2025-26 RY+AO Design PS&E for X-Park Bldg ADA Improv Project 2023-08 - Amend 2MEMORANDUM
CALIFORNIA -
DATE: August 27, 2025------------
TO: Jon McMillen,City Manager
FROM: Carley Escarrega, Administrative Technician
RE: Amendment no. 2 with RY+AO for project no. 2023-08, X-Park Building ADA Improvements PS&E
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 May 6, 2025
❑ 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 a
❑ 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.: 401-0000-60185-202308-D
❑✓ Agreement term: Start Date May 7, 2025
❑ Amount of Agreement, Amendment, Change Order, etc.
End Date
$ 2,980
December 31, 2026
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: Current In -House Ins Tracking; Exp 9/13/2025 Date: 8/28/2025
.❑
NOTE.
FVI
FVI
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. LIC-0773210-2025 Expires: 5/31 /2026
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES
WITH RY+AO
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 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 May 7, 2025, the City and Contracting Party entered into
an Agreement to provide services related to design and related professional services for
the X-Park Building ADA Improvements Project no. 2023-08, for a total not to exceed
amount of $104,900. The term of the Agreement expires on December 31, 2026 ("Initial
Term"); and
WHEREAS, Amendment 1, executed on or about July 7, 2025, amended Section
1.1 Scope of Services and related Exhibit A of the Agreement to include additional
services as identified in Exhibit A attached to Amendment No. 1, pursuant to Section 1.7
Additional Services, for a total a not to exceed amount of $3,510, pursuant to Section 2.3
Compensation for Additional Services, which is within the allowed 5% or less of the
Contract Sum of $104,900 per Section 2.1 Contract Sum of the Agreement.
WHEREAS, the City and Contracting Party mutually agree to amend Section 1.1
Scope of Services and related Exhibit A of the Agreement to include preparing a
preliminary engineer's construction cost estimate for work related to Amendment 1; and
WHEREAS, the City and Contracting Party mutually agree to amend Section 2.1
Contract Sum and related Exhibit B of the Agreement to increase compensation by
$2,980, for a total not to exceed amount of $111,390.
NOW THEREFORE, in consideration of the mutual covenant herein contained, the
parties agree as follows:
AMENDMENT
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 Professional Services for the X-
Park Building ADA Improvements Project no. 2023-08, 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 perfuming similar services under similar
circumstances.
2. 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 "Exhibit B" (the "Schedule of
Compensation") in a total amount not to exceed One Hundred Eleven Thousand Three
Hundred Ninety Dollars ($111,390) 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 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 this
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 1W
JON McMILLEN, City Manager Richard Y
City of La Quinta, California President
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
Dated: 8/20/2025
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 2 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
JON Mc EN, City Manager
��tt of La Quinta, California
Dated: v ZoZ�
ATTEST:
MONIKA RADEVA, City CI rk
City of La Quinta, California
APPROVED AS TO FORM:
6k' r /l t -
--: 2 � Z"
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
RY+AO
SIGNED INN' COUNTERPART
Richard Yen
President
Dated:
Exhibit A
Scope of Services
_-1DDITIO\_A.L. SERVIC ES — ROOF UPGRADES CO\C EPT ROM
The purpose of this change order is to provide a high-level concept Rough Order of Magnitude (ROM) cost
to implement upgrades to the existing roof to support occupiable space with an option to also include a
canopy.
SCOPE OF SERVICES
The ARE services included in this proposal are as follows:
• Prepare one (1 1 ROM statement of probable cost to include the following two (2) options.
Upgrades to the existing roof to support an occupiable space.
Upgrades to the existing roof to support an occupiable space with a canopy.
SCHEDULE
The concept ROM can be provided within ,weeks of written authorization to proceed.
PROFESSIONAL FEES:
The fee for the above -described services shall be a fixed fee in the amount of Two Thousand Nine Hundred
Eighty Dollars ($2.980.00) as follows -
Architectural S 380.00
Cost Estuuator S 1.600.00
$2.980.00
Exhibit B
Schedule of Compensation
With the exception of compensation forAdditional 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 One Hundred Eleven Thousand Three Hundred
Ninety Dollars ($111,390) for the life of the Agreement encompassing the Initial and any
Extended Terms ("Contract Sum"). The Contract Sum shall be paid to Contracting Party
in installment payments made as time and materials, 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.
CONSENT CALENDAR ITEM NO. 8
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 THE X-PARK BUILDING AMERICANS WITH
DISABILITIES ACT IMPROVEMENTS PROJECT NO. 2023-08
RECOMMENDATION
Approve Amendment No. 2 to Agreement for Contract Services with RY+AO, in the amount
of $2,980, for the X-Park Building Americans with Disabilities Act Improvements Project No.
2023-08; and authorize the City Manager to execute the amendment.
EXECUTIVE SUMMARY
• During the design phase of the X-Park Building ADA Improvements Project
(Attachment 1), the structural engineer determined that the roof requires
reinforcement to meet assembly rating requirements.
• Amendment No. 1 allowed RY+AO to assess the existing conditions and provide two
retrofit options: (1) roof assembly reinforcement only, or (2) roof assembly
reinforcement with a shade structure (Attachment 2).
• Amendment No. 2 will authorize RY+AO to prepare high-level preliminary cost
estimates for both options so the City Council can determine whether to proceed with
one of the options or leave the building as -is (Attachment 3).
FISCAL IMPACT
Fiscal year 2023/24 Capital Improvement Program (CIP) allocated a budget of $350,000 in
General Fund funding for this Project. If approved, Amendment No. 2 will increase the total
not -to -exceed amount by $2,980. Sufficient funds are available in the Project Budget.
Base Contract Amount: $104,900
Amendment No. 1: $3,510
Amendment No. 2: $2,980
Contract Total: $111,390
BACKGROUND/ANALYSIS
In May 2025, Council approved an Agreement with RY+AO to provide plans, specifications,
and engineer's estimate (PS&E) for ADA improvements at the X-Park Building.
67
During design, the structural engineer determined that the roof may not meet the necessary
assembly rating for its intended use as an observation deck. Amendment No. 1, executed
in July 2025, allowed RY+AO to assess the structural information and prepare conceptual
retrofit options. Two options were identified (Attachment 2):
• Roof assembly reinforcement only.
• Roof assembly reinforcement plus a shade structure.
Amendment No. 2, if approved, will allow RY+AO to prepare high-level preliminary
construction cost estimates for both options. These cost estimates will be presented to
Council at a future meeting to determine which option to proceed with or whether to leave
the X-Park Building in its current condition.
ALTERNATIVES
Staff does not recommend an alternative.
Prepared by: Ubaldo Ayon, Jr., Assistant Construction Manager
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachments: 1. Project Vicinity Map
2. Preliminary Retrofit Options from RY+AO
3. RY+AO Amendment No. 2
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Attachment 1 — X-Park Building ADA Improvements
Vicinity Map
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ATTACHMENT
PROPOSED CANOPY
(IN BLUE)
JjlY
ISOMETRIC VIEW OF
EXISTING STRUCTURE
HSS 12X6X3/16
HSS 6X6X3/16
OVERSTRESSED
MEMBERS FOR
HSS
PUBLIC ASSEMBLY
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INTERIOR SPACE
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EXTERIOR SPACE
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TYPICAL FRAME
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ject: X PARK
No: 25043.10 Date:
szaWest 6m St.Project
SO.nzz
Sketch Title: Roof strengthening coord.
Scale: XXX
� Los Angeles, CA
J 1111111111111111111
f HSS 6X3X3/8
11111111111111111111111111111111111111111
PROPOSED CANOPY
A (IN BLUE)
C10X25 DOUBLE
A STL CHANNEL OR
HSS 6X3X3/8 EQUIVALENT, TYP.
INTERIOR SPACE HSS 6X3X3/8 EXTERIOR SPACE
**NOTE:
1. THE STRENGTHENING SCHEME WILL APPLY TO ALL FRAMES IN
THE BUILDING (TOTAL 10)
2. ALL NEW STL MEMEBERS TO (E) MEMBERS WILL HAVE WELDED
CONNECTIONS
3. SEE ARCH DWGS FOR PROPOSED CANOPY ALLOWANCE
OVERSTRESSED
MEMBERS
STL STRENGTHENING
CASE 1 - PROPOSED STRENGTHENING
FOR ROOF ASSEMBLY ONLY
HE) HSS 4
STL STRENGTHENING
SECTION A -A
CASE 2-PROPOSED
STRENGTHENING FOR ROOF
ASSEMBLY + NEW CANOPY
US
Project: X PARK
project No: 25043.10 Date:
®Holmes
523 West 6th S7.
seaen22
Sketch Title: Roof strengthening coord.
Scale: XXX
Los Angeles, Ca
90014 USA
213 4815630
Sketch No: - Rev: -
By: AC