HomeMy WebLinkAbout2026-27 Terra Nova Amendment 1 - On-Call Planning ServicesMEMORANDUM
CALIFORNIA -
DATE: 04/23/2026------------
TO: Monika Radeva, City Clerk
FROM: Tania Flores, Planning Admin Tech
RE: Terra Nova, Inc. - On -Call Planning Services Amendment 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 4/21 /2026 (CC 8)
❑ 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 7 Select Source ❑ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
❑✓ Agreement payment will be charged to Account No.: 101-6002-60103
❑✓ Agreement term: Start Date 04/21 /2026 End Date 06/30/2027
❑✓ Amount of Agreement, Amendment, Change Order, etc.: $ 40,000
REMINDER: Signing authorities listed above are applicable on the apprepate Agreement amount, not individual
Amendments or Change Orders!
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar Mojica (MyCOI) Date: 4/23/2026
.❑
NOTE.
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. LIC-0005753 Expires: 04/30/2027
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH TERRA NOVA PLANNING AND RESEARCH, INC
This Amendment No. 1 ("Amendment 1") to Agreement for Contract Services
("Agreement") is made and entered into as of the 21 st day of April, 2026, ("Effective Date")
by and between the City of La Quinta ("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
Terra Nova Planning and Research, Inc., a Corporation ("Contracting Party").
RECITALS
WHEREAS, on or about June 18, 2024, the City and Contracting Party entered
into an Agreement to provide on -call planning services for the City for a total not to
exceed amount of $60,000 per fiscal year, for the life of the agreement, including the
initial three-year term and the optional 2-year extended 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 remove the Sphere of
Influence Research and Documentation scope as the City is not moving forward with
annexation of the Sphere of Influence but is going through a Request for Proposals
process for the preparation of a Master Plan for the area; 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 total not to exceed
compensation amount from $60,000 to $100,000 effective fiscal year 2025-26 through
the remainder of the Agreement Initial term and the optional 2-year extended term, due
to an increase in workload caused by staffing vacancies in the Planning Division,
increased entitlement application submittals and permit reviews, and an increase in
Contracting Party's hourly rate schedule.
NOW THEREFORE, in consideration of the mutual covenant 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 special planning
studies and on -call planning services, 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 performing similar
services under similar circumstances.
2. "Exhibit A" — Scope of Services is amended to remove the Sphere of Influence
Research and Documentation as detailed in Exhibit A, attached to this Amendment
No. 1, and incorporated herein by this reference.
3. Section 2.1 Contract Sum is amended to read as follows:
2.1 Contract Sum. For the Services rendered pursuant to this Agreement,
Contracting Party shall be compensated in accordance with the following revised
"Exhibit B" (the "Schedule of Compensation") in a total amount not to exceed Sixty
Thousand Dollars ($60,000) for fiscal year 2024-25, and One Hundred Thousand Dollars
($100,000) per fiscal year, effective fiscal year 2025-26 through the remainder of the Initial
Term and any Extended Terms (the "Contract Sum"), except as provided in Section 1.7.
4. "Exhibit B" — Schedule of Compensation is amended as listed in ."Exhibit B,"
attached hereto and incorporated herein by this reference.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 1 to the Aareement 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:
CONTRACTING PARTY
Terra Nova Planning and
Research, Inc.
Nicole Sauvia Cri e
Vice President
Dated:
J n D. Criste
I
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 performing similar
services under similar circumstances.
2. "Exhibit A" — Scope of Services is amended to remove the Sphere of Influence
Research and Documentation as detailed in Exhibit A, attached to this Amendment
No. 1, and incorporated herein by this reference.
3. Section 2.1 Contract Sum is amended to read as follows:
2.1 Contract Sum. For the Services rendered pursuant to this Agreement,
Contracting Party shall be compensated in accordance with the following revised
"Exhibit B" (the "Schedule of Compensation") in a total amount not to exceed Sixty
Thousand Dollars ($60,000) for fiscal year 2024-25, and One Hundred Thousand Dollars
($100,000) per fiscal year, effective fiscal year 2025-26 through the remainder of the Initial
Term and any Extended Terms (the "Contract Sum"), except as provided in Section 1.7.
4. "Exhibit B" — Schedule of Compensation is amended as listed in "Exhibit B,"
attached hereto and incorporated herein by this reference.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 1 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
JO ILLEN, City Manager
Ity of La Quinta, California
All /Dated: 'IT= —
CONTRACTING PARTY
Terra Nova Planning and
Research, Inc.
SIGNED IN COUNTERPART
Nicole Sauviat Criste
Vice President
Dated:
SIGNED IN COUNTERPART
John D. Criste
President
ATTEST:
ia
MONIKA RADEVA, Cit Jerk
City of La Quinta, California
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
I
Exhibit A
Scope of Services
L -A TERRA NOVA PLANNING & RESEARCH, INC.
May 8, 2024
Ms. Cheri Flores
Planning Manager
City of La Quinta
78-495 Calle Tampico
La Quinta, CA 92253
RE: On -Call Planning Services
Dear Cheri:
Terra Nova is pleased to submit the attached fee schedule for the provision of on -call planning services for
the City, based on the task descriptions below.
Case Management: At the City's option, Terra Nova will undertake specific application assignments as
needed. These could range from single family plan checks to General Plan and Zoning map or text
amendments. Terra Nova will take responsibility for all case activities we are assigned, including:
• the distribution of project plans intra- and inter -agency;
• the scheduling of applicant meetings;
• the review of applications for completeness and design adequacy;
• the preparation of public hearing and CEQA notices;
• the preparation of staff reports, resolutions, ordinance, conditions or approval and other materials for
hearing;
• the presentation of projects before the Planning Commission and City Council;
• the completion of final resolutions and conditions of approval upon approval by the reviewing authority;
and
• the logging of projects throughout the process in the City's Permit system.
On -Call Tasks: Terra Nova has taken on, and would propose to continue with the preparation of special
projects, including historic research on prior projects, General Plan and Zoning interpretations and other
tasks as assigned.
CEQA Documents: Terra Nova will assist in ther peer review of other firms' documents when required. In
addition, Terra Nova can complete exemptions, Initial Studies and EIRs as assigned.
Costs: All activities assigned to Terra Nova will be completed on a time and materials basis, unless
otherwise agreed by both parties, based on the attached fee schedule. Should Terra Nova change its fee
schedule during the term of the agreement, it will provide the City with written notice at least 90 days before
the revised fee schedule takes effect.
I look forward to continued service to the City. If you have any questions, or require additional information,
you can contact me at 760-341-4800, or by email at ncriste ai�terranovaplanninq.com.
Sincerely,
Nicole Sauviat Criste
Principal
42635 MELANIE PLACE, SUITE 101, PALM DESERT, CA 92211 (760) 341-4800
r
L -A TERRA NOVA PLANNING & RESEARCH, INC.
May 10, 2024
Ms. Cheri Flores
Planning Manager
City of La Quinta
78-495 Calle Tampico
La Quinta, CA 92253
6-
RE: Sphere of Influence Research and Documentation 40
Dear Cheri:
As you know, we have an active contract for fiscal analysis and annexation applicalkn prgparation for the
City's existing Sphere of Influence (Sphere), and a fiscal analysis for a potent' Sphere area to
the east. That contract included a defined scope of work and budget which an !iDmoving directly from
the preparation of the fiscal impact analysis to "Option 2," the annexation cd processing. When
the fiscal impact analysis was completed, the City Council's direction w urther research and study
should be conducted to provide the Council with additional informati n on w i it could eventually base its
decision to go ahead with annexation of the Sphere, to annex porti of the phere, not to annex at all, or
add a new Sphere to the east of the existing Sphere. �
That additional research has been proceeding and is on ing Mjs time. Terra Nova has participated in
City team meetings on a monthly basis, and completed rikearcjtasks as assigned. There is no definitive
scope of work known at this time, other than the
^�rmeach, additional Council Study Sessions,
y_ additional research and planning studies, as theation.
This letter is therefore written to request that ovkvrrentMontract be modified to allow for time and materials
billings until such time as a scope of work fora r path forward is determined by the Council.
i�
Costs: Our total budget for this cont was ill 17,250, for the completion of Options 1 through 3. Option 1
and 3 have been completed, and to gs to date have been $57,479.35 (as of March 31, 2024). A
balance of $59,770.65 remains o t ct, mostly assigned for Option 2 (annexation processing) tasks.
We proposed to continue to us h ds to assist with the research and documentation associated with
City Council requests on e d aterials basis, within the existing contract amount. We do not believe
that the current resear require the entire remaining budget, but cannot guarantee that until the
path forward has bee defi . Until that time, all activities assigned to Terra Nova will be completed on a
time and material s, u ss otherwise agreed by both parties, based on the attached fee schedule.
Should Terra Nov its fee schedule during the term of the agreement, it will provide the City with
written notice days before the revised fee schedule takes effect.
I look fo r o tinued service to the City. If you have any questions, or require additional information,
you 1/ at 760-341-4800, or by email at ncriste(a-)terranovaplanning.com.
Nicole Sauviat Criste
Principal
42635 MELANIE PLACE, SUITE 101, PALM DESERT, CA 92211 (760) 341-4800
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 $60,000 for fiscal year 2024-25, and $100,000 per fiscal year effective
fiscal year 2025-26 through the remainder of the Initial Term and any Extended terms.
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 Term:
"Not to exceed" Year 1:
$ 60,000
"Not to exceed" Year 2:
$100,000
"Not to exceed" Year 3:
$100,000
Possible Extended Term:
"Not to exceed" Year 4:
$100,000
"Not to exceed" Year 5:
$100,000
I
L -A TERRA NOVA PLANNING & RESEARCH, INC.:
42635 MELANIE PLACE. SUITE 101
PALM DESERT, CA 92211
760-341-4800
STANDARD FEE SCHEDULE
2026
Terra Nova invoices its clients on a cost -basis using an hourly billing system. The scope of
each planning effort is typically broken do.-. n by task and assigned estimated necessary staff
time and the applicable hourly rate. Reimbursable expenses are charged on a cost basis.
except :.here other.vise indicated. All payments for services rendered are to be made payable
to Terra Nova Planning & Research. Inc. unless other. -rise indicated. Clients are invoiced on a
monthly basis. and invoices are due and payable upon receipt. The current fee schedule is
provided belo..:
Terra Nova Staff
Hourly Rate
Principal Planner
$ 225.00
Senior Planner
$ 175.00
Associate Planner
S 160.00
Assistant Planner
S 125.00
Graphic Design Specialist S 85.00
Administrative Assistant S 65.00
REIMBURSABLES
Photo Copies (8.5" X 11" BW) $ 0.15 ea.
(8.5" X 11- Color) $ 0.30 ea.
(11" X 17" BW) $ 0.60 ea.
(11" X 17" Color) S 0.60 ea.
Large Format Plots Cost
Telephone Toll Charges Cost
FAX Transmittals Cost
Reproduction. Special photographic services.
document printing, aerial photogrammetry. postage. etc. Cost
CONSENT CALENDAR ITEM NO. 12
City of La Quinta
CITY COUNCIL MEETING' April 21, 2026
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT
SERVICES WITH TERRA NOVA PLANNING AND RESEARCH, INC. FOR ON -CALL
PLANNING SERVICES
RECOMMENDATION
Approve Amendment No. 1 to Agreement for Contract Services with Terra Nova Planning
& Research, Inc. to increase the total not to exceed amount for on -call planning services;
and authorize the City Manager to execute the agreement.
EXECUTIVE SUMMARY
• Terra Nova Planning & Research, Inc. (Terra Nova) is currently contracted with the
City to provide on -call planning services during peak workloads and as needed for
expertise on special and complex planning projects, as well as environmental
review for various public works projects.
• Proposed Amendment No. 1 to the Agreement for Contract Services (Agreement)
with Terra Nova would remove the Sphere of Influence Research and
Documentation of the Scope of Work and increase the not to exceed amount of
$60,000 to $100,000 per fiscal year (FY), effective FY 2025-26 through 2028-29.
FISCAL IMPACT
The Agreement is for not to exceed amount of $60,000 per FY for the initial term (FYs
2024-25 to 2026-27) and optional 2-year term extension (FYs 2027-28 to 2028-29).
Amendment No. 1 proposes to increase compensation by $40,000 per FY effective FY
2025-26 through the remainder of the Agreement term. Funds for these services are
available in the FY 2025/26 Planning Professional Services budget (Account No. 101-
6002-60103), and funding for future years will be budgeted per the Agreement terms.
Fiscal Year
Cost
FY 2024-25
$60,000
FY 2025-26
$100,000
FY 2026-27
$100,000
Possible Extended Term:
FY 2027-28
$100,000
FY 2028-29
$100,000
Total:
$460,000
BACKGROUND/ANALYSIS
The Planning Division uses on -call planning services during peak workloads and as
needed for expertise on special and complex planning projects. Terra Nova provides
these services which includes:
• Planning project management for specialized and complex projects
• Preparing specialized planning studies and parking surveys
• Preparing environmental review documents (CEQA and NEPA) for the Planning
Division and Public Works Department
• Conducting complex technical research and land use work activities, including
reviewing development applications
During the current contract term with Terra Nova, they have prepared special
environmental studies for Capital Improvement Projects, including Fritz Burns Park and
Cultural Campus Mitigated Negative Declarations, and have assisted with the processing
of entitlement applications, acting in a contract staff capacity for several projects.
As part of the Agreement scope, Terra Nova originally assisted with work on the Sphere
of Influence, including preparation of a fiscal study for the area and presentations at
several Council study sessions. Council directed staff to prepare a Master Plan for the
Sphere of Influence area, as required by the General Plan, and initiate a Request for
Proposals (RFP) process to find a consultant to assist with this work., Due to the RFP
being a separate process, staff proposes revising the Scope of Services in the Agreement
to remove references to any services related to the Sphere of Influence master planning.
Additionally, there has been an increase in the number of entitlement applications
assigned to Terra Nova, as there is a current vacancy in the Planning Division, and there
has been an uptick in applications received and permit reviews since the last fiscal year.
Additionally, Terra Nova has revised their rate schedule since the effective date of the
contract and would like to revise the schedule of compensation to reflect the new rates
effective for FY 2026/27 through the end of the contract term.
Proposed Amendment No. 1 to the Agreement with Terra Nova would increase the not to
exceed amount of $60,000 to $100,000 per FY, effective FY 2025-26 through 2028-29.
ALTERNATIVES
Council may elect not to approve the Agreement or revise the term.
Prepared by: Cheri Flores, Planning Manager
Approved by: David Newell, Design and Development Director
Attachment: 1. Amendment No. 1 to Agreement for Contract Services