2024-25 Hermann Design Group - Amendment 1 - On-Call Architectural Landscape DesignMEMORANDUM,
U]I ORN1.1
DATE: May 20, 2024 _
TO: Jon McMillen, City Manager
FROM: Carley Escarrega, Administrative Technician
RE: Amendment No. 1 with Hermann Design Group for On -Call Landscape Architectural
Design Services
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:
W6 Approved by City Council on June 20, 2023 - Consent Item No. 8
.a City 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):
.Q Bid ❑✓ RFP 0 RFQ _❑. 3 written informal bids
QSole Source F] Select Source 1-1 Cooperative Procurement
Reauestina deuartment shall check and attach the items below as auurouriate:
7 Agreement payment will be charged to Account No.: 401-0000-60185
✓� Agreement term: Start Date July 1, 2024 _ End Date June 30, 2025
. ✓Q Amount of Agreement, Amendment, Change Order, etc.: $ 200,000/year
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
L71�
El
NOTE:
a
.a
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Compliant in MyCOI - OM Date: 5/20/2024
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 -0106472 Expires: 8/31/2024
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
700 is
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH HERMANN DESIGN GROUP
This Amendment No. 1 ("Amendment No. 1 ") to Agreement for Contract Services
("Agreement") is made and entered into as of the 15th day of April, 2024, ("Effective Date")
by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and
Hermann Design Group, a California Corporation ("Contracting Party").
RECITALS
WHEREAS, on or about July 1, 2023, the City and Contracting Party entered into
an Agreement to provide on-call landscape architectural design services, for a total not
to exceed amount of $200,000 per fiscal year. The term of the Agreement expires on
June 30, 2024 ("Initial Term"); and
WHEREAS, in accordance with Section 3.4 Term, the City and Contracting Party
mutually agree to extend the Term of the Agreement for an additional one-year term from
July 1, 2024, through June 30, 2025 ("Extended Term"); and
NOW THEREFORE, in consideration of the mutual covenant herein contained, the
parties agree as follows:
/_1 Ji 140191 Ly, 14 k 110
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 3.4 is amended to read as follows:
Unless earlier terminated in accordance with the provisions in Article 8.0 of this
Agreement, the term of this Agreement shall commence on July 1, 2023, and terminate
on June 30, 2024 ("Initial Term"). This Agreement is being extended for an additional one-
year term from July 1, 2024, through June 30, 2025; and this Agreement may be extended
for one additional year upon mutual agreement by both parties ("Extended Term"), and
executed in writing.
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 HERMANN DESIGN i
a California municipal corporation
JON Mc N, City Manager
of La Quinta, California
Dated:
.'-9517-1 /2j>
ATTEST:
MONIKA RADEV , City derk
City of La Quinta, California
APPROVED AS TO FORM:
r
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
a Calf#drnia Corso
Chris Hermann, CE
Dated: 4/22/2024
P, INC.
& President
Cj) n4�� Q' �)j JA�"-
Kristin Hermann,
CFO/Corporate Secretary
Dated:
CONSENT CALENDAR ITEM NO. 8
City of La Quinta
CITY COUNCIL MEETING: June 20, 2023
STAFF REPORT
AGENDA TITLE: APPROVE AGREEMENT FOR CONTRACT SERVICES WITH
HERMANN DESIGN GROUP, INC FOR ON-CALL LANDSCAPE ARCHITECTURAL
DESIGN SERVICES
RECOMMENDATION
Approve Agreement for Contract Services with Hermann Design Group, Inc., for on-call
landscape architectural design services; and authorize the City Manager to execute the
agreement.
EXECUTIVE SUMMARY
• On-call professional landscape architectural design services assist Staff in
streamlining delivery of turf conversion plans and other City landscape projects.
Hermann Design Group is best qualified to provide these services and was
selected through the competitive Request for Proposals (RFP) process completed
in June 2023.
FISCAL IIViri►L. i
The Capital Improvement Project (CIP) design account funds landscape architectural
design for individual CIP projects (401-0000-60185). This agreement could cost up to
$200,000 annually, or $600,000 during the initial three-year term, and up to $400,000 if
the term is extended for two additional years, for a total not to exceed amount of $1 million.
The budget for all projects has a "not to exceed" total of $200,000 per year; Staff cannot
exceed the $200,000 budget without Council approving additional funds. The following is
the proposed annual budget for both the initial and extended terms for on-call landscape
design services:
Initial Term:
Budget
FY 2023/24
$ 200,000
FY 2024/25
$ 200,000
FY 2025/26
$ 200,000
Possible Extended Term:
FY 2026/27
$ 200,000
FY 2027/28
$ 200,000
TOTAL:
$1,000,000
193
BACKGROUND/ANALYSIS
In May 2023, the City published a RFP for on-call landscape architectural design services
and received seven proposals. The selection committee reviewed the proposals and
ranked Hermann Design Group, Inc. as the most qualified firm to provide these services.
The City's on-call professional landscape architectural design consultant will provide on-
call landscape and irrigation support services for a variety of landscape improvements
within its publicly owned right of way, including the upcoming SilverRock dust control
project. This consultant provides expertise that Staff does not have.
ALTERNATIVES
Council may elect not to approve or to modify the proposed agreement.
Prepared by: Julie Mignogna, Management Analyst
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer
Attachment: 1. Agreement for Contract Services with Hermann Design Group, Inc.
194
20. ADOPT RESOLUTION TO APPROVE BENEFIT, CLASSIFICATION, AND
SALARY PLAN/SCHEDULE FOR FISCAL YEAR 2023/24
[RESOLUTION NO. 2023-020]
21. ADOPT RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE
MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF LA QUINTA
AND THE LA QUINTA CITY EMPLOYEES' ASSOCIATION
[RESOLUTION NO. 2023-021]
22. APPROVE DEMAND REGISTERS DATED MAY 26, JUNE 2, AND JUNE 9, 2023
23. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED APRIL
30, 2023
24. AUTHORIZE THE PUBLIC WORKS DEPARTMENT TO UTILIZE TRI-STATE
MATERIALS TO PURCHASE UP TO $160,000 OF MATERIALS FOR FISCAL
YEAR 2022/23
25. ADOPT RESOLUTION TO APPROVE THE EXCHANGE OF REAL PROPERTY
BETWEEN THE CITY AND NINO ROSIN! FOR CERTAIN VACANT PARCELS
IDENTIFIED AS ASSESSOR'S PARCEL NUMBERS 770-125-003 AND 770-155-
001 [RESOLUTION NO. 2023-022]
CONSENT CALENDAR ITEM NO. 8 — Comments
City Manager McMillen said Consent Calendar Item No. 8 was pulled so Council may
discuss the proposed agreement term consisting of a three-year initial term at $200,000
per year, with an option for a two-year extended term, for a total compensation of $1
million over the possible five-year term of the agreement.
Councilmember Fitzpatrick said Hermann Design Group, Inc. of Palm Desert has
provided the City excellent landscape design services in the past; there were seven
proposals received in response to the Request for Proposals published by the City; and
suggested revising the proposed agreement for a one-year term, with the option to extend
for two additional one-year terms, at $200,000 per year, to provide opportunities for other
landscape design firms in the Coachella Valley to rebid.
Staff explained that the need for landscape design services in the future is expected to
be minimal.
MOTION — A motion was made and seconded by Councilmembers Fitzpatrick/Pena to
approve Consent Calendar Item No. 8 as amended, approving a one-year term
Agreement for Contract Services with Hermann Design Group, Inc., for on -call landscape
architectural design services, with the option for two one-year term extensions, for a total
not to exceed amount of $200,000 per fiscal year, encompassing the initial and any
extended terms; and authorize the City Manager to execute the agreement. Motion
passed unanimously.
CITY COUNCIL MINUTES
Page 5 of 12 JUNE 20, 2023