2025-27 Willdan Financial Services - L&L AD 89-1 Amendment 1MEMORANDUM
DATE: April 2, 2025
TO: Jon McMillen, City Manager
FROM: Dianne Hansen, M&O Superintendent
RE: Willdan Financial Services, Inc. Annual Levy Administrative Services for L&L -
Amendment 1
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:
F✓ _ Approved by City Council on April 1, 2025 Consent No. 5
QCity Manager's signing authority provided under the City's Purchasing Police
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
F-1_ 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 aoalv):
J� Bid _ ✓Q RFP LJ_ RFQ _Q 3 written informal bids
QSole Source F-1 Select Source F-1 Cooperative Procurement
Reauestina department shall check and attach the items below as appropriate:
✓Q Agreement payment will be charged to Account No.: 215-7004-60102
1r L Agreement term: Start Date July 1, 2025 End Date June 30, 2027
Amount of Agreement, Amendment, Change Order, etc.: $$30,000
REMINDER; Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
Jr L Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar Mojica _ _ _ Date: 4/2/2025___
aBonds (oriciinals) 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)
I% I
a
Business License No. 105431
Expires: 12/31 /2025
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH WILLDAN FINANCIAL SERVICES
This Amendment No. 1 ("Amendment No. 1 ") to Agreement for Contract Services
("Agreement") is made and entered into as of the 1 st day of April 2025 ("Effective Date")
by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and
Willdan Financial Services Inc. ("Contracting Party").
RECITALS
WHEREAS, on or about July 1, 2022, the City and Contracting Party entered into
an Agreement to provide Annual Levy Administrative Services for the Landscape and
Lighting Assessment District 89-1. The term of Agreement expires on June 30, 2025; and
WHEREAS, the City and Contracting Party mutually agree to amend Section 1.1
Scope of Services to include services as detailed in enclosed Exhibit A incorporated
herewith by this reference to this Amendment No. 1; and
WHEREAS, the City and Contracting Party mutually agree to amend Section 2.1
Contract Sum for the Extended Term of the Agreement, for a not to exceed amount of
$15,000 per fiscal year which includes attending Council meeting via Zoom
teleconference, postage, maps, electronic data provided from the County and/or other
applicable sources, construction cost periodicals, and copying costs as detailed in Exhibit
B Schedule of Compensation, incorporated herewith by this reference; and
WHEREAS, pursuant to Section 3.4 Term, the City and Contacting Party mutually
agree to extend the term of the Agreement for an additional two -years from July 1, 2025,
to June 30, 2027 ("Extended Term").
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 Services is amended to include services detailed in the
enclosed "Exhibit A" incorporated herewith by this reference.
2. Section 2.1 Contract Sum; 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 $12,500 per fiscal year for the Initial
Term, and $15,000 per fiscal year for the Extended Term (the "Contract Sum"), except as
provided in Section 1.7.
3. Exhibit B — Schedule of Compensation is amended as detailed in enclosed
"Exhibit B" incorporated herewith by this reference.
4. Section 3.4 Term is amended to read as follows:
3.4 Term. Unless earlier terminated in accordance with the provisions of Article 8.0
of this Agreement, the term of this Agreement shall commence on July 1, 2022, and
terminate on or before June 30, 2025 ("Initial Term"). This Agreement is being extended
for an additional two-year term from July 1, 2025, through June 30, 2027 ("Extended
Term"). This Agreement may not be extended any further.
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
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
WILLDAN FINANCIAL SERVICES, INC.
GLADYS CEBALLOS, Vice President
Dated:
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
i
McMILLEN, City Manager
City of La Quinta, California
Dated: Z�
ATTEST:
MONIKA RADEVAOCity Clerk
City of La Quinta, California
APPROVED AS TO FORM:
w
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
WILLDAN FINANCIAL SERVICES, INC.
SIGNED IN COUNTERPART
GLADYS MEDINA, Vice President
Dated:
Exhibit A
Scope of Services
"�� City of La Ouinta
�/�► W I LLDAN LA Ouinta Landscaping and Lighting District r1
FY 2025.26 Timeline
Day of Tairget (Balloting Not Requwed)
the Week Date Project Task s
Kickoff Meeting To discuss the District, the levy process and overall expectations — City
Council Meeting dates. staffing changes. budget information. District Specific or Changes
Tuesday 01181025 (including the improvements and services provided. formations or annexations. changes to
the assessments particularly new or increased assessments). and the anticipated levy
timeline
Thursday 03/2012025 Based on the Kick-off meeting WdWan provides the City with revised budget worksheets and
timeline options (If any revisions are necessary).
W,talon establishes new levy database for the current year —including prekminary database
Friday 0128.2025 checks. land use and parcel changes. than identify all levy issues including arty additional
maps or parcel information necessary to complete the Preliminary Engineers Report
Friday 04f 1812025 City provides Wildan with Pi 11a Mary Budget Information.
Friday 0412512025 Wildan develops draft Engineer's Report and begins Pwimnary Assessment Evaluation
City staff and Wdldan discuss the txdgeb, proposed assessments. and revenue
Monday 04/2812025 alternatives based on Preliminary Assessment Evaluation. City staff conRrtnis Ow intent to
not have any new or increased assessments (No Ptoparq Owner Ballots will be rarµared)
and finalize the levy proosss .
Thursday 05101/2025 City provides Wildan with fltW revisions Is the btadgat tossed on previous
discussions
Friday 05A)Q/2025 W Arlan completes final modipst ons to rue Fingi saris Report based on City's input of the
proposed assessments and budgets. and finahm resolutions and docunwr taboo.
Willden delivm:1.) Preliminary Engineers Report; 2.) Resolution and
Friday 0516.12025 documents necessary for the Intent Meeting; 3.) Resolutions and documents
needed for the Public Hearing (d completed).
Intent Meeting: Council adopts Resolution: 1.) Resolution of Intent and Preliminary
Tuesday 06r03f2025 Approval of the Engineer's Report (Reviews and preimiwrily approves the report and the
proposed assessment)
Willdan delivers: 1.) Resolution to be adopted at the Public Hearing (If not
previously provided): 2.) Final Engineer's Report (if changes or modifications
T cloy OW0512025 to the Preliminary Report were ordered by City Council action or R any
substantial or material changes must be made to the report on file with the
City Clerk.)
Pursuant to sections 22620. 22552 and 22553 of" 1972 Act and W81 of rue Government
Friday 06MI2025 Code. the City CIMi shall publish the resolution of Intention oM time at least 10 days prior
to the Public Hearing.
Public Hearing: Council folds public hearing regarding the District and assessments.
After the public hearing has been dosed. tux Council may discuss and adopt the
Tuesday 06117/2025 appropriate resolutions for the District and levy of assessments: 1.) Resouton Approving
the Engineers Report(As Submitted or Amended). 2.) Resolution Ordering the Levy
and Collection of Assessments.
City Clerk provides Widan with two Certified *wet copies' of all documents to be submrtted
Tuesday 071OW-025 to the County with the assessment roll including the Resolution Ordering the Levy and
Collection of Assessments and any Proposition 218 Compliance Documentation.
Friday 07/1112025 Wildan reviews. confirms and updates all levy database ides reflected in the Engineers
Report. budgets andfor assessment rates approved by the City Council.
Fd try 0111/0812025 WiMdan Submits Levy to County (Levy Tope, Resolutions and any other
Documentation).
Fridry 0&15/2025 Wdldan submits Levy Corrections to the County for all taxable exceptions
Frilly 10/0312025 Willdan provides the City wth an Applied Levy Summary
Exhibit B
Schedule of Compensation
With the exception of compensation, 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 Twelve Thousand Five -Hundred Dollars ($12,500)
per fiscal year during the Initial Term, and not to exceed Fifteen Thousand Dollars
($15,000) per fiscal year for the Extended Term ("Contract Sum"). The increase in
compensation includes attending Council meeting via Zoom teleconference, postage,
maps, electronic data provided from the County and/or other applicable sources,
construction cost periodicals, and copying costs. The Contract Sum shall be paid to
Contracting Party in conformance with Section 2.2 of the Agreement.
On -site meetings with staff or other parties (or requests for reports containing information
not included in the Engineer's Report, parcel data bases, County secured roll, or County
tax payment tapes that are not listed in the scope of work) will be billed at the hourly rates
listed below (see additional services below).
In the event that a third party requests any documents, Willdan may, in accordance with
Willdan's applicable rate schedule, charge such third party for providing said documents.
City shall reimburse Willdan for any costs Willdan incurs, including without limitation,
physical travel expenses, employee time and attorney' fees to respond to the legal
process of any governmental agency relating to City or relating project. Reimbursement
shall be at Willdan's rates listed below.
Additional Services
Additional authorized services will be billed at Willdan's then current hourly consulting rates. Our current hourly rates
are listed in the table below.
Position HRatey Position HRatey
Director
S210
Assessment Engineer
S211
Principal Consultant i Assistant Director
S200
Senior Project Manager
S165
Project Manager / Program Director
S145
Senior Project Analyst
S130
Senior Analyst
S120
Analyst
S100
Assistant Analyst
$ 75
Property Owner Service Representative
$ 55
Support Staff
$ 50
CONSENT CALENDAR ITEM NO. 5
City of La Quinta
CITY COUNCIL MEETIN( April 1, 2025
STAFF REPORT
AGENDA TITLE- APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT
SERVICES WITH WILLDAN FINANCIAL SERVICES, INC FOR ANNUAL LEVY
ADMINISTRATIVE SERVICES FOR LANDSCAPE AND LIGHTING ASSESSMENT
DISTRICT 89-1
RECOMMENDATION
Approve Amendment No. 1 to Agreement for Contract Services with Willdan Financial
Services, Inc. for annual levy administrative services for Landscape and Lighting
Assessment District 89-1 increasing the contract amount and extending the term for two
years; and authorize the City Manager to execute the amendment.
EXECUTIVE SUMMARY
• The City annually levies and collects special assessments in order to provide and
maintain the facilities, improvements, and services within the Landscape and
Lighting Assessment District No. 89-1 (L&L).
• In June 2022, Willdan Financial Services (Willdan) was awarded an Agreement for
Contract Services (Agreement) for L&L administrative services (administrative
services).
• The proposed Amendment No. 1 will extend the Agreement for two years and
increase the not to exceed amount from $12,500 to $15,000 annually for the
extended term.
FISCAL
Funds are available in the L&L administration budget account (215-7004-60102). The
annual cost would not exceed $15,000 per year for fiscal years 2025/26 and 2026/27.
Fiscal Year
Amount
2022/23
$12,500
2023/24
$12,500
2024/25
$12,500
2025/26
$15,000
2026/27
$15,000
Total Amount:
$67,500
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BACKGROUND/ANALYSIS
In June 2022, Willdan was awarded an Agreement for administrative services for the L&L.
The City utilizes Willdan to annually levy and collect special assessments to provide and
maintain the facilities, improvements, and services within the L&L. The assessments
provide a specific services and benefit to the land parcels assessed. These services are
necessary for roadway safety, water retention, and visual aesthetics, and include
preparation of the Annual Engineer's Report to include a description of all zones/subzones,
fiscal year budget summary, method of fee application (formula for spreading levy), and
each parcel's levy estimate.
If approved, Amendment No. 1 (Attachment 1) will extend the Agreement for two additional
years, through June 30, 2027, and due to additional services and cost increases, the
annual not to exceed amount will increase from $12,500 to $15,000 for the extended term.
ALTERNATIVES
Staff does not recommend an alternative.
Prepared by: Dianne Hansen, Maintenance & Operations Superintendent
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer
Attachment 1: Amendment No. 1 with Willdan Financial Services. Inc.
132