evacuation Plan presentations
Summary action matrix
FEMA HMGP grant compatible project narrative
CAL FIRE wildfire prevention grant compatible narrative GIS layers and visual outputs compatible with CalMapper and other grant portals Assumptions
Up to two Dudek staff members will attend the Draft Town and City-Wide Evacuation Plan presentation.
Up to two Dudek staff members will attend the Final Town and City-Wide Evacuation Plan presentation.
ITEM NO. 10.
PREPARED BY: Kristina Alfaro
Administrative Services Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Administrative Services Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 04/07/2026
ITEM NO: 11
DATE: April 7, 2026
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Authorize the Town Manager to Execute a First Amendment to an Agreement with NHA Advisors, LLC for Fiscal Condition Analysis, Fiscal Impact Analysis, and Asset Liability Management Studies to Extend the Contract to June 30, 2026
RECOMMENDATION: Authorize the Town Manager to execute a first amendment to an agreement with NHA Advisors, LLC for fiscal condition analysis, fiscal impact analysis, and asset liability management studies to extend the contract to June 30, 2026.
FISCAL IMPACT:
There is no fiscal impact associated with executing this first amendment, as it solely extends the contract term to June 30, 2026. The amendment does not change the original contract amount, and sufficient funds for the remaining services are included in the existing FY 2025-26 adopted budget.
STRATEGIC PRIORITY:
The proposed project aligns with the adopted Core Goal of Fiscal Stability and the Strategic Priority to ensure prudent financial management to result in structurally balanced five-year forecasts and fully funded five-year Capital Improvement Plans, managing liabilities such as pension costs and leveraging the Town’s assets, efficiencies, partnerships, and revenue streams. Define and implement a cohesive deferred capital improvement program for Town facilities and lifecycle assets.
BACKGROUND:
On October 21, 2025, the Town Council authorized the Town Manager to execute an agreement
ITEM NO. 11.
PAGE 2 OF 2
SUBJECT: NHA Advisors LLC First Amendment to Agreement
DATE: March 18, 2026
with NHA Advisors, LLC for fiscal condition analysis, fiscal impact analysis, and asset liability management studies. NHA Advisors was selected as the highest-ranked proposer through a competitive RFP process.
DISCUSSION:
Staff is requesting that we extend NHA’s current contract to June 30, 2026, to ensure there is an active agreement on file through the completion of all services.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a first amendment to an agreement with NHA Advisors, LLC for fiscal condition analysis, fiscal impact analysis, and asset liability management studies.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. NHA Advisors LLC Agreement
2. Draft NHA Advisors LLC First Amendment to Agreement
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT is made and entered into on 10/ 28/ 2025 by and between TOWN OF LOS GATOS, a California municipal corporation, (" Town") and NHA Advisors, LLC, (" Consultant"), whose address is 4040 Civic Cener Drive, Suite 200, San Rafael CA 94903. This Agreement is made with reference to the following facts.
RECITALS
1. 1 The Town desire to engage Consultant to provide fiscal condition analysis, fiscal impact analysis, and asset liability management studies.
1. 2 The Consultant represents and affirms that it is willing to perform the desired work pursuant to this Agreement.
1. 3 Consultant warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement.
Consultant acknowledges Town has relied upon these warranties to retain Consultant.
II. AGREEMENTS
2. 1 Scope of Services. Consultant shall provide services as described in that certain proposal sent to the Town on 09/ 22/ 2025 and as required under the Town of Los Gatos Request for Proposal issued ( 08/ 20/ 2025), which are both hereby incorporated by reference and attached as Exhibit A.
2. 2 Term and Time of Performance. This contract will remain in effect for six months after execution date.
2. 3 Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations. Consultant represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos.
2. 4 Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement.
2. 5 Information/ Report Handling. All documents furnished to Consultant by the Town and all reports and supportive data prepared by the Consultant under this Agreement are the Town' s property and shall be delivered to the Town upon the completion of Consultant' s services or at the Town' s written request. All reports, information, data, and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential until released by the Town to the public, and NHA Advisors, LLC Agreement
ATTACHMENT 1
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1 D6- 2ABE915A0C1 C the Consultant shall not make any of these documents or information available to any individual or organization not employed by the Consultant or the Town without the written consent of the Town before such release. The Town acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and Town' s use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at Town' s risk, unless Consultant expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant.
2. 6 Compensation. Compensation for Consultant' s professional services shall not exceed 191, 000, inclusive of all costs. Payment shall be based upon Town approval of each task.
See breakdown below. Any change of scope to include optional items not currently approved by this agreement will require a written amendment.
Study/ Task Cost
Study 1: Fiscal Conditional Analysis 105, 500
Study 2: Fiscal Impact Analysis 18, 000
Study 3: Asset Liability Management 50, 000
Team Management for Studies 1 & 2 17, 500
Total Cost: 191, 000
2. 7 Billing. Billing shall be monthly by invoice within forty-five (45) 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
Email preferred: ap@losgatosca. gov
2. 8 Availability of Records. Consultant shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the Town at the Consultant' s offices during business hours upon written request of the Town.
NHA Advisors, LLC Agreement
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C
2. 9 Assignability and Subcontracting. The services to be performed under this Agreement are unique and personal to the Consultant. No portion of these services shall be assigned or subcontracted without the written consent of the Town.
2. 10 Independent Contractor. It is understood that the Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor, he/ she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee( s). With prior written consent, the Consultant may perform some obligations under this Agreement by subcontracting, but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant' s negligent performance or wrongdoing.
2. 11 Conflict of Interest. Consultant understands that its professional responsibilities are solely to the Town. The Consultant has and shall not obtain any holding or interest within the Town of Los Gatos. Consultant has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it 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. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify Town of this employment relationship, and shall, at the Town' s sole discretion, sever any such employment relationship.
2. 12 Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act.
III. INSURANCE AND INDEMNIFICATION
3. 1 Minimum Scope of Insurance:
NHA Advisors, LLC Agreement
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C Consultant 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. Consultant agrees to have and maintain for the duration of the contract, an Automobile Liability insurance policy ensuring him/ her and his/ her staff to an amount not less than one million dollars ($ 1, 000, 000) combined single limit per accident for bodily injury and property damage. iii. Consultant shall provide to the Town all certificates of insurance, with original endorsements affecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences.
iv. Consultant agrees to have and maintain, for the duration of the contract, professional liability insurance in amounts not less than $1, 000, 000 which is sufficient to insure Consultant for professional errors or omissions in the performance ofthe particular scope of work under this agreement.
General Liability:
The Town, its officers, officials, employees and volunteers are to be covered as insured as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. This requirement does not apply to the professional liability insurance required for professional errors and omissions.
ii. The Consultant' s insurance coverage shall be primary insurance as respects the Town, its officers, officials, employees and volunteers. Any insurance or self-insurances maintained by the Town, its officers, officials, employees or volunteers shall be excess of the Consultant' s insurance and shall not contribute with it.
Hi. 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 Consultant' 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.
NHA Advisors, LLC Agreement
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C
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 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, Consultant shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning services under this Agreement. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees.
3. 4 Indemnification. The Consultant indemnify the Town its elected and appointed officials, 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 any act or omissions of the Consultant, or any of the Consultant' s officers, employees, or agents or any subconsultant. Consultant shall defend the Town against any such claims.
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 Consultant 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 Consultant shall deliver to the Town all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, Town shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which event, compensation, 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 Consultant.
NHA Advisors, LLC Agreement
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1 D6- 2ABE915A0C1 C
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 NHA Advisors, LLC
Attn: Town Clerk 4040 Civic Center Drive Suite 200
110 E. Main Street San Rafael, CA 94903
Los Gatos, CA 95030
or personally delivered to Consultant to such address or such other address as Consultant 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 with respect to 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 Consultant. 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.
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement.
Town of Los Gatos by: Consultant, by:
Signed by: DocuSigned by:
L&vis CbtA, SWIA, 11/ 10/ 2025 g f, 11/ 5/ 2025
37D-31- 32F1B428... 71 2F3127D0 468...
Chris Constantin, Town Manager Mark Northcross, Principal, NHA Advisors LLC Recommended by:
Signed by:
iffa (Jk, Vt 11/ 5/ 2025
aao F Fe1-@8* FF...
Gitta Ungvari, Finance Director
NHA Advisors, LLC Agreement
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1 D6- 2ABE915A0C1 C Approved as to Form:
Signed by:
t rt1 t, tN . CI iA, 11/ 10/ 2025
EFD 6 73f3A553442 f3...
Gabrielle Whelan, Town Attorney
Attest:
Signed by:
Wt, Ut, , bl ( Pbbj, 11/ 10/ 2025
26A726C4AEGA4D9...
Wendy Wood, CMC, Town Clerk
NHA Advisors, LLC Agreement
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1 D6- 2ABE915A0C1 C SEPTEMBER 22, TOWN OF LOS GATOS
2025
PROPOSAL FOR STUDIES 1 AND 2:
FISCAL CONDITION ANALYSIS WITH FIVE- YEAR
AND LONG- TERM FORECAST
AND
FISCAL IMPACT ANALYSIS
PROVIDED IN RESPONSE TO:
REQUEST FOR PROPOSALS DATED AUGUST 20, 2025:
FISCAL CONDITION ANALYSIS WITH FIVE- YEAR AND LONGTERM FORECAST, FISCAL IMPACT ANALYSIS, AND ASSET
LIABILITY MANAGEMENT
N
STUDY
3: \
OF
SUBMITTED BY
NHA I ADVISORS
Financial & Policy Strategies.
Delivered.
RAFTELIS
WILLDAN
EXHIBIT A
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C Los GATOS- PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) Table of Contents
1. COVER LETTER 1
2. COMPLETED CERTIFICATION FORMS 3
3. SCOPE COMMENTS AND METHODOLOGY 16
4. EXPERIENCE AND EXPERTISE 31
5. KEY PERSONNEL AND RESUMES 35
6. TIMELINE AND WORK PLAN 36
7. SAMPLES OF COMPARABLE PROJECTS 37
8. DISCLOSURE OF ABSENCE OF LITIGATION OR DISCIPLINE OVER LAST FIVE YEARS 37
9. REFERENCES 38
10. PRELIMINARY FEE SCHEDULES 43
11. STATEMENT OF INSURANCE COVERAGE 46
12. TOOLS, DATA SOURCES, AND USE OF Al 47
APPENDIX A: NHA RESUMES
APPENDIX B: RAFTELIS RESUMES
APPENDIX C: WILLDAN RESUMES
APPENDIX D: WAUKESHA COUNTY WI BUDGET TASK FORCE REPORT APPENDIX E: RICHARDS RANCH FISCAL IMPACT REPORT
APPENDIX F: N HA' S REQUIRED MUNICIPAL ADVISOR DISCLOSURES
NHA I ADVISORS
Financial& Policy Strategies. RAFTELIS 11( WILLDAN
Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1 D6- 2ABE915A0C1 C ct. Itia o) Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT)
1. COVER LETTER
September 22, 2025
Attn: Gitta Ungvari, Finance Director
Fi na nce@losgatosca. gov
Town of Los Gatos
110 E. Main Street
Los Gatos, CA 95030
RE: Proposal to Provide Study 1 ( Fiscal Condition Analysis) and Study 2 ( Fiscal Impact Analysis) Dear Ms. Ungvari,
NHA Advisors, LLC (" N HA") is very pleased to submit this proposal to deliver Study 1 Fiscal Condition Analysis and Study 2 Fiscal Impact Analysis to the Town of Los Gatos ( the " Town"). Our proposal represents a collaborative effort among three very well- qualified firms:
Proposing Firm Proposed Role
NHA Advisors LLC Lead Advisor: Overall Project Management for Studies 1 and 2 Independent Proposal for Study 3 Submitted Separately
Raftelis Financial Consultants Inc Subconsultant: Study 1 Willdan Subconsultant: Study 2
NHA Advisors has worked with both Raftelis and Willdan Finance before in other California cities and special districts. As a municipal advisor, the NHA team has coordinated many complex teams of both consultants and multiple stakeholders to deliver funding for major projects. Raftelis is a management consulting firm for local and regional governments with a national practice. Willdan is a civil engineering firm whose practice includes the delivery of key financial information, including fiscal impact analysis, for both local governments and land developers. Their practice is also national.
Collaboration is key to our approach: The fiscal condition analysis and forecast model will both inform and be informed by the fiscal impact analysis and the asset liability management work. A truly responsive multi-year forecasting model needs to address variables such as recessions, changes in the real estate market, major new real estate developments, and the ups and downs of CaIPERS. " Black swan" events are also key to a good forecast model. For example, how does the Town respond to a black swan such as a major wildfire?
A Practical Sustainable Tool: We recognize that a financial model only has lasting value if it becomes part of the Town' s management tool kit. Our team commits to delivering a model that is both detailed and user-friendly, enabling Town staff to update and apply it independently- without the need for consultants.
Real World Scenario Design: The partnership of all three firms enables us to design scenarios reflecting real- world assumptions about development patterns, service demands, long-term liabilities and " Black Swan" events. This ensures the Town can evaluate the fiscal and service- level implications of multiple scenarios, as well as understand the trade-offs between different policies and investment choices.
Communication Skills: Our team members have extensive and long-term experience in the public sector.
We know how to translate technical analysis into decision support packages that are clear, actionable and NHA IADVISORS Page1
Financial& Policy Strategies. R R A F T E L I S 'WWI LLDAN Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1 D6- 2ABE915A0C1 C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) accessible to governing bodies and the public. Just as important, we have extensive experience facilitating the tough conversations that local governments face when aligning resources with community priorities.
The stand- alone NHA proposal for Study 3 also includes an optional module for a " Task 4"— a long-term funding plan for wildfire risk reduction for the Los Gatos community.
As requested in the RFP, NHA provides the following statements as part of this cover letter:
Mark Northcross is the primary contact authorized to bind the firm.
NHA Advisors confirms acceptance of the Town' s Sample Consultant Services Agreement While we emphasize our team commitment to collaboration, we also will accommodate the Town individually selecting one of our team members for a particular task but not selecting other team members for their assigned tasks.
We are again very pleased to deliver this proposal for the kind of integrated financial management work that we see as integral and pivotal for the future of Los Gatos, as well as so many other local governments in our team' s collective client base.
Please feel free to contact us directly with any questions regarding this proposal.
Thank you for your consideration,
offi,
Mark Northcross Jonathan Ingram Mike Medve
Principal Vice President Principal Consultant
NHA Advisors LLC Raftelis Willdan
Mark@ NHAadvisors. com jingram@raftelis. com mmedve@willdan. com 415) 785- 2025 x2002 513) 221- 0500 949) 392- 0678
NHA I ADVISORS RAFTELIS WWI LLDAN
Financial& Policy Strategies. Delivered.
NHA IADVISORS Page2
Financial& Policy Strategies. RAFTELIS 1IWI LLDAN Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT)
2. COMPLETED CERTIFICATION FORMS
Conflict of Interest Statement ( NHA Advisors)
ATTACHMENT 1- C:ONFLICT OF LNTEREST STATEMENT
THIS FORM MUSI BE PRLNTED OUT, COMPLETED AND SUBMITTED WITH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE- YEAR AND LONG- TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY ALLNAGEMENT STUDY The undersigned declares:
LWe NHA Advisors LLC Insert Name) have the following financial, business, or other relationship with Town of Los Gatos that may have an impact upon the outcome of the contract. Ifnone. please specify that no other relationships may have an impact on this contract or Project.
No other relationships may have an impact on this contract or Project.
L'WWe NHA Advisors LLC Insert Name) have the following current clients who may have a financial interest in the outcome of this contract. If none. please specify that no other clients may have a financial interest with an impact on this contract or Project.
To our knowledge, no other clients have a financial interest with an impact on this contract or Project.
Pursuant to Government Code section 1090 and any other laws. rules and regulations that may apply. the Proposer covenants that neither it, its subcontractors nor employees presently have an interest, and shall not acquire any interest, direct or indirect, financial or otherwise that would conflict in any manner or degree with contract awarded from this RFP. Proposer certifies that to the best of its knowledge. no one who has or will have any financial interest in the contract awarded from this RFP is an officer or employee ofthe Town. Through its submittal of a proposal, Proposer acknowledges that it is familiar with Section 87100 et seq. and Section 1090 et seq. ofthe Government Code of the State of California and will immediately notify the Town if it becomes aware of' any facts concerning the contract to be awarded that constitute a violation of said provisions.
Furthermore, ifthere is reason to believe that collusion exists among the Proposers, the Town may refuse to consider proposals from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file. or be interested in more than one proposal for the same work unless alternate proposals are called for. A person, firm, or corporation who has submitted a sub- proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is NHA IADVISORS Page3
Financial& Policy Strategies. R A F T E L I S IVWI LLDAN Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1 D6- 2ABE915A0C1 C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) interested in more than one proposal for the same work will cause the rejection of all proposals for the work in which a Proposer is interested. Ifthere is reason to believe that collusion exists among the Proposers, the Town may refuse to consider proposals from participants in such collusion. Proposers shall submit as part oftheir proposals documents the completed Non- Collusion Declaration provided herein.
I, on behalf of the Proposer, declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on September 22, 2025 date]. at San Rafael City]. California state].
NHA Advisors LLC Principal
Proposer Name Person, Firni Corp.) Title ofAuthorized Representative 4040 Civic Center Drive, Suite 200 Mark Northcross
Address Name ofAuthorized Representative
San Rafael, CA 94903
City. State. Zip
9/ 22/ 2025
Date) Signed)
NHA IADVISORS Page4
Financial& Policy Strategies. R A F T E L I S LLDAN
Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) Conflict of Interest Statement( Raftelis)
ATTACHMENT 1- CONFLICT OF LNTEREST STATEMENT
THIS FORM MUST BE PRLNTED OUT, COMPLETED AND SUBMITTED WITH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE-YEAR AND LONG-TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY MANAGEMENT STUDY The undersigned declares:
IWe Raftelis Financial Consultants, Inc. ( Insert Name) have the following financial. business, or other relationship with Town of Los Gatos that may have an impact upon the outcome of the contract. If none, please specify that no other relationships may have an impact on this contract or Project No other relationships have an impact on the contract or Project LAVe Raftelis Financial Consultants, Inc. ( Insert Name) have the following current clients who may have a financial interest in the outcome of this contract. If none, please specify that no other clients may have a financial interest with au impact on this contract or Project.
No other clients have a financial interest with an impact on this contract or Project.
Pursuant to Government Code section 1090 and any other laws, rules and regulations that may apply. the Proposer covenants that neither it, its subcontractors nor employees presently have an interest, and shall not acquire any interest, direct or indirect financial or otherwise that would conflict in any manner or degree with contract awarded from this RFP. Proposer certifies that to the best of its knowledge, no one who has or will have any financial interest in the contract awarded from this RFP is an officer or employee of the Town. Through its submittal of a proposal, Proposer acknowledges that it is familiar with Section 87100 et seq. and Section 1090 et seq. of the Government Code of the State ofCalifornia and will immediately notify the Town ifit becomes aware of any facts concerning the contract to be awarded that constitute a violation of said provisions.
Furthermore, if there is reason to believe that collusion exists among the Proposers. the Town may refuse to consider proposals from participants in such collusion. No person_ firm, or corporation under the same or different name, shall make, file. or be interested in more than one proposal for the same work unless alternate proposals are called for.A person, firm, or corporation who has submitted a subproposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is NHA IADVISORS Page5
Financial& Policy Strategies. R A F T E L I S LLDAN
Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) interested in more than one proposal for the same work will cause the rejection of all proposals for the work in which a Proposer is interested. Ifthere is reason to believe that collusion exists among the Proposers, the Town may refuse to consider proposals from participants in such collusion. Proposers shall submit as part of their proposals documents the completed Non-Collusion Declaration provided herein.
I,on behalf ofthe Proposer, declare under penalty of perjury under the laws ofthe State of California that the foregoing is true and correct and that this declaration is executed on September 22, 2025 date], at Cincinnati city], Ohio state].
Raftelis Financial Consultants, Inc. Vice President
Proposer Name Person, Firm, Corp_) Title ofAuthorized Representative 19 Garfield Place, Suite 500 Jcnalhan Ingram
Address Name ofAuthorized Representative
Cincinnati, OH 45202
City, State, Zip
724-tit.c ,\ 09f22f2025
Date) Signed)
NHA IADVISORS Page 6
Financial& Policy Strategies. R A F T E L I S LLDAN
Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1 D6- 2ABE915A0C1 C Los GATOS- PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) Conflict of Interest Statement ( Willdan)
ATTACHMENT 1- CONFLICT OF INTEREST STATEMENT
THIS FORM-ItLTST BE PRINTED OUT, COMPLETED AND SUBMITTED WITH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE- YEAR AND LONG- TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY MANAGEMENT STUDY The undersigned declares:
LWe Willdan Financial Services ( Insert Name) have the following financial, business, or other relationship with Town of Los Gatos that may have an impact upon the outcome of the contract. If none, please specify that no other relationships may have an impact on this contract or Project.
Willdan Financial Services has no financial, business. or other relationships with the Town of Los Gatos that may have an impact on the outcome of this contract or project.
LWe Willdan Financial Services ( Insert Name) have the following current clients who may have a financial interest in the outcome of this contract. If none, please specify that no other clients may have a financial interest with an impact on this contract or Project.
Willdan Financial Services has no current clients with a financial interest that may impact or influence the outcome of this contract or project.
Pursuant to Government Code section 1090 and any other laws, rules and regulations that may apply. the Proposer covenants that neither it, its subcontractors nor employees presently have an interest, and shall not acquire any interest, direct or indirect, financial or otherwise that would conflict in any manner or degree with contract awarded from this RFP. Proposer certifies that to the best of its knowledge, no one who has or will have any financial interest in the contract awarded from this RFP is an officer or employee ofthe Town. Through its submittal of a proposal, Proposer acknowledges that it is familiar with Section 87100 et seq. and Section 1090 et seq. of the Government Code of the State of California and will immediately notify the Town ifit becomes aware of any facts concerning the contract to be awarded that constitute a violation of said provisions.
Furthermore, if there is reason to believe that collusion exists among the Proposers, the Town may refuse to consider proposals from participants in such collusion. No person. fimr, or corporation under the same or different name, shall make, file. or be interested in more than one proposal for the same work unless alternate proposals are called for. A person, firm, or corporation who has submitted a subproposal to a Proposer. or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub- proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is NHA IADVISORS Pagel
Financial& Policy Strategies. R A F T E L I S LLDAN
Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) interested in more than one proposal for the same work will cause the rejection of all proposals for the work in which a Proposer is interested_ Ifthere is reason to believe that collusion exists among the Proposers. the Town may refuse to consider proposals from participants in such collusion. Proposers shall submit as part of their proposals documents the completed Non- Collusion Declaration provided herein.
I. on behalf of the Proposer, declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on 09-22-2025 date]. at Temecula city]. CA state].
Willdan Financial Services Vice PresidentlDirector
Proposer Name Person, Firm Corp.) Title of Authorized Representative 27368 Via Industria, Suite 200 Chris Fisher
Address Name ofAuthorized Representative
Temecula, CA 92590
City, State_ Zip
i09?2212025
Date) Signed)
NHA IADVISORS Page8
Financial& Policy Strategies. RAFT E L I S 1I W I LLDAN Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463 BA3 F- D38D- 4CDC- A1 D6- 2ABE915A0C1C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) Non- Collusion Declaration ( NHA Advisors)
ATTACHMENT 2— NON- COLLUSION DECLARATION
THIS FORM MUST BE PRINTED OUT, COMPLETED AND SUBMITTED WITH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE- YEAR AND LONG- TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY MANAGEMENT STUDY The undersigned declares:
I am the Principal Insert Title] of NHA Advisors LLC Insert name of company. corporation. LLC, partnership or joint venture] the party making the foregoing proposal.
The proposal is not made in the interest of. or on behalf of, any undisclosed person. partnership, company, association. organization. or corporation. The proposal is genuine and not collusive or sham.
The Respondent has not directly or indirectly induced or solicited any other respondent to put in a false or sham proposal. The Respondent has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham proposal, or to refrain from responding. All statements contained in the proposal are true.
Any person executing this declaration on behalf of a respondent that is a corporation. partnership. joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute. this declaration on behalf of the respondent.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on 9/ 22/ 2025[ date]. at San Rafael [ city]. CA[ state].
By:
Name: Mark Northcros
Title: Principal
NHA ADVISORS Page9
Financial& Policy Strategies.
Delivered. R A F T E L I S frWILLDAN Page 350
ITEM NO. 11.
Docusign Envelope ID: 8463 BA3 F- D38D- 4CDC- A1 D6- 2ABE915A0C1C r Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) Non- Collusion Declaration ( Raftelis)
ATTACHMENT 2— NON- COLLUSION DECLARATION
THIS FORM MUST BE PRINTED OUT, COMPLETED AND SUHMtTTEDWITH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE- YEAR AND LONG- TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY MANAGEMENT STUDY The undersigned declares:
I am the V-0ae — Pito cl.at4- [ Insert Title] of t 4 FT i c Insert name of company, corporation, LLC, partnership orjoint venture] the party making the foregoing proposal.
The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham.
The Respondent has not directly or indirectly induced or solicited any other respondent to put in a false or sham proposal. The Respondent has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham proposal, or to refrain from responding. All statements contained in the proposal are true.
Any person executing this declaration on behalf of a respondent that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the respondent.
I declare under p' t of perjury under the laws f the State of California that the foregoing is true and correct and this r: c ,. , lon- s executed on ... 2 2 date], at ( C, NNATT [city], [ state].
By: aril/ sName: Noma- n4-pru.^ivI.NkgMn
Title: V lc1r c- P le ES I DEN'rNHA ' ADVISORS R
Page10
Financial& Policy Strategies. R A F T E L I S W I L LDAN Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463BA3F- D38D- 4CDC- A1D6- 2ABE915A0C1C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) Non- Collusion Declaration ( Willdan)
ATTACHMENT 2— NO`- COLLUSION DECLARATION
THIS FORM MIST BE PRINTED OET, COMPLETED AND SUBMITTED WITH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE- YEAR AND LONG- TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY MANAGEMENT STUDY The undersigned declares:
I am the Vice PresidentDirector [ Insert Title] of Willdan Financial Services pert name of company. corporation. LLC. partnership or joint venture] the party making the foregoing proposal.
The proposal is not made in the interest of, or on behalf of any undisclosed person. partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham_ The Respondent has not directly or indirectly induced or solicited any other respondent to put in a false or sham proposal_ The Respondent has not directly or indirectly colluded. conspired, connived, or agreed with any bidder or anyone else to put in a sham proposal, or to refrain from responding. All statements contained in the proposal are true_
Any person executing this declaration on behalf of a respondent that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute. and does execute, this declaration on behalf ofthe respondent.
I declare under penalty of perjury under the laws ofthe State of California that the foregoing is true and correct and that this declaration is executed on oszz-2025 [ date]. at Temecula [ city]. CA [ state].
By:
Name: Chris Fisher
Title: Vice President/ Director
NHA IADVISORS Page11
Financial& Policy Strategies. R A F T E L I S LLDAN
Delivered.
ITEM NO. 11.
Docusign Envelope ID: 8463 BA3 F- D38D- 4CDC- A1 D6- 2ABE915A0C1C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) References
Please refer to Section 9 of this Proposal for more detail; the following contains an excerpt for each proposing firm.
ATTACHMENT 3- REFERL C:ES
THIS FORM 11fCTST BE PRINTED OUT, COMPLETED AND SUBMITTED RTIH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE-YEAR AND LONG- TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY MA AGEME T SIUDY List three( 3) references for work of a similar nature to the Services performed within the last five( 5) years. Use additional sheets as necessary.
1. Tahoe Douglas Visitors Authority+ 4114 Lake Tahoe Blvd. South Lake Tahoe, CA 96150 Name of Agency Agency Address
Carol Chaplin President& CEO
Contact Name Contact Title
775) 589- 2055 carol@visitlaketahoe_ com
Contact Telephone Contact Email Address
2017- Present( most work was completed in 2020) $ 1309, 788( 2+ year engagement) Contract Period Contract Amount
NHA Advisors Reference: Coordination between multiple consulting teams, legal counsel, and public agency staff to finance a$ 100 million events center in Stateline Nevada.
Description of services performed including costs.
2. Commerce City 7887 E_ 60th Ave. Commerce City, CO 80022 Name of Agency Agency Address
Theresa Wilson CFO
Contact Name Contact Title
303) 289- 3627 twilson@c3gov. com
Contact Telephone Contact Email Address
153, 610
Contract Period Contract Amount
Raftelis Reference: a thorough assessment of the City' s financial condition, analysis of historical and projected revenues and expenditures, evaluation of debt capacity and reserve policies, and review of the City' s CIP.
Description of services performed including costs.
3. City of Alameda
Name of Agency Agency Address
Jennifer Ott City Manager
Contact Name Contact Title
510) 747- 4700 managertalamedaca.gov
Contact Telephone Contact Email Address
75, 800
Contract Period Contract Amount
Willdan Reference: preparing a fiscal impact analysis of the planned development, a facilities financing plan, and a feasibility analysis to evaluate whether projected development could sustain the infrastructure needed to rehabilitate the base_
NHA IADVISORS Page12
Financial& Policy Strategies.
Delivered. R A F T E L I S frWILLDAN Page 353
ITEM NO. 11.
Docusign Envelope ID: 8463 BA3 F- D38D- 4CDC- A1 D6- 2ABE915A0C1C Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) Please see the previous page; See also Section 9 of our Proposal for more detail Description of services performed including costs.
I hereby certify that the Proposers performed the work listed above. a
Mark Northcross, Principal, NHA Advisors 9122/2025
Signature of Proposer Name Date
Statement Regarding Insurance Coverage and Worker' s Compensation Insurance Acknowledgement Certificate ( NHA Advisors)
ATTACHMENT 4- STATEMENT REGARDING INSURANCE COVERAGE AND
WORKER' S COMPENSATION INSURANCE ACKNOWLEDGMENT CERTIFICATE
THIS FORM MUST BE PRINTED OUT, COMPLETED AND SUBMITTED WITH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE- YEAR AND LONG- TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY MANAGEMENT STUDY PROPOSER HEREBY CERTIFIES that the Proposer has reviewed and understands the insurance coverage requirements specified in the RFP. Should the Proposer be awarded a contract for Services.
Proposer further certifies that the Proposer can meet the specified requirements for insurance, including insurance coverage of any subcontractors, and agrees to name the Town as additional insured for the Services specified.
By certifying this form. the Proposer also understands the Worker' s Compensation insurance requirement per the California Labor Code. Sections 1860 and 1861:
I am aware of the provisions of Section 3700 of the Labor Code, which require every employer to be insured against liability for worker' s compensation or to undertake self-insurance in accordance with the provisions of that code. and I will comply with such provisions before commencing the performance of the work of this contract.
Mark Northcross, NHA Advisors LLC
Name of Proposer( Person. Finn, or Corporation)
Signature of Proposer' s Authorized Representative
Mark Northcross, Principal
Name& Title of Authorized Representative
September 22, 2025
Date of Signing
NHA ADVISORS Page13
Financial& Policy Strategies.
Delivered. R A F T E L I S frWILLDAN Page 354
ITEM NO. 11.
Docusign Envelope ID: 8463 BA3 F- D38D- 4CDC- A1 D6- 2ABE915A0C1C r Los GATOS— PROPOSAL FOR STUDY 1( FISCAL CONDITION) AND STUDY 2( FISCAL IMPACT) Statement Regarding Insurance Coverage and Worker' s Compensation Insurance Acknowledgement Certificate ( Raftelis)
ATTACHMENT 4- STATEMENT REGARDING INSURANCE COVERAGE AND
WORKER' S COMPENSATION INSURANCE ACKNOWLEDGMENT CERTIFICATE
THIS FORM MUST BE PRINTED OUT, COMPLETED AND SUBMITTED WITH THE
PROPOSAL
FISCAL CONDITION ANALYSIS WITH FIVE-YEAR AND LONG-TERM FORECAST,
FISCAL IMPACT ANALYSIS, AND ASSET LIABILITY MANAGEMENT STUDY PROPOSER HEREBY CERTIFIES that the Proposer has reviewed and understands the insurance coverage requirements specified in the RFP. Should the Proposer be awarded a contract for Services, Proposer further certifies that the Proposer can meet the specified requirements for insurance, including insurance coverage of any subcontractors, and agrees to name the Town as additional insured for the Services specified.
By certifying this form, the Proposer also understands the Worker' s Compensation insurance requirement per the California Labor Code, Sections 1860 and 1861:
I am aware of the provisions of Section 3700 ofthe Labor Code, which require every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions ofthat code, and I will comply with such provisions before commencing the performance of the work of this contract.
Raftelis Financial Consultants, Inc.
Name Proposer( Person, Firm, or Corporation)
Si ture of Propos r'sAuthorized Representative
Jonathan Ingram, Vice President
Name& Title of Authorized Representative
09/ 22/ 2025
Date of Signing
N HA I ADVISORS Page14
Financial& Policy Strategies. R A F T E L I S W I L LDAN Delivered.