2025 Southstar Engineering & Consulting Amend 1 - Highway 111 Rehab 2022-25MEMORANDUM
CALIFORNIA -
DATE: August 28, 2025------------
TO: Jon McMillen, City Manager
FROM: Carley Escarrega, Administrative Technician
RE: Amendment no. 1 with Southstar for project no. 2022-25, HWY 111 Construction Management Services
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 - C10
❑ 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.: 401-0000-60188-202225-CT
❑✓ Agreement term: Start Date December 18, 2024
❑✓ Amount of Agreement, Amendment, Change Order, etc
End Date
$143,890
December 31, 2025
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 06/30/2026 Date: 09/09/2025
.❑
NOTE.
FVI
FVI
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. 767975 Expires: 1 /31 /2026
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO.1 TO AGREEMENT FOR CONTRACT SERVICES WITH SOUTHSTAR
ENGINEERING AND CONSULTING, INC. (CONTRACTING PARTY)
This Amendment No. 1 ("Amendment 1") 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
Southstar Engineering and Consulting, Inc., a California Corporation ("Contracting Party").
RECITALS
WHEREAS, on or about December 18, 2024, the City and Contracting Party entered into
an Agreement to provide Construction Management and Inspection Services for Highway 111
Rehabilitation Project No. 2022-25 for a total not to exceed the amount of $394,250. The Term of
the Agreement will expire on December 31, 2025 ("Initial Term"); and
WHEREAS, the City and Contracting Party mutually agree to amend Section 1.1 Scope
of Services and related Exhibit A of the Agreement to expand inspection services and provide
enhanced community outreach during night operations and multi -crew work in an effort to reduce
the overall construction timeline and minimize impacts to traffic and businesses along the
Highway 111 corridor; 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 $143,890 for the
expanded inspection and outreach services, for a total not to exceed amount of $538,140.
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 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 Construction Management and Inspection Services
for Highway 111 Rehabilitation Project No. 2022-25, as specified in the "Scope of Services"
attached hereto 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 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 Five Hundred Thirty -Eight Thousand One Hundred Forty Dollars
($538,140) 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 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
Manager
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
Southstar:
i
N e: Jason Bernnecke, P.E.
Title: CEO / Principal -in -Charge / Project
Dated: ` i>417"
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
McMILLEN, City Manager
City of La Quinta, California
Manager Dated: O �� 2,0
ATTEST:
ft026211
MONIKA RADEVA, City C erk
City of La Quinta, California
APPROVED AS TO FORM:
lam.«ram--�
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
Southstar:
YGNEF) mT COUNTERPART
Name: Jason Bernnecke, P.E.
Title: CEO / Principal -in -Charge / Project
Dated:
Exhibit A
Scope of Services
See attached.
SCOPE OF SERVICES
SCOPE OF SERVICES
Southstar I DCCM follows a comprehensive
methodology consisting of dozens of time -tested and
proven strategies for ensuring contractors working on
public works capital projects for municipal agencies
stay on schedule and under budget. The following
tasks will be performed as part of the overall approach
to providing oversight of the prime contractor to
anticipate issues that may lead to unintended CCO's
and/or project delays.
DCCM can provide additional value-added specialties
including project management, resident engineering,
structural engineering, construction management,
construction administration, scheduling, labor
compliance, public outreach, and construction
observation/inspection. Principal -in -charge, Mr. Jason
Bennecke, will be responsible for coordinating with the
City to provide the staff needed for any assignment,
and to execute tasks on behalf of DCCM. All services
shall be in accordance with local guidelines as
described in Chapter 16, "Administer Construction
Contracts" of the Caltrans Local Assistance
Procedures Manual, the Caltrans Construction Manual,
and the Caltrans Construction Manual Supplement for
Local Agency Resident Engineer, and the Greenbook.
PRE -CONSTRUCTION PHASE
Value Engineering I DCCM employs Value
Engineering (VE) throughout the project lifecycle to
enhance cost-effectiveness and maintain structural
integrity. This approach minimizes costs and reduces
waste by providing a clear project overview, facilitating
the elimination of redundancies, and ensuring optimal
material allocation.
Constructability Review I Prior to project
advertisement, DCCM conducts a thorough review
of contract documents (PS&E) for constructability
and biddability. This includes site visits, conflict
assessments, staging analysis, impact assessments,
plan check coordination, design discipline alignment,
unit price verification, permit requirements evaluation,
and discrepancy identification for the City Project
Manager and Design Engineer.
Engineer's Estimates I DCCM rigorously reviews
Engineer's estimates to prevent project delays due to
underestimation or inefficient fund allocation, and to
track project budget and activities.
Master Project Schedule I DCCM's Resident
Engineer (RE) scrutinizes the contractor's baseline
schedule for practicality and comprehensiveness.
Monthly schedule updates are closely monitored, and
a 3-week lookahead
schedule is used to manage project progress
efficiently. A parallel (as -built) schedule is maintained,
and Time Impact Analysis (TIA) is conducted when
required.
Contract Bidding Support I DCCM administers
and advertises construction bids, prepares for pre -
bid meetings, manages inquiries, and coordinates
responses with the City's Design Consultant.
Review and Evaluation of Bids I DCCM assists
the City in reviewing and evaluating bids, ensuring
compliance with contract terms, and recommending
successful low bidders. Notice of Award, Agreements,
and Purchase Orders are processed.
Project Management I DCCM utilizes effective
project control tools and procedures, closely
collaborating with the contractor and City staff to
ensure compliance with contract documents, efficient
payment processes, and timely issue resolution.
Proposed modifications or deviations are reviewed and
addressed promptly.
CONSTRUCTION PHASE
Stakeholder Communication I Effective
communication with Project stakeholders, including
local residents, businesses, utility owners, and
agencies, is crucial. A project -specific Public Outreach
plan developed by Vanessa will ensure transparent
communication. Additionally, our team will create a
project -specific communication plan for stakeholders
and the City.
Staffing Capability I Our team possesses extensive
knowledge of City, Caltrans, and federal policies
and processes, eliminating any learning curve. We
demonstrate adaptability to manage varying workloads
effectively.
Schedule Control I Schedule control encompasses
baseline construction schedule submission, approval,
and updates. Discrepancies between planned and
actual activities will be addressed. Weekly 2-4-week
look -ahead schedules will aid inspection and off -site
planning. We closely monitor procurement of long
lead materials and alert the City to any construction
changes that might impact schedules or costs.
Progress/Coordination Meetings I Our Inspector will
assist in coordinating meetings with the Contractor,
Designer, construction surveyor, materials inspector,
and utility companies. Weekly progress meetings will
be conducted, with agendas, minutes, and an issues
log maintained. These meetings will cover submittals,
RFIs, CCOs, and project issues.
Southstar I DCCM I Response to City of La Quinta, RFP No. 2022-25 1 November 18, 2024
SCOPE OF SERVICES
Monthly Activity Summary Report I The DCCM
Inspector will provide monthly project status
reports. These reports will cover budget, schedule,
accomplishments, submittals, change orders, and
current and anticipated work progress.
Requests for Information I The DCCM team will
respond to Contractor's RFIs or route them to design
engineers as needed. A weekly tracking report will
be maintained and discussed in the weekly progress
meeting for efficient issue resolution.
THROUGH OUR METICULOUS RFI PROCESS,
WE SUCCESSFULLY MONITORED AND
ADAPTED TO VARIOUS FIELD CONDITIONS
ON THE PRESTIGIOUS PRESIDENTS' PLAZA
IMPROVEMENTS PROJECT. BY EFFECTIVELY
MANAGING THE DISCOVERY AND DESIGN OF
BURIED MANMADE OBJECTS AND UTILITIES,
WE DEMONSTRATED OUR ABILITY TO THINK
QUICKLY ON OUR FEET AND ULTIMATELY SAVED
THE AGENCY $500,000.
Submittal Management and Review I Our team
will receive and log all Contractor's submittals.
Depending on the type of submittal, it will be routed
for review by the relevant team member. Responses
will be documented in the submittal log, ensuring the
Contractor has the necessary information for project
progress.
Technical and Administrative Management I DCCM
will provide technical and administrative management
services, oversee project activities, maintain close
communication with the Client's Project Manager
and Design Engineer, and ensure comprehensive
documentation.
Project File Management I We will process and track
project files at the job site using the agency's filing
system. Project files will include, at a minimum:
• RFIs, Submittals, Proposed change orders and
revisions
• Cost accounting records on authorized work
performed under contract unit costs and additional
work performed based on actual costs of time
(labor) and materials (T&M).
• All contract documents including: Special Provisions, -
Contract / Agreement; Subcontractors Listing;
Bonds; Non -Collusion Affidavit; Construction Quality
Assurance (CQA); correspondence, etc.
• Disadvantaged Business Enterprises (DBE)
Compliance
• Relevant permits and requirements from local
governments or regulatory agencies
• Appropriate reference specifications, standards, and
standard plans
• Notice to Proceed and contract time accounting
procedure and documentation
• Equipment and material submittal log. The
construction contract shall be reviewed for submittal
requirements,
• and due dates shall be established based on the
construction schedule.
• Correspondence log
• Progress payment format in compliance with City's
standards
• Project personnel and emergency phone numbers
• Contract change order documentation and approval
procedures
• Daily construction report, supplemented by daily
materials sampling and testing reports prepared on
printed forms
• Required safety documentation and equipment
• Project photograph log
• Record drawing format
• Progress meeting format
• Pre -construction meeting format
Change Orders I Change Orders can be requested
by the Contractor due to field conflicts or initiated
by the City for scope changes. Our team assesses
merit, scope, estimated cost, and schedule impacts,
providing City recommendations. We also negotiate
change orders if required due to scope changes by the
City. We aim to avoid unnecessary change orders and
consult with the City when necessary. Payment for
change orders follows a clear process.
Cost Control System I Detecting and addressing
construction issues early is the responsibility of all
team members, especially field inspectors. Monthly
progress payments are prepared for City review,
covering work completed by the Contractor. Change
order administration is essential for cost and schedule
control. We excel in resolving issues at the lowest
level and maintaining detailed project documentation
to mitigate claims.
Claims I Our team focuses on strong communication
and relationships to minimize the need for contractor
claims. In unavoidable cases, we access expert
resources to minimize impacts.
Review Traffic Control Plans I We review Contractor -
submitted traffic control plans for safety and access.
Recommendations are discussed with the City before
sharing with the Contractor. Ongoing monitoring
ensures compliance.
Southstar I DCCM I Response to City of La Quinta, RFP No. 2022-25 1 November 18, 2024
SCOPE OF SERVICES
Project Schedule I We review and approve the
Contractor's schedule, utilizing software tools. Monthly
reviews against the baseline schedule help identify and
mitigate potential delays.
Document Control I We follow a compliant filing
and document control system, documenting all
communication and maintaining compliance with
Caltrans and City requirements.
Utility and Outside Agency Coordination I Our
team alerts affected entities and coordinates closely
to ensure a smooth preconstruction meeting and
construction process.
Site Safety I Nothing is more important than the
safety of the construction team and the general public
We ensure safety compliance through plan review,
monitoring, and reporting of deficiencies. Weekly
safety meetings are conducted.
Drainage I We inspect the construct/modify of
drainage systems per requirements, standards, and
contract documents.
Contractor Progress Payments I We administer
progress payments based on field measurements and
quantities, subject to City approval.
Labor Compliance I Our labor compliance officer
ensures adherence to labor regulations through
certified payroll review.
Quality Assurance/Control I We employ skilled staff
to uphold quality through careful inspection, preventing
re -work, and ensuring proper testing.
Federal Contract Management & Documentation
DCCM has experience in managing federally funded
projects, following LAPM chapters for invoicing and
documentation.
Project Filing System I Files are scanned and stored
digitally. Electronic data is uploaded to the City's
preferred location.
SWPPP I A certified DCCM Inspector verifies water
pollution control measures.
Project Records I We maintain comprehensive project
records in hard copy and electronic form, following
Caltrans Construction Manual Logs.
Office Engineering (As -needed & Applicable) I The
OE assists in various project tasks, including change
orders, coordinating testing, and documentation.
The OE also ensures that all appropriate submittals
are submitted on time. They will also coordinate
all meetings necessary for specific operations. The
OE is the focal point for proper and accurate project
documentation on all construction projects. This role
will be supervised by the Construction Manager.
CONSTRUCTION INSPECTION
Daily Reports I The DCCM Inspector provides daily
diaries of construction progress in Caltrans format from
the Caltrans Local Assistance Procedures Manual.
These reports cover material quantities, construction
progress photos, daily issues, accomplishments,
project budget and schedule status, and other relevant
details.
Photo & Video Documentation I Team members use
smartphones and tablets to document project activities
through photos, videos, and written records, stored on
a project cloud server for access.
Construction Observation and Inspection I Field
Inspectors play a vital role in quality control on
construction projects, ensuring contractor compliance
with plans and specifications. Proper documentation
is essential for accurate measurement and payment
records. Our team consists of seasoned construction
management personnel with extensive experience in
various project types.
Our inspectors offer cross -training in building
and facility improvements, electrical and lighting
enhancements, landscaping, sewage, storm
drainage, and traffic signal improvements. They have
conducted inspection services for storm drain and
pipeline relocation, street improvements, roadway
widening, striping, traffic control, utility protection,
and concrete work. They are well -versed in Caltrans
Standard Specifications, Caltrans Standard Plans, the
"Greenbook," CaIOSHA, and traffic control practices
as specified in the Work Area Traffic Control Handbook
(WATCH).
Inspectors ensure the presence of appropriate
agencies (City, environmental, and local) as required
and promptly notify the City of any directives,
recommendations, or notices from other agencies. In
the field, the DCCM team diligently safeguards the
City against defects and deficiencies in the contractor's
work.
Southstar I DCCM I Response to City of La Quinta, RFP No. 2022-25 1 November 18, 2024
SCOPE OF SERVICES
PUBLIC OUTREACH
(BI LI NGUAL)(AS-NEEDED)
Our public outreach support team has unrivaled
experience in community outreach and public
education and awareness programs. Led by Vanessa
Barrientos (bilingual), our team will provide community
outreach and public meeting support for the project.
Our team will ensure that accurate information
regarding this project reaches targeted businesses
and the community in a timely, cost-effective manner.
Communication platforms are always tailored to the
needs of the community and businesses. Our goal is
to minimize the inconvenience of the community and
traveling public as they all play an important role in
the success of all projects. Ms. Barrientos's ability to
communicate about design, engineering, traffic, and
diverse communities makes her an asset throughout
the life of the contract.
Purpose I The scale of a project may warrant the
need for a Public Outreach Plan (Plan), which will be
the road map for stakeholders to navigate through
construction and support the project. It is intended to
be a working document detailing new developments,
tracking the progress, and ultimately serving as the
primary resource to assist the agency in successfully
keeping the public informed about the project through
construction.
Community Outreach Goals and Objectives I
This public awareness plan will help share project/
closure information, identify significant project issues,
concerns and expectations. The goal of community
outreach is to build trust and secure public support.
Specific objectives are to:
• Provide a regional -bilingual public awareness of the
project and develop bilingual collateral material
• Provide a consistent, two-way communications
approach.
• Ensure that the community understands the project
need and benefits
• Improve the understanding of specific stakeholder
concerns by partnering with local agencies
Work Plan Approach I While it would seem practical
to duplicate other successful public outreach programs
we have delivered for other clients, our team does
not believe in the "cookie -cutter" approach. We
understand each project has a unique community with
varying needs, and require a public outreach program
that is customized to fit the community. This approach
includes research, planning, strategic implementation,
and thorough evaluation with measurable objectives;
all with a personal, humanized approach.
BILINGUAL
PUBLIC OUIREACII PLAN
9mma
WEEKLY CONSTRUCTION
® NOTICES AND MEETINGS
® PROJECI PRESENIA11ON5
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• Attend weekly eneering with
the iconii. the schedule,
Review the lopafkatl
• questions develop notice
content, detour map.
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Coordnaty and yxycuty.
Prepare protect presentations.
Community Meetings
City council updates
Emergency Services
®� DEDICATEO WEBSITE
/7S EVENT PLANNING - IF NEEDED
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• Develop content and layout
• Constrocbon notices, videos
any p,� ci inf�rneli�n will
. In partnership with the Clry
_ PIO, coordinate and execute.
a GroundMeaking Cerrmony-
- w Ribbon Cutting Ceremony.
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• Provide updatex ro webmaster
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- Press Conlerew
WEEKLY PROGRESS VIDEOS
V NEIGHBORHOOD OUTREACH
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V
- 11 d o the a atruotion
notice, develop 60 second
I videos with progress photos.
. Plovlde ti—e—e meetings
with HOA's, residents,
business owners.
• Videos will be posted on the
wehsde, sucial media and
Proactively, provide orgect
emailed to the database-
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affect terrain erwues.
EMERGENCY RESPONDERS
PRO_ECT SAFETY OUTREACH
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• Coordinate an msentatton to
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Hand deliver or place signs.
PROJECT CONTACTS
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PROJECT MATERIAL
• Dedicated Helpline: Ans
calls, return calls from thwer
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Dev yop pro material. j
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Publicatrotn the projxt.
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• Dedicated Email: Respond to
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Project Maps.
• Coordinate with the project
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COMMUNICATION I OGS
GPARTNERSHIP
Caltrans Category I ile 07
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• Event Log-
Emerrggency Services,
Nelghbonng Protects and the
enure community.
Research: Our team will research, as -needed,
the project's target audience because a strong
communication is key to obtaining trust. Our
communication plan will correspond to the character
of the project area's community. Collateral materials
will be developed to communicate efficiently
to stakeholders and ensure that methods of
communication meet the needs of those individuals/
groups.
Planning: Based on the research above, our team
will develop a draft outreach plan with effective
communication tools that will be utilized as the
schedule progresses. The plan will be a living
document that will adjust according to the schedule
and needs.
Implementation: Upon the approval of the public
awareness campaign plan, our team will implement
elements of the outreach plan as directed by the
agency. The implementation process will be primarily
in the beginning of the project as it continues to
develop collateral material and disseminate according
to the schedule.
Evaluation: As the project moves forward, task
elements of the outreach plan will be evaluated from
different perspectives - the level of need and the value
to the project. Our monthly logs and reports will assist
the agency in making this decision.
Southstar I DCCM I Response to City of La Quinta, RFP No. 2022-25 1 November 18, 2024
12
SCOPE OF SERVICES
POST -CONSTRUCTION PHASE
The following includes activities that typically take
place during the post -construction phase of work.
As -Built Drawings I The DCCM team maintains a
red -lined set of "As -Built" plans in the construction
field office, documenting as -built conditions. These
drawings are reviewed at the end of construction
to ensure accurate documentation of plan changes.
Following the review, they are transmitted to the
designer for electronic plan set updates, including the
City's signature, and archival storage.
Final Inspection and Punch -list I DCCM ensures
that the final project complies with the plans,
specifications, and estimate package, as well as
all relevant codes, permits, and standards. Final
inspections are conducted, and punch -lists of
incomplete work are issued. DCCM monitors punch -
list completion, coordinates final project acceptance
with the City and stakeholders, closes project files, and
provides as -built plans. It also assists in coordinating,
completing, and filing invoicing and necessary
documentation for reimbursement.
Final Walkthrough I DCCM conducts final
inspections, monitors punch -list completion, and
issues a notice of substantial completion. A final
walkthrough is scheduled and conducted with the City,
Caltrans, contractors, and design engineers. DCCM
coordinates any required corrections resulting from the
walkthrough. Once all corrections are addressed, final
project acceptance is coordinated with the City and
relevant agencies and utilities.
Finalized Documents I All project items, including
record drawings, contract bid items, claims, change
orders, and punch -list items, are finalized.
Item Closeout I All open contract items are closed
out and balanced, addressing item overruns and
underruns. Contract Change Orders are created if
necessary to adjust item prices.
Proposed Final Estimate I Depending on project
complexity, the DCCM Inspector can lead or assist
in preparing the Proposed Final Estimate and obtain
Contractor's concurrence. This document is provided
after resolving any open claims.
Claims Report I The team focuses on problem -
solving and documentation to avoid contractor claims.
In case claims are unavoidable, DCCM can tap into
expert resources to minimize impacts on project cost
and schedule. The Resident Engineer prepares a
Claims Report for outstanding and unresolved claims,
following Caltrans Construction Manual guidelines.
Project Report I A Final Project Report is created,
detailing project construction, final construction
cost (including management and administration),
Contract Change Orders, Construction Claims,
and their resolutions, along with photo and video
documentation.
Electronic Files I Project files, including drawings, are
transmitted to the City in PDF format. Hardcopy project
files are organized, labeled, and prepared for storage.
Final Acceptance I DCCM recommends final
acceptance of the Project once deficient work
is corrected, and all contract conditions are met.
A completed project is delivered to the City in
compliance with plans, specifications, the estimate
package, and all relevant codes, permits, and
standards.
PROJECT MANAGEMENT TOOLS
Resources Available to Our Employees: All of our
engineers and field staff are equipped with vehicles,
laptops, cell phones, vehicles, safety equipment and
general inspection tools.
Software: Microsoft Word, Microsoft Excel,
Microsoft PowerPoint, Microsoft Project, Access,
Adobe Acrobat/Bluebeam, Bentley Microstation and
ContextCapture 3D Modeling.
QUALITY CONTROL PLAN
Quality Control: Maintaining high -quality standards is
essential for the successful delivery of any project. We
have established rigorous quality control procedures,
including regular inspections, audits, and corrective
action plans, to ensure that all project deliverables
meet the required standards. We will continue to
enforce these practices to ensure the project's
success.
Risk Management: Identifying and mitigating
risks early is key to avoiding project delays and
cost overruns. We have developed a proactive risk
management approach, which includes a thorough
risk assessment at the project's onset and regular
monitoring and mitigation strategies throughout the
project lifecycle.
Southstar I DCCM I Response to City of La Quinta, RFP No. 2022-25 1 November 18, 2024
13
LIST OF COMPLEMENTARY SERVICES
ADDITIONAL SERVICES
The following are additional in-house services that DCCM can offer should the City determine there is a need to help complete the project:
FAA GPS Enabled Site Photography: Using our new drone equipped with a 48MP camera, DCCM's FAA Section 107-certified pilot will conduct
monthly flights over designated project areas, capturing high -resolution imagery to create an interactive 3D model of the workspace. From this
model, a 2D orthophoto can be generated to scale, suitable for printing or use as a scaled background image in MicroStation. This advanced imaging
technology enhances communication, mitigates risks, and minimizes potential schedule delays and cost overruns. Additionally, these images are
valuable for public outreach, allowing the team to label ongoing construction tasks and post updates to the project website. The pilot has extensive
experience with Bentley ContextCapture software, leveraging a robust server infrastructure. With decades of design expertise, thousands of hours in
Photoshop, and FAA certification, our pilot combines skill and technology to deliver precise models and maps for our clients.
Public Outreach Collateral Examples: Our in-house Public Outreach team can create and manage the collateral needed to successfully keep the
public informed about the progress of any project. These notification methods include, but are not limited to, post cards to mail to residents, website
and social media posts, fliers to hand out and phone lines to call with any questions that may arise.
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WEEKLY UPDATE: August 3-7, 2020
Construction Activities:
Week of August 3, 2020
. Continue installing landscape
•5etpolefoundations
• Pour sidewalk and driveways
• Prepare to stripe within the
closure limits
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® On -going Closures:
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• Eisenhower Drive roadway
Eisenhower Drive/Calle Tampico
intersection
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Southstar I DCCM I Response to City of La Quinta, RFP No. 2022-25 1 November 18, 2024
you are invited to
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a community meeting
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to learn about Stage 2 on
Wednesday, February 5 at 6 p.m.
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La Quint. City Hall, Study Session Room.
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STAGE 2/ETAPA 2
14
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 Five Hundred Thirty -Eight Thousand One Hundred Forty Dollars
($538,140) 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.
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CONSENT CALENDAR ITEM NO. 10
City of La Quinta
CITY COUNCIL MEETING: August 5, 2025
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT
SERVICES WITH SOUTHSTAR ENGINEERING AND CONSULTING, INC FOR
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE HIGHWAY
111 REHABILITATION PROJECT NO. 2022-25
RECOMMENDATION
Approve Amendment No. 1 to the Agreement for Contract Services with Southstar
Engineering and Consulting, Inc. for Construction Management and Inspection Services for
the Highway 111 Rehabilitation Project No. 2022-25; and authorize the City Manager to
execute the amendment.
EXECUTIVE SUMMARY
• On December 17, 2024, Council approved an agreement with Southstar Engineering
and Consulting, Inc. (Southstar) for Construction Management and Inspection
Services for the Highway 111 Rehabilitation Project No. 2022-25 (Project).
• To reduce the overall construction timeline by several weeks, minimizing impacts to
traffic and businesses along the corridor, the contractor is transitioning to night work in
12-hour shifts and may deploy multiple crews, requiring expanded inspection
coverage (concurrent inspectors and longer daily windows).
• Community outreach remains extensive as the team responds to business and
public concerns.
• The proposed Amendment No. 1 with Southstar will provide funding for the additional
inspection and continued and enhanced community outreach during night operations
and multi -crew work.
FISCAL IMPACT
The budget for the Project was allocated in fiscal years 2023/24 and 2024/25 Capital
Improvement Program (CIP) under Project No. 2019-05 Highway 111 Corridor Area Plan
Implementation, totaling $8,280,777. This includes $4,000,000 in Federal Earmark
Funding, $984,000 in S131 funding, and $3,296,777 in Measure G Funding. Sufficient funds
are available in the Project Budget.
95
Base Contract Amount: $394,250
Amendment No. 1: $143,890
Contract Total: $538,140
BACKGROUND/ANALYSIS
In December 2024, the City approved an agreement with Southstar to provide construction
management and inspection services for the Highway 111 Rehabilitation Project, which
reconstructs pavement along Highway 111 within City limits and includes minor
ADA-related curb ramp improvements (Attachment 1).
As construction advances, Southstar will move to night work with 12-hour shifts and, as
crews become available, may operate dual (or multiple) paving and support crews. To
maintain quality control, safety, and compliance with specifications and federal/state
requirements during these extended windows and concurrent operations, additional
inspection personnel are required.
Concurrently, community outreach has intensified to address access, signage, and
operational concerns from corridor businesses and the traveling public. The
proposed Amendment No. 1 (Attachment 2) will fund:
• Expanded inspection staffing to cover night operations and simultaneous crews
(e.g., paving, grinding, striping, utility coordination).
• Enhanced outreach activities, including advance notices, door-to-door coordination
with businesses, weekly look ahead updates, a dedicated point of contact, and real
time responses to issues arising from night work and traffic control changes.
This staffing and outreach plan is expected to accelerate delivery by several weeks while
sustaining business access, minimizing disruptions at key intersections, and maintaining
compliance with grant and oversight requirements.
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. Southstar Amendment No. 1
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