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Home My WebLink About2026-27 HR Green Pacific - Amendment 1 - On-Call PW Dev Plan Check ServicesMEMORANDUM CALIFORNIA - DATE: March 18, 2026------------ TO: Jon McMillen, City Manager FROM: Amy Yu, Associate Engineer RE: HR Green Pacific, Inc - On -Call Plan Check Services Amendment No. 1 Please list the Contracting Party/ Vendor Name, any change orders or amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name. Authority to execute this agreement is based upon: ❑✓ Approved by City Council on March 17, 2026 Consent Item #12 ❑ 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 RFP ❑ RFQ ❑ 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.: 101-7002-60183 ❑✓ Agreement term: Start Date March 18, 2026 ❑✓ Amount of Agreement, Amendment, Change Order, etc. End Date $ 30,000 June 30, 2027 REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual Amendments or Change Orders! Insurance certificates as required by the Agreement for Risk Manager approval Approved by: Oscar Mojica (MyCOI) Date: 3/18/2026 .❑ NOTE. .❑ L Bonds (originals) as required by the Agreement (Performance, Payment, etc.) Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s) Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is required pursuant FPPC regulation 18701(2) Business License No. Expires: Requisition for a Purchase Order has been prepared (Agreements over $5,000) AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH HR GREEN PACIFIC This Amendment No. 1 ("Amendment No. 1 ") to Agreement for Contract Services ("Agreement") is made and entered into as of the 17t" day of March 2026 ("Effective Date") by and between the City of La Quinga ("City"), a California Municipal Corporation and Charter City organized under the Constitution and laws of the State of California with its principal place of business at 78495 Calle Tampico, La Quinta, California 92253, and HR Green Pacific, Inc., a California Corporation with its principal place of business at 44651 Village Court, Suite 123, Palm Desert, California 92260 ("Contracting Party"). RECITALS WHEREAS, on or about July 1, 2024, the City and Contracting Party entered into a three-year Agreement to provide on -call public works development plan check services; the Agreement expires June 30, 2027; 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 the not to exceed compensation amount by $30,000 for fiscal year 2025/2026 due to an increase in volume of plan submittals. NOW THEREFORE, in consideration of the mutual covenant herein contained, the parties agree as follows: AMENDMENT NO. 1 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: Section 2.1 — Contract Sum is amended to read as follows: 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 Thousand Dollars ($100,000) per fiscal year, for the life of the Agreement, encompassing the Initial and any Extended Terms, except for fiscal year 2025/26, the total not to exceed amount shall be One Hundred Thirty Thousand Dollars ($130,000) (the "Contract Sum"), except as provided in Section 1.7. 2. "Exhibit B" — Schedule of Compensation is amended as listed in "Exhibit B", attached hereto and incorporated by this reference. In all other respects, the Original Agreement shall remain in effect. IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment No. 1 to the Agreement for Contract Services on the respective dates set forth below. CITY OF LA QUINTA HR GREEN PACIFIC a California municipal corporation cMillen, City Manager City of La Quinta, California Dated: 3 18 1202,(,z? ATTEST: Monika Radeva, City lerk City of La Quinta, California APPROVED AS TO FORM: William H. Ihrke, City Attorney City of La Quinta, California SIGNED IN COUNTERPART Timothy J. Hartnett President Governmental Services/ Principal Dated: SIGNED IN COUNTERPART Tina M. York Director Civil Plan Check Dated: IN WITNESS WHEREOF, the City and Contracting Party have executed this Amendment No. 1 to the Agreement for Contract Services on the respective dates set forth below. CITY OF LA QUINTA a California municipal corporation SIGNED IN COUNTERPART Jon McMillen, City Manager City of La Quinta, California Dated: ATTEST: SIGNED IN COUNTERPART Monika Radeva, City Clerk City of La Quinta, California APPROVED AS TO FORM: SIGNED IN COUNTERPART William H. Ihrke, City Attorney City of La Quinta, California HR GREEN PACIFIC r�40 /7 - IJA ___1 4M _ timothy J Hartnett President Uovernmental Services/ Principal Dated: March 18. 2026 �vo� Tina M. York —� Director Civil Plan Check Dated: 03/18/2026 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 One Hundred Thousand Dollars ($100,000) per fiscal year for the life of the Agreement, encompassing the Initial and any Extended Terms, except for fiscal year 2025/26, the total not to exceed amount shall be One Hundred and Thirty Thousand Dollars ($130,000) (the "Contract Sum"). Contractor expressly acknowledges and agrees that the Contract Sum in this Agreement is the annual aggregate total amount covering this Agreement, that certain Agreement for Contract Services by and between the City and NV 5, Inc., of or about even date as this Agreement, such that the Contract Sum as defined herein is the maximum amount available for services provided under both agreements. 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 this Agreement. Initial Tarm- "Not to exceed" Year 1 (FY 2024/25): $100,000 "Not to exceed" Year 2 (FY 2025/26): $130,000 "Not to exceed" Year 3 (FY 2026/27): $100,000 Extended Term: "Not to exceed" Year 4 (FY 2027/28): $100,000 "Not to exceed" Year 5 (FY 2028/29): $100,000 Plan Check Compensation Plan check payment shall be made in full at a "fixed fee" rate of: $ 900 per sheet (submittals with 1-5 sheets in quantity) $ 875 per sheet (submittals with 6-15 sheets in quantity) $ 850 per sheet (submittals with 16 or more sheets in quantity) Sheet counts are based on the number of sheets submitted for plan check. Sheets may include title and detail sheets, street plans, storm drain plans, meandering sidewalk and parkway grading plans, rough & precise grading plans at 30, 40 or 50 feet per inch scale. Consultant receives no additional compensation for review of supporting documents including, but not limited to hydrology and hydraulic calculation reports, soils reports & engineer's cost estimates, conditions of approval, tentative tract and parcel maps. Consultant receives no additional compensation for delivery or postage fees necessary to transmit or receive plans from City. Consultant receives no additional compensation for travel to and from City Hall. This rate shall be compensation for up to three (3) plan checks. Supplemental payment for additional plan checks after the third check or for special engineering reports including Water Quality Management Plans (WQMP) or other engineering reports, shall be in made at the rates listed in the Schedule of Billing Rates attached herewith for the actual hours submitted in conformance with Section 2.2 of the Agreement. An estimate of hours to complete the plan check (after the third plan check) or for special reports shall be made in writing to the Contract Officer for approval as specified in Section 1.6 - Additional Services of the Agreement. Compensation for the first three plan checks shall be distributed at the following schedule: First Plan Check 65% of the Total Plan Check Fee Second Plan Check 20% of the Total Plan Check Fee Third Plan Check 15% of the Total Plan Check Fee The Consultant shall be compensated upon the completion of each plan check as indicated in the above schedule and in conformance with Section 2.2 of the Agreement. If a project is suspended, either definitely or indefinitely, the Consultant shall be compensated based on the last completed plan check. If the plan check process is completed prior to the third plan check,100% of the plan check fee will be paid upon completion of the final plan check. The Consultant shall separately invoice per plan and per plan check. No exceptions will be allowed to the payment schedule. Consultant also may be requested to provide general civil consulting services for specific development related engineering projects for the City as applicable. Payment shall be made in full at an hourly rate of: $ 225 per hour — no overtime, travel time, expenses or other administrative charges will be allowable over and above the stated hourly rate schedule. Rates Classification Hourly Rate Project Manager $285 Principal -in -Charge $295 QA/QC Manager $285 Assistant Project Manager $225 Senior Civil Plan Checker $215 Civil Plan Checker $155 Assistant Civil Plan Checker $135 Environmental Associate $175 Civil Plan Checker (Telecom/Fiber) $190 Engineering Technician $100 Our hourly fees/rates shall remain effective for one year from contract execution, and may be adjusted annually thereafter as negotiated with and agreed to by the agency. CONSENT CALENDAR ITEM NO. 12 City of La Quinta CITY COUNCIL MEETIN( March 17, 2026 STAFF REPORT AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH HR GREEN PACIFIC FOR ON -CALL PUBLIC WORKS DEVELOPMENT PLAN CHECK SERVICES RECOMMENDATION Approve Amendment No. 1 to Agreement for Contract Services with HR Green Pacific for on -call public works development plan check services; and authorize the City Manager to execute the amendment. EXECUTIVE SUMMARY • The Public Works Development Services Division contracts to provide plan check services based on workload and expertise as needed. • Submittals of improvement plans have increased in fiscal year 2025/26; Amendment No. 1 requests for additional contract authority of $30,000 for fiscal year (FY) 2025/26, increasing the not to exceed contract amount from $100,000 to $130,000 due to the increased plan submittals. Funds are available in FY 2025/26 budget in the Public Works Map / Plan Checking account (101-7002-60183) and in the Consultants account for these services (101-7002- 60104). FISCAL YEAR ANNUAL COMPENSATION Contract Services Agreement 2024-2025 2025-2026 2026-2027 $100,000 $100,000 $100,000 Amendment No. 1 2025-2026 $30,000 TOTAL CONTRACT COMPENSATION: $330,000 BACKGROUND/ANALYSIS In May 2024, the City received five proposals in response to the on -call public works development plan check services request for proposals. Staff reviewed the proposals and HR Green Pacific was selected as a qualified firm; and a three-year Agreement for Contract Services was executed through June 30, 2027. 141 On -call development plan checking services have utilized most of the existing contract authority for fiscal year 2025/26 due to increased plan submittals for new projects such as the Coral Mountain Resort. Additional contract authority in the amount of $30,000 is needed for a total "not to exceed" contract amount for 2025/26 of $130,000. The monthly invoices would be tracked to ensure that the $130,000 annual budget for these services is not exceeded. ALTERNATIVES Council could elect not to approve the amendment. Prepared by: Amy Yu, Associate Engineer Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachment: 1. Amendment No. 1 with HR Green Pacific 142