2003 05 06 RDAe4 4 4 adja
Redevelopment Agency Agendas are
Is available on the City's Web Page
@ www.la-guinta.org
Redevelopment Agency
Agenda
CITY COUNCIL CHAMBERS
78-495 Calle Tampico
La Quinta, California 92253
Regular Meeting
Tuesday, May 6, 2003 - 2:00 P.M.
Beginning Res. No. RA 2003-08
I. CALL TO ORDER
Roll Call:
Agency Board Members: Adolph, Osborne, Perkins, Sniff, and Chairperson Henderson
II. PUBLIC COMMENT
At this time, members of the public may address the Redevelopment Agency on any
matter not listed on the agenda. Please complete a "request to speak" form and
limit your comments to three minutes. Please watch the timing device on the
podium.
III. CLOSED SESSION
NOTE: Time permitting the Redevelopment Agency Board may conduct Closed
Session discussions during the dinner recess. In addition, when the Agency is
considering acquisition of property, persons identified as negotiating parties are not
invited into the Closed Session Meeting.
1. CONFERENCE WITH AGENCY'S REAL PROPERTY NEGOTIATOR, MARK WEISS,
PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONCERNING
POTENTIAL TERMS AND CONDITIONS OF ACQUISITION AND/OR DISPOSITION
OF A PORTION OF 525± ACRES LOCATED AT THE SOUTHWEST CORNER OF
AVENUE 52 AND JEFFERSON STREET. PROPERTY OWNER/NEGOTIATOR:
JOHN FOSTER.
Redevelopment Agency Agenda May 6, 2003
2. CONFERENCE WITH AGENCY'S REAL PROPERTY NEGOTIATOR, MARK WEISS,
PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONCERNING POTENTIAL
TERMS AND CONDITIONS OF ACQUISITION AND/OR DISPOSITION OF A PORTION OF
525± ACRES LOCATED AT THE SOUTHWEST CORNER OF AVENUE 52 AND
JEFFERSON STREET. PROPERTY OWNER/NEGOTIATOR: MICHAEL WILES GROUP.
3. CONFERENCE WITH AGENCY'S REAL PROPERTY NEGOTIATOR, MARK WEISS,
PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONCERNING POTENTIAL
TERMS AND CONDITIONS OF ACQUISITION AND/OR DISPOSITION OF REAL
PROPERTY LOCATED AT THE NORTHWEST CORNER OF AVENUE 52 AND
JEFFERSON STREET (APN 772-220-007). PROPERTY OWNER/NEGOTIATOR: SUSAN
HARVEY.
4. CONFERENCE WITH AGENCY'S REAL PROPERTY NEGOTIATOR, MARK WEISS,
PURSUANT TO GOVERNMENT CODE SECTION 54956.8 CONCERNING POTENTIAL
TERMS AND CONDITIONS OF ACQUISITION AND/OR DISPOSITION OF REAL
PROPERTY LOCATED SOUTHEAST OF THE MILES AVENUE AND WASHINGTON
STREET INTERSECTION AND NORTH OF THE WHITEWATER CHANNEL (APN'S 604-
040-012/13 AND 604-040-022/023). PROPERTY OWNER/NEGOTIATOR: RICHARD
OLIPHANT, CALIFORNIA INTELLIGENT COMMUNITIES, LLC
RECONVENE AT 3:00 PM
IV. PUBLIC COMMENT
At this time members of the public may address the Agency Board on items that
appear within the Consent Calendar or matters that are not listed on the agenda.
Please complete a "request to speak" form and limit your comments to three
minutes. When you are called to speak, please come forward and state your name
for the record. Please watch the timing device on the podium.
For all Agency Business Session matters or Public Hearings on the agenda, a
completed "request to speak" form should be filed with the City Clerk prior to the
Agency beginning consideration of that item.
V. CONFIRMATION OF AGENDA
VI. APPROVAL OF MINUTES
1 . APPROVAL OF MINUTES OF APRIL 15, 2003.
Redevelopment Agency Agenda May 6, 2003
VII. CONSENT CALENDAR
Note: Consent Calendar items are considered to be routine in nature and will be
approved by one motion.
1. APPROVAL OF DEMAND REGISTER FOR MAY 6, 2003.
VIII. BUSINESS SESSION
1. CONSIDERATION OF A RESOLUTION APPROVING THE CONCEPTUAL
MASTER PLAN FOR THE LA QUINTA GOLF AND RESORT PROJECT.
A. RESOLUTION ACTION
2. CONSIDERATION OF A CONTRACT SERVICES AGREEMENT WITH TOM
FROST GOLF, INC., TO PROVIDE DEVELOPMENT COORDINATION SERVICES
FOR THE LA QUINTA GOLF AND RESORT PROJECT,
A. MINUTE ORDER ACTION
3. CONSIDERATION OF CONSULTANT SELECTION AND INTERVIEW SCHEDULE
FOR GOLF COURSE ARCHITECTS.
A. MINUTE ORDER ACTION
IX. STUDY SESSION - None
X. CHAIR AND BOARD MEMBERS' ITEMS
XI. PUBLIC HEARINGS - None
XII. ADJOURNMENT
Adjourn to a regularly scheduled meeting of the Redevelopment Agency to be held
on May 20, 2003, commencing with closed session at 2:00 p.m. and open session
at the conclusion of the 3:00 p.m. City Council business session in the City Council
Chambers, 78-495 Calle Tampico, La Quinta, CA 92253.
Redevelopment Agency Agenda May 6, 2003
DECLARATION OF POSTING
I, June S. Greek, City Clerk of the City of La Quinta, do hereby declare that the foregoing
agenda for the La Quinta Redevelopment Agency meeting of Tuesday, May 6, 2003, was
posted on the outside entry to the Council Chamber, 78-495 Calle Tampico and on the
bulletin board at the La Quinta Chamber of Commerce and at Stater Bros. 78-630 Highway
1 1 1, on Friday, May 2, 2003.
DATED: May 2, 2003
JUNE S. GREEK, CIVIC, City Clerk
City of La Quinta, California
Redevelopment Agency Agenda May 6, 2003
Jam. •
JwO -M AGENDA CATEGORY:
ti5
OF T9
BUSINESS SESSION
COUNCIL/RDA MEETING DATE: MAY 6, 2003
CONSENT CALENDAR l
ITEM TITLE:
STUDY SESSION
Demand Register Dated May 6, 2003 PUBLIC HEARING
RECOMMENDATION:
It is recommended the Redevelopment Agency Board:
Receive and File the Demand Register Dated May 6, 2003 of which $918,378.50
represents Redevelopment Agency Expenditures.
PLEASE SEE CONSENT CALENDAR ITEM NUMBER 1 ON CITY COUNCIL AGENDA
way/ 4 aCP Qumr4-�
COUNCIL/RDA MEETING DATE: May 6, 2003
ITEM TITLE:
Consideration of a Resolution Approving the
Conceptual Master Plan for the La Quinta Golf and
Resort Project
RECOMMENDATION:
AGENDA CATEGORY:
BUSINESS SESSION:
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
Adopt a Resolution of the La Quinta Redevelopment Agency approving a Conceptual
Master Plan for the La Quinta Golf and Resort Project.
FISCAL IMPLICATIONS:
None for this action. Phase I development of the plan to include one golf course and
attenuate infrastructure is estimated at $21.5 million.
BACKGROUND AND OVERVIEW:
The Agency retained GMA International (GMA) in November 2002, to initiate the
formal planning process for the La Quinta Golf and Resort Project (i.e., The Ranch).
Starting in December 2002, the Agency initiated and participated in numerous sessions
with GMA and staff to develop and refine the project plan. The Conceptual Master
Plan, as developed through the public planning process, was before the Agency April
15, 2003 for adoption (Attachment 1). The Agency considered numerous issues and
potential changes to the Conceptual Master Plan during the April 15 meeting. No
changes to the Plan were approved or authorized. Consideration of a Resolution
approving the Conceptual Master Plan as presented April 15 was continued to this
agenda.
One issue surfacing April 15, 2003 that is still outstanding involves location of the trail
system. GMA has considered alternative routings for the trail (Attachment 2). Option
A is reflected in the current draft plan. Option B brings the trail in at the project's
western perimeter and follows the property line to the Option A alignment. Option C
encroaches into KSL and habitat property and would require additional KSL and
environmental approval. Option D continues the Option C alignment southeasterly to
the canal. The Agency may wish to identify a preferred option for inclusion within the
conceptual master plan.
Attachment 3 includes Coachella Valley Water District correspondence regarding
temporary water restrictions affecting golf courses pending resolution of Colorado
River water negotiations.
Finally, it should be noted that the Agency and GMA have been able to
accommodate requests for information, additional meetings and alternatives within
original contract budget limitations (i.e., moneys have been shifted within the
various tasks of the contract, but all within the "not to exceed" contract amount of
$234,650). Funds remain within the contract for preparation of an "Illustrative
Master Plan Package." GMA has expressed an interest in assisting the Agency
refine the plan as the Agency moves toward project implementation (see
Attachment 4) . Work to that end, however, or further refinement of the conceptual
plan, will require a contract amendment or detract from funds currently reserved for
preparing the illustrative package for marketing purposes.
FINDINGS AND ALTERNATIVES:
The alternatives available to the City Council include:
1. Adopt a Resolution of the La Quinta Redevelopment Agency approving a
Conceptual Master Plan for the La Quinta Golf and Resort Project; or
2. Do not adopt a Resolution of the La Quinta Redevelopment Agency
approving a Conceptual Master Plan for the La Quinta Golf and Resort
Project; or
3. Provide staff with alternative direction.
Respectfully submitted,
Mark Weiss, Assistant Executive Director
Approved for submission by:
homas P. Genovese, Executive Director
Attachments: 1. Conceptual Master Plan
2. Trail locations
3. Correspondence from CVWD
4. Correspondence from GMA 2
RESOLUTION NO. RA 2003-
A RESOLUTION OF THE LA QUINTA REDEVELOPMENT
AGENCY OF THE CITY OF LA QUINTA, CALIFORNIA,
APPROVING THE CONCEPTUAL MASTER PLAN FOR THE
LA QUINTA GOLF AND RESORT PROJECT
WHEREAS, in June 2002, the La Quinta Redevelopment Agency
(Agency) purchased 525 acres of land, known as The Ranch, to be
developed with golf, hotel, retail, and recreation uses; and
WHEREAS, the Agency acquired the property to create a world -class
destination resort; generate transient occupancy and sales tax revenues;
provide tournament -quality golf and recreational opportunities for residents
and visitors; and
WHEREAS, in November 2002, the Agency retained the services of
GMA International to prepare a Conceptual Master Plan that will guide the
development of the property; and
WHEREAS, GMA International has utilized the services of planners,
architects, economists, and engineers in developing a viable land use
concept for the property; and
WHEREAS, GMA International has refined the Conceptual Master Plan
based on input from the Agency Board and City residents; and
WHEREAS, the Agency finds the May 6, 2003 Conceptual Master
Plan (Master Plan) prepared by GMA International to accurately reflect
Agency and Community objectives for the property.
NOW, THEREFORE, BE IT RESOLVED, by the La Quinta
Redevelopment Agency of the City of La Quinta, as follows:
1. Approves the Conceptual Master Plan for the La Quinta Golf
and Resort Project.
K
Resolution No. RA 2003-
La Quinta Golf and Resort Project
Adopted:
Page 2
PASSED, APPROVED and ADOPTED at a regular meeting of the La
Quinta Redevelopment Agency held on this 6th day of May, 2003, by the
following vote to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
TERRY HENDERSON, Chairperson
City of La Quinta, California
ATTEST:
JUNE S. GREEK, CMC, Agency Secretary
City of La Quinta, California
(City Seal)
APPROVED AS TO FORM:
M. KATHERINE JENSON, Agency Counsel
City of La Quinta, California
a,
o`� �•do � I
�=Sepu�
C� OFF
COUNCIL/RDA MEETING DATE: April 15, 2003
TTFM TTTT .F
Adoption of a Resolution Approving the Conceptual
Master Plan for the La Quinta Golf and Resort Project
RECOMMENDATION:
ATTACHMENT 1
AGENDA CATEGORY:
BUSINESS SESSION:
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
Adopt a Resolution of the La Quinta Redevelopment Agency approving a Conceptual
Master Plan for the La Quinta Golf and Resort Project.
FISCAL IMPLICATIONS:
None for this action. Phase I development of the plan to include one golf course and
attenuate infrastructure is estimated at $21.5 million.
BACKGROUND AND OVERVIEW:
The Agency retained GMA International (GMA) in November 2002, to initiate the
formal planning process for the La Quinta Golf and Resort Project (i.e., The Ranch).
GMA reviewed the Agency's stated objectives for the property and prepared a
timeline schedule and process for development of a Conceptual Master Plan for the
site. Subsequently, on December 3, 2002, GMA met with the Agency to solicit more
specific direction relative to the preparation of the concept plan.
After receiving Agency direction, GMA and staff facilitated a public workshop on
January 29, 2003, with La Quinta residents to solicit citizen comment on planning
concepts. Additionally, a web site was developed to further facilitate public
participation in the planning process.
5
GMA met with the Agency on February 18, 2003, to review public comment and
planning concepts and hear Agency Member thoughts specific to the preliminary draft
concept plan. GMA revised the plan in accord with Agency comment and reviewed
the plan again with the Agency on March 18, 2003. Additionally, staff summarized
the project's financial history, preliminary budgets and revenue potential with the
Agency on April 1, 2003.
The Conceptual Master Plan before the Agency today, and included as Attachment 1,
is a product of the public and Agency planning process outlined above. It is intended
as a conceptual plan and guide to future development of the site. If adopted, GMA
will prepare an "illustrative master plan package," including a vicinity map, the site
plan, color exhibits and a project image booklet. This package will be used by the
Agency and staff for promotional purposes as project implementation commences.
Implementation of the plan is currently envisioned as a phased development. The
Agency is considering retention of a Development Coordinator elsewhere on today's
agenda. Staff will work with the Development Coordinator to develop a specific work
program for this project. This work program will consider all aspects of Phase I
development to include construction, as well as preliminary promotional and marketing
activities. Specific to construction, staff anticipates that the Development Coordinator
will advise on all elements of golf course construction, including the timing of
improvements and the merits of alternative consultant/contractor selection procedures
for various project components (i.e., bidding, requests for proposals, sole sourcing,
etc.). In addition, staff will work with the Development Coordinator to create proper
scheduling and tracking mechanisms for Agency and staff monitoring of project
progress. Staff anticipates bringing this matter to the Agency for consideration May
20, 2003.
FINDINGS AND ALTERNATIVES:
The alternatives available to the Redevelopment Agency include:
1. Adopt a Resolution of the La Quinta Redevelopment Agency approving a
Conceptual Master Plan for the La Quinta Golf and Resort Project ; or
2. Do not adopt a Resolution of the La Quinta Redevelopment Agency approving
a Conceptual Master Plan for the La Quinta Golf and Resort Project; or
3. Provide staff with alternative direction.
Respectfully submitted,
1
Mark Weiss
Assistant Executive Director
Approved for submission by:
Thomas P. Genovese
Executive Director
Attachment: 1. Conceptual Master Plan
7
Resolution No. RA 2003-
La Quinta Golf and Resort Project
Adopted:
Page 1
RESOLUTION NO. RA 2003-
A RESOLUTION OF THE LA QUINTA REDEVELOPMENT
AGENCY OF THE CITY OF LA QUINTA, CALIFORNIA,
APPROVING THE CONCEPTUAL MASTER PLAN FOR THE
LA QUINTA GOLF AND RESORT PROJECT
WHEREAS, in June 2002, the La Quinta Redevelopment Agency
(Agency) purchased 525 acres of land, known as The Ranch, to be
developed with golf, hotel, retail, and recreation uses; and
WHEREAS, the Agency acquired the property to create a world -class
destination resort; generate transient occupancy and sales tax revenues;
provide tournament -quality golf and recreational opportunities for residents
and visitors; and
WHEREAS, in November 2002, the Agency retained the services of
GMA International to prepare a Conceptual Master Plan that will guide the
development of the property; and
WHEREAS, GMA International has utilized the services of planners,
architects, economists, and engineers in developing a viable land use
concept for the property; and
WHEREAS, GMA International has refined the Conceptual Master Plan
based on input from the Agency Board and City residents; and
WHEREAS, the Agency finds the April 15, 2003 Conceptual Master
Plan (Master Plan) prepared by GMA International to accurately reflect
Agency and Community objectives for the property.
NOW, THEREFORE, BE IT RESOLVED, by the La Quinta
Redevelopment Agency of the City of La Quinta, as follows:
1. Approves the conceptual master plan for the La Quinta Golf and
Resort Project.
PASSED, APPROVED and ADOPTED at a regular meeting of the La
Quinta Redevelopment Agency held on this 15th day of April, 2003, by the
following vote to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
TERRY HENDERSON, Chairperson
City of La Quinta, California
ATTEST:
JUNE S. GREEK, CMC, Agency Secretary
City of La Quinta, California
(City Seal)
APPROVED AS TO FORM:
M. KATHERINE JENSON, Agency Counsel
City of La Quinta, California
Ave 52
Trail
'PGA West"
The Ranch
Conceptual Master Plan
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The [Kanck
Preliminary Land Use Summary
April 9, 2003
Acres Land Use
185
Championship Tournament Golf Course (7210 yards)
162
Resort Golf Course ( 6945 yards)
45
City Park/Junior Course/Academy/Teaching Center
10
Practice Area
6
Golf Clubhouse/Community Center
(Pro Shop, grill, restrooms, training center, community center, etc.)
3
Golf Maintenance Facility
14
Five -Star Resort Hotel/Convention/Spa
6
Boutique/Condo Hotel
20
Casitas/Residence Club
15
Special Use Area
12
Resort Retail
22
Multi Use Trails/Pocket Parks
12
Village Lake - Landscape Irrigation & Golf Storage
13
Roads
525
Total Acres
11
I/ r i,
The Ranch
Proposed Phasing Plan
Multi -Use
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DESCRIPTION
ACRES
CONDITION 1
RETENTION LAKES
3.2
F-1 CONDITION 2
NON -POTABLE LAKES
13.4
• Recycled Water • Recaptured Water
• Runoff • Canal Water
■ CONDITION 3
IRRIGATION LAKE
12.0
• Golf Storage
• Landscaping
• Village Lake
CONDITION 4
STREAMS, PONDS & WETLANDS
7.1
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All American iw
Canal
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Proposed Retention / Irrigation / Lake Plan
13
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PACIFIC ADVANCED CIVIL ENGINEERING, INC.
17520 Nevvhope Street, Suite 200 - Fountain Vallev. California 92708 - 714.481.7300 - fax: 714.481 99
April 10, 2003
Mr. Gil Martinez
President
GMA
2700 Newport Boulevard, Suite 190
Newport Beach, CA 92663
(949) 675-9559
Fax (949) 675-9552
Page 1 of 2
Re: "The Ranch" Non -Potable and Potable Water Demand &
Alternative Land Use Water Demand Comparison Analysis #7645E
Dear Gil,
Pacific Advanced Civil Engineering, Inc. (PACE, Inc.) has been retained by the City of La Quinta
through GMA, to provide water resources consulting services related to water demand analysis for the
proposed "Ranch" project. PACE has over 30 years of experience in the industry throughout the
Southwestern U.S. and specifically within the Coachella Valley.
As requested, PACE has completed an annual water (potable and non -potable) demand analysis for
the proposed "Ranch" project (525 AC). The analysis is based upon the proposed land use summary
(two 18-hole golf courses and hotel resort development) provided by GMA including breakdown of
varying landscaping demands, as well as, the resort hotel, restaurant and retail project components.
As shown on the attached bar graph chart and detailed summary spreadsheets, "The Ranch" project
has an estimated annual total demand of 2,650 acre-feet (AF) (made up of 2,400 AF non -potable and
250 AF potable demands). The above estimates are based upon utilizing non -potable sources (canal or
effluent water sources) for all project irrigation demands. The following alternative "Ranch" project land
use scenarios have also been evaluated to facilitate an alternative use water demand comparison:
1. Golf and traditional single-family residential development.
2. Traditional single-family residential development.
3. Various agricultural uses.
The total annual water demand (2,650 AF) for the "Ranch" project is very similar to the alternative land
use demands (2,650 and 2,350 AF). The primary difference is the "Ranch" project minimization of
potable water demand (250 AF vs. 750 to 2,100 AF).
Based upon the above described analysis, it is apparent that the proposed "Ranch" project is a
responsible project relative to water usage. The "Ranch" project as proposed, will meet the criteria
established within the CVWD Water Management Plan based upon the following:
1. Reduction in golf course water demand of 10% to 15% (limit maximum turf area and
requires optimized irrigation system).
2. Minimize potable water (groundwater use) demands.
14
GMA - The Ranch at La Quinta - #7645E April 10, 2003
Water Demand Comparison Analysis Page 2 of 2
3. Require use of water (potable and non -potable) conserving plumbing fixtures (showers,
toilets, drip irrigation, etc.).
4. Maximize use of canal water for irrigation of resort and residential private and common
area irrigation,
As the project design is refined, the project water demand analysis will be updated and provided to
CVWD to confirm conformance to the Basin Management Plan requirements. We look forward to
presenting this information at the upcoming April 15, 2003 City Council meeting and to facilitating the
successful completion of this unique and exciting project. Please contact us at your convenience with
any questions or comments that you may have.
Sincerely,
PACIFIC ADVANCED CIVIL ENGINEERING, INC.
Mark E. Krebs, P.E.
President
MEK/db
Enclosure - (1) Bar Graph Chart
(5) Spreadsheet back-up
(4) Misc. Water Demand reference information
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LAS VISTAS
PIEDRA DEL SOL
PIEDRA DE PAZ
BUENA VIDA
17
Project names and marks are being submitted in black and white for review and response.
Once a mark and name has been chosen, combinations of type placement and typeface
will be studied.
The final logo will be composed of appropriate placement of the mark in relation to the
text in the chosen typeface.
� � 2
18
ATTACHMENT 2
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19
Apr-30-03 08:22am From -WATER DISTRICT/COACHELLA VALLEY +7603933711
z
ESTABLISHED IN 1918 A$ A PUBLIC AGENT ATTACHMENT 3
COACHELLA VALLEY WATER DISTRICT
POSY OFFICE BOX 1058 • COACHEL.LA, CALIFORNIA 92236 • T 1EPHONE (780) 398-2651 - FAX (760) 398-3711
DIRECTORS:
OFFICERS:
JOHN W. MCFADOEN, PRESIDENT STEVFN D, ROBBINS, INTERIM
PETER NELSON, VICE PRESIDENTTELLIS GENERAL MANAGER -CHIEF ENGINEER
RUSSE L KITAHS April 29, Z003 JULIA FERNANDEZ, SECRETARY
PATRICIAKIT ARSO REDWINE AND SHERRILL, ATTORN6YS
PARICI� A, CARBON
%a Quinta Redevelopment Agency
Post Office Box 1504
La Quinta, California 92253
Gentlemen:
Subject: Canal Water Use, Account No. 1601.31
The federal Bureau of Reclamation (Reclamation) notified us yesterday that our Colorado River
water order for 2003 was being cut from 347,000 acre-feet to 245,800 acre-feet.
This follows a federal judge's order that Imperial Irrigation District (11D) have its 3.1 million
acre-feet order for the year fully restored as the result of a pr(,cedural error by Reclamation.
IID's order had been out because California was using more Colorado River Water than it is
entitled to. Since IID's water was restored, we were next in line to take the cut.
Reclamation is redoing the water use determination and shout d have the process completed by
October 2003. Based on court documents, it is believed that TD's water order will be reduced at
that time and Coachella' Valley Water District's (CVVv D's) water order restored. However,
because of the uncertainty, we cannot gamble that the proces, will be completed on schedule and
trust implement actions now.
To help cope with this temporary loss, we are forced to taking; two in nediate actions. First, all
use of water from the Coachella Canal for construction purpo 3es has been halted. Second, we
are notifying all nonagricultural canal water users, including r;olf courses, that they have one
week to convert their water source back to private wells.
We also are working with farmers toward a reduction in their Colorado River water use for the
remainder of this shortage.
TRUE" CONSERVATION O
USE WATER WISELY
Apr-30-03 08:22am From -WATER DISTRICT/COACHELLA VALLEY +7603933711 T-020 P.03/03 F-396
La Quint. Redevelopment Agency -2- April 29, 2003
We regret that your water service as a nonagricultural water user will be temporarily suspended
effective Tuesday, May 6. As soon as Reclamation has COHIpleted its process and CVWD's
water order has been restored, your water service will be reinstated,
We appreciate your help and cooperation in this challenging: situation.
Please call me if you have any questions. I have scheduled a meeting on May 13 at 1 p.m., at
CVW'D headquarters in Coachella to discuss the situation and hope that you can. Attend.
Fours very truly,
. a
Steve Robbins
General Manager -Chief Engineer
CERTIFIED MAIL NO. 700 I ' 0320 0002 2443 0460
RETURN RECEIPT REQUESTED
DCM:Ies\comleg\aprinonagwateausedcrder
COACHELLA VALLEY WATER DISTRICT 21
MAW N . E1'.Z* ' C3RW,,.,COUN
1Q53 • COAGHEL iLltO tl�lA 2 9 • TELEPHONE (760) 3984661
FORQtT REMSEI, I
DATE, APRIL 28, 2003 • EMAC c*dmaiI@w d.ocg' • FAX: (760j 3993711 000ENNIS MMR) I=X 814SION 2352, JACK PrJFtRECII, >=X7 ENSICIN 2355
CVWD's Colorado River Water Order Cut
The federal Bureau of Reclamation (Reclamation) notified Coachella Valley Water District (CVWD)
today that its Colorado River water order for 2003 was being cut from 347,000 acre-feet to 245,800 acre-
feet.
This follows a federal judge's order that Imperial Irrigation District (IID) have its 3.1 million acre-
feet order for the year fully restored as the result of a procedural error by Reclamation. IID's water order
had been cut because California was using more Colorado River water than its annual entitlement. Since
IID's water was restored, CVWD was next in line to take the cut.
The Bureau is redoing the water use determination and should have the process done by October
2003. Based on court documents, CVWD officials believe IID's water order will be reduced at that time
and CVWD's water order restored. However, because of the uncertainty, they said they cannot gamble
that the process will be completed on schedule and must implement actions now.
To help cope with this loss, Steve Robbins, CVWD general manager -chief engineer, took two actions.
He ordered the immediate halt of all use of water from the Coachella Canal for construction purposes. He
also notified all non-agricultural water users, including golf course managers, who use water from the
canal that they have a week to convert their water source back to private wells. Most of the lower valley
golf courses have agreements that require them to maintain wells so they can shift to groundwater in
times of canal water shortage.
10 (more)
22
Water Order
2-2-2-2-2
The majority of the golf courses in the Coachella Valley do not use Colorado River water from the
Coachella Canal.
Because the cut comes with a third of the year already gone, the reduction spread over only eight
months will be more severe than if the reduction were known at the start of the year..
CVWD has met with and is working with area growers to avert a crisis and find the best short-term
solutions to this dilemma. In some cases farmers are switching from canal water to well water and, where
feasible, the district is working with private well owners to have them pump water into the district's
irrigation distribution system on a short-term basis. Also under consideration are short -tern water
transfers to help alleviate the current shortfall.
The district will also begin negotiating with alfalfa growers and others with relatively low dollar
value crops to fallow for the remainder of 2003.
In jeopardy is nearly a third of the water Coachella Valley gets from the Colorado River by canal for
agriculture use, which in turn places tremendous demand on the already overdrawn aquifer that supplies a
portion of crop irrigation water and virtually all of the drinking water in Coachella Valley.
With the groundwater table already declining in the agricultural area, heavy reliance on wells cannot
be sustained for a long period. The declining water table also affects domestic water wells, especially
those serving the entire east valley.
Reclamation had cut IID's Colorado River supply by less than 10 percent at the beginning of the year
to reduce California's Colorado River water use to it's basic entitlement of 4.4 million acre feet as the
result of the Department of the Interior's determination that III) was not putting the water to reasonable
beneficial use. The action came after California's Colorado River agencies failed to agree on a plan by
the end of last year that would have led to the reduction over a 15-year period.
III) took the federal government to court to stop its loss of water on procedural issues and received a
preliminary injunction to receive its water order of 3.1 MAF while Interior redid the process.
(more)
23
Water Order
3-3-3-3-3
Because California is limited to 4.4 MAF this year, Reclamation was still obligated to reduce
California's use of the river so it had been anticipated that CVWD and The Metropolitan Water District
of Southern California would suffer cuts. CVWD Board members and staff have met with Secretary Gale
Norton to discuss the cut and ways to address its impacts. Steve Robbins said "Given the economic
impacts to the Coachella Valley and that a court ordered process to determine the reduction in IID's water
order will be completed this fall, CVWD should not be cut but should be required to agree to repay next
year if IID is not reduced by enough to cover the proposed CVWD cut. Its the only reasonable thing to
do."
An agreement that would guarantee that Coachella Valley gets the Colorado River water it needs for
at least 45 years has been approved in principle by the affected water agencies. The accord —the
Quantification Settlement Agreement (QSA)—must be approved by the federal Department of the
Interior, however, and is dependant upon significant financial assistance from Sacramento lawmakers ---
the allocation of $200 million from a water bond passed by voters last November (Proposition 50) and
S 150 million in loan guarantees. Implementation of the QSA would give the valley more water to help
the groundwater basin recover in this area.
Meanwhile, a significant court battle that could shape water usage throughout the state —but take
years to resolve —is expected unless the QSA can be implemented.
In non -surplus years California legally is entitled to no more than 4.4 million acre-feet (an acre-foot
is 325,900 gallons —enough to cover an area roughly the size of a football field in 12 inches of water) of
Colorado River water. Of this, 3.85 million acre-feet are designated for agricultural use. Rights to the
remaining 550,000 acre-feet belong to the Metropolitan Water District (MWD).
CVWD attorneys are also investigating possible legal action aimed at blocking the cut.
4. 4
Planning • Landscape Architecture • Entitlement ATTACHMENT 4
28th Street Marina 2700 Newport Blvd. Suite 1,
Hk..., Phone 949 675-9559 - • ( ) Fax (949) 675 9552 E
DATE:
April 28, 2003
TO:
Mark Weiss
From:
Gil Martinez/Carol Ackerman
RE:
Ongoing Master Planning Services
As you know, we are nearing the completion of our current contract with the City for master
planning services. In the course of defining and designing the proposed golf, resort, retail and
recreational project, we have learned a great deal about the property, the participants and
Redevelopment Agency process and the evolving marketplace to which this project will be
responsive. In creating a world -class municipal golf course and additional amenities appropriate
to our Scope of Work, we have engaged in most segments of the planning process and have
responded to a number of assignments or tasks beyond our current contract. You have invested
in the GMA team and collectively, we understand a significant body of detail relative to the on-
going design and development needs of this remarkable site. Projects of this speed and
complexity benefit from 'institutional' memory, experience and talent -specific continuity, as you
are well aware.
In order to preserve the investment the City and the process have in GMA and with the intention
of maximizing that investment into and through completion of the project, we propose that our
current contract be extended. In the on -going, forward planning role, GMA would respond to and
assist the City in further matters of site planning, (accurately interpreting and implementing the
overall master plan), provide coordination with the chosen golf course architect, especially as
issues of interpreting the costs and effects of the grading and drainage issues; well as support
the efforts of the development coordinator and other parties soon to be engaged. We anticipate
creating the necessary grading and drainage plan that will address the comprehensive
topography and construction needs of the site, which consider the lakes, waterways, golf
course(s), building pads and circulation program, including multi -modal trails; provide the design
plan for the treatment of the perimeter of the property, which would include the fencing plan so as
to take advantage of our previous elevation and view studies, thus ensuring a preservation of the
views of the watermark and mountain base; and seamlessly providing various additional services
to facilitate the on -going coordination of team input as the project accelerates and becomes
increasingly complex.
Mark, as you know, we have been in this role of master planner `from concept to completion' on
whole new cities, villages, master planned communities and golf and resort projects around the
globe. We can assure you that our commitment is to the success of the overall project and will
keep the intent and vision of the master plan first and foremost in our minds. We look forward to
another discussion with your office in the coming days to refine this proposal to meet our mutual
goals and objectives and thank you, your fine staff and the Agency for a stimulating and engaging
opportunity with the City of La Quinta.
After careful consideration of the additional name of Silver Rock Ranch
these ideas have surfaced. I would ask that you consider them for inclusion
into our discussions Tuesday:
Name for Resort site: Silver Rock at La Quinta
Logo — Silver Rock with branding iron LQ stamped on rock
Possible course names - The Ranch (at Silver Rock) Las Vistas (at Silver
Rock) The Watermark (at Silver Rock) The Waterline (at Silver Roo)
If The Watermark is used for one of the courses the logo could be a silver
shell similar to shells found on site. Collect shells (ancient) have replica
silver shells made and use authentic and silver shell in memento pieces
If The Ranch is used for one of the courses the logo could be a Silver date
tree, Ranch was briefly a cattle ranch so logo might change to something
related to cattle farming, also on sight is the old bull barn, might be an idea
in saving the bull barn.
Silver on both course logos, ties them to resort and each other
In landscaping use the Silver Date Palm. A perfect opportunity to
acknowledge date industry so rich to our history.
Silver in letterhead
Silver in all paper products at resort
Silver consistent theme in retail area of resort site
Silver on tile, in grout
'-Silver sprinkled in the concrete
Silver in the sand traps
Silver fringe on golf carts
Silver tees, on golf balls
Silver on golf flags
Silver jewelry, Silver Tiffany souvenir piece (with Tiffany signature)
Silver dollars
Using Silver the illusion of the water features can be visually expanded
Silver Rock or ?????? in the roundabout
Consider changing name of Avenue 52 to Silver Rock Boulevard
(thus could in fact be an issue as related to other proposals being presented)
We may not be ready to make that kind of commitment to a long range name
change.
Create a Silver Rock attraction at the Ahmanson Ranch Site, which is also
an opportunity to incorporate bull barn
Ties in with the Cities current "Gem of the Desert" motto.
We all realize that the attached myth is just a myth but as often told by Fred
it was a lot of fun and entertained a lot of people.
A Saga of Silver and the Bradshaw Stage.
In the late 1880's the Bradshaw Stage line was an integral part of life and
communications in the Coachella Valley. It carried passengers, mail and freight from
eastern cities to the residents of these far flung western reaches.
The westbound stages wended through Mecca, crossing the valley to the eastern facing
feet of the Santa Rosa Mountains. The stage drivers hugged the hem of the mountains
because the ground there was hard packed and solid, unlike the porous, sandy soil in the
lowlands of the valley.
The route skirted what is now the western border of PGA west, rounded the foot of the
Santa Rosas near the old Hacienda del Gato and turned north through the area now
occupied by the La Quinta Resort, to the stage stop at Point Happy. From there the stage
made its way to Palm Springs and on to San Bernardino.
Like all stage lines of that era, the Bradshaw Stage often carried large sums of money
from eastern banks to finance the projects of the ever growing west. Funds to underwrite
the bourgeoning citrus industry, and commercial projects of every kind, were frequently
moved openly by this simple and direct form of transportation and communication.
Legend has it that one of these runs carried a huge sum of silver coins and bank notes
bound for banks of the Inland Empire. Bandits learned of the shipment and held up the
stage at gun point and made a thundering, horseback, escape up though. La Quinta Cove.
Because the coins and bank drafts were in denominations that would be easily
recognized, the robbers were said to have buried the swag somewhere up in Bear Creek
canyon. Many years later a hiker found the weathered and rotting handle of a mail sack
believed to have contained the swag. Many believe the silver is still resting somewhere
above La Quinta even though time and the elements will probably have destroyed the
paper drafts.
An old Mexican cowboy, who served for many years as caretaker for the Hacienda del
Gato ranch, swore that on many quiet nights he could hear the creaking roll of the giant
stage wheels and the pounding of hoof beats as the desperadoes made their escape.
To his death he maintained that the lost silver was secreted in the foothills, waiting to be
discovered by some person, lucky enough to stumble upon it.
Fact or fancy, legend or rumor? The lost silver of the Bradbury stage holdup may still lay
waiting to be discovered.
As often told by Fred Rice, long time resident and local historian
Submitted by:
E.A. "Ned" Millis
Former President
La Quinta Historical Society
MOFT
AGENDA CATEGORY:
COUNCIL/RDA MEETING DATE: May 6, 2003
BUSINESS SESSION: C
ITEM TITLE: Consideration of a Contract Services CONSENT CALENDAR:
Agreement with Tom Frost Golf, Inc., to STUDY SESSION:
Provide Development Coordination Services
for the La Quinta Golf and Resort Project PUBLIC HEARING:
RECOMMENDATION:
Authorize the Executive Director to execute a contract services agreement with Tom
Frost Golf, Inc., to provide development coordination services for the La Quinta Golf
and Resort Project.
FISCAL IMPLICATIONS:
The proposed contract budget is $100,000. The Agency's 2003-04 budget includes
funding for Phase I of the La Quinta Golf and Resort Project. Adequate funds have
been budgeted in account number 401-723-605-00, Contract Services -Professional.
BACKGROUND AND OVERVIEW:
On February 15, 2003, the Agency Board authorized the distribution of a Request for
Proposals (RFP) for a Development Coordinator for the La Quinta Golf and Resort
Project ("The Ranch"). Proposals were due March 14, 2003, and nine firms submitted
proposals. The Selection Committee, consisting of the Assistant Executive Director,
Director of Community Development, Director of Public Works, and the Agency's
Redevelopment/Economic Development Consultant, evaluated the nine proposals based
on the following criteria: Content, Presentation, and Experience/Expertise. The
Committee interviewed five firms on March 24, 2003, including (in alphabetical order):
Berryman & Henigar, Chapman Golf Development, Project Dimensions, Inc., Richard
J. Thorman, and Tom Frost Golf, Inc. The interviews consisted of a short presentation
by each firm followed by a question and answer period. Following the interview
process, the Committee selected Tom Frost Golf, Inc.
Pursuant to the City's consultant selection process, staff then negotiated a contract
with Tom Frost Golf, Inc. The contract provides for a retainer of $5,888 per month
for 32 hours of service ($184/hour x 32 hours = $5,888). Additional hours will be
billed at $184 per hour. The total contract cost for the Development Coordinator's
services is not to exceed $100,000.
Prior to the April 15, 2003 RDA meeting, the contractor's attorney requested changes
to the indemnification section of the City's standard contract and other minor changes.
Agency Counsel has worked with the consultant's attorney to amend the agreement.
The amended agreement is included as Attachment 1.
The consultant's proposal was distributed to the RDA Board members at the April 15,
2003 RDA meeting, and is also included as Attachment 2.
Process Questions
Questions and comments surfaced at the April 15 meeting regarding the process and
procedures used in evaluating proposals and recommending Tom Frost Golf, Inc. This
section will attempt to outline the consultant selection process.
The City of La Quinta has adopted a Consultant Selection Process, and incorporated
that process into the City Municipal Code as Section 3.32.010 (Attachment 3).
Specific to the Development Coordinator, the Agency authorized staff to proceed with
the consultant selection process on February 15, 2003. Nine proposals were received
by the March 14, 2003 deadline. The Agency -approved Consultant Selection
Committee reviewed the proposals pursuant to criteria contained within the RFP (see
Evaluation Form, Attachment 4). The firms were ranked by the Committee Members
from one to nine, based upon their submitted proposals. Six firms were invited to
interview with the Committee, five of which accepted, and were interviewed March
24, 2003. Questions for the firms during the interview varied depending upon
proposals and presentations, but each Committee Member was provided a list of
possible interview questions (Attachment 5). A second evaluation form was utilized
in evaluating firms during the interview process (Attachment 6) . After all interviews
2
were completed, each Committee member ranked the firms from one to five in order
of preference:
Committee Member
Frost
Firm 2
Firm 3
Firm 4
Firm 5
Member #1
1
2
3
4
5
Member #2
1
3
5
2
4
Member #3
2
3.5
3.5
1
5
Member #4
2
1
4
3
5
TOTAL
6
9.5
15.5
10
19
Tom Frost Golf, Inc., received the highest ranking, being ranked first by two
Committee Members and second by the others. After ranking the firms, the
Committee opened cost proposals from the submitting firms. The Committee then
agreed to negotiate a contract with Tom Frost Golf, Inc., for Development Coordinator
services. Upon culmination of those negotiations, staff forwarded a proposed contract
with Tom Frost Golf Inc., to the Agency for approval. The process utilized for the
selection of the Development Coordinator is routinely used by City/Agency staff for
consultant selection.
The Scope of Services contained in the proposed contract outlines the role and
responsibilities of the Development Coordinator. The referenced contract and Scope
of Services also provides for the reports required to be prepared, as well as the
reporting relationship of the Development Coordinator. More specifically, the
Development Coordinator will report to the Contract Officer (the Agency's Assistant
Executive Director). The Agency's Assistant Executive Director is the Assigned Project
Manager for this economic development effort.
A tie vote on April 15, 2003, resulted in the continuation of this item to today's RDA
meeting.
FINDINGS AND ALTERNATIVES:
The alternatives available to the Redevelopment Agency Board include:
1. Authorize the Executive Director to execute a contract services agreement with
Tom Frost Golf, Inc., to provide development coordination services for the La
Quinta Golf and Resort Project; or
3
2. Do not authorize the Executive Director to execute a contract services
agreement with Tom Frost Golf, Inc., to provide development coordination
services for the La Quinta Golf and Resort Project; or
3. Provide staff with alternative direction.
Respectfully submitted,
f
Mark Weiss, Assistant Executive Director
Approved for submission by:
Thomas P. Genovese, Executive Director
Attachments: 1 . Professional Services Agreement
2. Consultant's Proposal
3. Municipal Code Chapter 3, Section 3.32.010
4. Evaluation Form No. 1
5. Interview Questions
6. Evaluation Form No. 2
al
ATTACHMENT 1
PROFESSIONAL SERVICES AGREEMENT
This AGREEMENT FOR CONTRACT SERVICES (the "Agreement"), is made and
entered into by and among the LA QUINTA REDEVELOPMENT AGENCY (the
" „), a California public entity, and Tom Frost Golf,
Inc. , a California corporation (the "Contractor"). The parties hereto agree as follows:
1. SERVICES OF CONTRACTOR
1.1 Scope of Services. In compliance with all terms and conditions of the
Agreement, the Contractor shall provide those services related to Phase I development of the La
Quinta Golf & Resort Project ("Project" 1, as specified in the "Scope of Services" attached
hereto as Exhibit "A" and incorporated herein by this reference (the "services" or "work").
Contractor warrants that all services will be performed in a competent, professional and
satisfactory manner in accordance with the standards prevalent in the industry for such services.
Services will be provided to the Mu iei„alit" Fe- """"�"'�"" is r-eferfed to
Vll V Vlll V11V V, the r J
herein as the " .'�A�enC�V
1.2 (~ontr-aetor�s Pr-o osnl The Seepe of Sefyiees shag include the
Gentr-aetef's pr-epesal er- bid, w-hieh shall be ineer-per-ated herein by this r-efer-enee as theugh f441y
set fefth herein. In the evefA ef an., * . 4eney between the terms of sueh proposal an%.& this
n g -eeme + the +ofs e f this Agreement s al n^��e 1.3 Compliance with Law. All services
� V llltll l� L711K11 �V � vl as
rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes,
rules, regulations and laws (collectively. "Laws") of the >\,ru ieipa it City of La Quinta
, the Agency, and any and all Federal, State or local governmental agency of competent
jurisdiction. The Agency shall not discriminate against Contractor in its adoption or
application of Laws.
41:41-,3 Licenses, Permits, Fees, and Assessments. Contractor shall obtain at its
sole cost and expense such licenses, permits and approvals as may be required by law for the
performance of the services required by this Agreement o be performed by Contractor,
including a business license from the City. provided that the foregoing shall in no way
require Contractor to obtain or pay for any licenses, permits or approvals relating to the
Project or the design or construction thereof. Contractor shall have the sole obligation to pay
for any fees, assessments and taxes, plus applicable penalties and interest, which may be
imposed against Contractor by law and arise from or are necessary for the performance of the
services required bvto be performed by C%n=kractor under this Agreement.
4—.51 4 Familiarity with Work. By executing this Agreement, Contractor
warrants that (a) it has thoroughly investigated and considered the work to be performed, (b) it
has investigated the site of the work and fully acquainted itself with the conditions there existing,
(c) it has carefully considered how the work should be performed, and (d) it fully understands the
facilities, difficulties and restrictions attending performance of the work under this Agreement.
Should the Contractor discover any latent or unknown conditions materially differing from those
inherent in the work or as represented by the Agency, it shall immediately inform Agency of
119/015610-0065 5
389256.04 a04/30/03
such fact and shall not proceed except at Contractor's risk until written instructions are received
from the Contract Officer (as defined in Section 4.2 hereof).
119/015610-0065
389256.04 a04/30/03 -2- C
==
= - =
ME-
.�
WL� WA
4--.7M Additional Services. In accordance with the terms and conditions of this
Agreement, the Contractor shall perform services in addition to those specified in the Scope of
Services; (Exhibit "A") when directed in writing to do so by the Contract Officer, provided that
Contractor shall not be required to perform any additional services without compensation
which Contractor does not believe Contractor is capable of performing in accordance with
the standards set forth in this Agreement: or (ii) before Agency and Contractor agree on
Contractor's compensation therefor.
2.0 COMPENSATION
2.1 Contract Sum. For the services rendered pursuant to the Agreement, the
Contractor shall be compensated in accordance with the "Schedule of Compensation" attached
hereto as Exhibit `B" and incorporated herein by this reference. The Contractor shall be
compensated in an amount not exceeding One Hundred Thousand Dollars ($100,000) (the
"Contract Sum"). The method of compensation set forth in the Schedule of Compensation will
include payment for time and materials based upon the Contractor's rates as specified in Exhibit
"B", or such other methods as may be specified in the Schedule of Compensation (Exhibit `B").
Compensation may include reimbursement for actual and necessary expenditures for
reproduction costs, transportation expenses, telephone expense, premiums for bonds and
insurance, and similar costs and expenses when and if specified in the Schedule of Compensation
(Exhibit "B").
2.2 Method of Payment. Any month in which Contractor wishes to receive
payment, Contractor shall submit to the Agency no later than the tenth (1 Oth) working day of
such month, in the form approved by the Contract Officer, an invoice for services rendered prior
to the date of the invoice. Such invoice shall (1) describe in detail the services provided,
including time and materials, (2) specify each staff member who has provided services and the
number of hours assigned to each such staff member, and (3) indicate the total expenditures to
date. Such invoice shall contain a certification by a principal member of Contractor specifying
that the payment requested is for work performed in accordance with the terms of this
Agreement. The
of the-1q"'� the unieipalit ,- gencv will pay Contractor for all expenses stated thereon
which are approved by the Munieipality or �-Agency pursuant to this Agreement He later
the last working day of the menthwithin 45 days of receipt of the invoice.
3.0 PERFORMANCE SCHEDULE
119/015610-0065 _3 _ 7
389256.04 a04/30/03
3.1 Time of Essence. Time is of the essence in the performance of this
Agreement.
3-3-3 Force Majeure. All time periods specified for performance of the
services rendered pursuant to this Agreement shall be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the Contractor,
including, but not restricted to, acts of God or of the public enemy, fires, earthquakes, floods,
epidemic, quarantine restrictions, riots, strikes, freight embargos, acts of any governmental
agency other than City, and unusually severe weather, if the Contractor shall within ten (10) days
of the commencement of such delay notify the Contracting Officer in writing of the causes of the
delay. The provisions of
this Section 3.2 shall not, however. extend the time for-
pe-f,,,-.:,- ing tho=� �e 'i for the Y.er-iod
1 1 V 1111111 /... r
VV '
and the Gentfaefing
period for. or otherwise
affect any obligations relating to payment of compensation reauired to be paid under this
Agreement. In no event shall the Agency be required to pay for services which are not
delivered.
3 413 Term. Unless earlier terminated in accordance with Sections 7.7 and 7.8
of this Agreement, this Agreement shall continue in full force and effect for 6 months, from the
date of the execution of this Agreement.
4.0 COORDINATION OF WORK
4.1 Representative of Contractor. The following
Centf etefindiyiduals are hereby designated as being the principals and representatives of
Contractor authorized to act in its behalf with respect to the work specified herein and make all
decisions in connection therewith:
1. Tom Frost
2. Ron Hagan
It is expressly understood that the experience, knowledge, capability and reputation of the
foregoing individuals were a substantial inducement for Agency to enter into this
Agreement. Therefore, the foregoing individual shall be responsible during the term
of the Agreement for directing all activities of Contractor and devoting sufficient time to
personally supervise the services hereunder. The foregoing individuals may not be
changed by Contractor and no other personnel may be assigned to perform the service required
hereunder without the express written approval of Agency.
4.2 Contract Officer. The Contract Officer shall be the Assistant Executive
Director or such other person as may be designated by the Executive Director of the
��•m Agencv. The Contract Officer has been authorized to act on behalf of the
Munieip alit=Agency for the purposes of this Agreement. It shall be the Contractor's
responsibility to assure that the Contract Officer is kept informed of the progress of the
119/015610-0065 _ _ 8
389256.04 a04/30/03 4
performance of the services and the Contractor shall refer any decisions which must be made by
Agency to the Contract Officer. Unless otherwise specified herein, any approval of Agency
required hereunder shall mean the approval of the Contract Officer.
4.3 Prohibition Against Subcontracting or Assignment. The experience,
knowledge, capability and reputation of , its Tom Frost and empleyeesjRon
were a substantial inducement for the Agency to enter into this Agreement. Therefore,
Contractor shall not contract with any other entity to perform in whole or in part the services
required hereunder without the express written approval of the Agency. In addition, neither this
Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of
law, without the prior written approval of Agency.
4.4 Independent Contractor. Neither the Agency nor any of its employees
shall have any control over the manner, mode or means by which Contractor, its agents or
employees, perform the services required herein, except as otherwise set forth. Contractor shall
perform all services required herein as an independent contractor with only such obligations as
are consistent with that role. Contractor shall not at any time or in any manner represent that it
or any of its agents or employees are agents or employees of Agency.
4.5 Agency Cooperation. The Agency shall provide Contractor with any
plans, publications, reports, statistics, records or other data or information pertinent to services to
be performed hereunder which are reasonably available to the Agency.
5.0 INSURANCE INDEMNIFICATION AND BONDS.
5.1 Insurance. The Contractor shall procure and maintain, at its cost, and
submit concurrently with its execution of the Agreement, pWAiEcommercial liability and
damage insurance against all claims for injuries against persons or damages to property
resulting from Contractor's acts or omissions r- sing eut ^-r ^—related to Contractor's performance
under this Agreement. The insurance policy shall eei4 i a sever -ability e f interest e,n„no
interest V1W W✓V
pr-eviding that the eever-ag.e shall be primary for losses arising out of Contractor's performance
hereunder and neither the City nor its insurers shall be required to contribute to any such loss. A
certificate evidencing the foregoing and naming the Agency and its officers and employees as
additional insured shall be delivered to and approved by the Agency prior to commencement of
the services hereunder. The amount of insurance required hereunder shall be determined by the
Contract Sum in accordance with the following table:
Contract Sum
Coverage(personal
injury/property damage)
Less than $50,000
$100,000 per
individual; $300,000 per occurrence
$50,0004300,000
$250,000 per
individual; $500,000 per occurrence
Over $300,000
$500,000 per
individual; $1,000,000 per occurrence
The Contractor shall also carry automobile liability insurance of $1,000,000 per accident
against all claims for injuries against persons or damages to property arising out of the use of any
119/015610-0065 389256.04 a04/30/03 -5-
9
automobile by the Contractor, its officers, any directly or indirectly employed by the Contractor,
any subcontractor, and agents or anyone for whose acts any of them may be liable, arising
directly or indirectly out of or related to Contractor's performance under this Agreement. The
term "automobile" includes, but is not limited to, a land motor vehicle, trailer or semi -trailer
designed for travel on public roads. The automobile insurance policy shall eentain-a se:'e� bili ;'
shall be primary for losses arising out of Contractor's
performance hereunder and neither the Agency nor its insurers shall be required to contribute to
such loss. A certificate evidencing the foregoing and naming the Agency and its officers and
employees as additional insured shall be delivered to and approved by the Agency prior to
commencement of the services hereunder.
Contractor shall also carry Workers' Compensation Insurance in accordance withand-to-
the
extent reauired by State Workers' Compensation laws.
The Contractor shall procure professional errors and omissions liability insurance in the
amountAtg_efley-SLOOOM
All insurance required by the Section shall be kept in effect during the term of this
Agreement and shall not be cancelable without thirty (30) days written notice of proposed
cancellation to Agency. The procuring of such insurance or the delivery of policies or
certificates evidencing the same shall not be construed as a limitation of Contractor's obligation
to indemnify the Agency, its officers, employees, contractors, subcontractors or agents.
5.2 Indemnification. The Contractor shall defend, indemnify and hold harmless the
Agency, isthe Ci . their officers, officials, employees, representatives and agents; (tAgency
„dem„ities,Indemnitees" ) from and against any and all actions, suits, proceedings, claims,
demands, losses, costs, and expenses, including legal costs and attorneys' fees, for injury to or
death of person(s); nd r for damage to property (including property owned by the Agency)
n li n r
willful misconduct of Contractor, its officers, anyone air -eel y or ;fidir-e 3L employed by
Contractor, any subcontractors of Contractor�Contractor's agents or anyone for whose
acts any of them may be liable,
per-fen:nanee under- this Agreement, exeept to the extent of sueh less as may be eaused b
Ageney's own aetive negligenee, sole negligeneeef willful miseenduet, or- that of -its effieer-s e
Contractor may be liable.
In the event the Agency indemnitiedAndemnitees are made a party to any action, lawsuit,
or other adversarial proceeding in any way involving ueh- r'.i~~s,c aims for which they are
indemnified pursuant to the preceding paragraph, the_ n Contractor shall provide a defense to
the Agency indemnitiesinAgmumitees, or at the Agency's option, reimburse the Agency
indemnitiesinAmniku their reasonable costs of defense, including reasonable
' rn fees, incurred in defense of such claim. In addition e t-aeteF2 Contractor
shall be obligated to promptly pay any final judgment or portion thereof rendered against the
Agency indemnitIndemnitees arising out of Contractor negligence or willful misconduct.
119/015610-0065 -6- 10
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5.3 Remedies. In addition to any other remedies the Agency may have if Contractor
fails to provide or maintain any insurance policies or policy endorsements to the extent and
within the time herein required, the Agency, at its sole option:
1. Obtain such insurance and deduct and retain the amount of the
premiums for such insurance from any sums due under this
Agreement.
2. Order the Contractor to stop work under this Agreement and/or
withhold any payments(s) which become due to Contractor
hereunder until Contractor demonstrates compliance with the
requirements hereof.
3. Terminate the Agreement.
Exercise of any of the above remedies, however, is an alternative to any other remedies
the Agency may have and are not the exclusive remedies for Contractor's failure to maintain or
secure appropriate policies or endorsements. Nothing herein contained shall be construed as
limiting in any way the extent to which Contractor may be held responsible for payments of
damages to person or property resulting from Contractor's or its subcontractors' performance of
work under this Agreement.
6.0 RECORDS AND REPORTS
6.1 Reports. Contractor shall periodically prepare and submit to the Contract
Officer such reports concerning the performance of the services required by this Agreement as
the Contract Officer shall require.
6.2 Records. Contractor shall keep such books and records as shall be
necessary to perform the services required by this Agreement and enable the Contract Officer to
evaluate the cost and the performance of such services.
shall be kept and prepared in aeeer-danee with generally aeeepted aeeeurAing . The
Contract Officer shall have full and free access to such books and records at all reasonable times,
including the right to inspect, copy, audit and make records and transcripts from such records.
6.3 Ownership of Documents. Originals of all drawings, specifications,
reports, records, documents, and other materials, whether in hard copy or electronic form, which
are prepared by Contractor, its employees, subcontractors and agents in the performance of this
Agreement, shall be the property of Agency and shall be delivered to Agency upon the
termination of this Agreement or upon the earlier request of the Contract Officer, and Contractor
shall have not claim for further employment or additional compensation as a result of the
exercise by Agency of its full rights of ownership of the documents and materials hereunder.
Contractor may retain copies of such documents for its own use. Centr-ae er- shall ensure
all
subeent-faeter-s to assign Ageney any doeu-ments or- materials prreapared by them and in the event
c.iifforod +1,oroby.
119/015610-0065 _'7_ 11
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6.4 Release of Documents. The drawings, specifications, reports, records,
documents and other materials prepared by Contractor in the performance of services under this
Agreement shall not be released publicly without the prior written or verbal approval of the
Contract Officer or as required by law. The foregoing shall not limit Contractor's riggyht to
provide information or other materials described in the preceding sentence to third parties
pre approved by the Contract Officer to the extent Contractor determines the same is
necessary or desirable in order for Contractor to perform Contractor's obligation under
this agreement. Such disclosures must be for the benefit of the Agency and not for the
promotion of the interests of the Contractor. Contractor shall not disclose to any other private
entity or person any information regarding the activities of the City or Agency, except as
required by law or as authorized by the Age aeyContract Officer.
7.0 ENFORCEMENT OF AGREEMENT
7.1 California Law. This Agreement shall be construed and interpreted both
as to validity and to performance of the parties in accordance with the laws of the State of
California. Legal actions concerning any dispute, claim or matter arising out of or in relation to
this Agreement shall be instituted in the Superior Court of the County of Riverside, State of
California, or any other appropriate court in such county, and Contractor covenants and agrees to
submit to the personal jurisdiction of such court in the event of such action.
7.2 Disputes. In the event of any dispute arising under this Agreement, the
injured party shall notify the injuring party in writing of its contentions by submitting a claim
therefor. The injured party shall continue performing its obligation hereunder so long as the
injuring party commences to cure such default within ten (10) days of service of such notice and
completes the cure of such default within forty-five (45) days after service of the notice, or such
longer period as may bep. enflaittedmutu.ally agreed to in writing by the Contract Officer. and
Contractor; provided that if the default is an immediate danger to the health, safety and general
welfare, the Agency may take such immediate action as the Agency deems warranted.
Compliance with the provisions of this Section shall be a condition precedent to termination of
the Agreement for cause and to any legal action, and such compliance shall not be a waiver of
any party's right to take legal action in the event that the dispute is not cured, provided that
nothing herein shall limit Agency's right to terminate this Agreement without cause pursuant to
Section 7.8.
7.3 Retention of Funds. Agency may withhold from any monies payable to
Contractor sufficient funds to compensate Agency for any losses, costs, liabilities or damages it
reasonably believes were suffered by Agency due to the default of Contractor in the performance
of the services required by the Agreement.-. Notwithstanding the foregoing. the _provisions of
this Section 7.3 shall not release or otherwise excuse Agency from liability for, or limit
Contractor's rights and/or remedies arising out of, any failure by Agency to time pay
Contractor any amount otherwise due Contractor.
7.4 Waiver. No delay or omission in the exercise of any right or remedy of a
nondefaulting party on any default shall impair such right or remedy or be construed as a waiver.
Agency's consent or approval of any act by Contractor requiring Agency's consent or approval
shall not be deemed to waive or render unnecessary Agency's consent to or approval of any
119/015610-0065 - 8 - 1 2
389256.04 a04/30/03
subsequent act of Contractor. Any waiver by either party of any default must be in writing and
shall not be a waiver of any other default concerning the same or any other provision of this
Agreement.
7.5 Rights and Remedies are Cumulative. Except with respect to rights and
remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the
parties are cumulative and the exercise by either party of one or more of such rights or remedies
shall not preclude the exercise by it, at the same or different times, of any other rights or
remedies for the same default or any other default by the other party.
7.6 Legal Action. In addition to any other rights or remedies, either party
may take legal action, at law or at equity, to cure, correct or remedy any default, to recover
damages for any default, to compel specific performance of this Agreement, to obtain injunctive
relief, or to obtain any other remedy consistent with the purposes of this Agreement.
7.7 Termination Prior to Expiration of Term. This Section shall govern
any termination of this Agreement, except as specifically provided in the following Section 7.8
for termination for cause. The Agency reserves the right to terminate this Agreement at any
time, with or without cause, upon thirty (30) days written notice to Contractor. Upon receipt of
any notice of termination, Contractor shall immediately cease all services hereunder except such
as may be specifically approved by the Contract Officer. Contractor shall be entitled to
compensation for all services rendered prior to receipt of the notice of termination and for any
services authorized by the Contract Officer thereafter in accordance with the Schedule of
Compensation (Exhibit `B") or such as may be approved by the Contract Officer, except as
provided in Section 7.3.
7.8 Termination for Default of Contractor. If termination is due to the
failure of the Contractor to fulfill its obligation under this Agreement, Cit the AgcM may, after
compliance with the provision of Section 7.2, take over the work and prosecute the same to
completion by contract or otherwise, and the Contractor shall be liable to the extent that the total
cost for completion of the services required hereunder exceeds the compensation herein
stipulated (provided that the Agency shall use reasonable efforts to mitigate such damages n
that in no event shall Contractor's liability exceed the amount actually paid by Agency to
Contractor pursuant to this Agreement), and Agency may withhold any payments to the
Contractor for the purpose of setoff or partial payment of the amounts owned the Agency as
previously stated in Section 7.3.
7.9 Attorneys' Fees. If either party commences an action against the other
party arising out of or in connections with this Agreement, the prevailing party shall be entitled
to recover reasonable attorneys' fees and costs of suit from the losing party.
8.0 CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non -liability of-Uty Officers and Employees. No officer or employee
of the Agency shall be personally liable to the Contractor, or any successor in interest, in the
event of any default or breach by the Agency of for any amount which may become due to the
Contractor or to its successor, or for breach of any obligation of the terms of the Agreement.
119/015610-0065 _(�_ 13
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8.2 Conflict of Interest. No officer or employee of the Agency shall have
any personal interest, direct or indirect, in this Agreement nor shall any such officer or employee
participate in any decision relating to the Agreement which effects his personal interest or the
interest of any corporation, partnership or association in which he is, directly or indirectly,
interested, in violation of any State statute or regulation. The Contractor warrants that it has not
paid or given and will not pay or give any third party any money or other consideration for
obtaining this Agreement.
8.3 Covenant Against Discrimination. Contractor covenants that, by and for
itself, its heirs, executors, assigns, and all persons claiming under or through them, that there
shall be no discrimination against or segregation of, any person or group of persons on account
of race, color, creed, religion, sex, marital status, national origin, disability or ancestry in the
performance of the Agreement. Contractor shall take affirmative action to insure that applicants
are employed and that employees are treated during employment without regard to their race,
color, creed, religion, sex, marital status, national origin, physical disability, mental disability,
medical condition, age or ancestry.
9.0 MISCELLANEOUS PROVISIONS
9.1 Notice. Any notice, demand, request, consent, approval, communication
either party desires or is required to give to the other parties or any other person shall be in
writing and either served personally or sent by prepaid, first-class mail to the address set forth
below. Either party may change its address by notifying the other party of the change of address
in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of
mailing if mailed as provided in this Section 9.1.
To Agencv:
LA QUINTA REDEVELOPMENT AGENCY
78-495 Calle Tampico
La Quinta, California 92253
Attention: Mark Weiss
Assistant Executive Director
To Contractor:
Tom
Frost
Golf,
Inc.
11457
Harrisburg
Road
Los
Alamitos.
-CA 90720
Attention:
Tom
Frost,
President
119/015610-0065 -10- 14
389256.04 a04/30/03
9.2 Integrated Agreement. This Agreement contains all of the agreements of
the parties and all previous understandings, negotiations and agreements are integrated into and
superseded by this Agreement.
9.3 Amendment. This Agreement may be amended at any time by the mutual
consent of the parties by an instrument in writing signed by all parties.
9.4 Severability. In the event that any or more of the phrases, sentences,
clauses, paragraphs, or sections contained in the Agreement shall be declared invalid or
unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity
or unenforceable shall not effect any of the remaining phrases, sentences, clauses, paragraphs, or
sections of this Agreement which are hereby declared as severable and shall be interpreted to
carry out the intent of the parties hereunder.
9.5 Authority. The refseas Each party to this Agreement hereby
warrants to the other party that the individuals executing this Agreement on behalf of the
parties
hereto wa' ant that they uch part& are duly authorized to execute this Agreement on
behalf of said parties and that by so executing this Agreement h party hereto are
formally bound to the provisions of this Agreement.
119/015610-0065 15
389256.04 a04/30/03
IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates
stated below.
Dated: , 2003 LA QUINTA REDEVELOPMENT AGENCY
M
ATTEST:
June S. Greek, Agency Secretary
APPROVED AS TO FORM:
M. Katherine Jenson. Agency Counsel
Thomas P. Genovese Executive Director
Dated: , 2003 TOM FROST GOLF, INC.
0
Name:
Title:
Tom Frost
President
119/015610-0065 -12- 16
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EXHIBIT A
SCOPE OF SERVICES
Tom Frost Golf, Inc. will provide the following list of services to the City of La Quinta
Redevelopment Agency that include ensuring the correct disciplines for design and construction
are retained and tha4 t ecoordinatin� with such disciplines for the development of plans and
specifications are eemp'etely eerieet and mee+which meet with Contractor's understanding of
the City's vision for the prePeF+%yPr 'W. Additionally, Tom Frost Golf, Inc. will assist in
reviewing bids for value engineering and quality control, insure that all involved parties are kept
up to date on the process and all public works bidding processes are followed.
• Meet with Agency Project Manager & Ranch Development Team to go over scope of
services, team assignments, areas of responsibility, timelines and required processes.
• Identify necessary specialties and create timeline to engage.
• Prepare list of recommended clubhouse designers and builders for consideration by the
Agency.
• Assist in the preparation and review of all RFP, RFQ, and bid packages for golf course
and clubhouse designers and builders.
• Coordinate review and selection process for designers & builders.
• Ens "i se diluent efforts to cause proper public agency procedures veto be followed
by the Agency -through out the pree-essterm of the Agreement.
• Facilitate community meetings and web site updates regarding the progress of the project.
• Coordinate with Development Services Departments with the City of La Quinta and all
other regulatory agencies.
• Prepare analysis of all bids for review and final selection.
• Maintain the master schedule for the project on behalf of the Redevelopment Agency.
• Prepare a monthly progress report for the Agency Project Manager and the Ranch
Development Team.
• Develop draft long-term management agreement and advise the Agency on selection and
contract terms.
• Work with the project team to ensure the operational needs of a hotel/retail use are
integrated into the golf operation.
• Review golf course and clubhouse design plans and develop a recommended long-term
maintenance program.
119/015610-0065 -13- 7
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• Review bid specifications to ensure prevailing wage guidelines are included.
• Attend a maximum of 6 meetings with the Agency/City Council during the approval,
permissions to advertise and award of bid process.
119/015610-0065 - 1 4- 8
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EXHIBIT B
SCHEDULE OF COMPENSATION
For the services outlined in Exhibit "A," a m^„+i,'y r-etaineffe
& in the amount of $5,888
32 hours x $184 ieu0a r month shall be paid
entfae*^rContractor exceeds 32 hours in a gi
y
Theln addition to the monthly fee specified above. the Agency shall reimburse
consultant for normal business expenses not to exceed $750 per month unless prior authorization
is granted by the Agency. Contractor shall be eemgenatedfor- travel time at-$4o/he r-.Rp
documentation for the requested reimbursements. Travel time shall not count towards the
compensation set forth in the above paragraph but shall be separately billed at a rate of
S46/hour•
In no event shall the total payments under this Contract exceed $100,000 unless the
Agreement is amended by the La Quinta Redevelopment Agency and Tom Frost Golf, Inc.
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ATTACHMENT 2
Submitted By:
Tom Frost Golf, Inc.
March 14, 2003
21
TOM FROST GOLF, INC.
March 14, 2003
La Quinta Redevelopment Agency
Proposal Review Committee
78-495 Calle Tampico
P.O. Box 1504
La Quinta, CA 92253
Re: Request for Proposal
The Ranch Golf Resort Development Coordinator
Dear Proposal Review Committee,
Tom Frost Golf, Inc. (TFG) is pleased to submit its qualifications for development
coordination services for the La Quints Redevelopment Agency. Tom Frost Golf, Inc.
has assembled a project team that is made up of two principals who have the background
and expertise to ensure the City of La Quinta will achieve its objectives in the
development services required for the "Ranch" project. TFG will provide the City with
experts that are both knowledgeable and experienced in redevelopment projects, golf
resort operations, capital project management, public & private project financing, design
coordination, CEQA process and local approval & permitting processes.
Tom Frost, President of TFG, will provide insight to the project gained from over twenty
years of hands on experience in golf operations and construction. Mr. Frost has worked
closely with over 15 different municipal governments and has overseen in excess of $25
million in golf course related developments and capital improvement projects. While
working with these public agencies, Mr. Frost has gained a vast knowledge of the
processes required to communicate directly with council members, city department heads
and members of the community.
Ron Hagan will also be a principal on the project and work as a sub -consultant. Mr.
Hagan brings over 33 years service in government. Before retiring in September 2002,
Mr. Hagan most recently served as Community Services Director for the City of
Huntington Beach. While there he coordinated the $240 million renovation of the
downtown redevelopment of Main Street, the Huntington Beach Pier, the Pier Plaza and
the adjacent beach hotels. Mr. Hagan's expertise will be utilized to ensure that the
procedures required for public agency development projects are met throughout the
process. Mr. Hagan's background will provide the City of La Quinta with one of the
leading experts in redevelopment agency projects. He now resides in Palm Desert,
California.
Mr. Frost and Mr. Hagan have consulted on several golf course redevelopment projects,
golf course acquisitions, golf course operating RFP's and golf course renovations
including Meadowlark Golf Club in Huntington Beach and Coyote Hills Golf Club in
Fullerton, for which Mr. Hagan was responsible for the oversight and preparation of the
EIR for this very sensitive environmental area.
W
With this depth of experience in public development projects and in assisting municipal
and privately held golf courses, Tom Frost Golf prides itself on understanding the
objectives of both government and the private sector investment. We are very excited
about the possibility of working with the City of La Quinta on The Ranch Golf Course
Resort Project and look forward to discussing our proposed scope of services and related
tasks with you.
Respectfully,
Tom Frost Golf, Inc.
Tom Frost
President
Throughout the selection process and the engagement Mr. Frost will be the primary
contact for City of La Quinta. He can be reached at the following:
11457 Harrisburg Road
Los Alamitos, CA 90720
Office 562-431-1700
Cell 562-881-0483
23
STATEMENT OF QUALIFICATIONS AND RELATED EXPERIENCE
Tom Frost
Tom Frost is President of Tom Frost Golf, Inc. a Southern California based management
and consulting corporation. Mr. Frost will serve as the main principal and contact for the
consultant team. Mr. Frost has over 20 years experience in golf operations and the
coordination of golf course related capital improvements. His unparalleled background
as an operator provides a unique opportunity for the City of La Quinta to add a project
coordinator with experience as both the end user and developer of golf projects.
Since forming Tom Frost Golf, Inc. in April of 2001, Mr. Frost has worked on projects
for a wide range of clients including: major financial institutions, management
companies, and municipal government. Mr. Frost recently contributed the feature article
for Price Waterhouse Coopers Golf Financing & Investment Survey. Projects include the
Ocean Trails Golf Club in Rancho Palos Verdes, CA. The court appointed trustee
retained TFG to oversee operations and later served in the same capacity for Credit
Suisse First Boston Corporation. Currently he serves as a development consultant to the
new Meritage Golf Course project. This $16 million golf course and clubhouse project is
being constructed for the County of Los Angeles. Recently, the City of Long Beach has
extensively utilized Mr. Frost in developing complete renovation plans for one of their
courses and he continues to assist Long Beach on various projects. Additionally, he has
monitored the construction and opening of Coyote Hills Golf Course in Fullerton and the
27-hole Riverwalk Golf Course in San Diego. Both of these projects included complete
golf course and clubhouse construction. Mr. Frost coordinated the integration of these
projects into the Orange County and San Diego hotel market.
Mr. Frost has worked with over 15 various local government agencies that control golf
courses and is experienced in developing and maintaining these relationships. During
this time he has managed several major golf related capital projects on behalf of
municipalities. Having underwritten over $57 million in golf course acquisitions, Mr.
Frost understands the intricacies of golf course operations and development. Mr. Frost
recognizes the importance of community involvement from municipally owned golf
courses. To address this issue he started two nationally recognized junior golf programs
for the City of Long Beach and the County of Los Angeles and organized the Long Beach
Golf Festival.
24
Mr. Frost's role will be coordinating communication between the Agency Project
Manager & The Ranch Development Team, coordinating the public input process,
performing financial analysis and budget coordination as it relates to golf
courses/clubhouse construction, and monitoring project timelines to ensure
accountability. Additionally, Mr. Frost will review clubhouse and golf course design to
ensure both meet the City of La Quinta's objectives in terms of budget and long-term
functionality.
Tom Frost Project References
City of Huntington Beach, CA
Oversight of $2.3 million renovation project on property owned by the City of
Huntington Beach. Project included renovation of an existing 18-hole golf course, new
irrigation system and construction of a new 14,000 square foot clubhouse. Mr. Frost was
responsible for working with the city on the overall design review, selection of golf
course and clubhouse architects, bidding oversight, public meetings, selection of
contractors, meetings with City of Huntington Beach officials and the approval process.
Contact: Mr. Jim Engel
Director of Community Services
City of Huntington Beach
(714) 536-5495
City of Long Beach, CA
Coordinated for a $5 million, five golf course irrigation renovation project on all five of
the City of Long Beach golf courses. This project included participating in the design of
bid specifications, reviewing bids and selecting the contractor. Mr. Frost also
coordinated the $2 million renovation of the El Dorado Park Golf Course. This project
included the selection of the golf course architect and both the golf course and clubhouse
general contractors. Recently, he assisted Long Beach in the planning process for the $5
million renovation of Skylinks golf course. He was responsible for reviewing project
designs, bid specifications, value engineering and the analyzing bids after submittal.
Contact: Mr. Phil Hester
Director of Parks Recreation and Marine
City of Long Beach
(562) 570-3170
25
Coyote Hills Golf Course
This $16 million project included an 18-hole high end daily fee golf course co -designed
by Payne Stewart and a 24,000 sq. foot clubhouse. Mr. Frost worked closely with Unocal
Land and Development to oversee construction, maturation, and approval of clubhouse
FFE along with negotiating the final operating lease.
Contact: Mr. Dennis Chapman
Brookfield California Land Holdings
(714) 979-2456
MeritaLye Golf Course
Mr. Frost currently serves as a consultant on this $16 million project which includes the
building of an 18-hole golf course and clubhouse in the city of Rolling Hills Estates. The
golf course will be constructed on the site of a closed landfill owned by the Los Angeles
County Sanitation District. The lead agency on this project is the Los Angeles County
Department of Parks and Recreation. Mr. Frost's role includes reviewing the
Environmental Impact Report on golf operations issues and government relations.
Additionally, his responsibilities include reviewing clubhouse and golf course plans,
preliminary construction budgets, attending community meetings, and contractor
recommendations. This project is estimated to begin construction in mid 2004.
Contact: Mr. Rob Katherman
Meritage Golf Course
(310) 324-1999
26
Ron Hagan
Ron Hagan will serve as the other principal on the project and a sub consultant to Mr.
Frost. Mr. Hagan retired in September 2002 after 12 years as Director of Community
Services for the City of Huntington Beach. He was also the Director of Community
Services in Fullerton and Claremont, California. During his 33 years of government
service, his specialty became Park, Recreation Facility and Beach redevelopment
projects. In his capacity as Director of Community Services with the City of Huntington
Beach, Mr. Hagan was the department head responsible for the Pier Plaza & Downtown
Waterfront Redevelopment Plan. His responsibilities included oversight of the design
and implementation of a $32 million downtown waterfront redevelopment project that
included both public and private investment. During this project he coordinated the
integration of the downtown waterfront improvements with the redevelopment of a 550-
room Hyatt Regency Hotel & Conference Center.
During Mr. Hagan's 12 years with the City of Huntington Beach, tourism rose from 4
million visitors per year to over 7 million. Mr. Hagan has prepared analysis of the
economic benefits of Park & Beach Improvements, Commercial Recreation Facilities,
Wetland Restoration Projects, Golf Course Development & Operation, Sports
Complexes, Restaurant & Food Concessions, Major Events and Corporate Partnerships.
Mr. Hagan has negotiated numerous restaurant, golf course, and waterfront concession
leases, license agreements for commercial recreation facilities, and corporate
sponsorships for regional, national and international events.
Additionally, Mr. Hagan has developed economic forecast models to assess the economic
benefits of eco-tourism, local shuttle transportation systems, parking facilities and visitor
serving retail on public property. His extensive experience in financing municipal
projects, using both public financing and private financing methods such as Revenue
Bonds, Cop's, leaseback options and improvement districts will provide the City of La
Quinta with expertise in these areas.
Mr. Hagan has vast experience working with redevelopment agencies, city Development
Services Departments and Commissions and City Councils. Mr. Hagan's role will be to
coordinate the various processes required for identifying the needed disciplines ensuring
processing of plans and specifications meet public agency requirements, participating in
community meetings as needed and overseeing any CEQA requirements of the project.
27
Ron Hagan Proiect Reference
City of Huntington Beach
Department Head responsible for the entire municipal beach redevelopment master plan.
Mr. Hagan coordinated all phases of the $32,000,000 Revenue Bond issue and capital
development of the City's beach redevelopment, including both public and private
investment. He worked closely with the City's Director of Economic Development to
coordinate the inland side of the redevelopment project, which included two major hotels
and the Main Street Commercial Corridor. Mr. Hagan was also responsible for the
redevelopment of the Meadowlark Golf Course, an 815-sace downtown parking structure,
a 45 acre, $18,000,000 sports complex and an 11,000 square foot Community Art Center.
Contact: Mr. David Biggs
Director of Economic Development
City of Huntington Beach, CA
(714) 536-5209
RESUMES OF PRINCIPALS
TOM FROST
11457 Harrisburg Road
Los Alamitos, CA 90720
(562) 431-1700 (o) / (562) 881-0483 (m)
tfrostgolf@,msn.com
EXECUTIVE SUN MARY
Highly successful and resourceful Operations Executive with proven ability
to maximize profitability, competitive market placement, and team morale.
• Identify, implement, and expand `Best Practices" critical for success in
today's business environment.
• Successful experience in acquisitions including identification,
underwriting, site research, due diligence, contract negotiations, and
operational integration.
• Mentoring leadership and liaison for management personnel with an
emphasis on training, team building, and recognition programs that
create highly competent, loyal staff.
EXPERIENCE
01-present Tom Frost Golf, Inc., Los Alamitos, California
Tom Frost Golf, Inc. is a golf course consulting and management company
providing services to individual owners, financial institutions, and
government. Services include: complete management services, management
consulting, revenue and yield strategies, expense management, market
positioning, customer acquisition and retention, workouts, project
coordination, development consulting and asset management.
1982-01 AMERICAN GOLF CORPORATION, Santa Monica, California
American Golf is the world's largest golf management company. With over
300 locations worldwide AGC provides management services to owners of
golf course through operating leases. AGC manages all phases of operation:
general management, development, construction, merchandise, food and
beverage, and facility maintenance.
Senior Vice President/Regional Operating Executive 1997-2001
Direct report to the CEO
Directly supervise nine members of the Regional Management Team and the
largest production area in company. Responsible for all operating all aspects
of 45 Southern California operations with over 2,000 employees and in
excess of $140 million in gross revenue. Coordinated the assimilation of 18
new properties into the company including two multi -store acquisitions.
Revenue breakdown as follows:
Green Fees - $70 million Range - $12 million
Carts - $20 million Merchandise - $9 million
Food and Beverage - $23 million
Includes $9 million banquet and catering business.
Total F&B COS of 27.2% and NOI margin of 36.8%
29
Total annual operations NOI growth in excess of 20% from $27 million
to $57 million from 1997 to 2000; EBITDA growth from $8.8 million in
1994 to $20 million in 1999. Maintained a NOI margin of 41 %.
Regional Vice President, Southern California Operations, 1993-97
Direct Report to President
Responsibilities same as above. Title change due to company restructuring.
Regional Director of Operations, 1988-93
Direct report to Regional Vice President.
Operating responsibility for seven locations with in excess of $30 million in
annual revenues and over 250 employees.
General Manager, 1982-88
Rancho San Joaquin Golf Course, Los Verdes Golf Course, Recreation Park
Golf Course, and La Mirada Golf Course
OPERATIONS AND MAINTENANCE
Hire and train all new regional management, general managers and manager
trainees for these locations. Responsible for all grounds, facilities and
equipment maintenance. Facilitate and monitor customer service standards
through monthly audits. Coordinate national account purchasing and
compliance by the facilities. Direct marketing and sales office and
centralized reservation systems.
• Lead new product launches including e-mail direct marketing including
Membership Products, Frequency Reward Programs and food and
beverage value packages.
• Spearheaded development of award -winning customer service plan for
Coyote Hills golf course, the only Golf Digest four -star -winning facility
in Southern California.
• Awarded "Golf Course of the Year, LA County," five out of nine years
by Los Angeles County Department of Parks and Recreation.
• Created and introduced Long Beach Golf Festival twelve years ago,
building both community goodwill and interest in the Long Beach
facilities.
FINANCIAL
Supervised the preparation and implementation of annual budgets, business
plans, and marketing plans. Helped to develop yield -marketing strategies for
increased revenues. Extensive use of personal computers for the reporting of
financial information.
• Developed and coordinated capital improvements in excess of $3
million per year.
• Contributed to company -wide development and implementation of cash
handling and golf course audit procedures including weekly operations
forecasting tools.
ACQUISITIONS AND START-UPS
Since 1996 added over $32 million in single store acquisitions and $25
million in multi -store for a total of 18 properties. Obtained 5 long-term lease
extensions. Coordinated the acquisitions effort for Southern California,
which included lead generation and tracking. Responsibilities included
preparing pro formas, demographic analysis and all phases of due diligence.
30
Participated as a member of the negotiation team for all leases. Prepared
financial analysis for lease extensions of current properties.
• Analyzed new markets for potential acquisitions including Salt Lake
City and the Hawaiian Islands.
• Managed two major start-ups from construction through all phases to
completion and current ongoing operation: Coyote Hills and Riverwalk.
• Acquisition History: Eight single store deals with $32.6 million in
annual revenue. Multi -course acquisitions: Golf Enterprises (5 courses)
and Cobblestone (5 courses).
PUBLIC RELATIONS
Interact with over twenty landlords from both the public and private sector to
maintain customer satisfaction and contract compliance as well as maximize
return on investment and profit. Invited to speak at various industry related
conferences and seminars.
• Coordinated tournaments and special events. Has served on the
Executive Committee, of the Long Beach Golf Festival, the largest
public golf festival in the country for the past twelve years.
• Strong supporter and contributor to the development of the Long Beach
Junior Golf Association.
• Developed winning bid for 2001 Tiger Woods Foundation Clinic for the
City of Long Beach.
EDUCATION
B.S., MASS COMMUNICATIONS, Middle Tennessee State University, 1981
• Employed during university studies as Sports Director for WMOT-FM
(1979-81)
31
Ronald E. Hagan
304 San Vicente Circle
Palm Desert, CA 92260
Home: 760 349-2941
Cell: 714 393-9301
Pager: 1-888-524-5041
E-Mail: haQaneolfra,Prod iLyv.net
Experience 1991 2002 City of Huntington Beach Huntington Beach, CA
Director of Community Services
• Department head reporting to City Administrator & City Council
• Responsible for $10.5 million annual operating budget, $35 million annual
capital development budget, 11 Boards & Commissions, 25 Concession
Contracts and 15 Consultant Contracts
■ Responsible for Parks & Recreation, Human Services, Cultural & Fine Arts,
Beach & Harbor Maintenance, Parking & Camping Operations, Specific Events
& Conferences, Marine Safety, Facility Development, Redevelopment on
Public Property, Historical Resources, Corporate Partnerships, Senior Housing
& Transportation, Budget & Revenue Development, Open Space Management
and Department Administration with 90 full time employees, 400 seasonal
employees and over 100 contract instructors
■ Plan, entitle, develop, construct, operate, and maintain 54 neighborhood parks,
five community center buildings, a 375 acre regional park, three miles of public
beach and municipal pier, 162 unit Senior Housing Complex, 10 Restaurants on
public property, an 18 hole Municipal Golf Course with clubhouse & banquet
facilities, a 400 stall Equestrian Center with six riding rings, a 2500 seat
Amphitheatre, an 11,000 sq.ft. Art Center, over 500 acres of open space, a Law
Enforcement / Public Gun Range, a 25 acre Nature Center, a 45 acre Youth &
Adult Sports Complex, and a 14,000 sq.ft. Senior Citizen Multi -Service Center
■ Staff liaison to eleven boards and commissions and seven City Council ad -hoc
committees
■ Develop and administer concession contracts for over 25 concessions on public
property including a major hotel, major restaurants, beach concessions, park
concessions and an 18 hole public golf course
■ Administer and approve all Specific Event Permits that attract over 9 million
visitors per year
• Serve on City Administrators executive team to develop and implement the
City's strategic plan for process improvement, customer service and economic
development
■ Responsible for policy development and implementation for all public
development, property management, open space management and facility
improvements
■ Responsible for budget development and implementation
32
1979-1991 City of Fullerton Fullerton, CA
Director of Community Services
■ Department head over five divisions including Parks & Recreation, Human
Services, Cultural & Fine Arts, Park Maintenance and Facility Development
with 70 FT & 200 PT employees
■ Negotiated agreements and development contracts for major public facilities
including the sports facilities and arboretum at CSLJF, Racquetball World at
Yorba Linda & the 57 Fwy, and the Coyote Hills Public Golf Course
• Prepared several EIR's for the preservation of open space for the East & West
Coyote Hills
1969-1979 City of Claremont Claremont, CA
Director Parks, Recreation & Leisure Services
• Planned and developed six major parks and youth sports complex
• Tripled department revenues from fee sponsored activities
• Planned and developed first Senior Citizen Center in Claremont
1967-1969 US Army Fort Sam Houston, TX
Specialist 5 Army Medic
■ Medic for Vietnam burn victims at Brooke Army Hospital, San Antonio, TX
Education 1964-1967 California State University Los Angeles
BS Degree, Recreation Administration
Special Skills ■ Computers - All Microsoft software including Word, Excel, Access, Outlook,
PowerPoint, and Publisher, Digital camera and layout software; CAD Systems;
Internet and Web Page Development
■ Public Speaking — Frequently a guest speaker at tourism conferences, economic
development and redevelopment conferences, service clubs and community
groups
■ Public / Private Partnerships — Developed the Coca-Cola, Chevrolet and
Simple Green Corporate Agreements with the City of Huntington Beach that
have generated over $1 Million in annual revenue to the city
■ Real Estate — Excellent knowledge & skills in land acquisition, development
agreement negotiations, State & Federal Agency relations and private
foundation development
References You may contact the following for personal & work references:
Ray Silver, City Administrator — City of Huntington Beach — (714) 374-8465
Joyce Riddell, President — HB Chamber of Commerce — (714) 536-8888
Shirley Dettloff, CA Coastal Commissioner — (714) 847-8371
Peter Green, Councilperson & Environmental Professor — (714) 897-2039
Steven Bone, CEO Waterfront Hilton — (949)
33
Organizations CPRS - 32 year member
Recreator Certified # 1846 — California Board of Recreation & Park Certification
— 20 years
NRPA — 30 year member
Rotarian
Advisory Board YMCA
Advisory Board Boys & Girls Club
34
PROJECT UNDERSTANDING AND APPROACH
It is our understanding the City of La Quinta Redevelopment Agency is looking for
development coordinating services related to the construction of a resort golf course.
driving range and clubhouse within the 525 acre "Ranch" project. This highly visible and
sensitive project is being managed by an Agency Project Manager and the Ranch
Development Team, who in turn wish to have outside consultants help them ensure that
the agency contracts with the right disciplines for design and construction; that the plans
and specifications are complete and correct; that quality and value engineering are
included; that communication between all the parties involved in the process are kept up
to date and on board with the process, that all planning, building and public works
approval and bidding processes are followed; that all CEQA requirements are met; that
the public and special interest groups are positively involved; and that the project cost
estimates are correct, reliable and within the project budget.
Tom Frost Golf believes that all successful projects come from a team approach. We
propose to be an active member of the development team and ensure that all interested
and concerned parties be kept well informed of the progress. We will provide the
necessary element of "checks and balances" by being an outside consultant with no future
financial interest in the project. We will provide the honest analysis so that the
Development Team can make prudent decisions. By continuing to utilize the www .la-
guintagolf.com web site and e-mail to departments within the City of La Quinta, TFG can
help facilitate the entire development process. With Tom Frost Golf you will always be
dealing with a principal. Both Mr. Frost and Mr. Hagan will be available to answer your
concerns and attend project meetings and conferences. As the final scope of work is
defined either Mr. Frost or Mr. Hagan will be in La Quinta the necessary time to ensure a
successful project.
Both principals have extensive experience implementing public projects and fully
understand approval, permitting, bidding and award of contract requirements. From our
experience TFG understands the level of scrutiny that a public investment of this type
brings and will work closely with all agencies to ensure a successful project.
35
SCOPE OF SERVICES
We are proposing the scope of services include but not be limited to the following items.
The final scope of services will be determined during negotiation of a final agreement.
• Meet with Agency Project Manager & Ranch Development Team to go over
scope of services, team assignments, areas of responsibility, timelines and
required processes.
• Prepare list of golf course designers and builders for consideration by the
Agency.
• Prepare list of recommended clubhouse designers and builders for consideration
by the Agency.
• Assist in the preparation and review of all RFP, RFQ, and bid packages for golf
course and clubhouse designers and builders.
• Coordinate review and selection process for designers & builders.
• Ensure proper public agency procedures are followed through out the process.
• Facilitate community meetings and web site updates regarding the progress of the
project.
• Coordinate with Development Services Departments within the City of La Quinta
and all other regulatory agencies.
• Review final plans for CEQA compliance and to ensure all EIR mitigation
requirements are included.
• Prepare analysis of all bids for review and final selection.
• Maintain the master schedule for the project on behalf of the Redevelopment
Agency.
• Prepare a monthly progress report for the Agency Project Manager and the Ranch
Development Team.
• Develop draft long-term management agreement and advise the Agency on
selection and contract terms.
• Work with the project team to ensure the operational needs of a hotel/retail use
are integrated into the golf operation.
• Review golf course design plans and develop a recommended long-term
maintenance program.
• Review bid specifications to ensure prevailing wage guidelines are included.
• Attend a maximum of 6 meetings with the Agency/City Council during the
approval, permission to advertise and award of bid process.
• Advise the Agency on how to proceed with construction management.
R11
SCHELDULE REQUIREMENTS
Based on the negotiation of a final agreement Tom Frost Golf, Inc. is prepared to meet
the schedule requirements outlined in the RFP by the Agency.
37
3.32.010
ATTACHMENT 3
Chapter 3.32
SERVICE CONTRACTS
Sections:
3.32.010
Solicitation and selection criteria.
3.32.020
Contracts for major services.
3.32.030
Contracts for minor services.
3.32.040
Contract incentives.
3.32.050
Exceptions to the procedures prescribed in Sections 3.32.010 to 332.030.
3.32.010 Solicitation and selection criteria.
A. Solicitation and selection of professional services of private architectural, landscape architectural,
professional engineering, environmental, land surveying, and construction project management firms shall
be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory
performance of the services required and on fair and reasonable prices. Where the city manager or department
director determines that the particular services required are of a technical nature and involve little professional
judgement, solicitation and selection shall comply with subsection B of this section.
B. Solicitation and selection of firms for services other than those specified in subsection A of this section
shall be on the basis of the most advantageous proposal after consideration of qualifications, demonstrated
competence, cost, delivery time, and other factors.
C. The city council may, by resolution, prescribe specific procedures, rules and regulations goveming
the solicitation and selection of firms. (Ord. 315 § 5 (part), 1998)
3.32.020 Contracts for major services.
A. Solicitation of firms shall be by written or published requests for competitive proposals.
B. Proposals shall be reviewed and ranked by a selection committee composed of members competent
to judge the qualifications of firms for the category of services to be provided.
C. Contracts shall be awarded by the city council. (Ord. 315 § 5 (part), 1998)
3.32.030 Contracts for minor services.
A. Solicitation of firms shall be by verbal, written or published requests for, whenever feasible, at least
three competitive proposals.
B. The city manager or department director may review and rank proposals.
C. The city council may by resolution authorize the award and execution of minor contracts by the city
manager and department directors.
D. The department administering the contract shall keep written records of proposals and contracts for
a' period of one year following the award of contract. (Ord. 315 § 5 (part), 1998)
3.32.040 Contract incentives.
Service contracts may include monetary or other incentives for superior performance or early completion
of the services rendered. (Ord. 315 § 5 (part), 1998)
3.32.050 Exceptions to the procedures prescribed in Sections 3.32.010 to 3.32.030.
A. Contracts utilizing funding or other participation from agencies which require conformance with state,
federal or other contracting regulations shall be exempt from provisions of this chapter, and any resolutions
established pursuant thereto, which would jeopardize the availability of the funding or participation.
B. Solicitation and selection of firms and award of contracts for public works design/build projects shall
not be subject to the provisions of this chapter.
C. The city council may authorize award and execution of service contracts with no competitive proposals
where experience with the proposed service provider has demonstrated competence and satisfactory performance
or in the renewal or renegotiation of existing contracts for continuing services.
82-3 (La Quinta 5-98)
ME
3.32.050
D. The city manager may authorize the solicitation, selection, award, and execution of service contracts
by the most expeditious method where time is of the essence to prevent an emergency lack of critically needed
services. If the contract is for major services, it shall be submitted for ratification at the next regular city council
meeting. (Ord. 315 § 5 (part), 1998)
(IA Quinta 5-98)
82-4
39
RESOLUTION NO. 98-15
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA,
CALIFORNIA REGARDING SOLICITATION AND SELECTION OF
FIRMS AND AWARD OF CONTRACTS FOR THE FURNISHING OF
SERVICES AND REPEALING RESOLUTION 96-80
WHEREAS, pursuant to Chapter 3.32 of the La Quinta Municipal Code (LQMC),
the City Council desires to prescribe specific procedures and rules governing the
solicitation and selection of firms and award of contracts for services;
NOW, THEREFORE, the City Council of the City of La Quinta, California, does,
resolve as follows:
Section 1: Applicability
The procedures and rules herein prescribed shall apply to the solicitation and
selection of firms and award of contracts for the furnishing of services pursuant to
LQMC Chapter 3.32.
Section 2: Contracts for major services
Major services are defined as those services having an estimated value of twenty
five thousand dollars or greater. The solicitation and selection of firms and award of
contracts shall conform with LQMC Section 3.32.020 and the following:
fad •1 i"•
1. Establishment. The City shall maintain a contract services registry (the
"Registry") of firms providing commonly -required services. The Registry shall contain
the names, addresses and telephone numbers provided by the firms, the particular
categories of services each firm desires to provide and limited documentation as may
be provided by each firm in support of qualifications and professional competence to
perform the services.
2. Annual Notice. The City Clerk shall annually publish a notice inviting
firms to submit or update their qualifications. The notice shall be published at least
twice in a newspaper of general circulation. The City may prescribe a standard form
with which interested firms must submit their qualifications.
Biannually, the City Clerk shall mail notices to firms on the Registry requesting
that they verify or update their qualifications materials. Any firm not responding to the
notice shall be removed from the Registry.
.N
Resolution No. 98-15
Page 2 --o%
•s -�
Except as hereinafter provided, the selection of firms for major services shall
conform with LQMC Section 3.32 and the following:
1. Form Selection Committee. The Selection Committee (Committee) shall
comply with LQMC Section 3.32.020B. The City Council may authorize the retention
of a private consultant to function as the Selection Committee.
2. Review Qualifications. The Committee shall review the Registry for
qualifications of firms which offer the required services. If an insufficient number of
qualified firms is found in the Registry, the Committee shall issue a Request for
Statements of Qualifications (RFQ). The RFQ shall provide a general description of the
services required and shall request that firms submit Statements of Qualifications to
perform those services.
3. Select Short List of Most Qualified Firms. The Committee shall select
a list of the most qualified firms (the "short list"). The short list shall include, where
possible, at least three but normally not more than five firms.
4. Issue Request for Proposals. The Committee shall issue a Request for
Proposals (RFP) to the firms appearing on the short list. The RFP shall contain, at a
minimum, a project name, a detailed scope of services to be provided and the date and
time by which proposals must be submitted.
S. Form of Proposals. The form of the proposals requested should be
commensurate with the category and scope of the services desired and may require
sealed fee proposals.
a) For projects with well-defined scopes of work, the proposal may
consist of an offer to perform the work defined in the 'RFP, a schedule of performance
and a proposed fee.
b) For projects with complex or poorly -defined scopes of work,
proposals should include, where applicable, specific information regarding each firm's
understanding of the project, proposed team, resources, approach, expanded scope of
work, work schedule, schedule of fees, and, if appropriate, a fee proposal.
c) Any individual or firm proposing to provide construction project
management services shall provide evidence that the individual or firm and its
personnel carrying out onsite responsibilities have expertise and experience in the
services they are to provide.
41
Resolution No. 98-15
Page 3
6. Review Proposals. The Committee shall review the proposals received
and may conduct interviews or hold discussions with the proposing firms.
7. Rank Short-listed Firms. The Committee shall rank the proposing firms
according to criteria specified in LQMC Section 3.32.010.
8. Notify Firms. Following the selection process, firms on the short list
shall be notified of their positions in the ranking.
9. Open Fee Proposals. Once firms have been notified of their positions
in the ranking, the City Manager or representatives of the Department shall open and
review the fee proposals (if any) to determine a range of apparently fair and reasonable
value of the services to be performed.
10. Negotiate with the Top -Ranked Firm. After firms on the short list have
been notified of their positions in the ranking, the City Manager and/or representatives
of the contracting department shall, if necessary, negotiate with the top -ranked firm
to arrive at mutually -acceptable contract terms.
.— 11. Terminate Negotiation and Begin Negotiation with Next -Ranked Firm.
If an agreement cannot be reached with the top -ranked firm, negotiations shall begin
with the next firm in the rankings. This process shall be repeated until negotiations
are successfully concluded or until the list of qualified firms submitting proposals is
exhausted and an agreement cannot be reached.
Section 3: Contracts for minor services
Minor services are defined as those services having an estimated value of less
than twenty five thousand dollars. The solicitation and selection of firms and award
of contracts shall conform with LQMC Section 3.32.030 and the following:
A. The City Council may award contracts.
B. The City manager may award and execute contracts exceeding ten thousand
dollars with the approval of the City Council.
C. The City Manager may award and execute contracts for ten thousand dollars
or less, and may waive competitive bidding requirements if in the best interest of the
City, provided there are adequate unencumbered appropriations in the fund accounts
against which the expenses are to be charged.
42
4
Resolution No. 98-15
Page 4
D. Department Directors may award and execute contracts for services of two
thousand five hundred dollars or less with or without competitive bidding provided
there are adequate unencumbered appropriations in the fund accounts against which
the expenses are to be charged.
Section : Exceptions.
Exceptions to the procedures specified herein shall be as specified in LQMC
Section 3.32.040 and as follows:
A. For services other than those requiring the professional judgement of private
architectural, landscape architectural, professional engineering, environmental, land
surveying, and construction project management firms, fee proposals need not be
sealed and may be opened and considered prior to the ranking of short-listed firms.
B. The authority awarding any contract for which cost proposals are received
may waive irregularities in the cost proposals provided that such waiver is in the best
interest of the City and does not result in unfair advantage to any firm.
Section 5: This Resolution supersedes and replaces Resolution 93-28.
PASSED, APPROVED and ADOPTED this 3' day of March, 1998 by the following
vote:
AYES: Council Members Adolph, Henderson, Perkins, Sniff, Mayor Pena
NOES: None
ABSENT: None
ABSTAIN: None
JOHN J ENA, yor
City of La Quinta, California
43
ATTACHMENT 4
The Ranch
Development Coordinator
Evaluation Form
FIRM:
I. Content (are the following included within proposal?)
RATER:
• Cover Letter identifying subconsultants (if any) and contact info
• Listing of Project Personnel
• Listing of, and references from, similar work experience/projects
• Narrative of project understanding and approach
• Scope of Services Description
• Schedule Availability
Max. = 20
II. Presentation:
• Format and Organization
• Visual clarity
• Limited to 20 pages
• Grammar, spelling, punctuation
Max = 25
III. Experience/Expertise
• Designing, Developing and Operating Desert Resort Golf
• Prevailing Wage processes
• Public Bid and Consultant Selection processes
• Design/Build and turnkey processes
• Project Scheduling, Tracking and Reporting
• Community Interface Processes (public meetings, etc.)
• Working Knowledge of the costs to construct, operate and
maintain a golf course, driving range and clubhouse
• CEQA familiarization
IV. Other
V . Notes
Max = 50
Max =5
TOTAL
Resolution No. 98-15
.--� Page 5
ATTEST:
4A L4JU OLA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
DAWN C. HONEYVALL, City Attorney
City of La Quinta, California
ATTACHMENT 5
Development Coordinator
Interview Questions
1. You've got $10 million to build a golf course and driving range with
temporary facilities (i.e., not a permanent clubhouse) on 200 acres of
flat land in the desert. How would you distribute that money in the
following categories?
• Grading, Shaping and Features
• Cart Paths
• Water and Irrigation
• Landscaping
• Golf Architect
• Project Management and Engineering
• Facilities (clubhouse, maintenance, ff&e)
• Other
• TOTAL
$10 Million
2. Given your current knowledge of our project, how many hours per
week of your time would you envision spending on this property
during the next six months? What kind of impact will this project have
on existing City staff (i.e., the Project Manager, accounting staff,
clerical staff, etc.)?
3. How does a public agency protect quality in a public bid environment?
4. If bid, when should the pre bid conference be held (i.e., how long
before the bid documents are due? 1 week; 3 weeks, 4 weeks).
5. How much of the course construction should be grouped under one
contract? Should we "turnkey" this project?
6. How should we evaluate which irrigation system to use?
7. When should the Agency retain the course operator/superintendent?
8. Which golf course architects have you worked with? What's the most
important question we should ask the architects during the rfp
interview process?
ATTACHMENT 6
The Ranch
Development Coordinator
Interview Evaluation Form
FIRM:
RATER:
I. Presentation:
• Format and Organization
• Communication Skills
• Time awareness
• Professionalism
Max = 15
Experience/Expertise
• Designing, Developing and Operating Desert Resort Golf
• Prevailing Wage processes
• Public Bid and Consultant Selection processes
• Design/Build and turnkey processes
• Project Scheduling, Tracking and Reporting
• Community Interface Processes (public meetings, etc.)
• Working Knowledge of the costs to construct, operate and
maintain a golf course, driving range and clubhouse
• CEQA familiarization
III. Q and A
• Accuracy
• Brevity
• Clarity
• Persuasiveness
IV. Other
V. Notes
Max = 40
Max = 40
Max =5
TOTAL
45
o`c,no .
c� OF 9
AGENDA CATEGORY:
COUNCIL/RDA MEETING DATE: May 6, 2003
BUSINESS SESSION:
ITEM TITLE:
CONSENT CALENDAR:
Consideration of Consultant Selection and Interview
Schedule for Golf Course Architects STUDY SESSION:
PUBLIC HEARING:
RECOMMENDATION:
That the Redevelopment Agency select a "short list" of golf course architects and
identify potential interview date(s).
FISCAL IMPLICATIONS:
None for this action. The architects have each submitted cost proposals but, pursuant
to the Consultant Selection Process, those proposals have not been opened as of this
writing. It is anticipated that proposals may range from $250,000 to over $2 million.
The FY 2002-03 Capital Improvement Plan includes $2.5 million for contractual
services related to planning, engineering and property management services.
BACKGROUND AND OVERVIEW:
The Agency authorized staff to distribute a Request for Proposals (RFP) for golf course
architectural services and identified a Consultant Selection Committee at its regular
meeting of March 18, 2003. The RFP was distributed and the Agency received thirty-
eight proposals by the April 17, 2003 deadline (Attachment 1). The thirty-eight
proposals are available for review in the City Clerk's Office.
The Consultant Selection Committee, with the Community Services Director sitting in
for the "vacant" Development Coordinator slot, reviewed the proposals and selected
sixteen architects for Committee interview on May 1 and May 2, 2003 (Attachment
2). One architect withdrew (Gene Bates) and a second indicated a scheduling conflict
(Arthur Hills, Attachment 3). The Committee will verbally report on the interview
results, and the Committee recommendation for Agency follow-up interviews, at the
May 6, 2003 meeting.
The tentative schedule referenced in the RFP suggested that Agency interviews might
be held May 20, 2003 (i.e., at the regular Agency meeting). Staff has been advised
by several architects that the May 20 date conflicts with the American Society of Golf
Architects annual conference. Additionally, the Agency may wish to take more time
with these interviews than is normally allotted during a regular Board Meeting.
Accordingly, staff is seeking Agency direction with respect to available schedules for
architect interviews. The Agency may wish to select alternative dates for possible
interviews in that architects occasionally have commitments for project site visits
and/or marketing events scheduled months in advance.
Finally, several architects have suggested that it may be beneficial for Agency
Members and/or staff to visit selected sites prior to making a final decision on the
architect of choice. The Agency may wish to visit selected sites either before or after
the scheduled architects' interviews.
FINDINGS AND ALTERNATIVES:
The alternatives available to the Redevelopment Agency include:
1. Select a short list of golf course architects and identify potential interview
date(s); or
2. Do not select a short list of golf course architects and identify potential
interview date(s); or
3. Provide staff with alternative direction.
Respectfully submitted,
Mark Weiss, Assistant Executive Dire r
Approved for submission by:
Thomas P. Genovese, Executive Director
Attachments: 1 . List of proposals.
2. Short list.
3. Correspondence from Authur Hills.
2
Golf Course Architect Proposals ATTACHMENT
MEN T
NAME
Arthur Hills/Steve Forrest & Associates
Bechtol Russell Golf
Cal Olson Golf Architecture
Carrick Design, Inc. and Cupp Design, Inc. (Joint Submittal)
Casey O'Callaghan
Clive Clark Design
Cornish, Silva & Mungeam, Inc.
D.A. Weibrin /Golf Resources Group
David W. Pfaff
Fream & Dale Golf Plan
Gary Panks Associates
Gary Player Group
Gene Bates Golf Design
Great White Shark Ent., Inc.
Hanse Golf Course Design
Hurdzan/Fry and
Forrest Richardson
Jacobsen Hardy
James En h Golf Design
Jeffrey D. Blume & Co.
Jeffrey D. Brauer Golfscapes
John Fought Design
Love Golf Design
Nicklaus Design
Palmer Course Design Company
Phelps Golf Course Design
Phil Mickelson Design
Rathert International
Richard Mandell
Robert Muir Graves Limited
Robert Trent Jones
Schmidt Curley
-Signature Design Services
The RBA Group
Todd Eckenrode Origins Golf Design
Tom Johnson Golf Design
Tom Lehman/Design Workshop
Tour 18 Design Group
Williams, Gill & Assoc.
S:\CityMgr\Mark Weiss\The Ranch\rfps\golf course architect\proposals received.doc
ATTACHMENT 2
Golf Architect
Short List
Arthur Hills/Steve Forrest and Assoc. (Chris Wilczynski)
Clive Clark Design (Clive Clark)
Design Workshop Golf Design (Todd Schoeder)
Gary Panks Associates (Gary Brawley)
Gary Player Group (Scott Ferrell)
Gene Bates & Johnny Miller
Graves and Pascuzzo Ltd. (Damian Pascuzzo)
Hurdzan/Fry & Forrest Richardson (David Welchel)
Jacobsen Hardy Golf Course Design (Jim Hardy)
Jeffrey D. Brauer Golfscapes (Jeff Brauer)
John Fought Design (John Fought)
Nicklaus Design (John Garner)
Palmer Course Design Co. (Erik Larsen)
Phil Mickelson Design (Gary Stephenson)
Robert Trent Jones II (Bruce Charlton)
Schmidt -Curley Golf Course Arch. (Brian Curley)
0
Arthur Hills / Steve Forrest and
Golf Course Architects ATTACHMENT 3
7351 West Bancroft, Toledo, OH 43615 • 419/841-8553 •
April 25, 2003
Mr. Mark Weiss
Assistant Executive Director
La Quinta Redevelopment Agency
78-495 Calle Tampico
La Quinta, California 92253
Dear Mr. Weiss:
Thank you for selecting Arthur Hills / Steve Forrest and Associates as one of
the golf course architectural firms to be interviewed for the City of La Quinta
Golf and Resort project. This project is very exciting and we would very much
like to be part of it.
We have currently committed to an interview with your selection committee at
8:00 AM on Thursday, May 1, 2003. In our effort to best represent our
company I believe that I should personally be present with Chris Wilczynski for
that interview. However, I am committed to being in Gothenburg, Sweden from
April 30th through May 9th to oversee the construction of the Hills Golf Club.
We would like to offer the dates of May 12-14 to meet with your selection
committee to further the process. If there is an opportunity to meet during one
of these dates please contact Chris Wilczynski at 419.841.8553.
We appreciate your understanding and look forward to the opportunity to
design a world class tournament caliber golf course for the City of La Quinta.
Sincerely,
Arthur Hills, ASGCA
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