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2025-27 Rincon - GIS Professional Services - Amend 1MEMORANDUM CALIFORNIA - DATE: August 20, 2025------------ TO: Jon McMillen, City Manager FROM: Doug Kinley 3, Senior Management Analyst RE: Rincon Consultants, Inc. - GIS Consultant Amendment No. 1 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 August 5, 2025 - B2 ❑ 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. ❑ 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 IV] RFP ❑ RFQ 1-1 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.: 502-0000-60301 (IT- Software License) ❑✓ Agreement term: Start Date ASAP End Date 6/30/2027 ❑✓ Amount of Agreement, Amendment, Change Order, etc.: $ 100,000 REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual Amendments or Change Orders! ❑✓ Insurance certificates as required by the Agreement for Risk Manager approval Approved by: Oscar Mojica (MyCOI) Date: 8/22/25 .❑ .❑ NOTE. SV i 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 700 is required pursuant FPPC regulation 18701(2) Business License No. Expires: Requisition for a Purchase Order has been prepared (Agreements over $5,000) REQ-1910 AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH RINCON CONSULTANTS, INC. This Amendment No. 1 ("Amendment 1") to Agreement for Contract Services ("Agreement") is made and entered into as of the 6th day of August, 2025, ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and charter city, and Rincon Consultants, Inc., a California Corporation "Contracting Party"). RECITALS WHEREAS,on or aboutNovember 1, 2022, the City and Contracting Party entered into an five-year Agreement to provide Geographic Information System (GIS) Technical Support Services, for a total not to exceed amount of $285,000; the Agreement expires June 30, 2027 ("Initial Term"); and WHEREAS, City and Contracting Party mutually agree to amend Section 1.1 Scope of Services and related Exhibit A of the Agreement to include additional professional services related to GIS support services for all City departments, and contingency planning foroperational needs; and WHEREAS, City and Contracting Party mutually agree to amend Section 2.1 Contract Sum and related Exhibit B of the Agreement to increase the total not to exceed compensation amountfrom $285,000 to $385,000 forthe additional services listed above for the Agreement Term. NOW THEREFORE, in consideration ofthe mutual covenantherein 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 read as follows: 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contracting Party shall provide those services related to Geographic Information System (GIS) Technical Support Services, and additional professional services related to City projects as specified in the "Scope of Services" attached hereto as "Exhibit A" and incorporated herein by this reference (the "Services"). Contracting Party represent 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. "Exhibit A" — Scope of Services is amended to include the additional services detailed in ExhibitA, attached to thisAmendment No. 1, and incorporated herein by this reference. 3. 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 the following revised "Exhibit B" (the "Schedule of Compensation") in a total amount not to exceed Three Hundred Eighty -Five Thousand Dollars ($385,000) for the life of the Agreement, encompassing the Initial and any Extended terms (the "Contract Sum"), except as provided in Section 1.7. 4. "Exhibit B" — Schedule of Compensation is amended as listed in "Exhibit B," attached hereto and incorporated herein by this reference. 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 c ILLEN, City Manager City of La Quinta, California Dated: © L7_QZ_� ATTEST: MONIKA RADE A, C4 Clerk City of La Quinta, California APPROVED AS TO FORM: WILLIAM H. IHRK , City Attorney City of La Quinta, California RINCON CONSULTANTS, INC. a California Corporation STNED IN COUNTERPART Signing Authority Print Name Here Dated: 2. "Exhibit A" — Scope of Services is amended to include the additional services detailed in Exhibit A, attached to this Amend men tNo. 1, and incorporated herein by this reference. 3. 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 the following revised "Exhibit B" (the "Schedule of Compensation") in a total amount not to exceed Three Hundred Eighty -Five Thousand Dollars ($385,000) for the lifeof the Agreement, encompassingthe Initial and any Extended terms (the "Contract Sum"), except as provided in Section 1.7. 4. "Exhibit B" — Schedule of Compensation is amended as listed in "Exhibit B," attached hereto and incorporated herein by this reference. 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 RINCON CONSULTANTS, INC. a California Corporation Signing Authority Craig Huff Print Name Here Dated: August 13th, 2025 226 Exhibit A Scope of Services Exhibit incorporated in the Agreement remains in full force and effect. Contracting Party is to provide additional professional services related to GIS Technical Support including but not limited to: a) Open Gov Implementation b) Tyler Enterprise Permitting & Licensing Parcel and Address Maintenance c) Public Safety GIS d) Additional GIS Support Exhibit B Schedule of Compensation With theexception of compensation forAdditional Services, provided forin Section 2.3 of this Agreement, the maximum total compensation to be paid to Contracting Party under this Agreement during the life of the contract is Three Hundred Eighty -Five Thousand Dollars ($385,000) ("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 originallyattached for the work tasks performed and properly invoiced by Contracting Party in conformance with Section 2.2 of the Original Agreement. BUSINESS SESSION ITEM NO. 2 City of La Quinta CITY COUNCIL MEETING: August 5, 2025 STAFF REPORT AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH RINCON CONSULTANTS, INC. FOR GEOGRAPHIC INFORMATION SYSTEM TECHNICAL SUPPORT SERVICES RECOMMENDATION Approve Amendment No. 1 to the Agreement for Contract Services with Rincon Consultants, Inc. for additional Geographic Information System Technical Support Services; and authorize the City Manager to execute the amendment. EXEt,u rIVE SUMMARY • On October 18, 2022, following the competitive Request for Proposals (RFP) procurement process, Council approved a five-year agreement with Rincon Consultants, Inc. (Rincon) for Geographic Information Systems (GIS) technical support services with a not -to -exceed amount of $285,000. • Since then, staff has expanded GIS services across most City departments beyond the original contract scope, creating a need for additional funds to maintain services through the contract's expiration on June 30, 2027. • Amendment No. 1 (Attachment 1) proposes to increase compensation by $100,000, fora total not to exceed $385,000 for additional GIS services including Open Gov implementation, Tyler Enterprise Permitting & Licensing maintenance, Public Safety GIS services, and general GIS support. FISCAL IMPACT Proposed Amendment No. 1, if approved, provides an increase of $100,000, amending the total compensation from not to exceed $285,000 to $385,000. Funds are available and budgeted in Account No. 502-0000-60301(Software Licenses), $83,360 rendered for the continuation of GIS services and $16,640 allocated towards contingency funding. BACKGROUND/ANALYSIS On October 18, 2022, Council approved a five-year agreement with Rincon to implement Tyler's EnerGov Enterprise Permitting & Licensing (EPL) system and expand GIS capabilities, for a total not to exceed of $285,000. The contract provided an initial 223 implementation allocation of $100,000, annual maintenance funding of $30,000, and a $7,000 annual contingency through June 30, 2027. Sinceexecution, GIS services have expanded greatly at the City, supporting both internal and external work efforts. The following is a summary of successful GIS projects implemented by the Rincon team: Feature Area Zoning & Land Use Permitting/Development Community Planning Tourism/Recreation Purpose Official Zoning Map HUB Online Portal Sphere of Influence Digital Parks & Trails Parcel/Property Data All parcel data for all departments Service Parcel -level & overlay search Real-time permits, plans, licenses Expansion & annexation scenario lap exploration, wayfindin Assessor, recorded maps, layers As the success of these projects continues, a demand for growth to improve internally facing and externallyfacing GIS opportunities, resulting in the proposed Amendment. The defined projects include: • OpenGov Implementation (Public Works asset management: transportation, walkability, signals, parks, facilities, stormwater, fleet) • Tyler EPL Parcel & Addressing maintenance (coordination with Riverside County GIS) • Public Safety GIS (emergency planning exhibits, web apps, code -enforcement parcel layer maintenance) • Additional GIS support (exhibits, web applications, data maintenance, project coordination and training) If approved, the proposed amendment adds $83,360 for these expanded tasks and a contingencyof$16,640 to replenish the previously used amountand ensure uninterrupted service through the contract's remaining term. Rincon's proven performance and established relationships across City Hall's staff supports this recommendation. ALI LKNATIVEb Council may elect not to approve this Amendment, or recommend a reduced amount, though based on the success of the implementation for projects thus far, and the critical support as cyber infrastructure for City departments, Staff does not recommend this. Prepared by: Doug Kinley III, Senior Management Analyst Approved by: Gilbert Villalpando, Directorof Business Unit& Housing Development Attachment: Amendment No. 1 to Agreement with Rincon Consultants, Inc. 224