2025 HGA Amend 1 - Cultural Campus - Final Design Services Project 2019-01MEMORANDUM
DATE: February 26, 2025
TO: Jon McMillen, City Manager
FROM: Carley Escarrega, Administrative Technician
,Ca Qa &a
CALIFORNIA
RE: HGA - Amendment 1 - Cultural Campus Final Design project no. 2019-01
Please list the Contracting Party / Vendor Name, 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 February 4, 2025 - 133
❑ City Manager's signing authority provided under the City's Purchasing & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
W1
a
City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
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):
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.: 401-0000-60185-201901-D
Agreement term: Start Date February 6, 2025
End Date December 31, 2025
Amount of Agreement, Amendment, Change Order, etc.: $ 335,140
REMINDER: Signing authorities listed above are applicable on the a_g_pre_pate Agreement amount, not individual
Amendments or Change Orders!
❑✓ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar MOJIca Date: 2/26/25
NOTE.
Bonds (ori_ginals) 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 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.1 TO AGREEMENT FOR CONTRACT SERVICES WITH HGA
(CONTRACTING PARTY)
This Amendment No. 1 ("Amendment 1 ") to Agreement for Contract Services Agreement")
is made and entered into as of the 6th day of February 2025 ("Effective Date") by and in between
the CITY OF LA QUINTA ("City"), a California municipal corporation, and HGA., a California
Corporation, ("Contracting Party").
RECITALS
WHEREAS, on or about July 16th, 2024, the City and Contracting Party entered into an
Agreement to provide Final Design for the Cultural Campus, Project No. 2019-01, for a total not
to exceed the amount of $513,096. The Term of the Agreement will expire on December 31, 2025
("Initial Term").
WHEREAS, City and Contracting Party mutually agree to amend Section 1.1, Scope of
Services, of the Agreement to include additional services as identified in Exhibit A, included in this
Amendment 1; and
WHEREAS, The City and contracting Party mutually agree to amend Section 2.1 Contract
Sum of the Agreement and increase the total compensation by an additional amount of $335,140
for the additional services, included in this Amendment No. 1 as Exhibit B, for a grand total not to
exceed amount of $848,236.
NOW THEREFORE, in consideration of mutual covenants 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 is amended to add the following paragraph:
Additional Scope of Services. In compliance with all terms and conditions of this Agreement,
Contracting Party shall provide those additional services related to Cultural Campus Project No.
2019-01 Final Design, as specified in the "Scope of Services" attached to this Amendment 1 as
"Exhibit A" and incorporated herein by this reference (the "Services"). Contracting Party
represents and warrants that Contracting Party is a provider of first-class work and/or services
and Contracting Party is experienced in performing the Services contemplated herein and, in light
of such status and experience, Contracting Party covenants that it shall follow industry standards
in performing the Services required hereunder, and that all materials, if any, will be of good quality,
fit for the purpose intended. For purposes of this Agreement, the phrase "industry standards" shall
mean those standards of practice recognized by one or more first-class firms performing similar
services under similar circumstances.
2. 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 Eight Hundred Forty -Eight Thousand Two Hundred Thirty -Six
Dollars ($848,236), for the life of the Agreement, encompassing the Initial and any Extended
Terms (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 Amendment No.
1 to the Agreement on the respective dates set forth below:
CITY OF LA QUINTA
a California Municipal Corporation
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
HGA:
Kevin Donaghey
itle: Principal, Vice President
Dated: 2/26/2025
Name:
Title:
Date:
IN WITNESS WHEREOF, the City and Contracting Party have executed Amendment No.
1 to the Agreement on the respective dates set forth below:
CITY OF LA QUINTA
a California Municipal Corporation
Jy"cMILLEN, City Manager
City of La Quinta, California
Dated: L�✓
ATTEST:
///I /t,, 11A
MONIKA RA EVA, Ci Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
HGA:
SIGNED IN COUNTERPART
Name:
Title:
Dated:
Name:
Title:
Date:
EXHIBITA
Scope of Services
1. Additional Services to be provided:
This Amendment 1 is limited to the attached Scope of Works referenced as:
Lumberyard Design and Construction Services
Adding a Sliding Gate for Future Expansion at Lumberyard
Event Space
Promenade/Plaza Snake Design Development and Story Telling
Exhibit A
Page 1 of 8
Lumberyard Design and Construction Services
SCOPE OF SERVICES:
Architectural:
1. Perform Matterport 3D scan of existing building interiors and exteriors. This includes an
additional dedicated site visit. (Work Completed in December 2024)
2. Analysis of scans and field surveys to create a base Revit model for documentation
and design.
3. Provide up to (2) program test fits for the interior spaces and up to (2) concept
options for exterior finishes. (Test fits complete and design direction provided for floor
plan in December 2024)
4. Determine exterior remediation measures and provide details and updated finish
selections.
5. Provide recommendations for repair of wall, floor, and roof assemblies based on
visual observations of water or termite damage.
6. Door hardware selection and specifications.
7. Provide drawings and specifications for review at 100% Preliminary Design and 95%
Construction Documents.
8. Update the 95% Construction Documents for the Cultural Campus to incorporate the
lumberyard scope of work.
9. Provide a cost estimate at 100% Preliminary Design and update it at 95%
Construction Documents.
10. Provide extended Construction Administration services associated with Lumberyard
scope.
Structural:
1. Following the recommendations of the La Quinta Lumber Yard Building Structural
Assessment report by TY Lin I Silman Structural Solutions:
A. Wood Repairs
1. Provide typical wood framing and plywood sheathing replacement
details as needed where damaged wood is beyond repair.
B. Masonry Repairs
1. Provide repair procedure for cracks identified on the exterior Un-
reinforced Masonry (URM) block walls.
2. Perform one (1) site visit to examine and document location, extent, and
thickness of cracks on the URM walls,
C. Interior Renovation
1. Provide assistance and recommendations on any/all changes,
relocation and/or removal of the interior walls,
Exhibit A
Page 2of8
2. Analysis and check of the existing interior bearing walls with new
proposed openings and provide design and detailing for strengthening of
impacted walls.
3. Verify wall types, locations, and connections. Note, this task will be
performed during the site visit for the URM wall crack documentation.
2. Verify second floor framing can accommodate new mechanical unit.
Mechanical, Electrical, Plumbing:
1. Provide engineered drawings for bidding and construction by mechanical,
electrical, contractors including HVAC, plumbing, and electrical Scope of Services.
Documents will be signed by HGA.
2. 95% Construction Documents will include mechanical, plumbing and electrical
specifications, book or sheet format to cover the Scope of Work required for this
project.
3. Design and specify a new mechanical unit for the occupied spaces.
4. MEP documents will include appropriate demolition of existing HVAC, plumbing and
electrical work to accommodate the remodeling.
5. Title 24 prescriptive compliance documentation for permit drawings.
6. One (1) site visit is included during the design phase to review existing MEP
conditions.
7. Construction Administration services for the MEP work will include review of shop
drawings, responses to RFls, issuance of field change orders, review of Contractor
requests for payment, one (1) field visit during construction to review construction
progress plus one (1) final site visit to review completed work and preparation of a
final "punch -list" of incomplete items for Contractor to follow-up.
Lighting
1. Provide interior lighting design and fixture selection for the restrooms, private room,
prep kitchen and other programs.
2. Provide exterior lighting design and fixture selection on Lumberyard structure as
required.
3. Create new drawing sheets and specifications for the new scope and amend the
existing Cultural Campus set as required to perform this work.
Technology
l . Provide IT, AV and security design and CA services for the lumberyard building.
2. Work with the design team and owner to identify AV systems required for the
programs anticipated in the private rooms. Per the December conversation with La
Quinta client, conferencing capabilities are not anticipated.
3. Provide data and intemet connection (Wi-Fi coverage for project area and data
drops as needed).
Exhibit A
Page 3 of 8
4. Create new drawing sheets and specifications for the new scope and amend the
existing Cultural Campus set as required to perform this work.
Landscape
1. Redesign the sitework at the south and west edges of the lumberyard building to
accommodate new access points and food service windows.
2. Update drawings and specifications in the Cultural Campus set, as required.
civil
1. Update site demolition, grading, and site utilities drawings to accommodate the
redesign the sitevxA at the south and west edges of the lumberyard building and
utilities required for the new floor plan layout.
ASSUMPTIONS:
1. All provisions of the prime agreement pertain to this additional service request.
2. While the lumberyard building has historical significance for the community, it is
assumed the building is not on any formal historic register and therefore does not
require additional restoration or review by a preservation board.
3. The design team's observations of e)osting water and/or tem-ite damage are visual
only. Specialists will need to be brought in for more in depth inspections.
4. It is assumed the second floor will not be regularly occupied and is not required to
be accessible.
5. Any required upgrade of eAsting Base Building engineering systems to meet the
requirements of the new tenants will be considered additional services. It is assumed
existing utilities are nearby and have the capacity to accommodate the new utility
loads.
6. Per preliminary code analysis, the building is not required to be sprinklered and
therefore fire protection design criteria is not part of the scope.
7. Fire alarm system design is not included in this fee and is assumed to be a deferred
approval performed by a fire alarm contractor.
8. LEED/WELL certification is not anticipated.
9. Outside of the refrigerator and microwave, no FF&E scope is included in this
proposal.
10. It is our understanding that changes to the interior bearing walls are minimal and
would not trigger a full building evaluation and retrofit.
11. Architectural renovations are limited to interior of the structure; exterior URM wall will
not be revised or altered.
12. Seismic evaluation and retrofit of the (E) Lumber Yard building is not included.
13. Major changes to exterior site perimeter walls are not included as they may trigger a
seismic upgrade.
14. No separate agency review or bidding phase is anticipated. These drawings will be
incorporated into the 95% Construction Documents of the Cultural Campus project
and will be considered one (1) project.
15. The existing exterior stair will not be relocated.
Exhibit A
Page 4 of 8
SCHEDULE:
1 week - Perform Matterport scanning and verify eAsting conditions on site + base
documentation development
7 weeks - Preliminary Design (schedule accommodates one week float for the year-
end holiday)
• 1 week - Cost Estimate
2 weeks - La Quinta review of design documents
• 5 weeks - 95% Construction Documents
4 days - Update Cost Estimate
Additional --2 Months of Construction is anticipated for this scope of work.
Exhibit A
Page 5of8
Adding a Sliding Gate for Future Expansion at Lumberyard Event Space
SCOPE OF SERVICES:
Architectural:
l . Develop concept -level sketch of proposed sliding gate assembly, for LQ
review/approval.
2. Update plan and elevation drawings layout and coursing of the CMU breeze block
wall to accommodate new opening and sliding gate.
3. Coordinate with structural, civil and landscape to incorporate this scope.
4. Update specifications, as required.
Technology:
1. Add exterior -rated projection screen and housirg to maintain projection capability
on this surface.
Structural:
1. Design and calculations for steel columns and header at the new opening.
2. Design and detailing of additional breeze block posts, wall, and foundations.
3. Additional detailing of breeze block in gate.
Electrical/Lighting:
1. Design power, motor, and lighting for the new gate.
2. Update plans and single line drawings to accommodate the new scope.
Civil:
1. Update site layout and grading plans.
Landscape:
1. Update hardscape and planting plans.
ASSUMPTIONS
i . All provisions of the prime agreement pertain to this additional service request.
SCHEDULE
No impact on schedule anticipated. This has largely already been documented in the 95%
CD Set.
Exhibit A
Page 6 of 8
Promenade/Plaza Snake Design Development and Story Telling
SCOPE OF SERVICES:
Lanascape:
1. Art Piece Design Development and Documentation
a. Work closely with the tribal consultant, Kim Marcus, on development of
icons.
b. Coordinate with specialty contractor to identify and finalize selection of
concrete marking techniques to be applied.
c. Create graphic standards to be implemented across all icons along snake
d. Value -engineer material selection and graphic standards to fit within
budget parameters
e. Create complete, first -draft vector graphic of entire piece
f. Present draft to City of La Quinta for approval
g. Create construction -ready plans for the art piece's installation including
overall layout and horizontal control dimensions, materials and markings
identified, colors and textures identified.
h. Enlarged drawings for each medallions.
i. Provide CAD files to specialty contractor for fabrication.
j. Meetings include (3) videoconference calls and (2) client presentations
via videoconference.
k. Additional Construction Administration services for RFls and submittals
pertaining to the scope. Conduct (2) in -progress site visits to observe and
ascertain the quality of the work complies. Conduct (1) site visit to
complete final punch walk.
2. Wayfinding/Signage Suite:
a. Create design -intent drawings and coordinating with the signage
consultant to design didactic panels and wayfinding motifs that orient
and inform visitors to the La Quinta Cultural Campus.
b. Signage Design Intent drawings include material selections, locations and
general size and shape.
c. Write copy text for the signs and create graphics that explain the art
piece.
d. Identify signage budget R material constraints
e. Review drawings from signage consultant and provide feedback
f. Meetings include (2) video conference calls.
3. Audio Storytelling:
a. Coordinate closely with Kim Marcus to outline, write, and record a short
(less than 2 minute) audio clip to correspond with each of the 40
medallions on the back of the snake.
Exhibit A
Page 7 of 8
b. Review outline and scripts with City of La Quinta. Up to two (2) rounds of
review are included.
c. Travel to record Kim Marcus telling the story for each medallion.
Recording equipment includes a podcasting microphone and making the
room as quiet as possible.
d. Deliver audio files to HGA for digital/QR code fie -in to site signage.
e. Coordinate with signoge consultant as required.
f. Meetings include (4) videoconference calls and (1) in -person recording
session.
Tribal Consulting:
1. Advise design team on symbols, graphic design, and materials of the icons for the
plaza snake and signage.
2. Advise and review storytelling content and perform final, audio recordings.
Signage:
1. Coordinate with landscape architect and tribal consultant for design intent.
2. Develop signage construction drawings and quantities for incorporation into the
Cultural Campus Construction Documents set.
3. Additional Construction Administration services for RFIs and submittals.
Architectural:
1. Coordinate all disciplines with design intent of the larger Cultural Campus project.
2. Compile construction documents and incorporate new and updated drawings and
specifications into the set.
3. Review and advise storytelling content.
4. Participate in mock-up review with landscape architect.
ASSUMPTIONS
1. All provisions of the prime agreement pertain to this additional service request.
2. Cost estimating to be provided by specialty contractor.
3. Water features or additional structural components are not anticipated.
4. Rental of a professional audio recording studio is not included.
5. The deliverable for the storytelling includes the raw audio recordings only. Additional
post -production such as adding music, sound effects, and additional editing is not
included.
SCHEDULE
• 2 weeks - Finalize Design Development
2 weeks - Finalize documentation and incorporate into set
--3 weeks - Develop and record storytelling content
Exhibit A
Page 8 of 8
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 not to exceed Eight Hundred Forty -Eight Thousand Two Hundred Thirty -Six
Dollars ($848,236) ("Contract Sum"). The Contract Sum shall be paid to Contracting Party in
installment payments made on a monthly basis and in an amount 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.
Exhibit B
Page 1 of 4
Lumberyard Design and Construction Services
FEES:
For the services cescribed herein, the total proposed lump fee for tnis additional service
request is Two Hundred Thirty -Nine Thousand, Seven Hundred Ninety and 00/00
($239,790.00).
Discipline
Fee
Arch incl specs)
$95,250.00
Code
$7,450.00
Electrical
$25,000.00
Interiors
$13,300.00
Lighting
$10,500.00
Mechanical/Plumbing
$32,500.00
Structural
$18,000.00
Technology
$8,250.00
Cost Estimating
$2,800.00
Si na a
$3,840.00
Matterport Scan/ Documentation
$10.800.00
Sub Total
Mechanical Unit Replacement
$ 227,690.00
5 000 00
Civil
$4 100.00
Landscape
$3.000.00
TOTAL
$ 239,790.00
Additional reimbursable expenses for travel to the site are anticipated not -to -exceed
$10,000.
Exhibit B
Page 2 of 4
Adding a Sliding Gate for Future Expansion at Lumberyard Event Space
FEES
For the services aescribed herein, the total proposed lump fee for this additional service
request is Twenty -Four Thousand, Fifty Dollars and 00/00 ($24,050).
Architectural
$
4,400
Civil
800
Electrical/Lighting
$
3,800
Landscape
1,8pp
Structural
$
11,4001
Technology
$
850
Total
$
24,050
Exhibit B
Page 3 of 4
Promenade/Plaza Snake Design Development and Story Telling
FEES:
For the services described herein, the total proposed lump fee for this additional service
request is Fifty -Eight Thousand, Three Hundred and 00 `00 ($58,300.00).
Plaza Snake Development. Documentation and Wayfinding:
Disci line
Fee
Landscape
30,000
Tribal Consulting
$1,500
Si na e
$4,000
Arch incl specs)
$6,800
Total
S 421.300
Audio Storytelling:
Disci line
Fee
Landscape
$10,000
Tribal Consulting
4,400
Arch incl specs)
$1,600
Total
S 16,000
Additional reimbursable expenses for travel are anticipated not -to -exceed $3,000.
Exhibit B
Page 4 of 4