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2023 NV5, Inc Amendment 1 - Village Utilities Undergrounding Feasibility StudyMEMORANDUM, Qa4(t(4i U]I ORN1.1 DATE: January 17, 2024 TO: Jon McMillen, City Manager FROM: Julie Mignogna, Management Analyst RE: NV5, Inc. Village Undergrounding Feasibility Study Project 2022-06 Amendment No. 1 adding the Overhead Equivalent Concept Exhibit and Cost Estimate of the Equivalent Proposed Primary System as a task to the scope of services and increase the contract sum by $5,919 to $130,234 within the allowable 5% contract amount for the additional scope. 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: n✓ Approved by City Council on December 20, 2022 - B2 nCity Manager's signing authority provided under the City's Purchasing Policy [Resolution No. 2023-008] 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. 2023-008] for budget expenditures of $15,000 and $5,000, respectively, or less. Procurement Method (one must apply): .a Bid n✓ RFP 1� RFQ El 3 written informal bids QSole Source 11 Select Source Jl Cooperative Procurement Reauestina department shall check and attach the items below as auurouriate: ✓� Agreement payment will be charged to Account No.: 401-0000-60185-202206-D Q Agreement term: Start Date 12/21/2022 End Date 6/30/2024 1r L Amount of Agreement, Amendment, Change Order, etc.: $ additional 5,919 REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount, not individual Amendments or Change Orders! L7 NOTE: Insurance certificates as required by the Agreement for Risk Manager approval Approved by: Laurie McGinley Date: 1/17/2024 Bonds (originals) as required by the Agreement (Performance, Payment, etc.) Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s) Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form required pursuant FPPC regulation 18701(2) Business License No. LIC - 762389 Expires: 9/30/2024 Requisition for a Purchase Order has been prepared (Agreements over $5,000) 700 is AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH NV5, INC. This Amendment No. 1 ("Amendment 1") to Agreement for Contract Services ("Agreement") is made and entered into as of the 8th day of January, 2024, ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and NV5, Inc., a Corporation ("Contracting Party"). RECITALS WHEREAS, on or about December 21, 2022, the City and Vendor entered into an Agreement to provide services related La Quinta Village Undergrounding Feasibility Study Update Project No. 2022-06, for a total not to exceed amount of $124,315. The term of the Agreement will expire on June 30, 2024 ("Initial Term"); and WHEREAS, in Section 1.1 Scope of Services, the City and NV5, Inc. mutually agree to add the Overhead Equivalent Concept Exhibit and Cost Estimate of the Equivalent Proposed Primary System as a task; and WHEREAS, Section 2.1 Contract Sum of the Agreement shall be amended to include compensation for the additional services, pursuant to Section 2.3 Compensation for Additional Services, in the amount of $5,919, for a total not to exceed amount of $130,234. NOW THEREFORE, in consideration of the mutual covenant herein contained, the parties agree as follows: AMENDMENT 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 1.1 Scope of Service is amended to add the Overhead Equivalent Concept Exhibit and Cost Estimate of the Equivalent Proposed Primary System task as identified in the attached "Exhibit A", incorporated herewith by this reference. 2. Section 2.1 is amended to read as follows: 2.1 Contract Sum. For the Services rendered pursuant to this Agreement, Contracting Party shall be compensated in accordance with "Exhibit B" (the "Schedule of Compensation") in a total amount not to exceed One Hundred Thirty Thousand Two Hundred and Thirty -Four Dollars ($130,234) (the "Contract Sum"), except as provided in Section 1.7. The method of compensation set forth in the Schedule of Compensation may include a lump sum payment upon completion, payment in accordance with the percentage of completion of the Services, payment for time and materials based upon Contracting Party's rate schedule, but not exceeding the Contract Sum, or such other reasonable methods as may be specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contracting Party at all project meetings reasonably deemed necessary by City; Contracting Party shall not be entitled to any additional compensation for attending said meetings. Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, transportation expense, telephone expense, and similar costs and expenses when and if specified in the Schedule of Compensation. Regardless of the method of compensation set forth in the Schedule of Compensation, Contracting Party's overall compensation shall not exceed the Contract Sum, except as provided in Section 1.7 of this Agreement. In all other respects, the original Agreement shall remain in effect. IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment No. 1 to the Agreement on the respective dates set forth below. CITY OF LA QUINTA a California municipal corporation L-J JON M N, City Manager Gtq-o--f La Quinta, California Dated: cif �: o2002 ATTEST: ��j MONIKA RADEVA, City Clerk City of La Quinta, California APPROVED AS TO FORM: WILLIAM H. IHRKE, City Attorney City of La Quinta, California NV5, Inc. KI - Jeffre Cooper, PE, Senior Vice President NV5, Inc. Dated: 01 /16/2024 Exhibit A Scope of Services 1. Current Planning Level Dry Utility Cost Estimate Update NV5 will provide a comprehensive review, analysis and update to the previous undergrounding feasibility study to include planning level cost estimates to underground the existing overhead distribution system in the six (6) locations identified. NV5's cost estimate will include the average cost per property for reconnection, plus cost components or factors that cause individual property costs to fluctuate from the average cost, in addition to the cost for improvements in the public right-of-way. Cost estimates will include all costs associated with converting all overhead utility lines (i.e. electric, telephone, and cable television) to underground systems. Deliverable: Updated dry utility cost estimate. 2. Phasing Plan - Area 2 NV5 will prepare a recommended phasing plan for Area No. 2 for the proposed conversion of overhead utility lines to underground facilities. This will be based upon the existing field conditions and the utility company system's direction of feed in their mainline systems and building/ home services. Deliverable: Updated utility phasing map based upon the City's desired/priority phasing and utility company direction of feed. 3. Identify Special Construction Practices NV5 will identify any special construction standards or practices that would be required, in addition to any additional right-of-way/easements that might be necessary. Deliverable: Narrative of utility company and industry probable design and construction methodologies. 4. City Council Sessions / Findings NV5 will prepare and present our findings and the proposed conversion phasing plan at one (1) City Council Study Session. 5. Stakeholder Meetings NV5 will conduct stakeholder meetings with Imperial Irrigation District (IID) and any other necessary utility companies and/or business stakeholders. 6. Project Development Team Meetings NV5 will participate in monthly Project Development Team (PDT) Meetings with all stakeholders. 7. Project Management NV5 will provide project management of tasks 1-6. 8. Optional Services 8a. Financial Options, 8b. Financial Options Project Management, 8c. Financial Options City Council Session: Financing options will be prepared for undergrounding the existing overhead utilities in the City. Cost estimates will be utilized from Task 1. The 6 areas of the study will be addressed with specific financial options. Preliminary cost estimates per area for average parcels will be provided for 20B projects. Any 20A and/or 20C areas will be addressed as well. A separate "Financial Options" City Council session will be conducted. Exhibit A Page 1 of 2 Exhibit A Scope of Services Additional Scope of Services to Include: Cost Estimate and Exhibit for Equivalent Overhead Primary System: a. NV5 will prepare an order of magnitude cost estimate for a new overhead equivalent primary electric distribution system to replace the existing system in each area. This cost estimate will encompass the construction of the primary distribution overhead system. b. NV5 will participate in a meeting with the City of La Quinta project team to review our findings. Assumptions and Exclusions: • Addendum is for work related to this feasibility study project only and does not include any effort to support improvements required by the utility. NV5 is available to assist as requested and this time will be billed hourly on a monthly basis based on rate sheet provided. Transformer and secondary components will not be included in the cost estimate. Exhibit A Page 2of2 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 One Hundred and Thirty Thousand Two Hundred and Thirty -Four Dollars ($130,234) ("Contract Sum"). The Contract Sum shall be paid to Contracting Party NV5, Inc. in conformance with Section 2.2 of the Agreement.