2024 HGA Amend 3 - Cultural Campus - Master Planning Prelim Design Project 2019-01MEMORANDUM
DATE: June 27, 2024
TO: Jon McMillen, City Manager
i::lE.lEl)H.NE.1
FROM: Michael Calderon, Management Analyst
RE: HGA Amendment 3 - Allocate funds for additional design services; Project No. 2019-01
Cultural Campus Design
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 June 18, 2024 Consent Item No. 12
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 aDD/v):
Bid RFP Ti RFQ n 3 written informal bids
Sole Source
Select Source Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
Capital Improvement Program Budget
Agreement payment will be charged to Account No.:
Agreement term:
Start Date June 18, 2023 End Date June 30, 2024
Amount of Agreement, Amendment, Change Order, etc.: $ 18,718
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
nInsurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar Mojica Date: 6/19/2024
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. LIC -770204
Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 3 TO AGREEMENT FOR CONTRACT SERVICES
WITH HGA
This Amendment No. 3 ("Amendment 2") to Agreement for Contract Services
("Agreement") is made and entered into as of the 18 day of June 2024, ("Effective Date")
by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and
HGA, a Corporation ("Contracting Party").
RECITALS
WHEREAS, on or about March 2, 2022, the City and Contracting Party entered
into an Agreement to provide Master Planning and Preliminary Design for the La Quinta
Cultural Campus Project No. 2019-01, for a total not to exceed amount of $457,300. The
term of the Agreement expired on June 30, 2023 ("Initial Term"); and
WHEREAS, on or about June 27, 2023, the City and Contracting Party executed
Amendment No. 1 and mutually agreed to extend the term of the Agreement for one
additional year, from July 1, 2023, through June 30, 2024 ("Extended Term"); and
WHEREAS, on or about September 11, 2023, the City and Contracting Party
executed Amendment No. 2 and mutually agreed to amend Section 2.1 Contract Sum of
the Agreement by an additional amount of $16,250 for preliminary design work initially
scheduled for Phase 2 of the project, for a total not to exceed amount of $473,550: and
WHEREAS, the City and Contracting Party mutually agree to amend Section 2.1
Contract Sum of the Agreement by an additional $18,718 for additional design work not
included in the original scope of the project, for a total not to exceed amount of $492,268.
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 2.1 is amended to read as follows:
Section 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 Four Hundred Ninety Two Thousand Two
Hundred Sixty Eight Dollars ($492,268) (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. 3 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA HGA
a California municipal corporation
SIGNED IN COUNTERPART
JO cMILLEN, City Manager KEVIN DONAGHEY, Principal
f" ity of La Quinta, California HGA
Dated
ATTEST:
MONIKA RADEVA CitySlerk
City of La Quinta, Califo ' is
APPROVED AS TO FORM:
✓ . /
2: L ,---= �G✓
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
Dated:
DocuSign Envelope ID C30068C4 874C-4689-A1CC-4840DC3EDF63
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_ 3 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA HAMMEL, GRREN and
a California municipal corporation ABRAHAMSON, INC.
SIGNED IN COUNTERPART
JON McMILLEN, City Manager
City of La Quinta, California
Dated:
ATTEST:
SIGNED IN COUNTERPART
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
City of La Quinta California
DocuSigned 6y'
B_.6408C8a79A403
KEVIN DONAGHEY, Principal,
Hammel, Green and
Abrahamson Inc.
Dated:
6/27/2024
Exhibit A
Scope of Services
SCOPE OF SERVICES
Professional design services for this effort are as listed below, and will be provided by HGA unless
noted otherwise):
1. Architectural / Planning
2. Civil
3. Landscape
4. Structural
5. Electrical
6. Lighting Design
7. IT / Security (Low Voltage)
8. Cost Estimating
9. Tribal Liaison - Major Robinson
PROJECT PHASES:
The scope of work includes the following project phases by percentage:
1. Master Planning - 40%
2. Preliminary Design - 60%
SCOPE DESCRIPTION (FROM RFP):
Phase 1 - Master Planning
• Utilize information found in the Village Build -out Plan and accompanying EIR to create a
master plan of the Cultural Campus components to be integrated with La Quinta
Community Park owned by DRD and the surrounding Village.
• Open up the lumberyard property to create access to the Village Promenade.
• Identify walkability/connectivity opportunities between the Cultural Campus and other
points of interest in the Village (Old Town, other shopping centers, parks, neighborhoods,
etc.)
• Identify parking for the Cultural Campus.
• Improve the flow in the existing Museum and create a natural walkway space between the
Cultural Campus components.
• Conduct community outreach (both virtual and in-person)
• Develop Cultural Campus Master Plan consistent with Village Commercial District and
Village Build -out Plan Area (codified in the La Quinta Zoning Code).
• Establish standards for architectural materials, landscape planting/hardscape palettes
• Confirm scope extents for Phase 2 work (including museum archiving resources)
Phase 2 - Preliminary Design
Site Improvements (Conceptual Options and Preliminary Plans)
Provide up to three (3) options to create spaces as identified below (Art Exhibition, Garden,
Connectivity), and prepare preliminary plans from the City -approved option that include floor
plans, elevations, site improvements, seismic analysis, landscape layout, irrigation layout with
point of connection, parking layout, specifications, cost estimate, and utility layout with point of
connections. In addition:
• Consult the information found in the seismic review and historic assessment of the
properties previously conducted by the City and implement the findings in the design.
• Based on seismic retrofit, utilize the window view corridors of the lumberyard as exhibit
opportunities and/ or utilize the lumberyard outdoor area as covered outdoor event
space.
• Incorporate trees throughout the campus.
• Improve Casita back entry to allow easier access from Museum.
• Create a main entrance that is connected and inviting, in order to improve wayfinding
for entrances to the Museum.
• Incorporate breezeways to connect spaces.
• Create a shaded space for outdoor art installations, performances, and entertainment.
• Create new indoor and outdoor exhibit space to house temporary and/or permanent
art exhibits and installations including opportunities for Art in Public Places pieces.
• Improve the audio/visual and wifi components to allow interactive/digital displays
• Create a space for non -archive storage.
• Enhance the lighting on the interior/exterior of the buildings.
• Incorporate amenities and infrastructure to provide sound and music throughout the
space.
• Identify easily maintained plants at the Cahuilla garden.
• Coordinate with utility companies to underground utility poles located on the south side
of the property (reroute scope NIC, to be carried out by utility company)
• Coordinate with Coachella Valley Water District to procure a point of connection for
irrigation water.
Cultural/Historical Archiving Resources (Conceptual Options and Preliminary Plans)
Provide up to three (3) options to construct a permanent archive location
that meets artifact and Museum standards, with locations considered within one of
the existing buildings or as a separate building located within the Cahuilla Gardens, and
prepare preliminary plans from the City -approved option that will include floor plans,
elevations, site improvements, seismic analysis, specifications, cost estimate, and utility layout
with points of connections.
In addition, coordinate requirements for Archiving Space that include:
• Storage area protection from exterior environment and light, and ability to consistently
maintain a small range of temperature/light/humidity
• Location away from pipes/water heaters, etc. that can leak, emit heat/light
• Specify shelving/cabinets secured to floors and walls
• Temperature control in space that meet archive standards by means of system that heats,
cools, humidifies and dehumidifies to maintain proper conditions.
• Locate area to be separated from exterior walls/doors, by corridors/offices, etc. (no
windows/doors opening to the exterior in storage space)
• Extra storage space to accommodate future needs
• Work/processing space within the storage area
• Storage space for archive/preservation materials
• Archivist office space
• Research space for public/researchers to view collections items
• Archive security, such as surveillance and access control
• Coordinate with Coachella Valley Water District as needed to procure a point of
connection for water and sewer.
MEETINGS:
HGA will facilitate and/or attend the following meetings at each project phase. See attached
project schedule for approximate timeframe. For each workshop, HGA can facilitate separate
sessions as needed to accommodate the various project stakeholders and components, but it is
assumed that this will not exceed four (4) separate sessions per workshop.
Meetings are assumed to be virtual unless otherwise noted or specifically required by La Quinta.
Master Planning:
1. Initial Kick -Off / Visioning (In- Person):
- Tour Facility; Establish Goals; Confirm Roles/Responsibilities and Project Extents
2. Planning Workshop #1
- Recap Visioning Goals and Confirm Priorities; Review Constraints and Opportunities
3. Planning Workshop #2 (In -Person)
- Re -Confirm Priorities, Constraints and Opportunities; Benchmarking; Planning Options
4. Planning Workshop #3
- Review Updated Planning Options, Material/Planting Palettes; Select Final Scheme
5. MP Final Presentation (In -Person)
6. Weekly progress check -ins with LQ team as desired
Preliminary Design:
1. Preliminary Design Kick -Off
- Establish Goals of Phase; Review Extent of Deliverables; Re -Confirm Scope
2. Preliminary Design Workshop #1 (In -Person)
- Recap Goals and Confirm Schedule; Design/Systems Options
3. Preliminary Design Workshop #2
- Recap Goals and Confirm Schedule; Design/Systems Progress Updates
4. Preliminary Design Workshop #3 (In -Person)
- Recap Goals and Confirm Schedule; Final Selection of Design/Systems
5. Final Presentation to Stakeholders
6. Presentation to Planning Commission (In -Person)
7. Meetings with Public Works, Fire Department, and Coachella Valley Water District as
needed (In -Person)
8. Weekly or bi-weekly progress check -ins with LQ team as desired
In addition to the meetings listed above, HGA will facilitate incremental internal A/E team meetings
for interdisciplinary coordination as necessary to complete the scope of services described herein.
SUBMITTALS:
The project will include the following milestone submissions:
1. Master Planning Report (Draft + Final)
2. 100% Preliminary Design Drawings and Specifications (Draft + Final)
3. Progress diagrams, plans, etc as needed to facilitate planning, design and engineering
reviews with city agencies
All milestone submissions will be digital unless noted otherwise.
SCHEDULE:
The following is HGA's proposed schedule to complete the work described herein:
1. Master Planning - 3.5 Months
2. Preliminary Design - 4 Months (following LQ approval of MP and notice to proceed for PD
phase)
Se attached schedule exhibit for additional information. Efforts will be made by all parties and HGA
to streamline these durations if possible.
ASSUMPTIONS
1. All services shall be performed in accordance with the professional standard of care
applicable to those who provide services of the type called for in the Agreement for
projects of a scope and complexity comparable to the Project. Whenever a covenant or
statement is made by Design Consultant in the Agreement or elsewhere concerning the
services or deliverables to be provided by Design Consultant, such covenant or statement is
made or agreed subject to the standard of care set forth in this paragraph. No express
warranties concerning any matter or thing have been made by Design Consultant, and any
implied warranties relating to services or work product of Architect are expressly disclaimed.
2. The owner shall provide the design team with all existing documentation including site
surveys, site utility information, as -built site drawings, topographic maps, design standards,
geotechnical evaluation reports, and all proposed or adopted development plans in the
areas that will be addressed by this project. Survey work is excluded.
3. Geotechnical surveys are excluded. HGA consultants shall have no responsibility for the
discovery, presence, handling, removal or disposal of or exposure of persons or property to
hazardous materials or toxic substances in any form at the Project site.
4. Changes to the project scope requested by the owner that are contrary to previous
steering committee/user group direction can be provided as an Additional Service to this
scope.
5. Any consulting services other than the disciplines outlined in this proposal will be considered
as additional services.
6. Presentation renderings, animations and presentation models in addition to those listed in
this proposal will be considered additional. It is assumed that (4) 3D exterior -view renderings
will be developed, in addition to diagrams and other supporting graphics to convey the
proposed planning/design strategies.
7. CEQA-related services are not included.
8. Sustainable design measures will be explored; however, LEED registration/administration
services are excluded.
9. Survey and documentation of existing project conditions is excluded.
10. Deliverables for the Master Planning phase will include a report that includes an executive
summary; goals and visioning for the project; project context; proposed planning strategies;
record of community outreach and feedback (incl Cahuilla Tribe); systems narratives
(mechanical, electrical, plumbing, civil, structural, low voltage, lighting, sustainability);
landscape narrative and diagrams; cost estimate and project schedule; meeting minutes
11. Deliverables for the Preliminary Design phase will include schematics -level drawings and
specifications; updated cost estimate and project schedule; updated 3D renderings
(assumed to be same views from planning phase); material/finish palettes
12. All deliverables are assumed to be digital, unless noted otherwise
13. The Tribal Liaison is assumed to make (2) visits to La Quinta for outreach and engagement
with the Cahuilla community - each visit assumed to be (2) days maximum
14. The design team will facilitate in-person meetings no less than one per month; all other
workshops, meetings, and community engagement will be virtual
15. Design services related to this effort will not extend beyond November 15, 2022
16. All services to be performed pursuant to the Standard Form of Design Consultant Services
Agreement shall be performed in accordance with the professional standard of care
applicable to those who provide services of the type called for in the Agreement for
projects of a scope and complexity comparable to the Project. Whenever a covenant or
statement is made by Design Consultant in the Agreement or elsewhere concerning the
services or deliverables to be provided by Design Consultant, such covenant or statement is
made or agreed subject to the standard of care set forth in this paragraph. No express
warranties concerning any matter or thing have been made by Design Consultant, and any
implied warranties relating to services or work product of Architect are expressly disclaimed.
17. Arborist assessment of existing trees or plants within the project site boundary is not included
18. Selection of art pieces to be included in any part of the project scope in not included. It is
assumed that the City will provide HGA with all information needed to coordinate the
provisions needed for any art pieces to be included in the project.
19. Seismic analysis for the existing Lumberyard structure in the Preliminary Design stage will
include review of as-builts and visual assessment of the existing structure by the structural
engineer, and identification of noted deficiencies and potential upgrade measures
necessary for code compliance through written narrative, which will be used for the cost
estimate. This effort will not include detailed structural calculations/modeling, which is
recommended as part of the construction document phase to confirm and refine
proposed seismic upgrade measures. The effort does not include seismic upgrades to the
existing Museum or Casita structures.
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 in Fiscal Year 2023/2024 is Four Hundred Ninety Two Thousand Two
Hundred Sixty Eight Dollars ($492,268) ("Contract Sum").
CONSENT CALENDAR ITEM NO. 12
City of La Quinta
CITY COUNCIL MEETING: June 18, 2024
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 3 TO AGREEMENT FOR CONTRACT
SERVICES WITH HGA TO ALLOCATE FUNDING FOR ADDITIONAL DESIGN
SERVICES FOR CULTURAL CAMPUS PROJECT NO. 2019-01
RECOMMENDATION
Approve Amendment No. 3 to Agreement for Contract Services with HGA to allocate
funding for additional design services for Cultural Campus Project No. 2019-01 in the
amount of $18,718; and authorize the City Manager to execute the amendment.
EXECUTIVE SUMMARY
• On March 1, 2022, Council approved an Agreement for Contract Services
(Agreement) with Hammel, Green, and Abrahamson (HGA) to provide master
planning and preliminary design services for the La Quinta Cultural Campus
Project (Project).
• HGA collaborated with staff and stakeholders to design the Project, and on April
16, 2024, Council approved the preliminary design plans.
• Amendment No. 3 (Attachment 1) to the Agreement proposes an $18,718 increase
in compensation for the design of additional Project components that were not
included in the original Project scope.
FISCAL IIVIVMI.1
Project budget reallocation of $18,718 into the master planning and preliminary design
services category, for a total of $550,832, is requested due to costs related to additional
Project components that were not included in the original design scope.
The Project budget was allocated in fiscal years (FY) 2019/20 and 2020/21 Capital
Improvement Program (CIP). The current Project budget of $3,310,000 is available for
FY 2023/24. FY 2024/25 proposes to include an additional $1,500,000 for design and
construction. The following is the Project budget:
285
BACKGROUND/ANALYSIS
The components of the La Quinta Cultural Campus include the La Quinta Museum,
Lumberyard, casita, archive, and art plaza/gathering space referred to as the "oasis"
(Attachment 2). In March 2022, an agreement was approved with HGA to provide master
planning and preliminary design services for the Project with a focus on the following
areas:
• Creating a more welcoming and clearly defined museum entrance
• Improving museum flow and functionality
• Creating an inviting outdoor space for small events, art opportunities, and
educational workshops
• Expanding and enhancing archive space
Project preliminary design plans were prepared by HGA based on requests and feedback
provided by staff and stakeholders, including the La Quinta Historical Society and a
Cahuilla Tribal Consultant. HGA presented updates to Council in June 2022, and March
and July 2023 for direction and feedback.
On April 16, 2024, Council approved the preliminary design plans for the Project and
authorized staff to move forward to the construction drawing phase.
Amendment No. 3, if approved, will use contingency funds to increase compensation for
master planning and preliminary design services by $18,718, for a total of $550,832 of
the Project budget, for costs related to additional Project components, specifically an
enclosed hallway near the Museum entrance and a window in the Museum office area,
added at staff's request, which were not included in the original Project scope.
ALTERNATIVES
Council may deny and/or revise the proposed amendment.
Prepared by:
Approved by:
Michael Calderon, Management Analyst
Christina Calderon, Community Services Deputy Director
Attachments: 1. Amendment No. 3
2. Cultural Campus Rendering
286
Current Project Budget
Proposed Project Budget
Professional
$ 190,182
$ 190,182
Master Planning/Design
$ 550,832
$ 1,032,114
Construction
$ 2,053,636
$ 3,053,636
Inspection/Testing/Survey
$ 217,705
$ 217,705
Contingency
$ 297,645
$ 316,363
TOTAL:
$ 3,310,000
$ 4,810,000
BACKGROUND/ANALYSIS
The components of the La Quinta Cultural Campus include the La Quinta Museum,
Lumberyard, casita, archive, and art plaza/gathering space referred to as the "oasis"
(Attachment 2). In March 2022, an agreement was approved with HGA to provide master
planning and preliminary design services for the Project with a focus on the following
areas:
• Creating a more welcoming and clearly defined museum entrance
• Improving museum flow and functionality
• Creating an inviting outdoor space for small events, art opportunities, and
educational workshops
• Expanding and enhancing archive space
Project preliminary design plans were prepared by HGA based on requests and feedback
provided by staff and stakeholders, including the La Quinta Historical Society and a
Cahuilla Tribal Consultant. HGA presented updates to Council in June 2022, and March
and July 2023 for direction and feedback.
On April 16, 2024, Council approved the preliminary design plans for the Project and
authorized staff to move forward to the construction drawing phase.
Amendment No. 3, if approved, will use contingency funds to increase compensation for
master planning and preliminary design services by $18,718, for a total of $550,832 of
the Project budget, for costs related to additional Project components, specifically an
enclosed hallway near the Museum entrance and a window in the Museum office area,
added at staff's request, which were not included in the original Project scope.
ALTERNATIVES
Council may deny and/or revise the proposed amendment.
Prepared by:
Approved by:
Michael Calderon, Management Analyst
Christina Calderon, Community Services Deputy Director
Attachments: 1. Amendment No. 3
2. Cultural Campus Rendering
286
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295