2020-21 RASA Amendment 2 On-Call Plan Checking ServicesMEMORANDUM
DATE:
TO:
FROM:
RE:
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
___ Approved by City Council on ___________________________________________
___ City Manager’s signing authority provided under the City’s Purchasing Police
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
___ Department Director’s or Manager’s signing authority provided under the City’s
Purchasing Policy [Resolution No. 2019-021] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
___ Bid ___ RFP ___ RFQ ___ 3 written informal bids
___ Sole Source ___ Select Source ___ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
___ Agreement payment will be charged to Account No.: _____________________
___ Agreement term: Start Date ________________ End Date ________________
___ Amount of Agreement, Amendment, Change Order, etc.: $____________________
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
___ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: ______________________________ Date: _______________
___ Bonds (originals)as required by the Agreement (Performance, Payment, etc.)
___ Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the “Form 700 Disclosure for Consultants” guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
___ Business License No. __________________; Expires: __________________
___ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
June 3, 2021
Jon McMillen, City Manager
Amy Yu, Associate Engineer
RASA (Eric Nelson) Amendment 2 to Agrmt for Contract Services for On-CallMap
Checking Services (increase in compensation for FY 2020/21 due to increase permits)
June 1, 2021 - Consent 8
✔101-7002-60183
07/01/2020 06/30/2021
8,000
MR on file in LF 6/4/2021
LIC-0002150 7/31/2021
AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES WITH
ERIC NELSON DBA RASA
This Amendment No. 2 ("Amendment No. 2") to Agreement for Contract
Services (“Agreement”) with Eric Nelson dba RASA is made and entered into
as of the 1st day of June 2021 ("Effective Date") by and between the CITY OF
LA QUINTA ("City"), a California municipal corporation and Eric Nelson DBA
RASA (“Contracting Party”).
RECITALS
WHEREAS, on or about November 1, 2017, the City and Contracting
Party entered into a three-year Agreement to provide on-call map checking
services; and
WHEREAS, the City and Contracting Party executed Amendment No. 1,
to extend the Term of the Agreement through June 30, 2022, and allocate
additional not to exceed compensation of $40,000 per fiscal year; and
WHEREAS, the City and Contracting Party mutually agree to increase
the not to exceed compensation amount by $8,000 for fiscal year 2020/2021
due to an increase in permit activity, and amend Section 2.1 Contract Sum to
reflect this change.
NOW THEREFORE, in consideration of the mutual covenant herein
contained, the parties agree as follows:
AMENDMENT NO. 2
In consideration of the foregoing Recitals and the covenants and
promises hereinafter contained, and for good and valuable consideration, the
sufficiency and receipt of which are hereby acknowledged, the parties hereto
agree as follows:
1. Section 2.1 – Contract Sum is amended to read as follows:
For the Services rendered pursuant to this Agreement, Contracting Party
shall be compensated in accordance with “Exhibit B” (the “Schedule of
Compensation”) in an amount not to exceed Forty-Eight Thousand
Dollars ($48,000)for fiscal year 2020/21; all other fiscal years shall
not exceed Forty Thousand Dollars ($40,000); and, for the life of the
Agreement, encompassing the initial and any extended terms (the
“Contract Sum”), except as provided in Section 1.7.
$77$&+0(17
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for
in Section 2.3 of this Agreement, the maximum total compensation to be paid
to Contracting Party under this Agreement is Forty-Eight Thousand Dollars
($48,000)for fiscal year 2020/21, all other fiscal years shall not exceed Forty
Thousand Dollars ($40,000); and, for the life of the agreement,
encompassing the initial and any extended terms (“Contract Sum”). The
Contract Sum shall be paid to Contracting Party identified in Contracting
Party’s schedule of compensation attached hereto for the work tasks
performed and properly invoiced by Contracting Party in conformance with
Section 2.2 of this Agreement.
Initial Term:
“Not to exceed” Year 1 (FY 2017/18): $40,000
“Not to exceed” Year 2 (FY 2018/19): $40,000
“Not to exceed” Year 3 (FY 2019/20): $40,000
Extended Term:
“Not to exceed” Year 4 (FY 2020/21): $48,000
“Not to exceed” Year 5 (FY 2021/22): $40,000
Map Check Compensation
Map check payment shall be made in full at the following “fixed fee” rates as
specified for Tract Maps and Parcel Maps:
Tract Maps
$2,000.00 base fee plus $30.00 per lot
(Including both lettered and numbered lots)
Parcel Maps
$1,800.00 base fee plus $300.00 per parcel
(Including both lettered and number lots)
Lot Line Adjustment
$900.00 base fee plus $150.00 fee per line adjusted
Parcel Mergers
$900.00 for two merging parcels plus $450.00 for each additional parcel
Miscellaneous projects, research and reports
$145.00 per hour
This rate shall be compensation for up to three (3) map checks. Payment
for additional map checks after the third check shall be made at the rates
listed in the Schedule of Billing Rates attached herewith for the actual hours
submitted in conformance with Section 2.2 of the Agreement. An estimate
of hours to complete the map check (after the third check) shall be made in
writing to the Contract Officer for approval as specified in Section 1.6 –
Additional Services of the Agreement.
Compensation for the first three map checks shall be distributed at the
following schedule:
First Map Check 65% of the Total Map Check Fee
Second Map Check 20% of the Total Map Check Fee
Third Map Check 15% of the Total Map Check Fee
The Contracting Party shall be compensated upon the completion of each
map check as indicated in the above schedule and in conformance with
Section 2.2 of the Agreement. If a project is suspended, either definitely or
indefinitely, the Contracting Party shall be compensated based on the last
completed map check. If the map check process is completed prior to the
third map check, 100% of the map check fee will be paid upon completion of
the final map check.
Contracting Party may be requested to provide additional map checks after
the third check.
Contracting Party receives no additional compensation for delivery or
postage fees necessary to transmit or receive plans from City.
Contracting Party also may be requested to provide supplemental map
checking, general map consulting services for specific projects for the City or
other tasks.
Payment shall be made in full at an hourly rate of:
$145.00 per hour – no overtime, travel time, expenses or other
administrative charges will be allowable over and above the stated hourly
rate schedule
City of La Quinta
CITY COUNCIL MEETING: June 1, 2021
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR
CONTRACT SERVICES WITH ERIC NELSON DBA RASA FOR ON-CALL MAP
CHECKING SERVICES
RECOMMENDATION
Approve Amendment No. 2 to Agreement for Contract Services with Eric
Nelson dba RASA for on-call map checking services, for a total not to exceed
amount of $48,000 for fiscal year 2020/21; and authorize the City Manager
to execute the amendment.
EXECUTIVE SUMMARY
•Subdivision Tract and Parcel Maps, legal descriptions and plats for lot line
adjustments and parcel mergers must be reviewed by a licensed Land
Surveyor for compliance with the Subdivision Map Act, and the Land
Surveyor’s Act.
•In 2017 Staff solicited proposals for on-call map checking services from
qualified firms; RASA was selected as the best qualified firm and a three-
year agreement was executed, ending on June 30, 2020.
•In 2019 Council approved Amendment No. 1 to extend the contract term
through June 30, 2022.
•Submittals of maps, lot line adjustments, and parcel mergers have
increased in fiscal year 2020/21; Amendment No. 2 requests to increase
the not to exceed contract amount for fiscal year 2020/21 from $40,000
to $48,000 due to the increased permit activity.
FISCAL IMPACT
Funds are available in the 2020/21 Public Works Map / Plan Checking account
(101-7002-60183) and in the Consultants account for these services (101-
7002-60104).
FISCAL YEAR ANNUAL COMPENSATION
Contract Services
Agreement
2017-2018
2018-2019
2019-2020
$40,000
$40,000
$40,000
Amendment No. 1 2021-2022 $40,000
Amendment No. 2 2020-2021 $48,000
TOTAL CONTRACT COMPENSATION: $208,000
CONSENT CALENDAR ITEM NO. 8
125
BACKGROUND/ANALYSIS
In September 2017, the City received ten proposals in response to the on-call
map checking services request for proposals. Staff reviewed the proposals and
RASA was selected as the qualified firm; and a three-year Agreement for
Contract Services was executed through June 30, 2020.
On December 3, 2019, Council approved Amendment No. 1 to the agreement,
extending the term with two additional years, through June 30, 2022, and
related additional compensation at $40,000 per fiscal year.
On-call map checking services including lot line adjustments and parcel
mergers have utilized most of the existing contract authority for fiscal year
2020/21. Additional contract authority in the amount of $8,000 is needed for a
total “not to exceed” contract amount for 2020/21 of $48,000. The monthly
invoices would be tracked to ensure that the $48,000 annual budget for these
services is not exceeded.
ALTERNATIVES
Council could elect not to approve the amendment.
Prepared by: Amy Yu, Associate Engineer
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachment: 1.Amendment No. 2 with RASA
126