2013 04 16 HAI
Housing Authority agendas and staff
reports are available on the City's web
site: www.la-quinta.org
HOUSING AUTHORITY
AGENDA
CITY HALL COUNCIL CHAMBERS
78-495 Calle Tampico La Quinta
REGULAR MEETING ON TUESDAY, APRIL 16, 2013 AT 4:00 P.M.
CALL TO ORDER
ROLL CALL:
Authority Members: Adolph, Evans, Franklin, Henderson, Chairperson Osborne
VERBAL ANNOUNCEMENT — AB 23 [AUTHORITY SECRETARY]
PUBLIC COMMENT
At this time, members of the public may address the Housing Authority on any matter not
listed on the agenda. Please complete a request to speak" form and limit your comments
to three minutes. The Housing Authority values your comments; however in accordance
with State law, no action shall be taken on any item not appearing on the agenda unless it
is an emergency item authorized by GC 54954.21b1.
CONFIRMATION OF AGENDA
APPROVAL OF MINUTES
1. MINUTES OF MARCH 19, 2013
CONSENT CALENDAR
NOTE: Consent Calendar items are routine in nature and can be approved by one motion.
1. DEMAND REGISTER DATED APRIL 16, 2013
2. TREASURER'S REPORT DATED FEBRUARY 28, 2013 r
.• 0 A
HOUSING AUTHORITY AGENDA 1 APRIL 16, 2013
3. REVENUE AND EXPENDITURE REPORT DATED FEBRUARY 28, 2013 AND
INVESTMENT SUMMARY REPORT FOR QUARTER ENDING MARCH 31,
2013
4. AMENDMENT OF PROFESSIONAL SERVICES AGREEMENT WITH THE
ALTUM GROUP FOR ENGINEERING SERVICES RELATED TO THE
WASHINGTON STREET APARTMENTS REHABILITATION PROJECT
5. AMENDMENT OF PROFESSIONAL SERVICES AGREEMENT WITH STUDIO E
ARCHITECTS FOR ARCHITECTURAL SERVICES RELATED TO THE
WASHINGTON STREET APARTMENTS REHABILITATION PROJECT
BUSINESS SESSION - NONE
CHAIR AND BOARD MEMBERS' ITEMS - NONE
PUBLIC HEARINGS - NONE
ADJOURNMENT
Y•YNMNiFNMiFMNYNYMMiFYiI IF iFNN#iiYNN NM NYMYNM#•
The next regular meeting of the Housing Authority will be held on May 21, 2013 at
4:00 p.m. in the City Council Chambers, 78-495 Calle Tampico, La Quinta, CA
92253.
DECLARATION OF POSTING
I, Susan Maysels, Authority Secretary of the La Quinta Housing Authority, do
hereby declare that the foregoing agenda for the La Quinta Housing Authority was
posted near the entrance to the Council Chambers at 78-495 Calle Tampico and on
the bulletin boards at 51-321 Avenida Bermudas and 78-630 Highway 1 1 1, on
April 11, 2013.
DATED: April 11, 2013
5a /h
SUSAN MAYSELS, Aut rity Secretary
La Quinta Housing Authority
HOUSING AUTHORITY AGENDA 2 APRIL 16, 2013
Public Notices
• Any writings or documents provided to a majority of the Housing Authority
regarding any item on this agenda will be made available for public inspection at the
City Clerk counter at City Hall located at 78-495 Calle Tampico, La Quinta,
California, 92253, during normal business hours.
HOUSING AUTHORITY AGENDA 3 APRIL 16, 2013
CITY/SA/
Taf 4 44 a"
/ FA MEETING DATE: April 16, 2013
AGENDA CATEGORY:
ITEM TITLE: Demand Register Dated April 16, 2013 BUSINESS SESSION: CONSENT CALENDAR: J-
STUDY SESSION:
PUBLIC HEARING:
It is recommended the Housing Authority Board receive and file the demand register dated
April 16, 2013. There are no expenditures to report.
PLEASE SEE CONSENT CALENDAR ITEM NUMBER 1 ON CITY COUNCIL AGENDA
EXECUTIVE SUMMARY:
None.
FISCAL IMPACT:
None.
BACKGROUND/ANALYSIS:
None.
ALTERNATIVES:
None.
Respectfully submitted,
Robbeyn gird, Finance Director
CITY OF LA QUINTA
BANK TRANSACTIONS 3/27/13 - 4/09/13
3/28/13 WIRE TRANSFER - PIERS
3/28/13 WIRE TRANSFER - PERS
3/28/13 WIRE TRANSFER - DEBT SVC PYMT
4/02113 WIRE TRANSFER - TASC
4103/13 WIRE TRANSFER - HEALTH PREMIUM
4/09/13 WIRE TRANSFER - LANDMARK
$43,779.71
$2,651.75
$95,043.75
$738.43
$89,243.84
$128,618.81
TOTAL WIRE TRANSFER OUT $360 076 29
035
3� 4
CITY/SA H TA MEETING DATE: April 16, 2013
ITEM TITLE: Receive and File Transmittal of Treasurer's
Report as of February 28, 2013
RECOMMENDED ACTION:
It is recommended the La Quinta Housing Authority:
Receive and file.
AGENDA CATEGORY:
BUSINESS SESSION: _
CONSENT CALENDAR: 2,
STUDY SESSION:
PUBLIC HEARING:
PLEASE SEE RELATED BUSINESS SESSION ITEM ON CITY COUNCIL AGENDA
cFboe r� AGENDA CATEGORY:
CITY/SAtUXA MEETING DATE: April 16, 2013 BUSINESS SESSION:
ITEM TITLE: Receive and File Revenues and CONSENT CALENDAR: 3
Expenditures Report dated February 28, 2013 and STUDY SESSION:
Investment Summary Report for the Quarter Ending
March 31, 2013 PUBLIC HEARING:
RECOMMENDED ACTION:
Receive and File,
EXECUTIVES SUMMARY:
Monthly and year-to-date revenues and expenditures of the La Quinta Housing
Authority and Investment Summary Report for the Quarter Ending March 31, 2013.
FISCAL IMPACT:
None.
BACKGROUND/ANAYLSIS:
Receive and File Transmittal of the February 28, 2013 Statement of Revenues and
Expenditures for the La Quinta Housing Authority and Investment Summary Report for
the Quarter Ending March 31, 2013.
ALTERNATIVES:
None.
Respectfully submitted,
Robbeyn bird, Finance Director
Attachment: 1. Revenues and Expenditures Report for February 28, 2013
2. Investment Summary Report for the Quarter Ending March
31, 2013
031
0710112012.02(2812013
LA OUINTA HOUSING AUTHORITY
ADJUSTED
REMAINING
%
REVENUE SUMMARY
BUDGET
RECEIVED
BUDGET
RECEIVED
PROJECT AREA NO 1 HOUSING AUTHORITY(241)
Proceeds From Hone Sale
125.000.00
122,113.08
2,886.92
97.690%
Allocated Interest Income
3,800.00
3,253.24
546.76
65.610%
Non Allocated Interest Income
0.00
495.14
(495.14)
0.000%
Rental Income
240,000.00
209.000.43
30,999.57
87.080%
2nd Trust Deed Repayments
0.00
119,731.42
(119,731.42)
0.000%
Transfer In
192,876.00
0.00
192,876.00
0.000%
TOTAL LG HOUSING AUTHORITY PA 1 561,676.00 454,593.31 107,082.69 80 940%
PROJECT AREA NO 2 HOUSING AUTHORITY(242)
WSA Fed Govt Assistance Pymts
451.400.00
289,051.00
162,349.00
64.030%
WSA Fed Govt Interest Rate Subsidy
46,800.00
0.00
46,800.00
0.000%
WSA Interest Income
0.00
0.00
0.00
0.000%
WSA Non Allocated interest Income
1,090.00
1.222.66
(132.66)
112.170%
WSA Rental Income
163,300.00
119,869.00
43.431.00
73.400%
WSA Other Revenues
3.700.00
16,925.33
(13,225.33)
457.440%
Transfer In
18,141,988.00
17,939,497.78
202.490.22
95,880%
TOTAL LO HOUSING AUTHORITY PA 2 18,808,278.00 18,366,565.77 441,712.23 97650%
0`38
IA QUINTA HOUSING AUTHORITY
ADJUSTED
W&WH3
REMAINING
EXPENDITURE SUMMITRY
BUDGET
EXPENDITURES
ENCUMBERED
BUDGET
PROJECT AREA NO I HOUSING AUTHORITY
SERVICES
69,5W.00
74.994.70
(5,496.70)
2ND TRUST DEED PROGRAM
6S,000.00
W,275,W
4,725.W
FORECLOSURE ACQUISITION
0.00
HOUSING DEVELOPMENT PROGRAM
350,000.00
130,680,10
219,319.W
TRANSFER OUT
118.150.00
W865298
(190W2961-
TOTALPROJECT AREA NOIHOUSING AUTHORITY
W],M0
574.M2.76
000
282<726
PROJECT AREA NO2 HOUSING AUTHOR
SERVICES
3,0W.00
826.91
2,113.09
WASH ST APTS EXPENSES
W2,710.W
212,200.38
1 W,509.62
WSA PRINIPROVIOENT LOAN
32,51&00
21.374.74
11,1M26
NSA PRINNSDA LOAN
10,267.W
8.149.0
6,117."
WSA INTEREST/PROVIDENT LOAN
121,959.00
81,W6.22
M,3W.78
WSA INTERESTA150A LOAN
71.014.00
17,434.61
M,579.39
WSA ADVANCE INTEREST EXPENE
0.00
0.00
000
TRANSFER OUT
24.972.905.00
26,972 W5.00
000
TOTAL PROJECTAREA NO2HOUSING AUTHORITY
25,5]8,3]0.00
25,310,/98.61
0.00
2638]059
TOTAL HOUSING AUTHORITY 26,181,02600 25,888,802.t] 000 29211T 83
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CITY / SA HA FA MEETING DATE: April 16, 2013
ITEM TITLE: Amendment of Professional Services
Agreement with The Altum Group for Engineering
Services Related to the Washington Street
Apartments Rehabilitation Project
RECOMMENDED ACTION:
AGENDA CATEGORY:
BUSINESS SESSION: _
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
Approve Amendment No. 1 to the Professional Services Agreement with The Altum
Group for engineering services related to the Washington Street Apartments
Rehabilitation Project and authorize the Executive Director to execute the
Agreement.
EXECUTIVE SUMMARY:
• The Washington Street Apartments and an adjoining vacant parcel were
purchased in 2008 and 2007, respectively.
• The project was suspended in February 2012 when the Redevelopment
Agency (RDA) was disbanded.
• The project was restarted in June 2012 and in August 2012, the Housing
Authority elected to initiate negotiations with National CORE Housing to
secure Tax, Credit funding to underwrite some of the cost to substantially
rehabilitate 72 units and construct 68 new units.
• The current contract does not cover design services for 42 of the 68 new
units. The contract Amendment (Attachment 1) expands the scope of
services and provides funds for these design services.
FISCAL IMPACT:
The contract Amendment will procure $24,000 of additional services. The current
contract with The Altum Group ("Altum") is for $146,250. This Amendment
011
would increase the total contract amount to $170,250. This increased cost was
included on the current Recognized Obligation Payment Schedule ("ROPS") that
was approved by the Successor Agency, Oversight Board and the State
Department of Finance ("DOF").
BACKGROUND/ANALYSIS:
The former La Quinta RDA purchased the Washington Street Apartments and an
adjoining vacant parcel in 2008 and 2007, respectively. The RDA then proceeded
to secure entitlements and prepare plans to substantially rehabilitate the existing
units and build additional units. The project was suspended in February 2012
when the RDA was disbanded. In June 2012, the Successor Agency of the RDA,
the Housing Authority, and the Oversight Board of the Successor Agency adopted
resolutions that approved restarting the Washington Street Apartments
Rehabilitation Project, and approved using 2004 and 2011 RDA housing bond
proceeds for this project. Both the Oversight Board and DOF approved these and
subsequent actions regarding continuing this project and using bond funds for
project expenses.
The Housing Authority approved a contract with Altum in August 2012, after the
project was restarted. During that month, the Housing Authority directed staff to
negotiate with National Community Renaissance ("National CORE") in order to
secure California Tax Credit Allocation Committee funding; National CORE is a non-
profit affordable housing owner/operator that specializes in securing tax credit
funding. The RDA was negotiating with National CORE in 2011 regarding this
project and placed these negotiations on hold in February 2012 (when the RDA
shut down). At the August 2012 meeting, the Housing Authority directed staff to
pursue funding to both substantially rehabilitate the existing 72 units and to
construct an additional 68 new units.
The current Altum contract funds architectural services for the rehabilitation of
existing units and 26 of the 68 new units. In order to complete the design and
entitlement process for the 42 new units (proposed for the westerly portion of the
site), the Housing Authority must amend its Agreements with the design team. For
the sake of consistency, expediency and potential project savings, staff
recommends amending these contracts. This amendment modifies the scope of
work and contract sum to accommodate the design work needed for the 42 new
units. No other provisions are modified. This includes a provision whereby the
Agreement can be terminated for any reason and at any time with a 30-day notice.
Thus, the Agreement can be terminated if the DOF changes their current position
and determines that the bond funds can no longer be used for this project.
ALTERNATIVES:
The Housing Authority could elect to not proceed with the design and development
of the 42 additional units.
submitted,
Community Development Director
Attachment: 1. Contract Amendment
�� 013
ATTACHMENT 1
AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT WITH
THE ALTUM GROUP FOR ENGINEERING
SERVICES RELATED TO THE WASHINGTON STREET
APARTMENTS REHABILITATION PROJECT
The Professional Services Agreement ("Agreement") was approved by the Housing
Authority on July 3, 2012 and dated July 13, 2012, by and between the LA QUINTA HOUSING
AUTHORITY, a public body, corporate and politic ("Housing Authority"), and Studio E
Architects, Inc., a California corporation ("Consultant") is hereby amended as follows:
Section 1.1, Scope of Services, is deleted and replaced with the following language:
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, Consultant
shall provide those services related to Washington Street Apartments
Rehabilitation Project, as specified in the original scope of services dated June 27,
2012 and supplemented with additional scope of services "Amendment No. 1 to
Scope of Services" attached hereto as Exhibit "D" incorporated herein by this
reference (the "services" or "work"). Consultant 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.
Section 2.1, Contract Sum, is deleted and replaced with the following language:
2.1 Contract Sum.
For the services rendered pursuant to this Agreement, Consultant shall be
compensated in accordance with Exhibit `B" (the "Schedule of Compensation")
in the total amount not to exceed One Hundred Seventy Thousand Two Hundred
Fifty Dollars ($170,250) (the "Contract Sum"), except as provided in Section 1.6.
The method of compensation is set forth in the Schedule of Compensation.
Compensation may include reimbursement for actual and necessary expenditures
for reproduction costs, transportation expense, telephone expense, and similar
costs and expenses with and if specified in the Schedule of Compensation.
Consultant's overall compensation shall not exceed the Contract Sum, except as
provided in Section 1.6 of this Agreement, "Additional Services." In addition, the
rate of compensation shall not exceed the amount authorized for the Washington
Street Apartments Rehabilitation Project in the approved Recognized Obligation
Payment Schedule.
Exhibit B, Schedule of Compensation, is deleted and replaced with the following
language:
119/015610-0074 _se
508121.1 a04/11/13
Exhibit B Schedule of Compensation.
With the exception of compensation for Additional Services, provided for
in Section 2.2 of this Agreement, the maximum total compensation to be paid to
Consultant under this Agreement is One Hundred Seventy Thousand Two
Hundred Fifty Dollars ($170,250) ("Contract Sum"). The Contract Sum shall be
paid to Consultant in installment payments made on a monthly basis and in an
amount identified in Consultant's Schedule of Compensation attached hereto for
the work tasks performed and properly invoiced by Consultant in conformance
with Section 2.2 of the Agreement.
See original Fee Schedule dated June 27, 2012 and supplemented with
additional Fee Schedule in Exhibit D, Amendment to the Scope of Services,
Attached
Exhibit D, Amendment to the Scope of Services, attached hereto is added to the
Agreement.
In all other respects, the Agreement remains in full force and effect.
LA QUINTA HOUSING AUTHORITY, a public body, corporate and politic
Date Frank J. Spevacek, Executive Director
ATTEST:
Susan Maysels, Housing Authority Secretary
APPROVED AS TO FORM
M. Katherine Jenson, Housing Authority Counsel
119/015610-0074 015
508721.1 s04/11/13 -2-
"CONSULTANT"
Name:
Title:
119/015610-0074
508721.1 a04111/13 -3-
Exhibit "D"
Washington Street Apartments — Amendment No. 1
La Quinta Housing Authority MIS
La Quinta, California 7be Altunn Group
March 8, 2013
O INTRODUCTION
The Altura Group (Altum) has been requested by the La Quinta Housing Authority (Client) to
provide a scope and fee for the entitlement and preliminary design of the southeast portion of the
Washington Street Apartment Rehabilitation Project (Project). The site consists of
approximately 11.32 acres, including APNs 609-04-007, -023 and -028, and is located at the
southeast corner of Hidden River Road and Washington Street, in the City of La Quinta. The
scope identified herein is based on Altum's professional experience with numerous projects in
the City as well as our current commitment to this project.
Although grading and drainage, circulation and other key aspects were considered along with the
current design, this scope of work will include the preliminary design necessary for entitlement
of the southeast portion. In general, these efforts consist of the preparation of a site plan,
preliminary grading plans, preliminary drainage study and other plans/reports in support of a Site
Development Permit (SDP) through the City of La Quinta. This scope of services is described in
further detail herein.
♦ SCOPE OF SERVICES
A. Entitlement and Preliminary Design Services
Task I — Site Plans
Altum understands that the Client developed an initial site plan concept for southeast portion,
consisting of approximately 42 dwelling units. Based on direction from the March 5, 2013 team
meeting, the architect will prepare two concept plans: the first, utilizing the Indian Wells concept
and the second utilizing the WSA concept. Altum will work with the architect, landscape
architect and team to prepare these initial concepts for City review and consideration.
The project team will meet on March 191h to review plans and determine the preferable direction.
Discussion will likely include type of architecture, number of units, circulation and fire
department access, grading and drainage. Once the concept has been chosen, Altura will work
with the team to finalize the site plan. Altum will prepare a digital (ACAD format) site plan, one
time. Said plan will be used by the entire design team in completing all entitlement and final
construction documents. A site plan exhibit (to scale) will be prepared for the SDP submittal.
M:IfinancelrontraclslCl047_WashingionSt_AptsIC1047.21Proposa(_Revised 4-10-13.doc Page I of 4
017
Exhibit "M
Washington Street Apartments — Amendment No. 1
La Quinta Housing Authority MIS
La Quinta, California -Ile Allun, Group
March S, 2013
Task 2 — Preliminary Grading and Drainage Exhibit
Based on the Client approved site plan, Altum will prepare a preliminary grading and drainage in
support of the SDP submittal. A site specific geotechnical report (prepared previously by Petra
Geotechnical) and update letter (included herein) will be required. The report includes
items/recommendations such as: site borings, building pad preparation, foundations and
flatwork, soil characteristics for earthwork (shrinkage, subsidence and overexcavation), paving
sections and site specific percolation testing.
Altum will prepare one (1) earthwork calculation using the geotechnical recommendations and it
is anticipated that the earthwork will not "balance" within the site. Minor grading and drainage
adjustments are anticipated. Grading studies and earthwork analysis beyond this scope are not
included herein.
Once the earthwork analysis is complete, Altum will prepare an exhibit which illustrates overall
site grading with horizontal and vertical relationship to adjoining buildings/property. The plan
will identify setbacks, proposed site improvements including building structures, on -site
retention areas, hardscape, ADA access and fire department access. The preliminary grading and
drainage exhibit will be submitted as part of the SDP and will be used as the basis for a final
precise grading plan.
Task 3 - Preliminary On -Site Hydrology Report
Altum will prepare a preliminary hydrology analysis to confirm drainage paths, size of retention
area(s), etc. A preliminary on -site hydrology report will be prepared as part of the SDP process,
and later utilized as the basis for a final hydrology report (to be prepared during the final design).
The analysis will include relocation of some retention to the new proposed retention basin. No
off -site drainage analysis or floodplain mapping (CLOMR/LOMR) requirements are included.
An exhibit identifying existing drainage paths will be prepared as part of this task and will be
submitted as part of the SDP submittal.
Task 4 — Preliminary Water Quality Management Plan (WQMP)
Altum will prepare a preliminary Water Quality Management Plan (WQMP) based on the site
plan and preliminary grading and drainage exhibit prepared in the tasks above. The preliminary
WQMP will be submitted as part of the SDP process and will provide recommendations for post -
construction BMP's for the Project in accordance with the NPDES and MS-4 permit
requirements. Altum will coordinate with the Client and City regarding BMP's applicable to the
proposed project. The preliminary WQMP will be used as the basis for the final WQMP to be
prepared during final design.
M.9financelconiracWC1047_WashinglonSt_AplsIC1047.2lProposal_Revised 4-10-13.doc Page 2 of 4
018
Exhibit "D"
Washington Street Apartments — Amendment No. 1
La Quinta Housing Authority MIS
La Quinta, California The Alturn Croup
March 8, 2013
Task 5 — Project Management, Coordination and Meetings (T&M)
Altum will provide project management, coordination and attend project meetings as required to
complete the entitlement and preliminary design for the project. Meetings may include team
meetings and attendance at public meetings such as Architectural Review and Planning
Commission. In the event that the project requires additional coordination or meetings beyond
this initial budget, Altura will request a contract addendum for the necessary budget. Said
contract addendum will be prepared by Altum and processed by the Client prior to incurring
budgetary overruns.
Task 6 — Reimbursables Estimate (T&M)
An estimate for reimbursables is included for the WSA southeast portion entitlement and
preliminary design. Reimbursables are items such as plots, reports, printing, mileage, etc. and
will be billed at cost plus fifteen (15) percent. In the event that the project requires additional
reimbursables beyond this initial budget, Altum will request a contract addendum for a
supplementary budget. Said contract addendum will be prepared by Altura and processed by the
Client prior to incurring budgetary overruns.
♦ DELIVERABLES
A. Entitlement and Preliminary Design Services
➢ Site Plans, Exhibit
➢ Preliminary Grading and Drainage Exhibit, Earthwork Analysis
➢ Preliminary On -site Hydrology Report, Exhibit
➢ Preliminary Water Quality Management Plan
♦ ASSUMPTIONS AND EXCLUSIONS
The following list is not intended to be all-inclusive. If there are items that are deemed incorrect
or are necessary for the successful completion of the project, please notify us so that we may
amend the scope of services and associated fee.
1. All submittal fees, application/permit fees are the responsibility of the Client;
2. Site Development Permit exhibits include a site plan, preliminary grading plan and
preliminary on -site hydrology report. All other required exhibits will be provided by
others. Altura assumes Client will coordinate all entitlement submittals; and
3. All plans, reports, exhibits and services not specifically identified herein are excluded.
Mr lfinancelcontractslC1047 WashingtonSt AptsIC1047.21PmposaLRevised 4-10-13.doc Page 3 of 4
MAY 019
Exhibit "D"
Washington Street Apartments — Amendment No. 1
La Quinta Housing Authority
La Quinta, California 'the Altum Group
March 8, 2013
♦ FEESCHEDULE
A. Entitlement and Preliminary Design Services
TASK I
Initial Site Plans.....................................................................
$
2,000
Final Site Plan, Exhibit..........................................................
$
3,500
TASK 2
Preliminary Grading and Drainage Exhibit ...........................
$
5,500
Geotechnical Update Letter (Petra Geotechnical) .................
$
1,000
TASK 3
Preliminary On -Site Hydrology Report .................................
$
2,500
TASK 4
Preliminary Water Quality Management Plan .......................
$
3,500
TASK 5
Project Mgmt, Coordination and Meetings (T&M)...............
$
5,000
TASK 6
Reimbursables Estimate(T&M)............................................
1,000
TOTAL $ 24,000
U. IfinancelwnlmcisIC1047_WaahingronSr ApisIC1047.21Proposal Revised 4-10-13doc Page 4 of 4
,:. 020
CITY / SAMFA MEETING DATE: April 16, 2013
ITEM TITLE: Amendment of Professional Services
Agreement with Studio E Architects for Architectural
Services Related to the Washington Street
Apartments Rehabilitation Project
RECOMMENDED ACTION:
AGENDA CATEGORY:
BUSINESS SESSION: _
CONSENT CALENDAR:
STUDY SESSION:
PUBLIC HEARING:
Approve Amendment No. 1 to the Professional Services Agreement with Studio E
Architects for architectural services related to the Washington Street Apartments
Rehabilitation Project and authorize the Executive Director to execute said
Agreement.
EXECUTIVE SUMMARY:
• The Washington Street Apartments and an adjoining vacant parcel in were
purchased in 2008 and 2007, respectively.
• The project was suspended in February 2012 when the Redevelopment
Agency was disbanded.
• The project was restarted in June 2012 and in August 2012, the Housing
Authority elected to initiate negotiations with National CORE Housing to
secure Tax Credit funding to underwrite some of the cost to substantially
rehabilitate 72 units and construct 68 new units.
The current contract does not cover design services for 42 of the 68 new
units. The contract Amendment (Attachment 1) expands the scope of
services and provides funds for these design services.
FISCAL IMPACT:
The contract Amendment will procure $26,950 of additional services. The current
contract with Studio E Architects is for $275,000. This Amendment would
increase the total contract amount to $301,950. This increased cost was included
on the current Recognized Obligation, Payment Schedule ("ROPS") that was
approved by the Successor Agency, Oversight Board and the State Department of
Finance (DOF).
BACKGROUND/ANALYSIS:
The former La Quinta RDA purchased Washington Street Apartments and an
adjoining vacant parcel in 2008 and 2007, respectively. The RDA then proceeded
to secure entitlements and prepare plans to substantially rehabilitate the existing
units and build additional units. The project was suspended in February 2012
when the RDA was disbanded. In June 2012, the Successor Agency of the RDA,
the Housing Authority, and the Oversight Board of the Successor Agency adopted
resolutions that approved restarting the Washington Street Apartments
Rehabilitation Project, and approved using 2004 and 2011 RDA housing bond
proceeds for this project. Both the Oversight Board and DOF approved these and
subsequent actions regarding continuing this project and using bond funds for
project expenses.
The Housing Authority approved a contract with Studio E Architects in August
2012, after the project was restarted. During that month, the Housing Authority
directed staff to negotiate with National Community Renaissance ("National
CORE") in order to secure California Tax Credit Allocation Committee funding;
National CORE is a non-profit affordable housing owner/operator that specializes in
securing tax credit funding. The RDA was negotiating with National CORE in 2011
regarding this project and placed these negotiations on hold in February 2012
(when the RDA shut down). At the August 2012 meeting, the Housing Authority
directed staff to pursue funding to both substantially rehabilitate the existing 72
units and to construct an additional 68 new units.
The current Studio E contract funds architectural services for the rehabilitation of
existing units and 26 of the 68 new units. In order to complete the design and
entitlement process for the 42 new units (proposed for the westerly portion of the
site), the Housing Authority must amend its Agreements with the design team. For
the sake of consistency, expediency and potential project savings, staff
recommends, amending these contracts. This amendment modifies the scope of
work and contract sum to accommodate the design work needed for the 46 new
units. No other provisions are modified. This includes a provision whereby the
Agreement can be terminated for any reason and at any time with a 30-day notice.
Thus, the Agreement can be terminated if the DOF changes their current position
and determines that the bond funds can no longer be used for this project.
022
ALTERNATIVES:
The Housing Authority could elect to not proceed with the design and development
of the 42 additional units.
submitted,
Development Director
Attachment: 1. Contract Amendment
r. 023
i
ATTACHMENT 1
AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT WITH
STUDIO E ARCHITECTS FOR ARCHITECTURAL
SERVICES RELATED TO THE WASHINGTON STREET
APARTMENTS REHABILITATION PROJECT
The Professional Services Agreement ("Agreement") was approved by the Housing
Authority on August 7, 2012 and dated September 11, 2012, by and between the LA QUINTA
HOUSING AUTHORITY, a public body, corporate and politic ("Housing Authority"), and
Studio E Architects, Inc., a California corporation ("Consultant") is hereby amended as follows:
Section 1.1, Scope of Services, is deleted and replaced with the following language:
1.1 Scone of Services.
In compliance with all terms and conditions of this Agreement, Consultant
shall provide those services related to Washington Street Apartments
Rehabilitation Project, as specified in the original scope of services dated June 27,_
2012 and supplemented with additional scope of services "Amendment No. 1 to
Scope of Services" attached hereto as Exhibit "D" and incorporated herein by this
reference (the "services" or "work"). Consultant 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.
Section 2.1, Contract Sum, is deleted and replaced with the following language:
2.1 Contract Sum.
For the services rendered pursuant to this Agreement, Consultant shall be
compensated in accordance with Exhibit `B" (the "Schedule of Compensation")
in the total amount not to exceed Three Hundred One Thousand Nine Hundred
and Fifty Dollars ($301,950) (the "Contract Sum"), except as provided in Section
1.6. The method of compensation is set forth in the Schedule of Compensation.
Compensation may include reimbursement for actual and necessary expenditures
for reproduction costs, transportation expense, telephone expense, and similar
costs and expenses with and if specified in the Schedule of Compensation.
Consultant's overall compensation shall not exceed the Contract Sum, except as
provided in Section 1.6 of this Agreement, "Additional Services." In addition, the
rate of compensation shall not exceed the amount authorized for the Washington
Street Apartments Rehabilitation'Project in the approved Recognized Obligation
Payment Schedule.
Exhibit B, Schedule of Compensation, is deleted and replaced with the following
,language:
v�,►. 024
119/015610-0074
508721.1 a04/11/13 _1_
Exhibit B Schedule of Compensation.
With the exception of compensation for Additional Services, provided for
in Section 2.2 of this Agreement, the maximum total compensation to be paid to
Consultant under this Agreement is Three Hundred One Thousand Nine Hundred
and Fifty Dollars ($301,950) ("Contract Sum"), which consists of $294,950 for
architectural services and $7,000 as a budget for reimbursibles. The Contract
Sum shall be paid to Consultant in installment payments made on a monthly basis
and in an amount identified in Consultant's Schedule of Compensation attached
hereto for the work tasks performed and properly invoiced by Consultant in
conformance with Section 2.2 of the Agreement.
See original Fee Schedule dated June 27, 2012 and supplemented with
additional Fee Schedule in Exhibit "D", Amendment to the Scope of Services.
Attached
Exhibit D, Amendment to the Scope of Services, attached hereto is added to the
Agreement.
In all other respects, the Agreement remains in full force and effect.
LA QUINTA HOUSING AUTHORITY, a public body, corporate and politic
Date
ATTEST:
Susan Maysels, Housing Authority Secretary
APPROVED AS TO FORM
Frank J. Spevacek, Executive Director
M. Katherine Jenson, Housing Authority Counsel
025
119/015610-0074
508721.1 a04/11/13 _2_
"CONSULTANT"
0
119/015610-0074 .5 "
026
508721.1 a04111/13 -3- -
Exhibit "D"
STUDIO E
A R C H I T E C T S
2259 First Avenue Amendment No. 1 Architectural Services
San Diego, C.Iilwrio 92101
7619.235.9262 F 619.2350522
Date:
March 27, 2013
Owner.
La Quinta Housing Authority
P.O. Box 1504
La Quinta, CA 92253
Architect:
Studio E Architects, a California Corporation
Project:
Washington Street Apartments Southeast Portion, La Quinta, California
project
The project is to conceptually design and entitle the Southeast Portion of the
Description
existing entitled Washington Street Apartments Rehabilitation in La Quinta,
California. This will add 42 senior housing one -bedroom units to the site and
extend planned fire access. The project will also consist of a commons building,
laundry room(s), maintenance room, private patios and additional parking areas.
All buildings are to be single -story wood -framed construction or light gauge steel
with conventional slab -on -grade concrete foundations.
Scope of Services
The Architect will provide services consisting of the following phases and tasks:
Task One:
This portion of this work is to develop the conceptual design work, assess any
Conceptual Design
necessary changes or revisions and complete the conceptual design.
1.1: CODE RESEARCH
Discuss any relevant codes affecting the project.
1.2: SITE ANALYSIS AND CRITICAL ISSUE IDENTIFICATION
Analyze the site and its surroundings to understand climatic conditions, views,
visibility, access, future development and the like. Identify key design
opportunities. Document these observations. Research sustoinability options.
1.3: GOALS AND PRINCIPLES
Establish design principles based on the desired spatial character, the
opportunities inherent in the site and the Owner's program.
1.4: SITE PLANNING
Design site layouts incorporating access and fire department, trash collection
and other service requirements. Coordinate with the Owners Civil Engineer and
Landscape Architect. Acknowledge previously entitled development phase.
Develop two options: the first to include unit/building types from the existing
project and the second to be based on units from the Architect's previous work at
Indian Wells Villas.
021
Amendment No.1 Architectural Services Exhibit " D"
Washington Street Apartments Southeast Portion, La Quinta, California
Page 2 of 5
1.5: FLOOR PLANS
Refine new unit and building plans in conjunction with site planning concepts
based on the Indian Wells Villas site concept.
1.6: BUILDING ELEVATIONS
For the Indian Wells Villas site concept, explore the architectural character based
on the site context, existing planned buildings, design criteria and construction
budget. Design building facades regarding articulation, openings, fenestration,
materials and use of color.
1.7: CONCEPTUAL DESIGN DRAWINGS
Prepare Conceptual Design Drawings including an architectural site plan,
Floor/building plans, one to two typical building sections, roof plans, building
elevations and an exterior lighting plan per the Site Development Permit
Application requirements.
1.8: NEIGHBORHOOD MEETINGS
Meet with neighbors to communicate design intentions. One such meeting is
included.
1.9: RENDERED VIEWS
Prepare two to three rendered views of the project for use in communicating
design character during the entitlement phase.
1.10: COLOR AND MATERIALS BOARD
Prepare a color and materials board showing the intended building materials
and finishes.
1.11: MEETINGS
Meet with the Owner and/or their representatives, other than as previously
noted, a maximum of three times during this phase.
Task Two: This work obtains development and design approval through the City of La
Entitlements Quinta.
2.1: DRAWING SUBMITTAL
Submit the Conceptual Design package to the City for review.
2.2: STAFF MEETINGS
Meet with City staff to review the project design. Make minor changes as
requested. A maximum of three such meetings is included.
2.3: ENTITLEMENT HEARINGS
Attend up to two hearings to present the project to decision makers.
Additional Additional services include, but are not limited to:
Services a Those identified as additional services within in the above Scope of Services.
• Revisions and changes to the program or work contrary to previous
direction, including those required during or as a result of the
Entitlement/Design Review process.
• Meetings and presentations beyond those listed above.
• Preparation of finished models or marketing exhibits.
• Attendance at meetings/hearings or exhibits beyond those listed above.
• Work associated with preparation of a specific plan or other planning
documentation beyond those listed above.
•'t. 0 2 8
Exhibit "D"
Amendment No. 7 Architectural Services
Washington Street Apartments Southeast Portion, Lo Quinta, California -
Page 3 of 5
Additional services will be performed on an hourly basis at the following rates:
Principal 175.00
Project Manager/Lead Designer 155.00
Project Architect/Designer 125.00
Job Captain 95.00
Technical/Design Support 75.00
Services Not These consultant services are specifically not included in this scope of service:
Included
Schematic Design
Design Development
Construction Documents
Bidding
Construction Administration
Geotechnical Engineering
.Civil Engineering
Landscape Design
Fire Sprinkler Drawings
Environmental Engineering
Traffic Engineering
Acoustical Engineering
Utility Company Coordination
Offsite Improvements
Fire Alarm/Protection Plans LEED Documentation
Fees Based on the Scope of Services listed above, tasks one through two will be
completed for a fixed fee of $26,950.
The professional fees are based on the Project Description and Scope of Services
outlined above. The fee shall be modified correspondingly if there is significant
revision to either.
Reimbursable expenses are in addition to the fixed fee stated above and will be
billed at 1.15 times actual expense of the Architect's costs and will include: any
subconsultants not included in the basic scope of work, reprographics,
blueprinting, delivery service, postage and similar expenses. Mileage will be
billed at the current allowable rate by the Internal Revenue Service. This rate is
currently set at $.565/mile but is subject to change by the IRS.
Billings shall occur monthly and are due and payable within 60 days of the date
of invoice. A 1.5% late charge will be added to all balances past due and will be
increased 1.5% every 30 days thereafter until the total amount is paid in full. The
Architect may stop work, without penalty, if any balance is outstanding after 60
days from date of invoice.
Additional Provisions
ASSIGNMENT
The parties hereto agree that an Affordable Housing Developer as selected by or partnered with the Authority may
assume the rights and obligations under this contract as required to achieve additional project funding through
tax credits or other financing mechanisms.
REPRESENTATION
The Owner and Architect each agree to designate one person to act on their behalf as their representative agent
in regard to communicating all direction and decisions relevant to this work.
AVAILABILITY OF PREDEVELOPMENT FUNDS
The Owner hereby states that funds to pay the Architect for this work have been designated and are now available
and accessible and will remain so throughout the duration of this work.
w. 029
Exhibit "M
Amendment No. 7 Architectural Services
Washington Street Apartments Southeast Portion, Lo Quinta, California
Page 4 of 5
OWNERSHIP OF INSTRUMENTS OF SERVICE
All reports, plans, specifications, field data and notes and other documents, including all documents on electronic
media, prepared by the Architect as instruments of service shall remain the property of the Architect. The Owner
shall not reuse or make any modifications without the prior written authorization of the Architect. The Architect will
furnish the Owner with progress drawings during the course of the project and provide one reproducible set of
final documents.
LIMITATION OF LIABILITY
In recognition of the relative risks and benefits of the project to both the Owner and the Architect, the risks have
been allocated such that the Owner agrees, to the fullest extent permitted by law, to limit the liability of the Design
Professional and his or her subconsultants to the Owner and to all construction contractors and subcontractors on
the project for any and all claims, losses, costs, damages of any nature whatsoever or claims expenses from any
cause or causes, including attorney's fees and cost and expert -witness fees and costs, so that the total aggregate
liability of the Architect and his or her subconsultants to all those named shall not exceed the Architect's total fee
for services rendered on this project. Such claims and causes include, but are not limited to negligence,
professional errors or omissions, strict liability, breach of contract or warranty. It is intended that this limitation
apply to any and all liability or cause of action however alleged or arising, unless otherwise prohibited by law.
The Owner agrees, to the fullest extent permitted bylaw, to indemnify and hold the Architect harmless from any
damage, liability, or cost (including reasonable attorneys' fees and cost of defense) to the extent caused by the
Owner's negligent acts, errors or omission in the performance of professional services under this Agreement and
those of his or her subconsultants or consultants anyone for whom the Owner is legally liable, and arising from the
project that is the subject of this Agreement.
The Architect is not obligated to indemnify the Owner in any manner whatsoever for the Owner's own negligence.
OWNER'S CONSULTANTS
Unless otherwise indicated, design services contracted separately by the Owner shall be performed by licensed
professional consultants who shall affix their seals on the appropriate documents prepared by them. The contracts
between the Owner and Owner's consultants shall require the consultants to coordinate their drawings and other
instruments of service with those of the Architect and to advise the Architect of any potential conflict. The Architect
shall have no responsibility for the components of the Project designed by the Owner's consultants. Review by the
Architect of the consultants' drawings and other instruments of service is solely for consistency with Architect's
design concept for the Project. The Architect shall be entitled to rely on the technical sufficiency and timely delivery
of documents and services furnished by the Owner's consultants, as well as on the computations performed by
those consultants in connection with such documents and services, and shall not be required to review or verify
those computations or design for compliance with applicable laws, statues, building codes, and rules and
regulations. The Owner shall indemnify and hold harmless the Architect, Architect's consultants, and agents and
employees of any of them from and against claims, damages, losses and expenses, including but not limited to
attorneys' fees, arising out of the services performed by the other consultants of the Owner.
GEOTECHNICAL CONDITIONS
The scope of services contained in this proposal is based on standard geotechnical conditions. This scope assumes
standard slab on grade and spread footings.
TERMINATION
Either party upon seven days written notice may terminate this agreement. In the event of termination, the
Architect shall be compensated for all services performed, and reimbursable expenses incurred, to the termination
date.
CORPORATE ENTITY
It is intended by the parties to this Agreement that the Architect's services in connection with the Project shall not
subject the Architect's individual employees, officers or directors to any personal legal exposure for the risks
associated with this Project. Therefore, and notwithstanding anything to the contrary contained herein, the Owner
agrees that as the Owner's sole and exclusive remedy, any claim, demand or suit shall be directed and/or asserted
only against the Architect, a California corporation, and not against any of the Architect's individual employees,
officers or directors.
r;'i. 030
Amendment No. 1 Architectural Services Exhibit " ®„
Washington Street Apartments Southeast Portion, La Quinta, California
Page 5 of 5
ENTIRE AGREEMENT
This Agreement, and any exhibits attached hereto, represents the entire Agreement between the parties in
connection with the transactions contemplated hereby and the subject matter hereof and this agreement
supersedes and replaces any and all prior and contemporaneous agreements, understandings and
communications between the parties, whether oral or written, with regard to the subject matter hereof. There are
no oral or written agreements, representations or inducements of any kind existing between the parties relating to
this transaction that are not expressly set forth herein. This Agreement may not be modified except by a written
agreement signed by both parties.
CONSTRUCTION
This Agreement has been negotiated at arm's length, and each party has consulted with or been given full
opportunity to consult with such party's own legal counsel with respect to such party's rights and obligations under
this agreement. Accordingly, any rule of law (including, without limitation, California Civil Code Section 1654) or
legal decision that would require interpretation of any ambiguities in this Agreement against the party drafting it is
not applicable and is waived. The provisions of this Agreement shall be interpreted in a reasonable manner to
affect the intent of the parties and the purpose of this Agreement.
NO THIRD PARTY BENEFICIARY RIGHTS
This Agreement is entered into for the sole benefit of the parties hereto and no other parties are intended to be
direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this
Agreement.
Agreed Upon By:
OWNER
Name:
Title:
On Behalf Of:
Date:
ARCHITECT
Name:
Eric C. Noslund, FAIA
Title:
Principal
On Behalf Of:
Studio E Architects, Inc.
License:
C77113, California
Date:
031