2025 RY+AO Design Services Maintenance & Ops. Yard Project 2018-05 - Amend 2n
MEMORANDUM
DATE: August 22, 2025
TO: Jon McMillen, City Manager
FROM: Carley Escarrega, Administrative Technician
RE: Amend 2 with RY+AO for Phase 3 of Project 2018-05, M&O Yard
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.
4Q!th
Cv
CALIFORNIA
✓
✓
✓
Authority to execute this agreement is based upon:
Approved by City Council on August 5, 2025 - C9
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.
Bid
Sole Source
✓
Procurement Method (one must apply):
RFP
n RFQ
Select Source
❑
3 written informal bids
Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
Agreement payment will be charged to Account No.: 401-0000-60185-201805-D
Agreement term: Start Date 8/5/2025 End Date December 31, 2025
Amount of Agreement, Amendment, Change Order, etc.: $ 564,678
.z. Signing authorities listed above are applicable on the aggregate Agreement amount, not individual
Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Current In -House Ins Tracking; Exp 7/13/2026 Date: 8/22/2025
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. 0772371-2024 Expires: 8/31/2025
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
18495 Calle Tampico I is Quinta, California 922531760.7TT7000 I www.laquintaca.gov
AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES WITH RY+AO
(CONTRACTING PARTY)
This Amendment No. 2 ("Amendment 2") to Agreement for Contract Services Agreement")
is made and entered into as of the 5th day of August 2025 ("Effective Date") by and in between
the CITY OF LA QUINTA ("City"), a California municipal corporation, and Richard Yen &
Associates Architects & Planners, Inc., a California Corporation, dba RY+AO ("Contracting
Party").
RECITALS
WHEREAS, on or about August 12th, 2024, the City and Contracting Party entered into
an Agreement to provide Professional Planning and Design Services for the City's Maintenance
and Operations Yard, Project No. 2018-05, for a total not to exceed the amount of $222,806. The
Term of the Agreement will expire on December 31, 2025 ("Initial Term").
WHEREAS, Amendment 1, executed on or about January 18, 2025, amended Section 1.1
Scope of Services and related Exhibit A of the Agreement to include phase 2 services as identified
in Exhibit A attached to Amendment No. 1 for a total a not to exceed amount of $337,401, included
Amendment No. 1 as Exhibit B, for a grand total not to exceed amount of $560,207.
WHEREAS, City and Contracting Party mutually agree to amend Section 1.1, Scope of
Services, of the Agreement to include phase 3 services as identified in Exhibit A, included in this
Amendment 2; and
WHEREAS, 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 $564,678 for
the phase 3 services, included in this Amendment 2 as Exhibit B, for a grand total not to exceed
amount of $1,124,885.
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 read as follows:
Section 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement,
Contracting Party shall provide those services related to design and related professional services
for the City' s Maintenance and Operations Yard, as specified in the Scope of Services" attached
as "Exhibit A" to the original agreement, as well as Amendment 1 and Amendment 2, 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 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 One Million One Hundred Twenty -Four Thousand Eight Hundred
Eighty -Five Dollars ($1,124,885) (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 the 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 the City; Contracting Pary 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
expenses, telephone expenses, 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, the Contracting Party's overall compensation shall not exceed the Contract
Sum, except as provided in Section 1.7 of this Agreement. Where items are listed as Additional
Scope of Work or Optional Tasks; they cannot be included or paid without prior written approval
by the Contract Manager.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed Amendment No.
2 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
RY+AO:
e: Jianshan Lianq
City of La Quinta, California Title: CEO
Dated: Dated: 8/20/2025
ATTEST:
SIGNED IN COUNTERPARTY
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
IN WITNESS WHEREOF, the City and Contracting Party have executed Amendment No.
2 to the Agreement on the respective dates set forth below:
CITY OF LA QUINTA RY+AO:
a California Municipal Corporation
SIGNED IN COUNTERPART
JON McMILLEN, City Manager Name: Jianshan Lianq
City of La Quinta, California Title: CEO
Dated: August 11, 2025
ATTEST:
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
Dated:
EXHIBITA
Scope of Services
1. Additional Services to be provided:
This Amendment 2 is limited to the attached Scope of Work referenced as Phase 3
Final Design.
Exhibit A
Page 1 of 1
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-FA .. .
We propose to provide A&E services for the scope of services outlined in the Request for Proposals for
City of La Quinta Professional Planning and Design Services - Maintenance and Operations Yard Project
No. 2018-05. A detailed scope of work by phase is provided below.
I. PHASE!!!
A. Construction Documents Services
1. Preparation of Construction Documents based upon approved Design Development
documents. Construction Documents may include the following:
• Site Plan
• Vicinity Map
• Building Summary
• Sheet Index
• Building Department Notes
• Accessibility Requirements per CAC Title 24
• Demolition Plan
• Floor Plan(s)
• Roof Plan
• Building Sections
• Exterior Elevations
• Interior Elevations
• Door and Window Schedules
• Architectural Details
• Mechanical Plans and Diagrams
• Plumbing Plans and Diagrams
• Electrical Plans and Diagrams
• Landscape Architecture Plans and Details
• Civil Plans
2. Building Commissioning - Design Phase
a. Commissioning scope of work includes quality assurance functional performance
systems review per owner's requirements for:
1) Operations yard exceeding 10,000 sq. ft.
a) Mechanical, lighting control, and domestic hot water systems
b) Irrigation controller and Photovoltaic Systems
b. Complete Title 24 Certificate of Compliance, Design Review Kick-off checklist, which
will be submitted to the City Building Department. A design reviewer is required for
non-residential conditioned spaces of 10,000 sq. ft. or more.
c. Meet with owner and architect to assist in developing the Owner's Project
Requirements (OPR).
d. Provide Title 24 third party review of design drawings, submit issues and observations
report to project team and complete and sign Certificate of Compliance, Design
Review Compliance sheet, which will be submitted to the City Building Department.
e. Complete Title 24 Certificate of Compliance, Commissioning Construction Documents
checklist and submit to the City Building Department. Measures covered include
building envelope, lighting, domestic hot water, and HVAC design.
f. Coordinate with A&E to develop Basis of Design (BOD) documentation.
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-FA .. .
g. Develop and present a Commissioning Plan (Cx Plan) to the owner (and the Building
Official where required). The Cx Plan is intended to guide each responsible team
member through the Commissioning process and document accountability of each
discipline.
h. Develop clear Commissioning Specifications and the functional testing requirements
to be included in the construction bid documents.
3. Preparation of Project Specifications
4. Reasonable coordination with all consultants.
5. Reasonable coordination with all design -build consultants, if any.
6. Normal processing of documents through the City of La Quinta as required to obtain
permits for construction.
7. Bi-monthly progress meetings with Architect included.
8. Deliverables: two (2) hard copies and one (1) electronic copy (Microsoft Word/Excel
format)
a. Construction Documents
b. Commissioning Plan
c. Project Specifications
d. Cost Estimate
B. Bidding Services
1. Preparation of Bid Package including drawings and Project Manual.
2. Issuance of Bid Package to Owner for distribution to bidders. (Note: Printing of bid sets for
distribution to bidders is not included in our scope of work).
3. Respond to reasonable questions from bidders during bid process.
4. Preparation of addenda for issuance to bidders
5. Assist Owner in the review of bids.
C. Construction Administration Services
1. The Architect shall visit the site at intervals appropriate to the stage of construction to
become generally familiar with the progress and quality of the work completed, and to
determine, in general, if the work observed is being performed in a manner indicating that
the work, when fully completed, will be in accordance with the drawings and specifications.
However, the Architect shall not be required to make exhaustive or continuous on -site
inspections to check the quality or quantity of the work. On the basis of the site visits, the
Architect shall keep the Owner reasonably informed about the progress and quality of the
portion of the work completed, and report to the Owner (1) know deviations from the
Contract Documents and from the most recent construction schedule submitted by the
Contractor, and (2) defects and deficiencies observed in the work. The Architect is not
responsible for the performance of the General Contractor or its subcontractors, for their
errors and/or omissions, the construction for the space, or the construction schedule, if any.
Construction Administration services are limited as follows:
a. Review of shop drawings/submittals.
b. Response to Contractor Requests for Information
c. Preparation of bulletins (if required).
d. Preparation of project punchlist.
2. A maximum of one (1) construction progress visits by Architect per month for a total
construction duration of twelve (12) months.
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-FA .. .
D. Additional Scope of Work
1. Utility Removals and Utility Relocations
a. Obtain all development design or concept design documents for initial review
b. Document existing site conditions
c. Request pertaining dry utility records to the project as necessary
d. Prepare viable options and present to client and development team are met
e. Coordinate all utility removals (poles, services, meters)
f. Coordinate and manage all utility relocations to clear the site
II. ASSUMPTIONS & EXCLUSIONS
A. Signage Design
1. All exterior and interior signage is provided in this proposal. All street signage, building
signage and interior room signage designations shall be provided by others, not a part of
A&E professional services.
B. Environmental Land Planning
1. Professional services to entitle discretionary entitlements, mitigate negative declarations,
CEQA are not included in our professional services. RY+AO has solicited a proposal from
Michael Baker and Associates to provide preliminary entitlement finding if required.
These services shall be provided upon request.
C. Traffic Engineering Services
1. Services of a traffic engineer were not designated as a requirement for this project and
are excluded. Clarification, all vehicular traffic flow, truck turning radius studies,
FTE/Visitor Parking and Fleet parking and circulation studies are included in RY+AO
professional services.
D. Communications Tower
1. A&E team shall coordinate the connection of all communication to the City's
communication pole or tower, if leased or purchased. The installation of the
communication pole or tower shall be provided by others, between the City and the
communication tower vendor.
2. We have assumed meeting with the City's BU's, to define functional requirements for the
SCADA, Microwave, Radio, DAS, IT/Telecom for the proposed La Quinta operations
yards for the purpose of designing the supporting MEP & Low Voltage infrastructure. All
design and construction documentation/Bidding can be provided by Design Build
contractor procured by the city or retained GC.
E. Off -Site Improvements
1. All off -site improvements and utilities are unknown at the submittal of this proposal,
therefore assumed not to be a part of this scope of work.
2. Upstream power study and power design to provide the site with more power than is
supplied and exists at the site today to support proposed improvements.
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-FA .. .
F. Geotechnical Conditions
1. Geotechnical report shall be provided by the City. Modifications to project resulting from
any unknown subsurface geological condition not disclosed in the RFP shall be provided
as an additional service. By example, structural foundation design resulting from
liquefaction, ground water conditions, remediation of building foundations resulting from
insufficient soil bearing values, deep foundations, soil remediation.
G. Plumbing
1. Design the plumbing systems including domestic water, waste, vent where required. We
will design plumbing systems only to 5 feet from the exterior. All site utilities are by the
Civil Engineer. These include, but are not limited to, storm drain, sanitary sewer, domestic
water, fire water, natural gas, and foundation drainage.
2. Sewage ejectors and sump pumps are excluded. We assume these will be gravity
systems.
3. We assume a domestic water booster pump is not required.
4. We have excluded the design of grease waste interceptors.
H. Fleet Repair Building and Fleet Services
1. Assumption: There are no Fleet Repair services required for this project per RFP.
I. CNG Existing Fueling Tank Move
1. No Process Engineering is included to upgrade the existing CNG facility. RFP specifies
the existing CNG Fuel tank shall be moved. Services to move the tank are limited to the
following:
a. Code Analysis: establish setbacks from property lines and building per the 2022 fire
code.
b. Evaluate the site plan and establish locations that will meet code requirements for the
existing CNG tank relative to appropriate vehicular fueling and Tank service access.
Proximity to building setbacks as well as property lines and appropriate location of
the tank are included in RY+AO services.
J. Fire Protection
1. Design the fire sprinkler system. The design of the fire sprinkler system will consist of
performance specifications. The contractor will complete shop drawings and hydraulic
calculations and will be the engineer of record for the fire sprinkler system. We assume
the base building risers are adequately sized for our use. We have excluded fire
protection requirements for high pile storage, CNG fuel station, waste
management/disposal station and any specialty fire protection in areas of battery energy
systems.
2. We assume a fire pump and a fire water storage tank will not be required.
3. Design the fire alarm system. The design of the fire alarm system will consist of
performance specifications and general location of fire alarm devices; the contractor will
complete shop drawings and all calculations and will be the engineer of record for the fire
alarm system.
4. Architect will retain a dry utility consultant to provide design and coordination with the
local utility company for a new electrical service(s) to the project site.
5. We will provide lighting design for both the site and building. We assume all lighting to be
utilitarian type. VCL shall specify any specialty lighting is required for this project.
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-FA .. .
6. Provide conduit infrastructure and point to point connections for voice, data, broadband,
or television system and devices based on input from Client or from Client's consultants.
7. Provisions for conduit infrastructure for security devices, backboxes, and conduit for
security systems based on the input from Client or from Client's consultants.
8. Design the power connections for building equipment, such as Client -provided
equipment. Our documents do not include information that is contained on vendor
drawings (such as wiring diagrams, electrical controls, etc.)
9. Solar PV system is required. We assume this to be by the Owner's vendor or a separate
consultant retained by the Architect as an additional service. If requested, we can provide
system sizing calculations and a performance specification for the Contractor to
design/build the system. Should the City consider PV (other than code required
infrastructure), battery energy storage and possibly a Microgrid infrastructure to produce
power and possibly provide back-up power for their EV charging infrastructure, A&E shall
provide these services as an additional service.
K. Electrical
1. Design the electrical normal power for the proposed work.
a. A. The RFP does not indicate that an emergency generator is required. It is assumed
that the A&E team shall design conduit provisions to allow for connection to a roll -up
portable emergency generator. We have excluded the design of Emergency -Power
for the entire site.
b. B. We assume the EV charging stations will be required to service employee and fleet
parking lots which shall be designed to Code minimum. Additional chargers will
require additional services fees.
c. C. Included in our professional services is consultation to provide design and
coordination with the local utility company for a new electrical service(s) to the
project site.
d. D. We will provide lighting design for both the site and building. We assume all
lighting to be utilitarian type. If any specialty lighting is required, the Architect will be
required to provide a lighting designer for the project in the event that AT's lighting
design studio is not retained.
L. Low Voltage/Audio Visual/Security
1. Develop program requirements for Low Voltage Cabling, Audio Visual and Security
(access control & video surveillance) Systems. This will include a detailed review of the
current programming and design documents developed to date. Work with the Client
and project team to define functional and technical requirements.
2. Design the low voltage cable plant for the facility. This will include all horizontal category
data cabling, backbone copper/fiber, and Outside Plant (OSP) fiber connectivity
necessary to support network connected devices. Network connected devices shall
include Wi-Fi Access Points (We have excluded predictive Wi-Fi modelling studies which
can be provided as and additional service), hardwired work area outlets, data to support
audio visual and data to support security system IP devices. Non -category data cable for
audiovisual (Audio, Video, Control etc.) and security (Access Control, Intrusion Detection,
etc.) will be designed and specified under each discipline. The intent is for all low voltage
data cabling to be included in one comprehensive package for the purpose of bidding
and installation.
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-FA .. .
3. We have excluded all drawings for all low voltage wiring relating to their systems
associated the EV charging systems on the site as these are assumed to utilize cellular
connectivity.
4. Design the pathway systems for the distribution of the horizontal, and riser backbone
cabling infrastructure. Coordinate OSP pathway requirements to the Civil Engineer.
5. Design the ER/MDF and TR/IDF rooms to support all IT infrastructure and Client
provided equipment. This will include a review of the power and grounding requirements
that are required to support the active equipment to be located within these rooms.
6. Review plans for the EF/M POE to ensure telco facilities are in place to deliver telco
services. Telco services shall be ordered and installed by others.
7. Design the audiovisual systems for the Office and Centralized Employee Facility. We
have assumed this will include typical small, medium and large conference rooms for
approximately 20% of the floorspace. Per the RFP responses, we have assumed the
conference rooms shall double as training rooms.
8. Work with city provided vendor to provide the low voltage infrastructure to provide a
paging system per the RFP response requirements.
9. Provide bidding and construction administration services for low voltage and audio-visual
scopes of work. We excluded the design of a synchronized clock system.
M. Lighting Design Services
1. Interior Lighting for both office buildings, enclosed conditioned storage area, area
beneath canopy, fleet washing, and parking structure lighting.
a. Design ofT-24 compliant lighting
b. Lighting Designer to select fixtures and equipment that have a 5+ years warranty and
locally sourced Exterior Lighting for laydown areas, surface parking areas, hardscape
areas and wayfinding signage lighting for building connectivity on the site.
c. Dark Sky compliant
d. Lighting Designer to select fixtures and equipment that are appropriate and durable
for harsh weather.
e. Provide prescriptive -method Title 24 for mechanical, lighting and envelope
compliance calculations and forms. If an energy model is required for the project or if
performance Title 24 calculations are required, Alfatech will require additional
services.
f. Coordinate with the structural engineer for all equipment anchorage. All structural
calculations and details for anchorage are the responsibility of the structural
engineer.
g. Coordinate our work with other team members.
h. If requested by Client, assist the design team and Client in their review and comment
on the project cost estimate that is prepared by Client's contractor or cost estimator.
i. Prepare CSI-formatted specification documents that describe the design intent.
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-i-&O . - , .:
N. Logistics Warehouse & Outdoor Storage
1. All warehouse high pile racking systems shall be coordinated by the A&E in collaboration
with the City's warehouse and logistics department. Services of specialized storage
needs shall be identified in Programming, between the A&E team and the City. The
design of these systems shall be the responsibility of a specialized logistics consultant of
the City's choosing. City shall retain the logistics & storage consultant. A&E shall work
with the City and its consultant to identify these specialized selections and specification
of these systems.
2. Systems shall include but not be limited to the following: high pile racking systems,
mezzanine storage, secured storage, small parts conveying & carousel systems, outdoor
racking, bar code scanning systems, inventory control systems, etc.
O. Hazardous Materials A&E surety precludes the design professionals from the identification,
consultation, mitigation, abatement, handling, identification / certification / design to address
any hazardous materials contained in the geology of the site or hazardous assets which the
City anticipates obtaining and storing on -site.
Primary Structure System of Buildings
1. Assumptions:
a. Office and Crew Quarters - Up to twenty-five feet in height, single story office
building, constructed with steel, Prefab steel, CMU, or timber framing with a
lightweight roof structure made of metal deck or wood.
b. Warehouse/Storage -Provisions are provided to develop storage or warehouse
buildings if required, each constructed with similar materials, either CMU or concrete
tilt -up walls with a lightweight roof structure made of metal deck or wood.
c. Assume -12,500 SF of built space per the RFP.
d. Parking Canopies. Design for parking canopies are provided. Assumes a typical steel
frame design and includes allowance for solar.
e. Fleet Maintenance Shop- excluded, not in scope.
f. Wash Bay - excluded, not in scope.
g. Maintenance Shop -undefined and to be determined. Design Development, Const.
documentation, Bidding and Const. Admin. services for the development of a
Maintenance Shop are not included in this scope of work.
h. Misc site elements, assumed to be up to three (3) canopies are provided.
i. Assume one site lighting pole design.
j. We have not included anchorage of warehouse storage and racking systems nor
equipment anchorage but can upon request.
k. There will be one permit package for the project with all architectural, structural, and
other consultant packages submitted concurrently.
I. The design and construction of all buildings will occur concurrently. Project phasing
may require review of scope and fee.
m. Building Information Models (BIM) will contain elements modelled to a Level of
Development (LOD) 200, unless otherwise noted. Refer to AIA Document G202-
2013
2. Exclusions:
a. Detailed design of secondary structural elements (i.e., window supports, curtain wall
supports, exterior cladding, window washing equipment, elevator machine supports
and miscellaneous metal supports).
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-i-.& :
b. Landscape structural elements such as site walls, trellis, etc. not specifically noted
herein.
c. Geotechnical investigation and report
d. Material testing and destructive investigation
e. Special inspections during construction
f. Design of elements for exterior building maintenance
g. Preparation of demolition documentation (scope of existing buildings unidentified in
the RFP.)
h. Engineering or inspection of contractor temporary works such as shoring, bracing,
underpinning, or propping.
i. Work required to correct non -conforming construction undertaken by the
contractor or unforeseen conditions.
j. Design of support/bracing/anchorage of mechanical, electrical, and plumbing (MEP)
systems and furniture, fixtures, and equipment (FF&E) elements
k. Services necessary due to significant scope changes or design revisions after Phase I
I. Services necessary due to significant schedule extensions or accelerations
Q. Dry Utilities
1. Assumptions:
a. Client/project/construction team to use utility company drawings and/or designs for
construction documents.
b. Client/project team to provide project information to the level of detail required to
allow for the calculation of future needs and demands and service provisions.
c. Assumes client, or their assigned design team member(s) provides onsite and offsite
civil, architectural, and landscape base files.
d. All City files will be provided to Moran Utility Services, Inc. for use in preparing and
submitting to each dry utility company.
e. Occasionally dry utility companies require additional offsite base files to be created
by civil engineer. Field survey work, by others, may be required to allow full
development of base files and designs.
f. Assumes utility companies have adequate capacity to accommodate new services.
g. Assumes that all existing dry utility facilities will be protected in place and any onsite
removals will be complete before our efforts commence.
2. Exclusions:
a. Excludes coordination with utilities for the quitclaim of any existing utility easements.
b. Separate utility relocations or rearrangement to any existing facilities.
c. Separate service extensions, relocations, or revisions to utility connections to
neighboring properties.
d. Service to irrigation, or other facility meter pedestals. If required, separate work
orders can be processed for an additional fee and processed as an addendum if
required.
e. Any other separate design or coordination services related to offsite system
reinforcement work, and/or separate streetlight installation or removal design and/or
coordination.
f. Separate electric service extension work orders are excluded from this proposal. If
the developer or the utility chooses to request these services as separate work
orders, a change order would be required.
g. Offsite upgrades, underground line reinforcements, processing of fault duty letters,
obtaining encroachment permits, and processing EUSERC drawings.
LA QUINTA MAINTENANCE & OPERATIONS YARD
RY-FA .-
h. Location services, field survey, and base file creation.
i. Iterative dry utility composite changes mentioned above in scope description are
included, excludes significant revisions that result in site changes and redesign
efforts.
j. Preparation of as-builts.
k. Any electrical engineering, private lighting fixture selection, or low voltage system
assessment.
I. Excludes reproduction or printing costs (client to provide printing account).
m. Coordination or design services related to offsite relocations, rearrangements and/or
reinforcements.
n. Processing of quitclaims of any existing easement vacated during project.
o. SoCal Gas Relocation(s)/Removal(s).
p. Coordination of any utility overhead to underground conversions.
R. Civil
1. The following is a partial list of the exclusions applicable to the Civil Services:
a. Easements with governing agencies (power, gas, telephone, cable, guy anchors,
overhead utility poles)
b. Traffic Signal Studies/ Plans/ Modifications/ Reports
c. Soils/ Geotechnical consulting
d. Analysis of water and sewer systems serving areas adjacent to the proposed project,
i.e., the preparation of regional or sub -regional analysis is not included.
e. Shoring plans/ Exhibits/ Tie -back documents/ Encroachment Permits
f. CEQA/ EIR applications
g. Off -Site Street Lighting Plans
h. Off -Site Street Improvements
i. Post Construction ALTA Survey
j. Existing Conditions Topographic Survey- assume Dudek is providing survey +
potholing.
k. CASp Certification
I. Environmental Studies/ Hazardous Remediation's
m. Phase 1& 2 Environmental Reports
n. Access and Utility Easements / Quitclaim
o. Off -Site Sanitary Sewer Flow Studies/ Reports
p. Caltrans Coordination & Design Documents
q. Record of Survey
r. Tentative Parcel Map
s. Final Parcel Map (With monumentation)
t. Percel Merger / LLA
u. Street Right -of -Way Dedication
v. Grease Interceptor Design and Sizing
w. Traffic Control Plans
x. Phasing Plans
y. Off -Site Street Improvements Plans, Utility Extensions, Integration of Public
Transportation
z. Off -Site As -Built Plans
aa. Existing Underground Utility Scanning
bb. Federal Emergency Management Agency (FEMA) - CLOMR and LOMR
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided in Section 2.3 of this
Agreement, the maximum total compensation to be paid to Contracting Party under this
Agreement is not to exceed One Million One Hundred Twenty -Four Thousand Eight Hundred
Eighty -Five Dollars ($1,124,885) (the "Contract Sum"), comprised of $171,206 for Professional
Planning and Design Services of Phase 1 and $51,600 for Reimbursable Items as detailed in
Exhibit B of the Agreement; $337,401 for Professional Planning and Design Services for Phase 2
as detailed Exhibit B of Amendment No. 1; and $564,678 for Professional Planning and Design
Services for Phase 3 as detailed in Exhibit B of Amendment No. 2. 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 the
Agreement.
Original Agreement — $222,806:
Reimbursable Items shall be paid on a time and materials basis for a not to exceed amount
of Fifty -One Thousand Six Hundred Dollars ($51,600) for the entire Term of the Agreement
(which is inclusive of the Initial Term and any Extension Term).
Phase 1 shall be paid as a lump -sum on percentage of completion basis for a not to
exceed amount of One Hundred Seventy -One Thousand Two Hundred Six Dollars ($171,206)
per original agreement.
Amendment No. 1 — $337,401:
Phase 2 shall be paid as a lump -sum on percentage of completion basis not to exceed
Three Hundred Thirty -Seven Thousand Four Hundred One Dollars ($337,401) as detailed in
attachment to Exhibit B to this Amendment No. 1. Where items are listed as Additional Scope of
Work or Optional Tasks; they cannot be included or paid without prior written approval by the
Contract Manager.
Amendment No. 2 — $564,678:
Phase 3 (Tasks 3.1, 3.2, 3.3.1, 3.5.1, and 3.6) shall be paid as a lump -sum on percentage
of completion basis not to exceed Three Hundred Eighty Thousand Seven Hundred Three
Dollars ($380,703) as detailed in attachment to Exhibit B to this Amendment No. 2. Where items
are listed as Additional Scope of Work or Optional Tasks; they cannot be included or paid without
prior written approval by the Contract Manager.
Phase 3 (Tasks 3.3.2, 3.3.3, and 3.4) shall be paid as a time and materials on percentage
of completion basis not to exceed One Hundred Eighty -Three Thousand Nine Hundred
Seventy-five Dollars ($183,975) as detailed in attachment to Exhibit B to this Amendment No. 2.
Where items are listed as Additional Scope of Work or Optional Tasks; they cannot be included
or paid without prior written approval by the Contract Manager.
Exhibit B
Page 1 of 1
RY+AO - Architectural
AlfaTech MEP/ Lighting/ Low Voltage
Holmes - Structural
Dudek - Civil
DUEx - Dry
Utilities
In -Site - Landscape
Architectural
Visual Concepts - Site Lighting
NV5 - Surveying
VCA Green -
Commissioning
John
Raeber
- Specs
Estimator
Cumming.
cost
Renderer
G
38YY
N a
Q
If
e
x
2
2
T.
g
m
0
8
m
16
2
x
2
g
x
2
d4
11 I
yam
L
2
i 1
0
a
2
2f
G
1
3
8 3
d�
11.1
2
5 a .s
3
If
$250
$230
5190
5190
5190
$180
$155
$145
$135
$130
$2130
$265
$245
$220
$200
$170
$165
$155
$135
$120
$150
$125
$95
$90
$85
$300
$250
$150
$130
$239
$265
$230
$160
$161
$145
$170
$150
$125
$220
$200
$175
$125
$110
$110
$80
$210
$155
$140
$120
$310
$2510
$210
$150
$90
$200
$2500
3.1 CONSTRUCTION DOCUMENTS
3.1.1. Construction Documents
i
360
384 2
6
1
24 21 48 68 28 10 10 8
12 80
8
80 88
2
4
4 24 26 4
6
6
18
$219,872.00
3.1.2. Commissioning
Plan
2
26
$4,320.00
3.1.3. Project Specifications
12
1
2
12
8
4
8
1
4
4
6
86
$19,275.00
3.1.4. lighting Construction
Documents
16
52,690.00
3.1.5. Technology Construction
Documents
24
40
59,480.00
3.1.6. Cost Estimate
2
5
1
2
1
1
4
6
64
$16,445.00
3.1.7. Permit Processing
90
40
2
3
$14,295.00
Subtotal Task 1
0
0 412 0
0
0
40
0 384 2
6
5
48 46 48 108 28 10 10 8
0 15 94 0
0
16 84 96
4
6 29 34 4
12 14 6
18
0
18
0
0
0
0
0
2 26 86 64
0 $286,327.00
3.2 PROJECT MANAGEMENT
3.2.1. Project Management
3.2.2. Project Team Meetings
3.2.3. QA/QC
Subtotal Task2
2
2
80
2
84
20
27
2
12
4
6
2
4
4
4
2
4
$33,772.00
$12,947.00
$23,365.00
24
80
0
12
104
0
0
0
0
0
0
0
0
0
27
0
0
0
0
0
0
0
0
0
0
2
22
0
18
0
0
5
0
4
11
0
4
0
12
4
0
0
0
0
0
0
0
0
0
0
0
0
$70,084.00
3.3 BIDDING
otIMP-
3.3.1 Preparation of Bid Package
4
4
2
2
4
4
4
2
3.3.2 Respond to Bidder Questions
32
32
2
8
2
2
4
2
3.3.3 Assist in the Review of Bids
4
4
2
2
2
Subtotal Task 3
3.4 CONSTRUCTION ADMINISTRATION
3.4.1 Review of Shop Drawings / Submittals
0
0
0
40
0
40
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
5
12
0
0
4
8
8
0
10
0
4
0
0
0
0
0
0
0
a
a
a
a
a
a
a
a
a
a
$5,000.00
$15,465.00
53,615.00
$24,080.00
1]4
3.4.2. Response to Contractor RFIs
8
174
3.4.3. Construction Progress Site Visits
5
96
Preparation of Project Punchlist
Subtotal Task
5
26
24
0
0
0
468
104
4
2
6
5
4
4
16
2
5
2
2
104
4
6
4
4
4
16
2
5
2
2
3
6
6
4
6
4
24
4
2
4
6
6
4
6
4
5
6
4
2
0
0
208
0
0
1
1
0
20
24
1)
20
0
0
0
0
0
4
0
13
62
0
0
6
18
8
0
0
0
16
0
0
0
5
0
0
0
0
0
0
0
0
0
0
0
0
0
$59,935.00
559,795.00
$30,125.00
$15,090.00
$164,895.03
3.5 ADDITIONAL SCOPE OF WORK
3.5.1 Utility Removals and Utility Relocations
Subtotal Task 3
0
0
0
0
2
2
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
12
12
24
24
TOTAL HOURS (PHASE III)
50
80
464
574
40
248
384
26
36
72
63
68
108
28
10
10
11
12
55
172
110
112
19
38
10
60
34
12
31
10
18
18
26
86
64
TOTAL COST (PHASE III)
Woo
so
so
so
so
so
so
so
so
so
so
TOTAL LABOR - BASE
Siam
51,245
Siam
so
so
so
so
so
so
so
TOTAL HOURS - BASE
50
80
464
574
40
248
384
26
36
72
63
68
108
28
10
10
11
12
55
172
110
112
19
38
10
60
34
12
31
10
18
18
26
86
64
3.6 OPTIONAL TASKS
13.6.1. Com m ng - Construction Phase (Phase III)
Subtotal Optional Tasks
TOTAL HOURS (OPTIONAL TASKS)
TOTAL COST (OPTIONAL TASKS)
50
50
20
20
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
so
50
20
TOTAL LABOR - BASE + OPTIONAL
so
so
so
so
so
so
so
Siz000
TOTAL HOURS - BASE + OPTIONAL
50
80
464
574
40
248
384
26
36
72
63
68
108
28
10
10
11
12
55
172
110
112
19
38
10
60
34
12
31
10
18
18
52
46
86
64
CONSENT CALENDAR ITEM NO. 9
City of La Quinta
CITY COUNCIL MEETING: August 5, 2025
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT
SERVICES WITH RY+AO FOR MAINTENANCE AND OPERATIONS YARD PROJECT
NO. 2018-05 PHASE 3 CONSTRUCTION DOCUMENTS SERVICES
RECOMMENDATION
Approve Amendment No. 2 to Agreement for Contract Services with RY+AO for
Maintenance and Operations Yard Project No. 2018-05 Phase 3 Construction Documents
Services; and authorize the City Manager to execute the amendment.
EXECUTIVE SUMMARY
• On August 6, 2024, Council approved an agreement with RY+AO to provide
Programming Study (Phase 1) for the Maintenance and Operation Yard project
(Project). This contract included the potential to continue Phases 2 and 3 with
contract amendments.
• On January 21, 2025, Council accepted the finished Programming Study, and
approved Amendment No. 1 to the agreement for Phase 2 Preliminary Design,
which is currently nearing completion.
• Amendment No. 2 (Attachment 2) to the agreement proposes a $ 564,678 increase
for Phase 3 Final Design and bid/construction support.
FISCAL iMPAC
Budget for the Project was allocated in fiscal years 2019/20, 2023/24, 2024/25, and
2025/2026 Capital Improvement Program (CIP) in the amount of $11,753,539, which
includes $11,111,013 in Measure G funding and $642,526 in Maintenance and Facilities
DIF. The following is the Project budget:
Project Budget*
Professional
$ 190,000
Master Planning/Design
$ 1,084,073
Construction
$ 13,000,000
Inspection/Testing/Survey
$ 300,000
Contingency
$ 1,000,000
TOTAL:
$ 15,574,073
($11,753,539 Avail.)
* Staff will revise the estimate and return to Council once final plans are completed.
77
BACKGROUND/ANALYSIS
The Project shares a 10-acre site is shared with former Fire Station No. 32, and the Fritz
Burns Park, which includes a swimming pool, playground, restrooms, six tennis courts,
eight pickleball courts, a skate park, a dog park, and off-street parking (Attachment 1).
The Project is comprised of three phases as follows:
• Phase 1 — perform appropriate engineering -related field surveys and prepare the
base map; update the Project's Master Plan and Facility Needs Assessment; and
perform the Planning and Programming Step for the proposed maintenance office
and crew quarters, and any amendments to the exterior storage facilities.
• Phase 2 — prepare preliminary plans and cost estimates for the proposed site layout
based on the selected Master Plan Needs Assessment option.
• Phase 3 — prepare final plans, specifications, and cost estimates from the
preliminary plans.
The Project will construct a state-of-the-art facility designed to replace outdated buildings
currently located adjacent to Fritz Burns Park, and aims to consolidate five key Public
Works operating units into a single, modern facility to improve efficiency, enhance safety,
and support long-term operational needs. Through program refinements, the design has
been streamlined to approximately 12,400 square feet on a 2.82-acre portion of the site.
The updated construction budget, including both building and site improvements, is
estimated at $13 million. The previous rough magnitude of cost included the building only
in the amount of $7.4 million. Overall estimated cost increased due to inflation, potential
tariffs, and rising construction costs.
The new facility will include flexible office space, training rooms, maintenance bays,
modern restrooms, and optimized storage for tools, materials, and fleet vehicles. Site
improvements will feature redesigned parking for staff and fleet, pedestrian accessibility
upgrades, material storage zones, and a nursery area. Sustainability remains a key focus,
with energy -efficient systems, Title 24 compliance, and renewable energy infrastructure
designed to meet at least 15% of annual energy needs. Future -proofing elements include
EV charging provisions and scalable infrastructure.
Phase 2 Preliminary Design is nearing completion, and to maintain project momentum and
avoid delays, staff recommends Council approval of proposed Amendment No. 2 to the
agreement to include Phase 3 Final Design services. Final Design would only proceed
upon Staff acceptance of the completed Preliminary Design.
ALTERNATIVES — Staff does not recommend an alternative.
Prepared by: Ubaldo Ayon, Assistant Construction Manager
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer
Attachments: 1. Site Plan Exhibit
2. Amendment No. 2
78
SITE PLAN EXHIBIT
Existing Public Works Yard
Total Acreage = 10 acres
(Not to Scale)
ATTACHMENT 1
Public Works Yard
79